Request for Proposal Q01019 Information Technology

1

Request for Proposal Q01019 Information Technology Assessment

Addendum #1 December 23, 2020

All changes to the Request for Proposal (RFP) are valid only if they are issued by written addendum. Each respondent must acknowledge receipt of any addenda in their proposal submission. Each respondent, by acknowledging receipt of any addenda, is responsible for the contents of the addenda and any changes to the proposal therein. Failure to acknowledge receipt of any addenda may cause the proposal to be rejected. If any language or figures contained in this addendum are in conflict with the original document this addendum shall prevail. This addendum consists of the following clarifications and amendments:

1. Due to Covid-19 restrictions, the College will accept proposals submitted via Dropbox or e-mail. a. Upload proposals to Dropbox using the following link:

https://www.dropbox.com/request/vUUw4k8Cs1gErhJaC8RI b. Submit proposals via E-mail to [email protected]. c. Please submit Pricing proposals as a separate PDF from the remainder of the proposal.

2. It is recommended that the US Postal Service not be utilized for submitting proposals since timely deliveries are not guaranteed. The College receives mail sent through the USPS once per week.

3. UPS and FedEx are preferred methods for submission of proposals. The College’s Receiving department is open Monday-Friday to receive UPS and FedEx deliveries, and we will be on-site to accept proposals.

4. Harper College’s Covid-19 policies and procedures are outlined in Exhibit A of Addendum #1. This addendum consists of the following questions received to date:

1. Since my company is not a female or minority-owned business, I am seeking clarification about whether we may bid on the RFP, because on page 23, the RFP states that, “At the time of bid or offer, Vendor, or Vendor’s proposed Subcontractor, must be certified with the Illinois Department of Central Management Services as a BEP certified vendor.” Which sound as though only BEP Certified vendors may respond. However, further down the RFP goes on the describe the actions need to be taken by vendors to supply a Utilization Plan, and the good-faith effort that must be shown my any customer requesting a waiver, which sounds as though any vendor may respond as long as the Utilization Plan, Good Faith Effort, check list, etc. are all included in the bid. I just want to clarify that my company’s bid will not be thrown out due to our lack of BEP certification as long as all of the above items are properly included. Response: That is correct. BEP participation is an aspirational goal, so non-BEP vendors are invited to bid.

2. Does every vendor responding need to be certified BEP with the state? Response: No.

https://www.dropbox.com/request/vUUw4k8Cs1gErhJaC8RI

mailto:[email protected]

2

3. Will Harper College consider an electronic response via email given the delays with FedEx, UPS, mail carriers, etc. over the past month? Response: Electronic responses will be accepted if received by the deadline. Submit to Dropbox by using this link: https://www.dropbox.com/request/vUUw4k8Cs1gErhJaC8RI.

4. Will you accept proposed exceptions/edits to the terms and conditions? Response: Yes. Any proposed edits or exceptions to the terms and conditions should be noted in the RFP response.

5. Can you please confirm the ERP currently in use? Response: The College is currently using Oracle EBS and will Go-Live on Oracle Fusion cloud on January 4, 2021 for HCM and Finance The College uses Banner for its Student System.

6. What modules are currently in production? Response: Please see response to Question #5.

7. Is the ERP running on premise or hosted? Response: Oracle Fusion is SaaS and Banner is running on premise.

8. RFP mentions Oracle Cloud... is that the current environment or is that a planned move? Response: On January 4, 2021, the College will go live on Oracle Cloud on for the HCM and Finance modules.

9. RFP indicates Oracle Fusion "will go live on 1/4/20". Can we assume it will go live on 1/4/21? Response: Yes

10. Can you share the current software inventory? Response: See attached diagram for student system software. In addition, on the business side, Harper utilizes Oracle Cloud Fusion for the HR/Finance ERP, NelNet, Stratus Time Clock, PageUp People, and Silkroad.

11. Can you share a current IT Organization chart? Response: See attached IT Organization Chart.

12. Can you share the Budget for the project? Response: The College is not disclosing the budget for this project at this time.

13. Is the responder required to bid on all parts of the scope of work, or can a responder bid only on a portion of the scope of work? For example, if a responder only wants to bid on the IT system security scope of work, but not the IT staffing scope of work. Response: Our goal is to award the contract to one provider. You are welcome to partner with another firm as their subcontractor specializing in system security.


3

14. Given COVID-19 remote working challenges and state government safer-at home-orders, would it be acceptable for the RFP to be answered entirely electronically via email (instead of hard copies and flash drives needing to be physically sent?) Response: Yes. Electronic responses will be accepted if received by the deadline. Submit to Dropbox by using this link: https://www.dropbox.com/request/vUUw4k8Cs1gErhJaC8RI.

15. How many external IP addresses does the College own? How many of those are active? Response: Harper owns a Class B license. There are over 200 IP end points available externally.

16. How many internal network segments (VLANs/subnets) does the College have? Response: Harper has 4 separate physical/logical networks/cabling plants, each comprised of numerous subnets.

17. Not including devices owned by faculty or students, how many workstations are on those segments?

Response: 4500

18. How many servers (physical and virtual)? Response: 512 physical/virtual servers

19. What financial system is in use? Oracle Fusion was mentioned in the RFP. Any others? Response: Oracle Fusion will be the Finance ERP in use on January 4, 2021.

20. What student record system is in use? Response: Banner

21. Are there any other business systems that contain sensitive data that the responder should be aware of? Response: N/A

22. Does the College provide health services to students such that it would have electronic patient health information? Response: The College no longer provides health services to students.

23. Does the College accept credit card payments for items like tuition, books, etc.? Is the College the merchant of record? Response: Yes

24. Has the College ever undergone a third-party IT/IT Security Assessment such as this in the past? Response: Not to our knowledge.

25. Will the purchasing department be staffed on January 7th to accept in person deliveries or should we plan on mail / overnight courier to deliver our proposals? Would Harper be willing to consider receiving an emailed PDF proposal for this RFP rather than a paper submission? Response: Electronic responses will be accepted if received by the deadline. Submit to Dropbox by using this link: https://www.dropbox.com/request/vUUw4k8Cs1gErhJaC8RI.



