STATE OF IDAHO
- REQUEST FOR PROPOSALS (RFP) -
DIVISION OF PURCHASING
GREGORY LINDSTROM, CPPO, CPPB
INFORMATION TECHNOLOGY PURCHASING OFFICER
PeopleSoft HRCS 9.x Upgrade
SCHEDULE OF EVENTS
THE FOLLOWING DATES ARE TENTATIVE AND SUBJECT TO AMENDMENT
Deadline To Receive Emailed Questions on RFP: 11/27/07
Oral Demonstrations: Scheduled as required
RFP Closing Date And Time: Per sicommnet
PROPOSAL Opening Date And Time: The following workday at 10:30 a.m., Mountain
Service Installation Date: Per sicommnet
GENERAL INFORMATION FROM THE DIVISION OF PURCHASING
ISSUING OFFICE & SUBMISSION OF QUESTIONS
This solicitation is issued by the State of Idaho Division of Purchasing via SicommNet. The Division of
Purchasing is the only contact for this solicitation. Written questions and request for clarifications
shall be submitted via email to:
Gregory Lindstrom, CPPO, CPPB
Information Technology Purchasing Officer
State of Idaho, Division of Purchasing
The following instructions shall be followed when submitting questions.
1. There is a file attached in sicomm to this solicitation for submitting questions. That file is to
be used for submitting questions. FILE DOP00_RFP02023_BIDDER_QUESTIONS.DOC IS
TO BE USED FOR SUBMITTING QUESTIONS.
2. Any questions received in any other format shall be rejected and not considered.
3. DO NOT CHANGE THE FORMAT OR FONT. The file is to be used as the BIDDER
receives it. Do not bold your questions or change the color of the font.
4. Questions must be received on time or shall be rejected and not considered.
5. BIDDERS are to submit only one file containing all the questions the BIDDER wishes to
have answered. Multiple files received will be rejected and not considered.
6. The email subject line is to state the RFP number followed by “Questions.”
Verbal responses from the STATE are not binding upon the STATE. BIDDER assumes full
responsibility for any action taken upon a verbal response from the STATE.
THE DEADLINE FOR RECEIPT OF QUESTIONS IS LISTED IN 1.0 SCHEDULE OF EVENTS.
TO BE CONSIDERED, QUESTIONS MUST BE RECEIVED VIA EMAIL BY 11:59:59 P.M.
MOUNTAIN TIME ON THE SCHEDULED DUE DATE.
TERMS AND CONDITIONS
The STATE OF IDAHO STANDARD CONTRACT TERMS AND CONDITIONS, SOLICITATION
INSTRUCTIONS TO VENDORS, and any special terms contained within this RFP are applicable for this
purchase. Copies of the above underlined are found on the State’s website under the Department of
Administration, Division of Purchasing. All questions or concerns regarding these terms are to be
received by the deadline to receive written questions regarding this solicitation (Clause 19 of
SOLICITATION INSTRUCTIONS TO VENDORS.) Questions and concerns are to be submitted
per the instructions under ISSUING OFFICE & SUBMISSION OF QUESTIONS above. The
Division of Purchasing will address questions and concerns via an amendment released prior to closing.
That amendment will be the State’s final determination regarding any modification of the terms.
NOTE: PROPOSALS RECEIVED QUALIFYING THE OFFER BASED UPON THE STATE
ACCEPTING VENDOR TERMS SHALL BE FOUND NON-RESPONSIVE. QUESTIONS
PERTAINING TO THE STATE TERMS AND CONDITIONS MUST BE ADDRESSED
DURING THE Q&A PHASE.
Prior to the closing and opening of the solicitation, all vendor notifications and modifications to the
solicitation will be released in SicommNet as amendments. All questions submitted will be answered via
amendment for all bidders review.
VALIDITY OF PROPOSALS
Proposals are to remain valid for ninety (90) calendar days after the scheduled closing date.
Proposals submitted with a less than 90 day validity will be found non-responsive and will not be
SUBMISSION OF PROPOSALS
Proposals are to be submitted per the following instructions. Reference also Section 6.0 – Proposal
Requirements & Format.
NOTE: THE FOLLOWING IS MANDATORY!
PROPOSALS OR PARTS OF PROPOSALS ARE NOT TO BE SUBMITTED
ELECTRONICALLY VIA SICOMM. ELECTRONICALLY SUBMITTING THE
PROPOSAL OR ANY PART OF THE PROPOSAL WILL RENDER THE PROPOSAL
PROPOSALS ARE TO BE SUBMITTED MANUALLY PER INSTRUCTIONS TO
PROPOSALS ARE TO BE HAND-DELIVERED, U.S. MAILED, OR CARRIER
SHIPPED. PROPOSALS MUST BE RECEIVED AT THE OFFICES OF THE DIVISION
OF PURCHASING AND TIME STAMPED USING THE DIVISION’S TIME STAMP, NO
LATER THAN THE DATE AND TIME SET FORTH FOR THE CLOSING OF THE
SOLICITATION IN SICOMM.
A SIGNED IDAHO SIGNATURE PAGE (ATTACHED IN SICOMM) IS REQUIRED.
-VENDORS ARE TO FOLLOW THE PROPOSAL FORMAT DETAILED WITHIN
All proposal materials should be shipped in a single shipping container, if possible.
The words "SEALED BID" and the proposal number must be noted on the outside of your SEALED BID
package. To insure that your SEALED BID is handled properly, the following information must be placed
in the lower left corner of your bid package:
BIDDER’S COMPANY NAME:
BID NUMBER & TITLE:
Send your sealed proposal package to:
Division of Purchasing
PO Box 83720
Boise, ID 83720-0075
Attn: Gregory Lindstrom
When sending packages by FedEx, UPS, or other Couriers:
Division of Purchasing
5569 Kendall Street
Boise, ID 83706-1231
Attn: Gregory Lindstrom
EVALUATION, INTENT TO AWARD LETTERS, AND AWARD
As a general rule, the following procedure is followed:
Once the solicitation closing date and time have passed and proposals have been opened, the copies of the
Technical Proposals are forwarded to the agency for evaluation. Once the agency has completed its
technical evaluation and scored the proposals, the evaluation summary and scoring are forwarded to the
Division of Purchasing for review. The Division of Purchasing verifies the fairness and integrity of the
technical evaluation process. The Cost Proposals and copies are then opened, and the copies forwarded to
the agency for evaluation. Both the agency and the Division of Purchasing participate in this evaluation
and its scoring. The scoring of the cost evaluation is then added to the scoring of the technical evaluation
to arrive at a total proposal scoring, thus identifying the best qualified Bidder based on the specifications
and criteria set forth in the RFP. Assuming the Agency does not require Best and Final Offers, the
Agency sends an Agency Intent to Award letter to the Division of Purchasing.
The Division of Purchasing then issues a Letter of Intent to Award to all bidders, notifying them of the
State’s intent to award the best qualified or lowest responsive Bidder as identified through the evaluation
process. After the passage of the time set by Idaho Statute 67-5733 for appeals, and the resolution of any
appeals received, the Division of Purchasing contracts for the purchase.
The State has the time set forth in Validity of Proposal to complete the evaluation and award the
purchase. To ensure the integrity and fairness of the evaluation process, during the evaluation and up and
until the time the Division of Purchasing issues the Intent to Award letter, no information regarding the
content of the proposals is released.
The following definitions are meant to supplement the definitions found in the SicommNet solicitation
document, State of Idaho Standard Terms and Conditions, State of Idaho Solicitation Instructions to
Vendors, and State of Idaho Special Terms and Conditions for Customized System and related
Accounting Period – Sunday through Saturday
Agreement – Reference State Of Idaho Standard Terms And Conditions. Where the term “Contract” is
used, Contract shall be interpreted as “Agreement” as defined in the State Of Idaho Standard Terms And
BSU - Boise State University
Confidential Information - Reference State Of Idaho Standard Terms And Conditions.
Contract – Reference 38.05.01 – Rules of the Division of Purchasing. Where used shall have the same
meaning as the term “Agreement”.
Contractor – Reference State Of Idaho Standard Terms And Conditions.
Evaluated – BIDDER shall assume that all specifications contained within this solicitation and the
Bidder responses to those specifications will be evaluated and scored. If a specification contains the word
“Evaluated”, that specification may be scored at a higher value than other specifications.
