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					COMPUTER AIDED FACILITIES MANAGEMENT
               SYSTEM


   REQUEST FOR PROPOSALS
          NOVEMBER 17, 2003



            Proposal number:
               RFP IT203

              Proposal due:
           4:00PM Pacific Time
             January 22, 2004
                                                        TABLE OF CONTENTS
1.       INTRODUCTION ............................................................................................................................................................ 3
     1.1          PURPOSE OF THE REQUEST FOR PROPOSALS ......................................................................................................... 3
     1.2          ACQUISITION PROCESS OVERVIEW ........................................................................................................................ 5
     1.3          DESCRIPTION OF CURRENT SYSTEM ........................................................................................................... 5
     1.4          CURRENT SYSTEM ENVIRONMENT ......................................................................................................................... 7
        1.4.1       Campus Network ................................................................................................................................................. 7
        1.4.2       Applications ......................................................................................................................................................... 8
     1.5          ACQUISITION OBJECTIVES AND GOALS.................................................................................................................. 8
2.       GENERAL ADMINISTRATIVE INSTRUCTIONS .................................................................................................... 9
     2.1      INTRODUCTION TO THIS SECTION........................................................................................................................... 9
     2.2      PURCHASING COORDINATOR ............................................................................................................................. 9
     2.3      SCHEDULE OF EVENTS (SUMMARY OF PROCESS)................................................................................................... 9
        2.3.1   Acquisition Schedule/Timetable .......................................................................................................................... 9
        2.3.2   Implementation Schedule ................................................................................................................................... 10
     2.4        VENDOR PROPOSAL PREPARATION INSTRUCTIONS ......................................................................................... 10
        2.4.1 Pre-bid Conference ............................................................................................................................................. 10
        2.4.2 Proposal Response Date and Location ............................................................................................................... 10
        2.4.3 Proposal Content ................................................................................................................................................ 10
        2.4.4 Section 1 – Transmittal Letter ............................................................................................................................ 11
        2.4.5 Section 2 – Administrative Requirements .......................................................................................................... 11
        2.4.6         Section 3 - Application Requirements and Support .............................................................................................................. 11
        2.4.7         Section 4 - System Technical Requirements and Support ..................................................................................................... 11
        2.4.8         Section 5 - Vendor Considerations ....................................................................................................................................... 11
        2.4.9         Section 6 - Cost Proposal ...................................................................................................................................................... 12
        2.4.10        Section 7 - Copy of Sample Maintenance Agreement and Warranty .................................................................................... 12
        2.4.11        Appendix A - Software License Contract .............................................................................................................................. 12
     2.5        RFP QUESTIONS, INTERPRETATION, AND MODIFICATIONS ............................................................................ 12
        2.5.1 Questions Regarding the RFP............................................................................................................................. 12
        2.5.2 Interpretation of the RFP .................................................................................................................................... 12
        2.5.3 RFP Modifications ............................................................................................................................................. 13
        2.5.4   Errors in Proposal .............................................................................................................................................. 13
        2.5.5   Withdrawals of Proposals .................................................................................................................................. 13
        2.5.6   Waiver of Minor Administrative Irregularities .................................................................................................. 13
        2.5.7   Cost of Preparing Proposals............................................................................................................................... 13
        2.5.8   Non-Endorsement .............................................................................................................................................. 13
     2.6      EVALUATION PROCESS .......................................................................................................................................... 13
        2.6.1   Evaluation Team ................................................................................................................................................ 13
        2.6.2   Evaluation Criteria ............................................................................................................................................. 13
        2.6.3   College Rights ................................................................................................................................................... 14
        2.6.4   Definitions ......................................................................................................................................................... 14
        2.6.5   Screening Process .............................................................................................................................................. 15
        2.6.6   Desired Features, Technical Requirements and Capabilities, Vendor Considerations, Cost
                Proposal ............................................................................................................................................................. 15
        2.6.7   Acquisition of Hardware .................................................................................................................................... 15
        2.6.8   Final Evaluation ................................................................................................................................................. 15
        2.6.9   Grounds for Disqualification ............................................................................................................................. 15
     2.7      CONTRACT AWARD AND EXECUTION ................................................................................................................... 16
        2.7.1   Contingency Provision ....................................................................................................................................... 16
        2.7.2   RFP Response Verification ................................................................................................................................ 16
        2.7.3   Contract Content ................................................................................................................................................ 16
        2.7.4   Contract Negotiations and Issues ....................................................................................................................... 16



                                                                             Page 1 of 65
         2.7.5   Final Contract .................................................................................................................................................... 16
         2.7.6   Vendor Debriefing ............................................................................................................................................. 16
         2.7.7   Public Disclosure ............................................................................................................................................... 16
2.8            VENDOR PROTESTS ............................................................................................................................................... 17
         2.8.1   Resolution of Complaints and Protests .............................................................................................................. 17
3.       APPLICATION REQUIREMENTS AND SUPPORT ............................................................................................... 20
     3.1          GENERAL INSTRUCTIONS......................................................................................................................................... 20
     3.2          REQUIRED FORMAT ................................................................................................................................................. 20
     3.3          General System Requirements ................................................................................................................20
     3.4          APPLICATION SECURITY .......................................................................................................................................... 21
     3.5          Space Master Planning ........................................................................................................................................... 22
     3.6          Space Management ................................................................................................................................................. 22
     3.7          Maintenance Management ...................................................................................................................................... 23
     3.8          Telecommunications and Cable Management ........................................................................................................ 24
     3.9          Equipment / Furniture Management ....................................................................................................................... 25
     3.10         ROOM RESERVATIONS ............................................................................................................................................. 25
     3.11         KEY RECORDS MANAGEMENT ................................................................................................................................ 27
     3.12         Additional Functionality ......................................................................................................................................... 28
4      SYSTEM TECHNICAL REQUIREMENTS AND CAPABILITIES .......................................................................... 28
     4.1      GENERAL INSTRUCTIONS ...................................................................................................................................... 28
     4.2      STATISTICAL INFORMATION FOR SIZING THE SYSTEM -EXISTING SYSTEM STATISTICS ............................................ 28
        4.2.1    SYSTEM LOAD ESTIMATES......................................................................................................................... 29
     4.3      REQUIRED FORMAT ................................................................................................................................................. 29
     4.4      SYSTEM INFRASTRUCTURE TECHNICAL REQUIREMENTS ......................................................................................... 29
     4.5      SYSTEM SECURITY TECHNICAL REQUIREMENTS ..................................................................................................... 30
     4.6      INTERFACES ............................................................................................................................................................ 31
     4.7      APPLICATION INTEGRATIONS ................................................................................................................................... 31
     4.8      HARDWARE CONFIGURATION RECOMMENDATION ........................................................................................... 31
     4.9      OPERATING SYSTEM ................................................................................................................................................ 32
     4.10     APPLICATION FLEXIBILITY AND ENHANCEMENT OPTIONS ....................................................................................... 33
     4.11     APPLICATION PROGRAMMING LANGUAGE AND ENHANCEMENTS ............................................................................ 33
     Exhibit 4A ............................................................................................................................................................................ 35
5        VENDOR CONSIDERATIONS ................................................................................................................................... 36
     5.1          INTRODUCTION ........................................................................................................................................................ 36
     5.2          MANDATORY VENDOR REQUIREMENTS .................................................................................................................. 36
     5.3          CORPORATE OVERVIEW .......................................................................................................................................... 36
     5.4          CUSTOMER BASE..................................................................................................................................................... 37
     5.5          CUSTOMER REFERENCES ......................................................................................................................................... 37
     5.6          SYSTEM IMPLEMENTATION APPROACH / PROJECT WORK PLAN ............................................................................. 37
     5.7          TRAINING AND DOCUMENTATION............................................................................................................................ 38
     5.8          FACILITIES SERVICES IMPLEMENTATION .......................................................................................................... 38
     5.9          ONGOING SOFTWARE MAINTENANCE ...................................................................................................................... 38
     5.10         Eligibility of other Institutions to Purchase ............................................................................................................ 38
6.       COST PROPOSAL INSTRUCTIONS ......................................................................................................................... 36
  6.1    INTRODUCTION ...................................................................................................................................................... 39
  6.2    Proposed System Five Year Cost Matrix (Exhibiit 6A).......................................................................................... 40
  6.3    Proposed Initial Cost (Exhibit 6B) ......................................................................................................................... 40
EXHIBIT 6A: PROPOSED SYSTEM 5 YEAR COST MATRIX ...................................................................................... 43
EXHIBIT 6B: INITIAL SYSTEM COST ............................................................................................................................. 45

SECTION 7: TERMS AND CONDITIONS.......................................................................................................................... 49


                                                                          Page 2 of 65
COMPUTER AIDED FACILITIES MANAGEMENT SYSTEM
REQUEST FOR PROPOSALS


1.    INTRODUCTION

1.1   Purpose of the Request for Proposals
      The purpose of the Request for Proposals (RFP) is to solicit proposals from qualified
      vendors for a Computer Aided Facilities Management (CAFM) solution for The
      Evergreen State College (Evergreen) located in Olympia Washington.
      Business Problem or Opportunity
      Facilities Services desires a fully integrated CAFM system that will replace several
      obsolete, home-grown, or custom-built systems. This system will be implemented
      through a phased program to insure each phase or segment is used, understood and
      functional.
      Facilities currently has a home-grown Access 2.0 Work Order System, a thirty year
      old custom-built PowerHouse Key system, an Access 2.0 Space Inventory System,
      and a custom-built Excel Spreadsheet Cable Management System. Facilities also
      utilizes CollegeNet Resource25 built on Oracle, a proprietary traditional space
      scheduling software, for space scheduling that does not meet the needs of Evergreen’s
      non-traditional campus.


      The proposed system shall replace the existing out-dated legacy systems. It shall also
      provide additional systems to support Strategic Master Planning, Space Management,
      Furniture and Equipment Management, and Executive Information Systems. The
      proposed system shall have a Web interface allowing users to input and receive data
      via Web. The proposed system shall utilize and interface with AutoCAD files.
      Interfaces to other Evergreen administrative systems including SCT Banner Finance
      and Catalog/Schedule systems are also included in the scope of the project.

      Proposed Solution

      The contract established with the vendor selected as a result of this RFP will provide
      for the purchase and implementation of a fully integrated CAFM system including,
      but not be limited to, installation, configuration, and data conversion. The proposal
      may also include options to meet anticipated future requirements. Subsequent
      contract(s) will cover this additional functionality.
      The contract will not preclude Evergreen from acquiring other equipment or software
      of any sort from any other vendor, or from adding to, enhancing or expanding any of
      the data processing systems that it currently operates.




                                        Page 3 of 65
The proposed solution to the business problem listed above should include the
following steps to achieve the short-term goals for implementation.
      Through high level analysis of the legacy systems and Facilities business
       processes, develop a detailed Project Implementation Plan.
      Analyze and document current business processes; develop and document
       business processes for each component of the CAFM system.
      Convert the application data for each of the legacy systems in use.
      Migrate each legacy system to the CAFM system in an organized fashion
       taking into account the business processes involving the data.
      Provide training and education in the functioning of the new system including
       the WEB based request systems.


Scope Statement

This project involves the replacement of existing legacy functionality with a fully
integrated system. The re-engineering of business processes to work efficiently with
the new integrated system is in the scope of this project.

The product should allow for phasing throughout the implementation process. The
college’s intention is to include the following components:

Phase 1: Project Implementation Plan Development

Phase 2:

      A functioning Work Order System is the highest priority

      Space management / Space Master Planning

      Work Order management

      Space Scheduling / Room Reservations

      Equipment, Furniture, Inventory

      Key Records management

      Cable / Telecommunication Management (optional)

Success Criteria

      The college turns off the existing associated systems software and applications
       without losing data or functionality.


                                 Page 4 of 65
            Facilities management becomes more efficient.
            Decision support information is provided for the management of Facilities
             from the new system.
            Users have access to make work requests, key requests and room scheduling
             requests of Facilities Services via the Web.
            Users have the ability to track status of their requests on-line.

      Budget

      Costs that must be included in the Vendor’s response:
          Analysis of legacy systems and business processes, consulting, and
             development of a detailed project implementation plan.
          Implementation Costs
          Conversion of all legacy data and existing CAD drawings
          Software costs including third party software.
          License costs.
          Annual maintenance and support costs.
          A “good faith estimate” of any costs to be incurred by the Evergreen (such as
             site preparation) which are not the responsibility of the vendor.
          A “good faith estimate” of all hardware costs.

1.2   Acquisition Process Overview
      Evergreen will issue this RFP to all interested vendor organizations. Proposals will
      be screened for meeting mandatory requirements. Proposals will then be scored and
      the highest scored vendors will be invited to a final phase of the selection process.
      The final phase may, at Evergreen’s sole option, include vendor presentations, site
      visits, reference checks, and any other techniques Evergreen determines helpful to the
      decision process. The successful vendor will be identified by the selection team
      based on scoring of proposals, evaluation of presentations and other information
      gathered during the second phase of the selection process. See section 2.3 for a
      proposed schedule.


1.3   Description Of Current Systems
      Facilities Record Drawings
      Evergreen Facilities currently has all building floor plans in AutoCAD.dwg electronic
      format with all rooms, corridors, lobby, restrooms and engineering space defined with
      a closed polyline for area calculations.
      We currently maintain approximately 300 drawings with approximately 6,500 rooms.
      The size of Area drawings are approximately 50KB each, Floor plan drawings are
      approximately 300KB each.
      This data will merge into the new module.



                                       Page 5 of 65
Space Inventory

Our Space Inventory System is an Access 2000 database with approximately 10,000
records using approximately 45 fields total among several tables.

We currently use our Space Inventory database to create the reports necessary for
space management.

This data will merge into the new Space management module.

Space Master Planning
We currently use our Space Inventory database to create some of the reports necessary
for space planning.

Maintenance Management
We are currently using a custom Work Order system developed using Access 2.0.
This system processes about 600 work orders a month. We currently have an annual
growth of approximately 25 to 50 work orders a month. We use a batch process to
exchange accounting information with the campus SCT Banner Finance, via an Excel
spreadsheet.

We currently maintain a one year active history of work orders, with a total back log
of approximately 200 work orders.

The Work order table contains approximately 100 fields among several tables, with
approximately 10,000 records in all tables.

The current data in the work order system will need to be merged into the new
Maintenance Management module.

Telecommunications and Cable Management

We currently use an Excel spreadsheet to manage our Telephone and data jack data.
The spreadsheet contains 2200 lines with 15 columns of data.
This data may merge into the new module.

