Solicitation 21814 One Stop Shop Alio and Magento Portal for Parents Bid designation: Public Alpine School District 2/5/2014 3:47 PM p. 1
Bid Number 21814 Bid Title One Stop Shop Alio and Magento Portal for Parents One Stop Shop Alio and Magento Portal for Parents Bid Start Date Feb 5, 2014 3:46:08 PM MST Bid End Date Feb 18, 2014 2:00:00 PM MST Question & Answer End Date Feb 14, 2014 10:00:00 AM MST Bid Contact Kay F Healey Director of Purchasing Purchasing Department 801-717-4741 khealey@alpinedistrict.org Contract Duration 90 days Contract Renewal Not Applicable Prices Good for Not Applicable Bid Comments ONe Stop Shop Online Portal for Patrons, Due by 2:00 on February 18, 2014 by email. Email date and time stamps will be verified to make sure the RFP was submitted by the deadline. Item Response Form Item Quantity Unit Price Delivery Location 21814-01-01 - One Stop Shop Alio and Magento Portal for Parents 1 each Alpine School District Alpine School District Alpine School District 490 North State Street Lindon UT 84042 Qty 1 Description This RFP is being re-listed. Please pay attention to items boded in red as those are the items that have changed or been redefined. This will be due by Paper response on January 14, 1024 Must be able to provide system integration with Alio and Magento. Added on Dec 23, 2013: Here are the items we discussed in the call in conference on Dec. 19th. The Magento Extensions has the ones we are currently using and a list of possible others. We are always open to your expertise in the development of this app. The Document is attached as Magento Extensions. Below is the link, sign in and password for the look and feel of the mock up we currently have for the online store. http://goo.gl/enkikh user: frankbrooks@alpinesd.com pass: alpinepass 2/5/2014 3:47 PM p. 2
ALPINE SCHOOL DISTRICT REQUEST FOR PROPOSAL MAIL TO: PROPOSAL # 21814 Alpine School District 490 North State Street PROPOSAL DUE: February 18, 2014 Lindon, UT 84042 801-717-4740 QUOTE FOB: Utah County Fax 801-796-3116 COMPLETE THE FOLLOWING: Company: Address: E-Mail Address: Phone: Fax: BEFORE REPLYING TO THIS PROPOSAL PLEASE READ THE INSTRUCTIONS AND GENERAL PROVISIONS PROVIDED ON BOTH SIDES OF THIS DOCUMENT. Item and Specifications: RFP for One Stop Shop Online Portal for Patrons PLEASE READ AND SIGN: 1. Cash discounts of less than 30 days will not be considered. 2. Any deviation from specifications must be clearly noted on RFP Form. Only written specifications and instructions are valid. 3. Proposals must be received by the Purchasing Department; 490 North State Street, Lindon, UT, 84042 by the specified Due Date, Time as specifications outlined under Items and Specifications and/or attached Proposal Specifications. 4. The undersigned certifies that he/she is willing and able to furnish materials in strict accordance with the requirements of this proposal including terms, assignment and conditions on the reverse side; that prices proposed are correct and he/she agrees that this proposal may not be withdrawn for a period of 60 days from Due Date noted above. 5. In compliance with the Americans with Disabilities Act, individuals needing special accommodations to submit a proposal should notify the Purchasing Department, telephone 801-717-4740, at least 36 hours prior to the time special accommodations will be required. Failure to sign below in ink may result in this proposal being rejected. 1 2/5/2014 3:47 PM p. 3
Signature: Title: Print or type name Phone Number: Email Address: REQUEST FOR PROPOSAL INSTRUCTIONS AND GENERAL PROVISIONS Alpine School District - Purchasing 1. PROPOSAL PREPARATION: (a) Failure to examine drawings, or carefully read all instructions and specifications will be at offeror's risk (b) All prices and notations must be in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing RFP. (c) Price each item separately. Unit price shall be shown and a total price shall be entered for each item. Unit price will govern, if there is an error in the extension. (d) Price quoted must be firm for complete delivery of quantities specified. (e) Delivery time is critical and must be adhered to. 2. SUBMITTING THE PROPOSAL: (a) Proposals must be signed and submitted as specified under Items and Specifications and/or in RFP instructions by the Due Date and Time. The Proposal Number and Due Date must appear on the outside of the envelope and/or on the fax cover sheet. When using an electronic bidding service, their directions must be followed. (b) Proposals, modifications, or corrections received after the closing time on the Due Date will be considered late and handled in accordance with the Alpine School District Procurement Policy, subpart 3-109. (c) Proposals will be considered only if submitted on the forms provided by the DISTRICT, if forms are provided. (d) No additional charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, costs of bonds or for any other purpose will be paid by the DISTRICT unless specifically included in the RFP and accepted by the DISTRICT. (e) All District purchases are subject to the Utah Procurement Code, Title 63 Chapter 56 UCA 1953, as amended, and the Alpine School District Procurement Policy as amended by the Board of Education in June, 1991. 