1. General Information
Lewis-Clark State College, hereinafter referred to as “the College”, is requesting qualified vendors to
prepare and submit proposals for a campus ID card system. It is the College’s goal to provide its students
and staff with a card system that will have immediate and future uses on campus.
This document contains instructions and requirements. It includes the format in which the proposal must
be submitted. Offerors submitting proposals must have extensive expertise in the design, integration, and
implementation of the software and hardware making up a card system.
The College uses the Datatel system for its administrative data processing needs. Datatel integration will
not be a required element of the proposals. The College expects to develop its own methods of
integration between the card system and Datatel. However, the card system must integrate, as seamlessly
as possible, with the College’s existing computing environment.
Through the implementation of the card system, the College desires to establish an effective and mutually
beneficial business contract with an organization that can be the comprehensive source for all products,
services and components for a card system.
Lewiston, Idaho is located at the confluence of the scenic Snake and Clearwater rivers
approximately 465 river miles from the Pacific Ocean. Lewiston is the most inland seaport on the
West Coast. Through the Columbia/Snake waterway and three port districts, the community
serves as an economic hub for the Inland Northwest and a window to the Pacific Rim.
1.2.2 Campus History and Overview
Lewis-Clark State College is a comprehensive public college offering bachelor’s degrees,
associate degrees, and professional certificates. The College was founded in 1893. The Idaho
State Board of Education is responsible for the general supervision, governance and control of the
College and serves as its Board of Trustees. The College serves a highly diverse student
population, providing educational opportunities to over 3,400 students from more than thirty
states and twenty countries in its undergraduate programs. The College has several Outreach
Centers in rural communities in the region, as well as a more established outreach site in Coeur
d'Alene, Idaho. Approximately 200 students live in one of three of the College’s co-ed residence
halls. The students living in Clark and Talkington Halls are required to purchase one of three
meal plans offered to the students. The College currently employs approximately 350 full time
faculty and staff.
In August of 2003 the College broke ground on its Multipurpose Activity Center. The College
anticipates the 105,000 square foot facility to be completed in August of 2005.
1.2.3 Card History
The College currently uses Access2000, a Blackboard product. The card system software is used
for two purposes only: to generate ID cards and to track food services board plans and “munch
money.” The card itself also is used to access the College’s library system known as VALNET
using a bar code sticker. The card is also used on campus for access to athletic events tickets,
campus productions and intramural activities in a completely off-line, manual process.
The College has the following goals for a card system.
22.214.171.124 The College desires to purchase a system that consists of the following
ID Card Issuance
Meal Plan Administration
Privilege Verification and Entitlement
Debit Balance Plans
126.96.36.199 The College will immediately activate certain applications of the card system in
order to replace the current uses of the card system on the Colleges campus.
Issuance of the College’s recognized ID card (to be implemented no later
than July 14, 2004).
Meal plan administration, (to be implemented no later than August 1, 2004).
Library card, via a bar code preprinted on the card.
188.8.131.52 Finally, the College expects to prioritize activation and implementation of the
other applications of the card system. In order to do this, the College will internally
develop a two-way integration between the College’s administrative data processing
system, Datatel, and the card system. The time requirements of this process are
unknown. What is known is that there will be a lag between the time the system is
purchased and the time certain applications are activated for use at the College. Once
integration is completed the College expects to begin methodically implementing
additional uses of the card.
Customers - The College’s 2003-2004 enrollment exceeded 3,400 students (headcount).
For card system planning purposes, the College expects an average 5% annual increase in
enrollment. The College employs approximately 350 full time faculty and staff.
Campus Network - The campus network backbone is fiber optic between buildings and
twisted pair Ethernet (Cat5e) within the buildings. The College runs a routed TCP/IP
network with Dynamic Host Configuration Protocol (DHCP) with dynamically assigned
IP addresses. The network consists of Cisco switches using the standard TCP/IP
Servers - The College has standardized on Dell Rack Mount Poweredge servers running
Windows 2000 Advanced Server for its Windows Network Solution.
Workstations - The College has standardized on Dell Optiplex Workstations running
Windows 2000/XP for a desktop solution.
Campus Labs - The typical lab uses Intel-based PCs. However approximately 5% of the
machines are Macintosh systems. The labs use HP LaserJet printers; most are black and
white, but some are color. All residential, administrative and classroom buildings are
connected via a TCP/IP routed network. The College uses Cisco 10 /100 switched
network connection to the desktop.
