{"Purpose":"This RFP invites qualified vendors to submit proposals for providing Student Conduct Software for the Virginia Community College System (VCCS). The contract may be used by VCCS’s 23 colleges, 40 campuses, System Office, and Shared Services Center, but use of the awarded contract is optional, with no guaranteed purchase or service requests.","Background":"The Virginia Community College System (VCCS) consists of twenty-three (23) community colleges across the Commonwealth of Virginia, the System Office and the Shared Services Center. Student populations range in size from 1,000 students to 80,000 students per college. Virginia’s Community Colleges serve an estimated 225,000 students per year total.","Experience and Customer References":"The Supplier must have a proven track record of providing similar services to organizations of comparable size and complexity.\nMust submit three customer references with contact details, project descriptions, and implementation dates. VCCS may conduct reference checks and investigations to assess the Offeror’s capability. References should be from clients receiving similar services in scope and type.","Submission Method":"In order to be considered, offerors must submit a complete response to this RFP (electronic) through eVA, the Commonwealth’s electronic procurement system. The entire proposal response should be limited to one hundred (100) typed pages (excluding the complete RFP, without attachments) submitted and filled out as required. eVA has a maximum file size per attachment of sixty (60) MB.","User Base":"This will depend on the number of colleges and the size of the colleges that will use the solution. Expected anywhere from 25 to 200 users, excluding students, faculty, staff, and external users who only use “report a situation” forms. A medium-sized college would have around 25 staff users, including administrators and investigators, actively using the system.","Go-Live/Launch Timeline":"There is no set go-live timeline at this time. Each college can/will negotiate their needs when they elect to use awarded contract(s).\n\nAdoption will be phased, as each college opts in independently. There is no expected number of colleges opting in upon award.","Hosting":"Offeror should present solution options for Cloud or On-premises solutions.","Initial Contract Term":"One (1) year with four (4) one (1) year renewals, at VCCS’s sole option, or as negotiated.\nPer Section I, Purpose, VCCS entities may use any awarded contract(s) at their option. There will be no “statewide rollout” to all colleges unless all colleges elect to use the awarded contract(s). Such election could be at any time during the term of the contract, and not necessarily at the start of the initial term.","Estimated Budget by State":"NA","Legacy System Details":"Legacy conduct systems.","Data Migration":"Previous conduct information will migrate from legacy conduct systems\nAll records must be migrated, with an average of 2–5 files per case. Case loads and contacts vary by college.","Reporting & Analytics Requirements":"Real-time analytics and dashboard capabilities that provide holistic and drill down capabilities to student code of conduct with download capabilities for the following: \nSystem Office would like a high-level report that includes general statistics across all colleges. Colleges will want their own reports as well.\nDashboards should allow breakdowns by college, date range, type of case, resolution outcome, and appeal status.","Integrations":"Integration with PeopleSoft Campus Solutions 9.2\nOptional integration with the notification system (email/SMS) would be beneficial. No additional required integrations.","Offshore Resources":null,"Maintenance & Support":"For low-severity production support requests (such as general inquiries, configuration questions, minor issues with no or limited operational impact), support during business hours is fine. For high-severity incidents, particularly those that result in system outages, critical functionality failures, or disruptions to time-sensitive operations such as receiving reports and transmitting reports to staff via SMS and email, 24x7 support would be ideal or at a minimum 6 AM to 10 PM Eastern support.\n\nCoverage: Supplier shall provide Agency all reasonably necessary telephone or written consultation requested by such Agency in connection with use, problems, and operations of the application on a basis of twenty-four (24) hours a day, seven (7) days a week.","Optional Services":"NA","L-1 Support/Help Desk Support/Call Center":"VCCS and/or individual colleges can provide Level 1 help desk support.","Disaster Recovery And Business Continuity":"Cloud services must provide full system redundancy/failover to a remote site for disaster recovery if outages or problems last 48 hours or longer.","Warranty":"NA","Training":"Supplier’s fee includes all training costs, unless specifically excluded.\nTraining will be provided for at least one Authorized User trainer per order or Statement of Work.\nTraining will cover the use and operation of the deliverable.\nIt will also include data conversion, manipulation, and movement if required.\nSupplier must provide qualified and experienced personnel to conduct the training.