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RFP for Upgrade to PeopleSoft 9 HRCS

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RFP for Upgrade to PeopleSoft 9 HRCS Powered By Docstoc
					STATE OF IDAHO
   - REQUEST FOR PROPOSALS (RFP) -
            DIVISION OF PURCHASING
        GREGORY LINDSTROM, CPPO, CPPB
  INFORMATION TECHNOLOGY PURCHASING OFFICER
           gregory.lindstrom@adm.idaho.gov




PeopleSoft HRCS 9.x Upgrade

               RFP02023
                                           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
                             E-mail: gregory.lindstrom@adm.idaho.gov

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


80ce2191-b303-4861-83ac-edf8b09eea02.doc                                                               2
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.

AMENDMENTS
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
considered.

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
         NON-RESPONSIVE.

        PROPOSALS ARE TO BE SUBMITTED MANUALLY PER INSTRUCTIONS TO
         FOLLOW.

        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
                             THIS RFP-




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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:



                   “SEALED BID”
                   BUYERS NAME:
                   BIDDER’S COMPANY NAME:
                   BID NUMBER & TITLE:
                   CLOSING DATE:


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




80ce2191-b303-4861-83ac-edf8b09eea02.doc                                                                   4
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.




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                                           1. DEFINITIONS
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
Services.

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
Conditions.

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
overhead.

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.



80ce2191-b303-4861-83ac-edf8b09eea02.doc                                                                  6
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
State holidays.

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
and amendments.

Specifications – Reference 38.05.01 – Rules of the Division of Purchasing.

State - Reference State Of Idaho Standard Terms And Conditions.


80ce2191-b303-4861-83ac-edf8b09eea02.doc                                                                    7
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
    PeopleSoft 8.9.

    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.




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                                     2. GENERAL INFORMATION
2.1     Scope
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.

2.2 Presentations
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.

3.2 Confidentiality
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



80ce2191-b303-4861-83ac-edf8b09eea02.doc                                                                9
    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)]

3.5 Definitions
Terms used, but not otherwise defined, in this amendment shall have the same meaning as those in the
Privacy Rule.

3.7 Interpretation
Any ambiguity in the contract shall be resolved to permit BSU to comply with the Privacy Rule.




80ce2191-b303-4861-83ac-edf8b09eea02.doc                                                                10
       4. INVOICING, PAYMENT, INSURANCE, INDEMNIFICATION
4.1 Payment
    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:

         4.2.2.1    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;

         4.2.2.2    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:

         4.2.2.3       Worker's Compensation - as required by State statute including occupational disease.

                        Employer's Liability:
                        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:



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              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.




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                             5. EVALUATION, SCORING, AWARD
5.1 The Process
Upon opening, but not limited to, the Division of Purchasing (Purchasing) will inspect the proposal for
the following:

    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
    Bidder;
    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
specification.

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




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                       6. PROPOSAL REQUIREMENTS & FORMAT
                                     (Pass/Fail)
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
evaluate.

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:
            Technical proposal;
            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;
            Cost Proposal
            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!




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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
    proposal.

    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:
        6.2.2.1     General description of company;
        6.2.2.2     Organizational structure;
        6.2.2.3     Number of employees in each major area of the company;
        6.2.2.4     A general history of the company’s past two years;
        6.2.2.5     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-
    audited information.

    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:

         6.2.4.1       Name;
         6.2.4.2       Position to be held in the project;
         6.2.4.3       Current Job Function\Title;
         6.2.4.4       Current Placement (work location);
         6.2.4.5       Employment History;
         6.2.4.6       Work History experience;
         6.2.4.7       Education;
         6.2.4.8       Certificates;
         6.2.4.9       Licenses;
         6.2.4.10      Special qualifications relevant to this project;


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    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:

         6.2.5.1    Name of customer and business type.
         6.2.5.2    Description of the services Bidder provided for the client’s project.
         6.2.5.3    Bidder’s role in the client’s project.
         6.2.5.3    Start and end dates of Bidder’s engagement.
         6.2.5.4    Go-live date of the client’s production upgrade.
         6.2.5.5    PeopleSoft release name and number upgraded from and to.
         6.2.5.6    PeopleSoft applications/modules involved.
         6.2.5.7    Whether or not the project included an upgrade from PeopleSoft HR/SA 7.6 or 8.0 to
         PeopleSoft HRCS 8.9 or higher.
         6.2.5.8    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.
         6.2.5.9    Explain whether the project was delivered on-time and on-budget.
         6.2.5.10 Number and type of functional and technical resources and the percent allocated to the
         project.
         6.2.5.11 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:

         Brian Lee
         Assistant Purchasing Director Boise State University
         BrianLee2@boisestate.edu

    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)




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                                7. TECHNICAL SPECIFICATIONS
                                       (MANDATORY)
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
BSU:
    • 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
         the CONTRACTOR.
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.



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7.4 PeopleSoft Environment

    7.4.1 History

    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,
    and production.


