RFP document - University of Massachusetts

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Nov 25, 2013 (3 years and 6 months ago)

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UNI VERS I TY OF MAS S AC
HUS ETTS

REQUES T FOR
PROP OS AL


UNI VERS I TY CONTRACT
FOR

BUS I NES S I NTELLI GENC
E UPGRADE





RF
P

C
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S U B M I T T E D B Y T H E U N I V E R S I T Y O F M A S S A C H U S E T T S,
P U R C H A S I N G

D E P A R T M E N T, S H R E W S B U R Y, M A 0 1 5 4 5

SPONSORED BY

THE UNIVERSITY
OF MASSACH
USETTS INFORMATION TECHNOLOGY SERVICES




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1
.0
General Information


1.1

Summary


The University of Massachusetts System (UMass)
Information Management Services department is engaging in a
major effort to upgrade the underlying software
packages supporting
its

Business Intelligence program (aka
Summit). Summit is an architected data warehouse with

many subject areas across the U
niversity. It contains 2.8
billion rows of data,
in support of HR, Finance, Student Administration and Advance
ment users and business
processes. The key software components are:



IBM DataStage ETL



Oracle OBIEE E 10g dashboard and reporting toolset



Oracle BI Publisher 11g

reporting tool



Cognos Reportnet

reporting tool



Informatica

ETL



Oracle 10g


UMass is looking fo
r a Consulting Partner(s) who can help with
configuration and coding of objects in support of
the upgrade and sun setting efforts of our
older
core processes.
The ideal partner will have the ability to stand up
environment
s

in

a lab setting under their ma
nagement
.

Candidates are welcome to bid on al
l or part of the RFP
.


1.2

University System


The University is composed of six (6) distinct operating units, and each of their associated entities and off
-
site
affiliates including:




Amherst Campus



Boston Campus



D
artmouth Campus



Lowell Campus



Worcester Campus



President’s Office


Central Administration


The University’s five campuses and President’s Office are geographically dispersed throughout the state. Each
campus possesses a unique and complementary mission.
A single Board of Trustees composed of 19 voting
members and 3 non
-
voting members governs the University. The President of the University oversees the five
-
campus system, and each campus has its own Chancellor.

Each campus is accountable for administering

its own business processes and has its own Information Technology
services organization. Independently operated to focus on their own unique local needs, each campus also
manages their own relations with the central or enterprise University Information T
echnology Services
.



Additi
onal information about the University of Massachusetts

System is available
through the University’s web site
at

http://www.massachusetts.edu/index.html
.






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2.0


INSTRUCTIONS
TO

BIDDERS


2.
1
Implementation Schedule


Event

Date and time

RFP Release Date

November 21
, 2011

Bidder Questions Due

December 6, 2011, 5:00 pm EST

Respond to Bidder Questions

December 9, 2011, 5:00 pm EST

RFP Due Date

December 20, 2011, 2:00 pm EST

Bi
d Award

January, 6, 2012 (Approximate)



The University may change these dates at it sole discretion.


2.2
PROPOSAL RESPONSE

DEADLINE


Proposals

must be received via email
only
to
procurement@umassp.ed
u

on
o
r before 2:00 p.m. EST, on

December 20, 2011.

The bid email mail box will be closed at this time so it will no
t be sufficient to email the
Proposal

with an email sent time of 2:00pm

EST
.


The emailed p
roposal

must be RECEIVED by 2:00pm

EST
.


The email su
bject line must read:

CP12
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DJ
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RESPONSE


and must have attached files, which contains
the bidder’s response including completed forms.


The University recommends sending the email with acknowledged receipt.


It is the bidder’s responsibility to
insu
re that its bid is received in its

entirety and without exception

by the bid closing date and time.


Any bid
received after the date and time specified will not be accepted, read, or evaluated.


The University will not be responsible for computer, server,
internet or any technical problems, errors, delivery
delays, or failures beyond its physical control.


Bidders are advised to send their bid responses prior to the bid
deadline to compensate for potential Internet routing delays in email transmission.


2
.2.1

Email Response
-

File Size

Limitations


We are able to receive emails up to 25 MB in size. If your response is la
rger than 25 MB, please s
p
lit your

response
and send in 2 or more separate emails

and indicated in the subject line that you are sending
multiple email
s
,
e.g
.

CP12
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RESPONSE
,
1 of 2.


