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RFP #UCM1071CD
 

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    RFP #UCM1071CD RFP #UCM1071CD Document Transcript

    • UNIVERSITY OF CALIFORNIA, MERCED REQUEST FOR PROPOSAL ISSUE DATE: October 15, 2007 RFP NO: UCM1071CD DUE DATE: November 26, 2007 TIME: 4:00 p.m. (PT) Proposals must be received by the due date and time to be considered. All qualified, interested vendors are invited to submit proposals for: Business Intelligence Software for UC Merced Campus
    • RFP UCM1071CD Business Intelligence Software UC Merced TABLE OF CONTENTS 1RFP BACKGROUND AND INTENT.......................................................................................................................................5 1.1ORGANIZATIONAL CONTEXT.........................................................................................................................................................5 1.1University of California.....................................................................................................................................................5 1.2University of California, Merced.......................................................................................................................................5 1.2INTENT......................................................................................................................................................................................5 1.3OVERVIEW.................................................................................................................................................................................6 2INSTRUCTIONS TO BIDDERS...............................................................................................................................................7 1.4ISSUING OFFICE AND UNIVERSITY CONTACT ..................................................................................................................................7 1.5SCHEDULE OF EVENTS.................................................................................................................................................................7 1.6 PROPOSAL RECEIPT...................................................................................................................................................................8 1.7 BIDDER QUESTIONS..................................................................................................................................................................8 1.8 RESTRICTION ON COMMUNICATIONS.............................................................................................................................................9 1.9 PROPOSAL FORMAT AND REQUIRED SUBMITTALS...........................................................................................................................9 1.10JOINT OR PARTNERING BIDS/PROPOSALS....................................................................................................................................10 1.11 BIDDER REPRESENTATION......................................................................................................................................................10 1.12SIMPLICITY OF PREPARATION....................................................................................................................................................10 1.13COMPLETE PROPOSALS............................................................................................................................................................10 1.14SPECIFICATIONS .....................................................................................................................................................................10 1.15AMENDMENTS TO RFP BEFORE DUE DATE................................................................................................................................10 1.16FIRM PROPOSALS ..................................................................................................................................................................11 3SPECIFICATIONS...................................................................................................................................................................12 1.17GENERAL REQUIREMENTS........................................................................................................................................................12 1.18SOFTWARE FUNCTIONALITY .....................................................................................................................................................13 3.1Query/Report Creation And Execution............................................................................................................................13 3.2Advanced Features..........................................................................................................................................................14 3.3Managed Reporting Features .........................................................................................................................................14 3.4Information Dissemination Features ..............................................................................................................................15 1.19SOFTWARE FUNCTIONALITY (ADMINISTRATION) .........................................................................................................................15 3.5Target Database Representation ....................................................................................................................................15 3.6Security ...........................................................................................................................................................................16 3.7Scheduling........................................................................................................................................................................17 3.8Monitoring ......................................................................................................................................................................17 3.9Architecture.....................................................................................................................................................................17 .............................................................................................................................................................................................17 3.10Accessibility...................................................................................................................................................................17 1.20VENDOR PRODUCTS, RESOURCES AND SUPPORT..........................................................................................................................18 3.11Product(s) Proposed......................................................................................................................................................18 3.12Vendor Support .............................................................................................................................................................18 3.13Technological Capability ..............................................................................................................................................19 3.14Implementation Services ...............................................................................................................................................19 4BIDDER QUALIFICATION INFORMATION....................................................................................................................20 1.21MINIMUM QUALIFICATIONS .....................................................................................................................................................20 Bidders must be able to demonstrate the capability of providing the required services by possessing adequate available resources, including personnel, facilities, production, access, order processing and delivery capabilities, equipment, systems, organization structure, operation controls, quality control, and other related factors.........................................20 Bidders must have the ability to obtain the necessary insurance (ref. : Article 17 of the enclosed University of California Terms and Conditions of Purchase, Appendix A).................................................................................................................20 Bidders must possess all trade, professional, or business licenses as may be required by the work contemplated by this RFP.......................................................................................................................................................................................20 Bidders must operate within the guidelines of all federal and state labor codes.................................................................20 page 2
    • RFP UCM1071CD Business Intelligence Software UC Merced 1.22VENDOR PROFILE...................................................................................................................................................................20 4.1Description, including a short history, years in business, business plan and services offered.......................................20 4.2Complete the attached Business Information Form........................................................................................................20 4.3Bidder must be able to demonstrate a record of past financial stability and positive indicators for future performance. Bidders are to submit an audited annual report or audit annual financial statement for the past two (2) years for which such reports or statements are available (including all notes), or tax returns for the two (2) most recent tax years........20 4.4Indicate the name and title of the person who will have the overall ongoing account management responsibility as specified in this RFP.............................................................................................................................................................21 1.23VENDOR’S MARKET POSITION..................................................................................................................................................21 ..................................................................................................................................................................................................21 4.5Describe the market share the vendor’s business intelligence software has captured. .................................................21 4.6List, from a world-wide perspective, the number of customer sites with greater than or equal to 500 users. ...............21 4.7List, from a national perspective, the number of customer sites with greater than or equal to 500 users. ....................21 4.8List, from a California perspective, the customer sites with greater than or equal to 500 users. ..................................21 4.9Describe the three largest customers of the vendor’s business intelligence software in California (industry, architecture, etc.) and the number of users at each site/campus. ........................................................................................21 4.10List, from a world-wide, nation-wide and California perspective, respectively, the top five higher education customers, and the number of users at each campus............................................................................................................21 4.11What percentage of gross revenue has been spent on research and development of the business intelligence software in question each year over the last five years? ....................................................................................................................21 .............................................................................................................................................................................................21 1.24EXPERIENCE AND REFERENCE INFORMATION...............................................................................................................................21 4.12Describe generally