Systems Replacement Project – Request for Proposal
Student Management System
Part B1: Information to be Provided by Respondents
Version: 1.0
Last Updated: 14 July 2008
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The Correspondence School
Request for Proposal
Student Management System
Table of Contents
1 Introduction
1
1.6
General confirmation
2
2 Organisational information
3
2.1
Respondent Authorised Officer
3
2.2
Company information
3
2.3
Company experience
4
2.4
Third parties
4
2.5
Reference sites
6
2.6
Account management
7
2.7
Added value
7
3 Capability delivery options
8
4 Proposed solution
9
4.1
Overview
9
4.2
Architecture
9
4.5
Hardware, operating system, database and network
10
4.6
Software application
10
4.6.5 Navigation
11
4.6.6 Data entry/retrieval
11
4.6.7 Workflow management
11
4.6.8 Integration/interfaces
12
4.6.9 Internet capability
13
4.6.10 Configuration and/or customisation
13
4.6.11 Upgrades
14
4.7
Users/performance
15
4.8
Audit and security
16
4.9
Backup and recovery
16
4.10
Processing and operational requirements
17
4.11
Documentation
17
5 Business requirements
18
5.1
Functional interdependence
18
5.2
Business requirements evaluation matrix
18
5.3
Business requirement exceptions
18
6 Project implementation
19
6.12
Project personnel
20
6.13
Project timeline
20
6.14
Project commencement
21
6.15
Data conversion
21
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The Correspondence School
Request for Proposal
Student Management System
6.16
Acceptance testing
22
6.19
Training
22
7 Support services and maintenance
24
8 Supplementary proposal
26
9 Contract
27
10 Pricing
28
10.12
Pricing schedule
30
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The Correspondence School
Request for Proposal
Student Management System
1
Introduction
1.1
This document forms Part B of The Correspondence School‟s (TCS) student management
system (SMS) request for proposal (RFP). It identifies the information TCS requires from
you (the Respondent) in order to evaluate your proposed SMS solution.
1.2
This information is to be provided by using an electronic copy of Part B, as a template into
which your responses are entered.
1.3
All clauses in Part B followed by the text “Response:” must be answered by inserting your
answer beside the word “Response:”.
The template will automatically assign a different font and background colour to this text. For
example:
Response:
The XYZ SMS supports full 24 x 7 interactive access for both internal
and internet users.
1.4
Where a clause is directive in nature, the response must be either “Comply” or “Partial
Comply” or Non Comply. Where your response is “Partial Comply” or “Non Comply” then an
explanation is to be provided.
1.5
Additional information may be supplied as appendices.
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The Correspondence School
Request for Proposal
Student Management System
2
General confirmation
2.1.1
Confirm that you have read and understood all of the information contained within the RFP
document, Parts A and B.
Response:
2.1.2
Confirm that you have read and accepted all of the information contained within Part A,
section 4.2.
Response:
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Student Management System
3
Organisational information
3.1
Respondent Authorised Officer
3.1.1
Supply the name and contact details for your nominated Coordinating Officer.
Response:
3.1.2
Supply the name and contact details for your nominated Authorised Officer.
Response:
3.1.3
Describe how contract administration, signing and allocation of responsibility for the new
systems will be satisfactorily handled.
Response:
3.2
Company information
3.2.1
Keeping your responses brief, to the point and using the following table, provide a brief
overview of the your company and structure:
Topic
Response:
Company name
Description of the services and
solutions your company currently
offers and the market sectors
within which it operates
Information on the holding, parent
or associate companies, if any
Number of years in business
(under current company name)
Size of company and nature of
business in New Zealand, and/or
home country if applicable,
including staff numbers and
geographical location(s)
Operations outside New Zealand
Number of New Zealand
customers
Number of New Zealand
customers using proposed
solution software and your
assessment of the market share
you hold
Total number of skilled technical
support personnel world-wide,
broken down by location
Total number of employees
skilled in the use of the
development tools proposed for
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Request for Proposal
Student Management System
Topic
Response:
the system
Total number employees with NZ
education sector experience or
knowledge
A list of any relevant certifications
and membership/affiliations with
professional bodies your
company or your employees may
have
Specify the type and extent of
insurance you have
Provide sufficient pertinent
financial information from which
TCS may reasonably formulate
an opinion as to your stability and
financial strength
Provide a statement on the long-
range company objectives and/or
roadmap [space for your product
roadmap is provided below]
Additional material you feel is relevant to your proposal may be provided as appendices to
your response.
