RFP BOR-1603 – Asset Inventory Management Solution Questions and Answers – Clarifications Requested by Prospective Proposers

January 19, 2016

1. STATEMENT OF OBJECTIVES Please elaborate on what is not working with your current solution both in terms of functional shortcomings and business processes that are being impacted. Per legislation, three public higher education systems have been merged under a single board. The shortcoming to be addressed is that multiple legacy inventory practices and systems exist across the multiplicity of institutions under the governance of the new Board, as opposed to a single, common methodology. The purpose of this RFP is to select a single solution to be deployed enterprise-wide as the common and unified solution for all institutions. What current systems are in use to manage asset inventory? The primary ERP system used by the state universities and by the community colleges is the Banner, which includes a Finance System within which are Purchasing/Procurement and Fixed Assets modules. The universities gather inventory data through the Asset TraQ software application by QueTel Corporation. The community colleges hire a service (Asset Works) to annually perform the inventory. There is no such system in place to inventory software. This function is currently performed largely through manual processes. Is this Project Funded? And what is the budget? Yes. Budget to be determined 2. BACKGROUND (i.e. Organization) I see that you have about 19 different locations that will need to be included as part of this project.

a. Do you currently have an asset inventory for each location? Yes. b. Can you share that with me? No. c. Does one group oversee all of the maintenance for all 19 locations or does each location have their own

maintenance group? Each institution has its own maintenance group d. How many people are in each maintenance group? Such resources vary widely per institution/campus size

Any idea how many end users of the system you will have? Each institution’s needs are different and as such will dictate the amount of users. Manpower requirements of the solution will likely also be a factor. How many will be mobile user’s vs desktop users? Unknown at this time. Can you supply us an organization chart of people who might be involved with this project from the top all the way down to the last person? No.

Software Users – Please confirm the number of users for the system: Administrative users with complete read / write access? Inventory Managers? Asset Managers? User with read / report access only? Each Institution’s needs are different and as such will dictate the amount of users. All of these will vary by institution.

How many users will need to have access to the Asset Inventory Management solution? Please define by Roles:

- Administrators – Configuration - Full License Access –View and Edit - Limited User Access – View

- Executives – Dashboards and Reports only - Mobile Access

Each Institution’s needs are different and as such will dictate the amount of users. All of these will vary by institution.

RFP BOR-1603 – Asset Inventory Solution We presume that each of the 18 colleges and universities listed in the RFP (including the BOR System Office) will have a number of individuals who will access the system. Can you estimate the total number of users that will require licenses? Each institution’s needs are different and, as such, that in addition to the manpower requirements of the selected solution will dictate the amount of users. How many users would potentially utilize the system? Each institution’s needs are different and, as such, that in addition to the manpower requirements of the selected solution will dictate the amount of users. What is the anticipated number of users of the system? Each institution’s needs are different and, as such, that in addition to the manpower requirements of the selected solution will dictate the amount of users. How many users will need concurrent access to the system? Each institution’s needs are different and, as such, that in addition to the manpower requirements of the selected solution will dictate the amount of users. How many users would be initially using the system? Each institution’s needs are different and, as such, that in addition to the manpower requirements of the selected solution will dictate the amount of users. Full user vs read only vs requisition only. Varies by institution. How many users will require access to the system at any given point in time in each facility? Total Users across the enterprise? Remote users for query only purposes? Varies by institution. Do the same group of users manage all asset types within their specific organization, or do different users manage different asset types? Varies by institution What type of assets will you primarily tracking with the system? Will it be primary within each college or specified warehouses? Varies by institution. For example, larger institutions will have a larger range of assets (e.g. universities have residence halls, but colleges do not). What is the total number and types of assets (in general) to be managed by the system? Each institution’s needs are different and, as such, that in addition to the manpower requirements of the selected solution will dictate the amount of users. Are you tax exempt? If so can you please provide the certificate? Yes. Certificates to be provided to the awardee. Please provide a list of buildings by campus showing gross square footage and predominant use. See www.ct.edu for links to each individual institution’s respective website. List of buildings of each institution is available on that institutions website. Can you provide the total number of storerooms or warehouse locations that will be utilizing the solution across the 17 institutions and the BOR System Office? Varies by institution. Are any of the campuses research intensive thus required to submit a Facilities & Administrative (F&A) Cost Proposal to their Federal Cognizant agency? No.

RFP BOR-1603 – Asset Inventory Solution Are physical records (under retention rules) part of the items that are required to be managed by the proposed system? An inventory of physical records are not within the scope of the inventory. Is proposed solution required to track valuations and depreciation schedules for property managed by the system? No. 3. SCOPE OF PROJECT CSCU is requesting a hosted software-based solution. Does CSCU desire to own the software licenses or procure the solution via a Software as a Service (SaaS) licensing model? Open to both options.