4

26. Staff from the Purchasing Department will be present on January 7 to receive any proposal deliveries. Please note that Purchasing staff will not be on campus on any other date. The timeline lists “in person interviews” and later, in pricing, Harper is requesting “breakdown of travel … expenses.” Do you anticipate this project to be conducted on site in Palatine or done remotely via Zoom, Teams, or some other similar tool? Response: Candidate interviews will be conducted virtually, not in person. Candidates should assume that the majority of the project will be performed remotely. The College will allow visits to the Harper campus to complete the project on an as-needed basis. All external contractors will be expected to abide by Harper’s COVID safety protocols.

27. Background checks are listed as a requirement. When does this information need to be supplied and who specifically from the college will be supplied this information and reviewing its content? We aren’t normally asked for this information, so we’d like to start the process when we are invited to negotiate the contract. Response: The College does not typically ask vendors to provide background checks and will not for this project given that most of the work is expected to be performed remotely.

28. Because a fixed fee proposal was requested, is it correct to assume that the time tracking invoicing requirements (“all invoices for professional services rendered must be itemized by the name of the individual doing the work, the date of the work, the time expended by the individual broken down into 10ths of an hour, with a description of the work”) do not apply to this contract? Response: Yes

29. In the scope of work, Harper is requesting a review of the “Current utilization of Oracle Fusion, which will go live on January 4, 2020 and other major supporting systems to ERP.” Could you provide additional clarification of what you are expecting from this? We assume that you are looking for a high level review of Oracle and other supporting systems based on our experience across higher education and not a detailed review of configurations and such. Please confirm. Also: Please confirm that Oracle Fusion is really going live in January 2021, not 2020. Response: Oracle is going live on January 4, 2021. Given this timing, we are not looking for a detailed review of configurations. Rather, we are looking for a review of our initial utilization and adoption of this ERP along with an assessment of IT’s ability to support this technology.

30. In the scope of work, Harper is requesting an “Audit of all software utilized with recommendations for consolidation/ replacement as appropriate.” Is Harper looking for an inventory to be developed as part of this or does this inventory already exist? Are you looking for a high level review of software with recommendations for consolidation/replacement as appropriate based on our experience across higher education? Response: An inventory already exists. We are looking for an assessment of our utilization of software and consolidation/replacement options based on best practices in higher education.

31. Please provide an inventory of all hardware, networking and software licenses. Response: See diagram attached that provides interfaces into the Banner system. In addition, Oracle Cloud fusion will interface with NelNet, SilkRoad, PageUp People, and Stratus Time Card. Harper owns a Class B license. There are over 200 IP end points available externally. Harper has 4 separate physical/logical networks/cabling plants. Each comprised of numerous subnets. 512 physical/virtual server.

5

32. Are there multiple operating systems in use? Response: Yes

33. Are we expected to assess student USE of the Harper system? Response: No

34. Are we expected to do a portion of the assessment on-site or can it be done remotely? Response: Remote

35. Would you please provide the number of IT staff and roles. Response: This information is in the attached Org chart.

36. Who is the project sponsor for this effort? What is the planned project governance structure? Is there a steering committee? If so, please describe it. Response: The Project Sponsor is Rob Galick, Executive Vice President of Finance and

Administrative Services. The CIO reports to Rob. A project steering committee is still under development but will include Rob and selected employees of IT.

37. How many IT staff are employed at Harper College? How many in the centralized IT groups? Are there IT resources outside of the centralized IT group? If so, can the College provide an estimate of how many? Response: IT is centralized. The attached IT organizational chart should answer the rest of this

question.

38. On page 5 of the RFP, Section A.06 Proposed timeline, the RFP gives a date for "in person interview". In light of the pandemic and the current restrictions, will Harper College consider interviews via teleconference instead of in person? Response: All candidate interviews will be conducted via teleconference.

39. Will Harper consider extending the due date by one week to January 14, or at a minimum, to January 11,

2021? Response: Given that the College is able to issue the final addendum on December 23, 2020, we will not provide an extension to the deadline at this time.

40. When does the College plan to go live on Oracle Fusion?

Response: January 4, 2021

41. Please provide a high-level description of the IT infrastructure and technical environment. What are the core enterprise applications in place? Response: Harper uses Ellucian Banner for the student information system and Oracle Cloud Fusion for HR/Finance ERP. See attached diagram that provides interfaces into the Banner system. In addition, Oracle Cloud fusion will interface with NelNet, SilkRoad, PageUp People, and Stratus Time Card. Harper owns a Class B license. There are over 200 IP end points available externally. Harper has 4 separate physical/logical networks/cabling plants. Each comprised of numerous subnets. 512 physical/virtual server.

6

42. Is the College expecting a formal cybersecurity assessment to be performed within the scope of work? If no, has a recent (<1 year) cybersecurity assessment been performed? Response: Yes, the College is expecting a formal cybersecurity assessment. No assessment has

been conducted in the recent past.

43. On page 14, "Scope of work & general requirements", in the section "operational", Harper has the following scope of work item: "Audit of all software utilized with recommendations for consolidation/replacement as appropriate". Has Harper used the term "audit" to specify a specific automated process to identify all software in use? Will an alternative approach that does not involve adding software to Harper's infrastructure be acceptable? Response: The term “audit” is not being used to specify a specific automated process. Harper

has an inventory of the software used by the College. We would like this list reviewed for recommendations of consolidation or elimination.

44. Are there particular institutions that Harper would want to include in the benchmark activities? Who are they? Response: We are interested in using the IL community colleges as a benchmark, with a focus on

larger suburban schools within our peer group: College of DuPage, Joliet Junior College, College of Lake County, Moraine Valley Community College, Oakton Community College, and Triton College.

45. Pertaining to benchmarks, is it the College’s expectation that the selected vendor will be required to perform a peer benchmark exercise for College-identified peers? If no, does the College have data from previous benchmark efforts to leverage? Will publicly available data and industry statistics be acceptable for the benchmark analysis? Response: Industry data is acceptable, but the College would also like benchmark analysis against

other colleges, as articulated in #44, based on the firm’s experience in this industry.

