Boardman Management Group
Request for Proposal
LaTanya Powers
CMGT 445 Application Implementation
December 20, 2010
Paul Stokes

Boardman Management Group is writing up a RFP, which is also known as a Request for Proposal. Boardman decided on developing an RFP so that it will help them bring in suppliers via a bidding process to obtain service for implementing or purchasing an updated word process application. In addition, the request for proposal helps Baderman clearly identify the risks and benefits of the procurement process. The below RFP includes the introduction of Baderman, the requirements of the system, and administration information. All of these key points will help Baderman decide which vendor is right for the job in implementing the word processing software application.

Introduction

1. Description of company, including type of organizational structure Kelsey River surrounds Baderman Island Resort. In 1988, Baderman Island was made in an effort to redirect the Kelsey River. In order to help protect rare and endangered butterflies, 400 acres of botanical have been created on Baderman. The island has various restaurants and it contains three different hotels that satisfy everyone’s needs. Baderman Resort also provides unlimited activities and various entertainments that will fit every guests liking. In addition, Baderman provides conventional center that is designed to accommodate small to medium-sized business groups. Listed below are diagrams of Baderman Island Resort’s organizational structure.

2. Business goals Boardman Group has several business goals for Baderman Island which will enable the Resort to grow and expand. The following business goals will allow more visitors to come and can stay at the Island ▪ Implementing an additional 18 hole golf course for golfers entertainment ▪ Add an additional 150 acre buffer area to protect gardens. ▪ Expand walking and hiking trails for better accessibility for guests. ▪ Develop the existing Convention Center for larger conventions. ▪ Expanding the hotel acres so the hotel suites can become enhanced.

3. Project goals • To develop constant updating of software applications • Provide training staff on new equipment and software • Implementation of software or new equipment at the same time. • Ongoing maintenance of implemented applications.

4. Scope of project The scope of this project is to provide an assessment of any necessary upgrades or purchases of the current word processing application for the entire Baderman Island Resort infrastructure. All software applications will be compatible with the systems. Baderman will receive written documentation on the implemented applications.
Requirements

1. Technical: a. Existing system Baderman Island Resort has a total of 70 computers, which all of Baderman’s various departments and business entities use to keep the business running.. b. Hardware Baderman’s current Hardware components for the existing computers that allow the infrastructure to run on a daily basis consists of the following: Bus Central Processing Unit Computer fan RAM Power Supply Media Devices Hard Drive Computer Peripherals Router Network Card Networking Components Modem Compact Disc DVD Sound Card Mouse USB Flash Drive Mother Board Headphones Printer Speaker Microphone Visual Display Unit Keyboard

c. Operating systems Baderman Resort’s current operating systems consist of 26 computers running on Windows XP, 38 computers running on Windows 2000, and 6 computers running on Windows. d. Networking One of the networks that Baderman uses is Local Area Network or LAN. Baderman Island Resort Buildings use this particular Network in their infrastructure to receive and send data.. Metropolitan Area Network or MAN is another network that is also used on the resort. e. Application software The current application software that Baderman departments used on a daily basis is Word XP, Word 2000, and Word 97. They also have Adobe, Excel Spreadsheet, PowerPoint Presentation, Office InfoPath, Access, and Office Publisher. f. Communications The various kinds of communication devices that Baderman use on the Resort. are as follows: Email Land lines Cell phones Video call Social Networking Services Flyers TTY/adapted devices Internal Blog g. Security Baderman goes to extreme measures to keep all records safe as well as to protect the network from any misuse or for any illegal reasons. In addition, Baderman uses various security methods to prevent the server data from being lost. Baderman also uses passwords to prevent unauthorized access to vital data. They also provide firewall and anti virus for computers. Badges, alarm systems, and identification keys are also used for security purposes.

h. Availability The equipment and software must meet the requirements specified by Boardman Management group. In addition, it must be installed, fully operational and in good condition by July 31, 2011. i. Maintenance Baderman is interested in annual maintenance program. Boardman Management group requires a 120 day minimum warranty policy on the proposed software application implementation. Help desk support hours for the software will be Monday through Friday 6:00am to 6:00 pm. j. Disaster recovery Baderman’s disaster recovery plan is a vital tool in order to help protect its infrastructure for the implementation and upgrade of the software application. The backup system for all of Baderman’s information is required. In addition, a plan must include all employees and stakeholders involved. Everyone must be aware and know what tasks are needed in order for the plan to be really effective. This, in turn, will protect all of Baderman Island Resorts resources and assets.
Administration Information

1. Who may apply All vendors may apply if they have the experience, skills, and knowledge in implementing or purchasing word processing software for huge corporations. 2. How to apply Vendors may contact the below information in order to apply as a vendor. Boardman Management Group Attn: John Smith CEO Baderman Offices 227 Resort Road, Suite 111 Baderman, HI 03355 1-799-554-3322

3. Confidentiality Vendors must treat all information within this RFP and the services they provide as confidential. All Vendors must sign a Non-Disclosure Agreement. If Vendors elect to provide services from a third party contractor, the subcontractor must sign the Agreement before viewing the data. All data received from the vendor will receive the same protection of sensitivity from Boardman Management Group, Baderman staff, and any third party affiliations assisting on the project. 4. References Vendors and staff working on the project must provide references from 5 different projects they have assisted on. In addition, they must provide summaries of the jobs completed. 5. How to get clarification Vendors will have only one opportunity to ask any questions, concerns, or clarification before submitting the proposal. Any and all questions should be clear, as to not cause any confusion. Questions will not be accepted if received after the due date. Vendors can consolidate all questions into one submission only. 6. Proposal format Vendor’s proposals should be received by February 1, 2011 5:00pm to the following address: Boardman Management Group Attn: John Smith CEO Baderman Offices 227 Resort Road, Suite 111 Baderman, HI 03355 If the proposals are received after this date and time will not be considered. They will be returned to the vendor., The proposal must contain the following items in order: • Letter of Transmittal • Signature of an authorized person submitting the proposal • Executive summary of the proposal • Background and experience of the firm • Reference information on previous projects • 5 summaries of previous projects completed. • Proposed Operation Plan and Schedule. • Detailed outline of planned services • Billing rates and costs • Resumes of individuals implementing the project. 7. Submission schedule • The RFP proposal timeline and evaluations are as follows; • Proposals accepted by February 1, 2011 • Proposals evaluated by team up to February 21, 2011 • Interviews will be at the Boardman Management office February 26, 2011 • The winning vendor will be decided on March 15, 2010. • Negotiations will start promptly once the winning candidate has been notified and conclude no later than March 30, 2010.

8. Decision schedule Leader of the project is responsible for signing off on important decisions. In addition, they are to maintain constant relationship and communication with all stakeholders involved with the implementation of the project. The project manager is responsible for making sure that the project is on schedule as well as within budget. 9. Selection criteria Boardman Management Group and the planning staff involved with the implementation will evaluate each proposal based on the following: • The vendors responsiveness to the RFP • The ability to meet requirements and service levels • The experience, qualifications, and skills of the firm and staff of the firm. • The technical abilities of the firm • The firms knowledge of any regulations and procedures of legal, federal, state and local • The pricing proposal • The creativity and unique ideas of the proposal

In conclusion, the above request for proposal is really beneficial for Boardman Management Group. The reason being is that this RFP will help them decide who will be the best candidate for helping them develop an updated and unified word processing application software. The qualified bidders will have the knowledge, skills, and experience that will help Baderman to develop and expand. This, in turn, will help them keep their infrastructure tied together and be successful in the long run.