Equipment / Furniture Management

We do not currently maintain lists or track furniture or equipment within Facilities
Services.
We will use the new module to build a furniture and equipment data set.

Room Reservations




                                  Page 6 of 65
       We are currently using Resource 25 for scheduling space on campus, including
       academic, conference services and evening and part time studies. We actively
       schedule approximately 200 rooms.
       Resource 25 uses an Oracle database with approximately 40,000 records and
       approximately 60 fields among several tables.
       This data will merge into the new module.

       Key Records management

       We are currently using an application called Powerhouse running on a DEC computer
       to manage our key records. There are approximately 15,000 records with
       approximately 20 fields in this data set.
       This data will merge into the new module.

1.4    Current System Environment
1.4.1 Campus Network
      Evergreen operates across two inter-networked campuses. The primary campus,
      which houses the data center and current Facilities systems, is located in Olympia,
      WA. Evergreen also operates a satellite campus in Tacoma, Washington, hereafter
      referred to as the "branch" campus.

       Evergreen’s networking infrastructure provides fully switched 10/100 Ethernet
       connections to each desktop within the campus LAN. Gigabit ports are available in
       the Data Center to facilitate high speed network backups and client access. TCP/IP
       and Appletalk layer 3 protocols are routed. Connection between primary and branch
       campus is accomplished via a single T1 (1.44Mbps). Internet service is currently
       provided via four T1 lines (6.0Mbps).

       Evergreen’s Network Services staff currently supports the following server operating
       systems:
        Windows 2000 Server
        OpenVMS
        Redhat Linux
        Compaq Tru64 Unix

       Enterprise network backups are facilitated using Commvault’s Galaxy enterprise
       backup solution over 1000BaseT network located in the data center. A single media
       server is connected to a four head AIT3 tape library with a forty (40) tape capacity for
       approximately 2T of backup capacity. This infrastructure also services backups for
       the entire enterprise.

       Evergreen utilizes Microsoft Active Directory as its primary network account
       database. A RADIUS/TACACS+ server can also be used to provide authentication
       services for client/server systems.



                                          Page 7 of 65
       Most departmental laser printers are networked HP series printers (.e.g 8500, 5000,
       1200). Print services are provided via a Microsoft Windows 2000 print server.

       Most Evergreen Web application services are facilitated with Microsoft's Internet
       Information Server 5.0, although we also provide support for Apache running on
       Linux and Oracle Internet Application Server.

       Evergreen does not currently employ any SAN technologies.

1.4.2 Applications
      The successful vendor will implement a CAFM System that provides the needed
      functions set out in section 3 of this RFP, and batch interfaces with the following
      applications: SCT Banner and Human Resources Datamart.

       Evergreen Student and Financial records database is maintained in a Student
       Administrative system called Banner from the company SCT. This system is built on
       an Oracle database that will be version 9i by the end of 2003. The CAFM System
       must be able to securely exchange data with the Student and Financial database on a
       regular basis via file transfer, real-time interfaces or other connectivity options.
1.5    Acquisition Objectives and Goals
       Objectives of the implementation are:
          Develop an implementation plan that allows for ongoing work during the
           implementation and conversion process.
          Migrate the internal functionality of the existing systems into the new system.
          Develop a plan to manage future software/hardware upgrades.




                                         Page 8 of 65
2.     GENERAL ADMINISTRATIVE INSTRUCTIONS
2.1    Introduction to this Section
       The purpose of this section is to provide vendors with an understanding of the
       proposal process. This section contains instructions for vendors as they respond to
       this RFP and describes the various phases of screening, review, evaluation, and
       selection. It also explains the rights of Evergreen and responding vendors in these
       procedures.
2.2    Purchasing Coordinator
       Upon release of this RFP, all vendor communications concerning this acquisition
       must be directed to the Purchasing Coordinator listed below.

                      Marshall Robinson
                      Information Technology Buyer L1309
                      2700 Evergreen Parkway NW
                      Olympia, WA 98505
                      robinsgm@evergreen.edu
                      Phone:(360) 867-5068 FAX:(360) 867-6660

       All prospective vendors should submit their contact information to the Purchasing
       Coordinator (preferably via email) if they wish to receive addendums, modifications,
       or response to questions regarding this RFP. Unauthorized contact regarding the RFP
       with other College employees may result in disqualification.
       Any oral communications will be considered unofficial and non-binding on
       Evergreen. Vendors should rely only on written statements issued by the Purchasing
       Coordinator. Email is the preferred method of communication.
2.3    Schedule of Events (Summary of Process)
2.3.1 Acquisition Schedule/Timetable
      Pacific Time is defined as Pacific Time in Olympia, Washington.

       Release Request for Proposal                         November 17, 2003
       Pre-bid Conference (attendance is                    December 3, 2003
       optional)                                            1:00PM Pacific Time
       Deadline for receipt of Vendor questions             December 12, 2003
                                                            5:00PM Pacific Time
       Evergreen Response to Vendor Questions               December 19, 2003
       Deadline for receipt of Vendor Response              January 22, 2004
       to RFP IT203                                         4:00PM Pacific Time
       RFP evaluation                                       January 23 – January 30, 2004
       Vendor Demonstrations                                February 9 – 20, 2004
       Announce Apparent Successful Vendor                  March 9, 2004



                                        Page 9 of 65
        Contract negotiations                                  March 10 – April 2, 2004
        Contract signed                                        April 6, 2004
        Implementation Plan complete                           May 14, 2004
        Work Order System Operational                          September 1, 2004

        Evergreen reserves the right to adjust this schedule as necessary.
2.3.2   Implementation Schedule
        The goal is to implement the CAFM in 2004. Evergreen will develop specific
        implementation plans with the successful vendor.

2.4     Vendor Proposal Preparation Instructions
2.4.1   Pre-Bid Conference
        There will be an attendance optional pre-bid conference at 1:00PM, December 3,
        2003 at Evergreen. This will allow prospective vendors the opportunity to ask
        questions about the RFP, existing legacy systems, meet Evergreen staff, etc.

2.4.2 Proposal Response Date and Location
      Five (5) copies and one (1) Original (total of six (6) copies) of the vendor’s proposal,
      in its entirety, must be received at Evergreen’s Purchasing office by 4:00PM
      Pacific Time, January 22, 2004. It is the Vendor’s sole responsibility to ensure their
      Proposal is delivered to the Purchasing office by the date and time specified.
      Proposals arriving after the deadline will be returned to their senders unopened. All
      proposals and accompanying documentation will become the property of Evergreen
      and will not be returned. Proposals must be addressed to:

               The Evergreen State College
               Attn: Kathleen Haskett – Purchasing Manager
               RFP IT203 CAFM
               Purchasing Office: Library 1125
               2700 Evergreen Parkway NW
               Olympia, WA 98505

2.4.3 Proposal Contents
      To receive consideration, proposals must be legible and shall be formatted in the
      following sections. All changes and/or erasures shall be initialed in ink.
            Section 1: Transmittal Letter
            Section 2: Administrative Requirements
            Section 3: Application Requirements and Support
            Section 4: System Technical Requirements and Capabilities
            Section 5: Vendor Considerations & Requirements
            Section 6: Cost Proposal
            Section 7: Copy of sample Maintenance Agreement and Warranty



                                         Page 10 of 65
2.4.4 Section 1 - Transmittal Letter
      The transmittal letter must be submitted on vendor's letterhead, properly signed in ink,
      by a representative of the vendor authorized to make obligations committing the
      vendor to the proposal.
       Each vendor responding to this RFP must, as a part of the transmittal letter, include a
       positive statement that they understand and accept the contractual terms and
       conditions. Any exceptions to these clauses must be noted in the transmittal
       letter. Vendors must specifically cite each clause with which they have an issue, and
       suggest alternate language which is acceptable to them.
       Proposals submitted without a transmittal letter or an unsigned transmittal
       letter will be rejected on opening.


2.4.5 Section 2: Administrative Requirements
      This section of the proposal must include the following information:
       a.      A brief (no more than three pages) executive summary of the vendor’s
               proposal including:
               1.     A high-level overview of your product and the distinguishing
                      characteristics of your proposal.
               2.     Number of colleges with SCT Banner using the proposed system.
               3.     How closely the proposed system meets Evergreen’s Facilities
                      Management needs as stated in this RFP.
       b.      A specific statement of commitment to provide on site installation and training
               for the system.
       c.      A specific statement of compliance with the mandatory requirements of this
               RFP, as listed in Section 3, 4, 5 and 6.
       d.      For proposal certification, the vendor must certify in writing:
               1.     That all vendor proposal terms, including prices, will remain in effect
                      for a minimum of 90 days after the Proposal Due Date.
               2.     That all proposed capabilities can be demonstrated by the vendor.
               3.     That a version of the proposed system software has been installed in at
                      least three non-vendor owned customer sites.


2.4.6 Section 3: Application Requirements and Support
      Vendor’s response to questions in 3.3 - 3.12.
2.4.7 Section 4: System Technical Requirements and Capabilities
      Vendor’s response to questions in 4.4 – 4.12
2.4.8 Section 5: Vendor Considerations
      Vendor’s response to questions in 5.2 – 5.9


                                         Page 11 of 65
2.4.9 Section 6: Cost Proposal
       Vendor’s cost proposal
2.4.10 Section 7: Copy of Sample Maintenance Agreement and Warranty
       Vendor’s proposed maintenance agreement and Warranty
2.4.11 Appendix A: Software License Contract
       The attached Software License Contract, Appendix A, will automatically be
       incorporated into any contract awarded as a result of this solicitation.
        Each vendor responding to this RFP must, as a part of the transmittal letter, include a
        positive statement that they understand and accept the contractual terms and
        conditions. Any exceptions to these clauses must be noted in the transmittal letter.
        Vendors must specifically cite each clause with which they have an issue, and suggest
        alternate language acceptable to them.
        Vendors may wish to include references to (and copies of) other terms and conditions
        previously agreed upon between the vendor and the State of Washington. Any
        clauses not so indicated will be considered as acceptable to the vendor and not open
        to future negotiations. Clauses mentioned in the vendor’s RFP response will remain
        negotiable until a final contract is negotiated with the Apparent Successful Vendor.
        The RFP and all of its specifications and the vendor’s responses to them will
        automatically be incorporated into any contract resulting from this solicitation. All
        representations made in the proposal will be binding upon the vendor.
        The contract established with the vendor selected as a result of this process will
        provide for the installation, and on-going maintenance of the CAFM system.
        The contract will not preclude Evergreen from acquiring other equipment or software
        of any sort from any other vendor, or from adding to, enhancing or expanding any of
        the data processing systems that it currently operates.

2.5     RFP Questions, Interpretation, and Modifications
2.5.1   Questions Regarding the RFP
        All questions must be submitted to the Purchasing Coordinator (the Coordinator) in
        writing (preferably via email), citing the particular RFP section and paragraph
        number. Copies of the question and response will be distributed via email to all
        potential vendors who have provided the Coordinator with their contact information.
        Questions must be received no later than 5:00PM Pacific Time, December 12,
        2004.
2.5.2   Interpretation of the RFP
        Should any discrepancies in or omissions from the specifications be found, or doubt
        as to their meaning exist, the vendor shall at once notify the Purchasing Coordinator
        in writing no later than 5:00PM Pacific Time, December 12, 2004. The Purchasing
        Coordinator will send written instructions or addenda as required to all interested
        parties. All addenda issued shall be incorporated into the RFP and the contract.
        Evergreen shall not be responsible for oral interpretations.



                                          Page 12 of 65
2.5.3 RFP Modifications
      Evergreen reserves the right to change the acquisition schedule or issue amendments
      to the RFP at any time. Evergreen also reserves the right to cancel or reissue the RFP.
2.5.4 Errors in Proposal
      Vendors will not be allowed to alter or retract proposal documents after the deadline
      for proposal submission.
2.5.5   Withdrawal of Proposals
        Vendors may withdraw a proposal that has been submitted at any time up to the
        proposal closing date and time. To accomplish this, a written request signed by an
        authorized representative of the vendor must be submitted to the Purchasing
        Coordinator. After withdrawing a previously submitted proposal, the vendor may
        submit another proposal at any time up to the proposal closing date and time.
        All proposals submitted which are not withdrawn before the proposal closing date and
        time shall remain valid for 90 days following the proposal due date. Proposals that
        specify expiration in less than 90 days will be considered non-responsive and will be
        rejected.
2.5.6   Waiver of Minor Administrative Irregularities
        Evergreen reserves the right, at its sole discretion, to waive minor administrative
        irregularities contained in any proposal.
2.5.7 Cost of Preparing Proposals
      Evergreen is not liable for any costs incurred by vendors in the preparation and
      presentation of proposals, demonstrations, or incurred for any other purpose. These
      costs may not be charged to the Purchaser.
2.5.8 Non-Endorsement
      As a result of the selection of a vendor to supply products and/or services to
      Evergreen, Evergreen is neither endorsing nor suggesting that the vendor’s product is
      the best or only solution. The vendor agrees to make no reference to Evergreen in any
      literature, promotional materials, brochures, sales presentation or the like without the
      express written consent of Evergreen.

2.6     Evaluation Process
2.6.1   Evaluation Team
        Evaluation procedures will be comprised of the Purchasing Coordinator, members of
        Facilities, Computing and Communications, and other College participants. The
        evaluation of the RFP will be performed by the evaluation team.
2.6.2 Evaluation Criteria
      It is the goal of Evergreen to evaluate each vendor proposal thoroughly and fairly.
      Evaluation criteria are summarized in the following paragraphs.




                                         Page 13 of 65
           Maximum Number of Points by Category

                        a. Mandatory functional, technical, and vendor requirements are
                        listed in Sections 3, 4, and 5, respectively. Vendors failing to meet
                        these minimum requirements will not be considered for further
                        evaluation.

           400          b. Application Requirements and Support as indicated by Vendor’s
                        responses to Section 3.

           200          c. System Technical Requirements and Capabilities as indicated by
                        Vendor’s responses to Section 4.

           250          d. Vendor Considerations: Vendor support capabilities, experience,
                        record of successful installations and product enhancements,
                        commitment to the product, as indicated by Vendor’s responses to
                        Section 5.

           100          e. Total five-year cost of the proposed system, including
                        maintenance, and other costs identified in Section 6.

           150          f. Evaluations based on references, vendor demonstrations, and site
                        visits/phone survey.