Effective Date – The date on which the IT Purchasing Officer signs the Purchase Order.
Firm/Fixed Cost - In the Cost Proposal, this cost must be a “fully burdened firm/fixed cost” including,
but not limited to, time and materials, travel (excluding alcohol), lodging, per diem and administrative
In Writing or Written Notice – Any letter or memo sent via fax, U.S. Postal Service, United Parcel
Service, FedEx, or via e-mail.
Mandatory - All specifications should be considered mandatory requirements unless otherwise
noted. Where a specification states that compliance is mandatory, non-compliance will result in
immediate disqualification and no further evaluation of the proposal will occur. The State reserves
the right to determine what is a mandatory specification or requirement. The State reserves the right to
determine whether the proposal meets the specifications stated within this solicitation.
Mandatory/Evaluated – Where the words “Mandatory/Evaluated” occur regarding a specification within
this solicitation, the Bidder shall provide the functionality being requested. To not do so shall render the
proposal “non-responsive”, and no further consideration will be given to the proposal. “Evaluated”
means that the State will evaluate the mandatory functionality required. Proposals offering the “best fit”
within BSU’s required IT environment, will receive higher scoring for the mandatory requirement.
Must, Shall, Will - Where the words “must”, “shall”, or “will” occurs, the words declare a mandatory
requirement or specification upon the Bidder. Failure to meet the mandatory requirement or
specifications will deem the proposal non-responsive.
Normal Operation Hours – Unless otherwise stated, the normal operating hours of the State are to be
considered to be 8:00 a.m. until 5:00 p.m. Mountain time, Monday through Friday, with the exception of
Offer – A written response including pricing information to a Solicitation For Offer that describes the
solution or means of providing the property requested and which proposal is considered an offer to
perform a contract in full response to the Solicitation For Offer. Price may be an evaluation criterion for
proposals, but may not necessarily be the predominant basis for contract award.
Project Schedule – The first deliverable under the AGREEMENT. A mutually agreed upon project
schedule per the requirements of the RFP.
Property - Reference State Of Idaho Standard Terms And Conditions.
Proposal – Reference “Offer”.
Public Agency - Has the meaning set forth in Idaho Code §67-2327. The term generally refers to any
political subdivision of the state of Idaho, including, but not limited to counties; cities; school districts;
highway districts; and port authorities; instrumentalities of counties, cities or any political subdivision
created under the laws of the state of Idaho.
Public Records - Reference State Of Idaho Standard Terms And Conditions.
Purchasing - State of Idaho Division of Purchasing.
Responsible Bidder/Vendor - Reference State of Idaho Solicitation Instructions To Vendors Clause 6,
“Determination of Responsibility”.
Responsive Bidder/Vendor - A Bidder that has submitted a timely proposal or offer that conforms in
all material respects with the submission and format requirements of the solicitation, and has not qualified
or conditioned their proposal or offer.
Solicitation – Request for Proposal, Invitation To Bid, or Solicitation For Offer document. Includes
information and documents referenced within SicommNet.
SicommNet or Sicomm - State’s Internet proposal source provider. The solicitation as released within
SicommNet, and all its stated terms and conditions and references to websites hosting the State’s Terms
and Conditions and Instructions to Vendors, and all other such references found within the SicommNet
document, are binding upon the Bidder.
Solicitation - Solicitation For Offer
Solicitation For Offer - In it’s entirety, includes, but is not limited to, all SicommNet documents and
notices released with the public notice of the offer, all documents and terms & conditions listed and
referenced with SicommNet for the offer, and the Solicitation For Offer documents and all attachments
Specifications – Reference 38.05.01 – Rules of the Division of Purchasing.
State - Reference State Of Idaho Standard Terms And Conditions.
System - Refers to the entire package required or proposed.
Time – All references to time refer to local Mountain Time in Boise, Idaho.
Vendor/Consultant– Any individual, partnership, or corporation submitting a proposal/offer in response
to this Solicitation For Purchase.
Working\Business Calendar Day - Monday through Friday, except for legal Holidays observed by the
State of Idaho.
The following definitions are meant to define the entities and terminology related to the specifics of the
requirements of this RFP.
Campus Solutions – refers to PeopleSoft Campus Solutions. PeopleSoft replaced the product names
“Learning Solutions” and “Student Administration” with “Campus Solutions” beginning in
Data – this is intended to include, but is not limited to, data created and/or stored in any of BSU’s
software applications, systems, databases, files, backup devices, or information printed or residing in
hard copy format, etc.
FERPA – Family Educational Rights and Privacy Act.
HRLS – old abbreviation for PeopleSoft’s combined Human Resource Management and Learning
Solutions System. PeopleSoft replaced the name “Learning Solutions” and “Student Administration”
with “Campus Solutions” beginning in PeopleSoft 8.9.
HR – abbreviation for PeopleSoft HRMS.
HR/SA – abbreviation commonly used for PeopleSoft HRMS and Student Administration.
HRCS – new abbreviation for PeopleSoft’s combined Human Resource Management and Campus
Solutions System. PeopleSoft began using this term with PeopleSoft 8.9 HRCS is sometimes referred
to as “HR/SA.”
SA – PeopleSoft Student Administration, now called PeopleSoft Campus Solutions.
SP1 – Service Pack 1
Technical Upgrade Services - includes the technical steps as outlined by Oracle to complete an
upgrade of one PeopleSoft release to the next, including but not limited to the “initial move”,” test
moves”, and “move to production” processes.
2. GENERAL INFORMATION
The overall objective of this RFP is to solicit proposals for a responsive Bidder to upgrade Boise State
University’s PeopleSoft 8 SP1 HRLS system to PeopleSoft 9.x. By “responsive”, BSU requires that the
Bidder meet all requirements in this document, including having performed a PeopleSoft Campus
Solutions 8.9 or higher upgrade at other higher education institutions as described in Section 9.1.
BSU, at its sole discretion and determination for need, may elect to hold Bidder presentations regarding
the subject services and methodologies in accordance with the subject RFP.
3. SPECIAL TERMS AND CONDITIONS
These Special Terms and Conditions are in addition to those found in the SicommNet solicitation
document, State of Idaho Standard Terms and Conditions, State of Idaho Solicitation Instructions To
Vendors, and State of Idaho Special Terms and Conditions For Customized Software And Related
Services (if applicable), and particular to this purchase. Where conflict occurs, these Special Terms and
Conditions shall take precedence.
3.1 Contract Term, Renewals, And Pricing
Pricing for all mandatory and optional services shall be FIRM/FIXED through the INITIAL TERM of the
AGREEMENT. The initial term of the contract shall be from the effective date of the contract (the date
of signing of the Purchase Order by the IT Purchasing Officer), through 6/30/09.
After the INITIAL TERM of the AGREEMENT and under existing terms and conditions, and upon
mutual agreement, all mandatory and optional services may be renewed on an annual basis. The first
year renewal pricing for all mandatory and optional services may not exceed a four percent (4%) increase
over the cost of the mandatory and optional services proposed under the INITIAL TERM. Each annual
renewal thereafter, shall not exceed a four percent (4%) increase over the costs for the mandatory and
optional services for the previous year’s renewal.
In addition to Clause 24 of the State of Idaho Standard Contract Terms and Conditions, the following
special terms hereunder 3.2 shall apply.
3.2.1 Any information obtained by the CONTRACTOR shall be used solely for the purposes
contemplated herein; shall not be used for any other purpose whatsoever; and shall not be disclosed to
any other party without BSU’s express written consent.
3.2.2 BSU shall own and retain all rights to all documents, images, data and information scanned,
indexed, and/or stored pursuant to this solicitation document and the successful proposal.
3.2.3 That the successful CONTRACTOR (i) is familiar with all federal laws and regulations
governing the privacy and protection of educational records, including but not limited to FERPA, (ii)
has provided or will provide, prior to commencing the necessary work, FERPA training to all
employees working on the project, and (iii) will warrant full compliance with all such laws in the
performance of its obligations under the agreement.
