Campus Card System and Services

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 561621 - Security Systems Services (except Locksmiths)
Posted Date: Mar 24, 2020
Due Date: Apr 21, 2020
Solicitation No: RFP 212-20-001-BWL2-2
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP 212-20-001-BWL2-2
  • Campus Card System and Services
  • Status: Open
  • Time Left:27 days
  • Closing: 4/21/20 3:00 PM
  • Issued: 3/19/20 10:45 AM
  • Last Amended: 3/24/20
  • Buyer:Barbara Lewis
  • blewis@vsu.edu
  • 804-524-5307

  • Issued By:Virginia State University
  • Type:Request for Proposals (RFP)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Virginia State University, Virginia State University, VA 23806
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:4/21/20
  • Description:Identify one or more qualified service providers with sufficient capability to provide at a minimum a card system, hardware, software, consumables and other services, for use by students, faculty and staff that functions at minimum as an identification card, debit card and access card.
  • Amendment/Cancellation Information:REPOST OF ORIGINAL RFP #212-20-001-BWL DUE TO ERROR IN CLOSING DATE WHCIH NEEDED TO BE CORRECTED

Attachments
Attachment Size Description Posted On Type
RFP #212-20-001-BWL Campus Card System and Services.pdf (1.08 MB) Campus Card System & Services 03/19/20 Solicitation
Addendum #1 - RFP 212-20-001-BWL Campus Card Systems and Services.pdf (76.2 KB) Campus Card Systme and Services 03/19/20 Solicitation
Addendum #2 - Campus Card Systems and Services.pdf (195.53 KB) Campus Card Systems 03/19/20 Solicitation
Addendum #3 - Campus Card Systems and Services #212-20-001-BWL.2.pdf (192.59 KB) Addendum #3 - Campus Card Systems and Services 03/24/20 Solicitation