3.1 Technical Specifications 3.1.1 System Requirements

Please provide in detail the current systems utilized by the system and each campus to track Inventory asset data. The primary ERP system used by the state universities and by the community colleges is Banner, which includes a Finance System within which are Purchasing/Procurement and Fixed Assets modules. Each of the four universities maintains its own separate Banner ERP. A fifth Banner ERP houses the ERPs of each/all of the community colleges plus the central offices, and is partitioned into virtual databases for each. An additional institution manages its asset inventory in the State of Connecticut’s PeopleSoft ERP (“Core-CT”). The universities gather inventory data through the Asset TraQ software application by QueTel Corporation. The community colleges hire a service (Asset Works) to annually perform the inventory. There is no such system in place to inventory software. One institution enters its locally gathered inventory information into Core-CT. Can you supply us a list of materials currently used? Not a specific list; such varies across institutions. See above. Will materials management be done in the new system or do you have an ERP system that will be used? If so what is the ERP system and do we need to plan for integration to the ERP system. The selected system will gather, track, and store the inventory information/data. The “record of record” is in the respective institution’s ERP system. As such, the system needs to communicate its data to the respective ERP system. What is the system referred to as “Banner” that requires integration in the RFP document? Banner is the ERP system of all 12 community colleges and of each of the universities and the System Office. Banner Web Systems contains software for our fixed assets module. If solution is capable of integrating, please note this. This is a welcome addition, but not required. Are there any other enterprise systems that the proposed solution must be integrated? The chosen solution must be able to export sufficient reports/data that would be used by BOR to comply, in Banner and in PeopleSoft, with the Asset Management/Inventory Reporting requirements of the State. What other systems might we need to have integrations to? The chosen solution must be able to export sufficient reports/data that would be used by BOR to comply, in Banner and in PeopleSoft, with the Asset Management/Inventory Reporting requirements of the State. Does the proposed solution need to interface with any existing systems currently in use by CSCU (i.e. the procurement system, others)? If yes, can you provide a list of these systems? The chosen solution must be able to export sufficient reports/data that would be used by BOR to comply, in Banner and in PeopleSoft, with the Asset Management/Inventory Reporting requirements of the State. The RFP identifies the need to interface with Banner. What other interfaces need to be provided with the solution? The chosen solution must be able to export sufficient reports/data that would be used by BOR to comply, in Banner and in PeopleSoft, with the Asset Management/Inventory Reporting requirements of the State.

RFP BOR-1603 – Asset Inventory Solution Is there any requirement to interface with Core-CT Asset Management Module? We presume the chosen solution must be able to export sufficient reports/data that would be used by BOR to comply with the Asset Management/Inventory Reporting requirements of the State. Is that a safe assumption? The chosen solution must be able to export sufficient reports/data that would be used by BOR to comply, in Banner and in PeopleSoft, with the Asset Management/Inventory Reporting requirements of the State. Does all work have to be done on-site or can some work be done remotely? We would explore all options Is the Board of Regents interested in purchasing the software and having the vendor host the solution or is there an interest in a cloud based software as a service (SaaS) solution? The preference is for cloud hosting or other hosted solution; however, all solutions proposed will be weighed. There are six distinct ERP systems to be engaged. Does the BOR prefer a Software-as-a-Service (SaaS) solution hosted by the vendor or a solution that is installed and maintained on-premise? The preference is for cloud hosting or other hosted solution; however, all solutions proposed will be weighed. There are six distinct ERP systems to be engaged. Would you prefer to have the application hosted for you, or would you like to have it hosted on-site? If on site will it be in just one location or does each location have to have their own? The preference is for cloud hosting or other hosted solution; however, all solutions proposed will be weighed. There are six distinct ERP systems to be engaged. Will we be supplying all hardware or will you be buying the hardware such as handhelds and servers. We are seeking one comprehensive asset inventory management solution which includes the hardware and software necessary to performing the functions. Will you require GPS location on all/some/none of the assets? This is not considered to be a requirement. GPS features as part of any proposal would be looked at by the Committee. Are you currently utilizing a 3D link or BIM for Assets received in construction of your facilities? No. 3.1.1.1.3 Will each institution have its own database? Each will need autonomy within its own segregation of the enterprise-wide database or within its own database. How your solution can accommodate is to be examined as part of your presentation. 3.1.1.7 Please define and describe tables. For example are you referencing database tables or tabular display? Solution needs to be flexible. The ERP systems to which solution must “talk” are all Oracle-based. System Requirement 3.1.1.8 provides reference to “mandatory inventory data elements” being located at the provided URL. We are not able to find a list of these data elements at the supplied URL. Can you please provide the list, or direct us to the list at the provided URL? See State of Connecticut Property Control Manual (url provided in RFP) 3.1.1.1 Do you intend on hosting the solution or would you prefer vendor host it? Vendor hosted solution preferred. 3.1.1.1.2 Could you give us further detail on this requirement? Which data, and what is your vision for this requirement> The data is in our current solution. The data in the new solution needs to be segregated by institution. 3.1.1.7 Could you give us further detail on this requirement? Which tables, and what is your vision for this requirement? We want to have flexibility in creating and editing fields.

