REQUEST FOR QUALIFICATIONS G ELLUCIAN (Datatel) COLLEAGUE CONVERSION TO MS SQL AND RELATED UPGRADES PROJECT

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1 SAN JOSE/EVERGREEN COMMUNITY COLLEGE DISTRICT 4750 San Felipe Road, San Jose, CA REQUEST FOR QUALIFICATIONS G ELLUCIAN (Datatel) COLLEAGUE CONVERSION TO MS SQL AND RELATED UPGRADES PROJECT Submit Qualifications no later than 3:00 pm on January 24, 2014 to: San Jose/Evergreen Community College District 4750 San Felipe Road District Offices Building 7 Purchasing San Jose, CA Attention: Cindy Giesing It is the policy of the San Jose/Evergreen Community College District that no person or vendor shall be excluded from participation in, denied the benefits of, or otherwise be discriminated against in the award and performance of any District contract on the grounds of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, sex or gender, gender identity, religion, sexual orientation, marital status, medical condition, veteran status, physical or mental disability, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics; and that barriers to effective participation traditionally encountered by minorities and females be minimized. G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 1

2 CONTACT INFORMATION: Cindy Giesing Purchasing Agent (408) Carlos Marques Purchasing Agent Phone: (408) KEY DATES: 1. Mandatory pre-submittal conference: January 14, :00 am District Offices Conference Room 2. Submit all questions regarding this RFQ on or before 5:00 pm, January 16, RFQ Responses (Statement of Qualifications) due no later than 3:00 pm on January 24, Tentative Shortlist Notification: January 29, RFP Responses (proposals from shortlisted vendors) are tentatively due no later than 3 pm on February 6, Tentative interview Date February 12, Board of Trustees contract award estimated March 12, Estimate of Notice to Proceed date: April 1, 2014 G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 2

3 TABLE OF CONTENTS San Jose/Evergreen Community College District REQUEST FOR QUALIFICATIONS G ELLUCIAN (Datatel) COLLEAGUE CONVERSION TO MS SQL AND RELATED UPGRADES PROJECT INTRODUCTION 1. Summary 2. The District 3. Scope of Services Overview 4. Scope of Work for This RFQ/RFP 5. Timeline/Schedule 6. Contact Persons 7. RFQ/RFP Documents 8. Mandatory Pre-Submittal Conference 9. Addendum 10. Questions STATEMENT OF QUALIFICATIONS 11. Submission of Statement of Qualifications 12. Submission Content and Format SELECTION PROCESS 13. Evaluation and Selection Process 14. Award REQUEST FOR PROPOSALS 15. Draft -- Submission of Proposals 16. Draft -- Proposal Content and Format ATTACHMENTS 17. Description of Current Computing Environment for San Jose Evergreen Community College District 18. Map of Evergreen Valley College & District Office 19. Sample Contract Agreement for Services 20. Drug Free Workplace Certification 21. Non Discrimination Certification 22. Non Collusion Statement 23. Business Structure 24. Business Enterprise Certification 25. District Insurance Requirements 26. Bid Form (draft) G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 3