    7.4.2 Current HRLS Configuration and Architecture

 Category                                        Current Configuration
 Database Platform                               Oracle 10g
 Operating System for Database and Application   AIX 5.2
 Servers
 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
                                                 Directory Interface.
 Application Maintenance                         Boise State University regularly applies all
                                                 updates and fixes from PeopleSoft. All patches
                                                 and fixes released up through July 2007 have
                                                 been applied.
 Database Size                                   The database to be upgraded is currently 100
                                                 GB in size, although vendor’s proposal must
                                                 account for unlimited data expansion without
                                                 change control.
 Concurrent Usage                                At peak times there are approximately 1,000
                                                 concurrent users of the HRLS 8 system to be
                                                 upgraded.
 Other PeopleSoft Environments                   The following are listed for informational
                                                 purposes; they are not being upgraded at this
                                                 time.
                                                 PeopleSoft Financials 8.8
                                                 PeopleSoft HCM Time & Labor 8.9
 Technical Staffing                              1-project manager, 6-developers to reapply
                                                 customizations and troubleshoot application



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                                                       problems, .75 (3/4) FTE DBA, .75 (3/4) FTE
                                                       PeopleSoft administrator.
 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
                                           PS_JOB
 Campus Community - Personal               528,200 rows in PS_PERSONAL_DATA
 Data table
 Student Records - Student Career          849,100 rows in PS_STDNT_CAR_TERM
 table
 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
 Line table
 Admissions Application table              311,400 rows in PS_ADM_APPL_DATA



    7.4.4 Interfaces to/from HRLS

         7.4.4.1      Application Messaging between PeopleSoft HRLS 8 SP1 and Financials 8.8 and
         between PeopleSoft HRLS 8 SP1 and HCM 8.9 Time and Labor.
         7.4.4.2      LDAP connection between PeopleSoft HRLS 8 SP1 and Novell eDirectory for
         authentication and user account maintenance via a customized version of the Campus Directory
         Interface.
         7.4.4.3      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.
         7.4.4.4      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

         7.4.4.5       PeopleTools Customizations

           Object Type                       Custom Added              Modification to existing
                                                                         PeopleSoft object
 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


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 Message Catalog Entries                                 523                            0
 Application Engine                                       27                            3
 Queries                                               9,106                            0
 SQL                                                     274                           15
 Totals                                               17,764                        2,163


7.4.4.6    External Customizations

               Type                        Custom Added         Modification to existing
                                                                  PeopleSoft object
 DMS                                                        0                           8
 COBOL                                                      0                           4
 SQR/SQC                                                  534                          79
 Crystal Reports                                           28                           0
 Totals                                                   562                          91




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                                   8. SERVICES/DELIVERABLES
                                     (MANDATORY/EVALUATED)

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
CONDITIONS.


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
    preferred.

    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




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    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
    is done.

    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
    begins.

    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
    beginning.

    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.




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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.




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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.



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    8.3.13     For steps that had an error which could not be resolved, describe how how best to resolve
    the error.
    8.3.14     Provide all reports and log files in electronic format from the initial move for BSU
    inspection.
    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
         and issues.
          Review web and application server configurations and recommend settings to optimize
         performance.
          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



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    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.




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                                                        BSU Upgrade Database Methodology
                                                                                  Figure 8.5.4




                                                                                                    DBA refreshes
                                                                                                     before each
                EDM9                            EDV9          Migrate Fixes and        ETS9
                          Migrate Fixes                                                                test move      ESRC
                Demo                            Devl           Customizations          Test
                                                                                                       and move
                                                                                                     to production

                                           BSU developers                         BSU functional
                                           reapply existing                          users test
                                            customizations                         delivered and
                                           and create new                             custom
                                            customizations                        processes here.                    Upgrade*
                                             and unit test
                                                 here.



                                                                                                                                 *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
                                                                                                                                          to EPRD.

                                                                                    Production




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      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


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    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
requirements.

    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
    project manager.

    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
             a) Incineration,
             b) Shredding,
             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.




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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
    Section 8.4.
    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.




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               9. VENDOR/CONSULTANT INFORMATION
         (MANDATORY REQUIREMENTS/RESPONSES EVALUATED)
           (ITEMS 9.1.1 & 9.1.2 ARE EVALUATED AS PASS/FAIL)

9.1 References

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
        Section 6.2.5.
         “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
        separate references.
         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.




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                    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
6/30/09.

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
    assistant, etc.
          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
    requested
        Report environment issues to Oracle GSC, monitor case status, and secure resolution of
    environment issues
          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




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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
    applications.
        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
    needed.
         Upgrade existing BSU customizations and design and code new customizations requested by
    clients.
          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.




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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
Pricing”.

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


80ce2191-b303-4861-83ac-edf8b09eea02.doc                                                                 34
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.




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    Appendix A – Consolidated Balance Sheet
                                                                  December 31, 2005   December 31, 2006
Assets
Current Assets
    Cash
    Receivable Net
    Inventories
    Prepaid Expenses
                                           Total Current Assets

    Fixed Assets Net

                                                   Total Assets

Liabilities and Shareholders’ (Owners’) Equity
Current Liabilities
    Accounts Payable
    Income Tax Payable
    Interest Payable
    Current Portion of Long Term Debt
                                 Total Current Liabilities

Long Term Debt
   Bonds Payable

Shareholders’ (Owners’) Equity
   Common Stock ($1.00 per value)
   Retained Earnings
                   Total Shareholder’s (Owner’s) Equity

     Total Liabilities and Shareholders’ (Owner’s) Equity




80ce2191-b303-4861-83ac-edf8b09eea02.doc                                                                  36

				
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