3. BONDS: The DISTRICT has the right to require a Bid Bond, Payment Bond and/or a Faithful Performance Bond from the bidder in an amount not to exceed the amount of the contract. Bond requirements, if any, will be in the RFP specifications. 4. BEST AND FINAL OFFERS: As provided in the RFP and under the rules and regulations, discussions may be conducted with reasonable offerors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of assuring full understanding of, and responsiveness to, solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and decision of proposals, and revisions may be permitted after submissions and prior to award for the purpose of obtaining Best and Final Offers. In conducting discussions, there shall be no disclosure of any information derived from RFP submitted by a competing offeror. 5. SAMPLES: Samples of item(s) specified in this RFP, when required by the DISTRICT, must be furnished free of charge. Any item not destroyed, may upon request made at the time the sample is furnished, be returned at the offeror s expense. 6. DISTRICT APPROVAL: Contracts written, with the DISTRICT as a result of this RFP, will not be legally binding without the written approval of the Director of Purchasing. 2 2/5/2014 3:47 PM p. 4
7. AWARD OF CONTRACT: (a) The contract will be awarded with reasonable promptness, by written notice, to the lowest responsible offeror whose RFP is determined to be the most advantageous to the DISTRICT, taking into consideration price and the evaluation factors set forth in the RFP. No other factors or criteria will be used in the evaluation. The contract file shall contain the basis on which the award is made. Refer to A.S.D.P.P. subpart 3-112. (b) The DISTRICT can reject any and all proposals. And it can waive any informality, or technicality in any RFP received, if the DISTRICT believes it would serve the best interests of the DISTRICT. (c) Before, or after, the award of a contract, the DISTRICT has the right to inspect the offerors premises and all business records to determine the offerors ability to meet contract requirements. (d) The DISTRICT will, in compliance with PROCUREMENT POLICY, open RFP publicly, identifying only the names of the offerors. After the Due Date, a register of RFP shall be established. The register shall be open to public inspection, but the proposals will be seen only by authorized DISTRICT staff and those selected by the DISTRICT to evaluate the RFP. The RFP(s) of the successful offeror(s) shall be open for public inspection for 90 days after the award of the contract(s). Trade secrets, and other proprietary information of successful offeror(s) may be protected from public inspection upon written approval from the head of agency conducting the procurement. The information to be protected may be specifically identified in the RFP and the written approval must be given prior to the award of the contract. If an agreement cannot be reached, as to the data to be protected, the offeror(s) may withdraw the proposal(s). 8. ANTI-DISCRIMINATION ACT: The offeror agrees to abide by the provisions of the Utah Anti-discrimination Act, Title 34 Chapter 35, U.C.A. 1953, as amended, and Title VI and Title VII of the Civil Rights Act of 1964 (42 USC 2000e), which prohibit discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age, and Section 504 or the Rehabilitation Act of 1973 of the Americans with Disabilities Act of 1990, which prohibits discrimination on the basis of disabilities. Also bidder agrees to abide by Utah's Executive Order, dated June 30, 1989, which prohibits sexual harassment in the workplace. The bidder further agrees to furnish information and reports to the DIVISION, upon request for the purpose of determining compliance with these statutes. This contract may be canceled if the bidder fails to comply with the provisions of these laws and regulations. OFFEROR MUST INCLUDE THIS PROVISION IN EVERY SUBCONTRACT OR PURCHASE ORDER RELATING TO PURCHASES BY ALPINE SCHOOL DISTRICT TO INSURE THAT SUBCONTRACTORS AND VENDORS ARE BOUND BY THIS PROVISION. RFP NUMBER AND DUE DATE MUST APPEAR ON OUTSIDE OF ENVELOPE OR ON FAX COVER SHEET 3 2/5/2014 3:47 PM p. 5