Wired Access Doors - Currently, the College has no doors wired for access via a card
Administrative Computing - Datatel Colleague running on an IBM RS6000 server
using AIX v5.1. Upgrade to AIX v5.2 is scheduled for Summer 2004.
Food Services - The College has a single campus board operation that primarily serves
the campus residential dining population, casual diners and summer programs. The
College’s food service contractor is Sodexho.
Board students choose from three traditional meal plans. The College also offers a declining
balance plan, or “munch money,” to staff and students. In 2003 the food services module had
approximately 700 accounts. Approximately 220 accounts were traditional board plans; the
remaining accounts were “munch money” accounts for students and staff/faculty.
Snack and Beverage Vending - The College currently has approximately 15 snack and 31
beverage vending machines located in 17 buildings throughout the campus. The College has a 3-
year contract for Vending/Beverage Pouring Services with Ida-Vend of Lewiston, Idaho. The
College does not make use of a campus card swipe/debit system. The College is interested in
pursuing this area of use (swipe/debit card) with a campus card in partnership with the current
Vending/Beverage Pouring Services Contractor. The College will provide all necessary wiring to
the desired vending location. It is mandatory that the Campus ID Card System has the
capabilities of a debit swipe card with declining/ascending balances that will be compatible with
national providers of vending machines.
1.3 Contract Term
The term of the contract will be for an initial 3-year term with three one-year extensions for a total not to
exceed 6 years. The purpose of the contract is for the procurement of goods and services necessitated by
replacement or by growth of the system. In the event that the College exercises such renewal rights, all
terms, conditions, and provisions of the original contract shall remain the same and apply during the
renewal period, except contract prices. The College may evaluate reasonableness of renewal prices by
comparing the proposed prices with prices reflected on other price schedules. The contractor upon
request shall provide such other schedules. The College reserves the right, at renewal time, to negotiate
for new technological advancements in hardware, software, and services not contained in the original or
previous renewal contracts.
The contract resulting from this RFP will commence upon the State of Idaho Division of Purchasing
execution of the contract.
1.4 Written Inquiries
Specific questions concerning the RFP must be submitted in writing by the deadline date stated in
the cover letter. The questions and responses will be provided by the State of Idaho Division of
Purchasing in the form of an addendum.
2. System Requirements
2.1 Scope of Work
The College desires to purchase a system that addresses its immediate needs and allows
for future expansion. The College desires to acquire a system already in production and
shipping with an established track record of use in the industry that can be demonstrated
The College desires to buy a card system that offers the following applications: meal
plans, ID issuance, privilege verification and entitlement, debit balance plans, library
card, facility access, vending, and lab access.
The implementation of the meal plan administration, library card and the ID issuance
application will occur immediately. When the College is ready, it will begin activating
additional applications. Essentially, many applications will remain inactive for some
2.2 Card Issuance/Technology
2.2.1 Integrated Instant Issuance
The College’s size lends itself to having a single location on campus where the entire
process for issuing a card can be accomplished. It is imperative that the system be able to
produce a photo ID card "on the spot."
184.108.40.206 Describe your ID card production system, including a description of
how long it takes your system to produce a card.
220.127.116.11 It is mandatory that the offeror provide an interface between the card
production system and the transaction processing system. Describe
your system’s integration between card production and transaction
18.104.22.168 Describe how your system would accommodate storing the images and
data in an imaging database, independent of the transaction processing
22.214.171.124 Describe how the proposed system allows for the operation of both the
imaging system and transaction processing system software from the ID
card production system workstation.
126.96.36.199 Describe how the proposed system provides personalization and
encoding for magnetic stripe cards at the time of production.
188.8.131.52 State whether or not the database for the proposed card production
system is ODBC compliant.
184.108.40.206 Describe the automated camera options and operation provided with the
proposed card production system.
220.127.116.11. Describe the portable camera options and operation provided with the
proposed card production system.
18.104.22.168 Describe whether the proposed card management system provides
tracking statistics on card issuance.
22.214.171.124 Describe how the system handles tracking of lost cards.
126.96.36.199 The proposed system must include an Import/Export utility. Describe
the system tools that would be provided.
