REQUEST FOR PROPOSAL ADDENDUM 1 TO Athletics Food & Beverage Point-of-Sale System (AD2020-4)
DATE RFP OPENED: December 2nd, 2019 DATE RFP CLOSES: January 9th, 2020
DATE ADDENDUM NO. 1 ISSUED: December 20th, 2019 at 6:30pm
PURPOSE OF THIS ADDENDUM:
The purpose of this Addendum is to answer questions posed by potential Proposers.
Item No.
1 Question Please confirm that the due date is January 9, 2020 before 5:00PM PST via electronic submission to: [email protected]. Is the desired outcome just an electronic submission or both electronic and hard copy?
Response The desired outcome for RFP Proposals is electronic submission via PDF, Word, etc… format to allow for easy sharing and viewing by University committee members.
2 Question Is there an existing or preferred credit card processor?
Answer The existing credit card processor is Elavon for all POS locations. FreedomPay is the gateway through our Micros 9700 system in Matthew Knight Arena.
3 Question Is there an existing or preferred P2PE provider?
Answer The University prefers a P2PE solution that has been validated by the PCI SSC. More information may be found HERE.
4 Question Is the preference to be a PCI-compliant Cloud hosted solution, or the on-premise Windows 2016 server?
Answer Our preference would be Cloud hosted solution.
5 Question Section 2.2.3.1. references direct outreach tools - would this include gift and loyalty e-mail based campaigns?
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Answer Yes, it would.
6 Question Is the University Tax-Exempt?
Answer Yes. The University of Oregon is a public educational organization of a State which is exempt from US tax under the Internal Revenue Code.
7 Question The terminal count in Section 2.1.1.2 is different from the count listed for permanent terminals at Autzen Stadium and Matthew Knight Arena in Exhibit B, can you please clarify the amount of terminals needed?
Answer The University would like Proposers to include 140 portable units and 345 permanent units within their response to hardware and financial/cost sections of the RFP.
8 Question Do the 70 portable units required at Autzen Stadium have to be cellular or does Wi- Fi capability suffice?
Answer The University prefers cellular connectivity for at least half of the portable units (70) as the remaining 70 would be connected via Ethernet.
9 Question Will there be any conflicting schedules at any of the facilities with a possible integration by July 1, 2020? Athletic or non-athletic events?
Answer Yes, please reference GoDucks.com for facility and event schedules.
10 Question Section 2.2.1.9 Integration with a Customer Relationship Management (CRM) platform (i.e. Ticketmaster) Does the University have an existing CRM platform in place? Or will the proposer have to provide?
Answer The University has a CRM in place with Ticketmaster.
11 Question Section 2.2.2.7 System capability for mobile ordering via kiosk and/or in-seat via cellular phone application. To ensure a competitive bid, is this a definitive requirement the University seeks from all vendors? Or is the University looking for options with and without this functionality?
Answer The University does want the capability for mobile ordering via kiosk and/or in- seat.
12 Question Section 2.2.3.3 Ability to provide customer loyalty program. Does the University have an existing program in place that the proposer will be required to integrate with? Or will the proposer have to provide?
Answer The University would like to integrate with Ticketmaster to reward our season and gameday ticket holders.
13 Question Section 2.2.4 Successful proposer expected to provide on-site training a minimum of two (2) times per year during term. Would the University consider remote training via videoconference?
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Answer The University would require onsite training for implementation and work together with the awarded Proposer for other trainings.
14 Question With the holidays approaching and many resources on vacation, would it be possible to have a 1-2 week extension for the submission?
Answer No. The University recently posted an RFI as a precursor to the RFP in an effort to gather information; as well as allow vendors to provide feedback on solutions. The RFP will be posted for over five (5) weeks which is adequate time to provide a Proposal.
15 Question Do you have a separate F&B Manager for each facility venue that manages menus or are all venues managed by a central menu management team?
Answer The University’s current management structure consists of five (5) full-time managers who are assigned to specific venues for F&B operations; but the menu is finalized by the Director.
16 Question Do you have a central data center that you currently operate all venues out of or is there a datacenter in each facility?
Answer All data is centralized in Tangent.
17 Question If there is a central data center, are all facilities connected via fiber optic connectivity?
Answer No. All facilities are connected via Ethernet network managed by University Information Systems.
18 Question Do you support VMware?
Answer Yes, please reference https://service.uoregon.edu/TDClient/2030/Portal/Requests/ServiceDet?ID=18 712 for more information.
19 Question What will be the maximum number of terminals and tablets that will be concurrently utilized at the same time?
Answer It could be all 140 portable and 345 permanent terminals.
20 Question When you say “portable units with Ethernet connectivity” are you looking for iPad minis with Wi-Fi or WS150 windows client touchscreen units with a Wi-Fi adapter or are you simply looking to be able to move WS150 Windows client terminals around and plug them into hardwired ethernet jacks based on event?
Answer The University looks forward to the Proposers solution.
21 Question For Autzen stadium you indicated that you would like 70 “portable units with Cellular connectivity”. Are you looking for in seat ordering and running ipad minis with cellular Sim cards? Will you be looking to take credit card payments in the seats? Would you like to take mobile orders in the suites?
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Answer We anticipate using the 70 portable units with cellular connectivity at remote locations along concourse and outside venue locations. The other options listed are also anticipated dependent upon the Proposers solution.
22 Question You mentioned integration to the Archtics Tickemaster API. What functions of the API would the POS be needed for? Would you want the ability to purchase seating tickets at the squirrel POS? Are you looking for any student campus programs like Blackboard?