RFP BOR-1603 – Asset Inventory Solution 3.1.1.8 Could you give us further detail on this requirement? Which tables, and what is your vision for this requirement? The workflow varies per institution.

Can a Word copy of 3.1.1 System requirements be provided in a word format? Yes

3.1.1.1.1 Describe your multi-institutional solution. Can the Board provide clearer guidance on its goals and objectives or what it is trying to achieve with a “multi-institutional solution” that nevertheless allows for differences among institutions. [Are you asking for]: A. Eighteen different systems all using the same table structure, but with different databases, security systems, and

look up tables (drop down lists). [Or …] B. One database, wherein each agency would be sectioned off, by a filters that prevent one institution from viewing

assets in any other. The BOR would be more easily able to make centralized reports. However, custom code would be required to distinguish barcode numbers in on institution that are identical to those in another.

Either option is in play. If not a single database, the ability to roll up the data from all institutions to a consolidated reporting is needed. A middle ground might be to mirror the 6-ERP scenario, in which the 12 community colleges and the System Office are all in the one same 14-segregation ERP while the 4-year institutions each have separate ERPs.

3.1.1.1.3 “Can customizable fields differ across different institutions within the enterprise?” Two possible meanings of customizable fields might be: (a) adding/changing/deleting fields to the database? Or (b) customizing values in look up/drop down fields? Can the Board clarify and expand on with examples what it means by “customizable fields?” Either approach A or B appear to provide the functionality we seek.

3.1.1.16 “Describe Wireless/Bluetooth capabilities needed for handhelds.” This requirement seems at odds with 3.3.2 “Handheld devices need to be able to store data internally.” In most cases, inventory activities with handheld devices will occur in wifi-equipped areas. However, there are remote sites and below-ground zones of some buildings which lack wifi availability. In such cases, the handheld equipment will need to have the ability to internally store the scanned data until it can be uploaded to the appropriate database.

Are the various locations currently equipped with RF WIFI network access? Are all physical storage locations in RF range? The colleges are not currently set up for RFID use. WiFi access will not be available in all inventory storage locations.

How many RF devices does the organization currently own? Label printers for RF labels? The institutions are not currently set up for RFID use.

How many additional RF devices would be in use during the highest usage periods of the day? The institutions are not currently set up for RFID use.

Does the organization have any assets that would be tracked by RFID technology? The institutions are not currently set up for RFID use.

Can the Board explain what it intends with “wireless/Bluetooth capabilities and how and when they might be used?” Do all locations where assets or stores are to be found or stored have Wi-Fi connectivity? On the issue of handhelds scanners requirements for handheld scanners are scattered throughout the RFP in sections: 3.1.1.4-6, 3.1.2.6, 3,3,10 and 3.3.15-16. We intend to use the wireless and Bluetooth for connectivity to the database and other devices. No not all areas have wifi capability, especially remote sites and below-ground zones of some buildings.

Is the subject of this RFP to provide hardware for the support of the system? Yes

RFP BOR-1603 – Asset Inventory Solution What specific equipment would be included in the cost estimates (hand held RF, warehouse RF antennae, printers, etc)? Please propose the hardware necessary to support the solution. Is it the expectation that the successful bidder will perform scoping and installation of network or RF transmitters for the various facilities? Yes.