the vendor’s background and experience in providing business intelligence software. ...............21 4.13The vendor shall provide documentation that demonstrates specialized knowledge and expertise in the technical support of business intelligence software.............................................................................................................................21 4.14Bidders should provide at least three (3) references of similar 4 year college, university or community college using the BI tool with student data (Preferably SunGard Banner). Please provide contact information.....................................21 1.25POST-QUALIFICATION AND VENDOR SITE VISIT..........................................................................................................................21 5STANDARD TERMS AND CONDITIONS...........................................................................................................................23 1.26UNIVERSITY OF CALIFORNIA EMPLOYEES...................................................................................................................................23 1.27CONFLICT OF INTEREST............................................................................................................................................................23 1.28 ETHICS................................................................................................................................................................................23 1.29UNIVERSITY’S RIGHT TO REJECT OR MODIFY.............................................................................................................................23 1.30SUPPLEMENTAL TERMS AND CONDITIONS/MODIFICATIONS............................................................................................................24 1.31FORM OF AGREEMENT.............................................................................................................................................................24 1.32PERFORMANCE STANDARD.......................................................................................................................................................24 1.33MARKETING REFERENCES........................................................................................................................................................24 1.34DISCLOSURE OF RECORDS........................................................................................................................................................24 1.35AUDIT REQUIREMENT..............................................................................................................................................................24 1.36INSURANCE............................................................................................................................................................................25 1.37PRICE REASONABLENESS..........................................................................................................................................................26 1.38WARRANTY PERIOD................................................................................................................................................................26 1.39TERMS INCLUDED AND ORDER OF PRECEDENCE..........................................................................................................................26 1.40POST-QUALIFICATION .............................................................................................................................................................26 1.41TERMINATION OF AGREEMENT..................................................................................................................................................26 6SPECIAL TERMS AND CONDITIONS................................................................................................................................27 1.42OWNERSHIP OF WORK.............................................................................................................................................................27 1.43HARMFUL CODE.....................................................................................................................................................................27 1.44SOURCE CODE ESCROW...........................................................................................................................................................27 1.45PAYMENT SCHEDULE AND INVOICING.........................................................................................................................................27 1.46CONTINUED OPERABILITY........................................................................................................................................................28 1.47SOFTWARE ACCEPTANCE..........................................................................................................................................................28 6.1Definitions........................................................................................................................................................................28 6.2Acceptance Testing .........................................................................................................................................................28 page 3
    • RFP UCM1071CD Business Intelligence Software UC Merced 6.3Continuance of Performance Testing Period .................................................................................................................28 6.4Failure to Meet Standard of Performance ......................................................................................................................29 1.48LIQUIDATED DAMAGES ...........................................................................................................................................................29 1.49BUSINESS TERMINATION .........................................................................................................................................................29 1.50CONFIGURATION WARRANTY....................................................................................................................................................29 1.51PROPRIETARY RIGHTS INDEMNITY.............................................................................................................................................30 7 METHOD OF AWARD...........................................................................................................................................................31 1.52PROPOSAL EVALUATION METHOD.............................................................................................................................................31 1.53EVALUATION CRITERIA............................................................................................................................................................31 1.54SELECTION OF FINALISTS/FINALIST EVALUATIONS.......................................................................................................................31 1.55CONTRACT AWARD.................................................................................................................................................................32 1.56CONTRACT AWARD IN BEST INTEREST.......................................................................................................................................32 8COST SHEET............................................................................................................................................................................33 1.57PRICE QUOTATION..................................................................................................................................................................33 8.1Bidders must provide pricing information substantially in the form provided on the Cost Worksheets provided below. ..............................................................................................................................................................................................33 8.2Costs proposals must include sufficient itemization to enable University to evaluate the reasonableness and fairness of all cost elements. Pricing must be fixed for 90 days from the due date of responses to this RFP. ..................................33 8.3If license costs are dependent upon the operating system platform on which they run, the size of processor, the number of processors or processor cores, or the size of the University’s user population or other factor, bidder must clearly so state and may be required to increase the number of cost proposal forms submitted in order to clearly and completely represent its product costs. ................................................................................................................................................33 8.4If the University chooses to utilize load balance technology to manage the anticipated workload, please describe how that impacts the licensing costs. If there is an incremental cost to enable replicated platforms running the same software, please so identify. .................................................................................................................................................................33 8.5In the event that a Bidder’s costs are based on the size of the computing platform on which it operates, Bidder must identify the costs for all different platform sizes supported. ................................................................................................33 8.6Indicate if the software and documentation is available for delivery via electronic download (and therefore not subject to California sales/use tax). ................................................................................................................................................33 8.7Price quotations will not be subject to any increase after the closing date for submission of Proposals. Following contract award and prior to final acceptance by the University, if the supplier’s standard purchase price for any service or component decreases University shall benefit from a corresponding decrease in the bid price. ...................................33 8.8Provide estimated costs of travel expense for vendor implementation and/or training that is NOT included in the cost tables above..........................................................................................................................................................................33 8.9Are the prices offered in your proposal response the lowest afforded any other customers including other University of California campuses?.......................................................................................................................................................33 8.10Bidders are to quote discounts offered for prompt payment. The University considers 30-day payment periods as normal. Additional discounts should be quoted for payments received in 10, and 20 days. ..............................................33 9BIDDER CERTIFICATION/SIGNATURE PAGE...............................................................................................................36 10 ATTACHMENTS..................................................................................................................................................................37 Bidder Inquiry Form University of California Appendix “A” (Terms and Conditions for Purchase) Business Information Form page 4