46. Does the College expect the selected vendor will interview and/or survey various instructional and administrative populations to gauge perception and satisfaction with the College’s IT function? If yes, what is the expected scope of such interviews and/or surveys? Response: To assess user satisfaction with the IT function, the selected firm should conduct

interviews with a sample of the following constituency groups: Executive Cabinet (President and her direct reports), President’s Learning Council (the 26 most-senior managers), Operations Council (75 senior and middle managers), faculty, and hourly staff. These interviews could be conducted via focus groups and individual interviews.

47. Is the College expecting an individualized assessment of each of the IT staff’s “core competencies and skills”? If not, will a collective assessment by IT functional area sufficient for the purpose of the assessment? Will this assessment include those resources outside of the centralized IT group? Response: The College is not expecting a specific assessment of each individual in the IT

department. Instead, the College is looking for a holistic assessment of the entire function, with skills gaps identified.

48. Will the College accept email submission of proposals? Response: Yes. Submit to [email protected].

7

49. Will you be using the IT assessment to develop a strategic IT plan following this? Response: After the completion of the IT assessment, the College will hire a CIO. Then, the CIO will

be charged with developing a strategic IT plan and will likely use the IT assessment as a significant resource.

50. Please clarify provisions regarding the Business Enterprise Program (BEP) participation and utilization plan requirements. Page 2 of the RFP states a 20% aspirational goal for the BEP, while the BEP plan itself states that the solicitation includes what appears to be a mandatory 20% goal. Is the BEP goal mandatory for firms bidding on the project? Response: The College’s 20% BEP goal is aspirational, not mandatory.

51. Terms and Conditions section B.08 (page 7) notes an expectation that the contract is to be completed on or

around May 15, 2021. Please clarify that Harper College desires all requested work and final deliverables to be complete by May 15, 2021. In our experience, these types of projects can take several months, and we are concerned about timing if the project does not actually begin until after Board of Trustees approval in late February 2021. Response: The May 15, 2021 deadline is flexible. Please indicate your expected completion date in

your proposal. Vendors seeking to communicate realistic deadlines that extend beyond the May 15 date will not be unduly penalized in the College’s assessment of proposals.

52. Please help us understand Proposal Form and Content section C.03 (page 12-13) and the note that the basis for selection includes the College’s evaluation of the overall value of the proposal “including positive impact on Harper’s Oracle Cloud usage.” We understand that the College us going live with Oracle Fusion on January 4, 2020. What other Oracle products are in use at the College that figure prominently in the evaluation noted under section C.03? Response: We are referring to Oracle Fusion usage in this section.

53. Our company appreciates our clients’ generosity in providing references for our firm and we do not wish to

overwhelm our clients with reference requests. We are glad to provide a detailed list of customer contact information for similar projects upon being named a finalist for the project. Is this acceptable? Response: Customer reference information will be a key variable in selecting finalists. The College would prefer that you provide the customer reference information in the proposal, with the understanding that the College will not contact any references until a firm has become a finalist.

54. Our business is operating remotely as a result of the COVID-19 global pandemic. Are copies of the

signed forms (references, certification of compliance, tax compliance audit, etc.) acceptable? Response: Electronic responses will be accepted if received by the deadline. Submit to Dropbox by using this link: https://www.dropbox.com/request/vUUw4k8Cs1gErhJaC8RI.

55. There are only 8 days between the proposal due date and date the final addendum is issued, which includes the January 1 U.S. federal holiday. Would Harper College be willing to extend the proposal due date to January 11 to account for the federal holiday and mailing delays experienced by delivery companies due to the end of year holidays? Response: Given that the College is able to issue the final addendum on December 23, 2020 we will not provide an extension to the deadline at this time.


8

56. Do you have a budget in mind for this project and can you share that with us? By understanding your budget expectations, bidders can maximize their scope of work within your financial constraints Response: The College will not be providing project budget information at this time.

57. In addition to the Oracle Fusion go live (January 4), what are the major milestones or events driving the

proposed schedule for the project? Response: The May 15 deadline is flexible, but the College is seeking a timely delivery of the project

so it can conduct a search for a new CIO.

58. Would you be willing to consider video conferencing for project meetings with the winning bidder, wherever practical, to minimize travel expenses and to account for the COVID-19 global pandemic? Response: Yes, it is the College’s expectation that the lion’s share of all project activities will be

virtual.

59. Has any type of assessment similar to that described in the RFP been done in the past, and if so, will the results of that assessment be made available to the winning bidder during the engagement? Response: We are not aware of a similar assessment that was conducted in the past.

60. Are you willing to share a list of all bidders who have expressed an interest in this project?

Response: Information regarding the RFP process will remain confidential until after a contract has been awarded.

61. Is there an incumbent and are they eligible to bid on this project? If so, who was the incumbent?

Response: There is not an incumbent.

62. Will all potential bidders receive copies of all submitted questions and answers issued as an addendum to the RFP? Response: Yes.

63. Please list the executive sponsor for this project and describe the working relationship between

stakeholders that the winning bidder needs to support in the project. Response: Rob Galick, Executive Vice President of Finance and Administrative Services, is the executive sponsor. The CIO reports to Rob. Rob will ensure that the winning firm is provided necessary access to efficiently perform its work for the duration of the project.

64. Please describe how information technology operations are provided at Harper College?

A. Are services centralized or decentralized? If services are decentralized, please clarify which decentralized IT units are included within the RFP scope. Response: The College has a Centralized IT department.

B. Please provide an organizational chart for your information technology unit(s).

Response: Attached

65. Do you have a current IT asset inventory, cataloging your IT assets, services, and data? Response: Yes, Harper has an IT asset database that includes all hardware over $500 and all

software.

9

66. Do you have a current service catalog, outlining the services provided by the College’s information

technology units? Response: No

67. Can you provide information size of the overall College technology environment? a) Number of students? b)

Number of Servers? c) Number of laptops & desktops (workstations)? d) Number of switches, routers, firewalls? e) Number of internet connections? Response: This information was provided in Questions 10-18.

68. Do you have any proprietary IT systems (built specifically for you)?

Response: No. There are several custom modifications made to the Banner system. Some created in-house and some Ellucian customizations.