All emails containing your

bid
response must be received prior to the bid
deadline.


2.3 QUESTIONS


Bidders may submit written questions via e
-
mail to
proc
urement@umassp.edu

on

or before 5 pm EST, on

December 6
, 2011
.


The email subject line must read:



CP12
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QUESTIONS
”.


The University will
compile all questions and
will

respond to such questions via

addendum

and will

email responses to all potenti
a
l
bidders by 5 pm EST, on
December 9
, 2011
.

No telephone calls will be entertained.


Prospective bidders are prohibited from obtaining information about this
bid from any University personnel.


Inquiries received after the specified date and time will n
ot be accepted.


The
questions and official University responses will be issued by formal addendum and sent to all prospective bidders


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to the bidder email addresses on record.

2.4 AM
ENDMENTS TO PROPOSAL


Answers to bidder questions and other
possible
chan
ges to the RFP document

will
also
be posted on
the
Massachusetts on
-
line Procurement Site at
http://www.comm
-
pass.com/

and on
the University’s website at the
following location.
http://www.massachusetts.edu/purchasing/bidinformation.html
.


2.5

PROPOSAL

OPENING


Proposals

will be opened and recorded at 2:00 p.m. EST.
on
December 20
, 2011
, via a listing of proposals

received
in the email mail
box of
procurement@umassp.edu
.




The bid opening will take place in the Berkshire Conference Room at the following Address:


University of Massachusetts

333 South Street, Suite 450

Shrewsbury, MA 01545
-
4169


The bid opening may be attended by the general public and by bidders; however, attendees will not be permitted
to inspec
t proposals until the

Selection

Committee has completed its

review, selection and award.


If special accommodations are required in o
rder to attend the bid opening, contact Don Joubert at
djoubert@umassp.edu

, no later than three (3) days before event.


2.6

CONTACT INFORMATION


Except as may be noted otherwise herein, the issuing office and sol
e contact for

the coordination and
dissemination

of all informa
tion regarding this RFP

is:


Don Joubert, Director of

Procurement and Administration

University of Massachusetts President’s Office

333 South Street, Suite 450

Shrewsbury, MA 01545

Email: djoub
ert@umassp.edu


2.7

Accept/Reject Proposal


The University reserves the right to reject any or all
proposal
s,

wholly or in part; to waive technicalities,
irregularities, and omissions; to make the award in a manner deemed to be i
n
the best interest of the
University;
and to correct
any award erroneously made as a
result of a clerical error on the

part of the University.


2.8

Withdrawal of Proposal


Proposal

offers may be withdrawn at any time pr
ior to the bid receipt deadline date and
time. Once the
proposa
l

receipt deadline has

passed all
proposal
s become the property of the University.






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2.9

Proposal Results


Complete records of all
proposal
s and awards are maintained in the
University of Massachusetts President’s Office
Purchasing
Department.
All bid
documents
,

which includes submitted proposals,

will be made available for public
examination after the bid evaluation committee has completed its bid review, selection and award.


2.10

No University Obligation


The RFP in no manner obligates the University

to the eventual purchase of any products or services described,
implied , or which may be proposed, until confirmed by written agreement, and may be terminated by the
University without penalty or obligation at any time prior to the signing of an agreemen
t.


2.11

Authorized Signature


The proposal offer shall be signed by an officer who is authorized to make such commitments for the bidder.

Please complete bidder information in
Section 9
.0.


2.12

Expenses


Expenses for developing and presenting proposals
shall be the entire responsibility of the Bidder and shall not be
chargeable to the University. All supporting documentation and manuals submitted with this proposal will become
the property of the University unless requested by the Bidder, in writing, at

the time of the submission, and agreed
to, in writing, by the University.

3.0 University Terms and Conditions


The terms and conditions that will apply to the submission of proposals, to the University’s evaluation of the
proposal offers, and to the award

of the contract should be reviewed carefully to ensure full responsiveness to the
RFP.


3.1 Proposal Format


All offers shall be made following the Proposal Response Format provided in Section 2.2. All proposals shall be
submitted as
Best and Final Offer
s.

Bidders will not be allowed to make material alterations to their proposal offers
after the proposal opening. Each bidder shall include in their written offer all requirements, terms and conditions
they may have, and shall not assume that an opportunit
y will exist to add such requirements, terms or conditions
after the proposal opening. Bidder’s terms or conditions that are deemed unacceptable by the University may be
the basis for the University’s rejection of the proposal.