    • RFP UCM1071CD Business Intelligence Software UC Merced 1 RFP Background and Intent 1.1 Organizational Context 1.1 University of California Founded as the state’s first and only land grant institution in 1868, the University of California is a system of 10 campuses with approximately 180,000 undergraduate and graduate students. The official research arm of the State of California, UC has five medical schools, four law schools and the nation’s largest continuing education program. It also manages three national laboratories that are engaged in energy and environmental research and approximately 130,000 acres of natural habitat in California for research, teaching and outreach activities. The University's fundamental mission is teaching, research and public service. 1.2 University of California, Merced UC Merced opened September 5, 2005 as the 10th campus in the University of California system and the first American research university of the 21st century. The campus significantly expands access to the UC system for students throughout the state, with a special mission to increase college-going rates among students in the San Joaquin Valley. It also serves as a major base of advanced research and as a stimulus to economic growth and diversification throughout the region. Situated near Yosemite National Park, the university is expected to grow rapidly, topping out at approximately 25,000 students within 30 years. . The Campus is being created utilizing the latest sustainable, environmentally-sensitive techniques. The first phase of the new campus includes three academic buildings; a classroom and office building, library and science and engineering building. The goal for the university is to create an environment that is welcoming to students, reflects new technologies in building design and sets the standard for environmental stewardship and sustainability while providing a model for growth in the San Joaquin Valley. 1.2 Intent The University of California, Merced invites proposals from qualified vendors to provide, install and implement Business Intelligence Software for the Merced campus. Proposals are to be based on the specifications provided in Section 3 of this RFP. The contract established with the vendor selected as a result of this RFP will provide for the installation, configuration, training and maintenance associated with this system. UC Merced requires a vendor with demonstrated dedication to its software that is continuously responding to industry standards and innovation, and demonstrated reliability in customer support and training. page 5
    • RFP UCM1071CD Business Intelligence Software UC Merced 1.3 Overview UC Merced (UCM) Campus Data Warehouse Project The UCM Campus Data Warehouse Project will build a multiple phase solution enterprise-wide dimensional data warehouse that will deliver timely, accurate, and consistent data to the University’s decision-makers and analysts. The Campus Data Warehouse will be used to streamline processes, improve the quality of work, and enable more efficient operations, analyses and reporting. The Campus Data Warehouse will contain data from all major student and administrative systems, and will integrate the data as much as possible to make complex, longitudinal analyses as feasible as possible. Currently, UCM is in the process of implementing Sungard Banner’s ODS module. This initial phase is just the beginning to the UCM Campus Data Warehouse Project. The module predelivers hooks into the Banner student system, providing a jumpstart into the development of an ODS environment. The second phase of the ODS environment will integrate data from other sources for use with the ODS environment. UCM’s long range development plans are to create a “third normal form” (3NF) data warehouse with key tables that are lightly denormalized for ease of use and better performance. Our initial rollout of the ODS will be comprised of 1-2 administrators, 10 power users and an additional 10-20 consumers/ad-hoc users. Many individuals will be recipients of reported output and will not need access to the ODS/data warehouse. page 6
    • RFP UCM1071CD Business Intelligence Software UC Merced 2 Instructions to Bidders 1.4 Issuing Office and University Contact This RFP is being issued by the University Purchasing Department which is the only office authorized to change, modify, clarify, etc., the provisions of this RFP and to award any contract(s) resulting from the RFP. The only point of contact for administrative and technical issues regarding this RFP is: Cindi Deegan, C.P.M. Director of Purchasing UC Merced 1715 Canal Street Merced, CA 95340 Phone: (209) 228-4083 Fax: (209) 228-2925 E-mail: cdeegan@ucmerced.edu 1.5 Schedule of Events Listed below are the key action dates/times for this RFP. If the University finds it necessary to change any of the dates as indicated below, an addendum to the RFP will be issued. Release of RFP...............................................................…...…………………………....October 15, 2007 Deadline for Questions regarding RFP.............….......................................................November 5, 2007 Proposal Due Date......................................................................................November 26, 2007, 4:00pm . Finalist Demonstrations……………………………………………………....……Week of January 21, 2007 Anticipated Contract Award………………………………………………………………….January 31, 2007 Note: The above dates are subject to change at the option of the University. page 7
    • RFP UCM1071CD Business Intelligence Software UC Merced 1.6 Proposal Receipt Proposals are to be addressed and delivered as follows: One (1) original hardcopy and one (1) CD (Word or PDF format); and four (4) additional hardcopies without pricing to: Cindi Deegan Director of Purchasing UC Merced 1715 Canal Street Merced, CA 95340 Phone: (209) 228-4083 Proposals shall be in a sealed envelope marked: Name of Bidder RFP Number UCM1071CD Date and Time Proposal Due No telephone, email, or facsimile proposals will be considered. Proposals received after the time for closing will be returned to the bidder unopened. 1.7 Bidder Questions Bidders are expected to exercise their best professional independent judgment in analyzing the requirements of this RFP to ascertain whether additional clarification is necessary or desirable before responding. If there are any discrepancies in, or omissions to the RFP, or if there are any questions as to any information provided in the RFP or by any other source, a request must be submitted via email or fax for clarification, interpretation or correction by the date listed above. Such inquires must be directed to the buyer listed below. The University may be unable to respond to inquiries received too close to the bid submission deadline to permit a timely and comprehensive reply to all prospective Bidders. Questions regarding this RFP must be submitted using the attached “Bidder Inquiry Form” no later than November 5, 2007. Please submit via email (preferred) or fax to: Cindi Deegan UC Merced Purchasing Department Fax : (209) 228-4083 cdeegan@ucmerced.edu page 8
    • RFP UCM1071CD Business Intelligence Software UC Merced 1.8 Restriction on Communications Except for the designated contacts listed above, Bidders are not permitted to communicate with University staff regarding this solicitation during the period between the Request for Proposal issue date and the announcement of awards, except during:  The course of a Bidders' conference;  Oral presentations and site visits, if conducted. If a Bidder is found to be in violation of this provision, the University reserves the right to reject their proposal. 1.9 Proposal Format and Required Submittals Bidders are to provide a written proposal addressing the full scope specified under this RFP. Proposals shall be submitted in the following format. Proposals in any other format will be considered informal and will be rejected. Conditional proposals will not be considered. An individual authorized to extend a formal proposal must sign all proposals. If the Bidder fails to provide any of the following information, the University may at its sole option, ask the Bidder to provide the missing information or evaluate the proposal without the missing information. Proposals should include all of the elements listed, be clearly indexed and assembled (in accordance with the numbers and order listed below) and reference the corresponding RFP Sections and paragraphs. 1. Table of Contents - Proposals should include a table of contents with page numbers covering all parts including exhibits and addenda, with sufficient detail to facilitate easy reference to all requested information. 2. Signed Proposal Certification - RFP Section 9. 3. Introduction and Executive Summary - This section should present an introduction and general description of the company's background, nature of business activities, and experience; identifying and substantiating that it is well-qualified to provide the requested services for the University. 4. Technical Response as required by RFP Section 3. Address all requirements related to your proposal, provide a complete response to all questions and provide complete technical specifications and product literature for each model bid. 5. Bidder Qualification Information - RFP Section 4. 6. Cost Sheet - RFP Section 8. 7. Terms and Conditions Acceptance - Indicate acceptance/compliance with all items in RFP Sections 5&6. 8. Proposed License and Maintenance Agreements - If the Bidder requires that a software license and/or software support agreement be included in the contract, the Bidder should prepare such agreements in accordance with the provisions of this RFP and include them with the proposal for the University’s consideration. 9. Supplementary Information and Additional Comments as desired. page 9
    • RFP UCM1071CD Business Intelligence Software UC Merced 1.10Joint or Partnering Bids/Proposals A joint bid/proposal, submitted by two or more Vendors proposing to participate jointly in performance of proposed work may be submitted. To be considered responsive, any such joint bid/proposal must respond to all the requirements of this RFP. However, a single Vendor must be clearly identified as the “Primary Vendor” who will assume primary responsibility for performance of all other joint Vendors and all subcontracts to every level. The Primary Vendor must identify themselves as such and submit the proposal under their company name and signature. If a contract is awarded in response to a joint bid/proposal, the Primary Vendor must execute the contract and all Partner Vendors must verify in writing that the Primary Vendor is authorized to represent them in all matters relating to the contract. At least one of the Vendors must have attended any and all mandatory Pre-Proposal or other meetings. The University assumes no responsibility or obligation for the division of orders or purchases among joint contractors. 1.11 Bidder Representation Each bidder, by submitting a proposal, represents that he/she has:  Read and completely understands the RFP and associated documents.  Based the proposal upon the requirements described in the RFP. 1.12Simplicity of Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the Bidder’s capability to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Special bindings, color displays, etc., are not desired. Promotional materials are especially discouraged. 1.13Complete Proposals All bids must be full and complete at the time of bid opening. 1.14Specifications Bidders are expected to meet or exceed the specifications in their entirety. Each bid shall be in accordance with this specification. If products and/or services as bid do not comply with specifications as written, bidder shall attach to bid proposal a complete detailed itemization and explanation for each and every deviation or variation from these specifications. Absence of any such itemization and explanation shall be understood to mean that bidder proposed to meet all details of these specifications. Successful bidder (contractor) delivering products and/or services pursuant to these specifications shall guarantee that they meet specifications as set forth herein. If it is found that materials/equipment and/or services delivered do not meet requirements of this specification, the successful bidder shall be required to correct same at bidder’s own expense. 1.15Amendments to RFP before Due Date page 10
    • RFP UCM1071CD Business Intelligence Software UC Merced No individual is authorized to amend any part of this bid in any respect, by an oral statement, or to make any representation of interpretation in conflict with provision of this RFP prior to the proposal submission date. However, if necessary, supplemental information in addenda form will be provided to all prospective Bidders who have received this RFP from The University Purchasing Department. Failure of any Bidder to receive such addenda shall not relieve the Bidder from any obligation under their bid as submitted. All addenda so issued shall become part of this RFP. 1.16Firm Proposals All Proposals shall be firm and fixed for 90 days following the deadline for RFP submissions, or until a contract is signed, whichever comes first. page 11