69. Firm experience – we have quite a bit of experience with universities but only a small amount with community colleges. While we are confident in the relevance of our experience, is the Evaluation Committee placing a slight or high-degree of preference on a consultant with community college experience? Response: Experience with higher education is very important. Experience with community

colleges (vs. Universities) is a factor but is less important due to the size and budgetary constraints of community colleges.

70. How is the evaluation committee ensuring that the consultant is objective and does not have a relationship with any software vendor that could influence its recommendations? Response: Each respondent is required to complete the Conflict of Interest form enclosed in the RFP.

71. Regarding the IT security assessment, does Harper have a defined and documented IT security policy?

Have you performed any security audits in the past 2 years? Response: Yes, Harper has a defined and documented IT security policy. No, we have not had

a security audit.

72. Is the Evaluation Committee open to our company bidding on the search advisory work only, if we decided to pursue only that work? Response: The College would like to receive comprehensive proposals for the entire project scope. Your company is welcome to partner with another firm as a subcontractor for the search advisory work.

73. Are you envisioning this work to be performed virtually or in person at all?

Response: We expect the majority of the work to be performed virtually. Most staff will be working remotely until April or later. If the firm needs access to the campus to complete a portion the project, the College will provide access as requested.

10

74. Regarding your request to audit “all software”, are you striving to include only “Harper College Enterprise” applications or are you expecting a scan on every employees’ desktop or laptop as well? Response: Only Harper College Enterprise applications. I agree, it would be a tremendous undertaking to include desktop software.

75. While you mention Oracle Fusion, we would interpret that you want to focus on administrative technology

versus academic, advancement or other categories. Can you please clarify if there is a preference? Response: Oracle Fusion is only used for HCM and Finance modules. All enterprise technology is in the scope of this assessment. Oracle Fusion is called out specifically because Harper does not have experience managing/supporting this system.

76. At the end of this assessment, in addition to the recommendations, is there an objective to consolidate and

reduce the extraneous spend associated with duplicate or redundant software? Response: The College will work to execute improvements as recommended in the assessment, but

this is outside of the scope of this project.

77. What would you estimate is the start date of this project, assuming the BOT approves in Feb, 2021? Response: We would like to start the project in early March.

78. Does the College expect proposals to be valid for 90 or 180 days? It is stated differently on pages 2 and 5 of

the RFP: Response: 90 days.

79. Please confirm the appropriate address for the proposal submission. It is stated differently on the cover and

page 11 of the RFP: Purchasing College Department “a” Building, Room A217 or William Rainey Harper College, Purchasing Department. Response: Both addresses will work since the Purchasing Department is in Room A217. Additionally, electronic responses will be accepted if received by the deadline. Submit to Dropbox by using this link: https://www.dropbox.com/request/vUUw4k8Cs1gErhJaC8RI.

80. If we have a subcontracting partner who is in the process of applying for BEP certified status when our

proposal is submitted, will this be acceptable? Response: Please indicate in the proposal when the application was submitted to the State of

Illinois.

81. On page 18 of the RFP, what seal does the Certification of Compliance require? Response: This requirement can be waived.

82. How many case studies should we provide in our proposal?

Response: No more than 3 case studies are necessary.

83. Does the College have an inventory of software applications and hardware that can be shared? If yes, please provide. Response: See Question 10 for information on software. The College will not be providing hardware information at this time.


11

84. Does the College have an IT organizational chart that can be shared? If yes, please provide. Response: Attached

85. Is the Interim CIO a College employee or a contracted CIO? If the CIO is a contractor, what firm provides

this service? Response: The Interim CIO is a College employee.

86. What other major initiatives are competing for IT staff time?

Response: The College plans to implement TargetX CRM in the spring.

87. What shared IT services are there across the three campuses? Response: Harper IT is centralized. The IT staff and infrastructure are located on the main campus. The two satellite locations have a network closet and end point devices. IT staff from the main campus provide support for the satellite locations when needed.

88. How is Oracle Fusion implemented across the different campuses for the College? Response: As a cloud application, Oracle Fusion is implemented the same. However, the Finance and HR departments at the main campus in Palatine, so the bulk of the users reside in Palatine. Employees at the other campuses will use Oracle Fusion in a limited capacity (e.g. entering purchase orders, time sheets, vacation requests, etc.).

89. Please share the names of the vendor(s) the College has worked with during the Oracle Fusion

implementation. Response: Our implementation partner is Highstreet, and our project manager is with

CampusWorks.

90. For benchmarking, does the College have a preferred list of peer institutions? If yes, who are your peer institutions? Response: See Question 44.

91. If possible, please provide a list of the firms who attended the non-mandatory December 22nd pre-proposal

conference call. Response: The College will not disclose that information at this time.

92. Regarding Sections C.02.3 and C.02.4 of the RFP (Termination for Default on page 12): This clause does

not provide the contractor with an opportunity to cure or rectify the issue before the agreement is terminated. In the contract, will the College consider revising this language to provide the Contractor with a minimum of 10 business days to cure or rectify the issue from receipt of such notice? Response: Yes

93. On page 14, the RFP states that the additional Strategic scope items include Oracle Fusion “and other

major supporting systems to ERP”. Can you provide a list, inventory or brief description of the other major supporting systems? Response: See Question #10.

12

94. Since Oracle Fusion is not yet in use at Harper, can you summarize or describe the types of “current utilization” issues to be assessed? Response: See Question #29

95. Is Harper’s current IT Governance function formally established and fully documented? Response: There is an IT Governance committee that meets on a monthly basis.

96. For scoping purposes, can you provide any existing IT organizational charts and/or catalog of current

services offered? Response: See Question #11

97. Have any internal or external IT assessments, audits and/or satisfaction surveys been conducted within the

past four years, and if so will these reports be made available to the selected vendor? Response: None have been conducted in the past 4 years.

98. We understand that the College has contracted with Huron Consulting Group for additional “Day 2” services

pertaining to the implementation of Oracle Fusion. Can you provide a clarification of the scope of that engagement and how it is distinguished from this IT assessment as it relates to the utilization of Oracle Fusion? Response: Huron will assist the college with user support and software updates for 1 year post go

live. They are not expected to provide any assessment of the IT function.

