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Delaware City Schools Request for Qualifications Project Name: Event Management/Maintenance Management System - 2015 NOTICE OF OFFERING: To all potential vendors wishing to respond to the “Request for
Qualifications” (RFQ) for the project known and offered as “Event Management/Maintenance
Management System – 2015 by Delaware City Schools. This RFQ is offered in a Performance
Specification format and is not intended to be inclusive of all features available on equipment offered. Delaware City Schools (DCS) is requesting for qualification (RFQ) a web-based software product that
will allow district facilities and events to be scheduled and managed in a timely and organized manner.
Software should be configured to be fully compatible with existing networks and systems and should be
able to be used with either PC or MAC operating systems. The system should integrate with our current
LDAP directory structure, Novell eDirectory. The system will integrate users and groups and
authenticate users to allow access to features. The software will be cost effective, meet the daily operational needs of the District at each site, and be
priced within the financial boundaries established as solely determined by Delaware City Schools. DCS, during the final review, will be guided by State Term Schedule Pricing or better if available. Due Date The documents for each RFQ offered shall be received on or before February 2, 2015 at 2:00 p.m. at
Delaware City Schools Administration Building, 248 N. Washington St., Delaware, Ohio 43015 to the
attention of Jason Sherman. Each bid offering is to be in compliance with DCS, RFQ for the project
named above and responsive to the performance specifications format and all documents offered and
dated 1/14/2015 to include any addenda issued before the bid due date of February 2, 2015. Bid Tabulation Form To be completed as offered and will be reviewed on February 2, 2015. Alternate Proposal Any alternate proposals offered will be considered provided the vendor has first complied with the base
bid for this RFQ and has supplied the completed “Bid Tabulation Sheet” as shown in the due date as
offered by DCS. Withdraw Bid No vendor offering a bid response to the project named above may withdraw its bid within sixty (60) days
after the actual date of the opening thereof. Award of Contract The owner (DCS) further reserves its full rights under the law to determine the lowest responsive and
responsible vendor offering a bid, to waive all irregularities in the RFQ proposal or process, to reject any
or all bids offered, and to conduct such investigation as necessary to determine the responsibility of any
vendor submitting “Bid Proposal” for the project named above. NOTE: DCS considers the “lowest responsive and responsible bidder” for this offering to be the
vendor whose proposal responds to the bid specifications in all material respects and contains no
irregularities or deviations from the specifications which would affect the amount of the bid or
otherwise provide the bidder with a competitive advantage, and whose financial condition,
experience, conduct and performance on previous contracts, facilities and management skills
support the bidders’ ability to execute the contract properly. Software Requirements ●
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Must be web-based and allow for multiple layers of users (read-only, administrative rights,
etc.) and email groups; Must have the ability to work with PC and MAC operating systems; Must have the ability to track and schedule rooms and areas in up to 12 separate building
sites; Must be able to track activities such as work orders and assign jobs; Must be formatted to allow for automated, regularly-occurring and intermittent schedules to
be created; Must have the ability to produce billing documents or have the ability to interface with
accounting software currently in use by the District; Training and inservice cost per hour to be included in proposal; Draft setup and implementation plan to be included;
Single Sign On capable;
Multi-level approval process w/automated email notifications and confirmations to requesters
and approvers;
Seamless integration with Google calendar;
robust reporting system that informs all users, custodial maintenance, food service and
approvers;
Capability to have facilities availability immediate known;
Ability to sync paper forms with online forms;
Online form for outside users and online information move into the system and awaits
approval;
Public access to see if facilities are open or booked.
Bid Tabulation Form - Event Management/Maintenance Management System – 2015
February 2, 2015 2 p.m.
U=Unsatisfactory
S=Satisfactory
Requirements
PC and MAC OS compatible
Integration with LDAP director
structure, Novell eDirectory
User and group integration, user
authentication access
Multiple layers of users, email groups
and administrative rights
Integration with Google calendar
Ability to schedule multiple rooms in
multiple facilities
Ability to track work orders and assign
jobs
Automated, regularly-occurring and
intermittent schedules capability
Ability to produce billing documents or
invoices; reporting system
Single sign-on capable
Training, set up and implementation
Multi-level approval process with
automated notifications
Cost
Vendor 1
E=Excellent
Vendor 2
NA=Not Applicable
Vendor 3
Vendor 4