3.2.4 The successful CONTRACTOR shall indemnify, in addition to its indemnity obligations under
Section 4.2, BSU and the State of Idaho from any and all claims, damages, losses and expenses
whatsoever, including reasonable attorney fees and legal costs, arising in any manner from any breach
or violation by CONTRACTOR, its agents, employees, or subcontractors, of any laws or regulations
governing the privacy and protection of educational records, including, without limitation, those
arising under FERPA.
3.3 Customized Software
In the course of the project, CONTRACTOR may be required under the terms to modify BSU’s software
customizations or to create new customizations. BSU shall own all right, title, and interest in and to, its
confidential information, including BSU’s intellectual property and other deliverables derived from and
without limitation to custom software development, and all specifications and the documentation required
for that development of custom software.
3.4 Amendments to Contract
The Parties agree to take such action as is necessary to amend the resulting AGREEMENT as necessary
for BSU to comply with the requirements of the Privacy Rule and its implementing regulations.
3.5 Mitigation of Disallowed Uses and Disclosures
The CONTRACTOR shall mitigate any harmful effect that is known to the CONTRACTOR of a use or
disclosure of FERPA by the CONTRACTOR in violation of the requirements of this Agreement or the
Privacy Rule. [45 Code of Federal Regulations sections 164.530(f)]
3.6 Termination of Contracts
The State shall terminate this contract upon knowledge of a material breach by the CONTRACTOR of
which the CONTRACTOR fails to cure. [45 Code of Federal Regulations sections 164.504(e)(2)(iii)]
Terms used, but not otherwise defined, in this amendment shall have the same meaning as those in the
Any ambiguity in the contract shall be resolved to permit BSU to comply with the Privacy Rule.
4. INVOICING, PAYMENT, INSURANCE, INDEMNIFICATION
4.1.1 Terms – NET 30 days
4.1.2 Payment will be made 30 days after completion of deliverables and milestones mutually agreed
upon within the Final Project Schedule.
4.1.3 BSU has the right to determine that a service does not meet the RFP requirements. Deficiencies
will be documented and the CONTRACTOR will be required to make required adjustments within
two (2) calendar days to satisfy the subject requirements.
4.1.4 BSU shall retain twenty percent (20%) of the award amount until acceptance of all services and
deliverables has been agreed upon.
Invoices are to be submitted to:
Boise State University Purchasing Office
Attn Brian Lee
Ref: Contract No. XXXXXX
1910 University Drive, M/S 1210
Boise, ID 83725
4.2 Indemnification and Insurance
4.2.1 The CONTRACTOR must indemnify, hold harmless and defend BSU and the State of Idaho,
their officers, agents and employees from and against all claims, damages, losses and expenses for
bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property including
loss of use resulting there from, including but not limited to attorney’s fees, arising out of or caused in
whole or in part by the negligent acts or omissions of the CONTRACTOR, anyone directly or
indirectly employed by them or anyone for whose acts they may be liable, but only to the extent
caused in whole or in part by negligent acts or omissions of Indemnitor.
4.2.2 In addition, the CONTRACTOR shall, at no expense to BSU, procure and maintain through the
term of this Contract:
126.96.36.199 Commercial General Liability Insurance with limits not less than $1,000,000 per
occurrence Combined Single Limits (CSL) for Property Damage and Bodily Injury, including
Products, Completed Operations, Blanket Contractual liability and Personal Injury Liability;
188.8.131.52 Automobile Liability Insurance including non-owned and hired vehicles with limits
not less than $1,000,000 per occurrence (CSL) for Property Damage and Bodily Injury; and
Workers’ Compensation and Employers' Liability Insurance with limits not less than:
184.108.40.206 Worker's Compensation - as required by State statute including occupational disease.
Bodily Injury by Accident: $100,000 each accident
Bodily Injury by Disease: $100,000 each employee
Bodily Injury by Disease: $500,000 policy limit
4.2.3 Within five (5) working days of the EFFECTIVE DATE, the CONTRACTOR must
deliver or fax at (208) 426-1152 to BSU’s Purchasing Office:
A certificate of insurance with respect to ALL such insurance including worker’s
compensation in a form reasonably satisfactory to the University. The general and
automobile liability insurance certificate must name the University and the State of
Idaho as additional insured and must contain a written provision that, should any of the
above-described insurance policies be canceled or non-renewed before the expiration date
thereof, the issuing company must notify the University in writing, by certified or registered
mail, receipt requested, at least thirty (30) days prior to any cancellation or non-renewal of
any such insurance.
5. EVALUATION, SCORING, AWARD
5.1 The Process
Upon opening, but not limited to, the Division of Purchasing (Purchasing) will inspect the proposal for
5.1.1 That the proposal was timely per the published closing date and time;
5.1.2 That the proposal includes a signed State of Idaho Signature page (attached in Sicomm);
5.1.3 That the proposal has not been qualified by the Bidder, meaning that the Bidder has not
conditioned their proposal based upon the State accepting terms or conditions established by the
5.1.4 That the cost proposal is present and sealed separately from the technical proposal;
5.1.5 That the proposal contains all required information;
5.1.6 Other unforeseen conditions that might deem the proposal non-responsive upon opening.
Purchasing will forward all responsive technical proposals to BSU for evaluation. BSU will establish an
evaluation team comprised of BSU employees. This team will evaluate and score the technical proposals
based on the evaluation criteria. Cost proposals will be evaluated and scored after the technical
evaluation has been completed.
5.2 Evaluation Criteria and Scoring
Mandatory specifications will be evaluated on a Pass/Fail basis. Any specification/requirement with the
word “shall”, “must”, or “will” is a mandatory requirement or specification. Any proposal that fails to
meet any single mandatory requirement or specification will be deemed non-responsive. Bidders who
meet mandatory specifications/requirements will then have their response to the mandatory
specification/requirement evaluated and scored as to how the Bidder’s solution meets the required
The following table identifies those solicitation sections evaluated on a Pass/Fail basis and those which
are awarded points:
Evaluated Sections Maximum Possible Points or Pass/Fail
SECTION 6 – PROPOSAL RESPONSE PASS/FAIL
SECTION 7 – TECHNICAL SPECIFICATIONS Mandatory
SECTION 8 – SERVICES/DELIVERABLES 500
SECTION 9 – VENDOR/CONSULTANT Items 9.1.1 & 9.1.2 are PASS/FAIL
INFORMATION All others are evaluated 200
COST PROPOSAL 300
TOTAL POSSIBLE POINTS 1,000
6. PROPOSAL REQUIREMENTS & FORMAT
6.1 Technical and Cost Proposal Form and Copies
To expedite the evaluation of proposals, it is essential that all Bidders submit proposals using the format
specified in this section of the solicitation. Failure to submit a proposal in the specified format may render
the proposal to be non-responsive and the proposal to be rejected without further consideration, or may
cause the Bidder to receive fewer points in the evaluated criteria categories if the proposal is difficult to
Instructions for the format are designed to elicit essential information for fairly evaluating the proposals.
There is no intent to limit the content of the proposals. Bidders are encouraged to insert or append any
additional data or information deemed pertinent. Proposals must be printed in at least an 11 point font
(New Times Roman recommended) and submitted on 8 ½ X 11 inch paper and bound securely. It is
preferred they not be comb bound.
Bidders are to submit the following in the format that follows.
6.1.1 TECHNICAL PROPOSAL
One (1) original of the bidder’s technical proposal marked “Technical Proposal -
Original” on cover. Must contain a signed and completed State of Idaho Signature page.
Signature page is to be the first page (page 1) of the technical proposal;
Five (5) copies of the technical proposal;
6.1.2 COST PROPOSAL
One (1) completed original of the Bidder’s Cost Proposal marked “Original”, along with
one (1) copy. The file DOP00_RFP02023_Cost_Proposal.xls is attached in sicomm. This file
is to be completed and returned as the Bidder’s cost proposal. There are two (2) tabs to this
Excel file, one called “Cost Proposal” and one called “Optional Services Pricing”. Both tabs
are to be completed and returned in the Bidder’s proposal.
Cost Proposals and copies are to be sealed separately from the Technical Proposal and
marked “Cost Proposal” on the envelope.
6.1.3 ELECTRONIC COPY
One (1) electronic copy of the following on USB or CD device:
Redacted copy of the technical proposal with all confidential information removed
or blacked out. File name should contain the word “redacted”. This is the copy of
the bidder’s proposal that will be released under Idaho’s Public Record Law. The
redacted copy of the technical proposal is to agree entirely with the technical
proposal regarding confidential information;
Sample PROJECT SCHEDULE.