    • RFP UCM1071CD Business Intelligence Software UC Merced 3 Specifications 1.17General Requirements The Campus Data Warehouse must be scalable, however, ultimately to serve over 500 constituents and many more as our campus grows. The design style of the Campus Data Warehouse will be a dimensional data warehouse (i.e., star schema models). The central tables will contain very granular levels of numeric data, and they will be surrounded by outrigger tables that will contain the analytical context users require for highly complex analyses. Aggregate data structures will be used to speed access to data grouped in common, foreseeable ways for decision-makers to use. The University wants to avoid the costs associated with redundant processing, reconciliation, and storage of data, so it is vital that the bottom-most layers of the Campus Data Warehouse data architecture are utilized. Intermediate, aggregated data structures alone will not be sufficient to satisfy the University’s decision-makers. The current 3NF data warehouse will evolve into a “staging area,” and in many instances will be used to furnish data to various University web sites. The Data Warehouse server environment at UC Merced is expected to consist primarily of Sun hardware with the Solaris operating system. The DBMS for the Data Warehouse will be Oracle, currently the Sungard ODS utilizes Oracle version 10g.” The vendor’s business intelligence software must operate in the University’s technology environment as it is conceived. The project also includes the creation of a “managed reporting environment,” based on the business intelligence software which will be selected in the RFP process. The managed reporting environment must contain query construction software that will allow power users to build, on their own, powerful analyses in an ‘on-demand’ fashion. The query construction tool must allow the flexibility to retrieve nearly any data that a functional analyst could require yet be simple enough to understand and use. The analyst should not require any prior programming knowledge. Additionally, the managed reporting environment will contain report development tools that will allow professional developers to construct powerful and polished pre-defined/parameter-driven reports. Casual information consumers and executives will be able to access these pre-defined reports from a ‘portal’ (another central feature of the desired managed reporting environment), as well as access historical snapshots of reports run at a point in time. Users will ideally be able to customize their individual portal settings so that they can more efficiently find and view the reports of interest to them. The managed reporting environment will also be used to distribute regularly run reports to appropriate audiences. The tool is expected to be used for reporting from the new dimensional designed database (for analytical reporting) as well as the existing 3NF (for operational reporting). The tool is also expected to use multiple sources of data for the reporting. The University requires a thin-client implementation with as minimal a footprint on the client machine as possible. As much of the business intelligence software as possible should be installed on centrally- maintained servers, and then accessed by users via the University’s internal networks The vision of the University is to centralize the administration of the query/report construction tool for the end-users, yet decentralize the report development tools for the campus report developers. The Campus Data Warehouse IT team will be responsible for the central administration of the business intelligence software behind the managed reporting environment, the design of the reporting layer for sophisticated page 12
    • RFP UCM1071CD Business Intelligence Software UC Merced information producers and casual information consumers, and the maintenance of the business intelligence software/managed reporting environment. The report developers will be decentralized. They need a tool that is local to their environment for development but publishes reports centrally. 1.18Software Functionality This section sets forth the specific requirements for the functionality of the business intelligence software from the perspective of the individuals who will use it to produce and share information, as well as professional developers who will create production-quality pre-defined reports for dissemination across the University. Bidder proposals must address all of the listed requirements in the order presented with a response acknowledging an understanding of the requirements and the bidder’s approach to fulfilling the requirements. The University expects step-by-step explanations and detailed descriptions as opposed to ‘yes/no’ answers. 3.1 Query/Report Creation And Execution Describe the business intelligence software’s data retrieval, query creation and information presentation capabilities a. Describe, using screen images and commentary, the steps a user would take to create an ad hoc query. b. Describe how a user would specify which columns to include as ad hoc query output. c. Describe how a user would search for a column to include into the ad hoc query output, but isn’t sure where that column resides within the business intelligence software. d. Describe how a user would set the criteria by which the ad hoc query output would be limited. e. Describe how a user would see the list of valid values possible for criteria setting when attempting to limit the query output. f. Describe how a user would automatically insert the criteria by which the ad hoc query output would be limited into the output returned by the business intelligence software. g. Describe how a user would control/manipulate the formatting and presentation of the ad hoc query results before it runs, or afterwards (e.g., add/remove/rearrange columns, section breaks, cross-tabs, text highlighting, apply report formats, etc.) h. Describe how a user would place variables or calculated columns into the ad hoc query before it runs, or afterwards. i. Describe how a user would place summary calculations into the ad hoc query before it runs, or afterwards. j. Describe how a user would insert multiple variables into the cell of a cross-tab report, e.g., “revenue” and “revenue as a percent of the column total”. k. Describe how a user would roll up and drill down the ad hoc query results. l. Describe how a user would filter the ad hoc query results. m. Describe how a user would ‘group’ ad hoc query results, e.g., organize ‘products’ into user- defined ‘product categories’. n. Describe the different ways a user can represent data graphically, and how this is done. o. Describe how a user would search for a text string in a result set. p. Describe how a user would export data retrieved by an ad hoc query, and what data formats are available for export. q. Describe how a user would save a query for later re-use personally, or in a way that members of the University as a whole could access it. r. Describe how much run-time overhead the business intelligence software imposes above running freehand SQL on a percentage basis and why. page 13
    • RFP UCM1071CD Business Intelligence Software UC Merced s. Describe how a user would access metadata and business definitions about data elements available for inclusion in a query. t. Describe how a user would schedule a query to run at some later time/date. u. Describe how a user would run a saved query on a new/refreshed dataset (e.g. subsequent semester or time period). 3.2 Advanced Features Describe other aspects of the business intelligence software’s capabilities relating to gleaning insight and information from data. a. Describe any aspects of Oracle’s implementation of SQL that the business intelligence software does not support at this time. b. Describe the business intelligence software’s capabilities that go beyond Oracle’s implementation of SQL. c. Describe how the business intelligence software helps a user construct sub-queries. d. Describe any limits on the number of sub-queries that can be nested inside one query. e. Describe how the business intelligence software helps a user utilize outer joins. f. Describe how the business intelligence software enables a user to use a CASE statement. g. Describe how the business intelligence software processes a query that attempts to retrieve data from multiple fact tables. h. Describe what a user has to do in order to see the SQL generated from constructing a query. i. Describe how a user would modify the SQL generated from constructing a query and then run it if necessary. j. Describe whether or not the business intelligence software requires a user to work with a language other than SQL. k. Describe the built-in statistical functions the business intelligence software possesses, and describe how the user would activate them. l. Describe how a user would access data contained in Excel spreadsheets, Access databases, or text files, for example, and incorporate it into an ad hoc query. m. Describe the data formats the business intelligence software can read. n. Describe how data from multiple and different formats could be included in one output from the business intelligence software. o. Describe how ad hoc query results can be embedded or pasted into a MS Word, MS PowerPoint or other personal productivity software document. p. Describe how a user would work with the business intelligence software if she was working remotely and not connected to the network, keeping in mind that the University requires a thin- client implementation. q. Describe how ad hoc query results can be exported to a database table. r. Describe the data mining capabilities of the business intelligence software. s. Describe how hierarchies are created, maintained and used in the business intelligence software. t. Describe how a professional developer would extend the functionality of reports so that they could be used in other web-based applications across the University. u. Describe the drill-down features of the business intelligence software, including and limitations of this feature. 3.3 Managed Reporting Features page 14
    • RFP UCM1071CD Business Intelligence Software UC Merced a. Describe the business intelligence software’s capabilities relating to the creation and maintenance of a web-based portal to access parameter-driven report templates or the snapshots of reports run previously. b. Describe how your products integrate with or can be included in standards-based portals such as uPortal. c. Describe the built-in “portal development tools” the business intelligence software possesses, and describe how a professional developer would activate them. d. Describe the capabilities a managed reporting portal, developed with the built-in tools, would possess. e. Describe how a user would customize the managed reporting portal to their individual settings, and what customizations are possible. f. Describe how a professional developer would add or change features (i.e., new reports, new subject areas, new versions of reports, etc.) to the managed reporting portal. g. Describe the type of reports that could be available from the managed reporting portal. h. Describe how a user would run a parameter-driven report from the managed reporting portal. i. Describe how a user would retrieve (using the “managed reporting portal”) the snapshot of a report from a specific historical time period. j. Describe how a user would drill into the results of a parameter-driven report run from the managed reporting portal and conduct further analysis. k. Describe how a user could develop ‘what if’ scenarios using the business intelligence software. 3.4 Information Dissemination Features Describe the business intelligence software’s capabilities relating to the dissemination of report/query results. a. Describe the various ways users could be sent reports, or notification of reports (e.g. ftp, email, etc.) b. Describe how users could be sent only the pages of a report that apply to their interests, instead of the entire report. 1.19Software Functionality (Administration) This section sets forth the specific requirements for the functionality of the business intelligence software from the perspective of the individuals who will use it to establish and maintain the underlying architecture needed to make the business intelligence software effective. Bidder proposals must address all of the listed requirements in the order presented with a response acknowledging an understanding of the requirements and the bidder’s approach to fulfilling the requirements. The University expects step-by-step explanations and detailed descriptions as opposed to ‘yes/no’ answers. 3.5 Target Database Representation Describe how the Campus Data Warehouse administrators can use the business intelligence software’s capabilities to construct a representation of the underlying target databases that is easy to understand and navigate. Shielding the business users from the complexity of the underlying target databases is key to the success of the next generation data warehouse at the University. page 15