3.3
Company experience
3.3.1
Describe your qualifications and experience to deliver the services sought under this RFP
covering, at a minimum, delivery of solutions of similar size and scope, any previous
experience with New Zealand public sector, and, in particular, experience with education
sector projects,
Response:
3.3.2
Describe how you keep abreast of trends in the NZ education sector, which could impact the
application and its implementation for TCS.
Response:
3.4
Third parties
3.4.1
Where you choose to deliver a portion, or all, of the solution via one or more third party(s),
the following sub-sections are to be completed for each third party.
3.4.2
Describe the third party‟s contribution to your solution.
Response:
3.4.3
Describe the nature of the relationship that would exist between you and the third party with
regard to your proposal.
Response:
3.4.4
Describe the nature and duration of any previous relationship between you and the third
party.
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Request for Proposal
Student Management System
Response:
3.4.5
Describe the number and nature of any projects you are currently involved in with the third
party.
Response:
3.4.6
Keeping your responses brief, to the point and using the following table, provide a brief
overview of the third party company and structure, including:
Topic
Response
Company name
a)
Description of the services and
b)
solutions the company currently
offers and the market sectors they
operate in
Information on the holding, parent
c)
or associate companies, if any;
Number of years in business (under
d)
current company name)
Size of company and nature of
e)
business in New Zealand, or home
country, including staff numbers
and geographical location(s)
Operations outside New Zealand
f)
Number of New Zealand customers
g)
List organisations that the third
h)
party is currently engaged with
Total number of employees skilled
i)
in the use of the services being
delivered by the third party,
breakdown by location
Total number of employees skilled
in the use of the development tools
proposed for the system
A list of any relevant certifications
j)
and membership/affiliations with
professional bodies the third party
or its employees may have
Provide sufficient pertinent financial
k)
information from which TCS may
reasonably formulate an opinion as
to your stability and financial
strength
Additional material you feel is relevant to your proposal may be provided as appendices to
your response.
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Request for Proposal
Student Management System
3.5
Reference sites
3.5.1
Provide a list of your customers where your SMS solution is installed.
Response:
3.5.2
Provide a list of reference sites, for customers for whom solutions of a similar scope have
been provided (preferably in New Zealand).
Note: These references must have already agreed to be contacted by TCS.
Response:
Organisation Name
Version of the Solution
Implementation Date
Provide a brief outline of the size and
scope of each development or package
solution and the services you are
providing at this site
Contact Name
Contact Telephone Number
Contact Email Address
Response:
Organisation Name
Version of the Solution
Implementation Date
Provide a brief outline of the size and
scope of each development or package
solution and the services you are
providing at this site
Contact Name
Contact Telephone Number
Contact Email Address
Response:
Organisation Name
Version of the Solution
Implementation Date
Provide a brief outline of the size and
scope of each development or package
solution and the services you are
providing at this site
Contact Name
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Request for Proposal
Student Management System
Response:
Contact Telephone Number
Contact Email Address
3.6
Account management
3.6.1
The SMS is a strategic system for TCS and, therefore, warrants the establishment of an
enduring Account Management relationship with the supplier of the system.
This relationship will be over and above the project/technical relationships developed during
implementation of the proposed solution and will focus on the strategic/business needs of
TCS. The following points should be answered in this context.
3.6.2
Describe your organisation's management hierarchy. Who will be responsible locally,
regionally, nationally, internationally for this account?
Response:
3.6.3
Describe how will you facilitate clear, strong communication between yourselves and TCS.
Response:
3.6.4
Describe the process for reporting on progress/issues with TCS‟s account. Who will perform
that role? How often will this occur?
Response:
3.6.5
Describe your account management philosophy. How do you stay aligned with new and
current customers‟ business drivers, future strategic planning, growth etc.?
Response:
3.7
Added value
3.7.1
TCS anticipates that establishment of a relationship with a quality provider of SMS solutions
will inherently result in that supplier delivering added value to TCS, over and above the SMS
solution itself. For example, leveraging from your SMS research and development activity or
providing TCS with access to industry research or best practice information on student
management processes and techniques. Identify how you can deliver added value to TCS.
Response:
3.7.2
Describe any additional value that you believe your solution will bring to TCS, which is not
already covered in other sections of this RFP.
Response:
3.7.3
Describe any other functionality or services you can provide, that may be of interest to TCS,
which have not been covered elsewhere within your proposal.