188.8.131.52 Describe the different printer options available to the campus for card
184.108.40.206 Describe the type of card stock that may be used with the proposed
system and the printers it supports.
220.127.116.11 Describe other details of this topic that have not been addressed above.
The College expects to have personal information (name, ID number, etc.), a photograph,
and a bar code printed on the card.
18.104.22.168 Describe the proposed cards and how they incorporate this information.
22.214.171.124 Please describe the impact, if any, of printing the bar code on the card,
including any requirements for more specialized printers or higher grade
The College has yet to determine if the card stock will be purchased from the successful
contractor of this RFP or if other sources will be sought. The College reserves the option
of providing its own ID card stock rather than using stock provided by the successful
126.96.36.199 Describe the impact including any potential disadvantages to the College
if it should decide to provide its own card stock. Describe the financial
credit, if any, to the College should it exercise the right to provide its
own card stock.
188.8.131.52 The College currently has an inventory of 2,000 card blanks (CR80 xize,
magstripe encoded) in supply. Please indicate if there would be any
advantages or disadvantages to the College to use the existing card stock.
The College has also yet to determine whether or not a re-carding event will be necessary
in the summer of 2004 in conjunction with the implementation of the card system.
184.108.40.206 Please discuss whether such an event would be recommended by your
organization and also describe the type of assistance available to the
College for planning and execution of a re-carding event should one be
needed in summer 2004 or at some future time.
220.127.116.11 Given the information above, please describe what your organization
would suggest to be the “best scenario” (financially, and otherwise) for
the College to do in the best interest of the State and the College.
Indicate the costs that would be involved in the Cost Proposal.
2.2.3 Magnetic Stripe
The College desires that the proposed system support magnetic stripe swipe-style cards.
18.104.22.168 Indicate your compliance with this requirement and describe how the
proposed system utilizes the magnetic stripe technology.
2.2.4 Bar Codes
The College currently uses a 14-digit bar code. A sticker bar code is attached to each ID
card. The bard code is used for access to the library system. The College would like to
have the bar code preprinted on the card at the time of issuance.
22.214.171.124 Please address this subject. Indicate if there will be any costs added to
the hardware and software. If so, please list the costs in the Cost
126.96.36.199 Provide information about the type of bar codes that are compatible with
the proposed system.
188.8.131.52 Describe other attributes and capabilities of your card issuance system
not discussed above.
2.3 Food Services
The College seeks a system that provides a solid platform for managing campus meal plans. This
includes board plans for students as well as declining balance plans for other customers. Declining
balance also is known as “Munch money” or “Flex dollars” at the College. The preferred system will be
user friendly and adaptable to the needs of the College. Currently, board students choose from one of the
following three traditional meal plans offered: Platinum (110 meals and $400 Flex), Diamond (7 meals
per week and $300 Flex), and Gold (75 meals and $375 Flex).
2.3.1 POS readers for Food Services
The College’s main food court currently utilizes two point-of-sale readers. When the card system
is implemented, the College would like three POS readers available for food services.
184.108.40.206 Describe how the proposed system can fulfill this requirement
220.127.116.11 Describe other attributes and capabilities of the food services capability of your
system not discussed above.
2.4 Future Applications
The College has investigated various applications of card systems at other higher education
institutions. Some of the more likely applications to be implemented by the College in the future
are shown in this section.
2.4.1 As stated in the Scope of Work, the College’s goal is to purchase a system with
several applications. The College plans to use the meal plan administration and the ID
issuance application immediately, while the others are dormant until the College is ready
to activate the others.
18.104.22.168 Describe the ability of your organization to meet this requirement and
how your system addresses the needs identified by the College.
22.214.171.124 Describe whether your system “bundles” various applications into one
baseline package, or if they are split into individual units.
126.96.36.199 If the College is able to purchase all of the indicated applications,
describe how your organization bills for the costs associated with the
activated applications and the dormant applications. Include all costs
associated with the active and dormant applications in the Cost Proposal.
2.4.2 Declining balance plans
The College hopes to implement a program that utilizes declining balance plans. These
plans would potentially be used for purchases at vending machines, copiers, bookstore,
laundry, concessions, recreational center, network printing, and off-campus merchants.