\nTraining will be conducted at a mutually agreed time and location.","Mobile Support":"NA","E-Signature":"NA","Value Added/Optional Requirements":"NA","Subcontractors":"No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the supplier desires to subcontract some part of the work specified herein, the supplier shall furnish the purchasing agency the names, qualifications, and experience of their proposed subcontractors. The supplier shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the resulting contract.","Pricing":"If the Commonwealth elects to exercise the option to renew the contract for an additional one (1) year period, the contract price(s) for the additional one (1) years shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the services category of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve (12) months for which statistics are available. \n\neVA ORDERS AND CONTRACTS: The solicitation/contract will result in multiple purchase orders with the applicable eVA transaction fee assessed for each order.","MWBE/SDVOB":"*The Commonwealth aims for 42% of purchases to be from DSBSD-certified small businesses.\n*All offerors must submit a Small Business Subcontracting Plan.\n*Subcontracting to certified small, woman-owned, minority-owned, and service-disabled veteran-owned businesses is encouraged.\n*Only businesses certified by DSBSD by the proposal due date qualify as small businesses.\n*Awarded suppliers must submit reports proving compliance with their subcontracting plan.\n*If goals are not met, a written explanation is required.\n*Payments may be withheld for non-compliance, and failure to comply may result in contract termination or other remedies.","Transition of Services":"Upon contract expiration or termination, the Supplier must provide up to six months of transition support to ensure services continue smoothly and transfer properly to VCCS or another provider. Licensed products cannot be restricted during this period. VCCS will pay agreed fees for transition services, and any fully paid perpetual software licenses remain unaffected.\n\nThe supplier shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under the contract. All phase-in/phase-out work fees must be approved by the Contract Officer in writing prior to commencement of said work.","Payment Terms":"Any payment terms requiring payment in less than thirty (30) days will be regarded as requiring payment thirty (30) days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than thirty (30) days, however.\n\nTo pay the subcontractor(s) within seven (7) days of Supplier’s receipt of payment from the Commonwealth for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract. To notify the agency and the subcontractor(s), in writing, of supplier’s intention to withhold payment and the reason. \n2) Interest shall accrue at the rate of one (1) percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by supplier that remain unpaid seven (7) days following receipt of payment from the Commonwealth for work performed by the subcontractor.","Withhold/Retainage":"NA","Escrow Account":"NA","Change Request Hours":"NA","Audit":"*The supplier must keep all contract-related records, books, and documents for 5 years after final payment, or until the Commonwealth audits them (whichever happens first).\n*During this period, the agency and state auditors have the right to access and review those records.","Open Source":"Supplier will notify the agency if the application contains any open-source code.","Commercial and Legal Risks (Liability caps, indemnity, liquidated damages, penalties, performance bonds, no exceptions)":"LIABILITY:\n*Supplier is fully responsible for all acts and omissions of its personnel, including negligence or misconduct.\n*Total liability and indemnification are capped at twice the total contract value (cumulative spend).\n*Liability cap does not apply in cases of:\n -Intentional misconduct, fraud, or recklessness.\n -Bodily injury, death, or property damage caused by Supplier negligence.","Partnership Gaps (Lack of required local partner or sub-contractor)":"NA","Staffing(Onsite, Resource availability, feasibility of onsite-offshore model)":"NA","Competition (Favoring a particular vendor, platform)":"NA","Nonvisual Access":"All purchased or upgraded technology must support nonvisual access standards to ensure accessibility for blind or visually impaired users.\n*Technology must allow effective use through nonvisual means.\n*Must be compatible with other assistive technologies and integrated into shared networks.\n*Must provide equivalent access to services available to sighted users.\n*While assistive hardware/software is not required if only used by non-visually impaired users, systems must still allow installation and effective use of nonvisual access tools when needed.","Renewal Of Contract":"*The contract may be renewed for up to four (4) additional one-year terms.\n*The Commonwealth must give at least 30 days’ written notice before renewal.\n*Price adjustments can be negotiated only at renewal time.\n*Any price increase/decrease cannot exceed the CPI-U (services category) percentage change for the most recent 12 months.\n*For later renewals, price changes are capped based on the previous year’s contract price, adjusted by CPI-U limits.","RFP Folder Link":"https://drive.google.com/drive/folders/1jSAAAyN6HsmY_Py3jZGMROH_qec9xT_8?usp=drive_link"}
Assumptions
- Cardinality Solution will be hosted on AWS Gov Cloud for the production instance.
- AWS Hosting includes one production and four non-production instances - Development, Integration Testing, UAT and Staging
- Cardinality SaaS license includes - Yearly 2 upgrades, monthly hot fixes and level 3 support
- All resources would be based out of the United States
- The Cardinality Saas license cost is provided for up to upto 25 internal users and 75 external users
- Cardinality will leverage the Adobe or DocuSign licenses of the Agency for e-signature
- The Operations & Maintenance Support phase is assumed to start after DDI phase of 11 months