Response:
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Student Management System
4
Capability delivery options
4.1
TCS is interested in exploring cost effective options for delivery of its SMS capability. These
options range from full TCS ownership and management of all components of the capability,
to hosting of the hardware and provision of DBA support by another party, to full outsourcing
based on a bureau delivery model where all aspects of the SMS are supported and
managed by an outsource partner, or a combination of the above.
4.1.1
Describe the delivery option your proposal is based upon.
Response:
4.1.2
Confirm that all costs associated with your preferred delivery option are included in your
proposal and identified in Section
11.
Response:
4.1.3
Describe alternate delivery option(s)/service(s) that you can provide to TCS. The cost
impact of each option/service must be clearly and separately identified in Section
11.
Response:
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5
Proposed solution
5.1
Overview
5.1.1
Provide a description of your proposed SMS solution and its capabilities. Identify how it will
meet the needs of TCS. Marketing collateral should be provided as appendices to your
response.
Response:
5.1.2
Describe the licensing model that will be applied to all components of your proposed
solution. Note: licensing costs are to be provided in Section
11.
Response:
5.1.3
Describe your product strategy/roadmap for the future. Explain where you plan to take the
product and where it fits in to your portfolio of products/services.
Response:
5.1.4
Describe the User Groups or Forums established for your SMS, including the frequency of
meetings, when the next meeting is and their willingness for TCS to attend.
Response:
5.2
Architecture
5.2.1
Describe your systems architecture. Identify the high-level components making up the
system. For each component list the key functionality it delivers.
Response:
5.2.2
Confirm that the proposed solution is scalable and capable of supporting reasonable growth
for TCS. Identify any architecture or design constraints that could potentially limit growth.
Response:
5.2.3
Describe the flexibility of your solution to adapt to the changing needs of TCS.
Response:
5.2.4
Advise the extent to which your solution supports the New Zealand E-government
Interoperability Framework.
Response:
5.2.5
Describe how the architecture supports high reliability and availability.
Response:
5.2.6
Describe how the architecture supports data integrity and transaction handling.
Response:
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Student Management System
5.3
Hardware, operating system, database and network
5.3.1
Identify the minimum server configuration and recommended/supported hardware required
to ensure good performance levels are met. (It is understood you may be proposing a fully
hosted solution; please provide this information regardless.)
Response:
5.3.2
Provide details, including version numbers, of the recommended/supported client and server
operating system(s) supported by your solution.
Response:
5.3.3
Provide details, including version numbers, of the recommended/supported database
management systems supported by your solution.
Response:
5.3.4
Identify the minimum desktop configuration required to ensure good performance levels are
met, for each type of client supported by your solution. This must include identifying any
specific software required to support the client.
Response:
5.3.5
Identify the minimum network configuration required to ensure good performance levels are
met, for each type of client and access method (e.g. internet and LAN) supported by your
solution.
Response:
5.4
Software application
5.4.1
Identify and describe the main software components/modules of your solution, including the
applicable software version details and release dates.
Response:
5.4.2
For each of the software components/modules identified in
5.4.1 above, identify the
anticipated date of the next version(s) and the details of the planned enhancements and
changes to the software expected in this version, with an emphasis on those releases that
would occur during the TCS implementation period.
Response:
5.4.2.1
Describe the ease, or otherwise, of extending your solution to cater for TCS specific
requirements.
Response:
5.4.2.2
Describe the modules within your solution that will either require customisation or need to be
built to support TCS‟s requirements. This description should include an estimation of the
total number of man-hours required to undertake this development and the level of
complexity it entails.
Response:
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Student Management System
5.4.3
Provide information on the third party product(s), including licensing details, which are
required to support your system. Indicate whether these products are compulsory, what
features cannot be implemented without them, and whether they are bundled with your base
product, or need to be purchased separately (include all relevant costs in Section
11).
Response:
5.4.4
Describe your software development approach, including the assurance processes you
have in place to ensure quality.
Response:
5.4.5 Navigation
5.4.5.1
Describe the means of navigating around the system.
Response:
5.4.5.2
If there are predetermined screen paths or menus designed around functions, describe
these (or include a screen shot if appropriate).
Response:
5.4.6 Data entry/retrieval
5.4.6.1
Describe how your solution will conform to the following requirements:
a) innovative technology solutions to facilitate data entry and minimise manual processing;
b) upload/download data into industry standard spreadsheet and word-processing
packages;
c) bulk import of prepared data in various forms; and
d) consolidation of data into standard report request options and summary at different
levels, determined by the user at the time of report generation.
Response:
5.4.7 Workflow management
5.4.7.1
Describe any workflow management functionality provided as part of your solution.
