Rio Rancho Public Schools Sealed Solicitation
Title: Education Technology Inventory System
Deadline: 5/8/2024 2:00 PM (UTC-07:00) Mountain Time (US & Canada)
Status: Deadline Expired
Solicitation Number: RFP No. 2024-023-C&I
Description: Education Technology Inventory System
Pre-Bid Meeting Date: 4/24/2024 10:00 AM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.Pre-Bid/Proposal Conference (Non-Mandatory) Location: Rio Rancho Public Schools District Office Training Center, 500 Laser Rd. NW, Rio Rancho, NM. Training Room # 2. Access to the meeting is also available virtually using the following meeting link. Meeting ID meet.google.com/ssz-aiqp-qcb Edit Phone Numbers (US)+1 707-881-7974 PIN: 882 355 359# NOTE: To access google meet, hover over the meeting ID link, hold down control button on the keyboard and then click on the link.
Documents:
| Documents as of 4/29/2024 |
|---|
| Specifications_4_17_2024.pdf |
| Education_Technology_Inventory_System_Scope_of_Work.xlsx |
| ADDENDA_1.pdf |
| ADDENDA_2.pdf |
Question 1
Posted: 4/19/2024
Question: To ensure we are providing a comprehensive response, would the RRPS be willing to extend the due date by up to two business weeks?
Response: See Addenda No. 1 for a response to this question.
Question 2
Posted: 4/19/2024
Question: Per this language on page 3 of the RFP, is this stating that vendors cannot provide exceptions terms and conditions? Per RFP: All interested parties are strongly encouraged to submit a proposal for any or all of the services referenced within this RFP. Please carefully read all instructions, specifications, terms and conditions. Failure to comply with the instructions, specifications, terms and conditions of this RFP may result in your proposal submittal being classified as unresponsive and disqualified.
Response: See Addenda No. 1 for a response to this question.
Question 3
Posted: 4/19/2024
Question: Are vendors allowed to respond to this RFP under the terms and conditions of an existing contract vehicle that RRPS is eligible to use?
Response: See Addenda No. 1 for a response to this question.
Question 4
Posted: 4/22/2024
Question: Page 21, Evaluation Criteria Matrix. Please clarify if the items listed in Section 2 need to be included in Section 1. Should the items listed in Section 3 be included in Section 2? On page 20, 6.0 indicates there are 5 evaluative areas but there doesn't appear to be a Section 4 in the Evaluation Criteria Matrix. Please confirm that there is no Section 4.
Response: See Addenda No. 1 for a response to this question.
Question 5
Posted: 4/24/2024
Question: Are joint proposals acceptable? e.g., a combined proposal from both the software vendor and implementation (professional services) partner.
Response: See Addenda No. 1 for a response to this question.
Question 6
Posted: 4/24/2024
Question: Users, Functionality, Access: A - Please define each of the user groups that will be accessing the system (e.g., Leadership, IT, etc.) B - Of the users, roughly, how many staff members will need full administrative access? C - Of the users, how many staff will be interacting (i.e. being assigned and managing) inventory? D - Of the users, will there be staff that need “basic privileges” (e.g., viewing data) but who will not be managing inventory? If so, how many? E - Of the users, how many district faculty/staff members will be managing inventory?
Response: See Addenda No. 1 for a response to this question.
Question 7
Posted: 4/24/2024
Question: How are inventory items added now and what is the ideal process? (forms, email, phone, etc.)
Response: See Addenda No. 1 for a response to this question.
Question 8
Posted: 4/24/2024
Question: What vendor is Rio Rancho using now for inventory management?
Response: See Addenda No. 1 for a response to this question.
Question 9
Posted: 4/24/2024
Question: Are there data migration requirements from the homegrown systems? (asset management?)
Response: See Addenda No. 1 for a response to this question.
Question 10
Posted: 4/24/2024
Question: What systems are required to integrate with the new solution besides Powerschool? Also what is the ideal flow of information? (e.g., live, bi-directional, batch, flat file, etc.) Does Rio Rancho have any preferred middleware?
Response: See Addenda No. 1 for a response to this question.
Question 11
Posted: 4/24/2024
Question: 1.) Is this RFP for a web only based system, a (SAS) cloud hosted system, a self-hosted server application, or any of these? Please details which types are in consideration? 2.) Is RFID a mandatory requirement? 3.) What is the approximate number of assets tracked? 4.) Is any software discovery required? 5.) Is there an existing database to be converted and if so, what is the format? 6.) How many mobile devices (or mobile licenses) are required? 7.) What is the estimated average number of simultaneous users? 8.) What is the estimated average of check in and check out per week. 9.) Can we have a copy of the recorded Pre-Bid Conference and how can it be delivered?
Response: See Addenda No. 1 for a response to this question.
Question 12
Posted: 4/25/2024
Question: We were wondering if this bid needs to be on a contract like CES?
Response: See Addenda No. 1 for a response to this question.
Question 13
Posted: 4/25/2024
Question: Does RRPS have a required deployment or license start date? Are there any deadlines in place for deployment, implementation, training, customization?
Response: See Addenda No. 2 for a response to this question.
Question 14
Posted: 4/26/2024
Question: 1. Could RRPS provide a list of all storage locations for Educational Technology inventory items?
Response: See Addenda No. 2 for a response to this question.
Question 15
Posted: 4/26/2024
Question: 2. Does RRPS have a list of specific reports and dashboards (in addition to those listed in the SOW Excel file – Section 5) that will need to be generated through the Educational Technology Inventory System?
Response: See Addenda No. 2 for a response to this question.
Question 16
Posted: 4/26/2024
Question: 3. Does the Educational Technology Inventory System need to interface with any local, county, state or federal computer systems, in addition to the systems / databases already listed - Power School SIS, Active Directory, Google Admin Console , and Microsoft Entra ID ? If what are the integrations necessary?