    • RFP UCM1071CD Business Intelligence Software UC Merced a. Describe, using screen images, the steps an administrator would take to create a user representation of the target database. b. Describe how an administrator, when establishing the user representation of the target database, would enable a user to access an aggregate table if possible instead of querying a larger fact table. c. Describe how user-friendly data element definitions can be incorporated into the user-friendly representation of the target database. d. Describe how metadata from Sungard Banner ODS can be incorporated into the user-friendly representation of the target database. e. Describe how an administrator, when establishing the user representation of the target database, would alias dimension tables (such as ‘time’) that were connected to a fact table multiple times but with different roles. f. Describe how an administrator, when establishing the user representation of the target database, would incorporate ‘snow-flaked’ tables that were connected to a dimension table. g. Describe the fastest/least labor-intensive way for an administrator, when establishing the user representation of the target database, to copy existing sections of the representation and to reuse it elsewhere. h. Describe how an administrator, when working with the user representation of the target database, can globally search for a phrase and replace it with another. i. Describe how metadata from other popular software products can be incorporated into the business intelligence software. j. Describe how reports about the metadata in the business intelligence software can be generated. k. Describe how the business intelligence software can automatically include in a query “companion data elements” if the user selects a data element for report inclusion that must be accompanied by its companions. 3.6 Security Describe the business intelligence software’s ability to limit users to data elements and data values that are within their purview. a. Describe how security is established and maintained in the business intelligence software. b. Describe how the business intelligence software security integrates with the already establish security schema in the Oracle database. c. Describe, using screen images, the steps an administrator would take to establish the security apparatus, including adding or removing users. d. Describe how a manager who runs a specific department (represented by department code) would be limited (by the security capabilities of the business intelligence software only) to seeing payroll expenses for their department, but no other departments. e. Describe how the business intelligence software integrates with LDAP for authentication. f. Describe how the business intelligence software integrates with LDAP to retrieve detailed user access security information (i.e. attributes to describe which Business Intelligence items users can access). g. Describe how the business intelligence software integrates with CAS (Central Authentication Servers, a product developed by Yale University Technology and Planning) as a means to “replace” any login/authentication of the software. If multiple products are included in the bid, note how CAS can be integrated with each one. h. Describe how your product supports data encryption over the wire for both your reporting writing product and the ad-hoc query product. page 16
    • RFP UCM1071CD Business Intelligence Software UC Merced 3.7 Scheduling Describe the business intelligence software’s capabilities to schedule tasks at desired times or on desired dates. a. Describe the various ways administrators can schedule reports (i.e., regular intervals of time, irregular dates or times, triggers, etc.) b. Describe the underlying technology that drives the “scheduler” (i.e., Oracle Jobs, operating system-based scheduler, etc.) c. Describe how scheduled reports are distributed to users once they are run. d. Describe how failed jobs are reported and the administrator(s) are notified. e. Describe how the business intelligence software uses exception handling if any for failed jobs. 3.8 Monitoring Describe the business intelligence software’s capabilities to report on usage. a. Describe how the business intelligence software allows the administrators to report on the number of queries run via the software over time, etc., and by user. 3.9 Architecture Describe the architectural considerations of the business intelligence software. a. Describe any impacts the operating system (Windows, Mac or Linux) or browser (Explorer or Netscape) have on the use of the business intelligence software. What browser plug-ins (or plug-in equivalents) are required for each product to run on a client computer? b. Describe any impacts the choice of email system has on the business intelligence software’s functioning. c. Describe the ways the business intelligence software interacts with the Oracle 10g database. d. Describe and diagram the servers and middleware required to provide the business intelligence software functionality, how they interface with the other components of the Campus Data Warehouse’s technology environment, (as described in section 2.1) and each server’s function. e. Describe how the business intelligence software running on a server can utilize multiple processors and/or cores and whether the software has the capability to “ignore” multiple processors and/or processor cores for licensing purposes (i.e. ability for the software to control processor affinity). f. Describe the tasks required to implement the servers and middleware required by the business intelligence software, their preceding steps, and their duration. g. Describe any special considerations when implementing the product on a virtual server (such as using Solaris Zone). Please describe your approach to licensing virtual servers where only a subset of the server hardware is in use. 3.10Accessibility The University of California is committed to facilitating an electronic environment that is accessible to all, including individuals with disabilities. To support this goal, proposed University policy, Accessibility in the Electronic Environment, is being reviewed by the University community in anticipation of final revision and formal approval in 2007-08. In anticipation of that policy, IT vendors submitting proposals to this page 17
    • RFP UCM1071CD Business Intelligence Software UC Merced RFP must include a response to applicable sections of the Voluntary Product Accessibility Template (VPAT), particularly sections 1194.21 - Software Applications and Operating Systems; 1194.22 - Web- based Internet Information and Applications; 1194.31 - Functional Performance Criteria; and 1194.41 - Information, Documentation and Support [or other applicable sections], in order to describe product compliance with Section 508 of the Rehabilitation Act. Disclosure of noncompliance as well as the timeframe for compliance should be included in the Remarks and Explanations column. Information about the VPAT may be found at http://www.itic.org/archives/articles/20040506/faq_voluntary_product_accessibility_template_vpat.php. UC reserves the right to perform real-world testing of a vendor’s product or service to validate vendor claims regarding Section 508 compliance. Further information about the University’s electronic accessibility initiative is available at http://www.ucop.edu/irc/itaccessibility/welcome.html. 1.20Vendor Products, Resources and Support 3.11Product(s) Proposed a. State the name of each business intelligence software product/component included in this proposal. b. Please describe the key features that differentiate the vendor’s business intelligence software and your organization from other vendors, the advantages they confer, and the benefits the University will accrue from them. c. Please provide the User Guide(s) for the business intelligence software included in this proposal in PDF format. 3.12Vendor Support a. State vendor location(s) closest to Merced, CA, and describe the range of services that are, or will be, performed from this location(s) (technical and administrative support. b. Please describe the various technical support programs the vendor provides for the business intelligence software which is included as part of the vendor’s standard maintenance agreement. Include in the description, by support program, the following: • Days and hours of operation (using Pacific time zone) • Methods of interaction (phone, fax, email, web-enabled knowledgebase, etc.) • Any limits in the use of a service program • Any limitations in the scope of what aspects of the business intelligence software are covered c. Based on the vendor’s most recent survey of its customer base with support contracts, what percentage of customers (especially in the higher education sector) are: • Extremely satisfied with the vendor’s technical support • Satisfied with the vendor’s technical support • Not satisfied with the vendor’s technical support • Extremely not satisfied with the vendor’s technical support d. How many technical support/service engineers does the vendor employ? e. Please furnish the University with your company’s service/support standards. Include your company’s service/support level agreement(s) and mission statement. page 18
    • RFP UCM1071CD Business Intelligence Software UC Merced f. Please list and describe the various on-line communities/forums that exist with the purpose of helping users more effectively take advantage of the vendor’s business intelligence software, or of finding solutions to common issues. g. Please list and describe the various user groups that the University may consider joining with the purpose of helping users more effectively take advantage of the vendor’s business intelligence software, or of finding solutions to common issues. h. Identify the individuals who will act as contacts for the University and describe the background and qualifications of each. 3.13Technological Capability Describe the technological infrastructure and environment provided by the vendor in support of staff that develop, test, troubleshoot and enhance the business intelligence software in question. a. How many software engineers maintain and enhance the business intelligence software in question? b. Describe your approach to supporting business intelligence software maintenance activities such as production support, bug fixes, enhancements, and prioritization and escalation. c. Describe your company’s software quality assurance methodology. d. Describe your company’s employee performance management, training, and certification policies and approaches. e. Describe your company’s approach to software problem remediation. f. Describe your company’s approach to application enhancement implementation from planning to execution. g. Describe your company’s approach to application enhancement implementation from planning to execution. h. Describe your company’s issue escalation levels and procedures. i. Describe your company’s approach to quality assurance, control, and continuous improvement. 3.14Implementation Services Describe any services the vendor may offer to assist with the installation and implementation of the business intelligence software a. Delivery time shall be a consideration in the evaluation process. What is your standard lead time from receipt of order through complete installation and implementation of product? b. Provide a proposed implementation plan for the business intelligence software including: • Estimated number of vendor work hours required to install, test and tune • Estimated number of vendor employees required to install, test and tune • Any additional tools required for installation, testing and tuning • Plan for knowledge transfer c. Provide information on recommended system training. page 19