4 INTRODUCTION 1. SUMMARY The San Jose/Evergreen Community College District (District) is issuing this Request for Qualifications (RFQ) requesting Statements of Qualifications (SOQ s) from technical and process consultant firms qualified to provide the District with strong technical expertise, project management leadership, and organizational change skills to lead the conversion of our ERP software database platform and the implementation of business analytic reporting. This document describes the overall project, the scope of work included in this RFQ/RFP, the selection process, and the minimum information that must be included in the SOQ s. San Jose/Evergreen Community College District expects that the consultant firm selected through this RFQ/RFP process will work cooperatively with District IT staff and with other consultants engaged to assist with elements of this project, and will work under the direction of current or future District IT management and the Vice Chancellor of Administrative Services. The approximate duration of this project is two to three years. The submittal process for consultants consists of three parts: Request for Qualifications (RFQ): This RFQ consists of an open invitation to technical Consultant Firms to submit SOQs that propose their firm as best qualified to assist the District. Request for Proposal (RFP): Based upon responses to the RFQ, the District will rank the consultant firms, create a list of finalists, and invite three or more of the top-ranking finalists to respond to a Request for Proposal. The responses to the RFP must include proposed staffing, work plan, and fee schedule. Interviews: The District anticipates scheduling interviews with each of the RFP respondents, for the consulting firms to present their firms and their proposals and answer questions from the Selection Committee. The District plans to enter into a Contract Agreement for Services with the selected consulting firm. The contract will be awarded by the Board of Trustees. The District reserves the right to cancel or modify the RFQ and/or RFP process at any time and to reject any or all responses to the RFQ and/or RFP. 2. THE DISTRICT The San Jose/Evergreen Community College District provides a dynamic learning environment that fosters excellence, opportunity and innovation in meeting the educational needs of our diverse students and community. San Jose/Evergreen Community College is located in the Silicon Valley and serves the diverse populations of the City of San Jose and the City of Milpitas. The District operates two colleges: Evergreen Valley College established in 1975 and San Jose City College established in SCOPE OF SERVICES OVERVIEW San Jose Evergreen Community College District runs the Ellucian Colleague ERP Software from Ellucian, Inc. The software solution is the primary application for the district and is comprised of Student (Student Records, Admissions, Registration, Financial Aid, Billing and Receivables), Finance and Budget (Financial Accounting, Accounts Payable, Budget), and Human Resources (Personnel, Payroll, Position Control, Web Time Entry). G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 4

5 The District is refreshing their hardware and software infrastructure to achieve improved efficiency, effectiveness, and business continuity preparedness. The project includes new hardware configured to improve business continuity. The project also includes the migration of the Ellucian Colleague application suite from the existing hardware and database (Oracle) to new hardware and the Microsoft SQL server database. Business process review will be conducted to identify opportunities for improved efficiency and effectiveness. Colleague Reporting and Operational Analytics software has been licensed and reports will be migrated or re-implemented in the new environment. 4. SCOPE OF WORK for This RFQ/RFP: A. PROJECT MANAGEMENT: The District seeks an experienced Project Manager with proven capability to guide and coordinate a complex project through multiple years, combining the work of several consultants with the work of customer staff. We are seeking demonstrated expertise, preferably in higher education and community college software implementations. Estimated need: 500 to 1,500 hours* (Estimated need is based on: fulltime work for the first month, half time work for the second month, and less than 10 hours/week average for the balance of the project. The District is currently seeking to fill a new position of Vice Chancellor of Technology. It is anticipated that management of this project will be either shared with or transitioned over to District in-house resources at some point after the spring of 2014.) B. DATABASE CONVERSION: The District is migrating the Ellucian Colleague application from use of the Oracle database to use the Microsoft SQL server database. Ellucian will be installing the software and doing the initial and final data migrations. Ellucian will provide tools to identify programs that will need modification in order to function properly with the new database. The District will provide programmer analyst resources to do some of the necessary modifications. a. The District seeks additional Programmer Analyst resources experienced with Colleague development tools and Colleague data structures to modify programs as necessary to support the migration from Oracle to MS SQL server database. Estimated need: 2,000 3,000 hours b. The District seeks a Technical Project Lead to coordinate and work on the data conversion project. This experienced and skilled Colleague programmer analyst will guide and coordinate all components of the Business Process Review and program modifications driven by the conversion. This person will also do the most complex technical analysis and programming to achieve a successful conversion. Estimated need: 5,000 7,000 hours C. BUSINESS PROCESS REVIEW: The District plans to review all core business processes and reporting processes supported by the Colleague application suite during the migration project to identify opportunities to retire customizations, and to achieve full utilization of the Colleague Reporting and Operational Analytics software. The District seeks experienced Information Technology Business Analysts to conduct Business Process Reviews. Estimated need: 1,000 1,500 hours G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 5

