Personal Trainer, Inc.

Request For Proposal (RFP)


Personal Trainer, Inc.
123 Fitness Dr.
Chicago, IL 27689

November 10, 2016
1.) Summary and Background
Personal Trainer, Inc. is currently accepting proposals to develop, design, and launch a new ERP system for our new and current fitness center operations. BumbleBee is the existing Personal Trainer Inc. software that manages the accounting functions of our operations. Our Microsoft Office products are used for our other operational needs such as membership lists and word processing documents.  In an effort to optimize our operations and deploy a user friendly environment for our employees and members, Personal Trainer, Inc. has determined that a new ERP system is needed that is more user-friendly and allows for improved interaction among potential customers.

The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best represents the direction Personal Trainer, Inc. wishes to go.

Personal Trainer, Inc. is a medium size firm that has 12 current fitness center operations located in the Midwest and is in the process of opening a brand new state of the art facility in the near future. Personal Trainer, Inc. is focused on improving their customer base to gain more market share in the fitness industry, as well as improving customer experience through new and improved technology. Our customer base consists of individuals who have the desire to improve their current health. The demographic consist of all ages between 16-65 years old.  Ace Consulting is consolidated in its headquarters in Washington, D.C. with some consultants traveling to and working from client sites on a temporary basis.

Our fitness facilities include:
• State of the art fitness facility and equipment
• Swimming Pool access
• Sporting good shop
• Health food store
• Snack bar
• Customized training programs
• Teen center
• Computer café
• Child care facility
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2.) Proposal Guidelines
This Request for Proposal represents the requirements for an open and competitive process.  Proposals will be accepted until 5pm EST December 16, 2016.  Any proposals received after this date and time will be returned to the sender.  All proposals must be signed by an official agent or representative of the company submitting the proposal.

If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal.  Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work.  Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted.

All costs must be itemized to include an explanation of all fees and costs.

Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP.  All contractual terms and conditions will be subject to review by Personal Trainer, Inc. legal department and will include scope, budget, schedule, and other necessary items pertaining to the project.
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3.) Project Purpose and Description
The purpose of this project is as follows:
Personal Trainer, Inc.’s current operating system was implemented to handle the volume and day to day operations in the current 12 smaller facilities. Senior level management and the consulting firm Patterson and Wilder has determined that the current system in place will not provide the customers and employees a satisfying user experience. The current system will not be able to handle the increased volume with the new state of the art facility opening in this upcoming year.  Additionally, the current software has not been effective in presenting transparency for the employees. The systems in place does not “talk” to each other which makes it difficult and tedious to update, add, and delete information. Personal Trainer, Inc. believes that by using a current ERP system with updated technology can be a more efficient software operation, and we can provide our employees and potential customers with more readily available information, a more user-friendly environment, and achieve more market share from prospective customers.
Project Description:
Personal Trainer, Inc. is seeking a provider to utilize the latest ERP gym management system with new technology to create an operational environment that is user friendly, simple to use, provides detailed information about our services and offerings, and is easy to add or modify content.  The ERP system should incorporate the latest CRM modules, HRM modules, MM modules, and FICO modules. That allows transparency and connectivity between all modules.

The finished ERP system must allow Personal Trainers, Inc. IT group to easily manipulate the layout and content to allow for changes in the dynamic environment of the fitness industry.

The User interface for the ERP system should have a design and layout that should be aesthetically pleasing, simple for users to navigate, provide context-sensitive screens of all Personal Trainer, Inc. employees and customer users.  The system must also be completely secure against intrusion to protect customer information and employee information.
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4.) Project Scope
The scope of this project includes all design, development, coding, licensing, and hosting of Personal Trainer, Inc. new ERP system.  All text and copy will be provided to the selected bidder by Personal Trainer. Inc. President for inclusion in the design of the new web site.

The selected bidder will be responsible for planning and conducting a thorough system research portfolio with assistance from Peterson and Wilder, an IT consulting firm.  This portfolio will analyze all current systems and determine the best system to implement.
The following criteria must be met to achieve a successful project:
• Visually and aesthetically pleasing system design.

• User-friendly environment that is easy to navigate.

• Consistency of design across all pages/sections.

• Ability to migrate current data into the new system.

• Site can be changed/modified easily by Personal Trainer, Inc. personnel with 
minimal effort.

• All software and licensing requirements should be included as part of this project.

• System should be compatible with all current technology and easily upgradeable.

• Ability to work to with different software modules to create a transparent system 
environment.

• Plan and perform a complete testing process on the ERP system and database to ensure functionality.

• Ability to present customer information to the customer in a readily available manner.
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5.) Request for Proposal and Project Timeline
All proposals in response to this RFP are due no later than 5pm EST December 16, 2016.

Evaluation of proposals will be conducted from December 17, 2016 until December 22, 2016. If additional information or discussions are needed with any bidders during this two-week window, the bidder(s) will be notified.

The selection decision for the winning bidder will be made no later than December 24, 2016.

Notifications to bidders who were not selected will be completed by December 24, 2016.
Project Timeline:
Project initiation phase must be completed by January 15, 2017.
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6.) Budget
Project Initiation and Planning NRC
Market Research NRC
Site/Database Development NRC
Site/Database Testing NRC
Site/Database Deployment NRC
Site/Database Hosting NRC

Note: All costs and fees must be clearly described in each proposal.

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7.) Bidder Qualifications
Bidders should provide the following items as part of their proposal for consideration:
• Description of experience in planning, building, and hosting ERP systems.

• List of how many full time, part time, and contractor staff in your organization.

• Examples of 3 or more ERP systems designed and implemented by your organization as well as contacts at each site.

• Testimonials from past clients on ERP systems.

• Anticipated resources you will assign to this project (total number, role, title, experience).

• A full testing plan.

• Proposed time-frame for completion of the project.

• Project management methodology.
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8.) Proposal Evaluation Criteria
Personal Trainer Inc. will evaluate all proposals based on the following criteria.

To ensure consideration for this Request for Proposal, your proposal should be complete and include all the following criteria:
• Overall proposal suitability: proposed solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner.

• Organizational Experience: Bidders will be evaluated on their experience as it pertains to the scope of this project.

• Previous work: Bidders will be evaluated on examples of their work pertaining to web site design and hosting as well as client testimonials and references.

• Value and cost: Bidders will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project.

• Technical expertise and experience: Bidders must provide descriptions and documentation of staff technical expertise and experience.
Evaluations will be tested against our weighted system as outlined below:
Price = 35%

Completion Date = 35%

Design = 20%

References = 10%
Each bidder must submit 5 copies of their proposal to the email below by...

December 16, 2016 at 5pm EST.

Personal-Trainer-Management@Personal-Trainer.com

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