           1100         Total Maximum Number of Points

2.6.3   College Rights
        Evergreen reserves the right to accept or reject proposals in whole or in part.
        Evergreen shall award the contract based on the best combination of attributes as
        outlined in the evaluation criteria.
        Determination as to clarity or completeness of responses to any of the provisions of
        the RFP will be made solely by Evergreen. Evergreen reserves the right to request
        clarification(s) to any and all responses to this RFP.
        Evergreen reserves the right to modify, cancel, and/or reissue the RFP.
2.6.4 Definitions
      Mandatory                    A mandatory requirement is a minimum need that must be
      Requirement:                 met by the vendor. Evergreen will eliminate from the
                                   evaluation process any vendor not fulfilling all mandatory
                                   requirements.
        Desired Feature:           All other requirements, as stated throughout the RFP, are
                                   “desired” and will be evaluated and weighted (as part of the
                                   Intermediate Evaluation Phase) according to the terms of
                                   this RFP.




                                          Page 14 of 65
2.6.5   Screening Process for Mandatory Requirement
        The mandatory requirements must be included in the proposed system. Proposals for
        systems that do not meet these requirements will be rejected and not considered for
        further participation in this acquisition.

2.6.6   Desired Features, Technical Requirements and Capabilities, Vendor
        Considerations, Cost Proposal
        Proposals passing the Screening for mandatory requirements will be evaluated in
        detail on the ability to meet desirable features, technical requirements, vendor
        considerations and the cost proposal. Vendors are required to answer each question in
        all sections as clearly as possible.
        The financial evaluation will be based on total cost of ownership of the system over a
        period of five years. The costs used will be those provided in the vendor’s response
        to Section 6 of the RFP. Evergreen may also add to the Vendor’s cost proposal any
        additional hardware, software, implementation, and internal support costs not
        included in the Vendor’s proposal that would be required to successfully implement
        the project .
        Vendors will be ranked by total points. Evergreen will select the finalists after
        completing the intermediate evaluation.
2.6.7   Acquisition of Hardware
        Hardware may be provided by Evergreen.
2.6.8 Final Evaluation
      This phase of the evaluation may include customer reference telephone calls, vendor
      demonstrations of their proposed systems, and/or site visits at the sole discretion of
      Evergreen. Evergreen may request additional information from vendor finalists to
      clarify technical responses and vendor cost proposals. The purpose of the vendor
      demonstrations will be to evaluate the proposed CAFM System and assess the system
      in terms of the functionality requested by Evergreen. Site visits may, at the sole
      option of Evergreen, be conducted to evaluate the operation of the proposed system in
      a comparable college environment.
        Members of the evaluation team may contact customer references provided by the
        vendor, and may also contact other vendor customers. The team will rate vendors
        based on customer responses.
2.6.9 Grounds for Disqualification
      Failure to meet a mandatory requirement (grounds for disqualification) shall be
      established by any of the following conditions:
        a. The vendor fails to meet response deadline.
        b. The vendor states that a mandatory requirement cannot be met.
        c. The vendor presents the information requested by the RFP in a manner
           inconsistent with the instructions stated by mandatory requirements in this RFP.
        d. The vendor furnishes an incomplete response.


                                         Page 15 of 65
2.7     Contract Award and Execution
2.7.1   Contingency Provision
        When the Apparent Successful Vendor is identified, contract negotiations will begin.
        If, for any reason, a contract is not awarded to the Apparent Successful Vendor, then
        the next highest ranking finalist vendor may be considered for contract negotiations.
2.7.2 RFP Response Verification
      The general conditions and specifications of the RFP and the successful vendor’s
      response, as amended by agreements between Evergreen and the vendor, will become
      part of the contract documents.
2.7.3 Contract Content
      The vendor selected as the Apparent Successful Vendor is expected to enter into an
      agreement with Evergreen that is substantially the same as the contract included with
      this RFP as Appendix A.
2.7.4 Contract Negotiations and Issues
      The vendor must raise all issues with the contractual terms and conditions in the
      transmittal letter of their proposal. Issues raised in the proposal are negotiable until a
      final contract is agreed to.
2.7.5 Final Contract
      If the selected vendor fails to sign the contract within five (5) business days of it being
      delivered, Evergreen may elect to cancel the award and award the contract to the next-
      highest ranked vendor.
2.7.6 Vendor Debriefing
      Vendors of unsuccessful proposals may, within three (3) business days of the
      announcement of the Apparent Successful Vendor, request a meeting for debriefing
      and discussion of their proposals. The request must be submitted via email to the
      Purchasing Coordinator and received within three (3) business days of the
      announcement.
        Comparisons between proposals or evaluations of other vendor’s proposals will not
        be allowed. Evergreen will attempt to respond to questions and concerns in this
        debriefing.
2.7.7   Public Disclosure
        It is Evergreen’s intent to receive proposals in response to this RFP, at the time and
        place designated in the Timetable. At that time, only the names of the vendors
        submitting proposals may be released. All proposals shall remain confidential a
        contract, if any, resulting from this RFP has been signed. After signing of a contract,
        all information submitted as part of each vendor’s response shall become part of the
        public record for this acquisition. Virtually all documents submitted as part of this



                                         Page 16 of 65
        acquisition process must be considered public record and are available for review by
        any party upon request.
        All proposals will become the property of Evergreen. Any document(s) or
        information which the vendor believes is exempt from public disclosure (RCW
        42.17.310) shall be clearly identified by the vendor and placed in a separate envelop
        marked with the RFP number (RFP#IT203), vendor’s name, and the words
        “Proprietary Data” along with a statement of the basis for such claim of
        exemption. Evergreen’s sole responsibility shall be limited to maintaining the above
        data in a secure area and to notify vendor of any request(s) for disclosure within a
        period of five (5) years from date of award. In the event Evergreen determines that it
        cannot honor the vendor’s request for exemption or claim of “Proprietary Data”, it
        will notify said vendor to afford them the opportunity to seek out assistance to prevent
        disclosure. Failure to so label such materials or failure to provide a timely
        response after notice of request for public disclosure has been given shall be
        deemed a waiver by the vendor of any claim that such materials are, in fact, so
        exempt. An assertion by a vendor that an entire volume of its proposal is exempt
        from disclosure will not be honored.
2.8     Vendor Protests
2.8.1   Resolution of Complaints and Protests

        Complaints
        A complaint may be made before a vendor responds to a solicitation document if the
        vendor believes that the document unduly constrains competition or contains
        inadequate or improper criteria. The written complaint must be made to Evergreen
        before the due date of the solicitation response. Evergreen solicitation process may,
        however, continue.

        Evergreen must immediately forward a copy of the complaint to the policy and
        planning unit of the Department of Information Services (DIS). Evergreen must also
        reply to the vendor with a proposed solution and advise DIS of its reply. If the vendor
        rejects Evergreen’s proposed solution, DIS may direct modification of solicitation
        requirements or the schedule, direct withdrawal of the solicitation, or may take other
        steps that it finds appropriate. The DIS decision is final; no further administrative
        appeal is available.

        Protests

        Grounds For Protest
        Protests may be made after Evergreen announces the apparently successful vendor
        and after the protesting vendor has had a debriefing conference with Evergreen.
        Protests may be made on only these grounds:

           Arithmetic errors were made in computing the score.



                                         Page 17 of 65
   Evergreen failed to follow procedures established in the solicitation document, the
    IT Investment Policy, the IT Investment Standards, or applicable state or federal
    laws or regulations.
   There was bias, discrimination, or conflict of interest on the part of an evaluator.

Protest Process
A Protest is initially made to Evergreen. The protest letter must be signed by a person
authorized to bind the vendor to a contractual relationship. Evergreen must receive
the written protest within five business days after the debriefing conference and must,
in turn, immediately notify DIS of receipt of the protest. It must also postpone further
steps in the acquisition process until the protest has been resolved.

Protests must be delivered in writing within five (5) business days after the debriefing
conference to:

The Evergreen State College
Attn: Kathleen Haskett
Purchasing Manager L1125
2700 Evergreen Parkway NW
Olympia, WA 98505

Individuals not involved in the protested acquisition will objectively review the
written protest material submitted by the vendor and all other relevant facts known to
Evergreen. Evergreen must deliver its written decision to the protesting vendor within
five business days after receiving the protest, unless more time is needed. The
protesting vendor will be notified if additional time is necessary.

If the protesting vendor is not satisfied with Evergreen’s decision, it may appeal.
Appeal is made to DIS unless the acquisition requires Information Services Board
(ISB) approval. The ISB appeal process is discussed below, after discussion of the
DIS appeal process.

Written notice of appeal to DIS must be received by DIS within five business days
after the vendor receives notification of Evergreen's decision.

In conducting its review, DIS will consider all available relevant facts. DIS will
resolve the appeal in one of the following ways:

   Find that the protest lacks merit and upholding Evergreen's action.
   Find only technical or harmless errors in Evergreen's acquisition process,
    determining Evergreen to be in substantial compliance, and rejecting the protest;
    or
   Find merit in the protest and provide options to Evergreen, including:
   Correcting errors and reevaluating all proposals;
   Reissuing the solicitation document; or


                                  Page 18 of 65
   Making other findings and determining other courses of action as appropriate.

DIS will issue a written decision within five business days after receipt of the notice
of appeal, unless more time is needed. The protesting vendor will be notified if
additional time is necessary. DIS’ determination is final; no further administrative
appeal is available.

If a protest arises from an acquisition that requires ISB approval, the vendor may
appeal to the Chair of the ISB if it is not satisfied with Evergreen’s decision. Written
notice of appeal must be received by the Chair of the ISB within five business days
after the vendor received notification of Evergreen’s decision. The protesting vendor
does not first appeal to DIS. The Chair of the ISB will establish procedures to resolve
the appeal. The resulting decision is final; no further administrative appeal is
available.

Form and Content
A written protest must contain the facts and arguments upon which the protest is
based and must be signed by a person authorized to bind the vendor to a contractual
relationship. At a minimum, this must include:

   The name of the protesting vendor, its mailing address and phone number, and the
    name of the individual responsible for submission of the protest.
   Information about the acquisition and the acquisition method and name of the
    issuing agency.
   Specific and complete statement of the agency action(s) protested.
   Specific reference to the grounds for the protest.
   Description of the relief or corrective action requested.
   A copy of the issuing agency's written decision on the protest, for appeals to the
    ISB or to DIS.




                                  Page 19 of 65
3.      APPLICATION REQUIREMENTS AND SUPPORT
        Evaluation Value: 400 points total
3.1     General Instructions
        The vendor is required to respond in the format specified in Section 3.2 to every item
        in this section.
        Items identified with Mandatory in the second column are considered mandatory
        requirements. All others are desired features. (See Definitions, Section 2.6.4.)
        Some multiple requirements are stated within a single numbered item. In these cases,
        please assume that all items must be present or the answer is No. In other words,
        when multiple requirements (X, Y, Z) are in the same numbered item, unless
        otherwise stated, the item is asking for X and Y and Z.

3.2     Required Format
        Vendors must respond directly to each item in section 3. The response must be in
        the following format:
Ref # X                 Description
Yes (if your system includes feature) or No (if your system does not include feature)
Explanation (If you answered Yes, provide an explanation of how your system meets this
specification)


        For example:
3.3.6      Mandatory Proposed System must have a Web interface that allows users to input or
                     receive data from Internet or Campus Intranet
Yes
Our system includes a fully customizable Web interface that slkdf h kl sfdh jbs sjf kfhkjs
fhkj hsadkf hshdka fkjfhsd ahfj sdfh sdkjaf hkj sda fkj sdf sadfsdalk flksh flkh sdfl hsdlha fjh
sfjhs f sad fhj fhkjs f and will solve all your problems.
3.3     General System Requirements
The system must provide integration of all types of data: drawings, database tables,
spreadsheet calculations, business charts, bar code fonts, and graphs. The system must be
able to link database data with AutoCAD drawing(s) and be able to display the drawing and
the linked table data that will allow the user to select a line in the table and see the selected
object on the drawing and select an object on the drawing and see the related database record.
The system must have an integrated flexible report generator that allows the user to modify
the look, feel and data for a report. Reports generated from linked drawing information, must
be capable of displaying all results on the workstation and produce reports that are printable



                                          Page 20 of 65
and viewable on the web. The system may be comprised of core modules, and / or third party
add-ons, except where specifically disallowed by another specific requirement.


Ref #                   Function/Feature
3.3.1     Mandatory     System must use Microsoft SQL Server V 7 or higher.
3.3.2     Mandatory     System must run on Microsoft Windows 2000 and Windows XP professional
                        operating system with a minimum of 512MB RAM.
3.3.3     Mandatory     System must provide integration of all types of data: drawings, database tables,
                        spreadsheet calculations, business charts, bar code fonts, and graphs. Data from
                        all system modules must be integrated with all other system modules.
3.3.4                   The system should have bi-directional drawing compatibility with AutoCAD ".
                        ie. The system should be capable of using and producing AutoCAD “.DWG”
                        file format drawings, without using AutoCAD software. Any drawings created
                        or modified with the system drawing tools, must be compatible with AutoCAD
                        2000 software.
3.3.5     Mandatory     The system must be able to link database data with AutoCAD drawing(s) and
                        be able to display the drawing and the linked table data that will allow the user
                        to select a line in the table and see the selected object on the drawing and select
                        an object on the drawing and see the related database record.
3.3.6     Mandatory     The system must accept bar code values and display in bar code font when
                        included in a report.
3.3.7     Mandatory     System must have a web interface that allows users to input or receive data
                        from the internet or campus intranet. Additional specific security requirements
                        may be required for some modules.
3.3.8     Mandatory     The system must have a method for view only users to access and view data and
                        generate and print reports.
3.3.9     Mandatory     The system must use an open database architecture and program code that is
                        accessible and modifiable by the college without additional system or
                        consulting costs.
3.3.10                  Integration of future revisions to the system software should not affect existing
                        user customizations.
3.3.11    Mandatory     Training for base system and all system modules must be provided on site.
3.3.12                  Provide additional information on any advanced application programming
                        interface features.
3.3.13    Mandatory     System must have an integrated flexible report generator that allows the user to
                        modify the look, feel and data for a report. Reports generated from linked
                        drawing information, must be capable of displaying all results on the
                        workstation and produce reports that are printable and viewable on the web.

3.4    Application Security
Functions and features that provide for multiple levels of application security by user defined
and maintained groups and allow for confidentiality of information when required.

Ref #                   Function/Feature


                                         Page 21 of 65
3.4.1     Mandatory The system must provide user defined and maintained application security,
                    including security for application modules, as well as access levels such as read-
                    only, end-user, and system administrator.
3.4.2               Provide detailed description of security set up.
3.4.3               Provide detailed description of the integration of application security features
                    with operating system.