6 D. COLLEAGUE REPORTING AND OPERATIONAL ANALYTICS SOFTWARE IMPLEMENTATION: Utilizing the work products of the Business Process Review along with a review of the existing operational reports, the Colleague Reporting and Operational Analytics software will be built out to meet the reporting and business intelligence needs of the District. The District seeks Business Intelligence Analysts with proven success in implementation of the Colleague Reporting and Operational Analytics software, preferably including successful implementation at a California Community College. Estimated need: 1,000 1,500 hours PLEASE NOTE: The hours needed estimated above are estimates only. The District explicitly reserves the right to purchase as much or as little of the consultant resources as needed to successfully complete each portion of the project. Additionally, the District explicitly reserves the right to adjust the project scope according to the best interests of the District at any time throughout the duration of the project. 5. RFQ/RFP TIMELINE / SCHEDULE 1. Request for Qualifications to be published: December 20, 2013; December 27, 2013; and January 3, Mandatory pre-submittal conference: January 14, :00 am District Offices Conference Room 3. Submit all questions regarding this RFQ on or before 5:00 pm, January 16, Submit RFQ Response (Statement of Qualifications) no later than 3:00 pm on January 24, Tentative Shortlist Notification: January 29, Final Request for Proposals & Pricing to be published January 29, Submit RFP Responses (proposals from shortlisted vendors) no later than 3 pm on February 6, Tentative interview Date February 12, Board of Trustees contract award estimated March 12, Estimate of Notice to Proceed date: April 1, CONTACT PERSONS San Jose/Evergreen Community College District 4750 San Felipe Road District Offices Building 7 Purchasing San Jose, CA Cindy Giesing Purchasing Agent Phone: (408) G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 6

7 Carlos Marques Purchasing Agent Phone: (408) RFQ/RFP DOCUMENTS: Bid packets may be downloaded from the San Jose/Evergreen Community College District website at: mentbids.aspx Note: It remains the proposer s responsibility to check the website for Addenda. The final Addendum, if any, will be posted no later than 72 hours prior to the RFQ submission deadline. 8. MANDATORY PRE-SUBMITTAL CONFERENCE A mandatory pre-submittal conference will be held on Tuesday, January 14, 2014 beginning at 10:00 am in the Conference Room of the District Office buildings. (Directions: Enter from San Felipe Road. Take first Right turn into District Offices parking lot. You may park in Staff Parking. Enter District Office complex through double doors. The conference Room is on your right). Information specific to this solicitation will be provided. Consulting firms failing to sign in on the official attendance sheet at the pre-submittal conference will not be eligible to participate in the submittal phase. 9. ADDENDA If Addenda to this RFQ are issued, Respondents must acknowledge receipt of Addenda in their RFQ responses. Failure to acknowledge and respond to any Addenda issued by the District may cause the Respondent s Statement of Qualifications to be deemed non-responsive. 10. QUESTIONS Any questions or requests for clarifications to this RFQ must be submitted in writing by to Cindy Giesing, District Purchasing Agent with a copy to Carlos Marques, District Purchasing Agent Questions or requests for clarification that meet the deadline requirements noted below, will be answered or clarified via Addendum posted on the District s website. Questions must be submitted no later than January 16 at 5:00 pm. Questions received after this deadline may be answered at the discretion of the District. G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 7