3.1.2 System Security and Information Security Requirements Per section 3.1.2 , System Security and Information, will you need/require/accept 2 different solutions (one for asset management and one for Mobile Device Management)? We are seeking one comprehensive asset inventory management solution which includes mobile device management. 3.1.2.1 Is the “encryption for handheld devices” a mandatory requirement? Not required Does CSCU have a standard SLA for hosted solutions, system support and maintenance? No. If so, can these be made available for review in advance of submitting the RFP? Please indicate your SLA. Does the State of Connecticut have specific requirements for the security of networks and computers that are connected to external service providers? Yes. As a hosted solution, does CSCU or the State of Connecticut have specific information security requirements, standards, or accreditation that must be met by the hosting facility (i.e. similar to FedRAMP certification)? See State of Connecticut Property Control Manual (url provided in RFP) Is there a requirement for the system to inter-operate with existing identity management and access solutions (IAM) currently in use across CSCU or the State of Connecticut? If yes, can you provide information about the IAM solutions currently in use? Active Directory is in use. A SailPoint federated identity solution deployment is under way. Will CSCU BOR establish a centralized project team for this effort? Yes For the multiple sites, how do you maintain connectivity between the sites? Will this be required as part of the effort? (ex: WAN with T1-2, Citrix, Terminal Services, etc. Each site has its own property management department which will keep its own inventory separate from the other institutions. For hosted solutions, is it permissible for the state’s asset data be stored on servers outside the United States? Cloud-based solutions are within scope of this RFP. All competitive proposals are to be considered.

3.1.3 Solution Sustainability Will this be a Phased roll-out? If so, please describe the phases: The goal is complete the transition to the enterprise-wide solution in 2016. What involvement will CSCU resources take with the project? Unknown. Preference is for hosted solution. Selected solution is to facilitate institutions’ asset inventory management staff in performing their functional tasks. Amount of CSCU staff resources which would be required deployment is dependent upon the solution selected. CSCU operational staff requirements ongoing post-deployment are likewise dependent upon the solution selected.

RFP BOR-1603 – Asset Inventory Solution 3.2 Functional Requirements

3.2.1 General Functionality Referencing the State of CT Property Manual, Chapter 9 Asset Management/Inventory reporting and the questions in 3.2.1 General Functionality. Are you looking for this tool to track all assets in Column 1 - Asset Classification or just a subset of them as barcodes are referenced to several times? This tool should be fully capable of tracking all items assigned barcode numbers, which in the chapter you reference includes all capitalized equipment owned by the agency, capitalized lease equipment, capitalized software owned by the state, licensed software, fine art, etc. As listed under section 3.2.1, the capability to manage stores inventory would also be welcomed. Can you specify or provide examples for which types of inventorial assets the solution would need to track? (i.e. Vehicle, laptop, desktop, electronics, non-motorized (trailer), etc. This inventory system should be capable of tracking capital assets, which currently include any item with a cost of over $5,000, and controllable assets, any items under this threshold deemed necessary to track due to theft, safety, etc. Inventory items can include scientific equipment, computers, laptops, tablets, audio visual equipment, copiers, etc. Quantity of assets can vary from college to college due to their size and need. Can a listing of the types of assets which will be included in the system be provided? (the RFP includes software (para. 3.1.1.10) and stores inventory (para. 3.2.1.8) and loaned equipment (para. 3.2.2.6). This inventory system should be capable of tracking capital assets, which currently include any item with a cost of over $5,000, and controllable assets, any items under this threshold deemed necessary to track due to theft, safety, etc. Inventory items can include scientific equipment, computers, laptops, tablets, audio visual equipment, copiers, etc. Quantity of assets can vary from college to college due to their size and need. Please describe the types and categories (or groups) of assets that are anticipated to be tracked by the system. This inventory system should be capable of tracking capital assets, which currently include any item with a cost of over $5,000, and controllable assets, any items under this threshold deemed necessary to track due to theft, safety, etc. Inventory items can include scientific equipment, computers, laptops, tablets, audio visual equipment, copiers, etc. Quantity of assets can vary from institution to institution due to their size and need. Do you require model and serial number tracking of individual items? If yes, describe what standards you are following. Yes. The State-required software inventory data elements are defined in the State of Connecticut Property Manual. Is the intention for the system to track fixed assets such as real property, land, buildings, etc? Yes. Is the intention for the system to track assets such as equipment, infrastructure, or other tangible assets? Yes. Are you concerned about property owned by external groups (trustees, etc) No. The trustees (i.e. Board of Regents) is one of the 18 institutions listed in the RFP. Will you need visibility to existing asset inventory levels for third parties who are outside the staff members? If yes, who and what do you anticipate they will be viewing? No. Are asset valuations, acquired costs, deprecation or current value required to be tracked and reported? Cost would only be necessary at this time. Additional features welcomed. Is it the intention to track vehicles (watercraft, aircraft, heavy equipment) as assets within the system? Some vehicles exist in the inventory of the institutions.