3.5    Space Master Planning
The system must provide a method of developing and using space requirements and
standards, forecasting space requirements with multiple scenario capability, allocating space
as planned, and maintain a history of past space use. System should provide a method for
doing affinity mapping and provide graphical space layout tools to produce layout drawings
compatible with AutoCAD 2000.dwg file format.

Ref #                   Function/Feature
3.5.1                   Describe the system’s ability to do Affinity mapping and reporting
3.5.2     Mandatory     Ability to develop space requirements, standards and reporting
3.5.3     Mandatory     Ability to do Space Forecasting for future requirements and reporting.
3.5.4     Mandatory     Ability to do Space Allocation and reporting
3.5.5                   Describe the system’s ability to do Graphical Space Layouts, using system
                        drawing tools producing files in AutoCAD 2000 “.DWG” file format. e.g. We
                        want to be able to open a space plan in the application, make changes to the
                        space plan, then save it in AutoCAD format. The CAD department then should
                        be able to open the same drawing in AutoCAD 2000, finalize the design, and
                        save it. The important part is to be able to edit and save space drawings,
                        without requiring additional AutoCAD seats.
3.5.6     Mandatory     Ability to do Space History and reporting
3.5.7                   Ability to do Space stacking diagrams/plans
3.5.8                   Ability to do Space blocking diagrams/plans

3.6     Space Management
The system must provide a method of inventorying existing space by site, building, floor,
room number, area, room type, room category, room assignment and room use. The
alphanumeric data associated with a room in the space inventory must be dynamically
associated with the drawing and each record linked to a room or area on the drawing. The
system must be capable of generating reports on space utilization by any of the characteristics
of a room or area. The system must be capable of tracking space by assignment and
determining the organizations costs for the space it occupies for charge back and budgeting
purposes.

Ref #               Function/Feature
3.6.1     Mandatory Maintain Space inventory by site, building, floor, room number, area, room
                    type, room category, room assignment and room use including a bi-directional
                    link to AutoCAD 2000 floor plan drawings. The alphanumeric data associated
                    with a room in the space inventory must be dynamically associated with the


                                         Page 22 of 65
                    drawing and each record linked to a room or area on the drawing.
3.6.2     Mandatory The system must be capable of tracking space by assignment and determining
                    the organizations costs, such as cost per student, etc., for the space it occupies
                    for charge back and budgeting purposes.
3.6.3     Mandatory The system must be capable of generating reports on space utilization by any of
                    the characteristics of a room or area.

3.7     Maintenance Management
The system must be able to manage day to day building maintenance operations. It must
have the ability to accept and track work requests via the Web. Users must be able to create
and edit work orders, assign staff, schedule current and future work, track current activity or
status, automatically schedule preventive maintenance work. The system must have strong
reporting capabilities, to track work by shop, work order type, mechanic, buildings, trade,
labor, maintenance performed and generate management reports to measure effectiveness of
maintenance operations. The system must be able to generate charge back data and export
that data to other campus computer systems.
Ref #                   Function/Feature
3.7.1     Mandatory     Ability to create and track ad hoc repair requests from the general community
                        via the WEB.
3.7.2     Mandatory     Ability to track and charge back labor and materials for a work order and export
                        that data to other campus computer systems
3.7.3     Mandatory     Ability to charge back labor at different rates depending on work order type
3.7.4     Mandatory     Ability to assign staff to more than one shop and charge back labor at that shops
                        rate
3.7.5     Mandatory     Ability to track maintenance issues, such as date of last painting, projected roof
                        replacement date, appliance maintenance dates, etc.
3.7.6     Mandatory     Ability to create on-going (standing, open) maintenance work orders, like
                        parking lot cleaning, mowing lawns, etc.
3.7.7     Mandatory     Ability to assign priorities for work orders
3.7.8     Mandatory     Ability to charge multiple accounts for a single work order
3.7.9     Mandatory     Ability to create automatic preventive maintenance work orders based on
                        equipment maintenance schedules
3.7.10    Mandatory     System must maintain history of all work orders, and support querying by room,
                        keyword, time period, status, requestor, or any other data element.
3.7.11    Mandatory     Ability to track ad hoc requests such as clogged toilets, broken windows,
                        broken appliances, etc.
3.7.12    Mandatory     System must support user definable work order type categories such as
                        Electrical, Heaters, Plumbing, Vandalism, etc.
3.7.13    Mandatory     Ability to interface with handheld PDA, e. g. ability to down load work orders
                        to a PDA with the ability for the mechanic to enter data, such as notes about the
                        job, materials required, status changes, time and materials used, etc, directly
                        into the Work Order, then upload the data from the PDA to the CAFM system.
3.7.14                  Describe the system’s personnel scheduling features.
3.7.15    Mandatory     System must have ad hoc reporting capabilities to track work by shop, work


                                         Page 23 of 65
                    order type, mechanic, buildings, lost time, labor, trade, and generate
                    management reports to measure effectiveness of maintenance operations.
3.7.16              Describe the system’s motor pool / fleet tracking capabilities
3.7.17    Mandatory With appropriate permission level, users must be able to create and edit work
                    orders, assign staff, schedule current and future work, track current activity or
                    status, and schedule preventive maintenance work.

3.8     Telecommunications and Cable Management
The system should be able to create a dynamic electronic inventory of the physical cabling
and telecommunications network connections. It should be able to identify devices by their
physical and logical LAN or WAN segment and by their level in the hierarchy of the overall
network. The system should be able to develop equipment, jack and drop plans from existing
AutoCAD drawings. The system should be able to integrate telecommunications work orders
with other system modules and be able to charge back telecommunications work to the
appropriate account. The system should have the ability to do ad hoc queries and reports on
any associated data.


Ref #                  Function/Feature
3.8.1                  Describe the system’s ability to create and track ad hoc telecommunication
                       requests via the WEB.
3.8.2                  Describe the system’s ability to integrate telecommunications work orders with
                       other system modules and be able to charge back telecommunications work to
                       the appropriate account
3.8.3                  Describe the system’s ability to manage a full range of devices, like computers,
                       telephones, jacks, pairs, patch panels, punch-blocks, hubs, switches, routers, IP
                       address, serial #, location, etc.
3.8.4                  Describe the system’s ability to manage the physical connections between all
                       devices, e. g. cables and pairs at the horizontal or back-bone level.
3.8.5                  Describe the system’s ability to track individual ports on hubs.
3.8.6                  Describe the system’s ability to view and manage telecommunication data via a
                       dynamic link to AutoCAD plans and develop equipment, jack and drop plans
                       from existing AutoCAD drawings.
3.8.7                  Describe the system’s ability to edit and save telecommunications drawings in
                       AutoCAD “DWG” format without having to use AutoCAD.
3.8.8                  Describe the system’s ability to generate standard and ad hoc reports using any
                       element of telecommunications data.
3.8.9                  Describe the system’s ability to use hand held devices and bar codes to remotely
                       enter inventory and condition data
3.8.10                 Describe the system’s ability to easily add additional attribute fields to have the
                       ability to track additional cable or telecommunications attributes.
3.8.11                 Describe the system’s ability to interface with network management systems,
                       phone directory systems, etc.
3.8.12                 Describe the system’s ability to create and maintain a dynamic electronic


                                        Page 24 of 65
                       inventory of the physical cabling and telecommunications network connections.
3.8.13                 Describe the system’s ability to identify devices by their physical and logical
                       LAN or WAN segment and by their level in the hierarchy of the overall
                       network.

3.9     Equipment / Furniture Management
The system must be able to effectively manage assets like furniture and equipment. The
system must be capable of building an inventory of furniture and equipment and tracking that
furniture and equipment alphanumerically. The system should have tools for planning
moves, doing sample trail layouts, tracking insurance and warranty data, developing
organizational furniture standards and be able to report on all aspects of furniture and
equipment management.


Ref #               Function/Feature
3.9.1     Mandatory Assign furniture and equipment use by department or division.
3.9.2     Mandatory Ability to track the value of individual assets, sets of related assets or both and
                    share that data with other campus computer systems
3.9.3               Describe the system’s ability to dynamically link AutoCad drawings with asset
                    data
3.9.4               Describe the system’s ability to do sample furniture layouts by adding and
                    moving graphic symbols on furniture / equipment plans and generate and
                    compare trial reports on sample layouts, using system drawing tools on existing
                    AutoCAD drawings
3.9.5     Mandatory Ability to generate move orders and update the asset information from sample
                    layouts
3.9.6               Describe the system’s ability to track furniture and equipment inventory using
                    bar code tags and hand held PDA devices
3.9.7     Mandatory Ability to store and track warranty information
3.9.8     Mandatory System must be capable of building an inventory of furniture and equipment
                    and tracking that equipment alphanumerically.
3.9.9               Describe the system’s ability to track furniture and equipment graphically.
3.9.10              Describe tools available in the proposed system for planning moves, doing
                    sample trial layouts, tracking insurance and warranty data, developing
                    organizational furniture standards and be able to report on all aspects of
                    furniture and equipment management.



3.10 Room Reservations
The system must be able to find available rooms best suited for the desired use. The system
must be able to schedule rooms for single use or reoccurring use. It should be easy to cancel
or reschedule a room for single use for any period of a reoccurring use. The system should be
able to assign equipment, support, and services as part of the reservation process. The system




                                        Page 25 of 65
must be able to generate reports on room schedules that can be printed and published on the
Web.


Ref #                  Function/Feature
3.10.1    Mandatory    Ability for staff, faculty or students to request a space reservation via the Web
3.10.2    Mandatory    Ability to easily assign equipment, occupancy limit and amenities to a room
3.10.3    Mandatory    Ability to locate available space by room capacity, amenities, room type, etc.
3.10.4    Mandatory    Ability to view available and scheduled rooms on a highlighted AutoCAD
                       drawing
3.10.5    Mandatory    Ability to link to the campus course catalog in SCT Banner to provide Web
                       reports on scheduled rooms and times for specific classes.
3.10.6    Mandatory    Ability to view locations of scheduled rooms on highlighted drawing plans via
                       the Web
3.10.7    Mandatory    Ability to setup approval layers that will allow requests to go through managers
                       of groups of spaces for approval of space reservations.
3.10.8    Mandatory    Limit the users ability to view space availability to specific areas.
3.10.9    Mandatory    Track person or group proficiencies needed before using a space and limit
                       reservations to those who have appropriate proficiencies.
3.10.10   Mandatory    Provide a field in the space record to put in the function of the room, the name
                       attached to the function of the room, and the name attached to the function. (i.e.
                       Using the recital hall for a performance vs screening vs classroom and ID of the
                       group involved – Rehearsal group 2)
3.10.11   Mandatory    Provide a report including Name of the group, person requesting the space,
                       activity, and number of people involved.
3.10.12   Mandatory    Inventory of space attributes (power, outlets, carpet, equipment, furniture)
3.10.13   Mandatory    Attach digital pictures of the space to a space
3.10.14   Mandatory    Attach AutoCAD drawings of the space to a space
3.10.15   Mandatory    Provide the ability to share pictures, diagrams electronically with external
                       groups, customers.
3.10.16   Mandatory    Provide reporting for Conference Services to replace shadow system (reports
                       are attached).
3.10.17   Mandatory    Ability to schedule up to three years in the future
3.10.18   Mandatory    Do not allow double booking without an override (sometimes double booking is
                       needed for two groups using the same space at the same time).
3.10.19   Mandatory    Display schedule portions in Day of the week order.
3.10.20   Mandatory    Identify the First class meeting time and place and label as first.
3.10.21   Mandatory    Post a syllabus attached to the Course Record Number (CRN).
3.10.22   Mandatory    For each space display specialized information such as restricted hours, special
                       procedures for lighting access, or other access requirements.
3.10.23   Mandatory    Ability to provide future tie into Keys for spaces when scheduled
3.10.24   Mandatory    Allow for messages tied to a space and to a booking.
3.10.25   Mandatory    Schedule lockouts so space is not available for utilization based on mechanical
                       needs (Heat and Air).
3.10.26   Mandatory    Require approval of original requestor for an override of a scheduling request


                                        Page 26 of 65
                       they make.
3.10.27   Mandatory    Identify total booked time vs actual event time.
3.10.28   Mandatory    Allow multiple contact persons for requesting a space – minimum of three per
                       group.
3.10.29   Mandatory    Maintain a history of reservation changes and deletions.
3.10.30   Mandatory    Flag for indicating if a key is required for access.
3.10.31   Mandatory    Automatic e-mails to people requesting rooms as confirmation the week before
                       the scheduled reservation.
3.10.32   Mandatory    Provide a user interface that makes it easy to make adjustments to repeating
                       scheduled spaces – such as every Tuesday except…
3.10.33   Mandatory    Support processing scheduling and room reservations using an Apple
                       Macintosh via Web or Native application or Citrix.
3.10.34   Mandatory    Sends message to e-mail address or DL to request a room.


3.11 Key Records management
The system must be able to create and manage complete inventory of all locks and keys for
the campus. The system must be able to track all keys and door hardware, who is authorized
to approve the issuance of the key, whether the key has been lost, whether it is currently
assigned and to whom. The system must capable of bi-directional communication between
the table data and the Key Records AutoCAD drawings. The system must be capable of
generating standard reports and ad hoc reports and be able to print both and publish both for
Web viewing. The system must be able to connect to the current campus electronic locks
database.


Ref #                  Function/Feature
3.11.1    Mandatory    The system must be able to create and manage complete inventory of all locks
                       and keys for the campus. The system must be able to track all keys and door
                       hardware, who is authorized to approve the issuance of the key, whether the key
                       has been lost, whether it is currently assigned and to whom.
3.11.2    Mandatory    Ability to easily assign code and hook information to a door and key.
3.11.3    Mandatory    Ability to easily assign hardware specifications to a door
3.11.4                 Describe the system’s ability to request a key via the web, with electronic
                       routing for approval, then electronic routing to the key issue office, with
                       electronic notification when key is ready for pick up
3.11.5    Mandatory    Ability to search key records by all associated key criteria. i.e. hook no., code
                       no. authorizer, assignee, etc.
3.11.6                 Ability to view the results of a key query on an AutoCAD drawing
3.11.7    Mandatory    Ability to send key audits automatically via e-mail and standard campus mail
3.11.8                 Ability to integrate with energy management systems back net & land works.
3.11.9    Mandatory    The system must capable of bi-directional communication between the table
                       data and the Key Records AutoCAD drawings
3.11.10   Mandatory    The system must be capable of generating standard reports and ad hoc reports


                                        Page 27 of 65
                        and be able to print both and publish both for Web viewing.
3.11.11                 Describe the system’s ability to connect to the current campus electronic locks
                        SQL database.


