Housing Management Software - Master Contract

12 December 2023 Housing Management Software - Master Contract Minnesota State is requesting proposals to assist in selecting a housing and dining management system that is a vendor-hosted software solution (SaaS). 12 December 2023 Open 12/12/2023 12:00 AM CST Type Request for Proposal Close 1/12/2024 2:00 PM CST Number SRC-MNSCU-2024-000181-RFP Currency US Dollar Sealed Until 1/12/2024 2:00 PM CST 12 December 2023 Contacts Jennell Flodquist Jennell.Flodquist@minnstate.edu Phone +1 651-201-1524 12 December 2023 Commodity Codes Commodity Code Description 43230000 Software 12 December 202312 December 202312 December 202312 December 202312 December 202312 December 202312 December 202312 December 202312 December 2023 mailto:Jennell.Flodquist@minnstate.edu Project Overview Minnesota State is requesting proposals to assist in selecting a housing and

dining management system that is a vendor-hosted software solution (SaaS). Minnesota State provides public higher education within the state of Minnesota and provides residential housing and dining services at 14 locations across the state. Several institutions have multiple campus locations. Not all institutions have a need to utilize all anticipated functionality, and institutions vary greatly in size and configuration. The proposed software must accommodate institutions whose facilities range from approximately 50 to 4000 beds. The proposed software solution should allow for independently managed facilities to share one system for managing their residential housing and dining spaces. Minnesota State desires a scalable or tiered configuration, i.e. base functionality with additional modules or system add-ons. The proposed software solution can be a vendor hosted software solution (SaaS). You may propose either or both options. The proposed software solution will provide business functionality for all of the following user categories: 1. New, current, and returning resident students 2. Residence hall administrative staff 3. Dining hall administrative staff 4. Building maintenance staff 5. Institution business office administrative staff 6. Administrative staff 7. Conference Services 8. Short term Guest Housing Minimum Requirements Each proposal must contain a complete proposal and description of the respondent's qualifications in accordance with this RFP’s requirements. General criteria upon which proposals will be evaluated include, but are not limited to, the following: • Enable institutions to manage housing and dining services to students • Provide ongoing training services to system office and institutional technical staff and business users • Provide ongoing product support needed to ensure success • Demonstrated ability to provide API-based integration with Minnesota State’s in-house developed ERP (ISRS) with plans to move to a commercial ERP system in the future – i.e., Workday, SAP, etc. • Provide higher education client references specific to the product and services proposed • Acceptable service level agreement Pre-award Informational Meeting Minnesota State will hold interviews with select responders from February 5th through the 9th, 2024. Minnesota State reserves the right to name a date on which all responding responders will be invited to present demonstrations or participate in an interview. Board of Trustee Meeting If applicable, Minnesota State will request approval from the Minnesota State Board of Trustees in February or March 2024, to be determined. Evaluation Factors Description The following factors and their identified weight will be used to evaluate the responses: No Factor Weight 1. Functional Requirements 40% 2. Technical Requirements 20% 3. Price / Cost 25% 4. Implementation plan 5% 5. Company Qualifications 5% 6. Software, Business & Service Level Agreements 5% Total 100% Contract Terms Minnesota State desires to enter into a contract with the successful vendor(s) for an initial six (6) years with the right to renew, with mutual agreement, for up to four (4) years, with two (2) year extensions, with a formal amendment to the contract. If Minnesota State and the respondent are unable to negotiate and sign a contract by April 1, 2024, then Minnesota State reserves the right to seek an alternative vendor(s). Required to View Event Prerequisites Required to Enter Bid 12 December 2023 1. Please review the background of Minnesota State 2. Please review the Notice and Authority 3. This RFx includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation. 4. Please review the Definitions to the RFx 5. Please review the Organizational Conflict of Interest policy 6. Please review and accept the Authorized Response Certification Statement. 7. Please review and agree to the Duration of Offer agreement 8. Please review the Terms of Payment 9. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete, sign, notarize, and upload completed form with response. 10. Affirmative Action Requirements: Please review and download declaration page, complete, sign, and upload completed from with response. 11. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Supplier Diversity must complete this form. Others can skip. 12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming TG/ED/VO preference must complete this form. Others can skip. 12 December 202312 December 202312 December 202312 December 202312 December 202312 December 202312 December 2023 Buyer Attachments 1. Sample P/T Contract 2. 2023 Commissioner's Reimbursement Plan 12 December 202312 December 202312 December 202312 December 202312 December 202312 December 2023 https://www.minnstate.edu/system/templates/docs/4_PTServices_Template.docx https://www.minnstate.edu/system/templates/docs/2023-Commissioners-Plan.pdf Questions Required Questions Group 1.1: Pass/Fail Instructions: Any "No" response in this section is renders the respondent's bid as ineligible. 1.1.1 System Delivery: Solution is provided as software as a service (SaaS). 1.1.2 Security: Solution supports students and staff authentication via SSO (via Shibboleth, SAML 2.0, Azure Active Directory, OAuth 2.0, etc.). 1.1.3 Security: Solution incorporates role-based security access for staff. 1.1.4 Calendar: Occupancy and meal term/period dates are configurable on a per-institution basis. 1.1.5 Room Configuration: Solution stores building and room configuration data. 1.1.6 Room Assignments: Solution intakes and stores and manages occupant room assignments. Students may self-select or be assigned by staff. 1.1.7 Roommates: Solution offers user-driven roommate matching. 1.1.8 Meal Plans: Meal plans are configurable on a per-institution basis, including multiple types of currencies (ex: meal swipes and dollars). 