RFP BOR-1603 – Asset Inventory Solution Are firearms and/or weapons part of the asset management system? Yes. Can a total quantity of assets be provided? Quantity of assets can vary by institution due to their size and need. How many asset are currently being tracked? Quantity of assets can vary by institution due to their size and need. Roughly how many assets do the BOR institutions comprise of? Quantity of assets can vary by institution due to their size and need. How many locations are currently used for the storage of assets and stores inventory, and how large (in square feet) are these various educational storage locations? Each college is unique in its need for inventory solutions. Many will have various buildings which will contain assets inside and out. What are the dimensions of the interior buildings that hold assets? All buildings hold assets. Building size is widely variable. Are there other external sites will be supported by the proposed system? Extension satellite campuses do exist for each university and some of the colleges; as well as occasional ad hoc training sites. Institution-specific information on this is available through www.ct.edu . Will all the locations be part of this initiative, or can individual campuses opt out of the solution? This solution will be for all colleges and state universities. There is no opt out at this time. Will the solution be required to create and maintain a catalog of items and assets in inventory and their locations? Yes Are Capital Assets included? Yes. If tracking software, what degree of granularity is required? (Organization, network, machine, other) Current practice is that capitalized software is assigned a barcode number. Any additional information (which machine it is linked to, etc.) varies by institution. We would welcome any additional capabilities or input regarding this practice. The 12 State-required software inventory data elements are defined in the State of Connecticut Property Manual. Is the intention of the system to track assets or materials used in projects or maintenance applications? The function to track stores and supplies for campus projects would be a welcome addition, but is not mandatory What is the estimated total asset value of all assets? Varies by institution

Do the CSCU institutions have handheld devices? If so, what types are they (mobile phones, tablets, handheld scanners etc)? How many handheld devices does the CSCU require? We currently have handheld scanners but are open to other options. Number of handhelds needed varies by institution. How many handheld scanners would be needed to conduct physical inventory and other various transactions? Varies by institution

RFP BOR-1603 – Asset Inventory Solution Do you have a list of regulatory compliance requirements that the system must support. See State of Connecticut Property Control Manual (url provided in RFP) Do you have any current work flows developed? No. Please describe in detail the current workflow process for managing Asset Inventory and Future Workflow? Workflows currently vary per institution and current systems. Future workflows are dependent upon solution selected. Do you currently have all Project Management task list defined? Can you send us a copy of the task list or percentage complete and total numbers if we cannot get a copy of the task list. Project/Program management tasks currently vary per institution and current systems. There are presently no sharable work breakdown structures. In details please describe the Asset Lifecycle - from purchased to disposition for all asset classes. See State of Connecticut Property Control Manual (url provided in RFP) Will the vendor of choice be responsible for collecting additional assets? No. The selected solution is to facilitate the institutions’ asset inventory management staff in these responsibilities. Who are your independent auditors? State of Connecticut Auditors of Public Accounts Who provided these services in the past? Same

What is your capitalization threshold for both financial reporting and stewardship purposes? NA Would there be a requirement to re-write property policy and procedure documentation or provide related consultation services? No Will the solution be required to track usage of consumable inventory items. For example, paper, cleaning supplies, etc.? Desirable, but not of highest priority. What is the current method and schedule for Physical Counts of assets? Schedules and methods will vary, but all assets need to be scanned annual per State guidelines.

How do you process Holds and Returns? Operations vary from location to location.

For assets in inventory, how is Lot & Serial Control enforced? Operations vary from location to location. Do you quality test or quarantine incoming assets? Operations vary from location to location. Do you track or have specific locations set aside for hazardous or dangerous items? Operations vary from location to location. Do assets use dates expire, or are made obsolete, with newer versions or releases? Asset records will remain in the system even after they are physically disposed of as surplus, theft, donations, etc

What is the mechanism for tracking and reporting assets stored in the third party (external) locations if necessary? Operations vary from location to location. Can the Board, clarify what its objectives for mobile scanners and the functions, which it would like to see? It appears that the board is seeking smartphone solutions. (3.2.1.3) Yes we are open to all options.