    • RFP UCM1071CD Business Intelligence Software UC Merced 4 Bidder Qualification Information The University believes that the previous experience, financial capability, expertise of personnel, and related factors are important in assessing the Bidder’s potential to successfully fulfill the requirements defined in this solicitation Accordingly, prospective vendors must conform to the following minimum qualification standards and provide the required information in order to be considered for award. Please respond to each point below in your proposal noting the section and item number. 1.21Minimum Qualifications  Bidders must be able to demonstrate the capability of providing the required services by possessing adequate available resources, including personnel, facilities, production, access, order processing and delivery capabilities, equipment, systems, organization structure, operation controls, quality control, and other related factors.  Bidders must have the ability to obtain the necessary insurance (ref. : Article 17 of the enclosed University of California Terms and Conditions of Purchase, Appendix A)  Bidders must possess all trade, professional, or business licenses as may be required by the work contemplated by this RFP.  Bidders must operate within the guidelines of all federal and state labor codes. In addition to the information required above, University may request additional information either from the bidder or others, and may utilize site visits and bidder presentations, as reasonably required by the University to verify the bidder’s ability to successfully meet the requirements of this RFP. 1.22Vendor Profile Bidders are to provide the following information about their company. 4.1 Description, including a short history, years in business, business plan and services offered. 4.2 Complete the attached Business Information Form. 4.3 Bidder must be able to demonstrate a record of past financial stability and positive indicators for future performance. Bidders are to submit an audited annual report or audit annual financial statement for the past two (2) years for which such reports or statements are available (including all notes), or tax returns for the two (2) most recent tax years. page 20
    • RFP UCM1071CD Business Intelligence Software UC Merced In addition to the foregoing information submitted by bidders, the University shall have the right to consider other verifiable information bearing on financial stability and strength, including other independent reports or publicly available data. 4.4 Indicate the name and title of the person who will have the overall ongoing account management responsibility as specified in this RFP. 1.23Vendor’s Market Position 4.5 Describe the market share the vendor’s business intelligence software has captured. 4.6 List, from a world-wide perspective, the number of customer sites with greater than or equal to 500 users. 4.7 List, from a national perspective, the number of customer sites with greater than or equal to 500 users. 4.8 List, from a California perspective, the customer sites with greater than or equal to 500 users. 4.9 Describe the three largest customers of the vendor’s business intelligence software in California (industry, architecture, etc.) and the number of users at each site/campus. 4.10List, from a world-wide, nation-wide and California perspective, respectively, the top five higher education customers, and the number of users at each campus. 4.11What percentage of gross revenue has been spent on research and development of the business intelligence software in question each year over the last five years? 1.24Experience and Reference Information The successful vendor shall be an organization that has an excellent record as a provider of the equipment and services in the type and scope detailed in this RFP. 4.12Describe generally the vendor’s background and experience in providing business intelligence software. 4.13The vendor shall provide documentation that demonstrates specialized knowledge and expertise in the technical support of business intelligence software. 4.14Bidders should provide at least three (3) references of similar 4 year college, university or community college using the BI tool with student data (Preferably SunGard Banner). Please provide contact information. 1.25Post-Qualification and Vendor Site Visit All Proposals submitted from vendors, who have not been pre-qualified, as a vendor to the University will be subject to post-qualification. Qualified status is based on such factors as financial resources, past performance with the University of California, delivery capability, experience, organization, personnel, technical skills, operations controls, equipment, facilities, quality control and other related factors which may be an indicator of a vendor’s ability to perform. page 21
    • RFP UCM1071CD Business Intelligence Software UC Merced page 22
    • RFP UCM1071CD Business Intelligence Software UC Merced 5 Standard Terms and Conditions 1.26University of California Employees All proposals must indicate any/all known University of California employees and/or near relatives who hold a position in your organization or have been engaged as a consultant for your organization within the last two years. Also indicate any known University of California employees or near relatives that own or control more than a ten percent (10%) interest in your organization. If there are none, so state. 1.27Conflict of Interest • Vendor shall not hire any officer or employee of the University to perform any service covered by this agreement. • Vendor affirms that to the best of her knowledge there exists no actual or potential conflict between Vendor's family, business, or financial interest and the service provided under this agreement, and in the event of change in either private interests or service under this agreement, any question regarding possible conflict of interest which may arise as a result of such change will be raised with the University. • Vendor shall not be in a reporting relationship to a University employee who is a near relative, nor shall the near relative be in a decision-making position with respect to the Vendor. 1.28 Ethics Vendor will exercise extreme care and due diligence to prevent any action or conditions which could result in conflict with the best interest of the University. Throughout the term of any agreement resulting from the RFP, Vendor will not accept any employment or engage in any work which creates a conflict of interest with the University or in any way compromises the work to be performed under this RFP or any agreement resulting from this RFP. The vendor and its employees will not offer gifts, entertainment, payment, loans, or other gratuities or consideration to University employees, their families, other Vendors, subcontractors, or other third (3rd) parties for the purpose of influencing such persons to act contrary to the University’s interest or for personal gain. The vendor will immediately notify the University of any and all such violations of this clause upon becoming aware of such violations. 1.29University’s Right to Reject or Modify Selection of a proposal does not mean that all aspects of the proposal(s) are acceptable to the University. The University reserves the right to negotiate the modification of the proposal terms and conditions prior to the execution of a contract, to ensure a satisfactory procurement. page 23
    • RFP UCM1071CD Business Intelligence Software UC Merced 1.30Supplemental Terms and Conditions/Modifications Any supplemental terms or conditions, or modification or waiver of these terms and conditions must be in writing and signed by Vendor and University. 1.31Form of Agreement The contents of this RFP, RFP Addenda, and the proposal document of the successful Vendor shall become contractual obligations as part of the Contract if acquisition action ensues. Failure of successful Vendor to accept these obligations in a contractual agreement shall result in cancellation of award. The University reserves the right to negotiate provisions in addition to those stipulated in this RFP or proposed by Vendor for the purpose of obtaining the best possible contract. 1.32Performance Standard All work performed shall be first class in every respect and shall conform to the highest standards of the industry. 1.33Marketing References The successful bidder shall be prohibited from making any reference to University, in any literature, promotional material, brochures, or sales presentations without the express written consent of the University. 1.34Disclosure of Records All bids, supporting materials, and related documentation will become the property of University. This Request for Proposal, together with copies of all documents pertaining to any award, if issued, shall be kept for a period of five years from date of contract expiration or termination and made part of a file or record which shall be open to public inspection. If the response contains any trade secrets that should not be disclosed to the public or used by University for any purpose other than evaluation of your approach, the top of each sheet of such information must be marked with the following legend: "CONFIDENTIAL INFORMATION" All information submitted as part of the bid must be open to public inspection (except items marked as trade secrets and considered trade secrets under the California Public Records Act) after the award has been made. Should a request be made of University for information that has been designated as confidential by the Vendor and on the basis of that designation, University denies the request for information, the Vendor will be responsible for all legal costs necessary to defend such action if the denial is challenged in a court of law. 1.35Audit Requirement Any agreement resulting from this RFP shall be subject to an examination and audit by the University and the State of California for a period of three (3) years after final payment. The examination and audit page 24
    • RFP UCM1071CD Business Intelligence Software UC Merced shall be confined to those matters connected with the performance of the agreement, including but not limited to the costs of administering the agreement. 1.36Insurance The successful bidder shall defend, indemnify, and hold the University, its officers, employees, and agents harmless from and against any and all liability, loss, expense (including reasonable attorneys' fees), or claims for injury or damages that are caused by or result from the negligent or intentional acts or omissions of Seller, its officers, agents, or employees. Seller, at its sole cost and expense, shall insure its activities in connection with the work under this order and obtain, keep in force, and maintain insurance as follows: A. Comprehensive or Commercial Form General Liability Insurance (contractual liability included) with limits as follows: Each Occurrence $1,000,000.00 Products/Completed Operations Aggregate $5,000,000.00 Personal and Advertising Injury $1,000,000.00 General Aggregate (Not applicable to the Comprehensive Form) $5,000,000.00 If the above insurance is written on a claims-made form, it shall continue for three years following termination of this Agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the effective date of this Agreement. B. Business Automobile Liability Insurance for owned, scheduled, non-owned, or hired automobiles with a combined single limit not less than $1,000,000.00 dollars per occurrence. (REQUIRED ONLY IF SELLER DRIVES ON UNIVERSITY PREMISES IN THE COURSE OF PERFORMING WORK FOR UNIVERSITY.) C. Workers' Compensation as required by California State law. It is understood that the coverage and limits referred to under a., b., and c. above shall not in any way limit the liability of Seller. Seller shall furnish the University with certificates of insurance evidencing compliance with all requirements prior to commencing work under a contract resulting from this RFP. Such certificates shall: (1) Provide for thirty (30)-days advance written notice to the University of any modification, change, or cancellation of any of the above insurance coverage. (2) Indicate that The Regents of the University of California has been endorsed as an additional insured for the coverage referred to under a. and b. This provision shall only apply in proportion to and to the extent of the negligent acts or omissions of Seller, its officers, agents, or employees. (3) Include a provision that the coverage will be primary and will not participate with nor be excess over any valid and collectible insurance or program of self-insurance carried or maintained by the University. page 25
