REQUEST FOR PROPOSAL (RFP)

Human Resources System

Wentworth Institute of Technology
1.

REQUEST FOR PROPOSAL

Wentworth Institute of Technology is looking to implement a new system for their Human
Resources Department.
1.1. GENERAL CONTACT INFORMATION
Wentworth Institute of Technology Human Resources
550 Huntington Ave. Boston 02115
Attn: Les Vaughan
1.2. BACKGROUND
Description of organization
Wentworths Human Resources department do not have a faculty tracking system which has
caused issues with keeping faculty information. They are currently using Microsoft Excel where
they input and edit faculty information. Wentworth needs a new system in order to track the
increasing number of professors as well as have the ability to identify full time professors from
part-time professor for payroll purposes. This system will help them keep track of faculty
information, activity and status.
The RPF is a tool used to thoroughly research and evaluate vendors. It requests that the
vendors response be in a predefined format. This provides you with a fair and objective
comparison of each vendor and streamlines the evaluation phase.

1.3. SERVICES REQUESTED

The period during which the services described herein will commence upon award of the
contract. The contractor shall make the supply access to the software by the date instructed by
the general contact as designated above. The contractor will provide an unconditional service
warranty to insure that the application is error free, accessible by the Wentworth Institute of
Technology community, and meets the design standards for one year from the date of public
release. All source code and keys to external sources used and required to run the software will
be the property of Wentworth Institute of Technology. Source code may be replicated and/or
modified for future developments by the contracting entity. A detailed description of requested
services is found in Section 2 of this RFP.

Qualifications of the Contractor

The contractor must have experience in Human Resource data management, Information
Technology customer service. Experience should be documented in the contractor's previous
work history.
1.4.

TECHNICAL QUESTIONS

Technical questions regarding this Request for Proposal (RFP) shall be directed by email or
phone no later than 11/16/15:
Contact: Les Vaughan
Email: vaughanl@wit.edu
Technical questions must reference this RFP (Wentworth Institute of Technology RFP) and
include the individuals name, company, address, and contact information.
Interested persons may become registered bidders by notifying Les Vaughan of their interest by
email to vaughanl@wit.edu
1.5.

PRE-BID CONFERENCE CALL

A pre-bid conference call will be offered for this RFP. The pre-bid conference call will be held via
telephone and at our convenience.
Attendance at the pre-bid conference is not a requirement to submit a bid. Attendance or nonattendance on the call will not influence the awarding of the contract. Please email Les
Vaughan to obtain a calendar invite.
1.6.

EVALUATION CRITERIA

Part 1-Written Proposal

Proposals will be evaluated on the basis of the overall best value for Wentworth Institute of
Technology based on the quality, service, price, and other criteria set forth in this document but
not limited to:
The proposers demonstrated experience in similar projects;
The proposers business and technical reputation and capabilities, and, where applicable,
the experience of its personnel, financial stability, track record, and references of current and
former customers;
The articulation of creative solutions regarding project budget and scope;
The proposed project resources and the skills, knowledge, and previous experience of the
resources;

The proposed plan of approach and work schedule;

The proposed methodology for coordination with Wentworth Institute of Technology;
The quality of submission;
Any other criteria set out in the RFP or otherwise reasonable and considered relevant.

Part 2- Invited Interviews

Select firms whose proposals most closely meet the needs of Wentworth Institute of
Technology will be invited to present proposals via Web Ex or in person on a mutually agreed
upon date.
1.7. SELECTION PROCESS
After the period has closed for receipt of proposals, each proposal will be examined to
determine compliance with the format and information requirements specified in the RFP. Any
proposal that does not meet the format and information requirements may be eliminated from
competition and returned to the consultant. Wentworth Institute of Technology may reject any
proposal if it is conditional, incomplete, or contains irregularities. Wentworth Institute of
Technology also reserves the right to reject all proposals.
A Selection Panel will review each proposal that meets the format and information
requirements.
Following independent evaluation of the proposal, the top candidates may be requested to
participate in an interview to determine and select the consultant that most closely meets the
needs of Wentworth Institute of Technology; however, W.I.T reserves the right to select
based solely on the written proposal.
The selected firm will be notified by email of the results.
1.8. ADDENDUMS
Addendums to this proposal will be released by Wentworth Institute of Technology to bidders.
Wentworth Institute of Technology reserves the right to change this proposal and will notify
current proposers of any changes via email.
1.9. IMPORTANT DATES
Pre Bid Call: 11/23/2015
Questions Close: 11/30/2-15
Completed RFP Due: 12/5/2-15
Notice of Award: 1/5/2015

1.10.

SUBMISSION PROCESS

All documents are required to be received by Wentworth Institute of Technology prior to the
Submission Deadline. Proposers may deliver the documents:
Via email
In person (hand delivered); or
By common carrier (e.g., U.S. Mail, FedEx, etc.); or
Via Email
Email Contact: Les Vaughan
A completed Application Packet will include the following:
1. Letter of interest/Executive Summary
2. Proposal
3. Reference Client
4. Resumes of Key Personnel
1.11.

Wentworth Institute of Technology IS A FEDERAL CONTRACTOR

Insert Language if the requestor is a federal contracting body. Certain regulations exist and the
RFP should undergo legal review prior to release to developers.
2.

REQUESTED SERVICES/FUNCTIONS

2.1. The following section provides a description of services requested in association with the
development of the application. A conceptual organization is provided for the benefit of the
proposer. However, the scope of the project outlined within this proposal may change.
2.2. APPLICATION LANDING PAGE

Describe splash page

Provide marketing or design support if available
Consider cost of graphic designers