Response:
5.4.7.2
Describe the user interface provided to update and maintain workflow logic. Your response
should provide sufficient detail for us to understand the flexibility and user configuration
capability of this functionality.
Response:
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Student Management System
5.4.7.3
Describe how your solution will manage the status of events and transactions using the
workflow functionality.
Response:
5.4.7.4
Describe any „bring up‟ functionality provided as part of your solution including escalation
functionality, tools used, e.g. email.
Response:
5.4.7.5
Describe how the system will approach exception-based reporting/notification.
Response:
5.4.8 Integration/interfaces
5.4.8.1
The new SMS solution will be required to interface with a number of other systems operated
by TCS. All interfaces to and from the new SMS solution should adhere to the following
principles:
all interfaces will provide reconciliation functionality to prove that what was
sent/received has been correctly interpreted and stored;
sufficient internal controls will be provided in order to mitigate risk but not to an extent
as to unduly hinder processing requirements;
all interfaces should be self-healing in the event of failure;
all interface components will be automated where possible including:
o interface initiation;
o interface processing;
o interface reconciliation; and
o interface exception reporting.
where appropriate, interfaces should operate in real-time;
batch processing will be used where a real-time interface is inappropriate or cannot be
achieved cost effectively; and
wherever practical, a single master copy of each data item will be provided by the
authoritative source system (e.g., the SMS will contain the master records for all
enrolment-related information) to other applications, in preference to creating copies.
Describe how your solution will adhere, or otherwise to these principles.
Response:
5.4.8.2
Describe how your SMS interfaces to the Ministry of Education and NZ Qualifications
Authority.
Response:
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5.4.9 Internet capability
5.4.9.1
Describe in detail the internet capabilities of the proposed solution. This should include a
breakdown of the functions that can be offered directly to students via the internet.
Response:
5.4.9.2
Describe your product strategy with regard to web-enabled services and integration to other
types of service providers.
Response:
5.4.9.3
Identify any e-Learning/LMS collaborations or partnerships with which you are currently
involved.
Response:
5.4.10 Configuration and/or customisation
5.4.10.1 Describe the extent of configuration that could be done by TCS and the type of resources
required to be competent to do this.
Response:
5.4.10.2 Describe the configuration or customisation that would need to be carried out by your staff.
Response:
5.4.10.3 Describe to what degree screens can be configured to meet user requirements. For
example, can titles be changed, new fields added or deleted. Describe the process required
to achieve this and any limitations on this process.
Response:
5.4.10.4 How does the reporting function support user-added/configured elements, including custom
fields?
Response:
5.4.10.5 Can user defined edit/validation functions be built, or the standard functions edited?
Response:
5.4.10.6 Describe the process to be followed if TCS requests additional customisation of the solution
to meet its ongoing needs. Include description of how TCS's requirements would be
determined, what documentation would be produced, and the development, testing and
implementation process to be followed. Also identify who would perform any customisations
and where this activity would be undertaken (New Zealand or offshore).
Response:
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5.4.10.7 Confirm that software development in relation to application customisation conforms to
industry best practice. Include sufficient detail to indicate to us the kinds of disciplines and
controls you employ.
Response:
5.4.10.8 Describe your approach for incorporating enhancements into the core product, including:
the process for agreeing to treat an enhancement as a core product change versus a
client specific enhancement; and
how the costs associated with the enhancement would be apportioned or passed on to
the client, if at all.
Response:
5.4.10.9 Describe how TCS customisations, which are not incorporated into your core product, will
be built in to future upgrades so that TCS does not have to reapply changes for each new
release.
Response:
5.4.10.10 There are a number of regulatory bodies in New Zealand, such as the Ministry of Education
and the New Zealand Qualifications Authority, which can impose requirements upon TCS.
TCS may be required to make system enhancements to meet or comply with these
requirements, often with very little lead-time. Describe how these mandatory enhancements
would be supported within your product development timetable/process and whether or not
the cost of these mandatory enhancements is covered by your standard support and
maintenance agreement.
Response:
5.4.11 Upgrades
5.4.11.1 Describe how, and under what pricing structure, software upgrades would be delivered to
TCS.
Response:
5.4.11.2 Describe how frequently updated versions (new releases) of your system are released.
Response:
5.4.11.3 Describe the testing and quality assurance processes you apply to new releases of your
system.
Response:
5.4.11.4 Describe how frequently TCS would be expected to upgrade to the new releases.
Response:
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5.4.11.5 Describe your support and maintenance policy for earlier versions of your software. Identify
the version number and date of release, for the oldest version of the SMS for which you
currently provide standard support and maintenance.