99. Is Harper College a member of Educause? If so, would the College be willing to access EDUCAUSE’s research and databases for benchmarking data and share that with the successful vendor for purposes of this assessment? This data is restricted to institutional members. Response: Yes, Harper College is a member of Educause. Yes, we would be willing to use Educause data for benchmarking.

100. Will Harper provide an inventory of Network Equipment, Infrastructure, and Licensing for all items in scope?

Response: Yes, once the firm has been chosen. We will not provide this information to the public. For additional information please see responses to questions 10, 15, 16, 18.

101. Will Harper provide a Network Diagram for all items in scope?

Response: Yes, once the firm has been chosen. We will not provide this information to the public. For additional information please see responses to questions 10, 15, 16, 18

102. Will interviews of Staff to understand skill sets and aptitude be in scope?

Response: See Question #47.

103. Will Harper provide an IT Staff count, Student count, and Harper Employee count? Response: See Question #11 for an IT organization chart. Fiscal Year 2020 student headcount was

23,125. The College has approximately 1,500 employees.

104. Will Harper provide desired benchmarks it would like to be measured against? Response: We are expecting the winning firm to recommend benchmarks that it feels is most

appropriate.

13

105. Can Harper define the desired response delivery? (Email/Physical Copy/Both)

Response: An electronic or hardcopy response to the RFP is acceptable. Electronic responses will be accepted Dropbox by using this link: https://www.dropbox.com/request/vUUw4k8Cs1gErhJaC8RI.

106. Will Harper provide a breakdown of what is provided to students? (Applications, software, etc.)

Response: Students have access to the student information system, the student portal, Ellucian Degree Works, Blackboard Learning Management, and many other systems (see question 10). While in the remote teaching/learning environment the College “loans” students Chromebooks and Hot Spots via the Library. IT provides limited technical support to students, password resets, system navigation, etc.

107. Is a site visit within scope to help provide assessment of Harper’s current physical security related to this

scope? Response: An assessment of the College’s physical security is in scope. Although the campus is

currently closed to all students and non-essential employees, we will accommodate any need for the winning firm to visit campus.

108. Can Harper provide insurance requirements? Response: Insurance requirements are outlined in Section B.11 beginning on Page 7 of the RFP.

109. What is the College’s expectation for onsite meetings or project activities?

Response: We anticipate that most of the meetings will be done virtually.

110. Please confirm if bidders should follow the structure outlined on item #1, page 13, when responding to this RFP. Response: The basic structure as outlined on Page 15, (Scope of Work and General Requirements beginning on Page 14) should be followed. Additional sections should be added as needed to include the requests outlined in #1, Page 13.

111. Are bidders required to provide a Sample Assessment Report (item #9, page 15) with this Proposal?

Response: Yes. Sincerely, Jewell Jackson Manager of Purchasing [email protected]


mailto:[email protected]

Harper CollegeCOVID-19 Contractor Plan 061020 v110 – SBC 2020 05 01

Exhibit A

Harper College COVID-19 Contractor Plan v1.1 Projects October 10, 2020


Table of Contents: 1.0 Guidelines for Managing Outside Contractors on

Campus 1.1 Introduction: 1.2 Risk Mitigation Practices

2.0 COVID-19 Prevention & Protocol

2.1 Interpretation and Effect: 2.2 Health & Hygiene 2.3 Face Coverings 2.4 Social Distancing 2.5 Cleaning & Disinfecting 2.6 Health/Illness Assessment (before site entry)

3.0 COVID-19 Exposure/Potential Exposure Protocol

3.1 General Illness: Individuals with signs of an illness 3.2 Recognized Exposure defined 3.3 Employees with recognized exposure

4.0 Resources and Forms

4.1 COVID-19 Exposure Risk Assessment Guide 4.2 COVID-19 Illness/Health Assessment 4.3 COVID-19 Safe Jobsite Checklist

Attachment: COVID-19 Exposure Risk Assessment Guide


1.0 Guidelines for Managing Outside Contractors on Campus: 1.1 Introduction: All CDC/OSHA and state/local/provincial guidelines must be followed and adhered to. Risk mitigation/safety plans and protocols around COVID-19 specifically are required. These plans/protocols may be prepared by staff and agreed to by contractor. Attached are model plans and protocols for risk mitigation and safety during the COVID-19 pandemic. Capital project personnel on a campus may collect plans/protocols from the contractors and will have either project managers or general maintenance staff on campus manage compliance according to the agreed upon terms. In all cases, contractors shall develop their plans and self-manage their crew. 1.2 Risk Mitigation Practices:

• All current CDC Guidelines shall be followed o Social Distancing- a minimum of 6 feet of physical separation o Face Coverings o Hand Washing/Hand Sanitizer o Regular Cleaning of high touch surfaces

• General Requirements o Contractor shall provide portable toilets for their crews o Contractor shall provide hand washing stations on site for their crews o Trash shall be removed daily o EHS shall conducts periodic inspections of the job site o Meetings between all parties shall be held virtually whenever possible o Only approved work shall be conducted on campus o Contractor shall post CDC/WHO health and safety posters at jobsite

• Arriving on Campus (prior to starting work) o Sick Workers shall not be allowed on Campus o Crews are required to check in with facilities staff or campus police and show

valid IDs o Contractor shall provide temperature checks and/or visual checks on a daily

basis • On campus

o Crew and staff schedules shall be staggered to limit exposure (breaks, lunch, etc.)

o Crew movement has been restricted to the areas of work only o PPE shall be provided by the contractor and used at all time o Job site shall be cleaned frequently with approved chemicals/disinfectants o Elevators shall be occupied by one person at a time. (8/10/20)