All proposal materials may be shipped in a single shipping container, if possible.
ALL SHIPPING CONTAINERS ARE TO CLEARLY SHOW THE VENDOR’S NAME, THE
RFP NUMBER, AND THE RFP TITLE!
6.2 Technical Proposal Format
The following format is to be followed.
6.2.1 Section 1 - State of Idaho Signature Page
A completed State of Idaho Signature Page is to be submitted. The signature page should be attached
as a file in Sicomm (BASEC). The page is to appear as the first page in the original of the technical
proposal. It is not necessary that a copy of the signature page appear in the copies of the technical
Should the Bidder have a web site address, please write it on the signature page.
6.2.2 Section 2 - Company Profile
Provide the following information:
220.127.116.11 General description of company;
18.104.22.168 Organizational structure;
22.214.171.124 Number of employees in each major area of the company;
126.96.36.199 A general history of the company’s past two years;
188.8.131.52 Provide evidence of financial stability and capability to fund all costs associated with
providing the services throughout the term of the Contract. This information will be used in the
proposal evaluation process, so ensure completeness and accuracy.
NOTE: For publicly traded companies, provide copies of your SEC form 10K for years 2004 and
2005. For privately held entities responding to this Bid, financial information is mandatory and
failure to provide it will cause the response to be deemed non-responsive. In lieu of a SEC form 10K,
privately held companies must submit a consolidated financial statement that includes the information
in Appendix A. If audited financial data is not available, explain in full and provided the latest non-
All data elements must be filled in and accounted for. For example, if the company has no interest
payable, then indicate with a zero (0). Do not leave any item blank. You must use the form in
Appendix A if you do not submit SEC 10K’s.
6.2.3 Section 3 - Qualifications and Experience
Describe in detail the company’s experience and qualifications performing the scope of work
described in this solicitation.
6.2.4 Section 4 - Resumes of Employees Assigned to Project
Provide resumes of personnel that will be assigned to this project. Consultant resumes and skillsets
will be evaluated in Section 9. Resumes must be formatted as follows:
184.108.40.206 Position to be held in the project;
220.127.116.11 Current Job Function\Title;
18.104.22.168 Current Placement (work location);
22.214.171.124 Employment History;
126.96.36.199 Work History experience;
188.8.131.52 Special qualifications relevant to this project;
6.2.5 Section 5 - Company References
Boise State University requires that bidders submit references, and those references will be evaluated
according to the criteria in Section 9.1. Your references, in addition to any references that Boise State
University discovers even if not included in your response to this RFP, will be evaluated in Section 9.
Include the following information for each reference:
184.108.40.206 Name of customer and business type.
220.127.116.11 Description of the services Bidder provided for the client’s project.
18.104.22.168 Bidder’s role in the client’s project.
22.214.171.124 Start and end dates of Bidder’s engagement.
126.96.36.199 Go-live date of the client’s production upgrade.
188.8.131.52 PeopleSoft release name and number upgraded from and to.
184.108.40.206 PeopleSoft applications/modules involved.
220.127.116.11 Whether or not the project included an upgrade from PeopleSoft HR/SA 7.6 or 8.0 to
PeopleSoft HRCS 8.9 or higher.
18.104.22.168 One or more contacts or references from the client. For each contact, you must
include: contact name, job title, address, telephone number, e-mail address.
22.214.171.124 Explain whether the project was delivered on-time and on-budget.
126.96.36.199 Number and type of functional and technical resources and the percent allocated to the
188.8.131.52 Maximum number of concurrent users on the upgraded system.
NOTE. In evaluating references, BSU reserves the right to contact by phone, e-mail, or in person, and/or
to arrange a site visit to any of the respondent's clients who have utilized, and/or who are currently
utilizing the Bidder’s upgrade services. BSU may conduct its own research and discovery to find clients
for whom the respondent has performed work, and to solicit their feedback in addition to feedback from
those references the respondent did list. BSU may contact any and all references directly, without the
assistance of the bidder.
Attached in Sicomm is file (DOP00_RFP_Client_Questionnaire). This file must be forwarded to
two (2) individuals at each reference cited in your proposal response. The questionnaire shall be
completed by the client and returned via email to:
Assistant Purchasing Director Boise State University
Forms are due no later than closing date and time.
6.2.6 Section 6 – Technical Specifications (Section 7.0 in this document)
6.2.7 Section 7 – Services/Deliverables (Section 8.0 in this document)
6.2.8 Section 8 – Bidder/Consultant Information (Section 9.0 in this document)
7. TECHNICAL SPECIFICATIONS
NOTE: THIS SECTION CONTAINS TECHNICAL INFORMATION REGARDING
EXISTING TECHNICAL ENVIRONMENT AND PROJECT GOALS. IT IS
MANDATORY THAT THE SERVICE CONTRACTED COMPLY TO EACH AND
EVERY SPECIFICATION LISTED IN THIS SECTION 7. SHOULD THE
CONTRACTOR BE FOUND FAILING TO MEET ANY SPECIFICATION UNDER
THIS SECTION 7, THE CONTRACTOR WILL BE DEEMED TO BE IN BREACH OF
THE AGREEMENT. ALL DAMAGES ASSOCIATED WITH THE BREACH SHALL
BE USED TO REMEDY THE BREACH, INCLUDING THOSE FOUND IN CLAUSE 2
OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS.
THE PURCHASE AND IMPLEMENTATION OF SERVERS OR OTHER EQUIPMENT
RELATED TO THE INSTALLATION AND UPGRADE OF THE SOFTWARE IS NOT
INCLUDED IN THIS RFP.
7.1 Institution Information
• Is a public, co-educational institution;
• Offers graduate, undergraduate, and non-degree programs;
• Serves approximately 19,100 students;
• Employs approximately 4,000 faculty and staff.
7.2 Overarching Project Goals
Each of the requirements in this RFP relate to one or more of these goals.
7.2.1 To upgrade PeopleSoft HRLS 8.0 SP1 to PeopleSoft HRCS 9.x on time and on or under budget.
7.2.2 To maintain the security and to protect the confidentiality of all data (see “data” in Definitions
section and “Confidentiality” Section 3.2) residing in BSU’s PeopleSoft applications and
environments, whether that data is stored on equipment located in a facility owned by BSU or by
7.2.3 To utilize expert consulting resources to ensure upgrade success (on time, on/under budget, and
all application processes functioning properly.)
7.2.4 To tune and optimize the upgrade process for BSU’s environment so as to ensure that BSU moves
to production by dates and times indicated in the PROJECT SCHEDULE.
7.2.5 To transfer critical technical and functional knowledge and skills from the upgrade partner to
Boise State staff throughout the course of the project.
7.3 Desktop and Network Environment
BSU’s network is a Novell and Windows 2000/2003 network utilizing the TCP/IP protocol. As of
July 2007, there are approximately five thousand PCs running Windows 2000 or Windows XP and
approximately six hundred Apple workstations. BSU has standardized on Novell Groupwise e-mail and
Microsoft Office applications for the business of the institution. BSU staff and students access PeopleSoft
using a number of different operating system and web browser configurations.
7.4 PeopleSoft Environment
BSU originally implemented PeopleSoft HR/SA 7.0 in 1999, upgraded to HR/SA 7.6 in 2000, and
upgraded to HRLS 8.0 SP1 in 2003. Separate environments are dedicated to development, testing,
7.4.2 Current HRLS Configuration and Architecture
Category Current Configuration
Database Platform Oracle 10g
Operating System for Database and Application AIX 5.2
Web Servers and Load Balancing WebLogic 8.1 on Windows 2000/2003 servers
PeopleSoft Process Scheduler Servers Each PeopleSoft environment has two Process
Scheduler servers – one running on Windows
2000/2003 and one running on AIX.
PeopleSoft HRLS Application Release HRLS 8.0 SP1
PeopleTools Release PeopleTools 8.22
PeopleSoft Applications HR, Payroll for North America, Time & Labor,
Position Management, Base Benefits,
Admissions, Advising, Campus Community,
Campus Directory Interface, Financial Aid,
Student Financials, Student Records.