Response:
5.5
Users/performance
5.5.1
The number of users of the system is expected to be similar to those detailed in the table
below.
Group
Approximate
Current
Projected
Numbers
Estimated
Users 05/09
04/08
Users 04/08
Internal to TCS Environment:
Teachers
230
230
274
Registry/enrolments staff
13
13
20
IT staff
16
5
5
SRC staff
22
3
10
Other corporate support staff
99
99
25
External to TCS Environment:
Liaison Teachers
20
20
20
Students*
13,193
unknown
Parents
unknown
unknown
Other School Staff
unknown
unknown
Other Govt Agencies
unknown
unknown
*Active student numbers can vary throughout the year. For example, during the 12 months
June 07 – May 08, the number of active students ranged from 5,672 to 13,468, with the total
number on the roll ranging from 10,500 to 27,997 over the same period.
5.5.2
At least 100 TCS staff can be considered “concurrent” users, in the sense that they will be
logged in to the SMS system. Typically, however, their sessions are expected to remain
inactive for much of the time: i.e., they will not be generating transactions. Currently, the
registry/enrolment staff, although numerically few, generates by far the majority of the SMS
(Xtend, Enrolment Online) activity.
5.5.3
Internal users are predominantly logged in to the SMS system during standard office hours
8am to 6pm, Monday to Friday. The
majority of external usage is also likely to occur within
standard office hours, although there is potential for some Students, Parents, and Liaison
Teachers to access the system at any day and time.
5.5.4
Students and parents currently use the online enrolment feature, and access Blackboard,
from the School‟s website www.correspondence.school.nz. There are no statistics available
on current web usage by students or external organisations.
5.5.5
Confirm that your solution will support the level of user activity described above, while
providing system response times that enable the fast and efficient use of the system by
users. Include any limitations or qualifications that apply.
Response:
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5.5.6
It is important that the system delivers acceptable performance, especially at times of peak
load. For those aspects of the system that can be accessed over the internet, it is important
that adequate performance can be achieved over a dial-up connection, as this may be the
normal connectivity method for a number of remote users. Describe the performance
characteristics of the system for both internal and remote users.
Response:
5.5.7
Describe the system availability profile under normal operating conditions. In particular, can
the solution provide full 24 x 7 availability to both internal and remote users?
Response:
5.6
Audit and security
5.6.1
Describe the audit and security features provided by the system.
Response:
5.6.2
Describe the outputs produced from the audit process.
Response:
5.6.3
Describe how access to data and functionality is governed by the user profile, and the user's
organisation profile.
Response:
5.6.4
Describe how your solution ensures data confidentiality, privacy and integrity.
Response:
5.7
Backup and recovery
5.7.1
Describe the backup features and operation applicable to your SMS.
Response:
5.7.2
Describe what recovery routines are included internally.
Response:
5.7.3
It is not expected that our data volumes will necessitate historic data to be archived. If this is
not the case (i.e., if archiving
is required) or if other techniques, such as data compression,
are implemented by your SMS, explain the operational requirements, any associated costs,
technical requirements, software or memory, and user/support knowledge required.
Response:
5.7.4
Describe the recovery requirements and activity to restore the system to normal operation in
the event of a major system failure.
Response:
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5.8
Processing and operational requirements
5.8.1
Describe what regular housekeeping or system maintenance activities need to be performed
to keep the system functioning optimally.
Response:
5.8.2
Describe what options there are available to minimise disruption to business continuity.
Response:
5.9
Documentation
5.9.1
Describe the documentation that is provided with the system, including the number of copies
to be supplied as part of your proposal. In particular give details of the following:
user documentation;
system documentation;
operating documentation;
handover documentation; and
on-line help.
Brief examples of the above should be included as appendices to your response.
Response:
5.9.2
Describe your approach to documentation with regard to future upgrades to the system.
Response:
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6
Business requirements
6.1
Functional independence
6.1.1
Unless you have specifically identified a conflict or constraint, TCS will assume that all
requirements described in this section can be supported simultaneously, i.e. you should
identify where configuration of one function/feature disables or limits another
function/feature.
Response:
6.2
Business requirements evaluation matrix
6.2.1
Using Part B2, the
SMS Business Requirements Evaluation Spreadsheet, for each of the
requirements listed, provide a self-rating according to the following scale:
S
Standard – Fully compliant without any need for custom code; out of the box,
easily configurable, at no additional cost.