2.0 COVID-19 Prevention & Protocol 2.1 Interpretation and Effect: To minimize the risk of COVID-19, Contractors shall enact the following protocols* based on the Center of Disease Control (CDC) Risk Assessment and Management criteria. These protocols and plans are subject to any conflicting laws, rules, or regulations, which shall take precedence over these protocols and plans to the extent of any conflict. By accepting and utilizing these protocols and plans, each Contractor and subcontractor acknowledges that it remains responsible for the means, methods, techniques, and procedures used with respect to its work, and that Harper College has no responsibility or liability arising from implementation and utilization of these plans or protocols, or from the Contractor’s work or its subcontractor’s work. By accepting and utilizing these protocols and plans, the Contractor acknowledges that it has no entitlement to an adjustment to the contract schedule or to the contract sum based upon the implementation and/or utilization of these protocols and plans, and that it hereby releases Harper College from any such claims. 2.2 Health & Hygiene: First and foremost, employees are to stay home if they are sick. All employees are encouraged to practice good everyday respiratory etiquette and hand hygiene as recommended by the Centers for Disease Control (CDC). This virus is disseminated in the same manner as colds and the flu and employees can help prevent the spreading of this virus by using the same preventive measures:

• Wash your hands often with soap and water for at least 20 seconds. Use an alcohol-based hand sanitizer that contains greater than 60% ethanol or 70% isopropanol if soap and water are not available.

• Avoid touching your eyes, nose, or mouth with unwashed hands. • Cover your mouth and nose when you cough or sneeze. Throw the tissue away and

wash your hands. • Clean and disinfect objects and surfaces you touch. • Avoid close contact with people who are sick.

2.3 Face Coverings: For all work locations and access to locations, face coverings are required. 2.4 Social Distancing: Social Distancing of 6 feet shall be maintained whenever possible, following best practice recommendations for COVID-19 mitigation for work locations and access.

• See 4.5 Best Practice Recommendations for COVID-19 Mitigation on Jobsites 2.5 Cleaning & Disinfecting: Follow the general recommendations for routine cleaning and disinfection on jobsites.


• See 4.4 COVID-19 General Recommendations for Routine Cleaning and Disinfecting on Jobsites

2.6 Health/Illness Assessment (before site entry): Required screening shall be required to allow people on-site. The Contractor shall measure the employee’s temperature and assess symptoms prior to them starting work and before the individual enters any building. Subcontractors are required to follow the same procedures.

• See 4.1 COVID-19 Exposure Risk Assessment Guide (*) Modify jobsite protocol that is under more stringent local, state or federal Public Health Orders.


3.0 COVID-19 Exposure/Potential Exposure Protocol Observed Illness (observed by others, info comes out of questioning an individual) Communicated Illness (individual notifies us) 3.1 General Illness: Individuals with signs of an illness

• Health Assessment conducted (using COVID-19 Illness/Health Assessment) by contractor

• Contractor shall report any potential COVID-19 Illness to College’s Project Manager immediately

• If affirmative, employee shall be sent home and asked to contact a doctor • Contractor shall follow up on employee’s status as appropriate • Employee shall provide a doctor’s release prior to return • Contractor shall report any confirmed COVID-19 Illness to the College’s Project Manager

Immediately upon verification 3.2 Recognized Exposure defined as prolonged exposure to an:

• Individual who is ill, laboratory confirmed to have COVID-19 • Individual who is ill, symptoms clinically compatible to COVID-19 • Individual in contact with someone laboratory confirmed to have COVID-19 • Individual in contact with someone ill, symptoms clinically compatible to COVID-19

3.3 Employees with recognized exposure shall take the following steps as appropriate:

• Contractor shall assess level of contact (per CDC definition). If: o Recognized Exposure: impacted employees shall be notified, sent home for 14

days, asked to self-monitor, contact medical provider, and avoid contact with high risk/vulnerable individuals

o Unrecognized Possible Exposure: Contractor to continue general practices and continue to monitor for symptoms, follow appropriate social distancing and prevention guidelines

• Contractor shall follow up on affected worker’s status as appropriate • Contractor shall report assessments to the College’s Project Manager • College’s Project Manager will determine jobsite actions:

o Temporary partial/full closure (final determination made by Executive Vice President of Administrative Services and Executive Director of Facilities)

• Contractor shall provide notification to Owner, Subcontractors, Vendors, and other Partners, notification shall include:

o Jobsite status o Date ill worker was last on site o Locations/areas used by worker o Confirmation of notification of others per CDC close contact definition o Confirmation that affected areas have been cleaned per CDC recommendations

(based on Safe Jobsite Checklist) • Contractor to send notification to affected workers or others outlining actions taken

and/or requirements to return


4.0 Resources and Forms 4.1 COVID-19 Exposure Risk Assessment Guide 4.1.1 If You Are:

• Recognized Exposure: o A household member o An intimate partner o An individual providing care in a household without using recommended CDC

infection control precautions o An individual who has had close contact for a prolonged period of time o Travel from a country with widespread ongoing transmission, which as of

3/27/20, includes all countries o Travel on cruise ship or river boat

And Have Had Exposure to: • A person with symptomatic COVID-19 (either laboratory-confirmed or a clinically

compatible illness) during the period from 48 hours before symptoms onset and until they meet current criteria from the CDC for discontinuing home isolation as defined below:

o At least 3 days (72 hours) have passed since recovery defined as resolution of fever without the use of fever-reducing medications and improvement in respiratory symptoms (e.g. cough, shortness of breath); and,

o At least 7 days have passed since symptoms first appeared These Actions Apply: • Stay home until 14 days after last exposure and maintain social distance (at least 6 feet)

from others at all times • Self-monitor for symptoms

o Check temperature twice a day o Watch for fever, cough, or shortness of breath o Avoid contact with people at higher risk for severe illness (unless they live in the

same home and had same exposure) • Follow CDC guidance if symptoms develop

4.1.2 If You Are:

• Unrecognized Possible Exposure: o All U.S. residents, other than those with a known risk exposure

And Have Had Exposure to: • Possible unrecognized COVID-19 exposures in U.S. communities These Actions Apply: • Be alert for symptoms

o Watch for fever, cough, or shortness of breath o Take temperature if symptoms develop

• Practice social distancing o Maintain 6 feet of distance from others o Stay out of crowded places

• Follow CDC guidance if symptoms develop


4.2 COVID-19 Illness/Health Assessment Use the Following Questions when Pre-Screening Workers for Entry to the Jobsite Each Day