3.12   Additional Functionality
       The new system should be expandable to incorporate connections to disaster recovery
       planning, fire alarm systems, building control system and campus security systems
3.12.1                  Describe the system’s ability to allow future expansion to incorporate
                        connections to disaster recovery planning, fire alarm systems, building control
                        systems and campus security systems.




4      SYSTEM TECHNICAL REQUIREMENTS AND CAPABILITIES
       Evaluation Value: 200 Points
4.1    General Instructions
       Within this section, vendors are asked to define the computer software that supports
       their system. The vendor is required to respond in the format specified in Section 4.3
       to every item in Sections 4.4 - 4.12

4.2    Statistical Information for Sizing the System -Existing System Statistics
       This section includes statistics that describe system activity. These are included to
       assist vendors with appropriate system sizing.
                                    SYSTEM SIZING REQUIREMENTS
          Support up to 30 concurrent system users and / or simultaneous system processes plus up
          to 20 concurrent WEB users.
          Maintain records for approximately 50,000 Work Orders with anticipated annual growth of
          1000 records
          Maintain records for approximately 100,000 Room Reservations with anticipated annual
          growth of 5000 records
          Maintain records for approximately 50,000 Key Issues with an anticipated annual growth
          of 1000 records
          Maintain records for approximately 10,000 Telecommunication Work Orders with an
          anticipated annual growth of 1000 records
          Maintain a cable management database with approximately 50,000 records.
          Process up to 200,000 transactions per year for assignments and room changes.
          Create and maintain approximately 10,000 rooms, buildings, locations etc…(currently have
          over 3500 rooms)




                                         Page 28 of 65
4.2.1 System Load Estimates
      In recommending equipment for this RFP, vendors are asked to base their proposal on
      other customers' actual systems, accommodating for size differences needed to
      accommodate The Evergreen State College.

4.3     Required Format
Vendors must respond directly to each item in section 4.4 – 4.12. Responses to Sections
4.4 – 4.7 must be in format as shown in4.3.1. Responses to Sections 4.8 – 4.12 should be
in essay format.


4.3.1 Responses to sections 4.4– 4.7 must be in the following format:
Ref # X                 Description
Yes (if your system includes feature) or No (if your system does not include feature)
Explanation (If you answered Yes, provide an explanation of how your system meets this
specification)


        For example:
4.3.1     Mandatory Server Operating System must be Microsoft Windows 2000 Server.
Yes
Our system runs on Microsoft Windows 2000 server in addition to slkdf h kl sfdh jbs sjf
kfhkjs fjhs f sad fhj fhkjs f.




4.4     System Infrastructure Technical Requirements
        Vendors are asked to address each requirement in this section and state whether the
        proposed system software will meet the Department’s needs, and explain.

Ref #                    Function/Feature
4.4.1      Mandatory     Server Operating System must be Microsoft Windows 2000 Server.
4.4.2      Mandatory     Application Database Platform must be Microsoft SQL Server version 7.0
                         or higher.
4.4.3      Mandatory     System must support up to 30 concurrent, interactive users, with multiple
                         processes in a networked environment and up to 20 concurrent WEB
                         users. Specify the type(s) of licensing required to support up to 30
                         concurrent users and up to 20 WEB users.
4.4.4      Mandatory     System must provide tools / utilities for ease in interface with other
                         systems including import/export of ASCII files.




                                        Page 29 of 65
4.4.5       Mandatory The system must operate through workstations located on Evergreen’s
                      Ethernet network using TCP/IP protocols.
4.4.6                 Does the proposed system allow configuration and use of a second server
                      with application and database installed to allow testing and training on
                      software updates and changes without interruption to the production
                      CAFM System. Specify any special license requirements needed to meet
                      this requirement.
4.4.7       Mandatory System must support both direct printing from workstations and network
                      printing (print spooling facilities) to free workstations for other tasks.
4.4.8       Mandatory The workstation / clients must run on Windows 2000 or XP Pro with a
                      minimum configuration of 512 MB memory.
4.4.9                 Describe the proposed system strategy to backup and restore files.
4.4.10      Mandatory The system must have the ability to archive and/or purge old data based
                      on user-defined criteria.
4.4.11      Mandatory Must have the ability to time-out inactive users, e.g. automatically
                      disconnect any users who are logged in but have not used the system for a
                      given amount of time.
4.4.12                Standard Windows Interface for non-web based modules that includes:
                           Easy to use with tips and on-line help at every level and for every
                              screen
                           Offer pull-down menus to list choices in fields, where applicable
                           Use a toolbar with icons for easy selection of most commonly used
                              functions and features
                           Must have ability to open/close/enlarge/reduce screens, etc.
                           Related screens (e.g. client information, conference information)
                              should be accessed from one to another with just a mouse click.
4.4.13      Mandatory Users must be able to request work, check request status and run reports
                      using Apple Macintosh computers. Note: If CITRIX is the solution,
                      provide descriptions and costs for necessary hardware and software
                      assuming that the college doesn’t have a CITRIX server.

4.5      System Security Technical Requirements

Vendors are asked to address each requirement in this section and state whether the proposed
computer hardware/system software will meet Evergreen’s needs, and if so, how.

Ref #                   Function/Feature
4.5.1       Mandatory   System must support use of NT pass-through Authentication (“NT Trust”)
                        or equivalent for access to SQL database resources.
4.5.2       Mandatory   Security is assigned to groups (sales, query, administrator, etc.) with
                        varying levels of data access.
4.5.3       Mandatory   The system must maintain an auditable log of all changes, deletions, and
                        additions to the security table. Provide details.
4.5.4       Mandatory   Security violations must be logged in a security error log.



                                        Page 30 of 65
4.5.5      Mandatory Security system allows for user to have a unique ID and password, rather
                     than a departmental group ID
4.5.6      Mandatory Allows for Facilities Services to define its own security and
                     confidentiality rules.
4.5.7                Describe manual procedures/options available to Facilities Services to
                     cover extended down times.

4.6    Interfaces
Vendors are to describe recommended process for interfacing with the following systems and
your company's experience interfacing with SCT Banner Finance Systems. College systems
are described in Section 1.4. See Exhibit 4A for interface specifications.
Ref #                    System
4.6.1      Mandatory Ability to batch exchange data with Banner Finance System, Human
                         Resource System, Banner Course Catalog,
4.6.2                    Describe the system’s ability to automatically exchange data with future
                         Electronic Building Security System and Building Controls System.

4.7     Application Integrations
Vendors are to describe process for their application integration with currently used standard
third party productivity tool applications, e.g. Office 2000 Pro, Acrobat.

Ref #                Application
4.7.1      Mandatory Ability to use Access as query tool to produce reports in Word or Excel,
                     ability to use Word for mail merge, ability to use Word for on-line
                     documents. Provide details.
4.7.2                Describe the system’s ability for providing an automated email interface
                     for sending email based on specific events
4.7.3                Describe the system’s ability to produce reports and forms using Acrobat.


4.8     Hardware Configuration Recommendation
        Vendors are asked to recommend configurations for both desktop computer and
        server hardware required for a successful implementation. Vendor should also provide
        a “good faith estimate” for all recommended equipment. Statistics stated in Section
        4.2 above should be considered to determine workload. All hardware components
        required for the complete installation must be included in the recommendation and
        estimate.
        Hardware proposals should support a minimum of 15 and up to 30 system users plus
        up to 20 WEB users.

        Each vendor is responsible for determining the resources needed by Facilities
        Services relying heavily on present installations of the proposed system at comparably
        sized organizations with comparable functions and features.



                                         Page 31 of 65
4.8.1 Describe the recommended hardware configuration for the server(s) to run the base
      system and, if necessary, each subsystem. Please be specific as to the quantity and
      hardware specifications:
       a.      Memory
       b.      Processor(s)
       c.      Network Adapters
       d.      Disk Architecture
4.8.2 Disk Storage
       Specify the server’s disk storage requirements for the initial and projected volume of
       transactions, recommended interfaces (e.g., network share; SAN).
4.8.3 System Printers and Remote Printers
       Facilities Services network includes Hewlett Packard LaserJet printers, Xerox 420ST
       copier/printer, HP DesignJet 1055CM plotter. The vendor is asked to identify their
       ability to print to these network printers using Windows 2000 TCP/IP print queues.
4.8.4 Facilities Services Workstations
       PC workstations connected to the network will typically be the devices used with the
       Facilities Services CAFM System. Provide the minimum and recommended PC
       workstation configurations (CPU, RAM, disk size, etc.) for use with the Facilities
       Services CAFM System.


4.9    Operating System
4.9.1 Facilities Services requires a system that conforms to the following standard:
       Server                                 Client
       Microsoft Windows SVR 2000             Microsoft Windows 2000 or XP Pro
4.9.2 For all components of the proposed system software, provide the following
      information.
       Operating System
       Software name
       Release number (version)
       Release date (date version released)
       Language written in
       First availability date

4.9.3 Provide the name(s) and versions of all utility software required by the application
      including third party products.
4.9.4 Describe your commitment to keeping versions, releases and service packs up to date.




                                         Page 32 of 65
4.10   Application Flexibility and Enhancement Options
4.10.1 Describe the types of expansion and enhancement options provided by the design of
       your system, e.g. adding forms and fields, changing table values.
4.10.2 Describe the system architecture of the proposed system, e.g. use of table-driven
       options and use of new software technologies) that maximize customization and
       system maintenance productivity.
4.10.3 Describe the flexibility with which your application will provide edits on data fields
       such as:
       a.      Numeric fields
       b.      Date fields
       c.      Range edits
       d.      Department table, etc.
       e.      Using list boxes
       f.      Other business rules editing.
4.10.4 The application should have the ability to change the editing values (tables) on-line
       without program coding changes and recompilation. Describe your application in this
       regard.

4.11   Application Programming Language and Enhancements
4.11.1 State the programming language(s) used in your system.
4.11.2 List the date and scope of each major enhancement to the system made during the past
       two years.
4.11.3 Are package enhancements and corrections to system bugs automatically distributed
       to users? Is this service included in the maintenance price?
4.11.4 Describe the tools available to the user for modification of the delivered system.
       Discuss what can and cannot be modified by the user using these tools. Discuss the
       expertise and training necessary to use the tools. Describe the vendor support
       available for these activities.
4.11.5 Describe the following tools in detail:
       a.      Ad hoc report writing.
       b.      Generates user-defined formatted output.
       c.      Searches on multiple selection criteria and keys.
       d.      Sort capabilities on multiple descending or ascending keys.
       e.      Generation of statistical information files.
       f.      Support for a fourth generation Query language.
       g.      Data dictionary.
       h.      Ability to store, retrieve and reissue previously entered requests.



                                         Page 33 of 65
       i.      Generation of statistical information files.


4.11.6 Describe the process a user would go through to:
       a.      Add a data element to the database
       b.      Add new objects to the database
       c.      Add new screens
       d.      Change the field length of an existing data element
       e.      Add a small table to the database
4.11.7 Describe your procedures for testing, training, and implementing new releases or
       enhancements while minimizing downtime and interruption of production users.
4.11.8 Are upgrades included as part of your service agreement?
4.11.9 Describe any client server attributes your application utilizes by outlining how
       functionality is distributed between different platforms and what tools are used to
       achieve the integration.




                                         Page 34 of 65
                                        Exhibit 4A
Banner Finance System Interface requirements.
The interface to Banner will include reading account information from banner
Finance, and sending invoicing data for space charge backs, and work orders. The
system will also read course catalog information and use it for space scheduling /
room reservations
Banner Finance field information (read / write)
COA (Chart of Accounts)
FUND
ORG
ACCT
PROG
D / C (Debit or Credit)
Amount
Description
Banner Course Catalog field information (Read only)
Course Title
Subject
CRN Key
CRN       Note: There may be multiple CRNs per term course.
Term
Course Number
Instructor(s) up to 16
Human Resources System (HRS) Requirements (Read only)
The system will be required to interface with the existing Human Resources System.
HRS field information
First Name
Initial
Last Name
ID Number
location Building No.
location Room No.
Department
Employment Start Date
Employment End Date


                                   Page 35 of 65
5       VENDOR CONSIDERATIONS
        Evaluation Value: 250 Points
5.1     Introduction
This section is intended to obtain information regarding the vendor's organization, history,
stability, experience, and operating results. This information will be used to evaluate the
vendor's ability to support the proposed CAFM System. Vendor must respond to each of
the following in short essay format:

5.2     Mandatory Vendor Requirements
5.2.1     The vendor must assume responsibility for the delivery, installation,
          maintenance, and initial adjustment(s) of all vendor supplied software and
          services in the proposal.

5.2.2     The vendor must contractually commit to have the standard software delivered,
          installed, and operationally ready within 90 days of the written order.
          Facilities Services reserves the right to defer implementation of software.

5.2.3     The vendor must commit to provide a minimum of two (2) copies of user and
          technical documentation for all proposed software. This documentation must
          be kept updated to reflect the functionality of the current version of the
          software. The vendor must allow Facilities Services unlimited reproduction
          rights for all documentation (for departmental use only). The documentation
          should include:
              General description and flow of programs and data files
              Sample reports, source documents, and screen formats
              Installation instructions

5.2.4     The vendor must supply on site training for Facilities Services staff in the
          operation of the proposed system. Training should be completed in time for
          the staff to train all user staff before implementation. See section 6.7

5.2.5     The vendor must have a version of the proposed CAFM system operational in
          at least three (3) sites. Provide reference details in section 5.5.

5.2.6     The vendor should have a version of the proposed CAFM System software
          installed in at least one site that is similar in size and complexity to
          Evergreen’s Facilities operation. Provide reference details in section 5.5.

5.3     Corporate Overview
5.3.1 Provide a brief history of your company.


                                        Page 36 of 65
5.3.2 How long has your company marketed CAFM systems?
5.3.3 What other products does your company market and/or produce? (Include all other
      database products.)

5.4     Customer Base
5.4.1   How many times have you installed (or are installing) the proposed product(s) to
        date?
5.4.2 How many of these are still in operation?
5.4.3 How many of the proposed product(s) have you installed in the Pacific Northwest
      Region (Washington, Oregon, Idaho, Montana, and Alaska)?
5.4.4 How many of the proposed product(s) have you installed in the past twelve (12)
      months?
5.4.5 How many signed contracts, but incomplete installations, do you have?