A
Provided with some custom development or configuration required; but
this will be completed by Respondent and is included in base installation
price.
B
Provided with minimal customisation – Some customisation or
development work required to meet the requirement).
C
Provided with difficulty – Substantial custom development, or third party
product required, will be separately outlined and priced.
N
Not available or recommended as part of this SMS.
6.2.2
The completed spreadsheet must be returned with your proposal.
6.3
Business requirement exceptions
6.3.1
Following your analysis of the business requirements, identify in the table below the specific
requirements that your solution cannot meet, or where a particular requirement cannot be
configured/supported at the same time as another. If the requirement can be met via an
alternative means or customisation, then a description of this should be provided. Any
requirement rated a B, C, or N should be included in the table, as per the examples shown.
The examples should be removed in your response.
Response:
Point
Limitation
xxx
The XYZ system is unable to update the record in this way. An alternative approach is
offered via the …
xxx
The current data model does not hold this type of information. This will require
customisation to the system. This will be undertaken at no cost to TCS
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7
Project implementation
7.1
Describe your overall approach to implementing the proposed solution. This description
should include an overview of any phasing of deliverables, providing business continuity
throughout the project, and handover activities.
Response:
7.2
Describe the main deliverables (Products) you would provide for each of the following
stages of the project.
Stage (Project) Planning
Analysis and definition of detailed functional requirements
Application configuration/customisation design.
Data migration
Implementation
Integration
Hosted environment
Testing
Response:
7.3
Describe any critical activities that would be outside of your control.
Response:
7.4
Describe the project management methodology that will be employed to effectively manage
the project to completion.
Response:
7.5
As an appendix to your response, provide examples of the standard project management
templates and tools you will use to manage the project.
Response:
7.6
Describe how you will monitor and report progress to ensure each milestone is achieved on
time.
Response:
7.7
Describe your preferred organisation structure for the project; identifying the relationships
between TCS and your project team.
Response:
7.8
Describe what risks you anticipate for the project, and what plans would be put in place to
manage these risks.
Response:
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7.9
TCS prefers to enter into a contract with a complete solution. However, it recognises that
there may be areas where you may not have the expertise or it is impractical for you to
undertake. Identify what activities you will not undertake.
Response:
7.10
Detail what level of involvement is required from TCS personnel, including the time
commitment and skills expected from them.
Response:
7.11
Describe the level and duration of post implementation support that will be provided after the
system is operational.
Response:
7.12 Project personnel
7.12.1
You will be required to appoint an experienced Project Manager with overall responsibility
for delivery and implementation of all software and services provided contractually by you (a
CV and references or this person will be required at a later date).
Response:
7.12.2
Your Project Manager will be expected to schedule and attend regular project management
meetings and updates, and to provide regular written reports on project progress and
issues.
Response:
7.12.3
Identify the key project personnel who are likely to be involved with the project and provide
profiles for each of them. These personnel profiles are to include, as a minimum, the
person‟s name, their responsibilities on the project, experience and qualifications.
Response:
7.12.4
Confirm that if any of the proposed personnel are no longer available at any time before or
during the project that alternative, equally skilled resources will be immediately available and
that the project will not suffer, either in time, cost or progress, as a result of the loss.
Response:
7.12.5
Acknowledge that, if requested, security clearance may be required for your personnel
involved in project delivery.
Response:
7.13 Project timeline
7.13.1
It is TCS‟s expectation that the new SMS will be in production by the 4th quarter of 2009. Do
you believe that this is achievable? If not, explain why.
Response:
7.13.2
Provide a detailed project timeline that identifies (no less than) the key tasks, their durations
and task interdependencies required to achieve the following milestones/activities. It is
important to note that TCS functions as a regular school. Therefore many of the teaching
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staff take leave in the school holiday periods, which may impact delivery dates where TCS
staff are involved. This should be considered in your planning.
Project Planning and Scoping
Detailed Functional Requirements
Application Configuration/Customisation Design
Implementation
Integration
Hosting
Functional and User Acceptance Testing (TCS)
Training (preparation and delivery)
Data Migration
Roll Out to production users
Transition to BAU/Warranty (90 day)
Response:
7.13.3
Identify any material assumptions or critical dependencies that have been made in your
project timeline.
Response:
7.14 Project commencement
7.14.1
Indicate the earliest date, following successful contract negotiations; you will be available to
commence work.
Response:
7.14.2
Identify any pre-commencement activities or lead-time required before work can commence.
Response:
7.15 Data conversion
7.15.1
TCS anticipates that a full data conversion strategy will need to be developed as part of the
initial design/planning undertaken by the successful Supplier.