3.2 Proposed M
aterials


Al
l material submitted in response to the RFP shall become the property of the University upon submission and will
be considered as part of this RFP.


3.3 Massachusetts Public Records Law


Access to
University

records is made in accordance with the Mas
sachusetts Public Records Law, M.G.L. c. 66, s. 10.
All
Bid
Responses received are subject to M.G.L. c. 4, s. 7, ss. 26, and M.G.L. c. 66, s. 10 regarding public access to


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such documents. Statements or endorsements inconsistent with those statutes will b
e disregarded. The
University

will make available the documents within those Responses only upon the finalization of those records.


3.4 RFP Interpretation


Interpretation of the wording of this document shall be the responsibility of the University and t
hat interpretation
shall be final.


3.5 Addendum


Any addendum issued to Bidders prior to the proposal opening date shall include an addendum acknowledgement
section. Since all addenda shall become a part of the proposal, all addenda must be signed by an

authorized
Bidder representative and returned with the proposal. Failure to sign and return any and all addendum
acknowledgements will

be grounds for rejection of the proposal response.


3.6 Proposal Modification


Any exceptions/ addition
s/ alterations
to the terms and
conditions contained herein must be included in the
bidder
’s
proposal

response.
Failure to provide the
required data to allow for evaluation of the
bidder
’s response
to the
RFP
, or failure to follow and complete the
RFP

proposal

format an
d accompanying documents will be
grounds for rejecting the
proposal

offer. The University reserves the right to reject any
proposal
s that alter the
terms specified in the
RFP
.


3.7 Confidentiality


From the date of issuance of the RFP until the opening da
te, the Bidder must not make available or discuss its
proposal, or any part thereof, with any employee or agent of the University. The Bidder is hereby warned that any
part of its proposal or any other material marked as confidential, proprietary, or trade

secret, can only be
protected to the extent permitted by Commonwealth of Massachusetts laws.


3.8 Period of Firm Proposal


All
proposal

offers must remain in effect for a minimum period of
120

days following the
RFP

opening date in order
to allow for suf
ficient time for evaluation, approval, and issuance of award notice. The successful
bidder
’s offer
will remain

firm for the duration of any
resulting award and extensions.


3.10 Pre
-
Award Negotiations


After the
proposal
s are opened, but prior to award,

the University may elect to conduct negotiations with the
highest ranked
proposal

respondents for purposes of:




Resolving minor

differences and information



Clarifying necessary details and
responsibilities



Emphasiz
ing important issues and points



Receiv
ing

assurances from respondents


Selection may be made without further dis
cussion
, negotiations or bidder’s presentations; therefore, bidder shall
offer the most favorable terms in response to this
RFP
. Bidder must demonstrate an understanding of the scope o
f
service to be provided and the ability to accomplish the tasks set forth. Bidder shall include information that will


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enable the University to determine the bidder’s overall qualifications. The University reserves the right to request
additional informa
tion or clarification on any matter included in the
proposal

response, to enable the University to
arrive at the final award decision.


4
.0 Evaluation Criteria


The University will use the following criteria to evaluate the vendor's
ability to take on a
p
roject of this depth and
skill:



Fees and Costs



Depth of knowledge and abilities in area of work being bid on



Ability to bring skilled resources to bear on project



Project timeline




Proven and documented methodology for approaching a project(s) such as this



Past successes in upgrades, sun setting of applications and performance analysis in a Business
Intelligence framework utilizing the toolsets being worked on



The ability to ‘stand
-
up’ a lab environment so that work may be done in bulk off site on vendor
h
ardware. This is not a requirement but would be very attractive from a project execution viewpoint.



5.0


Bid
Detail
s


A complete
Proposal should include the following:




Completed Attachment A



Cost and Project Summary




Completed
Appendix A



Documents Requ
iring Signature



Supporting Documentation if Applicable


The vendor may also provide additional information they deem required with helping the University make an
informed decision.


Outlined below is the pertinent information surrounding the different co
mponents of the Summit framework and
the work required to bring that technology up to date. When bidding on different components please provide
information about:


5.1

Summit Components


5.1.1

Oracle 10g database


5.1.1.1

A database upgrade to 11g will
not

be part of the p
roject. Dependencies will need to identified
early and taken on a case
-
by
-
case basis. For example, it is known that the OBIEE 11g repository
requires an 11g database instance. This is possible, but the data source will remain 10g.