Answer No. The University anticipates working with Ticketmaster in offering F&B options as part of a ticket purchase; as well as a loyalty program for season ticket solutions.
23 Question Are you looking for Labor packages?
Answer No. The University utilizes Kronos for labor and timekeeping.
24 Question You indicated that you use Tangent for inventory. Tangent POS was acquired by Micros in mid-2000’s. Is Tangent a must or can we offer our other Inventory solutions to integrate with? If Tangent Inventory a must can we get access to your/their integration API?
Answer The University is using this RFP to replace the Tangent system.
25 Question FreedomPay is used at Matthew Knight Arena with the Micros 9700. Is FreedomPay integrated with the Micros POS?
Answer Yes.
26 Question Elavon is used at all other venues. Is Elavon integrated with the POS at other venues or standalone operation on pin pad devices?
Answer Standalone is current environment, but the University wants the POS system to integrate with Elevan.
27 Question Is integration with “Duck Bucks” in the scope of the RFP?
Answer The University would like to utilize the POS system to offer and track internal charges that is the current Duck Bucks program.
28 Question Are you looking for QSR Kitchen Video in any of the concessions?
Answer It is not required, but Proposers may include as part of their bid.
29 Question Is there interest in utilizing Kiosks at any location?
Answer Yes.
30 Question Can you please outline the peripherals that are needed? Cash Drawers Receipt Printers
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Answer Cash Drawers for each POS unit Receipt Printers dependent upon POS configuration Kitchen Printers dependent upon POS configuration Barcode Scanners dependent upon POS configuration Customer Displays dependent upon POS configuration Biometric fingerprint readers for employee login is not preferred by University
31 Question In exhibit B, under the “Mo” hardware listing. Is the use case to store the 50 portables at the MO and disperse as need to PK Park, Pape Filed, Jane Sanders Stadium and Hayward Field?
Answer Yes.
32 Question For pricing purposes, in the first bullet under Exhibit B it states 345 terminals and 140 portable units. These numbers do not tie back to the individual locations.
Answer For pricing purposes, please use 140 portable units and 345 permanent units.
33 Question Are any of the facilities using an in-seat service today? If so, which one?
Answer No.
34 Question Will Tangent be the inventory software of choice moving forward? Are you using Tangent for stand sheets?
Answer No. The University wants the inventory program to be part of the POS solution in Proposals.
35 Question In Section 2.2.1.9 are you currently using Ticket Master for loaded tickets or just as an entry item into the facility?
Answer Currently as entry, but preference is to use for loaded tickets in the future.
36 Question In section 2.2.4, how many approximate employees would we be training at each training session? Can we tie this training around a “live” event?
Answer The University anticipates a training for full-time staff (roughly 10) and a training for part-time staff (roughly 50) in addition to a ‘live’ event training.
37 Question At each concession stand and portable, will you need scanners to scan barcodes?
Answer No.
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38 Question Are there other types of integrations you are thinking about in the future? i.e. Menu Boards
Answer Yes, this is a future consideration; but not required under this RFP.
39 Question Are you currently using a Suites booking engine? If not, are you looking for that to be part of the RFP pricing model?
Answer The University does not currently use a Suites booking engine, but would like to explore options for this in the future.
40 Question Approximately how many BEO for catering are you producing a year?
Answer Currently the University averages 1,500 per year, but anticipates this number growing moving forward.
41 Question Is the Hardware list: Terminal, Cash Drawer, Printer, CC reader and Scanner? Will there be any locations with dual cash drawers?
Answer No.
42 Question Are you currently performing any type of (manual) in-seat vending?
Answer Yes.
43 Question Is the University open to using other Terms and Conditions as a base for the potential contract?
Answer Reference Section 6 of the RFP for further clarification. If a Proposer is offered a Conditional Award, Terms and Conditions would be part of the negotiation process where University Standard Terms and Conditions most likely will serve as controlling.
44 Question Would a request to delay the RFP process be considered to review legal terms and conditions?
Answer No. The RFP will be posted for over five (5) weeks which is adequate time to provide a Proposal.
45 Question Can you provide some specific examples of flash sales and event promotions?
Answer The University currently does not offer flash sales; however we plan to offer flash sales and event promotions via the POS platform and CRM integration.
46 Question What type of gift cards are you looking to use? 3rd party, Self-managed?
Answer The University plans to explore options dependent upon POS Proposals.
47 Question Are there any specific technologies the university has identified as future enhancements?
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Answer The F&B POS RFP will be an enhancement to our current operation.
48 Question What type of integration is desired with the CRM Platform? What information needs to be shared between the systems?
Answer The University prefers the POS system to integrate with CRM platform to enable enhanced communication, consumer information, offering loyalty rewards, etc…
49 Question Can you provide an example of the type of loyalty program the university would like to use? i.e. Earn Points to redeem, Buy 9 get the 10th one free, etc...
Answer All of the above. The University wants to explore all options.
50 Question Are there certain features required for catering and premium suites?
Answer The University prefers an online booking tool, invoicing, and back-of-house management features.
51 Question What is the total expected volume for one calendar year?
Answer Please reference https://goducks.com/sports/2011/11/21/205337248.aspx for financial information.
52 Question How many total transactions are expected for one calendar year?
Answer Because of the current system configuration, it is difficult to quantify the amount of transactions across all venues.
53 Question Would integration with any online networks be compatible with First Data?
Answer The University preference would be compatibility with Elavon.
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