Performance Management Platform

"\\WASHBURN\n\nUNIVERSITY\n\nREQUEST FOR PROPOSAL RFP 24037\nPERFORMANCE MANAGEMENT PLATFORM\n\nRFP Number: The above Request for Proposal Number has been assigned to the\nRequest and MUST be shown on all correspondence or other documents\nassociated with this Request and MUST be referred to in all verbal and\nwritten communications. All inquiries, written or verbal, unless otherwise\nspecified herein, shall be directed to purchasing@washburn.edu only.\n\nPurpose: This document constitutes a request from Washburn University for\ncompetitive proposals from vendors in accordance with the terms,\nconditions, requirement and instructions stated herein.\n\nREAD THIS REQUEST CAREFULLY\n\nFailure to abide by all of the conditions of the Request for Proposal (RFP)\nmay result in the rejection of a bid.\n\nSection I. Introduction\n\n1.1 Purpose of Request\n\nWashburn University is soliciting proposals for a Performance Management

(PM) system that\nhas the ability to fully integrate with the Ellucian Banner system and has the functionality to\n\nmeet standard performance measurement data acquisition, analysis, and reporting needs.\n\n1.2 RFP Details\n\nImportant Dates\n\nRFP Issued February 23, 2024\nRFP Inquiry Questions Due March 1, 2024\nProposal Due Date March 11, 2024\n\nProposals must be received by 2:00 p.m., March 11, 2024 (CST) local time. Proposals must be in\nelectronic format or delivered in sealed envelope to the Purchasing Office, Morgan 214A and must be\nreceived by the date, time, and place stated herein in order to be considered.\n" "Inquiries\n\nAll inquiries about the RFP must be submitted either electronically (PREFERRED) or by United\nStates Postal Service in a sealed envelope. Please be mindful that if USPS is selected as your\nmethod of delivery, that the bid MUST be received by the University in the Purchasing Office by\nMarch 11,2024 at 2 PM CST:\n\nKathy Pflaum\n\nDirector of Purchasing\n1700 SW College Ave\nMorgan 214A\n\nTopeka, KS 66621\npurchasing@washburn.edu\n\nQuestions arising subsequent to the issuance of the RFP that could have an impact on the\nresponses should be submitted by March 1, 2024 to purchasing@washburn.edu. All official\nanswers to questions submitted will be in the form of an addendum and be in written form\nONLY. No other answers given in any other format will be deemed not valid for this RFP.\n\nSubmission\n\nEmail your proposal to Washburn Purchasing (purchasing@washburn.edu) by 2:00 pm, Central\nTime on March 11,2024. Adobe PDF document type is preferred, but Microsoft Word and Excel\ndocument types are accepted.\n\nWashburn University reserves the right to reject any or all proposals, to waive or refuse to\nwaive errors or omissions in any proposal, to extend the time for submission of proposals, or to\nwithdraw this request at any time. In no event shall a vendor submit its own standard contract\nterms and conditions as a response to this RFP. The vendor should address specific language or\nexact contract deviations that its firm wishes to negotiate in a section entitled exceptions.\n\nAcceptance\nWashburn University may award the contract to the vendor whose proposal is determined to\n\nbe the most beneficial to the University. The University will contact the vendor upon\nacceptance of a proposal. Washburn University will also notify all unsuccessful proposers as to\nthe outcome of the evaluation process. This RFP does not obligate the University to award a\ncontract and reserves the right to cancel this RFP if cancellation is in the University\u2019s best\ninterest.\n\nParties to the RFP\n\nParties to the contract will be Washburn University and the vendor. Invoices for all services and\nreimbursable expenses will be submitted to the Washburn University department of record for\n\nRFP 24037 Performance Management Platform\nWashburn University, 1700 SW College Ave. Topeka, KS 66621\n" "payment. Approved payments will be subsequently made by Washburn University in\naccordance with the contract.\n\nCosts of Proposal Preparation\n\nThe cost of developing and submitting the proposal is entirely the responsibility of the vendor.\nThis includes costs to determine the nature of the engagement, preparation of the proposal,\nsubmitting the proposal, negotiating for the contract and other costs associated with this RFP.\n\nCompetition\n\nThe purpose oftthis RFP isto seek competition. The vendor shall advise the Washburn University\nPurchasing Office if any specification, language or other requirement inadvertently restricts or\nlimits bidding to a single source. Notification shall be in writing and must be received by the\nWashburn University Purchasing Director no later than five (5) business days prior to the bid\nclosing date. The Washburn University Purchasing Director reserves the right to waive minor\ndeviations in the specifications which do not hinder the intent of this RFP.\n\nNews Releases\n\nOnly Washburn University is authorized to issue news releases relating to this RFP, its\nevaluation, award and/or performance of the contract.\n\nSECTION 2 INSTRUCTIONS FOR SUBMITTING A PROPOSAL\n\n2.1 Submittals: Proposals shall consist of an electronic copy attached to submission email including\nsupporting documents to Washburn University at purchasing@washburn.edu or by hard copy\ndelivered to Kathy Pflaum, Director of Purchasing, to Morgan 214A. The bidder\u2019s proposal shall\nbe received by the closing date and time listed on the cover sheet.\n\n2.2 Signature of Proposals: Each proposal shall give the complete mailing address of the\nvendor and be signed by an authorized representative by original signature with his or\nher name and legal title typed below the signature line.