As far as possible without investigating TCS‟s existing data structures, outline your general
approach to data conversion. In particular your response should comment on the following
key points:
a synopsis of previous conversion experience;
key risks and your approach to managing them;
any high level dependencies and sequencing of key tasks;
particular areas that require extra care and the type of issues that may arise; and
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items that you anticipate will be automated as part of the conversion process and those
items that will require manual conversion.
Response:
7.16 Acceptance testing
7.17
Describe your preferred approach to acceptance testing including:
when it is to take place;
where it is to take place; and
who is responsible for the formulation of the test data.
Response:
7.18
Describe your system sign off/acceptance procedures.
Response:
7.18.1
Describe your approach to defect management, bug fixing, and regression testing, and an
outline to your approach to change and release management procedures for updates
provided to TCS for testing.
Response:
7.19 Training
TCS requires key users to be trained in all operational functions and support of the software
package at commencement of the project, and all other users to be trained prior to their
using the system. The predominant users of the system will be the staff involved in
Enrolments, Assessments and Evaluation & Qualifications, as well as the Support Advisors
and Finance Teams (approximately 50 staff in total) with Teachers providing the bulk of the
low-intensity users (approximately 250).
7.19.1
Identify your general terms and conditions for supplying training, include an overview of your
training staff skills and the number of trainers you have available to deliver training.
Response:
7.19.2
Identify your preferred approach and other options available for training TCS staff, e.g. in-
house training by your staff, by a third party or „train the trainer‟.
Response:
7.19.3
Provide a high-level training plan that identifies how end-users and support staff will be
made ready. Where applicable, distinguish between end-users, system administrators,
technical support, business analysts and development staff.
Response:
7.19.4
Provide detailed course outlines, their key objectives and an indication of the length and
cost structure for the training.
Response:
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7.19.5
Can you customise your standard courses to meet the specific needs of TCS?
Response:
7.19.6
State if there are any restrictions to the number of trainees per course.
Response:
7.19.7
Describe the user training documents provided with your system, and include examples as
an appendix to your response.
Response:
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8
Support services and maintenance
8.1.1
Confirm that all references to date and time are expressed in New Zealand Standard Time
(NZST) except where explicitly stated otherwise.
Response:
8.1.2
State the warranty period for the goods and services that you are offering, and the terms of
such warranties, together with any exclusions.
Response:
8.1.3
Confirm that you will support and maintain the application once deployed in Production, for a
minimum of three years.
Response:
8.1.4
TCS will require on-going Help and Support services for any solution that is implemented.
Describe how you would propose to support all components of the solution, including:
the process for accessing these services;
service levels you can offer, including the response times associated with each level;
your escalation process and how this is triggered; and
after-hours support and how this would be accessed.
Where different options are available these should be provided so they can be considered.
Response:
8.1.5
If you have a standard Service Level Agreement available this should be attached to your
response. State if you have attached a standard SLA.
Response:
8.1.6
Confirm that the support/maintenance services will begin at the completion of the agreed
warranty period, with the expected warranty period being no less than 90 Business Days
following the sign off on User Acceptance Testing based on agreed acceptance criteria.
Response:
8.1.7
Describe the location or base of your support staff, including their skill sets and hours of
availability.
Response:
8.1.8
It is assumed that many basic administrative functions are most appropriately carried out by
internal TCS staff. Describe the skill level and number of internal TCS staff required to
support your solution on an ongoing basis.
Response:
8.1.9
Describe how you will provide onsite support, when/if it is needed.
Response:
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8.1.10
Describe how TCS can lodge user input and feedback in relation to the application relating
to issues or improvements.
Response:
8.1.11
If services are provided by a third party, confirm that your responses to this section are
applicable to them, or, identify how the services they provide will differ.
Response:
8.1.12
Describe the remedies included as standard in your SLA, in the event of failure to achieve
agreed service levels.
Response:
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9
Supplementary information
9.1
TCS recognises that customising a new system to accommodate current operational
processes may necessitate significant development effort, potentially increasing delivery
time, cost and risk. TCS is willing to consider modifying its processes to reduce the
complexity of the project. You are invited to append supplementary information that may be
non-conforming to our stated requirements, but which significantly reduces the complexity of
the implementation or contributes to business process efficiencies.
9.2
The supplementary information must be kept separate. It should be provided as an appendix
to your conforming proposal, including separate pricing (using a copy of Sectio
n 11) if
applicable.
