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RFP Baderman Islands Resort
Joshua Wycoff
University of Phoenix

Request for Proposal
Baderman Islands Resort
Request for Proposal for Implementation of Word Processing System
Issued May 12, 2011

Table of Contents Introduction | ……………………….. | 3 | Description | ……………………….. | 3 | Business Goals | ……………………….. | 3 | Project Goals | ……………………….. | 3 | Scope of Project | ……………………….. | 3 | Time Constraints | ……………………….. | 4 | Budget Constraints | ……………………….. | 4 | Other requirements | ……………………….. | 4 | Technical Requirements | ……………………….. | 4 | Who may Apply | ……………………….. | 5 | How to Apply | ……………………….. | 5 | Confidentiality | ……………………….. | 5 | References | ……………………….. | 5 | Clarification of Questions | ……………………….. | 6 | Submission Schedule | ……………………….. | 6 | Proposal Format | ……………………….. | 6 | Decision Schedule | ……………………….. | 6 | Selection Criteria | ……………………….. | 6 |

Request for Proposals 1. Introduction
Baderman Island Resorts is seeking to contract with a vendor(s) for the purchase and implementation of a Word Processing application. The application will be installed on all computers throughout the hotel locations, to provide a standard easy to use package for employees.

2. Description
Baderman Island Resorts is owned and operated by Boardman Management Group, with all locations located on the self-contained island of Baderman. Baderman Resorts is comprised of three luxury resorts, recreation center, shopping and spas. Baderman runs all daily functions of the resort, allowing Boardman to provide backend support for projects, budgeting etc.

3. Business Goals
Boardman Management recognizes the need to upgrade and standardize all word processing packages, in an attempt to provide uniformity across locations. With the downturn in tourism Baderman is seeking ways to work efficiently using technology as the catalyst. Boardman Management recognizes the need to maintain a functional, updated computing environment to reduce unnecessary downtime. The overall goals of both entities are to reduce downtime because of system incompatibilities and reduce the need to recreate or re-work documents as they pass between entities.

4. Project Goals
The goal of the project is to upgrade all 70 computer systems with a standard word processing system, which is compatible across the organization. As necessary computer systems identified as outdated and unable to run the new software package efficiently will be replaced to reduce system downtime. The application must function within a business environment; allow sharing of documents and compatibility with outside clients.

5. Scope of Project
The scope of the project is to identify a new word processing application to be used within the Baderman Resorts. Analysis of existing hardware to ensure compatibility with the new word processing application and proper functionality is necessary. All hardware identified as not compatible will be replaced and updated with the chosen software package.

6. Time Constraints
With the nature of the Hotel industry the upgrade will not occur during peak travel or tourism times which occur May through September. The upgrade cannot exceed 45 days in length to ensure enough time for staff to gain familiarity with the application. Any hardware and the software package installs must occur during off peak hours which are 6:00pm to 6:00am.

7. Budget Constraints
The budget for the project is set at no more than $120,000 this will include any hard replacements, acquisition of the word processing application, and necessary licensing. Also training costs are included within the budget to ensure all users are proficient in the new system.

8. Other
Training will be made available to all current employees in the form of an eight hour hands on training course. Also a reference manual in both hard copy and electronic form will be provided to all employees, additional copies will be purchased by Boardman Management Group on an as needed basis.
Requirements
1. Technical a. Standards-The chosen software packages must conform to standard word processing features, if a custom application compatibility with off the shelf software is necessary. b. Hardware requirements- The application must function on existing hardware platforms within the organization. If the existing hardware does not meet the minimum requirements of the software application, the hardware must be replaced. c. OS requirements-the software package must run on Microsoft Windows XP, Windows 7. d. Network requirements-Software package must be able to integrate within the existing Microsoft Windows based network, to allow for security settings, and group policy application. Software must be able to access documents from both a network location and local drive access. e. Scalability-The scalability of the application is necessary to encompass any growth Baderman Resorts may experience. Also additional features necessary within the software are to be made available upon request. To ensure Baderman remains current on the word processing application the new system must provide an upgrade path as new versions are made available. f. Availability-Availability of the software and install source must be made available to Boardman information technology group. Availability of software g. patches and service packs must be available for download and accessible to Boardman management information technology. h. Reliability-Application uptime must exceed 97% to minimize the effect on local hotel systems. i. Maintenance-maintenance of the system will fall to Boardman Management information technology. If a custom application is the vendor will provide selected maintenance of the application for a period of 12 months from the implementation date. j. Training/documentation- Training will be made available to all current employees in the form of eight-hour hands on training course. Also a reference manual in both hard copy and electronic form will be provided to all employees, additional copies will be purchased by Boardman Management Group on an as needed basis. Documentation on the new software package will be made available to employees this may in electronic form. This will include tutorials and menu definitions also an explanation on all functions within the new system. Detail documentation will be provided to the end user on application functionality, uses, shortcut keys, hot keys etc. Final documentation will be provided to Boardman Management information technology group, and will be approved by Boardman and Baderman staff.
Administration Information 1. Who may apply
The proposal is open to all business entities with an active valid business license

2. How to Apply
Submit Proposal to Boardman Management Group
Request# SR-bi-001
ATTN: Project Manager
18596 N Money Ave.
Kelsy, NJ. 98523

3. Confidentiality
All information collected or submitted will remain confidential and only used for this selection process. All data gathered will be retained for 1 year should another request become active.

4. References
Please submit a list of professional references, no more than one page in length, and must include most recent reference with contact information.

5. Clarification of Questions
Please submit all questions to Boardman Management project manager Bruce Wayne via email BWayne2011@Boardman.com or telephone at (555)234-5555, between the hours of 7:00am and 9:00pm ET, by May 18, 2011.

6. Submission Schedule
All Questions to be submitted by May 18, 2011
Answers to questions will be made no later than May 26
Final Deadline for RFP submission is June 2, 2011 at 4:00pm

7. Proposal format * The proposal must be submitted with the following format, if the proposal is not submitted in the format requested, the proposal will not be considered. * Proposal must contain cover page * Proposal must be prepared on standard 8.5” x 11” paper. The pages must be placed in a binder with tabs separating each section of the proposal. * Summary of qualifications and or experience to be included, this should not exceed five pages in length. Summary should include relevant experience in application deployment, hardware replacement and software training. * Proposed schedule as defined by the RFP * Proposed budget outline, this should include additional functions or features to add should the budget increase per project status. * List of Professional references listed, with the contact information of the most recent reference.

8. Decision Schedule
June2, 2011 at 4:00pm – deadline for RFP submittals
June 2-10, 2011-Consideration of all submittals, and selection of interview candidates
June 14-15-Interview of selected candidates
June 16-17, 2011 Selection of candidate
June 18-22, 2011- Notification to candidate and negotiation of final contract

9. Selection Criteria * Completeness of the response to the RFP requirements * Overall Experience with similar software implementations * Demonstrated skills in working with non-technical staff to implement the desired system * Knowledge and experience with the product or solution provided. * Feedback from references * Cost * Professionalism during interview process i. Method of presentation ii. Presentation skills iii. Responses to technical questions * Attention to detail

References
Burd, S.D., Jackson, R., & Satzinger, J.W. (2004). Systems Analysis and Design in a Changing World. Retrieved from The University of Phoenix eBook Collection database..
MRSC. (2011). Mujnicipal Research and Services Center of Washington. Retrieved from http://www.mrsc.org/rfps/
University of Phoenix. ( 2011). Week Two Sample RFP. Retrieved from University of Phoenix, CMGT430-Application Implementation website.

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