For concessions the following information is relevant. The current Food Service
Contractor provides concessions for all regularly scheduled athletic events and activities
at both the Warrior Gym and Harris Field. In addition it is projected that this card could
be used for other on-campus meals at locations other than a concessions area or the main
food court in the Student Union Building (SUB). The existing card system is not used as
a debit system for purchases. The College would like to pursue the card system for
concession use at various campus events, including athletics
188.8.131.52 Please provide a general description of what the proposed system
provides in this area.
184.108.40.206 Describe the number of plans and the variety of plans that can be
administered and how they may be defined.
220.127.116.11 Describe other attributes and capabilities of the declining balance
capability of your system not discussed above.
2.4.3 Facility Access
The College has 2 co-ed residence halls located on campus; Talkington Hall, which houses 93
men and women, and Clark Hall, which houses 80 men and women. The College also has 1 co-
ed residence hall located 1-1/2 blocks from campus that houses 29 men and women. The College
expects to explore the use of the campus card for regulating access to various campus facilities,
including residence halls, the library and the new multipurpose activity center.
18.104.22.168 Please provide a general description of what the proposed system provides in this
22.214.171.124 Describe your system’s capabilities. Include a description of any third-party
hardware or software that is required in order to use your system for facility
2.4.4 Privilege Verification
Currently ID cards are used for proof of status (by visual inspection) to enter the College’s
athletic events, performances and special events. The College intends for the ID card to perform
privilege and entitlement verification to athletic events, performances, intramural activities and
other special events using card readers.
126.96.36.199 Please provide a general description of what the proposed system provides in this
2.5 System Architecture
2.5.1 System Description
The proposed card system must run seamlessly on the College’s existing network environment.
All applications supported by the system will use the same single, central database, the same
software and the same card reader family. The system must be designed to operate online, in real
time, 24 hours a day, 7 days a week under normal operating conditions, to ensure accurate
cardholder and transaction data for effective system information management, reporting and
188.8.131.52 Describe the hardware required for the proposed system including hard disk size,
memory, CPU, video cards, monitors, sound cards, speakers, printer(s), for the
server, workstations and card readers.
184.108.40.206 Describe the software included in the proposed system.
220.127.116.11 For the hardware and software components described above, describe how often
you recommend they be upgraded.
18.104.22.168 Describe your update/upgrade policy. All service and support options will
include provisions to notify the College of the availability of all
hardware/software updates and the associated costs (if any).
22.214.171.124 How long will older versions of the software be supported?
126.96.36.199 Describe any hardware that is proprietary in nature, meaning its only use is for
the campus card system. This includes servers, printers, readers, etc.
188.8.131.52 Describe any other details of the system not addressed above.
The College desires a database that offers interoperability with other systems via published
industry standards. The desirable method for external interoperability is the use of Open
Database Connectivity (ODBC) due to its broad acceptance.
184.108.40.206 State whether the proposed database is ODBC compliant.
220.127.116.11 Describe the database used by the proposed system, including the version.
18.104.22.168 Describe the methods of data exchange that would be supported.
22.214.171.124 State the proposed database’s max number of records, if any.
126.96.36.199 Describe whether the proposed system supports transferring data via batch
process, including a discussion of whether it can be automated (i.e., via FTP) to
eliminate any intervention by user.
188.8.131.52 Describe whether the proposed system supports real-time transfer and discuss
the system’s ability for real-time transfer.
184.108.40.206 Describe exporting and importing of data to and from the proposed system.
220.127.116.11 Describe exporting and importing of images to and from the proposed system.
18.104.22.168 Explain what information is kept in the database.
22.214.171.124 Explain how the images are stored on the proposed system.
126.96.36.199 Describe any other aspect of the database not addressed above.
The proposed system must include a set of standard reports that can also be customized by the
College as needed.
188.8.131.52 Please describe the proposed system’s reporting capabilities; include information
as to which types of standard reports your system provides and how the College
can potentially customize them.
184.108.40.206 If the proposed system accommodates the execution of standard reports at user-
defined time periods, please describe how it fulfills this need.
220.127.116.11 If proposed system supports the execution of time scheduled, user-defined
reports, please describe how it fulfills this need.
18.104.22.168 If the proposed system will implement reports that are not included in the
standard reporting product, describe how it fulfills this need.
22.214.171.124 Briefly explain the capabilities of the following report areas:
Declining balance, charge, and cash reports.