8 STATEMENT OF QUALIFICATIONS 11. SUBMISSION OF STATEMENT OF QUALIFICATIONS To be considered for selection, Respondents must complete, sign, and submit this entire RFQ and include a written response to this RFQ which addresses all of the requirements of this RFQ. The SOQ must be submitted no later than 3:00 pm on January 24, 2014, at: San Jose/Evergreen Community College District 4750 San Felipe Road District Offices Bldg 7 Purchasing San Jose, CA Attention: Cindy Giesing Respondents must include one (1) unbound original set and seven (7) bound copies plus and electronic CD/DVD of the completed SOQ in a sealed envelope or box identified as: RFQ G Ellucian (Datatel) Colleague Conversion Project with the Respondent s name and address clearly indicated. Each respondent is solely responsible for the timely delivery of its package by the deadline prescribed. San Jose/Evergreen Community College District will not be responsible for delays regardless of the reason. Failure to meet the submission deadline may result in disqualification from consideration. Do not or fax the submittals. ed or faxed submittals will be rejected. There will not be a public opening of the SOQ s. The District reserves the right to duplicate any provided materials for internal use. All materials submitted to the District will become the property of the District and will not be returned. All information submitted in response to the RFQ will be considered official information acquired in confidence and the District will maintain its confidentiality to the extent permitted by law. Any costs incurred by the Consulting Firm in preparing or submitting Proposals are the Consulting Firm s sole responsibility. The District will not reimburse any Firm for any costs incurred. The District reserves the right to request, receive, and evaluate supplemental information and clarifications during its evaluation of the SOQ s and proposals. The District will conduct this process in a fair and impartial manner. The District reserves the right to waive non-material irregularities in any response. The District reserves the right to cancel or amend this RFQ or to extend the date responses are due. Incomplete SOQ s or incorrect information may be cause for disqualification. Issuance of this RFQ does not commit the District to award a contract. The District reserves the right to reject any or all SOQ s and to award or not award a contract at its sole discretion. G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 8

9 12. SUBMISSION CONTENT AND FORMAT NOTE: Submittals should be no longer than 30 pages excluding the cover letter and any dividers or tabs. Provide one (1) unbound original set and seven (7) bound copies plus an electronic CD/DVD of the completed SOQ a. COVER LETTER Provide a cover letter addressed to the Vice Chancellor of Administrative Services, Mr. Doug Smith, with the name of the firm making the submission indicating your interest in working with the District. Include a brief description of why your firm is well suited for this project and can meet the District s needs. The letter shall be signed by the individual authorized to bind the respondent to all statements and representations made therein and to represent the authenticity of the information presented. b. BUSINESS INFORMATION Provide the following information: Company name Address Telephone Fax Name and of main contact Federal Tax l.d. Number Business License or Registration Number Business Structure (Corporation, Partnership, etc) A brief description and history of the firm. Number of employees (licensed professionals, technical support.) Number of current projects and present workload and where possible, projected workload for the period in question. Location of office where the bulk of services solicited will be performed. Any State of California certification for your firm of Small Business or Disabled Veteran Business Enterprise status. Allow 1 page. c. PARTNERING FIRMS If you propose to partner with another firm or firms to provide the services requested for the scope of this project, please: Provide Business Information (see above) for each firm involved Identify each firm s proposed contributions to this project d. PROJECT EXPERIENCE Provide information about prior projects or conversions successfully completed by your firm, including projects or conversions in higher education or school district environments. Include at least 5 and no more than 7 project references. At least 3 of the projects referenced must have been completed in the past 3 to 5 years. G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 9

10 Allow 1 page per project. For each project, include the following information: Client Name and Address Contact Person, Title, Phone Number, and Address Name and Scope of Work of the overall project Beginning date and date of substantial completion for the overall project Project budget Scope of work completed by your firm Beginning date and date of substantial completion for your scope Dollar value of your initial contract, and total dollars your firm invoiced for your work on the project Personnel from your firm who worked on this project, and their role Description of relevance to this RFQ/RFP IN ADDITION, provide a written summary, not to exceed 3 pages, describing how the submitted projects collectively demonstrate evidence of: Experience with Higher Education systems and campuses Experience with database conversions Experience with Ellucian and specifically with Ellucian Colleague Experience with Business Analytics and Organizational Change methodologies e. STAFFING AND TEAM ORGANIZATION Provide a description of the proposed project staffing and how the team is organized to meet the needs of the District. The District s Selection Committee will consider the strength of the entire team. Allow 2 pages. Provide information about key staff members for this project. Include 3 to 6 resumes. Each resume should be limited to one page and should highlight technical/professional qualifications and achievements as well as project-relevant information. f. COLLABORATIVE PROJECT METHODOLOGY Briefly describe the Consulting Firm s basic approach and methods for managing, scheduling, and carrying out the Project. The District values collaboration and team building. Describe how your firm approaches a collaborative project such as this one. How do you plan and allocate resources? How do you keep the project on schedule and within budget? What are the keys to a successful implementation? Allow 2 pages. g. DISTINCTIVE SERVICES Provide a detailed summary of the services which you can provide to the District for this project, with emphasis on those services or skills which offer greater value to the District or which differentiate your services from those of other consulting firms. Allow 1 page. G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 10