Collaborative Applications: eBenefits,
eDevelopment, eCompensation, ePay, eProfile,
eRecruit, Community Access, Learner Services,
Learning Management, Personal Portfolio.
Authentication Highly customized version of Campus
Application Maintenance Boise State University regularly applies all
updates and fixes from PeopleSoft. All patches
and fixes released up through July 2007 have
Database Size The database to be upgraded is currently 100
GB in size, although vendor’s proposal must
account for unlimited data expansion without
Concurrent Usage At peak times there are approximately 1,000
concurrent users of the HRLS 8 system to be
Other PeopleSoft Environments The following are listed for informational
purposes; they are not being upgraded at this
PeopleSoft Financials 8.8
PeopleSoft HCM Time & Labor 8.9
Technical Staffing 1-project manager, 6-developers to reapply
customizations and troubleshoot application
problems, .75 (3/4) FTE DBA, .75 (3/4) FTE
Functional Staffing Multiple functional staff will perform fit/gap,
testing, and training of end users.
7.4.3 Selected HRLS Sizing Information
Data Volume or Description
Employees Approximately 4,000 active employees and 276,400 rows in
Campus Community - Personal 528,200 rows in PS_PERSONAL_DATA
Student Records - Student Career 849,100 rows in PS_STDNT_CAR_TERM
Financial Aid Term table 5,450,540 rows in PS_STDNT_FA_TERM
Student Financials Accounting 9,840,000 rows in PS_SF_ACCTG_LN
Admissions Application table 311,400 rows in PS_ADM_APPL_DATA
7.4.4 Interfaces to/from HRLS
184.108.40.206 Application Messaging between PeopleSoft HRLS 8 SP1 and Financials 8.8 and
between PeopleSoft HRLS 8 SP1 and HCM 8.9 Time and Labor.
220.127.116.11 LDAP connection between PeopleSoft HRLS 8 SP1 and Novell eDirectory for
authentication and user account maintenance via a customized version of the Campus Directory
18.104.22.168 Numerous custom interfaces to/from campus systems such as Library, Recreation
Center, Bookstore, Housing, Campus ID, etc. Most of these interfaces are written in SQR with a
few written in Application Engine. The majority of them produce flat files or read and load data
from flat files.
22.214.171.124 Multiple custom flat file interfaces to/from external parties such as from Benefits to
TIAA-CREF and Student Records to Clearing House.
7.4.5 Customizations to PeopleSoft
126.96.36.199 PeopleTools Customizations
Object Type Custom Added Modification to existing
Records 946 155
Fields 1,838 102
Pages 986 209
Components 752 115
Menus 20 10
PeopleCode Programs 2,070 724
Translate Values 663 768
Process Definitions 559 62
Message Catalog Entries 523 0
Application Engine 27 3
Queries 9,106 0
SQL 274 15
Totals 17,764 2,163
188.8.131.52 External Customizations
Type Custom Added Modification to existing
DMS 0 8
COBOL 0 4
SQR/SQC 534 79
Crystal Reports 28 0
Totals 562 91
NOTE: ALL SPECIFICATIONS UNDER SECTION 8 ARE MANDATORY UPON THE
CONTRACTOR. SHOULD THE CONTRACTOR BE FOUND FAILING TO MEET
ANY SPECIFICATION UNDER SECTION 8, THE CONTRACTOR WILL BE DEEMED
TO BE IN BREACH OF THE AGREEMENT. ALL DAMAGES ASSOCIATED WITH
THE BREACH SHALL BE USED TO REMEDY THE BREACH, INCLUDING THOSE
FOUND IN CLAUSE 2 OF THE STATE’S STANDARD CONTRACT TERMS AND
WRITTEN RESPONSE FORMAT (REQUIRED)
For those specifications whose specification number is followed by an ‘(R)’, a written response is
mandatory. A comprehensive written response must include:
The section, paragraph, and statement number;
The specification itself;
Bidder’s response. Must clearly state how the proposed service satisfies the requirement
or specification. BSU reserves the right to deem any proposal non-responsive if the vendor’s
response to a specification clearly does not satisfy the mandatory requirement of the
specification. This right will not deny or set aside the vendor’s right to appeal any
determination under State Statute 67-5733. BSU further reserves the right to contact the
vendor regarding a clarification to the vendor’s written response to a specification;
The manner in which the specification will be satisfied, including but not limited to: cross-
references to specific pages or sections of technical manuals’ narrative descriptions;
supplementary material; limitations of the service; etc.
Any additional information that the Bidders may choose to include for those specifications
requiring a response that will assist in the service evaluation, should be added.
8.1 Desired Project Timeline
The high-level timelines shown in Tables 8.1A and 8.1B on the following page are to be used as a guide
to complete your responses to items in this section. While the duration and span of the milestones shown
in these tables are moveable, the go-live dates have been discussed and agreed to by project stakeholders.
8.1.1 BSU project stakeholders have agreed to move to production on either of these dates:
September 30, 2008 (alternative #1) followed by March 24, 2009 (alternative #2). Alternative #1 is
8.1.2 (R) Bidder is to submit a proposed PROJECT SCHEDULE with their proposal. For each
alternative go-live date listed in Section 8.1.1, the Bidder must submit with their proposal a proposed
PROJECT SCHEDULE based on the information in this RFP, the Bidder’s project methodology,
staffing model, tools, etc. At a minimum, the proposed PROJECT SCHEDULE must illustrate the
sequence, start date, duration, and end date of tasks necessary to meet mandatory requirements of
sections 7.0 – 8.0, as well as the number of resources dedicated to each task.
8.1.3 (R) Bidder is to list the number of resources and the number of hours dedicated to each task.
8.1.4 Work shall begin the next working day after agreement on the PROJECT SCHEDULE
(Reference 8.1.5). The deliverables listed in Sections 8.1.5 – 8.1.7 must occur before any other work
8.1.5 BSU and CONTRACTOR shall agree upon a PROJECT SCHEDULE within 15 working days
of the EFFECTIVE DATE of the AGREEMENT. If BSU and CONTRACTOR are not able to reach
an agreement on the PROJECT SCHEDULE, BSU has the right to terminate the AGREEMENT
without penalty or financial obligation on BSU’s part to the CONTRACTOR. BSU, at its sole
discretion, may choose to set a second period not to exceed five (5) working days, whereby
agreement must be reached on a PROJECT SCHEDULE, or the AGREEMENT shall be
automatically terminated without penalty or financial obligation on BSU’s part to the
CONTRACTOR. BSU shall retain full rights under Clause 4 Termination, of the State’s Standard
Contract Terms and Conditions. Should agreement be reached on a PROJECT SCHEDULE, said
schedule shall become Change Order one to the AGREEMENT. The PROJECT SCHEDULE must
indicate the sequence, start date, duration and end date of tasks necessary to meet mandatory
requirements. The Project Schedule must be created in a format mutually agreed upon by BSU and
CONTRACTOR and is to be delivered to BSU Project Manager electronically.
8.1.6 Group tasks identified in the PROJECT SCHEDULE shall become milestones for payment.
Secure agreement in writing from BSU Project Manager for the milestones before any other work
8.1.7 (R) Bidder is to fully explain the Bidder’s procedures for escalating issues identified by BSU.
Bidder is to provide contact names, telephone number(s), and email addresses for first, second, and
third points of contact within their proposal. Should the Bidder be awarded a contract, escalation
procedures and contact personnel must be approved by the BSU Project Manager prior to any work
8.1.8 Right to cancel. At any time after two or more late tasks and/or two or more tasks that BSU
deems to be unacceptable (“unacceptable” as defined by BSU, for any reason), BSU reserves the right
to cancel the contract.
Table 8.1A HRLS 9 Upgrade – Proposed Timeline #1 Table 8.1B HRLS 9 Upgrade – Proposed Timeline #2
Due Date Milestone Due Date Milestone
10/01/07 Complete Initial Pass 01/07/08 Complete Initial Pass
01/02/08 BSU functional users complete fit/gap 05/08/08 BSU functional users complete fit/gap
05/31/08 Development of customizations complete 10/21/08 Development of customizations complete
07/31/08 System testing complete 12/31/08 System testing complete
09/07/08 Integration testing, load testing completed 03/07/09 Integration testing, load testing completed
Wednesday 8 a.m. - CONTRACTOR consultant arrives on campus Wednesday 8 a.m. - CONTRACTOR consultant arrives
(1 business day prior to start of move to production, RFP on campus (1 business day prior to start of move to
09/24/08 requirement) 03/18/09 production, RFP requirement)
Thursday 12:00 a.m. - HRLS Production system goes down for Thursday 12:00 a.m. - HRLS Production system goes
09/24/08 backup prior to upgrade. 03/19/09 down for backup prior to upgrade.