126.96.36.199 Please provide samples of some of the reports.
2.5.4 Workstation Connectivity
Please address the following issues related to workstation connectivity:
188.8.131.52 What workstations will the system run on?
184.108.40.206 If the proposed system is able to support our existing workstations, describe how
it will do this.
220.127.116.11 If the proposed system has a graphical user interface, describe it.
18.104.22.168 If the proposed system has workstation communication options including direct
connection to the campus LAN and remote workstation access to the central
system, please describe them.
2.5.5 Terminal Connectivity
22.214.171.124 Describe how the proposed point of sale devices and card readers connect to the
2.5.6 Card Readers
The College expects to have a minimal number of card readers for the initial implementation.
Initial need assessments have shown four would be the optimal number of readers to meet the
College’s initial implementation goals. As the system expands, the College expects the number
of readers and the type of readers to increase.
126.96.36.199 Describe the readers that will be used with your system, including all peripherals
that are needed, and discuss on-line versus off-line capabilities and the portability
of the readers.
2.5.7 Card Printer/Encoder
The proposed system must have a card printer and encoder.
188.8.131.52 Describe the card printer that is used include the number of cards per minute that
can be printed and whether the printer supports front and back printing.
2.5.8 Transaction Logging
The system must record complete detail of each and every financial, privilege/entitlement
verification and facility access transaction.
184.108.40.206 Describe the transaction logging capability of your system including contents
contained in transaction detail.
220.127.116.11 Describe other attributes and capabilities of your system’s architecture
not discussed above.
2.6 Power, Backup, Disaster Recovery
It is mandatory that the systems have a data backup; the College utilizes Veritas Backup
Exec for data backup.
18.104.22.168 Describe the backup requirements for the system. This would include
database modules required for backup.
22.214.171.124 Describe the UPS provided by the proposed system and its ability to
“ride through” operating power to the system in the event of unstable
126.96.36.199 The UPS must support automatic, unattended system shutdown in the
event of building power outages. The automatic operation will consist of
a complete and orderly shut down of all system processes, followed by
the termination of electrical power to the system. Explain how the
proposed system complies.
188.8.131.52 The UPS must interactively communicate with the system via an
electronic communication link, exchanging status and other pertinent
data. Explain how the proposed system complies.
184.108.40.206 When electrical power is restored to the UPS, the system must
automatically restart to full operational capability without operator
intervention. Describe how the proposed system complies.
2.6.2 Disaster Recovery
It is mandatory that the proposed system includes sufficient disaster recovery provisions
to preclude the loss of any data under nearly any circumstance.
220.127.116.11 Describe the disaster recovery capabilities of the proposed system.
2.7.1 The proposed system must have the ability to grow as the College’s needs change and
departments realize the potential of the card system. The system should facilitate the addition or
activation of new applications.
18.104.22.168 Describe how your system meets this requirement. Include a description of the
number of accounts your system can manage and the type of variability in
accounts that is offered. Be specific. Also, describe the number of different
facilities that can be handled by your system for access as well as for other uses.
State whether your system can serve different geographic locations should the
2.8 Proprietary Products
2.8.1 The College encourages the use of industry standard products wherever possible.
22.214.171.124 List all proprietary products associated with the proposed system.
3 VENDOR SUPPORT
3.1 On-Site Training
3.1.1 The successful Contractor must provide on-site training to the College personnel
to ensure successful implementation and operation of the system for the proposed
hardware and software.
126.96.36.199 Describe the training program provided for the proposed system.
188.8.131.52 Indicate if there will be any training costs. If there will be costs, please
list them in the Cost Proposal.
3.2.1 Within this RFP, the College has identified the applications that it intends to have
installed and in use by a deadline of June 18, 2004.
184.108.40.206 Based on the information provided, please indicate the proposed vendor
implementation and training schedule from the time of contract award, to
the time that the system is on-line and ready to use. Please indicate any
special conditions required to accomplish implementation and training
according to the proposed schedule.
3.2.2 System Acceptance
Before final acceptance, the system must be demonstrated to meet all of the performance,
installation, and training specifications in this document, to the satisfaction of the College
representatives. Successful completion of the following tests constitutes acceptable
Continuous Operation Test - Each card reader, applications processor (CPU),
and network processor must operate under normal load conditions for a 30-day
Power Failure Test - Each card reader must pass a simulated AC power failure
test. When power is restored, each card reader must power up and return to
online status. Stored transactions must be automatically uploaded to the CPU.
