670 West Boylston Street
Worcester, Massachusetts 01606-2092
P (508) 854-4207
F (508) 854-4208
Request for Proposal
RFP # QCC15-004
Consulting Services for the Financial Aid Process
Quinsigamond Community College is soliciting proposals from qualified professional
consultants for assistance with redesigning the processing of Financial Aid for the College.
Documents will be available beginning Wednesday, September 17, 2014 and may be
obtained from 8:00AM - 4:00PM by email request to [email protected].
Proposal Submission Deadline & Process
This Request for Proposals (RFP) is solicited to the general public and a Professional
Services Contract will be awarded pursuant to the rules set forth in Chapter 30B of the
Massachusetts General Laws. Price and Non-Price Proposals must be received in separate
sealed envelopes no later than 10:00 AM on Wednesday, October 1, 2014. Proposal
received later than this date and time will not be considered.
*Note: If price proposal is included with the non-price proposal, the proposal will be
automatically disqualified. Proposals will not be opened publicly.
Each proposer shall submit one original and six (6) copies of the Non-Price proposal,
signed by an authorized representative, along with a cd copy in PDF format. The envelope
should be clearly marked with the proposer’s name and #QCC15-G004 Consulting
Services for the Financial Aid Process – Non-Price Proposal.
Each proposer shall also submit one original Price-Proposal, signed by an authorized
representative, the envelope should be clearly marked with the proposer’s name and
#QCC15-G004 Consulting Services for the Financial Aid Process -Price Proposal.
The mailing address is as follows:
Quinsigamond Community College
Lisa Schlegel, Assistant Comptroller
Administration Building, Room B07A.
670 W. Boylston St., Worcester, MA 01606
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BACKGROUND
Quinsigamond Community College serves over 11,000 students annually through
its credit-based programming. The Financial Aid Office receives approximately
13,000 financial aid applications and awards an estimated 8,000 students each
year. QCC disbursed nearly $16 million in Pell Grant and $14 million in Direct
Loans in 2013-2014, in addition to administering a variety of state grant
programs. Our students enroll both part-time and full-time in nearly equal
numbers and may alternate their enrollment semester to semester. Students are
charged tuition and fees on a per-credit basis in addition to some per-semester
fees.
SYSTEMS ARCHITECTURE
The campus utilizes a suite of systems to facilitate the administration of the
college. The main ERP (Enterprise Resource Planning) system is Jenzabar CX. This
operates on AIX 6 and utilizes Informix 11. The Financial Aid office also uses
PowerFAIDS 19.4 which utilizes MS SQL Server 2008.
SCOPE OF SERVICE
Quinsigamond Community College is requesting competitive and sealed proposals
for a consultant to provide assistance with redesigning the processing of Financial
Aid. The goals are to significantly increase data integration and automation,
simplify the student application process, create efficiencies for staff, improve
compliance, and deliver financial aid services more quickly.
We are looking to implement these changes for the 2015-2016 processing cycle.
The project will require input from and cooperation between a large number of
financial aid staff and members of various departments across the College.
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To these ends, we are looking for a consultant who:




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Can begin October 15, 2014
Can commit up to 2 years to Quinsigamond Community College
Can provide an on-campus presence during this period
Will serve as or provide a Project Manager
Will train staff and provide written documentation of all processes
developed and implemented as part of this project
 Has PowerFAIDS expertise
 Has Jenzabar CX experience/expertise
 Has Jenzabar Form Builder experience/expertise (strongly preferred)
An assessment of the financial aid department was conducted, and the
following recommendations were made by the consulting firm. The consultant
who takes on this project will work with us to evaluate the extent to which these
goals can be accomplished and identify and implement the steps to get there.
Short Term Priorities (0-6 months)
 Automate All Communications to Students
o Provide a Link to The Q from the Web Site
 Re-engineer Primary and Secondary Workflows and Construct Additional
Workflows, as needed. Eliminate redundancies. Recommendation to
create a Workflow Task Force for this.
o Restructure workflows to eliminate the need for alpha splits
o Assess the need for and clarity of current forms used. Develop and
standardize online forms.
o Simplify the ISIR Data Load Process - We currently load into three
systems due to compliance and disbursement pieces being in
multiple systems.
o Set up a system of edit checks that allows for effective processing
and reprocessing of student records
o Reduce multiple “touches” of student files
o Reduce multiple contacts with students throughout the financial aid
process
 Assess FAO staff knowledge. Establish a training plan using modern
technology. Create a knowledgebase for FAO staff with information and
policy/procedure updates
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 Develop a Policy & Procedures Manual
Clarify SAP Policy definitions for transfer credits, repeated courses, the
treatment of non-letter grades in GPA, the availability of appeals for
maximum timeframe suspensions, and the process for probation and use of
academic plans.
Medium Term Priorities (6-12 months)
 Increase Data Integration between PowerFAIDS and Jenzabar CX
o Rewrite the interfacing for awards data between PowerFAIDS and
Jenzabar CX incorporating the changes in financial aid and
disbursement processing (possible server and format issues may
move portions of this into a higher priority timeframe).
o Modify or rewrite the interfacing for document data between
PowerFAIDS and Jenzabar CX.
o Modify the interfacing to include additional data elements not
currently included to allow QCC to maximize PowerFAIDS
functionality and maintain compliance
o Develop System Audits and Testing
 Redesign disbursement workflow with a recommendation to utilize
PowerFAIDS as the driver instead of Jenzabar CX. Goal is to use the
PowerFAIDS functionality for R2T4 calculations, FISAP, reconciliation of
funds, etc.
 Create a process within PowerFAIDS and Jenzabar CX to process non-term,
non-standard term programs in addition to standard term programs
 Fully Automate Aid Packaging. Review awarding policies to simplify and
reduce the number of packaging formulas. Revised packaging strategies
should be developed with enrollment goals in mind.
 Audit the accuracy of the SAP process and appeal processing
 Re-evaluate Web Site Effectiveness
 Design a program for Cross Training and/or Rotation of Staff Positions
 Automate the Exit Interview process
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Long Term Priorities (12-24 months)
 Make recommendations for the possible restructuring of responsibilities
within the office, depending on workflow changes.
 Fully Automate Data Integration
 Use of ImageNow as a workflow tool, depending on the reengineering of
our workflows
 Develop and Implement a process to administer financial aid for Clock Hour
Programs. Will need to include integration with Higher Reach, the program
where our currently non-credit enrollment and programs are administered.
 Design a program for On Demand Counseling for students (Financial Aid TV)
CONSULTANT INTERVIEWS
Quinsigamond Community College reserves the right to request interviews with the
three highest-scoring firms before awarding a contract. The interview will be scheduled
with the project manager and all involved staff.
CONTRACT AWARD
The contract will be awarded to the Proposer deemed by the evaluation committee to
have submitted the most advantageous proposal taking into consideration all of the
Technical Proposal criteria, in addition to the price proposals. The terms of the contract
will be developed as mutually agreeable between the successful proposer and QCC, as
approved by the College’s Board of Trustees.
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NON-PRICE PROPOSAL REQUIRED CONTENTS
 Plan of Service : Description of the Proposer’s Approach and Plan for
performing the services outlined in the Scope of Services, including:
o A comprehensive description of the firm’s approach to the scope of
Work;
o A description of how the Proposer will identify priorities and target
the needs of the College;
o A proposed timeline with specific milestones;
o A description of the proposed Implementation Plan
o Start Date Availability
 List of Recent Contracts and Services provided
 References for a minimum of three (3) comparable projects completed in
the past five (5) years with the following information for each:
o Client’s Name and Address
o Name, email, and phone number for at least one primary contact
o Dates of service to client
 Current Resume(s) including summaries of credentials and number of years
of experience for all consultants who will be assigned to work with
Quinsigamond Community College. Include detailed information regarding
experience with Powerfaids and Jenzabar CX.
 Identification of Project Manager, Qualifications and On-Campus
Availability
 Date of Availability to begin Project
 Certificates of Non-Collusion
 Certificate of Tax-Compliance
 Contractor Authorized Signature
 Commonwealth Terms & Conditions
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PRICE PROPOSAL CONTENTS
The price proposal form must be completed and submitted under separate
cover and in a sealed envelope. Pricing should be submitted as an hourly
rate with an estimate of hours to complete the project for each staff
member assigned, by title.
*Note: If price proposal is included with the non-price proposal, the proposal will be
automatically disqualified.
MINIMUM EVALUATION CRITERIA

Ability to begin Project within 15 days of contract award;

Personnel assigned to this project have experience with Powerfaids and
Jenzabar CX;

Ability to provide an on-campus presence;

Individual assigned as project manager must have experience on
similar size and scope projects;

A description of the specific role and responsibility to be undertaken
by each individual in order to complete the project, including the
amount of time expected to be devoted to the project by each;

A description of the approach and/or manner in which the provider
will fulfill the Scope of Services outlined in this RFP and a proposed
timetable for project completion;

A list of all similar projects completed within the past five (5) years,
including contact name and telephone number and brief description
of scope
of
work/services
performed.
Q u i n s i g a mo n d
C o m mu n i t y C o l l e g e is to have express permission to contact
these previous clients either by telephone, in person or by written
correspondence;

Submission of Price Proposal Sheet properly completed by proposer.