Thursday 6 a.m. - HRLS Production system turned over
Thursday 6 a.m. - HRLS Production system turned over to to CONTRACTOR - MOVE TO PRODUCTION
09/25/08 CONTRACTOR - MOVE TO PRODUCTION START 03/19/09 START
Sunday 8 a.m. - Deadline for CONTRACTOR to hand-
Sunday 8 a.m. - Deadline for CONTRACTOR to hand-off upgraded off upgraded PeopleSoft 9 system to BSU. System
PeopleSoft 9 system to BSU. System opened only to functional opened only to functional leads for verification and final
09/28/08 leads for verification and final acceptance tests. 03/22/09 acceptance tests.
Tuesday 9:30 a.m. - Implementation review and decision to open Tuesday 9:30 a.m. - Implementation review and decision
09/30/08 application to campus 03/24/09 to open application to campus
Tuesday noon - "Go-Live" - PeopleSoft 9 HRCS opened
09/30/08 Tuesday noon - "Go-Live" - PeopleSoft 9 HRCS opened to campus. 03/24/09 to campus.
Friday - CONTRACTOR consultant leaves campus (5 business days Friday - CONTRACTOR consultant leaves campus (5
10/03/08 after database hand-off, RFP requirement) 03/27/09 business days after database hand-off, RFP requirement)
NOTE: All times indicated in the above tables are Mountain Time.
8.2 Project Resourcing
For each item in this section, describe in detail how you propose to accomplish the service.
8.2.1 All services are to be performed by expert technical and/or functional resource(s). BSU desires
continuity of the resource(s) on this project, so that the same resource(s) which begin the project
remain on the project through its completion.
8.2.2 All staffing resources assigned to the project and any changes to the staffing must be approved
in writing by BSU Project Manager.
8.3 Perform Offsite Initial Upgrade
The initial upgrade is the term Oracle uses to designate the first pass of the upgrade. To reduce costs,
BSU desires to have this work done offsite. For each item in this section, describe in detail how you
propose to accomplish the service.
8.3.1 (R) Perform offsite database upgrade in the vendor’s upgrade lab using vendor’s hardware,
following certified Oracle upgrade path and procedures.
8.3.2 CONTRACTOR’s lab and all hardware required to perform this upgrade must be located within
the Continental U.S. At no time may any of BSU’s data (see “Data” in Definitions) be transferred
outside of the continental U.S. Your response must include the city and state of the facility where you
propose to perform all upgrade lab services.
8.3.3 CONTRACTOR must safeguard BSU’s data (see “Data” in Definitions) at all times and be held
to those terms in Section 3.1 on “Confidentiality”.
8.3.4 (R) Facilitate secure transfer of databases which are required for the initial move between BSU
and vendor’s lab. At all times data must be kept secure and confidential (see “Data” in Definitions).
BSU requires the vendor to utilize BSU’s copy of production database, its HR/SA Release 8 Demo
database (to which BSU has applied updates and fixes), and BSU’s HRCS 9 Demo database (already
installed by BSU). Describe how you propose to do this in detail.
8.3.5 Provide remote access to lab environments for BSU staff. Provide emulation software to which
both parties agree. Identify the various remote access alternatives that you can provide. Describe in
detail how this work will be accomplished.
8.3.6 Review Oracle Upgrade instructions with BSU staff, in at least one conference consultation by
telephone. Recommend optimal upgrade options to utilize prior to starting the initial move.
8.3.7 Deliver all pre-upgrade reports to BSU in electronic format.
8.3.8 Upgrade to People Tools to 8.48, or to a higher PeopleTools release, if requested by BSU or
required by Oracle.
8.3.9 Create the comparison reports in Microsoft Excel. Transmit the comparison reports by e-mail to
BSU project manager and suspend the initial move until receiving any override settings back from
BSU. Estimated 10 full business days for BSU to complete this effort. These reports must be
complete, and contain all objects in the compare project(s). BSU intends to use Excel filtering to
display only those objects that need review by developers. BSU will consult with the vendor’s
technical resource(s) to arrive at a mutually-agreed upon spreadsheet format.
8.3.10 (R) Set compare overrides requested by BSU and proceed with the initial move.
8.3.11 Run data conversion, resolving errors where possible, utilizing functional experts as
needed to review and propose solutions to data conversion errors. Complete all steps required by
Oracle for the initial move.
8.3.12 Provide a spreadsheet in Excel 2003 showing all steps in the PeopleSoft Upgrade
Template, start and stop time, elapsed time, any errors encountered.
8.3.13 For steps that had an error which could not be resolved, describe how how best to resolve
8.3.14 Provide all reports and log files in electronic format from the initial move for BSU
8.3.15 Right to repeat. If requested by BSU Project Manager for any reason, repeat the initial
move. CONTRACTOR is required to absorb this second initial move and may not delay go-live. BSU
may provide a new copy of production or request that you utilize the original copy of production.
Reasons that BSU might request a repeat of the initial move include – but are not limited to: to correct
data conversion errors and/or to correct problems with objects missing as a result of errors in the
compare or compare override process.
8.4 Install PeopleSoft 9 Environments
For each item in this section, describe in detail how you propose to accomplish the service.
8.4.1 (R) Install and configure the PeopleSoft 9 development environment at BSU and the software
and services to support it, including, but not limited to, the following:
Certify the PeopleSoft 9 Demo database which has already been installed by BSU according to
PeopleSoft requirements. Provide written evidence of certification to BSU.
Install and configure web servers, application servers, batch servers (Windows 2000/2003 and
AIX), and file servers.
Configure other components and services such as integration broker connections to BSU’s two
(2) other PeopleSoft environments (Financials 8.8 and Time and Labor 8.9), REN server, reverse
proxy server (if required), XML Publisher, etc.
Provide expert technical direction to the BSU infrastructure team to install and configure each
of the components, as well as integration with auxiliary hardware (i.e. load balancer) that BSU
has in place. Keep BSU-appointed PeopleSoft Administrator(s) apprized of configuration changes
Review web and application server configurations and recommend settings to optimize
Provide a detailed report of all installed components and configuration therein in writing to
BSU Project Manager. Document any environment issues, propose a solution, and return to BSU
to resolve the issue if requested by BSU.
8.5 Perform Test “Move to Production” Passes
For the services in this section, the term “move to production” refers exactly to how Oracle uses it in their
upgrade instructions; that is, it can represent a test move or the final move to production. For each item in
this section, describe in detail how you propose to accomplish the service.
8.5.1 (R) Perform at least four (4) onsite test move to production passes (“test moves”) using BSU’s
infrastructure, each pass following the requirements in this section. One of the four test moves is
specifically intended to facilitate BSU performing parallel payroll testing between Release 8 and
Release 9, where the timing of the copy of production will be coordinated between the
CONTRACTOR, the BSU Project Manager and the BSU Payroll Manager. Your answer must
include the number of hours and resource(s) dedicated to each test move.
8.5.2 Apply and Manage Release 9 Fixes. BSU desires to incorporate available Release 9 fixes from
Oracle in each test move to production pass. Deliver an Excel spreadsheet to BSU project manager
documenting any and all applicable Oracle fixes available but not yet applied. Solicit and receive
BSU approval before applying those fixes and starting the move to production pass. Apply Oracle
fixes which BSU approves. Document all fixes applied and maintain that information in spreadsheet
for BSU review.
8.5.3 Apply and Manage Release 9 Tax and Regulatory Updates. BSU desires to incorporate
available tax and regulatory updates (e.g. Payroll tax updates, FA Regs, SF 1098T Regs) from Oracle
in each test move to production pass. Deliver an Excel spreadsheet to BSU project manager
documenting any and all tax and regulatory updates available but not yet applied. Solicit and receive
BSU approval before applying those fixes and starting the move to production pass. Apply Oracle
updates which BSU approves. Document all tax and regulatory updates applied and maintain that
information in spreadsheet for BSU review.