The CPU and network processor must pass a simulated AC power failure test.
During this period, the system must function normally with all card readers
online while the system runs on backup power. Neither the removal nor the
restoration of AC power may result in any loss of data.
Communications Failure Test - Each card reader must pass a simulated
communications failure test (i.e., interrupted communications between the card
reader and the network processor). All devices must continue to function
normally and store transactions. When communications are restored, the card
readers must automatically upload stored transactions to the network processor.
Backup Test - The CPU must perform a full backup once a day for a consecutive
Download/Upload Test - The CPU must be able to download or merge data
from a remote computer, and upload data to a remote computer.
The system will not be considered acceptable if any transactions are lost or data
integrity is destroyed, any card reader fails to transition from online to offline
operation, or the reader validation response time exceeds two seconds.
220.127.116.11 Describe any other testing that your organization provides and/or
3.3 Maintenance Service and Support
3.3.1 In this section offerors should indicate their policies regarding maintenance
service and support.
18.104.22.168 Your organization must offer an ongoing annual service maintenance
agreement for the life of the contract. This agreement must cover all
system hardware and software, and provide spare readers free of charge,
based on an appropriate ratio for the Colleges system requirements.
Please describe the service maintenance agreement and coverage
22.214.171.124 Please include a copy of the maintenance contract.
The cost of maintenance and support for the life of the contract must be included in the
126.96.36.199 Describe and list the maintenance and support contracts for the 1st year
of the contract. List all costs in the Cost Proposal.
188.8.131.52 Describe and list the maintenance and support contracts that will be
needed for the 2nd year and in each year afterward. The costs for all
future maintenance and support contracts must be listed in the Cost
Describe how your organization calculates the cost increase or decrease
for annual maintenance and support contracts. (i.e. if the annual license
fees and maintenance/support agreement are not based on a fixed price
schedule, but rather a percentage, indicate the basis for the calculation
(what is it a percentage of?)) What is the basis for the following year,
etc.. The cost may not increase by more than 5% per year.
184.108.40.206 It is desirable that the products offered can be maintained and supported
by third party service companies. Please indicate which third party
service companies are authorized to perform service on the products
being offered in response to this RFP.
220.127.116.11 The agreement must include telephone support 24 hours a day, seven
days a week. Describe your telephone support and hours of operation.
Specifically, describe the minimum qualifications and background that
each telephone support representative must have. Should the telephone
support representative not be able to provide problem resolution in a
timely manner, describe the process by which the College can escalate
the matter to a higher authority within your organization.
18.104.22.168 It is mandatory that your organization proposes a spare parts policy
including spare readers. Please describe this policy.
22.214.171.124 The applications processor and network processor are to be considered
high-priority items. When defective, a loaner part must be delivered to
the College within 24 hours of the reported failure. Indicate your
compliance with this issue.
126.96.36.199 It is highly desirable that replacement equipment and/or emergency
supplies be provided within 24 hours. Can your organization guarantee
this? If not within 24 hours, what time frame can you guarantee?
Describe typical average inventories of high usage replacement and
emergency supplies stocked by your organization. Also, describe the
process by which such supplies would be ordered, shipped, expedited
188.8.131.52 At the option of the College, the Contractor must be willing to
participate in a disaster recovery plan by agreeing to make available all
hardware and software on a temporary, as-needed basis. Please describe
184.108.40.206 If any other sources of user support (e.g. listserv, newsletters, etc) are
available, please describe them.
220.127.116.11 Describe other details regarding maintenance and support that your
organization provides to its clients.
3.4 System User Group
3.4.1 The College may be interested in participating in a System User Group if your
organization provides one.
18.104.22.168 Indicate if there is an established System User Group.
22.214.171.124 If so, describe the group including what part the group plays in the
system development, and how often the group meets.
126.96.36.199 Please describe other user resources that your organization makes
available to its clients: newsletters, refresher training, group seminars,
sales promotions, consulting services, etc.
3.5 System Warranty
3.5.1 The following warranty requirements shall apply to any products purchased from
the successful Contractor. The College currently has 2 Dell Premier online technicians
for warranty repair on all Dell Computer products.