11 SELECTION PROCESS 13. EVALUATION AND SELECTION PROCESS Step 1 Response to District s RFQ Based on the requirements of the RFQ, review of District-provided documents, and attendance at the mandatory pre-submittal conference, Consulting Firms will submit their Statements of Qualifications (SOQ s) to provide the District with services described in this RFQ. The District s Selection Committee will evaluate, score, and rank the SOQ s. Based on its evaluation of the RFQ responses, the District will invite the top-ranked Consulting Firms to complete and submit responses to a Request for Proposal (RFP) and to participate in interviews. Step 2 Consulting Firms submit RFP Based on the requirements of the RFP and review of the District-provided documents, the Consulting Firms selected in Step 1 will submit written responses to the RFP, including Project Work Plan and a Fee Proposal. The RFP responses must be submitted in a sealed envelope clearly marked on the outside with the Consulting Firm s name and Request for Proposals # G Ellucian (Datatel) Colleague Conversion to MS SQL and Related Upgrades Project Submit Proposals no later than 3:00 pm on February 6, 2014 to: San Jose/Evergreen Community College District 4750 San Felipe Road District Offices Bldg 7 Purchasing San Jose, CA Attention: Cindy Giesing The District Selection Committee will evaluate, score, and rank the Proposals. Step 3 Interviews with Consulting Firms selected in Step 1 Interviews will be held with each selected Consulting Firm to discuss their approach and methods for carrying out the Project, how the Consulting Firms team brings value to the Project, and other subjects chosen by the Selection Committee. All interviewees will be asked the same initial set of questions. It is expected that specific topics will be addressed by the Consulting Firm s team member(s) who would lead the corresponding activities during the project process. An interview agenda and list of topics will be distributed prior to the interview to the list of Consulting Firms who are selected in Step 1. Each interviewing firm should provide 7 copies of a folder that includes the Consulting Firm s interview presentation and any additional relevant information you may wish to provide to the District s Selection Committee. At a minimum, the following personnel should be present at the interview: o Project Manager o Technical Project Leader (for Colleague conversion) o Business Analyst (for Business Process Review and CROA implementation) The Consulting Firm may bring additional personnel if they so choose. The District s Selection Committee will evaluate, score, and rank the Consulting Firms interviews. G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 11

12 Step 4 Composite Scoring and Selection The evaluations and scoring from Statements of Qualification, Proposals, and Interviews will be combined by the District Selection Committee in accordance with a pre-determined weighted scoring formula to rank the Consulting Firms. The District will select the Consulting Firm which, in the District s judgment, offers the best overall value to the District for this project. The District will negotiate a contract with the selected Consulting Firm. If the negotiations are unsuccessful, the District will negotiate a contract with the second-choice Consulting Firm. Step 5 Award of Contract by Board of Trustees The District will recommend to the Board of Trustees that they approve the award of a contract to the selected Consulting Firm. The contract will be presented for approval at the next regularly scheduled Board of Trustees meeting. 14. AWARD Following the selection of the apparent successful Consulting Firm, the District will enter into negotiations regarding provisions of the Contract Agreement for Services. If a satisfactory contract cannot be negotiated, the District may, in its sole discretion, begin contract negotiations with another Consulting Firm and terminate negotiations with the originally selected Consulting Firm. Because the District may award without conducting negotiations, the proposal submitted shall contain the proposer's most favorable terms and conditions. If the contract is awarded, it will be to the most responsive and responsible Consulting Firm whose proposal is deemed by the District to be the best proposal and whose proposal best meets the needs of the District. Written notification will be made to unsuccessful Firms. In the performance of the terms of any agreement resulting from this proposal, Consulting Firm agrees that he/she will not engage in, nor permit, such subcontractors, where applicable, as he/she may employ, from engaging in discrimination in employment or persons because of race, color, religion, national origin or ancestry, age, sex, familial status, sexual orientation or disability of such persons. (See attached Certificate of Non-Discrimination Form) REQUEST FOR PROPOSALS 15. DRAFT SUBMISSION OF PROPOSALS To be considered for final selection, Respondents must complete, sign, and submit this entire RFP and include a written response to this RFP which addresses all of the requirements of this RFP. The Proposal must be submitted no later than 3:00 pm on February 6, 2014, at: San Jose/Evergreen Community College District 4750 San Felipe Road District Offices Building 7 Purchasing San Jose, CA Attention: Cindy Giesing G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 12