1. Are you experiencing any symptoms such as fever, cough, or shortness of breath? Yes □ No □ _________________________________________ Comments: 2. Have you been in close contact with anyone who has been diagnosed with COVID-19? Yes □ No □ _________________________________________ Comments: 3. Have you been in close contact with anyone who may have COVID-19 but is yet to be

confirmed? Yes □ No □ _________________________________________ Comments: 4. Are you currently in close contact with anyone, such as a family member, who is

experiencing symptoms or has been confirmed as positive for COVID-19? Yes □ No □ _________________________________________ Comments: 5. Have you traveled internationally in the last 14 days? Yes □ No □ _________________________________________ Comments: 6. Have you traveled outside your home state in the last 14 days? Yes □ No □ _________________________________________ Comments:

By answering YES to any of the above questions, the worker will be asked to complete a “secondary screening” where potential Risk Exposure will be determined based on the affirmative answer. All necessary precautions will be taken to protect the worker and others on the jobsite. Any worker who is not eligible to enter the site will be asked to work with their supervisor and their company to implement appropriate protocols for managing the situation.


4.3 COVID-19 Safe Jobsite Checklist Always incorporate proper hygiene protocols on your job. As part of your regular cleaning and disinfection of your jobsite, use this checklist to focus on the following areas as applicable:

Handrails in stairways and walkways

Gang box handles

Entry gates

Doors

Handles

Interior and exterior doorknobs

Locks

Lunch areas

Conference rooms

Tables/chairs (including backs and arms)

Call boxes for elevators/personnel hoists

Light switches

Plan tables

Shared hand/power tools, battery charging stations, etc.

Restrooms – including handles, seats, locks, hand-wash stations, and soap dispensers

Other shared/common areas

In addition to the above preventative cleaning and disinfecting measures, in the event of a suspected or laboratory-confirmed case of COVID-19 on the project, please follow these guidelines as established by the CDC to clean and disinfect your jobsite:

Temporarily close off areas used by the ill individual

Use appropriate PPE – disposable gloves and gown

Wait as long as practical before cleaning and disinfecting to minimize potential for

exposure to respiratory droplets

Open outside doors and windows to increase air circulation in the area

Clean and disinfect all areas used by the ill individual, focusing on frequently touched

surfaces

Remember to make sure to maintain social distancing of 6’ whenever possible


4.4 COVID-19 General Recommendations for Routine Cleaning and Disinfecting on Jobsites The health and safety of everyone on our projects is number one priority. As we continue to responsibly manage the evolving COVID-19 situation, we encourage all team members to support and assist in routine cleaning of frequently touched surfaces on our jobsites with household cleaners and EPA-registered disinfectants that are appropriate for the surface. Remember to always follow label instructions and the Safety Data Sheet (SDS) for proper handling and personal protection while using the selected chemicals. Labels contain instructions for safe and effective use of the cleaning product including precautions you should take when applying the product, such as wearing gloves and making sure you have good ventilation during use of the product. Remember, Never Mix Chemicals! Definitions:

• Cleaning refers to the removal of dirt and impurities, including germs, from surfaces. Cleaning alone does not kill germs. But by removing the germs, it decreases their number and therefore any risk of spreading infection.

• Disinfecting works by using chemicals to kill germs on surfaces. This process does not necessarily clean dirty surfaces or remove germs. But killing germs remaining on a surface after cleaning further reduces any risk of spreading infection.

Regularly Clean and Disinfect High-Touch Surfaces Such as:

• Gang box handles • Entry gates, doors, handles, interior and exterior doorknobs, locks • Lunch areas, conference rooms and other tables/chairs (including backs and arms) • Light switches • Plan tables • Shared hand/power tools, cords, battery charging stations, etc. • Restrooms – including handles, seats, locks, hand-wash stations, and soap dispensers • Other shared/common areas

How to Clean and Disinfect Surfaces

• Wear disposable gloves when cleaning and disinfecting surfaces. Gloves should be discarded after each cleaning. If reusable gloves are used, those gloves should be dedicated for cleaning and disinfection of surfaces for COVID-19 and should not be used for other purposes. Consult the manufacturer’s instructions for cleaning and disinfection products used. Clean hands immediately after gloves are removed.

• If surfaces are dirty, they should be cleaned using a detergent or soap and water prior to disinfection.

• For disinfection, use only products that are listed on EPA’s List N: Disinfectants for Use Against SARS-CoV-2. Follow the manufacturer’s instructions for all cleaning and disinfection products (e.g. concentration, application method, contact time, etc.)

Your help in preventing the spread of illness is critical. Contact your supervisor is you have any questions or concerns.


4.5 Best Practice Recommendations for COVID-19 Mitigation on Jobsites General Recommendations for all Locations

• Designate a COVID-19 Supervisor per jobsite responsible for monitoring and enforcing Plan

• Establish a regular cleaning schedule for work location • Discourage workers from sharing tools and equipment • Re-evaluate work processes to eliminate multiple people working within 6 feet of one

another • Eliminate unnecessary person-to-person contact in the workplace • During in-person meetings, ensure that all participants remain separated by at least 6

feet, including when entering and exiting meeting space Training

• Ensure all Employees have been trained and are familiar with the Plan. • Provide training on Prevention Protocols including:

o Sanitation, hand washing and proper hygiene o Social Distancing requirements and compliance expectations o The various administrative controls and tools being used o Signs and symptoms to be aware of and how to report signs of illness o If You Are Sick – Stay at Home Policy o Stop Work Authority

Social Distancing on the Jobsite

• Coordinate deliveries to ensure workers on site are not exposed to delivery personnel • Where possible, require delivery drivers to remain in their vehicles • Eliminate all unessential visitors to jobsite • Adjust entrance to jobsite to ensure a minimum of 6 feet between those exiting and

entering • Reduce the size of work crews where possible • Stagger start/stop times to decrease number of workers arriving and departing at same

time • Minimize interaction between work crews • Eliminate or minimize worker exposure to public or non-work areas • Install physical barriers where possible to limit worker exposure to non-work areas • Identify designated break and lunch areas • Ensure workers take break and lunch periods while maintaining appropriate social

distance • Establish “one-way” traffic if necessary, in areas that cannot accommodate the

recommended 6 feet between workers (for example in stairways – dedicate one stairway for travel up and the other for down)