    • RFP UCM1071CD Business Intelligence Software UC Merced 1.37Price Reasonableness Bidder certifies that prices quoted in proposals submitted in response to this RFP are the lowest prices quoted to any other University, governmental agency, other educational customer or similar customer. 1.38Warranty Period Vendor warrants that software provided under a contract awarded as a result of this RFP will perform substantially as proposed without substantial errors or operational problems, for a period of one (1) year after acceptance (“Warranty Period”). During the Warranty Period, Vendor will provide support necessary to correct errors and/or restore performance without additional charge to University. 1.39Terms Included and Order of Precedence In submitting a proposal in response to this RFP, Bidder acknowledges that this RFP, including all appendices and attachments, and including service, financial and program specifications and terms and conditions will be incorporated in its entirety in any award issued in response to this RFP. Other documents to be incorporated in the Agreement shall include the Bidder's entire proposal, including all brochures, attachments and supplementary information. However, in the event of any conflict between the RFP and the bid, the terms of this RFP shall control, and govern any matter set forth therein that is not explicitly modified, added or deleted by the provisions of the subsequent Agreement. 1.40Post-Qualification All proposals submitted from vendors who have not been pre-qualified as a vendor to the University will be subject to post-qualification. Qualified status is based on such factors as financial resources, past performance with the University of California, delivery capability, experience, organization, personnel, technical skills, operations controls, quality control and other related factors which may be an indicator of a vendor’s ability to perform. Judgment of the capability of any vendor or sub contractor is at the sole discretion of the University. 1.41Termination of Agreement University may terminate the subsequent Agreement for cause or convenience, in whole or in part, at any time during the contract period. In the event of such termination, the University will provide a minimum of ninety (90) days prior written notice of the effective termination date and the extent thereupon and will pay for all services provided and accepted to the date of termination. If within ten (10) days of receipt of written notice to Vendor from the University of Vendor’s breach of any term and/or condition of the Agreement, Vendor fails to remedy said breach, the University may, with prior written notice, terminate the Agreement in whole or part at any time. page 26
    • RFP UCM1071CD Business Intelligence Software UC Merced 6 Special Terms and Conditions 1.42Ownership of Work Ownership of any work developed under a contract resulting from this RFP, and all right title and interest therein shall vest in the Regents of the University of California. In order to effectuate the foregoing, it is expressly understood and acknowledged that the work shall be deemed to be a work made for hire under the U.S. copyright laws. In the event that the work is determined by a court or competent jurisdiction not to be a work made for hire under the U.S. copyright laws, this agreement shall operate as an irrevocable assignment by the successful bidder/vendor to the Regents of the University of California of the copyright in the work, including all right, title and interest in perpetuity. 1.43Harmful Code Licensor’s software shall not install, nor permit any other party to install, any timer, key lock, “back door,” or any other means or device that allows unauthorized access to and/or compromises the University’s computers, networks or databases. Licensor shall take reasonable precaution to protect the University from harm including but not limited to enforcing sound software engineering practices in the design and coding of its software, keeping the software used in the creation and distribution of software current with security patches issued by their respective manufacturers, regularly scanning computers used in the creation and/or distribution of software for presence of harmful code, and verifying that the media use to transmit the Licensor’s software to the University are free of such harmful code. Licensor shall notify the University forthwith if vulnerability is found in its software or in the manner in which said software interacts with any component of the database or web server, the .NET framework or the operating system, and shall expeditiously remedy such vulnerability on the University’s installations. Licensor shall be responsible for similarly correcting such flaws in any third-party software components that Licensor has delivered as part of the Licensor’s Software. The University shall operate the Licensor’s software in an environment that is current with security patches issued by its respective manufacturers, regularly scanned for presence of harmful code and protected from outside tampering by firewalls and such other means as are usual and customary to protect networks and their connected computers from unauthorized access. 1.44Source Code Escrow If requested by University, the successful Bidder agrees negotiate a source code escrow agreement to specify certain conditions under which University will have access to the software source code. This source code will be made available to the University in the event that Vendor is no longer able to provide maintenance and support, for example, in the event Vendor's corporation is dissolved. 1.45Payment Schedule and Invoicing The successful Bidder agrees to negotiate in good faith with the University a progress payment schedule based on significant milestones identified in the scope of work and/or the implementation schedule included in the resulting contract. Bidders should provide a suggested payment schedule as part of their Proposal. page 27
    • RFP UCM1071CD Business Intelligence Software UC Merced 1.46Continued Operability Licensor shall not install, nor permit any other party to install, any timer, key lock, “back door,” or any other means or device that allows the system to be rendered inoperable or become inaccessible without due process of law. 1.47Software Acceptance 6.1 Definitions The following definitions shall apply to this section: "Acceptance Testing" means those tests performed during the Performance Testing Period which are intended to determine compliance of the Software with the specifications defined in the Agreement, including all attachments incorporated therein by reference. "Performance testing period" means a period of time during which the university, by appropriate tests and production runs, evaluates the performance of newly installed equipment and software prior to its acceptance by the University . "System" means the complete collection of hardware, Software and services as described in the Agreement, integrated and functioning together, and performing in accordance with the specifications. "Software" means the software products identified in the contract or statement of work. 6.2 Acceptance Testing This paragraph establishes a standard of performance that must be met before any System is accepted by the University. Licensor shall give ten (10) business days prior written notice, or such shorter notice as may be agreed, of the date when the System will be ready for Acceptance Testing. The Performance Testing Period will begin on the date that Licensor certifies that the System is ready for testing. The System must meet the standard of performance for a minimum of six (6) months by operating in conformance with the functional descriptions and technical specifications set forth in this Agreement (which includes the RFP and the Proposal referenced above) Any and all claims for non-performance shall be documented and the University shall provide Licensor with documentation and data to support such claims, for the purpose of correcting the problems. The University shall not be subject to any charges, either prior to, or retroactively, associated with Licensor's requirement to achieve this performance level. 6.3 Continuance of Performance Testing Period In the event the software does not meet the standard of performance during the initial 30 consecutive days, the performance period must continue on a day-to-day basis until the standard of performance is met for a total of 30 consecutive days. page 28
    • RFP UCM1071CD Business Intelligence Software UC Merced 6.4 Failure to Meet Standard of Performance If the System or any portion thereof fails to pass the Acceptance Tests after the first 90 days of the testing period (or any extensions thereof approved by the University) and is not in accordance with the contract, the University shall have the right to: • Extend the testing period, or; • Require the Licensor to supply, free of charge, such additional or replacement Software as may be necessary to enable the System to pass the Acceptance Tests, or; • Accept and retain such of the Software as may be considered expedient at such reduced price as may be agreed between the University and the Licensor; or; • Reject the Software where it is not in accordance with this Agreement, or; • Terminate the contract for Licensor’s default as provided in Article 4B of University of California Terms and Conditions of Purchase, Appendix “A” As soon as the System has been completed in accordance with the contract and has passed the Acceptance Tests, the University shall advise the Licensor, in writing, stating the Acceptance Date and any outstanding defects in the System. If by agreement between the University and the Licensor any part of the System shall be satisfactorily completed in advance of the remainder, the University may issue in writing, to the Licensor the acceptance with respect to that part. 1.48Liquidated Damages The successful Bidder agrees to negotiate in good faith with the University a Liquidated Damages provision which will specify an amount to be payable or credited to the University if Bidder fails to comply with the implementation schedule which is mutually agreed to in the contract award. 1.49Business Termination In the event the Licensor ceases conducting business in the normal course, becomes insolvent, makes a general assignment for the benefit of creditors, suffers or permits the appointment of a receiver for its assets or avails itself of or becomes subject to any proceeding under the federal bankruptcy code, as amended, or any other statute of any state relating to insolvency, or the protection of the rights of creditors, then the University shall retain the rights to use the products licensed herein. 1.50Configuration Warranty Bidder warrants that the software and services specified in Bidder’s proposal in response to this RFP, including Bidder recommended third party products; include all items, components, quantities, services, etc. necessary to provide the University with the functional and performance capability required by the RFP unless otherwise stated in the Bidder’s proposal. Should additional items be required in order to meet the performance standards included in the RFP and Bidder’s response, the Bidder shall provide them to the University at no additional cost. page 29
    • RFP UCM1071CD Business Intelligence Software UC Merced 1.51Proprietary Rights Indemnity The successful Vendor shall indemnify, defend, and hold harmless University, its officers, agents, and employees against all losses, damages, liabilities, costs, and expenses (including but not limited to attorneys' fees) resulting from any judgment or proceeding in which it is determined, or any settlement agreement arising out of the allegation, that Vendor's furnishing or supplying University with parts, goods, components, programs, practices, or methods under this order or University's use of such parts, goods, components, programs, practices, or methods supplied by vendor under this order constitutes an infringement of any patent, copyright, trademark, trade name, trade secret, or other proprietary or contractual right of any third party. The foregoing shall not apply unless University has informed Vendor as soon as practicable of the suit or action alleging such infringement. Vendor shall not settle such suit or action without the consent of University. University retains the right to participate in the defense against any such suit or action. page 30