13 Respondents must include one (1) unbound original set and seven (7) bound copies plus and electronic CD/DVD of the completed SOQ in a sealed envelope or box identified as: RFP G Ellucian (Datatel) Colleague Conversion Project with the Respondent s name and address clearly indicated. Each respondent is solely responsible for the timely delivery of its package by the deadline prescribed. San Jose/Evergreen Community College District will not be responsible for delays regardless of the reason. Failure to meet the submission deadline may result in disqualification from consideration. Do not or fax the submittals. ed or faxed submittals will be rejected. There will not be a public opening of the Proposals. The District reserves the right to duplicate any provided materials for internal use. All materials submitted to the District will become the property of the District and will not be returned. All information submitted in response to the RFP will be considered official information acquired in confidence and the District will maintain its confidentiality to the extent permitted by law. Any costs incurred by the Consulting Firm in preparing or submitting Proposals are the Consulting Firm s sole responsibility. The District will not reimburse any Consulting Firm for any costs incurred. The District reserves the right to request, receive, and evaluate supplemental information and clarifications during its evaluation of the Proposals. The District will conduct this process in a fair and impartial manner. The District reserves the right to waive non-material irregularities in any response. The District reserves the right to cancel or amend this RFP or to extend the date responses are due. Incomplete Proposals or incorrect information may be cause for disqualification. Issuance of this RFP does not commit the District to award a contract. The District reserves the right to reject any or all Proposals and to award or not award a contract at its sole discretion. 16. DRAFT PROPOSAL CONTENT AND FORMAT NOTE: Proposals should be no longer than 25 pages excluding the cover letter and any dividers or tabs. Provide one (1) unbound original set and seven (7) bound copies plus an electronic CD/DVD of the completed Proposal. a. Project Plan Provide a draft Project Plan for this project. Identify tasks, durations, and milestones. In narrative form, describe your approach to developing and maintaining a project plan for this type of project. b. On Site or Off Site Work For each task in the Project Plan, indicate what % of each task will be performed on site and what percentage you propose will be performed off site. Provide justification for work to be completed off site. G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 13

14 c. Roles and Responsibilities Discuss how the various personnel (District, your Consulting Firm, other Consulting Team Members, and other Contracted Services) will coordinate on this project. Identify roles and responsibilities, and add this information to the Project Plan developed in a) above. d. Cost Proposal Provide pricing for the personnel resources you will provide for this project. Attach your current rate sheet, including information about travel expenses and other reimbursable expenses. Construct a cost matrix containing the Scope Items and Estimated Need from Section 4 of these project documents. Include estimated reimbursables. Include, for example: Project Management Estimated Need 500 to 1,500 hours Hourly rate: Estimated reimbursables: Database Conversion Programmer Analyst Estimated Need 2,000 to 3,000 hours Hourly Rate: Estimated reimbursables: Total Cost: $xxx to $xxx Total Cost: $xxx to $xxx e. Alternate Proposed Plan Based on the information provided in these project documents and conveyed at the Mandatory Pre-Submittal Conference, are there improvements which you would suggest for this project? How would your suggestions change the project plan? Provide an Alternate Project Plan based on your suggested improvements. If appropriate, quantify the changes in project duration or cost which would result. f. Challenges What major roadblocks or challenges do you foresee for this project? How will you mitigate them? END OF DOCUMENT G Ellucian (Datatel) Colleague Conversion Project RFQ/RFP Page 14

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