\n\n2.3 Acknowledgment of Addenda: All vendors shall acknowledge receipt of any addenda to\nthis RFP by returning a signed hard copy with the bid. Failure to acknowledge receipt\nof any addenda may render the proposal to be non-responsive. Only Washburn\nUniversity shall issue changes to this RFP, which will be in writing.\n\n2.4 Modification of Proposals: A vendor may modify a proposal by email at any time prior to the\nclosing date and time for receipt of proposals.\n\nRFP 24037 Performance Management Platform\nWashburn University, 1700 SW College Ave. Topeka, KS 66621\n" "2.5 Withdrawal of Proposals: A proposal may be withdrawn by email from the vendor to Kathy\nPflaum in the Purchasing Office at Washburn University prior to the closing date. Unless\notherwise provided in any supplement to these Instructions, no Bidder shall modify, withdraw,\nor cancel a bid or any part thereof for ninety (90) days after the opening time of bids.\n\n2.6 Proposal Disclosures: At the time of closing, only the names of those submitting proposals shall\nbe made public information. No pricing or other proposed information will be released.\nInterested vendors or their representatives may be present at the announcement.\n\n2.7 Proposal Format: It is the vendor\u2019s responsibility to submit complete responses in accordance\nwith the format and instructions requested. It isthe vendor\u2019s responsibility to submit information\nrelated to the evaluation categories and the University is under no obligation to solicit any\ninformation not included in the submitted proposal. Failure to submit information may cause an\nadverse impact on the evaluation of the vendor\u2019s proposal.\n\nVendors are requested to provide a point-by-point response to all requirements listed in the Request for\nProposal.\n\n2.8 Pre-Award Presentations and Negotiations\n\n1.8.1 As part of the evaluation process, the University may require presentations from\nthe highest ranked proposals.\n\n1.8.2 Prior to award, the University may elect to communicate with the highest ranked\nvendors submitting a proposal for purposes of:\n\nResolving minor differences and informalities,\nClarifying necessary details and responsibilities,\nEmphasizing important issues and points; or,\n\nExamining ways to improve any subsequent contract and/or its constituent\ndocuments.\n\nu a\n\n2.9 Additional Information: The University reserves the right to request additional\ninformation or clarification on any matter included in this proposal. The University\nreserves the right to negotiate with any vendor or vendors to arrive at a final decision.\n\n2.10 Washburn University Purchasing Consortium/Cooperative Memberships Washburn University\nis a member of E&I, Sourcewell, Omnia Partners, Choice Partners, Greenbush, BuyBoard, PACE\nand GSAdvantage. The University is also eligible to receive pricing available on State of Kansas\ncontracts that indicate \u2018Yes - All Political Subdivisions\u2019. Vendors/Manufacturers who participate\nin more than one of these should quote the lowest available contract cost for materials/services.\n\nContact Kathy Pflaum at Kathy.pflaum@washburn.edu for assistance in determining whether you\nor your supplier is a participating contract/consortium vendor.\n\nRFP 24037 Performance Management Platform\nWashburn University, 1700 SW College Ave. Topeka, KS 66621\n" "2.11 New Vendor: Please submit a W-9 with your proposal if you are anew vendor. You can\n\nfind this form at: http://www.irs.gov/pub/irs-pdf/fw9.pdf?portlet=3\n\nSection 3. Scope of Services Requested\n\nWashburn University is soliciting proposals for a Performance Management (PM) system that\nhas the ability to fully integrate with the Ellucian Banner system and has the functionality to\nmeet standard performance measurement data acquisition, analysis, and reporting needs. The\nPM system should also allow for single sign on capability. It must facilitate conversations\nsurrounding but not limited to performance reviews, goals (setting and tracking) as well as\nsuccession planning to build upon and improve the overall process, increase transparency,\nprovide more timely feedback to employees, and improve efficiency for our management team,\nidentify future leaders and align with comprehensive compensation resources for market trend\nand compensation analysis. The performance tool must be customizable, complete with\nreporting and dashboards for employees and managers. It should be user friendly and be\ncompatible with mobile functionality.\n\nREQUIREMENTS OF VENDOR:\n\nWashburn University is seeking a software program that will support the performance\nmanagement process for Faculty and Staff.\n\nREQUIREMENTS OF VENDOR:\n\n3.1 The Performance Management Solution must be a hosted cloud web-based solution with\nsufficient memory/data to ensure top speed for all system processes and must provide\nadequate support for its system and users including but not limited to:\n\n3.1.A A dedicated team who is familiar with or will be fully familiar with the\n\nUniversity's setup, exceptions and processes.\n\n3.1.B Direct access to the team, via phone and email, during regular business hours.\n\n3.2 Allofthe University\u2019s data must be stored and backed-up within the continental United\nStates of America. In no event shall the University\u2019s data be accessed, transferred, or stored\noutside of the USA. Please describe and provide diagrams of exactly how storage and data\nare protected from external penetration of the information in the proposal.\n\n3.3 The Performance Management software solution must be an off-the-shelf (pre-\n\nRFP 24037 Performance Management Platform\nWashburn University, 1700 SW College Ave. Topeka, KS 66621\n"