8.5.4 Utilize source database as designated by BSU for each move to production pass. BSU’s desired
methodology is shown on Figure 8.5.4, and it requires the CONTRACTOR to utilize a source
database which BSU designates. BSU methodology is to migrate customizations, fixes, etc.
periodically from its development environment to its test environment, and to use that test
environment as the source of the subsequent upgrade pass. Methodologies which BSU will not accept
include isolating customizations and/or vendor fixes in separate environments and combining them
after each move to production pass.
BSU Upgrade Database Methodology
EDM9 EDV9 Migrate Fixes and ETS9
Migrate Fixes test move ESRC
Demo Devl Customizations Test
BSU developers BSU functional
reapply existing users test
customizations delivered and
and create new custom
customizations processes here. Upgrade*
and unit test
*For test moves, the target
DBA refreshes ETGT database is ETGT.
EPRD before each copy of For the move to production,
test move prod. the target database changes
8.5.5 For each move to production pass, run custom data conversion scripts or programs to convert
data as requested by BSU Project Manager. Provide log files electronically. Modify the Upgrade
Template to incorporate the conversion scripts.
8.5.6 (R) BSU requires that the final move to production be completed on time. Tune and optimize
move to production passes to meet or beat the deadline. Identify how you propose to ensure that move
to production passes will be accomplished within the required go-live window as discussed in
Section 8.6 to avoid the penalties in Section 8.8.
8.5.7 Coordinate all requests for database backups and restores with BSU personnel.
8.5.8 After completion of each move to production pass, provide a spreadsheet in Excel to BSU
Project Manager showing all steps in the PeopleSoft Upgrade Template, start and stop time, elapsed
time, any errors encountered.
8.5.9 (R) For steps that had an error which upgrader could not resolve, include recommendations
from functional and/or technical expert(s) advising BSU how best to resolve the error.
8.5.10 Provide all reports and log files in electronic format from each move for BSU inspection.
8.5.11 (R) Wait for BSU staff to test the move to production pass to their satisfaction prior to
receiving any payment. Explain the criteria for client testing and verification of test passes that you
have utilized with other clients.
8.5.12 (R) Indicate your experience as to the range of hours that move to production passes take
as the project progresses. Identify the kinds of problems most often encountered, and how you
propose to resolve them.
8.6 Perform Final Move to Production and Provide Go-Live Support
For each item in this section, describe in detail how you propose to accomplish the service.
8.6.1 For the final move to production pass and go-live support, vendor resource(s) must be onsite at
BSU as follows:
(a) To arrive at BSU by 8 a.m. Mountain Time one business day prior to scheduled date and time
for BSU to hand-over its production system for upgrade;
(b) To perform the upgrade “move to production pass” to BSU’s production system starting when
the database is handed over to the vendor from BSU and return (“hand-off”) the system to BSU
on scheduled date and time (the “Deadline”);
(c) To remain on campus five (5) business days after completing the move to production and
handing off database to BSU.
8.6.2 (R) Perform the final Move to Production onsite at BSU, starting when database is handed over
to vendor and completing all steps of the Oracle upgrade instructions on or before the “deadline for
CONTRACTOR to turn over database to BSU”. Notify BSU Project Manager in writing upon
completion of the move to production. If for any reason CONTRACTOR cannot or does not notify
BSU Project Manager in writing that the move to production has been completed on or before the
Deadline (in Mountain Time), penalties in Section 8.8 are invoked.
8.6.3 After completion of the final move to production, provide an Excel spreadsheet to BSU Project
Manager showing all steps in the PeopleSoft Upgrade Template, start and stop time, elapsed time, any
errors encountered. This information is due to the BSU Project Manager at the completion of the final
Move to Production, when the database is handed from the vendor to BSU.
8.6.4 (R) For steps that had an error which could not be resolved, include recommendations from
vendor’s functional and technical expert(s) advising BSU how best to resolve the error. This
information is due to the BSU Project Manager at the completion of the final Move to Production,
when the database is handed from the vendor to BSU.
8.6.5 Provide/save all reports and log files in electronic format for BSU inspection.
8.6.6 After go-live and resolution of issues, vendor resource onsite should utilize onsite time
requested in item 8.6.1.c to review application and web server configuration settings to ensure
optimal performance. CONTRACTOR resource may be assigned other activities at the request of the
BSU Project Manager. Document and deliver this information to the BSU Project Manager.
8.7 Erasure of BSU Data at Contractor Lab
BSU seeks to protect the confidentiality of all data (see Definitions). CONTRACTOR is to erase all BSU
Data (see “Data” in Definitions) from all hardware and storage media according to the following
8.7.1 Timing of erasure. CONTRACTOR is to erase BSU data on upgrade lab hardware and/or
storage media after completion of upgrade lab activities and after receiving written approval of BSU
8.7.2 Method of erasure. An "erase" feature (e.g., putting a document in a trash can icon) or deleting
a file is not sufficient for sensitive information because the information may still be recoverable. One
of the two following methods must be used to completely erase or make data unreadable:
1. Three passes with a disk wiping utility or DOD Level 2 compliant equal.
2. Physical destruction
c) Cutting, drilling, or grinding
8.7.3 Documentation of erasure. At a minimum, the following documentation must be recorded and
reported to Boise State University Project Manager in writing:
a) The serial number(s) and type of equipment from which the data was erased.
b) Tag numbers of all media from which the data was erased.
c) A signed receipt.
d) Certify type and date of the destruction implemented.
8.8 Summary of Deliverables
The following items were mentioned in Section 8; however, they are listed here for clarity.
8.8.1 Create and deliver a mutually-agreed upon PROJECT SCHEDULE per requirement 8.1.5.
8.8.2 Create and deliver a mutually-agreed upon Milestone Payment plan per requirement 8.1.6.
8.8.3 Create and deliver a mutually-agreed upon Escalation Process per requirement 8.1.7.
8.8.4 Create and deliver comparison reports per requirement 8.3.9.
8.8.5 Deliver initial pass per Section 8.3.
8.8.6 Deliver certification of Demo database and written report of installation and configuration per
8.8.7 Complete all test passes per Section 8.5.
8.8.8 Perform additional test moves, if needed, to tune and optimize the upgrade processes to meet
time requirements of the go-live schedule at no cost to the university as per 8.5.6.
8.8.9 Deliver BSU production environment upgraded to PeopleSoft 9.x HRCS which will be fully
functional and acceptable according to BSU.
8.8.10 Deliver certificate to BSU in writing that all BSU data has been erased from
CONTRACTOR upgrade lab as per 8.9.
9. VENDOR/CONSULTANT INFORMATION
(MANDATORY REQUIREMENTS/RESPONSES EVALUATED)
(ITEMS 9.1.1 & 9.1.2 ARE EVALUATED AS PASS/FAIL)
Section 6.2.5 of this document instructs you to provide client references. Boise State University
requires experience upgrading college and university Higher Education clients located within the United
States to PeopleSoft Campus Solutions 8.9 or higher and will evaluate responses accordingly. The client
references that you provide will be evaluated in this section.
9.1.1 The Bidder must provide at least five (5) client references, each of which meets these criteria:
Each reference must be clearly listed along with your answers to all items listed in
“Five (5) client references” means your response must include five or more separate
organizations or institutions. Multiple individuals at the same client organization do not count as
The services that you provided to the client may be either in progress at the time of response to
this RFP or completed within the past 3 years of the issue date of this RFP.
Each reference used your firm for PeopleSoft technical upgrade services (see Definitions).
9.1.2 Of the five (5) references, two (2) or more must be Higher Education college or university
clients located in the United States and which you upgraded from PeopleSoft Student
Administration 8 to PeopleSoft Campus Solutions 8.9 or higher.
9.1.3 Your references will be evaluated in terms of how the kinds of services you provided fit BSU’s
needs, the relevance of the client’s project to this project, and the reference’s perception and/or report
as to the quality of the work that you that did for them, etc. In evaluating references, BSU reserves the
right to contact by phone, e-mail, or in person, and/or to arrange a site visit to any of the respondent's
clients who have utilized, and/or who are currently utilizing the CONTRACTOR’s upgrade services.