5.5     Customer References
5.5.1 Provide at least three (3) specific references for sites where a version of the proposed
      CAFM system is installed. At least one reference should be a site that is comparable
      in size to Evergreen’s Facilities Services.
        Include the following information for each of the references:
           Customer name
           Customer business address
           Contact persons (provide titles, telephone numbers, and email addresses)
                   Example: System Administrator
                                Department Manager
                                I.S. Manager
           Date installed
           How long did it take to install the system?
           How many staff did you provide training for?
           Which of the interfaces listed in Section 4.6 and integrations listed in Section 4.7
            are used at this reference site?
5.6     System Implementation Approach / Project Work Plan
5.6.1 As stated in the Proposed Solution and Scope Statement, the first phase of the project
      will be to create a detailed high level Implementation Plan in conjunction with
      Evergreen staff. Describe your approach to creating this detailed Implementation
      Plan that addresses the following major segments of work.
          Analysis and documentation of existing legacy systems and business processes
          Design and application configuration
          Data conversion
          Interface Development



                                         Page 37 of 65
           Training
           Acceptance Testing
           Implementation
           Expected Facilities Services Staffing Requirements to implement or operate the
            proposed CAFM system.

5.6.2 Provide resumes for key staff you propose to assign to this project.

5.7    Training and Documentation
      Facilities Services requires that the vendor come to Evergreen to train the users of the
      system.
5.7.1 Describe the training sessions for users and System Administrator. Provide pricing in
      Section 6 for on site training.
5.7.2 Identify the procedures that are in place to update the documentation. Costs (if any)
      of updating manuals on a continuing basis must be included in the Maintenance
      Agreement

5.8    Facilities Services Implementation
5.8.1 Describe your approach to entering the initial data for the system. This would include
      such things as the initial room information which could then be maintained by
      authorized Departmental staff after the initial set-up.

5.9    Ongoing Software Maintenance
5.9.1 Provide a description of the support organization (for post-installation problems)
      which indicates the number and skill levels of support staff for the proposed software
      product.
5.9.2 Provide a description of your software support organization and typical response time
      for each service option. Include the following capabilities:
      a. Hours and days of operation
      b. Email support
      c. Phone support
      d. Remote diagnostic software problem resolution
      e. Web based services (online knowledge base, user forums, etc.)
      f. Escalation procedures
5.9.3 Describe your CAFM System user group and how often meetings are held, the typical
      agenda, etc.
5.9.4 Provide a copy of your most recent newsletter, if any.

5.10   Eligibility of Other Institutions to Purchase
       Discuss your willingness to include other Washington Institutions of Public Higher
       Education (WIPHE) in this process. Provide information regarding any incentive


                                        Page 38 of 65
      discounts or additional services that would be offered should a second institution
      commit to using a contract that results from this RFP within the first year of the
      contract. Also explain any escalating benefits that may accrue to the WIPHE
      members as the number of institutions using the resulting contract increases.
      Indicate the number of months or years by which a WIPHE institution may exercise
      an option to obtain software in accordance with your proposal and any resulting
      contract. The terms of this opportunity will be made part of any resulting agreement.


6.    COST PROPOSAL INSTRUCTIONS
      Evaluation Value: 100 Points
6.1   Introduction
      The cost proposal must be submitted and appropriately labeled as such, with the
      identity of the vendor and the specific system proposed. The vendor should note that
      costs will not be negotiated prior to selection of the apparent successful vendor. The
      costs included in this proposal must represent the best offer that the vendor can make.
      Educational, volume or other discounts, if any, must be reflected in the proposed
      pricing. The cost proposal must be valid for 90 days from the Proposal Due Date.
      The cost proposal should include costs for each of the following:
            Application Software
            Analysis and development of a Detailed Implementation Plan
            Installation
            Training
            Requested Banner Interfaces
            Conversion of legacy data
            Maintenance /Support Contract
            Other elements of cost associated with acquiring and operating the system
             including third party products.


      Any inflationary adjustments for annual costs must be described specifically and
      completely. Estimates for travel expenses should be included in all costs for
      installation, implementation, training, support, etc.
      Vendor must provide a “good faith estimate” of any costs to be incurred by the
      purchaser, such as hardware, site preparation, etc., which are not the responsibility of
      the vendor.
      The Vendor should describe the proposed term of the contract and payment terms.




                                        Page 39 of 65
6.2   Proposed System Five- (5) Year Cost Matrix (Exhibit 6A)
      Exhibit 6A provides the format for submitting an overall Five-Year Cost Matrix for
      financial analysis.
6.3   Proposed Initial Cost
      Exhibit 6B provides the format for submitting the initial system cost

      Application Software
      Provide cost information for software specified in Section 3.0 of this RFP.
      a.   Package/module name: Identify the application software by name.
      b.   Non-recurring cost: Provide any one-time cost associated with the software.
           Identify as purchase, license fee, etc. All license fees will be assumed to be
           perpetual unless specified otherwise.

      Analysis and development of detailed Implementation Plan
      Including:
          Analysis and documentation of existing legacy systems and business processes
          Design and application configuration
          Data conversion
          Interface Development
          Training
          Acceptance Testing
          Implementation
          Expected Facilities Services Staffing Requirements to implement or operate the
           proposed CAFM system.

      Implementation

      Summarize the total cost for the implementation support identified in the vendor's
      response to 5.6, including maximum travel and per diem cost factors

      Training
      Training must be held at Evergreen.
      a. Service (training) component: Specific training class or component identified in
         the training plan (must include deliverables).
      b. Indicate specific application module or general area of vendor's project, whichever
         applies, including both functional and technical training.
      c. Cost of each component to the purchaser.
      d. If any ongoing training is a part of the plan, indicate the price and the unit, e.g. by
         class, day, etc.




                                        Page 40 of 65
e. Indicate target group for particular training, e.g. administrators, user department
   personnel, etc.
f. Indicate total cost to the purchaser for travel and per diem assuming all training
   classes are held at Evergreen.
g. Describe any additional one-time or ongoing training related costs that have not
   been previously described.
Banner Interfaces.
Provide costs to develop interface or direct connection to Banner Student/Finance
System as described in section 4.6.1 and Exhibit 4A.

Conversion of legacy system data

Provide cost to convert legacy data as described in Section 1.

Maintenance /Support Contract

Provide and identify system software maintenance cost. All maintenance fees will be
assumed to begin immediately after module installation, testing, and acceptance
unless specified otherwise.
If Evergreen later contracts with Vendor to provide customization of software,
describe maintenance policy and cost.
Supporting System Software
Provides the format for submitting supporting system software (such as Adobe
Acrobat, Crystal Reports, etc) required for the successful implementation and
operation of the System

Other Costs
Provide details and costs for any additional application software support categories, or
required services, that are not listed, but required for successful implementation of the
CAFM System including third party products. Provide “good faith estimates” for all
other associated costs of goods or services to be incurred by the purchaser, such as
site preparation, not provided by Vendor or included in Vendor’s response, but may
be necessary or desired for successful implementation of the CAFM System.

Hardware Acquisition
Vendor should provide “good faith estimates” for all recommended hardware required
for successful implementation of the project.

Evergreen normally purchases all hardware components from sources other than the
software vendor based on the vendor's proposed hardware configuration. This allows
Evergreen the option of taking advantage of special pricing available to Evergreen. In



                                  Page 41 of 65
evaluating vendor proposals, Evergreen may add costs for the recommended hardware
to the Vendor’s cost proposal.




                              Page 42 of 65
The Evergreen State College
CAFM System

EXHIBIT 6A: PROPOSED SYSTEM 5 YEAR COST MATRIX


                              YEAR 1      YEAR 2              YEAR 3   YEAR 4   YEAR 5   TOTAL

STANDARD SOFTWARE
PACKAGE


ANALYSIS AND
DEVELOPMENT OF
DETAILED
IMPLEMENTATION PLAN


IMPLEMENTATION
COSTS
(Including expenses)


TRAINING COSTS



BANNER INTERFACES



CONVERSION COSTS



SYSTEM SOFTWARE
MAINTENANCE COSTS




                                                   Page 43 of 65
SUPPORTING SOFTWARE
COSTS


OTHER COSTS



HARDWARE COSTS



GRAND TOTAL



PROPOSED TERM OF CONTRACT:                                                VENDOR PURCHASE TERMS:


NOTE:    Costs entered here should be consistent with those presented elsewhere in the RFP response.




                                                                   Page 44 of 65
The Evergreen State College
CAFM System

EXHIBIT 6B: INITIAL SYSTEM COSTS
     SOFTWARE PURCHASE COSTS

Module                                     Cost                   Notes




     Expand grid as necessary to respond

   ANALYSIS AND DEVELOPMENT OF             Cost                   Notes
  DETAILED IMPLEMENTATION PLAN




           IMPLEMENTATION

Component and description                  Cost                   Notes




                                                  Page 45 of 65
               TRAINING

Component and Description       Cost                   Notes




              INTERFACES        Cost                   Notes




          CONVERSION COSTS      Cost                   Notes




  SYSTEM SOFTWARE MAINTENANCE   Cost                   Notes
            CONTRACT




                                       Page 46 of 65
SUPPORTING SOFTWARE

   Brand and Version   Cost                   Description/Purpose




       OTHER           Cost                         Notes




     HARDWARE          Cost                         Notes




                              Page 47 of 65
SECTION 7: SPECIAL TERMS AND CONDITIONS

     A. AWARD:
         Evergreen will make an award to a single Vendor. Award will be based upon
         the proposal that best meets the specified needs of and offers the most benefit to
         Evergreen. It is Evergreen’s sole responsibility to award a contract.

     B. NON AWARD
         Evergreen reserves the right to not award if funds become unavailable.

     C. PRICING:
         Pricing must be held firm for 90 calendar days after specified opening date.

     D. ESTABLISHED BUSINESS:
         To be considered responsive, bidder must, at the time of bid opening, be an
         established business firm with all required licenses, bonding, facilities,
         equipment, and trained personnel necessary to perform the work as specified in
         the bid solicitation. Failure to comply with this requirement may be cause for
         rejection of your bid.

     E. OSHA and WISHA:
        Vendor agrees to comply with conditions of the Federal Occupational Safety and
        Health Act of 1970 (OSHA) and, if manufactured or stored in the State of
        Washington, the Washington Industrial Safety and Health Act of 1973 (WISHA)
        Chapter 19.28 RCW and WAC 296-24 and the standards and regulations issued
        thereunder and certifies that all items furnished and purchased under this order
        will conform to and comply with said standards and regulations. Vendor further
        agrees to indemnify and hold harmless purchaser from all damages assessed
        against purchaser as a result of Vendor’s failure to comply with the acts and
        standards there under and for the failure of the items furnished under this RFP to
        so comply.

     F. INDEMNIFICATION:
         Vendor shall defend, indemnify, and hold Evergreen, its officers, officials,
         employees, agents, and volunteers harmless from any and all claims, injuries,
         damages, losses, or suits, including all legal costs and attorney fees, arising out of
         or in connection with the performance of this agreement, but only to the extent of
         the Vendor’s negligence.

         Evergreen’s inspection or acceptance of any of the Vendor’s work when
         completed shall not be grounds to avoid any of these covenants of
         indemnification.

         IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT
         THIS INDEMNIFICATION CONSTITUTES THE VENDOR’S WAIVER OF


                                       Page 49 of 65
    IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY
    FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES
    ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS
    WAIVER.

    The provisions of the section shall survive the expiration or termination of this
    agreement.

G. PATENT AND COPYRIGHT INDEMNIFICATION
    Vendor, at its expense, shall defend, indemnify, and save Purchaser harmless
    from and against any claims against Purchaser that any Product supplied
    hereunder, or Purchaser’s use of the Product within the terms of this Contract,
    infringes any patent, copyright, utility model, industrial design, mask work, trade
    secret, trademark, or other similar proprietary right of a third party worldwide.
    Vendor shall pay all costs of such defense and settlement and any penalties,
    costs, damages and attorneys’ fees awarded by a court or incurred by Purchaser
    provided that Purchaser:
        1. Promptly notifies Vendor in writing of the claim, but Purchaser’s failure
             to provide timely notice shall only relieve Vendor from its
             indemnification obligations if and to the extent such late notice
             prejudiced the defense or resulted in increased expense or loss to Vendor;
             and
        2. Cooperates with and agrees to use its best efforts to encourage the Office
             of the Attorney General of Washington to grant Vendor sole control of
             the defense and all related settlement negotiations.
        If such claim has occurred, or in Vendor’s opinion is likely to occur,
        Purchaser agrees to permit Vendor, at its option and expense, either to
        procure for Purchaser the right to continue using the Product or to replace or
        modify the same so that they become non infringing and functionally
        equivalent. If use of the Product is enjoined by a court and Vendor
        determines that none of these alternatives is reasonably available, Vendor, at
        its risk and expense, will take back the Product and provide Purchaser a
        refund. In the case of Product, Vendor shall refund to Purchaser its
        depreciated value. No termination charges will be payable on such returned
        Product, and Purchaser will pay only those charges that were payable prior to
        the date of such return. Depreciated value shall be calculated on the basis of a
        useful life of four (4) years commencing on the date of purchase and shall be
        an equal amount per year over said useful life. The depreciation for
        fractional parts of a year shall be prorated on the basis of three hundred sixty-
        five (365) days per year. In the event the Product has been installed less than
        one (1) year, all costs associated with the initial installation paid by Purchaser
        shall be refunded by Vendor.




                                  Page 50 of 65
   Vendor has no liability for any claim of infringement arising solely from:
       1. Vendor’s compliance with any designs, specifications or instructions of
       Purchaser;
       2. Modification of the Product by Purchaser or a third party without the prior
       knowledge and approval of Vendor; or
       3. Use of the Product in a way not specified by Vendor;
   unless the claim arose against Vendor’s Product independently of any of these
   specified actions.


H. NO SURREPTITIOUS CODE WARRANTY
Vendor warrants to Purchaser that no licensed copy of the Software provided to
Purchaser contains or will contain any Self-Help Code nor any Unauthorized Code as
defined below. Vendor further warrants that Vendor will not introduce, via modem or
otherwise, any code or mechanism that electronically notifies Vendor of any fact or
event, or any key, node, lock, time-out, or other function, implemented by any type of
means or under any circumstances, that may restrict Purchaser’s use of or access to
any program, data, or equipment based on any type of limiting criteria, including
frequency or duration of use for any copy of the Software provided to Purchaser under
this Contract. The warranty is referred to in this Contract as the “No Surreptitious
Code Warranty.”
As used in this Contract, “Self-Help Code” means any back door, time bomb, drop
dead device, or other software routine designed to disable a computer program
automatically with the passage of time or under the positive control of a person other
than a licensee of the Software. Self-Help Code does not include software routines in
a computer program, if any, designed to permit an owner of the computer program (or
other person acting by authority of the owner) to obtain access to a licensee’s
computer system(s) (e.g., remote access via modem) solely for purposes of
maintenance or technical support.