1.1.9 Rates: Each institution may configure their own room rates for multiple room types. 1.1.10 Facility / Space management: Solution integrates with Minnesota State ERP data including buildings, floors, rooms, etc. 1.1.11 Contracts: Solution collects and retains rental contract / agreements and signatures. 1.1.12 Guest Reservations: Solution allows for group and individual reservation and billing for non-student guests. 1.1.13 Communications: Solution offers communication to customers (ex: housing assignmentstatus webpage, email, etc.). 1.1.14 Resident Information: Solution integrates with Minnesota State's ERP to import student data (ID numbers, names, birth date, major, etc.). 1.1.15 Request Submission / Processing: Solution offers customizable method to collect resident requests (ex: housing requests during school breaks) 1.1.16 Billing: Solution offers fully customizable pro-rate billing per-institution. Solution integrates such that payments are accepted through Minnesota State ERP. 1.1.17 Front Desk: Solution allows community front desk staff to manage check in / out of occupants, equipment, and keys. 1.1.18 Reporting: Solution provides data reporting capabilities including pre-built reports and staff-customizable reports. 1.1.19 Web Portal / App: Solution offers student-facing app or web portal for display of room assignment, roommate, meal, and other information. 1.1.20 Support: Vendor offers live support, a knowledge base, and staff training (initial and on-going). 1.1.21 Integration: Solution integrates with Minnesota State ERP for purposes such as postingbills, importing student data, importing student photos, exporting card access data, etc. 1.1.22 Integration: Solution integrates with third-party vendors via API – ex: dining vendors, facility work orders, etc. 1.1.23 Logs / auditing: Actions performed on records are logged and accessible to staff by security role. Group 2.1: Adherence to Minnesota State Terms and Conditions Instructions: 2.1.1 Minnesota State presumes a responder agrees to the terms and conditions as listed in the prerequisites of this solicitation unless a responder takes specific exceptions. The responders must explicitly list all exceptions to the terms and conditions. If no exceptions exist, type in "None" in the space provided. If exceptions exist, please include the Clause, Page Number, Suggested Change to the Clause and Explanation. 2.1.2 Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided. 2.1.3 Does the solution support up to 33 institutions within the Minnesota State system Group 3.1: Company Overview (5%) Instructions: 12 December 202312 December 202312 December 202312 December 202312 December 2023 3.1.1 Please select organization type 3.1.2 How many years has your organization been in the business related to this solicitation? 3.1.3 Please provide the history of your organization or company 3.1.4 Please include references from your three largest companies/educational institutions for which your proposed solution have been implemented. At least one should be similar in scope to Minnesota State and include multi-campus environments. Download the attached spreadsheet, complete, save, and upload the finalized document. 3.1.5 Describe experience any specialty areas where you believe your company has unique expertise ora competitive advantage 3.1.6 Describe the company, culture and values. 3.1.7 Describe the diversity of the proposed team 3.1.8 Upload a team organizational chart or matrix including roles and responsibilities of each team member 3.1.9 How are unexpected problems managed? 3.1.10 Describe your company's prior experience in serving higher education market? 3.1.11 Provide details of your company’s annual user conference for the proposed product if it exists. 3.1.12 Describe your company’s product user group if it exists, and your company’s role in thatgroup. 3.1.13 Describe your company’s resource library. Group 4.1: Functional Requirements Instructions: Instructions: Additional attachments may be uploaded to the Vendor Attachments section. 4.1.1 Please download the spreadsheet, put your company's name on it. Fill out all the questions, including links and attachments, and upload the completed document. All questions are required. Pass/fail questions begin with an asterisk (*). Group 5.1: Technical and Security Requirements Instructions: Additional attachments may be uploaded to the Vendor Attachments section. 5.1.1 Instructions: Please download the spreadsheet, put your company's name on it. Fill out all the questions, including links and attachments, and upload the completed document. All questions are required. Pass/fail questions begin with an asterisk (*). 5.1.2 Download, complete and upload VPAT form Group 6.1: Instructions: 6.1.1 Instructions: Please download the spreadsheet, put your company's name on it. Fill out all the questions, including links and attachments, and upload the completed document. All questions are required. Pass/fail questions begin with an asterisk (*). Group 7.1: Instructions: 7.1.1 Describe implementation plan, goals, milestones, responsibilities, and timelines 7.1.2 Describe the level of participation in the implementation plan with Minnesota State (Level, type, and accessibility of support) that will be provided pre and post implementation. 7.1.3 Describe the training that will be provided pre and post to the go-live date? 7.1.4 List the dates of initial product release and updates. 7.1.5 Provide a five year product road map including product enhancements and expected delivery dates. Group 8.1: Software Business Instructions: Along with the functional requirements, technical requirements, and cost proposal, below is a list of other items for which a response is requested. 8.1.1 Provide any software license/subscription agreements or business agreements 8.1.2 Upload any service license agreements 8.1.3 Describe the process for requesting product changes – both a unique customized change and a change to the core product. Group 9.1: Instructions: 9.1.1 Does your company, partner or sub-contractor quality as a diverse supplier as defined by Minnesota State? 12 December 202312 December 202312 December 202312 December 202312 December 2023 9.1.2 Does your company qualify for preference points as defined by Minnesota State in the Prerequisites section 12 December 202312 December 202312 December 202312 December 202312 December 2023 Product Line Items Product Line Items There are no Items added to this event. 12 December 202312 December 202312 December 202312 December 2023 Service Line Items Service Line Items There are no Items added to this event. 12 December 202312 December 202312 December 2023