Executed Tax and Non-Collusion Certificates
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COMPARATIVE EVALUATION CRITERIA
 Timeline of proposer to complete project:
Highly Advantageous: The proposer has concluded the project can be
completed in eighteen (18) months.
Advantageous: The proposer has concluded the project can be
completed in twenty-four (24) months.
Not Advantageous: The proposer has concluded the project cannot be
completed in twenty-four (24) months.
 Relevant experience of proposer and/or proposed project staff:
Highly Advantageous: The proposer has at least five (5) years of
experience consulting on projects with colleges of similar size and scope
to this project.
Advantageous: The proposer has at least three (3) years of
experience consulting with colleges on projects of similar size and scope
to this project.
Not Advantageous: The proposer has less than three (3) years of
experience consulting with colleges on projects of similar size and scope
to this project.
 Staffing plan and methodology:
Highly Advantageous: The plan of services proposes a detailed,
logical, and highly efficient plan that addresses all of the required issues.
Advantageous: The plan of services proposes a credible plan that
addresses all of the required issues.
Not Advantageous: The plan of services is not sufficiently detailed
to fully evaluate; or the plan does not contain all the components
necessary.
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 Proposer's demonstrated ability to complete projects on a timely basis:
Highly Advantageous: All of the proposer’s references indicate that the
projects were completed on schedule or with minimal, insignificant delays.
Advantageous: Only one of the proposer’s references indicates that the
project was completed with substantial delays attributable to the proposer,
and no current project or project completed in the last three years
experienced substantial delays attributable to the proposer.
Not Advantageous: Two of the proposer’s references indicate that the
project was completed with substantial delays attributable to the proposer,
and no current project or project completed in the last year
experienced substantial delays attributable to the proposer.
Unacceptable: More than two of the proposer’s references indicate
that the project was completed with substantial delays attributable to the
proposer.
 Evaluation of the proposed plan:
Highly Advantageous: The proposal contains a clear and
comprehensive plan that addresses all of the project objectives stated in
the RFP.
Advantageous: The proposal contains a clear plan that addresses most
of the project objectives stated in the RFP.
Not Advantageous: The proposal does not contain a clear plan that
addresses most of the project objectives stated in the RFP.
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QUINSIGAMOND COMMUNITY COLLEGE
#QCC15-004 Consulting Services for the Financial Aid Process
PRICE PROPOSAL FORM
The price proposal (One original copy) must be submitted under separate cover in a
sealed envelope marked with the proposer’s name and #QCC15-G004 Consulting Services
for the Financial Aid Process -Price Proposal. The proposal must be received by
Wednesday, October 1, 2014 @ 10:00 AM and mailed as follows:
Quinsigamond Community College
Lisa Schlegel, Assistant Comptroller
Administration Building, Room B07A.
670 W. Boylston St., Worcester, MA 01606
BASE PRICE:
A.
The Price Proposal acknowledges addenda numbered (if applicable) ______________
Name
B.
Title
Estimated
Hours
Hourly rate
Total by Title
The proposed total project price is:___________________________________________
C. The Proposer represents that it has received Contract Documents describe in RFP QCC15-004
Authorized Signature: _______________________________________________
Name Printed: _____________________________________ Date: __________
Company: _______________________________________________________
Address: _________________________________________________________
Phone: _________________________ Fax: ___________________________
Email: ___________________________________________________________
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GENERAL
1. The RFP is a method of evaluating cost/price and other factors specified in the RFP with the
objective of selecting the best overall proposal based primarily upon technical merits, with costs
and other factors considered as appropriate. This process provides the opportunity for
cost/technical tradeoffs. Therefore, award of a resulting contract will not necessarily be made to
the lowest priced offer or the highest ranked technical offer. Proposals are evaluated by a
Selection Committee against the standards set forth in the RFP, without regard for the relative
strengths and weaknesses of competing proposals. There is no public opening of proposals.
2. If any changes are made to this RFP, an addendum will be issued. Addenda will be mailed to all
bidders on record as having picked up the RFP.
3. Quinsigamond Community College reserves the right to reject any and all proposals, to waive
irregularities and technicalities, and to take action deemed to be in the best interest of
Quinsigamond Community College.
4. Questions pertaining to this Proposal must be directed to: Lisa Schlegel in writing via e-mail at:
[email protected] before until 10:00 AM, September 24, 2014.
5. Written responses will be mailed to all bidders on record as having picked up the RFP.
6. Proposals which are incomplete, not properly endorsed, or signed, or otherwise contrary to these
instructions will be rejected as informal by the Purchasing Agent. Conditional bids will not be
accepted.
7. As Quinsigamond Community College is exempt from the payment of Federal Excise Taxes and
Massachusetts Sales Tax, prices quoted herein are not to include these taxes.
8. Proposals will not be opened publicly.
9. The contractor will not be permitted to assign or underlet the contract, not assign either legally
or equitably any monies hereunder, or its claim thereto without the previous written consent of
Quinsigamond Community College and of the Purchasing Department of Quinsigamond
Community College.
10. The successful bidder shall comply with all applicable Federal and State laws and regulations.
11. If at the time of the scheduled bid opening, QCC is closed due to an uncontrolled event such as
fire, snow, or building evacuation, the bid opening will be postponed until 10:00AM on the next
normal business day. Bids will be accepted until that date and time.
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GUARANTEE
12. It is understood and agreed that it shall be a material breach of any contract resulting from this
bid for the Contractor to engage in any practice which shall violate any provisions of
Massachusetts General Laws, Chapter 151B, relative to discrimination in hiring, discharge,
compensation, or terms, conditions or privileges of employment because of race, color,
religious creed, national origin, sex, age or ancestry.
13. Quinsigamond Community College is an affirmative action/equal opportunity employer and
does not discriminate on the basis of race, color, national origin, sex, disability, religion, age,
veteran status, genetic information, gender identity and expression, or sexual orientation in its
programs and activities as required by Title IX of the Educational Amendments of 1972, the
Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII
of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College
prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning
discrimination, harassment, retaliation or sexual violence shall be referred to the College’s
Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against
Discrimination, the Equal Employment Opportunities Commission or the United States
Department of Education’s Office for Civil Rights.
14. The undersigned as bidder, declares that the only parties interested in this proposal as
principles are named herein; that this proposal is made without collusion with any other
person, firm or corporation; that no officer or agent of QCC is directly or indirectly interested in
this bid; and he/she proposes and agrees that if this proposal is accepted he/she will contract
with QCC in accordance with the specifications, also the terms and conditions as spelled out in
this bid form.
15. No Person, including but not limited to corporations, partnerships, limited partnerships or
limited liability corporations, shall be eligible to receive a contract under this invitation to bid
and/or request for proposal if that person has been convicted of any felony offense involving
the distribution of controlled substances as that term is defined under Chapter 94C of the
General Laws and, for contract to be performed for on-site services at Quinsigamond
Community College, if that person or any person to be employed by that person in the
performance of such on-site services has been convicted of a “sex offense” or a “sex offense
involving a child” or “sexually violent offense” or would meet the definition of “sexually violent
predator” as those terms defined in Section 178C of the General Laws and who must register
with the sex offender registry board.
16. The contractor will be required to indemnify and hold harmless Quinsigamond Community
College, for all damages to life and property that may occur due to his negligence or that of his
employees, subcontractors, etc., during this contract.
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CERTIFICATE OF NON-COLLUSION
The undersigned certifies under penalties of perjury that this bid or
proposal has been made and submitted in good faith and without
collusion or fraud with any other person. As used in this certification, the
word "person" shall mean any natural person, business, partnership,
corporation, union, committee, club, or other organization, entity, or
group of individuals.
______________________________________
Signature of person submitting bid or proposal
___________________________________________ _________________
Name of Business
Date
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CERTIFICATE OF TAX COMPLIANCE
Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of
perjury that, to the best of my knowledge and belief, I am in compliance
with all laws of the Commonwealth relating to taxes, reporting of
employees and contractors, and withholding and remitting child support.
______________________________________
Signature of person submitting bid or proposal
___________________________________________ _________________
Name of Business
Date
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