Alpine School District One Stop Shop Online Portal for Patrons Overall Summary The Alpine School District (ASD) is interested in providing an online purchasing portal for our patrons. It would allow parents to pay for fees, purchase miscellaneous items (ie.. hats, sweatshirts), donate to the school, etc Alpine School District provides services to approximately 70,000 parents and 75,000 students. ASD expects two main peak traffic times throughout each year. August and May are peak months. Historically ASD processed approximately 38,000 payment transactions in these two peak months. We anticipate being less than 100 concurrent users at any one time. There may be 300 browsing at any one time. The purchasing model is not traditional. Users will typically not clamor to pays fees rather we expect a more distributed model. It is anticipated products and customers will be structured in the following way: Products Students ( bundled with associated fee items) Fees General Items Customers Parents of Students and Students (Pre populated accounts) General (checkout as guest only) Categories One per school Each school will have six pre set categories 4 2/5/2014 3:47 PM p. 6
ASD anticipates Two basic parts to this project. Ecommerce Solution ASD is looking for an e-commerce solution with front-end and back-end features similar to what is provided with Magento,OpenCart, or any other ecommerce framework. Data Integration HUB/Module ERP Customer and Product Integration Module This module will deal handle retrieving customer information, and product information to be displayed in the online store. Data exchange will be handled using a REST API in json format provided by alio. Load specific products based on authenticated user s ID. ERP Order Processing/Reconciliation Module This module will handle submitting completed orders to alio and making sure orders that have been submitted have been recorded. While the sample store and screenshots were used with a magento store, ASD is open to other shopping cart solutions. Sample store: store.alpineschools.org user: frankbrooks@alpinesd.com pass: alpinepass 5 2/5/2014 3:47 PM p. 7
Timeframe Feb 4, 2014 RFP becomes available to vendors Feb 18, 2014 Vendors submit quotes to Alpine by 2 PM Feb 19, 2014 Alpine reviews submissions. Selects top 3 vendors Feb 21, 2014 Vendor Calls to top 3 Feb 24, 2014 Selection Made Feb 28, 2014 Contract Signed Oct 1st, 2014 Beta Release to three schools July 15, 2015 Full release to all schools Alpine School District (ASD)Contacts General Questions Kay Healey (Purchasing Director) khealey@alpinedistrict.org 801-610-8041 Jackie Ketchersid (Financial Accounting System Project Manager jketchersid@alpinedistrict.org 801-610-8428 Robert Boyer (Project Lead) rboyer@alpinedistrict.org 801-610-8505 Technical Questions Paul Lewis (Technical Director) plewis@alpinedistrict.org 801-610-8431 Ammon Lee (Software Engineer) ammonlee@alpinedistrict.org 801-610-8588 Todd Spencer (Software Engineer-Backend) tspencer@alpinedistrict.org 801-610-8542 Jon Green (alio Project Manager) jgreen@hammer.net Quote Submission - Overview and Scoring The quote will be submitted to Kay Healey (khealey@alpinedistrict.org, 801.610.8041) by January 3, 2014 at 2pm. Each Vendor quote will be scored based on the items and scoring shown below. A detailed description of the scored items are contained. Company Overview A brief description of the history of the company. The overview will also contain a description of company s strategic focus and expertise it has to offer in e commerce implementations. It will include how long the company has been in business and the number of employees. 6 2/5/2014 3:47 PM p. 8
Project Summary A brief statement of the understanding of the project including overall deliverables. Cost (30 pts) In order to be considered for selection of the project, a cost quote must be submitted. Cost quotes must be included as a separate sealed envelope in the submission. The quote may contain the following: Overall Cost for the project (see scope below).the cost can be broken down into two categories: Known Deliverables Costs of defined modules Licensing costs of any products that may be incurred from technologies used to develop and support the product. Proposed server configuration. Technical Support Costs Any other anticipated costs that may be incurred as a result of this project. Engineering Costs This is likely the hourly cost of engineering support for deliverables outside the scope of this project or items that may not be fully defined in this scope. Proposals that will reduce cost A sample contract will also be submitted References (20pts) Last five completed projects based on an e commerce implementation with similar size, scope, and technology. The references must be willing to provide insight on working with the vendor, the development process, support, quality of the delivered product. Support Model (20 pts) An overall model of how the vendor plans to support the development and implementation of the project will be provided. Information will also be supplied for ongoing support. This information will include the following: Support Hours Available; days and weekends. General Support and Escalation procedures. 7 2/5/2014 3:47 PM p. 9