9.1.4 BSU will evaluate references that it discovers. BSU may conduct its own research and
discovery to find clients for whom the respondent has performed work, and to solicit their feedback in
addition to feedback from those references the respondent did list. BSU may contact any and all
references directly, without the assistance of the bidder.
9.2 Resumes and Background for Proposed Resources
9.2.1 Provide resumes and answers to each of the items listed in 6.2.4 for each consulting resource
proposed for this project. BSU will evaluate this information.
10. OPTIONAL SERVICES
(MANDATORY REQUIREMENTS/RESPONSES EVALUATED)
BSU may or may not, at its choosing, request any or all of the services below for back filling, resolving
project issues and resource constraints between upgrade project and other University initiatives.
The vendor receiving a contract for this RFP guarantees the optional service pricing proposed through
For each of the following items, provide a FIRM/FIXED, fully-burdened hourly rate (see
“Firm/Fixed Cost” in Definitions). Reference attached file DOP00_RFP02023_Cost_Proposal.xls
Tab “Optional Services Pricing”.
10.1 PeopleSoft Application Administrator
Anticipated Role of the Application Administrator.
Build new and support existing PeopleSoft environments
Configure, troubleshoot, maintain any and all pieces of the PeopleSoft infrastructure, including
but not limited to application server, web server, process scheduler, integration broker, change
Troubleshoot and resolve issues in any PeopleSoft environment
Perform and support performance tuning of the PeopleSoft applications and infrastructure
Execute code migrations between PeopleSoft environments
Execute, monitor, and troubleshoot SQL scripts to update data in PeopleSoft environment as
Report environment issues to Oracle GSC, monitor case status, and secure resolution of
Perform system and capacity monitoring
Requirements for the Application Administrator.
Experience administering in a PeopleTools 8.48 or higher environment
Experience with PeopleSoft Campus Solutions 8.9 and/or PeopleSoft HCM 8.9 or higher
Expertise in configuring, maintaining, and troubleshooting all pieces of the PeopleSoft
infrastructure, including but not limited to application server, web server, process scheduler,
integration broker, change assistant, etc.
Knowledge and experience administering in an Oracle database and SQL environment.
Knowledge of Windows and Unix operating systems
10.2 PeopleSoft Security Administrator
Anticipated Role of the PeopleSoft Security Administrator.
Provide PeopleSoft security administration subject matter expertise for PeopleSoft HRMS
and/or Campus Solutions applications as needed.
Gather requirements, design, build, and test the PeopleSoft security to support and maintain the
Perform security reviews and access audits, recommend solutions, advise on application set-up
and establish/modify application security as required.
Serve as guide and consultant for security-related questions from functional and technical staff.
Ensure compliance with applicable government and university security regulations regarding
protection of university’s enterprise application systems.
Develop and execute information systems security plans and procedures, system security
reviews, security education for end-users, and investigation/mitigation of security violations
involving information systems.
Requirements for the PeopleSoft Security Administrator.
Experience administering security for PeopleSoft HR/Campus Solutions 8.9 or higher.
Demonstrated proficiency in all components of PeopleSoft Security, including Roles,
Permission Lists, User Profiles, Query Security, Process Security, and PeopleTools Security.
Demonstrated responsibility for security throughout a PeopleSoft upgrade, including
requirements gathering, analysis, design, configuration, testing, and production support.
Knowledge of security auditing processes.
10.3 PeopleSoft Developer
Anticipated Role of the PeopleSoft Developer.
Provide technical support for any PeopleSoft HCM and/or Campus Solution application as
Upgrade existing BSU customizations and design and code new customizations requested by
Code custom upgrade conversion programs as needed.
Rigorously and extensively test customizations, interfaces, and bolt-ons to ensure that they
perform correctly in the upgraded environment.
Mentor and train BSU developers who may be less experienced in intermediate and/or advanced
PeopleCode, Application Engine, SQL, SQR, Application Engine, unit testing techniques, etc.
Research, develop proficiency in, and document site-specific customizations.
Requirements for PeopleSoft Developer.
Experience developing in PeopleTools 8.46 or higher.
Demonstrated proficiency in all components of PeopleTools 8.46 or higher, including
Application Designer, Application Engine, PeopleCode, SQR, Crystal Reports, COBOL, Component
Interface, Application Messaging, Integration Broker.
Experience with PeopleSoft Campus Solutions 8.9 and/or PeopleSoft HCM 8.9 or higher.
Knowledge and experience with Oracle database and SQL
Knowledge of Windows and Unix operating systems
10.4 PeopleSoft Campus Solutions Functional Consultant with experience in PeopleSoft Campus
Solutions 8.9 or higher to perform activities such as fit/gap, analysis, review of customizations, writing
specifications for new customizations, writing test scripts, testing, etc.
10.5 PeopleSoft Functional HCM Functional Consultant with experience in PeopleSoft HCM 8.9 or
higher to perform activities such as fit/gap, analysis, review of customizations, writing specifications for
new customizations, writing test scripts, testing, etc.
10.6 Technical resource for Load/Performance testing to analyze and to prepare performance
recommendations for BSU platform configurations and to lead and/or to participate in performance
testing, load testing and failover activities.
For each of the following items, provide a FIRM/FIXED Cost (see “Firm/Fixed Cost” in
Definitions). Reference attached file DOP00_RFP02023_Cost_Proposal.xls Tab “Optional Services
10.7 Because end of support for PeopleSoft 8 HRLS occurs 8/31/08, in the event that BSU cannot go-
live by September 2008, the University may elect to have the vendor develop tax updates and other
regulatory updates for its HRLS 8 system (for “HRLS” see Definitions) by retrofitting Oracle Release 9
updates and fixes for the Release 8 applications. This service to begin 8/31/08 and continue until the end
of the project. Provide a FIRM/FIXED cost for these services between 8/31/08 and 3/31/09.
10.8 Load test and troubleshoot. Create a load testing plan for PeopleSoft 9.x, run performance/load
testing using vendor-supplied software and/or vendor-supplied services to test that self-service enrollment
and self-service degree progress reports perform at a level acceptable to BSU. Identify performance
bottlenecks and make recommendations how to improve application performance. Purpose: After upgrade
to PeopleSoft 9, most students will begin the enrollment process by running a degree progress report. This
service is valuable to the student and extremely resource-intensive. Soon after upgrading to PeopleSoft 9,
student registration periods occur. This project seeks to verify that the PeopleSoft 9 system is ready to
handle this load and if not, to design code changes or to recommend hardware changes necessary to
support the load.
10.9 Securely host a PeopleSoft Release 8 or Release 9 environment on CONTRACTOR’s
equipment for upgrade testing or training purposes. CONTRACTOR hosts a copy of one of BSU’s
databases for BSU staff to access through the end of the project. BSU staff will need 2-tier, 3-tier, and
database query access via Oracle SQL*Plus or other third party software. This environment will be loaded
from a copy of a database and its associated PS_HOME directory sent by BSU using the same or similar
transmittal method listed in Section 8.3. Reasons that BSU might request a hosted environment would be
for upgrade testing or training purposes, where BSU does not have space or resources to create and
manage another environment. Refresh the environment from the database copy as requested by BSU
Project Manager. Requirements for secure erasure in Section 8.9 apply.
10.10 (R) Describe in detail how you might approach this task. Provide Functional Consulting in
PeopleSoft Financial Aid. PeopleSoft Financial Aid changes greatly between release 8 and release 9.
Provide a functional resource for a minimum of 24 weeks to assist and consult BSU staff in these kinds of
activities: reviewing Financial Aid business processes and use of the delivered PeopleSoft 9 Financial Aid
application, configuring PeopleSoft equation engine, creating test scripts, testing functionality. This
resource must have experience implementing and/or upgrading to PeopleSoft Financial Aid 8.9 or higher.
Appendix A – Consolidated Balance Sheet
December 31, 2005 December 31, 2006
Total Current Assets
Fixed Assets Net
Liabilities and Shareholders’ (Owners’) Equity
Income Tax Payable
Current Portion of Long Term Debt
Total Current Liabilities
Long Term Debt
Shareholders’ (Owners’) Equity
Common Stock ($1.00 per value)
Total Shareholder’s (Owner’s) Equity
Total Liabilities and Shareholders’ (Owner’s) Equity