As used in this Contract, “Unauthorized Code” means any virus, Trojan horse, worm
or other software routines or equipment components designed to permit unauthorized
access, to disable, erase, or otherwise harm Software, equipment, or data; or to
perform any other such actions. The term Unauthorized Code does not include Self-
Help Code.

Vendor will defend Purchaser against any claim, and indemnify Purchaser against any
loss or expense arising out of any breach of the No Surreptitious Code Warranty. No
limitation of liability, whether contractual or statutory, shall apply to a breach of this
warranty.



I. INSURANCE:


                                  Page 51 of 65
1. General Requirements:
   Vendor shall, at their own expense, obtain and keep in force insurance as
   follows until completion of the contract. Within fifteen (15) calendar days
   of receipt of notice of award, the Vendor shall furnish evidence in the form
   of a Certificate of Insurance satisfactory to Evergreen that insurance, in the
   following kinds and minimum amounts has been secured. Failure to
   provide proof of insurance, as required, will result in contract cancellation.

       Proof of Insurance should be mailed to:
       The Evergreen State College
       Attn: Kathleen Haskett, Purchasing Manager
       2700 Evergreen Parkway NW
       Olympia, WA 98505

   Vendor shall include all subcontractors as insured under all required
   insurance policies, or shall furnish separate Certificates of Insurance and
   endorsements for each subcontractor. Subcontractor(s) must comply fully
   with all insurance requirements stated herein. Failure of subcontractor(s)
   to comply with insurance requirements does not limit Vendor’s liability or
   responsibility.

   All insurance provided in compliance with this contract shall be primary
   as to any other insurance or self-insurance programs afforded to or
   maintained by Evergreen.

2. Specific Requirements:

       a) Professional Liability Errors and Omissions and Crime
       Coverage
          Professional Liability Errors and Omissions coverage shall be not
          less than $1 million per occurance/$2 million general aggregate
          with a deductible not to exceed $25,000 and subject to the
          conditions below.

           Crime coverage with a deductible not to exceed $1 million shall be
           not less than $5 million single limit per occurrence and $10 million
           in the aggregate which shall, at a minimum, cover instances falling
           in the following categories: Computer Fraud; Forgery; Money and
           Securities; and Employee Dishonesty. This coverage shall also be
           subject to the conditions below.

           Vendor shall continue such coverage for six (6) years beyond the
           expiration or termination of this Contract, naming Evergreen as an




                          Page 52 of 65
    additional insured and providing Evergreen with certificates of
    insurance on an annual basis;

b) Employers Liability (Stop Gap):
   The Vendor will at all times comply with all applicable workers’
   compensation, occupational disease, and occupational health and
   safety laws, statutes, and regulations to the full extent applicable
   and will maintain Employers Liability insurance with a limit of no
   less than $1,000,000.00. Evergreen will not be held responsible in
   any way for claims filed by the Vendor or their employees for
   services performed under the terms of this contract.

c) Commercial General Liability Insurance:
   The Vendor shall at all times during the term of this contract, carry
   and maintain commercial general liability insurance and
   commercial umbrella insurance for bodily injury and property
   damage arising out of services provided under this contract. This
   insurance shall cover such claims as may be caused by any act,
   omission, or negligence of the Vendor or its officers, agents,
   representatives, assigns, or servants.


    The insurance shall also cover bodily injury, including disease,
    illness, and death and property damage arising out of the Vendor’s
    premises/operations, independent contractors, products/completed
    operations, personal injury and advertising injury, and contractual
    liability (including the tort liability of another assumed in a
    business contract), and contain separation of insureds (cross
    liability) conditions.


    Vendor waives all rights against Evergreen for the recovery of
    damages to the extent they are covered by general liability or
    umbrella insurance.
The limits of liability insurance shall not be less than as follows:
      Each Occurrence                                       $1,000,000
      General Aggregate Limits                              $2,000,000
      (other than products-completed operations)
      Products-Completed Operations Limit                   $2,000,000
      Commercial Umbrella Limit                             $3,000,000
      Personal and Advertising Injury Limit                 $1,000,000
      Fire Damage Limit (any one fire)                      $ 50,000
      Medical Expense Limit (any one person)                $    5,000

d) Business Auto Policy (BAP):


                   Page 53 of 65
   In the event that services delivered pursuant to this contract involve
   the use of vehicles, or the transportation of clients, automobile
   liability insurance shall be required. The coverage provided shall
   protect against claims for bodily injury, including illness, disease
   and death; and property damage caused by an occurrence arising
   out of or in consequence of the performance of this service by the
   Vendor, subcontractor, or anyone employed by either.
   Vendor shall maintain business auto liability insurance with a
   combined single limit not less than $1,000,000 per occurrence.
   The business auto liability shall include Hired and Non-Owned
   coverage. The commercial umbrella policy shall also include
   business auto liability in it’s coverage.
   Vendor waives all rights against Evergreen for the recovery of
   damages to the extent they are covered by business auto liability or
   commercial umbrella liability insurance.


e) Additional Provisions:
     Above insurance policies (b through d) shall include the
     following provisions:
     (1) Additional Insured:
              Evergreen and all authorized contract users shall be
              named as an additional insured on all general liability,
              umbrella, excess, and property insurance policies. All
              policies shall be primary over any other valid and
              collectable insurance.
              Notice of policy(ies) cancellation/non-renewal: For
              insurers subject to RCW 48.18 (Admitted and regulated
              by the Washington State Insurance Commissioner) a
              written notice shall be given to Evergreen forty-five
              (45) calendar days prior to cancellation or any material
              change to the policy(ies) as it relates to this contract.
              For insurers subject to RCW 48.15 (Surplus Lines) a
              written notice shall be given to Evergreen twenty (20)
              calendar days prior to cancellation or any material
              change to the policy(ies) as it relates to this contract.
              If cancellation on any policy is due to non-payment of
              premium, Evergreen shall be given a written notice ten
              (10) calendar days prior to cancellation.
       (2) Identification:
              Policy(ies) and Certificates of Insurance must reference
              Evergreen’s bid/contract number.


                 Page 54 of 65
                      (3) Insurance Carrier Rating:
                              The insurance required above shall be issued by an
                              insurance company authorized to do business within the
                              State of Washington. Insurance is to be placed with a
                              carrier that has a rating of A- Class VII or better in the
                              most recently published edition of Best’s Reports. Any
                              exception must be reviewed and approved by
                              Evergreen’s Risk Manager, or the Risk Manager for the
                              State of Washington, by submitting a copy of the
                              contract and evidence of insurance before contract
                              commencement. If an insurer is not admitted, all
                              insurance policies and procedures for issuing the
                              insurance policies must comply with Chapter 48.15
                              RCW and 284-15 WAC.
                      (4) Excess Coverage:
                             The limits of all insurance required to be provided by
                             the Vendor shall be no less than the minimum amounts
                             specified. However, coverage in the amounts of these
                             minimum limits shall not be construed to relieve the
                             Vendor from liability in excess of such limits.

J. SYSTEM ACCEPTANCE

   Once the system has been completed, acceptance testing shall be performed upon
   the system following its cutover. This testing and verification period, if
   successful, shall consist of forty-five (45) consecutive days of normal traffic
   load with no major failures or major errors. Evergreen shall accept the
   installed system after a signed letter of official system certification is received,
   reviewed with the Vendor, and accepted in writing by Evergreen.

   The beginning of the warranty period shall commence concurrent with a dated
   Letter of Acceptance issued by Evergreen to the Vendor. This letter will
   constitute Evergreen’s formal acceptance of the system.

K. DEFECTIVE OR UNAUTHORIZED WORK
   Evergreen reserves its right to withhold payment from the Vendor for any
   defective or unauthorized work. Defective or unauthorized work includes,
   without limitation: work and materials that do not conform to the requirements of
   this agreement; and extra work and materials furnished without Evergreen’s
   written approval. If the Vendor is unable, for any reason, to satisfactorily
   complete any portion of the work, Evergreen may complete the work by contract
   or otherwise, and the Vendor shall be liable to Evergreen for any additional costs
   incurred by Evergreen. “Additional costs” shall mean all reasonable costs,
   including legal costs and attorney fees, incurred by Evergreen beyond the



                                 Page 55 of 65
   maximum contract price. Evergreen further reserves its right to deduct the cost to
   complete the contract work, including any Additional Costs, from any and all
   amounts due or to become due the Vendor.

L. INDEPENDENT CONTRACTOR
   The parties intend that an Independent Contractor – Employer Relationship will
   be created by this agreement, Evergreen being interested only in the results
   obtained under this agreement.

M. TERMINATION
   Evergreen may terminate this agreement for good cause. “Good cause” shall
   include, without limitation, any one or more of the following events:
       1. The Vendor’s refusal or failure to supply a sufficient number of properly
       skilled workers or proper materials for completion of the contract work.
       2. The Vendor’s failure to make full and prompt payment to sub-vendors or
       for material or labor.
       3. The Vendor’s failure to comply with federal, state, or local laws, rules, or
       regulations.
       4. The Vendor’s filing or bankruptcy or becoming adjudged bankrupt.
       5. The Vendor’s failure to comply with any terms and conditions of this
       agreement.
       6. Failure of the Vendor or its product(s) to perform as advertised and/or
       claimed in the response to this RFP.

   If Evergreen terminates this agreement for good cause, the Vendor shall not
   receive any further monies due under this agreement until the contract work is
   completed. Evergreen reserves the right, upon termination of this agreement, to
   pursue negotiations with the Vendor who scored second best in the evaluation of
   this RFP.

   Evergreen reserves the right to terminate the contract for Lack of Funds of
   Evergreen. Lack of funds shall be construed to mean when Evergreen, in the
   judgment of its Chief Financial Officer, determines that it cannot continue the
   funding of its contract services without undue hardship to Evergreen.

   Termination of contract services will be rendered if it is construed by Evergreen to
   be in its best interests for serving its students, faculty, and staff.

N. CHANGES
   Evergreen may issue a written change order for any change in the contract work
   during the performance of this agreement. If the Vendor determines, for any
   reason, that a change order is necessary, the Vendor must submit a written change
   order request to an authorized agent of Evergreen within fourteen (14) days of the
   date the Vendor knew or should have known of the facts and events giving rise to
   the requested change. If Evergreen determines that the change increases or


                                 Page 56 of 65
   decreases the Vendor’s costs or time for performance, Evergreen will make an
   equitable adjustment. Evergreen will attempt, in good faith, to reach agreement
   with the Vendor on all equitable adjustments. However, if the parties are unable
   to agree Evergreen will determine the equitable adjustment as it deems
   appropriate. The Vendor shall proceed with the change order work upon
   receiving a written change order from Evergreen. If the Vendor fails to require a
   change order within the time allowed, the Vendor waives its right to make any
   claim or submit subsequent change order requests for that portion of the contract
   work.

O. WARRANTY
   The Vendor shall correct all defects in workmanship or materials within the
   warranty period provided by the Vendor. The Vendor shall begin to correct any
   defects within the time frames promised by the Vendor, beginning from the
   Vendor’s receipt of notice from Evergreen of the defect. If the Vendor does not
   promptly accomplish the corrections, Evergreen may complete the corrections and
   the Vendor shall pay all costs incurred by Evergreen in order to accomplish the
   correction.

P. MISCELLANEOUS
     1. Compliance with Laws Vendor shall comply with all federal, state, and
     local laws, rules, and regulations throughout every aspect in the performance
     of this agreement.
     2. Nondiscrimination. In the hiring of employees for the performance of
     work under this agreement the Vendor, its subcontractors, or any person acting
     on behalf of the Vendor shall not, by reason of race, religion, sexual
     orientation, color, sex, national origin, or the presence of any sensory, mental,
     or physical disability, discriminate against any person who is qualified and
     available to perform the work to which the employment relates.
     3. Work Performed at Vendor’s Risk. Vendor shall take all precautions
     necessary and shall be responsible for the safety of its employees, agents, and
     subcontractors in the performance of this agreement. All work shall be done
     at the Vendor’s own risk, and the Vendor shall be responsible for any loss of
     or damage to materials, tools, or other articles used or held for use in
     connection with the work.
     4. Non-waiver of Breach. The failure of Evergreen to insist upon strict
     performance of any of the terms and rights contained herein, or to exercise any
     option herein conferred in one or more instances, shall not be construed to be
     a waiver or relinquishment of those terms or rights and they shall remain in
     full force and effect.
     5. Governing Law. This agreement shall be governed and construed in
     accordance with the laws of the State of Washington. If any dispute arises
     between Evergreen and the Vendor under any of the provisions of this
     agreement, resolution of that dispute shall be available only through the




                                Page 57 of 65
       jurisdiction, venue, and rules of the Thurston County Superior Court, Thurston
       County, Olympia, Washington.
       6. Attorney’s Fees. To the extent not consistent with RCW 39.04.240, in any
       claim or lawsuit for damages arising from the parties’ performance of this
       agreement, each party shall be responsible for payment of its own legal costs
       and attorney’s fees incurred in defending or bringing such claim or lawsuit;
       however, nothing in this subsection shall limit the Evergreen’s right to
       indemnification under this agreement.
       7. Modification. No waiver, alteration, or modification of any of the
       provisions of this agreement shall be binding unless in writing and signed by a
       duly authorized representative of Evergreen and Vendor.
       8. Severability. If any one or more sections, sub-sections, or sentences of
       this agreement are held to be unconstitutional or invalid, that decision shall
       not affect the validity of the remaining portion of this agreement and the
       remainder shall remain in full force and effect.

Q. VOLUNTARY NUMERICAL MWBE PARTICIPATION GOALS HAVE
   BEEN ESTABLISHED FOR THIS BID.
    Minority Business Enterprises: (MBE’s): 10% and Woman’s Business
    Enterprises (WBE’s): 8%

   These goals are voluntary, but achievement of the goals is encouraged. However,
   unless required by federal statutes, regulations, grants, or contract terms
   referenced in the contract documents, no preference will be included in the
   evaluation of bids/proposals, no minimum level of MWBE participation shall be
   required as a condition for receiving an award or completion of the contract work,
   and bids/proposals will not be rejected or considered non-responsive if they do not
   include MWBE participation. Bidders may contact OMWBE at 360-753-9693 to
   obtain information on certified firms for potential subcontracting arrangements.