Description of in-house expertise available to resolve issues. Design Proposal (30 pts) A detailed description of the product to be developed based on the Project Scope (see below). Items the Vendor Expects ASD to Provide A detailed description of the items the vendor expects ASD to provide in order to make the product development and deployment successful will be provided Project Milestones A listing of major milestones needed to complete the project by Oct 1st 2014. 8 2/5/2014 3:47 PM p. 10
Project Scope: Development Ecommerce Solution ASD would like a proposal of an optimal hardware configuration for this project. ASD plans on hosting this environment locally. Functionality - ASD would like to use an e-commerce solution that is robust and allows for flexible growth. User Interface - ASD is looking for a clean responsive website for the store front. If an existing framework is used, ASD plans on needing customization on the following pages: Home,category,product, and Account, to improve the look and feel for the total customer experience. This may be bid as an hourly rate. Data Integration HUB/Module ERP Integration Module Use of module in the following scenarios: Import customer account info. ERP module will retrieve customer account info via API and update customer accounts online store at daily intervals. Customer Login and Visibility of Certain Products The anticipated scenario for a parent will be as follows: A parent will authenticate via the online portal. Once authorized, The ERP module will establish a connection with Alio via api and pass an authentication key and the customer ID. Alio will use the customer ID to retrieve the data set needed to update the student products related to that parent or family group. The ERP module will then retrieve this data via api and update or load the student information in the online store. Parents will only be able to see student products that have been assigned to their customer ID or Family group ID. If, for whatever reason, the parent is not in alio (error condition) then a banner will be displayed on the user account page and they will not have access to family data. General products will be visible to logged in user and non logged in users. Servers will be configured to conduct ALL transactions securely. 9 2/5/2014 3:47 PM p. 11
ERP Order Processing Module When an order is placed in the online store the ERP module will submit the detailed order information to alio via the api. Alio will record the order and return a confirmation response. The order status is then changed to completed in the online store system. If no response is received then the module will place it into a queue and resubmit it at regular intervals until a completed response is returned. Known Areas Needed for Configuration and Development Installation and Configuration - ASD will install the servers and the operating systems. Online store installation and in tuning of the servers for optimal performance (eg.. indexing, caching, etc ). would be performed by the developer. Full deployment of frontend and backend is needed. Authentication - ASD plans to use the user email stored in alio for authentication. A default password will be set for the user, which they can change once they have successfully logged into the online store. These credentials will be emailed to the users when the account is created. Product Import - If the recommended online store uses a product database then products will need to be imported in the database from alio via the api. General products can be done on a nightly batch bases. Student products need to be done on the fly when a parent logs in. If the recommended online store does not use a product database then it will need to use alio as the product data source to display products in the store. Order Export - Individual order transactions will need to be exported back to the financial system via api as explained above. Refunds - Refunds will not be processed via the online store. Product Display - General products will be displayed individually. For student products, ASD would like to display two products on the same page with their own add to cart buttons. Technical Information The product solution will need to work correctly in Firefox, Safari, Chrome, IE. Two versions back from the current version will be supported. 10 2/5/2014 3:47 PM p. 12
Vendors will be required to sign an NDA with ASD with the financial vendor. 11 2/5/2014 3:47 PM p. 13
Sample screen shots of possible front end structure. 12 2/5/2014 3:47 PM p. 14
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Question and Answers for Bid #21814 - One Stop Shop Alio and Magento Portal for Parents OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below. Question Deadline: Feb 14, 2014 10:00:00 AM MST 2/5/2014 3:47 PM p. 17