Attachment Preview

Request for Proposals
RFP # 212-20-001-BWL
Campus Card System and
Services
February 21, 2020
1
REQUEST FOR PROPOSAL (RFP)
RFP #212-20-001-BWL
Issue Date: February 21, 2020
RFP# 212-20-001-BWL
Title: Campus Card System and Services
Commodity Code: 94635
Issuing Agency:
Commonwealth of Virginia
Virginia State University
1 Hayden Street
Virginia State University, VA 23806
Using Agency and/or Location
Where Work Will Be Performed
Virginia State University
Virginia State University, VA 23806
Initial Period of Contract: From: Date of Award through Two Years (Renewable for three (3) One Year
Periods Thereafter).
Sealed Proposals Will Be Received Until March 13, 2020 at 3:00 P.M. Local Prevailing Time For Furnishing
The Goods/Services Described Herein.
All Inquiries For Information Should Be Directed To: Barbara Lewis Phone: (804) 524-5307; VSU
Procurement, P.O. Box 9214, Room 112, Virginia State University, VA 23806 - e-mail: blewis@vsu.edu
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE, IF
PROPOSALS ARE HAND DELIVERED, DELIVER TO: VIRGINIA STATE UNIVERSITY, HAYDEN
STREET, VIRGINIA HALL, PURCHASING OFFICE, 1ST FLOOR, ROOM 112; VIRGINIA STATE
UNIVERSITY, VIRGINIA 23806. VISITOR PARKING IS LOCATED IN LOT 7 UNIVERSITY AVENUE.
In Compliance With This Request For Proposal And To All The Conditions Imposed Therein And Hereby
Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services In
Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiation.
*Virginia Contractor License No. _____________ *DSBSD-certified Small Business No________
Class: ______________ Specialty Codes: __________________
Name And Address Of Firm:
___________________________________________
Date: ________________________________
__________________________________________
___________________________________________
_________________________Zip Code: __________
By: ________________________________
(Signature In Ink)
Name: ______________________________
(Please Print)
Title: ________________________________
EVA Vendor ID or DUNS number ________________
Phone: (_____)_________________________
E-mail: _____________________________________
Fax: (_____)___________________________
Note: This public body does not discriminate against faith-based organizations in accordance with the Code
of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability,
sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law
relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include
subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception
should be made in that invitation to bid or request for proposal.
2
TABLE OF CONTENTS
I.
PURPOSE…………………………………………………………………………. 4
II. CUSTOMER INFORMATION……………………………………………………4
III. STATEMENT OF NEEDS…………………………………………………….5
IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS ……..19
V. EVALUATION AND AWARD CRITERIA…………………………………….21
VI. REPORTING AND DELIVERY INSTRUCTIONS…………………………….22
VII. MANDATORY PREPROPOSAL CONFERENCE………….………………… 23
VIII. GENERAL TERMS AND CONDITIONS…………………………………....23
IX. SPECIAL TERMS AND CONDITIONS………………………………………..33
X. METHOD OF PAYMENT………………………………………………………39
XI. PROPOSED COMPENSATION………………………………………………...40
XII. ATTACHMENT…………………………………………………………………40
Attachment A – Contractor’s Data Sheet
Attachment B Conflict of Interest Statement
Attachment C Non-Disclosure Form
Attachment D State Corporation Commission Form
Attachment E Small Business Subcontracting Form
3
I. PURPOSE
The purpose and intent of this RFP is to identify one or more qualified service
providers with sufficient capability to provide at a minimum a card system,
hardware, software, consumables and other services, for use by students,
faculty and staff that functions, at minimum as an identification card, debit card
and access control card. It must be efficient, effective and support the core
mission of the university by providing state of the art technology, equipment
service and support. Must have expansion capabilities and guarantees incorporation
of the latest technology in card systems. The system must support multiple secure
card formats and incorporate maintenance continuity and integration with various
systems.
II. CUSTOMER INFORMATION
Virginia State University ( V S U ) is a historically Black University founded on
March 6, 1882, when the Legislature p a s s e d a bill to charter the Virginia
Normal and Collegiate Institute. A two year branch in Norfolk was added to
the college in 1944 and was then renamed Virginia State College in 1946.
The l egi sl at ure passed a law in 1979 to provide the present name, Virginia State
University. The University is situated in Chesterfield County at Ettrick, on a bluff
across the Appomattox R i v e r from the city of Petersburg. The main campus
includes more than sixty-one (61) buildings including eleven (11) residence halls, a
Multipurpose Center and eighteen (18) classroom buildings and a multi-purpose
center. The University n o w has over 4,300 s t u d e n t s . The school consists of but
not limited to, College of Agriculture, Reginald F. Lewis College of Business, College
of Engineering and Technology, College of Graduate Studies, College of Humanities
and Social Sciences, College of Natural and Health Sciences, College of Education,
over 1,000 faculty, administrators and staff.
Current Card Solution
The University’s current solution is provided by Blackboard Transact (BbTS)), called
the One Card. Since 2014, Blackboard has provided service and support for the photo
ID system to include both hardware and software. Presently the BbTS solution is
used in the following areas:
Food Service - outsourced to Thompson Hospitality, LLC., inclusive of Jones and
Gateway Dining Halls; Foster Hall which includes Starbucks, ChicFila and
Subway.
Bookstore Operations - outsourced to Follett
Snack and Beverage Vending - outsourced to Thompson Hospitality LLC and
Beverage Vending is currently outsourced to Coke Cola and the card readers for
beverage are the property of Coke Cola.
Laundry - outsourced to Caldwell and Gregory, Inc.
Copier Control/Network Printing Currently outsourced to Electronic
Systems Inc. (ESI). The card readers on the present MFD’s are the property of
VSU. Various locations throughout campus offer the capability to students to
copy or print utilizing their one card.
Athletic Events, Performances, and Special Events the University requires the
4
purchase of tickets and reservations be accomplished both through card reader
devices and via a web interface.
Ticket Sales and Event Reservations the current card is used external to the
University at Retail Locations.
Retail Locations accepted as a debit card at various local merchants.
Online Deposit Feature make deposits online using a debit or credit card
through the University website
III. STATEMENT OF NEEDS
SCOPE OF WORK
Virginia State University is seeking proposals from firms to provide the
latest in technol ogy, with the capability, capacity, labor force,
e q u i p m e n t and supplies necessary to manage the Campus Card System and
Services.
Contractor Support Qualifications:
1. The Contractor shall provide twenty-four hour technical support
to the University seven days per week. The support shall be a combination
of on-site; remote support, phone support and emergency support (lead
time for support) Provide 800 number for support.
On-site Upon notification, the Contractor shall within one (1) hour
provide timeline for support/service, and be on site within (4) four
hours of notification from Contract Administrator.
Remote the contractor shall respond within (30) thirty minutes.
Phone shall respond within (15) fifteen minutes
Emergency the contractor shall be on site within (3) three hours of
notification.
2. Attend weekly meetings ( in person or via telephone) for the first sixty
(60) days after contract award, testing and successful transition of services.
3. The system shall have the capability of providing daily, weekly, monthly and
ad hoc reports, as needed. Provide a list of reports that are system generated.
4. Provide annual training as needed on system updates and/or upgrades.
VSU expects the ability to solicit and enroll an unlimited number of off-
campus merchants to accept the VSU campus ID card as a method of payment.
5. Omission by the Contractor to verify University systems shall not constitute
5

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