R. RECORDS, DOCUMENTS, AND REPORTS
   The Contractor shall maintain complete financial records relating to this contract
   and the services rendered including all books, records, documents, magnetic
   media, receipts, invoices and other evidence relating to this contract and
   performance of the services described herein, including but not limited to:
   accounting procedures and practices which sufficiently and properly reflect all
   direct and indirect costs of any nature expended in the performance of this
   contract. Contractor shall retain such records for a period of six (6) years
   following the date of final payment. At no additional cost, these records including
   materials generated under the contract, shall be subject at all reasonable times to
   inspection, review, or audit by Evergreen, the Office of the State Auditor, and
   federal and state officials so authorized by law, rule, regulation, or agreement.




                                Page 58 of 65
       If any litigation, claim or audit is started before the expiration of the six (6) year
       period, the records shall be retained until all litigation, claims, or audit findings
       involving the records have been resolved.

    S. TIMELINE
       Upon award, Evergreen and Vendor will agree on the project’s timeline. After
       award of contract, Vendor will be held to meet the timeline. Evergreen’s proposed
       Timeline is attached to this RFP. The Timeline and Implementation Plan may be
       changed by mutual agreement signed by the Director of Facilities and Vendor’s
       Contracting Officer or authorized representative.

    T. LIQUIDATED DAMAGES
       The final Timeline, as documented in the Implementation Plan, will become the
       basis for which liquidated damages will be assessed. Evergreen and Vendor agree
       that in the event Vendor fails to perform as stated, Owner’s Damage would be
       extremely difficult or impractical to determine. Evergreen and Vendor agree that
       the amount of $1,000.00 per week will be used as Liquidated Damages and not as a
       penalty, for each week past the written agreed upon Timeline. Evergreen may
       deduct any liquidated damages due from Vendor from any amounts otherwise due to
       Vendor under the contract terms. This provision shall not limit any right or remedy
       of Evergreen in the event of any other default other than delivery of services. This
       provision shall not be applicable nor act as a limitation upon Evergreen if Vendor
       abandons the project. In such event, Vendor shall be liable to Evergreen for all
       losses and damages incurred by Evergreen.



    U. PAYMENT SCHEDULE
       Washington State law prohibits Evergreen from making payment for goods or
       services that have not been received. Therefore, Evergreen cannot make any
       advanced payments. Vendors should include a proposed payment schedule which
       reflects a “payment for value received” philosophy. A phased payment schedule
       is acceptable.

       If a phased payment schedule is accepted, Evergreen will make payments only as
       completion of each module, as identified in the Implementation Plan, is achieved
       and will withhold 10% of each module’s invoice until the completion of the final
       module. Payment of final invoice on the final module will be made 30 days after
       Evergreen acceptance, i.e., following testing and successful implementation. The
       final payment will also include the 10% held back from each previous invoice.
       Evergreen is responsible for authorizing payment on each module.


TERMS AND CONDITIONS SPECIFIC TO WIPHE COOPERATIVE PURCHASES




                                      Page 59 of 65
Definitions:
WIPHE: Washington Institutions of Public Higher Education who are signatories to the
Interlocal Agreement for Cooperative Purchasing.

Lead Institution: The WIPHE member that has volunteered to conduct the
solicitation/negotiation process on behalf of the WIPHE members (Evergreen).

Committed Participants: Those WIPHE members who respond affirmatively to the Lead
Institution's request for participation, and whose estimated purchase volume will be included
in the solicitation/negotiation documents. At this time there are no committed WIPHE
participants other than Evergreen.

Potential Participants: All other WIPHE member institutions who are not committed
participants. Potential participants may choose to use any contract awarded, provided the
contractor will accept their participation.

No Exclusivity Implied:
This RFP provides no exclusive arrangements for obtaining software by any WIPHE
Institution which has not specifically been identified as a committed participant. Potential
Participants may purchase software through their own processes for competitive procurement
or via other cooperative purchasing arrangements at their disposal.

Contract Administration:
Any resulting contract with another WIPHE institution shall be administered by the lead
institution, the committed participants, and the potential participants in the following manner:

  The terms and conditions contained in their entirety throughout this solicitation may not be
  altered unless provided in writing by the lead institution.

  WIPHE Institutions may, at their sole option, individually negotiate only operational
  provisions specific to the needs of their institution. These would include agreed
  arrangements for such operational provisions as delivery, installation, service, and
  invoicing processes. Such negotiated changes shall not be binding on any other institution.
  These changes may, however, bind the vendor to providing similar arrangements to the
  other institutions pursuant to any “Best Customer” provisions of this document.

  WIPHE Institutions shall individually be responsible for their obligations to the awarded
  vendor pursuant to any purchase associated with this agreement. Likewise, the vendor
  shall be responsible for their obligations to the WIPHE Institutions pursuant to this
  agreement. All reasonable efforts will be made by the vendor and the WIPHE Institutions
  to satisfy any breach of these obligations, or, disagreements arising between the individual
  WIPHE Institution and the vendor. Resolution may take several forms, including
  cancellation of specific arrangements between the vendor and the institution. Resolutions
  of any nature shall not have a binding effect on any other institution.




                                         Page 60 of 65
  In the event a breach or disagreement cannot be resolved between the institution(s) and the
  vendor, either party may notify the lead institution and request the lead institution satisfy
  the dispute in accordance with this agreement, including any dispute resolution process
  identified within.

  The lead institution may at any time act on behalf of any WIPHE Institution in resolving
  breach of contract or to settling disputes in accordance with this agreement.

Contract Documents:
The vendor shall make copies of any contract resulting from this process available in its
entirety to any WIPHE Institution expressing an interest in purchasing the software and/or
services. The lead institution and the vendor agree that a summary of this agreement,
including a phone number by which interested agencies may contact the vendor, may be
placed on a public access electronic home page, bulletin board, fax on demand network, or
other form of accessible medium.



THE EVERGREEN STATE COLLEGE STANDARD TERMS AND CONDITIONS

The following terms and conditions will be made a part of the Purchase Order contract and
Vendor by his acceptance of an order agrees thereto:

II. CHANGES: No alteration in any of the terms, conditions, deliver, price, quality,
quantities, or specifications of this order/contract will be effective without prior written
consent of the Evergreen’s Purchasing Office.

III. PACKING: No charges will be allowed for special handling, packing, wrapping, bags,
containers, reels, etc., unless otherwise specified herein.

IV. DELIVERY: For any exception to the delivery date as specified on this
purchase/contract, Vendor shall give prior notification and obtain approval thereto from the
Evergreen’s Purchasing Office. With respect to delivery under the contract, time is of the
essence and is subject to termination for failure to deliver on time. The acceptance by
Evergreen of late performance with or without objection or reservation shall not waive the
right to claim damage for such breach nor constitute a waiver of the requirements for the
timely performance of any obligation remaining to be performed by Vendor.

V. PAYMENTS, CASH DISCOUNT, LATE PAYMENT CHARGES: Invoices will not be
processed for payment nor will the period of computation for cash discount commence until
receipt of a properly completed invoice or invoiced items are received, whichever is later. If
an adjustment in payment is necessary due to damage or dispute, the cash discount period
shall commence on date final approval for payment is authorized. Under Chapter 68 Laws of
1981, if Evergreen fails to make timely payment, vendor may invoice for a minimum of one
dollar or one percent per month on the amount overdue. Payment shall not be considered late



                                          Page 61 of 65
if a check or warrant is available or mailed within the time specified, or if no terms are
specified within thirty days. Normally payments to vendors will be remitted by mail. The
Evergreen shall not honor drafts, nor accept goods on a sight draft basis.

VI. SHIPPING INSTRUCTIONS: unless otherwise specified, all goods are to be shipped
prepaid, FOB Destination. Where specific authorization is granted to ship goods FOB
Shipping Point, Vendor agrees to prepay all shipping charges, route cheapest common carrier,
and to bill Evergreen as a separate item on the invoice for said charges, less federal
transportation tax. Each invoice for shipping charges shall contain the original or a copy of
the bill indicating that the payment for shipping has been made. It is also agreed that
Evergreen reserves the right to refuse any COD shipments.

VII. REJECTION: All goods or materials purchased herein are subject to approval by
Evergreen. Any rejection of goods or material resulting because of nonconformity to the
terms and specifications of the contract, whether held by Evergreen, or returned, will be at
Vendor’s risk and expense.

VIII. IDENTIFICATION: All invoices, packing lists, packages, shipping notices,
instruction manuals, and other written documents affecting this contract shall contain the
applicable contract number. Packing lists shall be enclosed in each and every box or package
shipped pursuant to this contract, indicating the content therein. Invoices will not be
processed for payment until all items invoiced are received.

IX. INFRINGEMENTS: Vendor agrees to protect and save harmless Evergreen against all
claims for patent, trademark, copyright, or franchising infringement arising from the
purchased, installation, or use of material ordered on this contract, and to assume all expense
and damage arising from such claims.

X. NON-WAIVER BY ACCEPTANCE OF VARIATION: No provision of this contract, or
the right to receive seasonable performance of any act called for by the terms shall be deemed
waived by a waiver by Evergreen of a breach thereof as to any particular transaction or
occurrence.

XI. WARRANTIES: Vendor warrants articles supplied under this contract to conform to
specifications herein and are fit for the purpose for which such goods are ordinarily
employed; except if stated in a Special Condition, the material must then fit that particular
purpose.

Vendor and Evergreen agree that this contract does not exclude, or in any way limit, other
   warranties provided for in this agreement or by law.

XII. CASH DISCOUNT: In the event that Evergreen is entitled to a cash discount, the
period of computations will commence on the date of delivery, or receipt of a correctly
completed invoice, whichever is later. If an adjustment in payment is necessary due to
damage, the cash discount period shall commence on the date final approval for payment is


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authorized. If a discount is made part of the contract, but the invoice does not reflect the
existence of a cash discount, Evergreen is entitled to a cash discount with the period
commencing on the date it is determined by Evergreen that a cash discount applies.

XIII. TAXES: Unless otherwise indicated, Evergreen agrees to pay all State of Washington
sales or use tax. No charge by Vendor shall be made for federal excise taxes, and Evergreen
agrees to furnish Vendor, upon acceptance of articles supplied under this contract, with an
exemption certificate.

XIV. LIENS, CLAIMS, AND ENCUMBRANCES: Vendor warrants and represents that
all the goods and material ordered herein are free and clear of all liens, claims or
encumbrances of any kind.

XV. RISK OF LOSS: Regardless of FOB Point, Vendor agrees to bear all risks of loss,
injury or destruction of goods and materials ordered herein which occur prior to delivery; and
such loss, injury of destruction shall not release Vendor from any obligation hereunder.

XVI. SAVE HARMLESS: Vendor shall protect, indemnify, and save Evergreen harmless
from and against any damage, cost or liability for any or all injuries to persons or property
arising from acts or omissions of Vendor, his employees, agents, or subcontractors,
howsoever caused.

XVII. PRICES: If price is not stated on this order, it is agreed that the goods shall be billed
at the price last quoted or paid, or the prevailing market price, whichever is lower.

XVIII. TERMINATION: In the event of a breach by Vendor of any of the provisions of this
contract, Evergreen reserves the right to cancel and terminate this contract forthwith upon
giving oral or written notice to Vendor. Vendor shall be liable for damages suffered by
Evergreen resulting from Vendor’s breach of contract.

XIX. QUALITY STANDARDS: Special brands, when named, are to indicate the standard
of quality, performance or use desired. Bids on Vendor’s equal will be considered provided
Vendor specifies brand, model, and the necessary descriptive literature. In the event
Evergreen elects to contract for an alternate purported to be an equal by the bidder, the
acceptance of the item will be conditioned on Evergreen’s inspection and testing after receipt.
If, in the sole judgment of Evergreen, the item is determined not to be an equal, the material
shall be returned at the Vendor’s expense and the contract terminated

XX. ACCEPTANCE: This order expressly limits acceptance to the terms and conditions
stated herein. All additional or different terms proposed by vendor are objected to and are
hereby rejected, unless otherwise provided in writing by Evergreen’s purchasing office.

XXI. NONDISCRIMINATION: Vendor agrees not to discriminate against any client,
employee or applicant for employment or for services because of race, creed, color, national
origin, sex or age with regard to but not limited to the following: Employment upgrading,


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demotion or transfer, recruitment or recruitment advertising; lay-off or termination; rates of
pay or other forms of compensation; selection for training. It is further understood that any
Vendor who is in violation of this clause shall be barred forthwith from receiving awards of
any purchase order from Evergreen, unless a satisfactory showing is made that discriminatory
practices have been terminated and that a recurrence of such acts is unlikely.

XXII. SAFETY AND HEALTH REQUIREMENTS: Vendor agrees to comply with the
conditions of the Federal Occupational Safety and Health Act of 1970 (OSHA), the
Washington Industrial Safety and Health Act of 1973 (WISHA), and the standards and
regulations issued thereunder and certifies that all items furnished and purchased under this
order will conform to and comply with said standards and regulations. Vendor further agrees
to indemnify and hold harmless Evergreen from all damages assessed against Evergreen as a
result of Vendor’s failure to comply with the Acts and the standards issued thereunder and for
failure of the items furnished under this order to so comply.

XXIII. LAWS OF THE STATE OF WASHINGTON: The laws of the State of Washington
shall govern this order and the venue of any action brought hereunder shall be in the Superior
Court, County of Thurston, State of Washington.

XXIV. AFFIRMATIVE ACTION FOR HANDICAPPED: Vendor certifies that he will
comply with Section 503 of the Vocational Rehabilitation Act of 1973.

XXV. AFFIRMATIVE ACTION FOR VETERANS: Vendor certifies that he will comply
with Section 2012 of the Vietnam era Veterans Readjustment Act of 1974.

XXVI. ANTI-TRUST ASSIGNMENT: Vendor and Evergreen recognize that actual
economic practice over-charges resulting from anti-trust violations are, in fact, usually borne
by the Evergreen. Therefore, Vendor hereby assigns to Evergreen any and all claims for such
over-charges as to goods and materials purchased in connection with this order or contract,
except as to over-charges which result from anti-trust violations commencing after the price
is established under this order or contract and which are not passed on to the Evergreen under
an escalation clause.




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