MT. SAN JACINTO COMMUNITY COLLEGE DISTRICT BOOKSTORE SERVICES Bookstore...SAN JACINTO COMMUNITY...

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Transcript of MT. SAN JACINTO COMMUNITY COLLEGE DISTRICT BOOKSTORE SERVICES Bookstore...SAN JACINTO COMMUNITY...

  • MT. SAN JACINTO COMMUNITY COLLEGE

    DISTRICT

    BOOKSTORE SERVICES

    RFP 2013-105; MSJC BOOKSTORE

    MANAGEMENT SOFTWARE

    DUE: MAY 15, 2013, 2:00 P.M.

    RETURN TO:

    MT. SAN JACINTO COLLEGE

    PURCHASING OFFICE, ROOM 705

    1499 N. STATE STREET

    SAN JACINTO, CA 92583

  • SECTION 1 SCOPE OF WORK

    1.1 BACKGROUND

    The Mt. San Jacinto College (herein referred to as the MSJC) is soliciting proposals for a

    bookstore inventory and management (POS) software system that would support both text and

    general merchandise sales. The MSJC shall only consider proposals from financially responsible

    firms presently engaged in the business of providing Bookstore Management Systems. Each

    Vendor (proposer/firm) shall furnish the required documents in the required format as outlined in

    this RFP to be considered responsive.

    The MSJC expects to award this project to the best valued Vendor based on the requirements in

    this solicitation. The Vendor selected for award will be the Vendor whose proposal is responsive,

    responsible, and is the most advantageous to the MSJC, as determined by the MSJC in its sole

    discretion.

    Full background on the college district may be researched at www.msjc.edu

    1.2 CURRENT CONDITIONS

    The Mt. San Jacinto College Bookstore is currently using a system which provides:

    Supports text, and general merchandise, inventory (ICS) and sales (POS).

    Current Computer Equipment:

    o WinPrism Server ICS/IAC

    o WinPrism-SJ

    o E5620 INTEL XEON Processor

    o 2.40GHz 4.0GB Memory

    o Server 2008 R2

    POS Servers:

    o WINDB-SJ POS

    o E5620 INTEL XEON Processor

    o 2.4GHZ 4.0 GB Memory

    o Server 2008 R2

    o Menifee EPPOS

    o X3430 INTEL XEON Processor

    o 2.4 GHZ 16.0 GB Memory

    o Server 2008 R2

    Registers:

    o 4 at Menifee Valley Campus; 3 at San Jacinto Campus

    o Dell Optiplex 270 Business Select

    o IBM 4610 Smart Register

    o 1 Mobile Register in the Bag

    o Dell latitude D610

    o 4 PDAs (Inventory, Buyback, POS Line Buster, Course & item Lookup,

    Financial Aid.

  • Provides interfaces for web presence and e-commerce.

    Provides basic reporting on sales, stock levels and accounting.

    1.3 SCOPE OF SERVICES

    The Mt. San Jacinto College Bookstore is looking for a fixed three year contract with an option to

    renew for an additional two, single year periods, with a vendor who will replace the current

    MSJC Bookstore system. Included with the new system will be the needed equipment to update

    the stores accordingly.

  • SECTION 2 PROGRAM AND SERVICE EXECTATIONS

    MSJC Bookstore is seeking a vendor to provide a comprehensive and fully integrated multi-user software

    system solution to optimize the efficiency of real-time sales management of both text and general

    merchandise. The proposed system shall consist of the necessary software for wholesale buyback, used

    and new text supply, text rental, e-commerce sales, inventory management, and reporting.

    2.1 Background

    MSJC Bookstore is comprised of: Two full service bookstores; one at the San Jacinto Campus, one at the Menifee Valley Campus

    Ecommerce or Online store;

    4 FTE employees and up to 30 additional seasonal employees.

    $2.5 Million is Gross Sales during fiscal year 2011-12.

    Percentage of business for whole organization: approximately - 65% text, 20% GM, 15%

    supplies sundries and other

    Textbook customer options include: new, rental, used, and to expand to digital.

    Current business model is being re-evaluated. The new P.O.S. System will be the foundation for

    the new Model.

    2.2 Basic Guidelines for Procurement of Web Hosted Software Applications

    2.2.1 Data and Information Security

    The following terms will be incorporated and become a part of any resulting agreement.