5.1.1.2

There is a possibility

that an upgrade will take place prior to contract work on the overall Summit
upgrade project.


5.1.2

DataStage ETL

toolset


5.1.2.1

Upgrading from version 7.5.2 to 8.5.x (x being the latest point release)

5.1.2.2

Technical upgrade only. We are not looking to add functionality

as part of this upgrade.

5.1.2.3

Ora
cle’s RedHat Linux
operating system

on virtualized server farms

5.1.2.4

Varying Oracle versions for data sources, with Oracle 10g as target database.



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5.1.2.5

Vendor will need to able
to
verify
the DataStage 8.5
install and assure that best pra
ctices have
been followed

around
parameter set
-
up for performance and stability

5.1.2.6

Currently
there are 900
mappings
spanning

all

four subject areas
.


Mapping in this case is defined
as having a
DB source, translation l
ogic
, look
-
ups

and a DB target.
There ar
e addit
ional objects
such as sequences, hashed file utilities and routines
.

5.1.2.7

Performance testing
and adjustments
will also be a requirement to make sure the new
environment function
s

at least as well as the old.


5.1.3

Informatica ETL


5.1.3.1

We are looki
ng to sunset ou
r Informatica
7.1.3 environment

and migrate the mappings to
DataStage 8.5.x

5.1.3.2

There

are 120 mapping
s which need porting

5.1.3.3

The porting of the
mappings

should follow the simplest path possible. There is no expectation of
adding functionality, just rep
licating i
t. Many of the mappings

are of minimal complexity where
most of the work is done by SQL statements and less by procedures.

5.1.3.4

The mappings span one subject area

5.1.3.5

Varying Oracle versions for data sources, with Oracle 10g as target database

5.1.3.6

Informatica server i
s running on Solaris operating system. DataStage environment is outlined
above.

5.1.3.7

The mappings

need to perform as well as they did prior to the porting.


5.1.4

OBIEE Reporting


5.1.4.1

This will be a technical upgrade only. No additional functionality will be added

5.1.4.2

All
aspects of the toolset will be installed and configured including BI Publisher, Score Carding,
iBots and Act As

5.1.4.3

Vendor will need to be able to verify install and assure best practices have been followed around
parameter set
-
up for performance, caching and
stability.

5.1.4.4

Dashboards and report span all four
University
subject areas. There are approximately

14 OBIEE
subject areas, 28 dashboards, 374 pages containing 1864 reports.

5.1.4.5

16

initialization blocks, one dedicated to Oracle’s IDM authorization.

42 other bloc
ks across 5
business models

5.1.4.6

Data source is Oracle 10
g with separate Web, App and database tiers. All
Oracle’s
RedHat Linux
operating system on virtualized
load balanced
servers.

5.1.4.7

General performance will need to remain the same or show improvements.


5.1.5

Cog
nos Reporting


5.1.5.1

We are looking to sunset our Cognos ReportNet application

5.1.5.2

This will be a direct report for report port to Oracle’s BI Publisher application

with no additional
functionality added

5.1.5.3

There are approximately 2000 reports. Majority of reports are

simple to medium complexity.

5.1.5.4

The underlying database structure

(Oracle 10g) will

not be moved or changed during this process
unless required in support of the porting.

5.1.5.5



5.1.6

BI Publisher


5.1.6.1

Install and configure Oracle’s BI Publisher 11g

5.1.6.2

There is currently no e
xisting BI Publisher instance with in the Summit program

5.1.6.3

Vendor will need to be able to verify install and assure best practices have been followed around
parameter set
-
up for performance, caching and stability.



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5.1.6.4

Oracle’s RedHat Linux on virtualized servers


6
.0

References




Please provide t
hree (
3) references of companies of similar size to UMass, that you have provided like services for:






Customer Name


Contact Name

and
Title


Telephone Number


Email Address


1








2








3









7
.0 BIDDE
R INFORMATION AND SIGNATURE


Please complete the information below.


BIDDER NAME



ADDRESS

1



ADDRESS 2


CITY



STATE



ZIP



TELEPHONE



EMAIL




Authorized Signature:____________________________________


END OF RFB CP12
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