RFP BOR-1603 – Asset Inventory Solution Will it entertain more durable single function barcode scanner? Yes. Current inventory tags must be read by new system. Yes, we are open to all options. Does each agency with existing barcodes control its own barcode numbering sequence? Yes. Are there identifiers in each institution’s barcode sequence that distinguish the numbers in its sequence, from potentially duplicate barcodes in another institutions sequence? Yes. 3.1.1.1 GUI workflow map that adheres to the mandatory inventory data elements enumerated by the State of Connecticut Property Manual at URL: http://www.osc.ct.gov/manuals/propertycntl/index.html We are unclear how “workflow map” relates to mandatory data elements in the “property manual” cited in the link. Can CSUS clarify what it is looking for in terms of a ‘workflow map?’ The workflow begins at point of procurement through acquisition, receipt, deployment and through to end-of-life and final disposition. These elements are laid out in the Manual. We are looking at a demonstration of the workflow in managing the full life cycle of an inventorial item from acquisition through disposition. With reference to that manual, it has data requirements for many specialized types of items including: land and site improvements; motor vehicles; boats and aircraft; railroad car free rolling/self propelled; capital leases; Art; stores and supplies; inventory materials & goods-in-process. It does not specifically address more common office, lab, and audio visual equipment. See above. 3.1.2 Reporting Functionality Will the reporting be required to roll up all the sites (if necessary) into a single view of the enterprise? Yes In reference to requirement 3.2.2.3, is there a desire for automated import and export to/from Banner, or more of a manual option where data would be exported and then manually uploaded into another system. Additionally, is there a need to interface with other existing systems? Yes. 17 institutions use Banner; one used PeopleSoft (Core-CT). Is there a desire for the system to integrate with existing authentication tools like Active Directory/LDAP, smart cards, etc.? Yes Are any integrations required with existing systems, ie. Purchasing or finance? The Purchasing system is a module of the Banner Finance system; Banner being the ERP of the entire system except Charter Oak, which has Peoplesoft. What are the fields in Banner that are used to describe assets? Supplies? The timing of or triggers for data exchanges will be important in estimating their cost. In Banner, these are all found in the Finance System modules, including Fixed Assets, Stores Inventory, Purchasing, et al. Would CSUS indicate the general flow of data in the Banner interface that it envisions? We are envisioning the full life cycle of an inventorial item from procurement/acquisition through deployment through end-of-life and final disposition. 3.2.1.1 What information or data must the system consider in the history record? All fields. See State Property Manual 3.2.1.8 What do you mean by “stores inventory”? Includes all of the inventory that Trades and Custodians use

RFP BOR-1603 – Asset Inventory Solution Are you looking for a fixed assets management solution? Or a materials management solution? (Including stores and supplies in warehouses). Refer to RFP. We are looking for a solution which addresses each of these. Can you elaborate what is meant by “stores inventory”? Is this the same as “Stores and Supplies”? Yes. Inventory of supplies, parts, and goods (frequently purchased in bulk with varying costs) that are used by campus employees day-to-day on regular maintenance projects. Will you require shelf life, expiration dates, lot control (for high volume items), FIFO, serialized control for assets? If yes, describe the methods used to manage these functions. Not at this time. Will the system be required to track and manage “Materials and Goods in Process” as part of work orders? If capable, this would be a welcome addition, but is not required. 3.2.2.3 Does the system allow for importability/exportability to/from Banner? Is this a mandatory requirement? No, not required; but highly desired. Can you provide clarification for Reporting Functionality Requirement 3.2.2.3? Specifically, is Banner the ERP system in use across CSCU? Banner is the ERP system of all 12 community colleges and of each of the universities and the System Office. PeopleSoft used by one institution. If yes, can you provide technical requirements for exchanging and sharing data with Banner? Banner and PeopleSoft are Oracle-engined ERPs. 3.2.1.2 Can you clarify this requirement? Do you mean for example, I have received 30 boxes of pencils, do you need the solution to see the asset as 30 individual boxes of pencils, or one shipment of 30 boxes, or asset detail on the individual pencils in each box? Yes, all of the above. 3.2.1.3 Can you provide a sample? Can the BOR provide a sample set of the currently utilized inventory tags? No, we use industry-standard barcoded inventory tags. What method of inventory tagging is currently used? Are RFID tags used within the CSCU? We use industry-standard barcoded inventory tags.. We do not use RFID. What do you mean by “Describe the solution’s ability to take a frozen extract”? What do you mean by frozen extract, is this integration related, and if so to what system? “Frozen extract” refers to the ability of the system to report not only what the inventory looks like today but also what it looked like “frozen” at any point in time in the past; such as “06/30/2015”. This implies the option to view the status of the inventory frozen at such date (a) prior to any subsequent corrective entries, or (b) currently after any subsequent changes have been applied. Referencing 3.2.1.7 – Could the BOR please define what a “frozen extract” is? “Frozen extract” refers to the ability of the system to report not only what the inventory looks like today but also what it looked like “frozen” at any point in time in the past; such as “06/30/2015”. This implies the option to view the status of the inventory frozen at such date (a) prior to any subsequent corrective entries, or (b) currently after any subsequent changes have been applied. 3.2.1.7 Could you provide additional detail on this requirement and term “frozen extract”? “Frozen extract” refers to the ability of the system to report not only what the inventory looks like today but also what it looked like “frozen” at any point in time in the past; such as “06/30/2015”. This implies the option to view the status of the inventory frozen at such date (a) prior to any subsequent corrective entries, or (b) currently after any subsequent changes have been applied.