    FERPA

    In order to perform the services under this Agreement, MSJC will provide to Contractor

    certain student education records, as defined in the Family Education Rights and

    Privacy Act (FERPA), and regulations thereunder, see 20 USC 1232g; 34 CFR Part 99.

    The Parties acknowledge that the services or functions to be performed by Contractor

    related to education records are services or functions that a MSJC employee otherwise

    would undertake, and that there is a legitimate education interest in disclosing the

    education records to perform the services or functions. Contractor agrees that in the

    performance of such services or functions, its acts in relation to the educational records

    are under the direct control of the MSJC. Contractor agrees that it is subject to and shall

    comply fully with FERPA, including but not limited to all confidentiality and

    redisclosure requirements. Contractor acknowledges that any records directly related to a

    student that it maintains or receives are education records, including any new student

    records Contractor may create.

    Data Compromise Response

    a. Immediately upon becoming aware of a Data Compromise, or of circumstances

    that could have resulted in unauthorized access to or disclosure or use of

  • Customer or End User Data, Vendor will notify Customer, fully investigate the

    incident, and cooperate fully with Customers investigation of and response to

    the incident. Except as otherwise required by law, Vendor will not provide

    notice of the incident directly to the persons whose data were involved,

    regulatory agencies, or other entities, without prior written permission from

    Customer.

    b. Notwithstanding any other provision of this agreement, and in addition to any

    other remedies available to Customer under law or equity, Vendor will reimburse

    Customer in full for all costs incurred by Customer in investigation and

    remediation of such Data Compromise, including but not limited to providing

    notification to third parties whose data were compromised and to regulatory

    agencies or other entities as required by law or contract; the offering of 12

    months credit monitoring to each person whose data were compromised; and

    the payment of legal fees, audit costs, fines, and other fees imposed by regulatory

    agencies or contracting partners as a result of the Data Compromise.

    Data Integrity

    Vendor will take commercially reasonable measures, including regular data integrity

    audits, to protect Customer and End User Data against deterioration or degradation of

    data quality and authenticity.

    Data Privacy

    a. Vendor will use Customer Data and End User Data only for the purpose of

    fulfilling its duties under this Agreement and for Customers and its End Users

    sole benefit, and will not share such data with or disclose it to any third party

    without the prior written consent of Customer or as otherwise required by law.

    By way of illustration and not of limitation, Vendor will not use such data for

    Vendors own benefit and, in particular, will not engage in data mining of

    Customer or End User Data or communications, whether through automated or

    human means, except as specifically and expressly required by law or authorized

    in writing by Customer.

    b. All Customer and End User Data will be stored on servers, located solely within

    the Continental United States.

    c. Vendor will provide access to Customer and End User Data only those Vendor

    employees and subcontractors who need to access the data to fulfill Vendors

    obligations under this Agreement. Vendor will ensure that employees who

    perform work under this Agreement have read, understood, and received

    appropriate instruction as to how to comply with, the data protection provisions

  • of this Agreement, and have undergone all background screening and possess all

    qualifications required by Customer prior to being granted access to the Data.

    Data Retention and Disposal

    a. Vendor will use commercially reasonable efforts to retain data in an End Users

    account, including attachments, until the End User deletes them or for an

    alternative time period mutually agreed by the parties.

    b. Using appropriate and reliable storage media, Vendor will regularly back up

    Customer and End User Data and retain such backup copies for a minimum of 12

    months. At the end of that time period and at Customers election, Vendor will

    either securely destroy or transmit to Customer repository the backup copies.

    Upon Customers request, Vendor will supply Customer a certificate indicating

    the records destroyed, the date destroyed, and the method of destruction used.

    c. Vendor will retain logs associated with End User activity for a minimum of 12

    months, unless the parties mutually agree to a different period.

    d. Vendor will immediately place a hold on the destruction under its usual records

    retention policies of records that include Customer and End User Data, in

    response to an oral or written request from Customer indicating that those records

    may be relevant to litigation that Customer reasonably anticipates. Oral requests

    by Customer for a hold on record destruction will be reduced to writing and

    supplied to Vendor for its records as soon as reasonably practicable under the

    circumstances. Customer will promptly coordinate with Vendor rega