It is mandatory that the proposed system be covered by a minimum one-year parts and
labor warranty from the date that the system is accepted. If there are any defects in the
system during the warranty term, the contractor at no additional charge will correct them,
as described below:
Failed equipment will be sent to the Contractor. One spare unit will be kept on site.
Additional spare units must be delivered to the College within twenty-four (24) hours
to replace the unit.
Failed computer system components will be replaced at no charge and delivered to
the College within twenty-four hours of the reported failure.
Failure of the entire computer system or any software to meet the requirements listed
in this RFP will be corrected at no charge during the warranty period. This shall
include any necessary software modifications.
At the option of the College, the contractor must be willing to place software source
code and documentation in a third-party escrow. Please describe this program.
188.8.131.52 Please describe this program (last bullet)
184.108.40.206 Describe how your organization will meet all the needs listed above.
220.127.116.11 Indicate any additional standard and optional warranties – any associated
costs for these options must be provided in the Cost Proposal.
18.104.22.168 Indicate the turn-around time guaranteed for failed system to be returned
to full service.
4. Vendor Requirements
4.1. Vendor Organization
Describe your organizational structure and explain how your organization qualifies to be
responsive to the requirements of this RFP. At a minimum, include the following information:
The length of time your organization has been providing campus ID card systems
The number of client sites currently running your on-line campus ID card systems
How your campus ID card system operations fit into the overall structure of your
4.2 Vendor Experience/Qualifications
Describe your organization’s staff qualifications and experience providing similar services or
goods as required in this RFP.
The College reserves the right to visit or contact any of the references listed in section 4.3.
4.3.1 Provide a minimum of six current reference accounts (installations) of other college
and/or university clients demonstrating experience in the timely delivery of the campus card
system similar to the one proposed to the College. Include the college/university name, size
address, telephone number, name and title of persons who may be contacted, and a brief
description of the installed/operational applications. It would be important for three of the
references to be similar in size to Lewis-Clark State College.
When selecting your organizations references, the College would prefer the following:
Three of the installations to have been completed within the last 18 months and the
remaining three installations completed three or more years ago.
Accounts that are on the Datatel administrative enterprise system and has an interface to
the proposed system would be of particular interest.
At a minimum, the reference accounts should be using your organization’s proposed
system as the primary campus card system supporting the following applications:
Universal Color Photo ID/Video Imaging ID Card Production
Food Service/Meal Plans
Point of Sale/Prepaid Services/Credit Sales
Library Applications interface
4.3.2 List institutions that have terminated and not renewed their contracts with your
organization over the past three years. Include information about how long the account
was held and why your organization believes the account was lost. Include the company
name, contact individual and telephone number for each account.
4.3.3 List all of the clients that your organization has in the Northwest Region (Idaho,
Washington, Oregon, Montana, Colorado, California, Nevada, Utah, Wyoming).
4.4 Claims and Law Suits History
Offerors must supply the following information:
Identify all projects which team members were awarded and failed to complete.
List all judgments, claims, disciplinary actions, arbitration actions, arbitration
proceedings or suits pending or outstanding against the team members or its officers
related to professional liability or performance within the past ten (10) years.
Provide details of any law suits or requested arbitration which team members filed
with regard to design, construction or design/build contracts within the past ten (10)
Furnish detailed information with respect to any officer or principal of team
members, which within the past ten (10) years, has ever been an officer or principal
of another organization, which failed to complete a design, construction, or
Offerors shall provide with the RFP response proof of financial stability in the form of
independently audited financial statements for the three most recent fiscal years for which
financial statements are available. These should include the audit opinion, balance sheet,
statements of income, retained earnings, cash flows and notes to the financial statements.
If independently audited financial statements do not exist for your organization, state the reason
and instead submit sufficient information to enable the College to determine the financial stability
of your organization.
Other evidence in the form of letters from banks and creditors may be submitted. The College
reserves the right to request that the offeror provide additional evidence if deemed necessary.
Provide biographies or resumes of key personnel members from your organization who will be
responsible for design, implementation, project management, or other positions identified in the
requirements of the RFP.
Offerors are required to identify individuals who will act as your organizations contacts for the
College including the sales representative/account manager responsible for the sale and the
corporate executive who has the authority to negotiate for and bind your organization if the
contract is awarded.