RFP BOR-1603 – Asset Inventory Solution In Section 3.2.1.7 Ability to take a frozen extract. Please define a “frozen extract”? “Frozen extract” refers to the ability of the system to report not only what the inventory looks like today but also what it looked like “frozen” at any point in time in the past; such as “06/30/2015”. This implies the option to view the status of the inventory frozen at such date (a) prior to any subsequent corrective entries, or (b) currently after any subsequent changes have been applied. 3.2.1.7 “Describe the solution’s ability to take a frozen extract.” Please define what it means by “frozen extract?” “Frozen extract” refers to the ability of the system to report not only what the inventory looks like today but also what it looked like “frozen” at any point in time in the past; such as “06/30/2015”. This implies the option to view the status of the inventory frozen at such date (a) prior to any subsequent corrective entries, or (b) currently after any subsequent changes have been applied. 3.2.1.9 Do you have an idea how many users of this function would be required? Varies by institution. 3.2.1.2 & 3.2.2.3 Does the system allow for importability/exportability to/from Banner? We would need to know more about what Banner has to export and what it might be able to import, in order to configure our web service interface and keep consistency between Banner and our asset system. For all but one of the institutions, Banner is the “record of record.” The inventory management system solicited in this RFP performs data gathering for providing files to the ERPs and for reporting data therefrom. A means of maintaining greater consistency among institutions’ data, permit managing stores inventory, and natively incorporate loaner equipment and inputting multiple identical items in large quantities is desired. 3.2.2.3 Do you have an idea how many users of this function would be required? Varies by institution. Can a listing of the types of assets which will be included in the system be provided? (the RFP includes software (para. 3.1.1.10) and stores inventory (para. 3.2.1.8) and loaned equipment (para. 3.2.2.6). This inventory system should be capable of tracking capital assets, which currently include any item with a cost of over $5,000, and controllable assets, any items under this threshold deemed necessary to track due to theft, safety, etc. Inventory items can include scientific equipment, computers, laptops, tablets, audio visual equipment, copiers, etc. Quantity of assets can vary from college to college due to their size and need. Please describe the role and responsibility of the “Custodian” as it applies to the tracking of equipment. The custodian is the caretaker of the asset. In the most frequently used case, it is the person assigned a computer, laptop, tablet, etc. It assists inventory managers on who to talk to if equipment is lost or stolen What is the process for re-balancing and replenishment for the various assets held in inventory?

Is there a safety stock employed which must be enforced? Do you require time tracking on assets to reduce or eliminate obsolescence?

Do you require FIFO decision support for inventoried assets? Due to legacy practices at the several institutions, operations vary from location to location. Do you require moving assets from one location to another within a location based on time in inventory? Operations vary from location to location. Is it necessary for the proposed system to support the sales or auction of excess asset inventory? Not necessary per se. Operations vary from location to location. However, disposition of assets is required to be tracked. Does the proposed system need to manage the disposition of surplus assets? Yes, it needs to record the disposition of surplus assets. Is it required that assets held by one educational unit be available for transfer to another?

RFP BOR-1603 – Asset Inventory Solution It is not the normal practice that assets of one agency are transferred to another; however, in rare instances such may be done. Will the proposed system be required to maintain an audit trail of transactions? Yes. 3.2 Mandatory Requirements for Consideration beyond Round One of Review Process 3.3.2 how many devices would you be using? We do not have a basis for this estimate; depends upon features and flexibility of solution eventually selected. 3.3.2 Handheld devices need to be able to store data internally. We are a software house so we can provide software implementation and recommend hardware. Is this option viable for you? The proposed solution must be comprehensive hardware/software. Mandatory Requirement 3.3.4 requires that the system provides a Graphic User Interface (GUI) workflow map that adheres to the State of Connecticut Property Manual mandatory inventory data elements. Can you further describe this system requirement? Is the GUI workflow map envisioned as the primary user interface to the system? See State of Connecticut Property Control Manual (url provided in RFP) Is there a requirement to migrate legacy inventory data into the new system? If yes, can you provide technical details about the legacy inventory system(s), such as; name or brand of software currently used, format options for exporting the data, etc.? Yes inventory to be migrated. Must be able to import from Excel, .csv, and other delimited formats at a minimum. What capability is required to migrate any existing data to the new system from the various locations? What are the file formats that are acceptable for importing existing data if necessary? Must be able to import from Excel, .csv, and other delimited formats at a minimum. Will existing inventory data files be migrated into the new system? Yes, inventory must be migrated. If yes, what format is this data in? Can a sample of the data be provided? Must be able to import from csv, excel and delimited format at a minimum. No sample will be provided. 3.3.15 Will the mobile handheld device have to display search/query results for the individual institution or all institutions which the solution is deployed? For the individual institution. Can the Board explain what it intends with “wireless/Bluetooth capabilities and how and when they might be used?” Do all locations where assets or stores are to be found or stored have Wi-Fi connectivity? We intend to use the wireless and Bluetooth for connectivity to the database and other devices. No not all areas have wifi capability, especially remote sites and below-ground zones of some buildings. 3.3.3 “Must provide customizable tables per institution.” Can the Board list what types of tables it might be want customizable for an institution? This will vary by institution. Need to see what possibilities proposed solutions provide. This is a current functionality. 3.3.5 “Explain how software inventory will be accommodated.” Can the Board indicate what it envisions with regard to “software inventory?”