Signage

• Increase Signage o At Gates and Job Office Doors – No Public Access o Social Distancing Signage

• Post hand washing and social distancing reminder signage on/near temporary toilet facilities


• Post COVID-19 hotline information

Harper CollegeCOVID-19 Contractor Plan 061020 v110 – SBC

2020 05 01

Chief Information OfficerINFORMATION TECHNOLOGY

DirectorINFRASTRUCTURE SERVICES

DirectorCLIENT SYSTEMS

Executive Assistant

Information Technology

DirectorCLIENT SERVICES

Information Technology

- Overview -

Chief Information OfficerINFORMATION TECHNOLOGY

Executive Assistant



Servers &

Networks, Operations

Acquisitions &

Licensing

Database &

Application

Unified CommunicationTechnologies

Desktop & Classroom Project/Install

Student SystemsDevelopment

Business SystemsDevelopment

Desktop & Classroom Support


Security, Business Continuity, Labs

Client Support(Service Desk, Switchboard &

Training)


Administrative Assistant

ManagerStudent Systems Development &

Support

Project Manager

Programmer/Analyst

Programmer/Analyst

Programmer/Analyst

ERP Systems Technical Manager

RRP Systems Technical

Manager (p/t)

Client Systems

ManagerDesktop & Classroom

Project/Install

Technical Support Specialist






Programmer/Analyst


Business Systems Development & Support

Programmer/Software Developer



shared



ManagerClient Support

(Service Desk & Training)

Lab Support

Supervisor

Service Desk

Lead/Training

Lab Support Assistant (p/t)





(p/t)

VACANTTechnical Support

Specialist (p/t)

Information Security & Business Continuity

Analyst

Telephone Operator

Telephone Operator

Client Support

Technical SupportSpecialist (p/t)


Technical Support

Technician-Training (p/t)

ManagerInformation Security, Business Continuity &

Labs

Project Manager



(p/t)

Technical SupportSpecialist (p/t)

ManagerDesktop & Classroom

Support




S Technical Support Specialist


(p/t)

Technical Support

Specialist




shared



ManagerAcquisitions & Licensing

ManagerDatabase & Application

Support

ManagerServers & Networks,

Operations

SQL_Server DBA

Database Adm

Banner ERP Administrator

Student Information

Systems DBA Manager

SQL Server DBA

Operational Data Store/Cognos BI

Administrator

Technical Support

Specialist


Technical Support Specialist Operations

Computer Operator

Operations Analyst

Computer Operator (p/t)

SharePointAdmin

Servers &

Networks

Network Specialist

Network Specialist

Network Specialist

Network Specialist

Network Specialist

Infrastructure Services

Unified CommunicationTechnologies

Network & VoIP Specialist

Telecom VoIP

Project Manager

Network Specialist

Project Manager

Shared

Banner/Banner DR

Banner/Banner DR

AccuPlacerAccuPlacer

AIMAIM

BlackboardBlackboard

Spectrum(Centers)Spectrum(Centers)

DegreeWorksDegreeWorks

EBS(Fin./HR ERP)

EBS(Fin./HR ERP)

FollettFollett

ID CardUtility

ID CardUtility

NelnetNelnet

RoboRegistrarRoboRegistrar

StarfishStarfish

RaveRave

FormstackFormstack

AxiomAxiom

ComevoComevo

Banner Data Flows

CleanAddressCleanAddress

McGraw-Hill(ALEKS)

McGraw-Hill(ALEKS)

AP/CLEPAP/CLEP

CollegeNet(SAT)

CollegeNet(SAT)

GainfulEmployment

GainfulEmployment

IL StGrantIL St

Grant

IOCIOC

MaxientMaxient

TitaniumTitanium

EllucianOperationalData Store

(ODS)


(ODS)

Ellucian Portal integration or web part

Link in Ellucian Portal (Student)

Uses Banner APIOn

CampusOff CampusEllucian Portal integration or web part


Uses Banner APIOn

CampusOff Campus

R25/25 Live

R25/25 Live

Academic Works

SARS

ACTACT

TransferologyTransferology

Ellucian Portal

Ellucian Portal

ILPILP

EthosEthos

Class ClimateClass Climate


EthosEthos

ILP 5.xILP 5.x

Banner/Banner DR

Banner Ethos API

Banner/Banner DR

Banner Ethos API

Ethos/ILPEthos/ILP


EBS(Fin./HR ERP)

EBS(Fin./HR ERP)

RaveRave

Destiny(CE ERP)Destiny(CE ERP)

R25/25 Live

R25/25 Live

NelnetNelnet

AccuPlacerAccuPlacer

AIMAIM


Spectrum(Centers)Spectrum(Centers)

CivitasIllumeCivitasIllume

CivitasScheduler

CivitasScheduler

ClassClimate

ClassClimate

DegreeWorksDegreeWorks

Banner SIS

FollettFollett

ID CardUtility

ID CardUtility

NelnetNelnet

RoboRegistrarRoboRegistrar

StarfishStarfish

RaveRave

FormstackFormstack

AxiomAxiom

ComevoComevo

Ethos Data Flows

CleanAddressCleanAddress

McGraw-Hill(ALEKS)

McGraw-Hill(ALEKS)

AP/CLEPAP/CLEP

CollegeNet(SAT)

CollegeNet(SAT)

GainfulEmployment

GainfulEmployment

IL StGrantIL St

Grant

IOCIOC

MaxientMaxient

TitaniumTitanium


(ODS)


(ODS)

Ellucian Portal integration or web part


Uses Banner APIOn

CampusOff CampusEllucian Portal integration or web part


Uses Banner APIOn

CampusOff Campus

R25/25 Live

R25/25 Live

Academic Works

SARS

ACTACT

TransferologyTransferology

Ellucian Portal

Ellucian Portal

EthosIntegration

EthosIntegration

ILPILP

Documents

Request for Proposal Q01019 Information Technology