5. VENDOR INSTRUCTIONS
5.1 Proposal Format
Proposal data and responses should be submitted in the same order as requested in the Proposal
Requirements Section of this RFP. If significant errors are found in the proposal, or if a proposal
fails materially to conform to the requirements of the RFP, the proposal will be rejected. Provide
detailed responses where applicable. Data and responses should be prepared in a manner
designed to provide the College with a straightforward presentation of your organizations
capability to satisfy the requirements of this RFP. Proposals that cannot meet a specific
requirement must explain how the proposed system will be able to meet the needs of the College
that are implied in the stated requirement.
The following guidelines should be applied to all proposals:
Submit a total of five (5) copies of the proposal to the address indicated on the cover
page of the RFP.
Each copy should be bound separately in a simple, effective manner, and printed on
standard 8 ½” x 11” paper.
Only submit information pertinent to this RFP; elaborate brochures and other
promotional materials are not necessary and are therefore discouraged.
Respond to all items listed in the RFP. Proposals must respond to the RFP
requirements by restating the number and text of the requirement in sequence and
writing the response immediately after the requirement statement.
Provide point-by-point responses to each Proposal requirement.
Proposals shall be based only on the material contained in this RFP. The RFP
includes official responses questions, addenda, and any other material published by
the State pursuant to the RFP. All responses to the requirements of this RFP must
clearly state whether the proposal will satisfy the referenced requirements, and the
manner in which the requirement will be satisfied.
Note and differentiate between standard and customized features of the offerors
software proposal throughout the proposal.
The offerors response must be complete and comprehensive, written in a concise
manner: simply stating “agreed” or “complies” is not acceptable. If the proposal is
not submitted in the required format, the proposal may not be considered.
Supplemental technical information, product literature and other supporting materials
that further explain or demonstrate the proposed system capabilities should be
included within the proposal response. All offerors who provide a proposal in
response to this RFP are responsible for all costs associated with preparing that
proposal, answering all questions, and providing the College with requested
information. The College is under no obligation to incur or reimburse any offeror for
any proposal costs.
6. **COST PROPOSAL
Cost Proposals are to be submitted in a separate sealed envelope marked Confidential Cost
Proposal. The Cost Proposal will be opened only after the technical portion of the proposal has
Use as many pages as necessary to provide complete and accurate information.
6.1 Initial Costs
In this section indicate, in detail, the initial cost of all proposed equipment, software, cards,
license fees, training, mass carding event, supplies, etc. Each line item should include the
description of the item (including type, model, and manufacturer), the RFP program component
covered, the quantity, standard list price per unit, and any applicable discounts, the total cost and
any comments. In addition, list costs of spare readers or parts, which your organization advises
the College to keep on stock.
Indicate the cost of the vending machine readers
Indicate the cost to the College of the applications that are active and those that will remain
6.2 Future Application Costs
State the cost to activate an application, including training, licensure, maintenance and support.
6.3 Recurring Fees
In this section indicate, in detail, the recurring fees of all proposed maintenance on hardware and
software, license fees, any excessive/overage use fees, transaction processing fees, etc. Each line
item should include the description of the item (e.g. software maintenance), the RFP program
component covered, the quantity, the unit cost, the total cost and any comments.
State all other costs or allowances that have not been addressed in this RFP. These types of costs
would include trade in allowances, credit for existing card stock, other costs that the vendor will
** Note: Lewis-Clark State College reserves the right to purchase individual components only, services
only, or full package as deemed in the best interest of the College and the State.
7. METHOD OF EVALUATION AND AWARD
7.1 Evaluation Process
The State of Idaho Division of Purchasing prior to referral to the evaluation committee will
review all proposals submitted in response to this RFP for responsiveness. An evaluation
committee composed of representatives of the College will then review and evaluate responsive
proposals. The information for the assignment of points will be taken from the responses to the
RFP and the references.
The criteria listed below will be used to evaluate proposals for the purpose of ranking them in
relative position based on how fully each proposal meets the requirements of this RFP.
7.2 Evaluation Criteria
7.2.1 System Requirements (225 points)
7.2.2 Vendor Support (225)
7.2.3 Vendor Requirements (225 points)
7.2.2 Cost Proposal (325 points)