    • RFP UCM1071CD Business Intelligence Software UC Merced 7 Method of Award 1.52Proposal Evaluation Method The contract(s) resulting from this RFP, if any, shall be awarded to the responsive, responsible vendor(s) whose proposal is determined to be the most advantageous to the University taking into consideration the evaluation factors set forth in the solicitation. Proposals will be evaluated by a University appointed team using a quality point system and a two-step evaluation method. Proposals deemed administratively responsive, will be initially evaluated based on vendor qualification information provided in response to Section 4 of this RFP. Bidders that meet the University’s minimum qualification level will be further evaluated based on the criteria listed below. Award shall be made based on the lowest cost per quality point as determined by the University. The evaluators will examine each proposal to determine, through the application of uniform criteria, the effectiveness of the proposal in meeting the University’s requirements. Proposals receiving less than 70% of the total quality points available will be considered non-responsive and eliminated from further consideration. Submission of partial data may result in Bidder being deemed non-responsive. If there are any requirements defined in this RFP which are not included in a Bidder's bid at closing date of bid, a Bidder's bid will be deemed non-responsive and will be rejected. . 1.53Evaluation Criteria Quality points will be awarded to each proposal based on the following: • Response to University’s business requirements as specified. • Technical solution, including functionality, scalability, capabilities and features that best meet the needs of the University as determined by the University. • Ease of use. • Implementation plan. • Quality assurance and customer service approach. • Warranty, maintenance and support. • Training and Documentation 1.54Selection of Finalists/Finalist Evaluations Bidders whose proposals are evaluated will be ranked in order of lowest cost per quality point to highest If it is determined to be in the best interests of the University, Bidders will be identified as Finalists and invited to undergo further evaluation. If the Finalists express an interest in continuing to participate in the evaluation process, Finalist will be invited to come on-site as part of the final evaluation process. The University may elect to hold two (2) on-site sessions on which the vendor will be evaluated on the technical and ease of use of their product. In the technical session, UC Merced will provide a Windows- based desktop PC on which the vendor must load their software package and link to the UC Merced database. Members of the UC Merced evaluation team will be present during this entire process to ask page 31
    • RFP UCM1071CD Business Intelligence Software UC Merced questions and evaluate the technical processes. The second session will consist of the vendor providing a demonstration to a combination of end users and evaluation team members using data elements from the UC Merced database. Vendors will be evaluated on their ability to produce “ad hoc” reports based on requests from session attendees. .Finalists shall be awarded additional points based on the quality of their presentations/site-visits, etc. and how well their products as presented, will meet the University’s needs. These points will be factored into the existing cost-per-quality point score to produce the new lowest cost-per-quality point score. Finalists may also be requested to submit a best and final cost proposal offer. 1.55Contract Award The quality points awarded by each evaluator will be averaged for each category. These averages will then be added together to produce a quality points total. The total quoted cost will then be divided by the total quality points to determine the best proposals. One or more of the proposals offering the lowest cost per quality point scores which the University, in its sole discretion, elects to exercise will be recommended for award. Should the bidder(s) refuse or fail to accept the tendered purchase contract, the award may be made to one or more of the other bidders in the group with the lowest cost per quality point scores. 1.56Contract Award in Best Interest The University reserves the right to accept or reject proposals on each item separately or as a whole, to make one award, multiple awards or no award, to reject any or all proposals without penalty, to waive any informalities or irregularities therein, and to contract as the best interest of the University may require in order to obtain the product(s) and/or services which best meets the needs of the University, as expressed in this RFP. The University reserves the right to negotiate the modification of, terms and conditions with the bidder offering the best value to the University, in conjunction with the award criteria contained herein, prior to the execution of a contract to ensure a satisfactory contract. page 32
    • RFP UCM1071CD Business Intelligence Software UC Merced 8 Cost Sheet 1.57Price Quotation 8.1 Bidders must provide pricing information substantially in the form provided on the Cost Worksheets provided below. 8.2 Costs proposals must include sufficient itemization to enable University to evaluate the reasonableness and fairness of all cost elements. Pricing must be fixed for 90 days from the due date of responses to this RFP. 8.3 If license costs are dependent upon the operating system platform on which they run, the size of processor, the number of processors or processor cores, or the size of the University’s user population or other factor, bidder must clearly so state and may be required to increase the number of cost proposal forms submitted in order to clearly and completely represent its product costs. 8.4 If the University chooses to utilize load balance technology to manage the anticipated workload, please describe how that impacts the licensing costs. If there is an incremental cost to enable replicated platforms running the same software, please so identify. 8.5 In the event that a Bidder’s costs are based on the size of the computing platform on which it operates, Bidder must identify the costs for all different platform sizes supported. 8.6 Indicate if the software and documentation is available for delivery via electronic download (and therefore not subject to California sales/use tax). 8.7 Price quotations will not be subject to any increase after the closing date for submission of Proposals. Following contract award and prior to final acceptance by the University, if the supplier’s standard purchase price for any service or component decreases University shall benefit from a corresponding decrease in the bid price. 8.8 Provide estimated costs of travel expense for vendor implementation and/or training that is NOT included in the cost tables above. 8.9 Are the prices offered in your proposal response the lowest afforded any other customers including other University of California campuses? 8.10Bidders are to quote discounts offered for prompt payment. The University considers 30-day payment periods as normal. Additional discounts should be quoted for payments received in 10, and 20 days. page 33
    • RFP UCM1071CD Business Intelligence Software UC Merced 8.11 COST ELEMENT PUBLISHED PRICE DISCOUNT BID PRICE A. One Time Costs: 1. Software Site License to support 1-2 administrators, 10 power users, 20 end users, including the cost of 1st year maintenance and support. Identify and quote separately each module or package required to provide the functionality described in the RFP. Identify and quote separately any optional suggested modules or packages. 2. Product Implementation Services: Installation and Implementation costs including testing and tuning 3. Training: Administrative feature training for 2 people, End User training for 20 people, Professional Report Development training for 10 people. List the costs for the number of training days you recommend for each function. Add as a supplementary document the price information for additional training that could be added to the contract. 4. Other One-time Costs (itemized): Bidders to identify any additional costs required to meet the requirements of the RFP (i.e. third party software, shipping and other services). 5. Taxes 7.25% (exempt from CA sales tax if software and documentation delivered via electronic download) TOTAL ONE-TIME COSTS: page 34
    • RFP UCM1071CD Business Intelligence Software UC Merced B. Recurring Costs 1. Annual contract - software maintenance and support services, normal business hours, for years 2,3,4,5 of license term. Quote cost of annual contract for each year. In addition, quote any discount pricing for multi-year maintenance contract and/or prepayment discounts. 2. Annual contract - software maintenance and support services, extended hours (bidder to define) for years 2,3,4,5 of license term. Quote cost of annual contract for each year. In addition, quote any discount pricing for multi-year maintenance contract and/or prepayment discounts. 3. Annual contract - software maintenance and support services, 7 days x 24 hours for years 2,3,4,5 of license term. Quote cost of annual contract for each year. In addition, quote any discount pricing for multi-year maintenance contract and/or prepayment discounts 4. Software upgrades (if not included in maintenance agreement) 5. Other recurring costs (itemize) 6. TOTAL 5_YEAR COSTS (licensing, implementation, training, updates, upgrades,maintenance) page 35
    • RFP UCM1071CD Business Intelligence Software UC Merced 9 Bidder Certification/Signature Page AUTHORIZED SIGNATURE: The proposal must be signed with the full name and address of the Bidder; if a co-partnership, by a member of the firm with the name and address of each member; if a corporation, by an authorized officer thereof in the corporate name. As a vendor of goods and services to the University of California I/we certify that racially segregated facilities will not be maintained nor provided for employees at any establishment under my/our control, and that I/we adhere to the principals set forth in Executive Order 11246 and 11375, and undertake specifically to maintain employment policies and practices that affirmatively promote equality of opportunity for minority group persons and women, to take affirmative steps to hire and promote women, to take affirmative steps to hire and promote women and minority group persons at all job levels and in all aspects of employment, to communicate this policy in both English and Spanish to all persons concerned within the company, with outside recruiting services and the minority community at large to provide the University on request a breakdown of our total labor force by ethnic group, sex, and job category, and to discuss with the University our policies and practices relating to our affirmative action program. The below-named individual, submitting and signing this proposal, verifies that he/she is a duly authorized officer of the company, and that his/her signature attests that all items and conditions contained in this Request for Proposal, for Proposal number UCM1071CD University of California, Merced are understood and accepted. _________________ ___________________________________ DATE AUTHORIZED SIGNATURE ______________________________________ COMPANY NAME ______________________________________ ADDRESS ______________________________________ CITY/STATE/ZIP CODE ______________________________________ PRINT NAME OF AUTHORIZED SIGNATURE ______________________________________ TELEPHONE NO. WITH AREA CODE page 36
    • RFP UCM1071CD Business Intelligence Software UC Merced 10 Attachments 1. Bidder Inquiry Form 2. University of California Appendix “A” (Terms and Conditions for Purchase) 3. Business Information Form page 37