A. An inventory of software might include, the number of PCs with licenses? B. It might merely, list the approved software that is in use by someone in the institution. C. It might only mean the original media or box in which the software was delivered.

All three scenarios are valid and do exist about the enterprise and/or its several institutions.

RFP BOR-1603 – Asset Inventory Solution Can the Board point us to the “mandatory data elements” that it is referring to in this requirement? The property manual points to many requirements that the Board must adhere to. The property manual defines the requirements. Other than data elements, do vendors have to take these requirements into account? The RFP makes no mention of convert data from existing sources for import into the new system. Should vendors make allowances for importing existing data and verifying its full and accurate conversion and import? Yes. The successful proposal must be responsible for migrating data from legacy systems to the selected system. 4 PROPOSED PRICING In Proposed Pricing section, specifically item 4.3 mentions a multi-year contract term. Can you specify the anticipated number of years? Also, is the contract anticipated to be structured with a base period and follow-on option periods? Some of our contracts are written with five-year terms; some more. Some are written with a three year term extendable for a number of one-year renewals. How the term of this contract is written will depend upon how the committee perceives the proposers’ presentations. What is the Contract Term (how many years)? Some of our contracts are written with five-year terms; some more. Some are written with a three year term extendable for a number of one-year renewals. How the term of this contract is written will depend upon how the committee perceives the proposers’ presentations. Pricing Sheet Submittal: We understand the cost schedule is to include the items specified in sections 3.1,3.2 and 3.3. Is there a standard pricing format for submission? There is no standard pricing form for proposals toward this RFP. 5 FORMAT OF PROPOSALS 5.4 References. Provide a list of at least three (3) references comprising clients with whom you have worked for more than one year. Government customers and Higher Education customers, using equivalent services, should be emphasized. Can the references be from clients out of the USA? Yes. What is the preferred format for the copy of the proposal that is submitted electronically on CD/DVD or USB flash drive (i.e. PDF, Microsoft Word, etc.)? Prefer USB flash drive (PDF) 6 EVALUATION OF PROPOSALS 6 Evaluation of Proposals. Proposals will be examined by an Evaluation Team utilizing a points-earned matrix containing criteria which will include the elements described below. Can you provide us the point-earned matrix mentioned that you will implement for the evaluation? The general evaluation categories are laid out in the RFP. Per procedure, the detailed rubric is being defined by the Committee and will be codified prior to the proposal due date. Can the BOR provided the vendors with the point system that will be used to score a respondent’s proposal? The general evaluation categories are laid out in the RFP. Per procedure, the detailed rubric is being defined by the Committee and will be codified prior to the proposal due date. Can you please describe the evaluation process with “points earned system”? The general evaluation categories are laid out in the RFP. Per procedure, the detailed rubric is being defined by the Committee and will be codified prior to the proposal due date.

RFP BOR-1603 – Asset Inventory Solution 7 TIMEFRAMES When is contract award anticipated? 2016

When will the decision be made to purchase the solutions? When will the project begin? During 2016 Is the intention of the Board of Regents (BOR) to deploy the successful vendor’s solution all at once or to initially roll out to selected institutions? All institutions to be live in 2016. Once vendor is chosen what is the expected timeline of deployment and installation? During 2016 Has the Board of Regents seen any demonstrations of a new software system from vendors? If yes, what systems have been seen? No. The Committee has not. Onsite demonstration of solution will be required of proposal finalists only. How long does the client anticipate it will take to deploy the proposed hosted system from the date of award? Live in 2016

ATTACHMENTS Attachments to be signed in the presence of a Notary Public. If the authorized person to sign the documents is not at that moment in USA, could they be signed in the presence of a Notary Public of Argentina? In such case, would it be enough to provide them with the proposal? Or it would be necessary to realize another kind of procedure, like i.e. notarize them at the US Embassy in Argentina? Yes.