9.3
Your supplementary information must clearly state how the suggested changes differ from
the conforming proposal, what trade-offs TCS will be required to make, and what benefits
would accrue if this alternative approach were to be adopted.
9.4
Indicate here whether you have appended such information to your proposal and, if so,
provide a high-level précis of the approach, including the principal points of departure from
your conforming proposal.
Response:
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10
Contract
10.1
TCS places significant importance upon the ability of both parties to agree a contract, which
is fair and equitable to both parties.
10.2
TCS anticipates that the contract we enter into will be as per TCS‟s
Supply and
Implementation Agreement template provided. Indicate your acceptance of this template or,
if required, identify those areas that are not acceptable to you and require further
negotiation.
Response:
10.3
TCS wishes to enter into a prime contract for the end-to-end supply, customisation,
integration and commissioning of a Student Management System. This requirement does
not preclude you from entering into back-to-back arrangements with third parties, for the
supply of components of the proposed solution. However, where you will rely upon the
services of a third party to deliver a portion, or all, of the services, confirm that you have
back-to-back agreements in place to ensure delivery of the services to the Service Levels
agreed with TCS.
Response:
10.4
Respondents are invited to submit their own recommended support and maintenance
agreements (refer Section
8). However, TCS reserves the right to require alternative terms if
the terms supplied by the Respondent are not acceptable, and to negotiate with the
Respondent on this basis. State whether you have provided a recommended support and
maintenance agreement.
Response:
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11
Pricing
11.1
All prices must include any discounts for which TCS may be eligible. During the evaluation
process, TCS will directly compare the prices quoted by Respondents.
11.2
Confirm that the pricing provided by you is for the total commissioned cost.
Response:
11.3
Confirm that all components of the solution offered in your response are included in the
pricing offered.
Response:
11.4
Confirm that all costs are:
stated in New Zealand dollars;
Delivered Duty Paid (DDP); and
exclusive of Goods and Services Tax (GST).
Response:
11.5
Confirm that all prices and costs described in the proposal will remain firm for 120 days from
the closing date of this RFP, subject to TCS being entitled to the benefit of any reduction in
price or cost announced after the date of the proposal for items included in the proposal.
Response:
11.6
Identify any regular price review periods affecting continuing costs of support and
maintenance, and the period of notice that will be given if any price changes were to be
implemented.
Response:
11.7
List all material assumptions that have been made when pricing this proposal.
Response:
Assumption
Impacts Upon
11.8
List any services or components of the solution that have been specifically excluded from
the price and indicate why.
Response:
Exclusion
Reason
Impacts Upon
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11.9
You may specify any additional optional services that are relevant to this RFP. Cost of these
additional services must be itemised.
Response:
Additional Service
Cost
11.10
Provide a detailed breakdown of your proposed payment schedule. This must identify all
conditions under which payments will be made, e.g. milestones, agreed sign-off criteria or
retention payments. The schedule must be categorised under the following sub-headings:
Project, including charges resulting from approved changes in scope;
Ongoing charges, e.g. software licences and support; and
Post Implementation enhancements.
Response:
11.11
Using the table provided below, provide a breakdown of the hourly labour rates that will be
applied for additional project work, approved via the change control process, or post
implementation enhancement requests. Where different rates are applied for different skill
sets, the skill sets are to be listed.
Skill Set
Project Change Control
Post Implementation
Work Request
Enhancement Request
Confirm these rates will apply for a minimum period of twelve 12 months following the
commencement of the contract.
Response:
11.12
Identify any regular price review periods affecting continuing costs of maintenance, and the
period of notice that will be given if any price changes were to be implemented.
Response:
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11.13 Pricing schedule
11.13.1 Complete the schedule below, adding any rows necessary to provide a complete outline of
the pricing structure.
This schedule is to be used as a starting point only. Ensure all costs associated with the
purchase and implementation of the system is shown.
Description
One-off
Annual
Unit
Basis/Comments
Cost
Cost
Rate1
Application Software
Licence
Module
Module
Module
Module
Module
Module
Module
Development Tools
Other Software (itemise)
Application Software
Licence Support fee
Hardware (if required)
Hosting (if required)
User Licences
Modifications
Interface Development
Implementation
Technical
Project Management
Resources
Documentation
Training
1 Where a cost relates to an hourly or per unit rate identify the unit cost.
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Description
One-off
Annual
Unit
Basis/Comments
Cost
Cost
Rate1
Data Conversion
<Add others as applicable>
Ongoing Support &
Maintenance
Upgrades
Additional Costs (itemised)
Total Costs
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