Response: See Addenda No. 2 for a response to this question.
Question 17
Posted: 4/26/2024
Question: 4. Are items currently barcoded or will they need to be barcoded post implementation?
Response: See Addenda No. 2 for a response to this question.
Question 18
Posted: 4/26/2024
Question: 5. For all assets without a barcode, will the awarded vendor be required to physically install barcodes on each asset?
Response: See Addenda No. 2 for a response to this question.
Question 19
Posted: 4/26/2024
Question: 6. Could RRPS describe current Educational Technology Inventory operations process flow?
Response: See Addenda No. 2 for a response to this question.
Posted: 4/19/2024
Question: To ensure we are providing a comprehensive response, would the RRPS be willing to extend the due date by up to two business weeks?
Response: See Addenda No. 1 for a response to this question.
Posted: 4/19/2024
Question: Per this language on page 3 of the RFP, is this stating that vendors cannot provide exceptions terms and conditions? Per RFP: All interested parties are strongly encouraged to submit a proposal for any or all of the services referenced within this RFP. Please carefully read all instructions, specifications, terms and conditions. Failure to comply with the instructions, specifications, terms and conditions of this RFP may result in your proposal submittal being classified as unresponsive and disqualified.
Response: See Addenda No. 1 for a response to this question.
Posted: 4/19/2024
Question: Are vendors allowed to respond to this RFP under the terms and conditions of an existing contract vehicle that RRPS is eligible to use?
Response: See Addenda No. 1 for a response to this question.
Posted: 4/22/2024
Question: Page 21, Evaluation Criteria Matrix. Please clarify if the items listed in Section 2 need to be included in Section 1. Should the items listed in Section 3 be included in Section 2? On page 20, 6.0 indicates there are 5 evaluative areas but there doesn't appear to be a Section 4 in the Evaluation Criteria Matrix. Please confirm that there is no Section 4.
Response: See Addenda No. 1 for a response to this question.
Posted: 4/24/2024
Question: Are joint proposals acceptable? e.g., a combined proposal from both the software vendor and implementation (professional services) partner.
Response: See Addenda No. 1 for a response to this question.
Posted: 4/24/2024
Question: Users, Functionality, Access: A - Please define each of the user groups that will be accessing the system (e.g., Leadership, IT, etc.) B - Of the users, roughly, how many staff members will need full administrative access? C - Of the users, how many staff will be interacting (i.e. being assigned and managing) inventory? D - Of the users, will there be staff that need “basic privileges” (e.g., viewing data) but who will not be managing inventory? If so, how many? E - Of the users, how many district faculty/staff members will be managing inventory?
Response: See Addenda No. 1 for a response to this question.
Posted: 4/24/2024
Question: How are inventory items added now and what is the ideal process? (forms, email, phone, etc.)
Response: See Addenda No. 1 for a response to this question.
Posted: 4/24/2024
Question: What vendor is Rio Rancho using now for inventory management?
Response: See Addenda No. 1 for a response to this question.
Posted: 4/24/2024
Question: Are there data migration requirements from the homegrown systems? (asset management?)
Response: See Addenda No. 1 for a response to this question.
Posted: 4/24/2024
Question: What systems are required to integrate with the new solution besides Powerschool? Also what is the ideal flow of information? (e.g., live, bi-directional, batch, flat file, etc.) Does Rio Rancho have any preferred middleware?
Response: See Addenda No. 1 for a response to this question.
Posted: 4/24/2024
Question: 1.) Is this RFP for a web only based system, a (SAS) cloud hosted system, a self-hosted server application, or any of these? Please details which types are in consideration? 2.) Is RFID a mandatory requirement? 3.) What is the approximate number of assets tracked? 4.) Is any software discovery required? 5.) Is there an existing database to be converted and if so, what is the format? 6.) How many mobile devices (or mobile licenses) are required? 7.) What is the estimated average number of simultaneous users? 8.) What is the estimated average of check in and check out per week. 9.) Can we have a copy of the recorded Pre-Bid Conference and how can it be delivered?
Response: See Addenda No. 1 for a response to this question.
Posted: 4/25/2024
Question: We were wondering if this bid needs to be on a contract like CES?
Response: See Addenda No. 1 for a response to this question.
Posted: 4/25/2024
Question: Does RRPS have a required deployment or license start date? Are there any deadlines in place for deployment, implementation, training, customization?
Response: See Addenda No. 2 for a response to this question.
Posted: 4/26/2024
Question: 1. Could RRPS provide a list of all storage locations for Educational Technology inventory items?
Response: See Addenda No. 2 for a response to this question.
Posted: 4/26/2024
Question: 2. Does RRPS have a list of specific reports and dashboards (in addition to those listed in the SOW Excel file – Section 5) that will need to be generated through the Educational Technology Inventory System?
Response: See Addenda No. 2 for a response to this question.
Posted: 4/26/2024
Question: 3. Does the Educational Technology Inventory System need to interface with any local, county, state or federal computer systems, in addition to the systems / databases already listed - Power School SIS, Active Directory, Google Admin Console , and Microsoft Entra ID ? If what are the integrations necessary?
Response: See Addenda No. 2 for a response to this question.
Posted: 4/26/2024
Question: 4. Are items currently barcoded or will they need to be barcoded post implementation?
Response: See Addenda No. 2 for a response to this question.
Posted: 4/26/2024
Question: 5. For all assets without a barcode, will the awarded vendor be required to physically install barcodes on each asset?
Response: See Addenda No. 2 for a response to this question.
Posted: 4/26/2024
Question: 6. Could RRPS describe current Educational Technology Inventory operations process flow?
Response: See Addenda No. 2 for a response to this question.