Eaton Intermediate School District REQUEST FOR PROPOSAL FOR. Proposal Due Date: Monday March 4th, 2013 at 1:00 p.m.

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1 Eaton Intermediate School District 1790 E. Packard Hwy. Charlotte, MI REQUEST FOR PROPOSAL FOR Financial and Human Resources Software Application for Eaton ISD and Collaborative Districts Proposal Due Date: Monday March 4th, 2013 at 1:00 p.m. Issued By: Eaton Intermediate School District On behalf of itself Contact: Will Cornwell Technology Supervisor Eaton ISD 1790 E. Packard Hwy. Charlotte, MI (517) You are to submit five copies of the hard copy response and one copy on a CD in MS Word and the Specifications in an Excel Version in a sealed package marked "RFP FINANCIAL AND HUMAN RESOURCE MANAGEMENT SYSTEM" 1

2 GENERAL CONDITIONS The Eaton Intermediate School District (Eaton ISD) is soliciting proposals from qualified firms for a comprehensive, integrated, full-featured financial/human resource management system designed using a web-based architecture. The following Request for Proposal (RFP) is being provided to you for your consideration. To be considered for this engagement, your firm must meet the qualifications and satisfy the requirements set forth in this RFP. Completed proposals must be received at the address noted above by 1:00 PM on Monday March 4th. Proposals must be submitted in a sealed envelope that is clearly marked BID OR PROPOSAL FINANCIAL AND HUMAN RESOURCE MANAGEMENT SYSTEM with return address. Proposals submitted by facsimile or will not be accepted. All proposals will be opened at the specified time and will be read aloud. The public is welcome to attend this bid opening. All proposals received after the date and time specified will be returned to the proposer unopened. Although cost will be an important factor in awarding the contract, the school district is not obligated by any statute or regulation to award the project solely on the basis of cost. Accordingly, the school district reserves the right to evaluate all proposals objectively and subjectively and to accept or reject any or all proposals or portion thereof. Additionally, the district reserves the right to negotiate changes in services with the firm determined to have submitted the proposal that is in the best interest of the district. It is to be understood that this RFP constitutes specifications only for the purpose of receiving proposals for product/services and does not constitute an agreement for that product/services. It is further expected that each bidder will read these specifications with care. Failure to provide requested information or meet certain specified conditions may invalidate the proposal(s). Each proposer by its submission of its proposal releases Eaton ISD, its Board of Education, employees and agents from any claims arising out of, or in any way related to, the RFP process and the selection of the provider. An alternative may be offered, if deviations from the specifications are minor and provided that deviations are clearly specified. Failure to outline such deviations may be grounds for rejection of the proposal. Eaton ISD will retain sole authority for determining what constitutes as an acceptable deviation from the specifications/requirements. The proposer is responsible for any and all costs incurred by it or others acting on its behalf in preparing or submitting a proposal or otherwise responding to the RFP, or any negotiations incidental to this proposal for the RFP. The information contained herein is believed to be accurate, but is not to be considered in any way as a warranty. Any errors, omissions, or discrepancies in the specifications discovered by a proposing entity must be brought to the attention of Eaton ISD immediately. Such errors shall be promptly corrected for proposing entities and no proposing entity shall be permitted to take advantage of or suffer harm from these errors. 2

3 Any decision made by Eaton ISD, including the selection of a provider, shall be final. Protests regarding the bid award must be submitted in writing and received by Mr. Will Cornwell, Technology Supervisor not more than fourteen (14) days after the bid award notification is issued. All questions and correspondence should be directed to Will Cornwell via or by telephone. In order to assure consistency of information provided regarding this RFP, contact with Eaton ISD personnel other than Will Cornwell is discouraged and may be grounds for elimination from the selection process. Five copies of the bid are requested in addition to the original in addition to the electronic copy. Bidders must complete the forms in the bid as well as the spreadsheet of product functionality. Proposals must arrive at the location specified on the RFP cover sheet, and by the bid opening date and time, to be considered. No proposal received after the bid opening will be considered. No facsimile or proposals shall be accepted. WITHDRAWAL OF PROPOSALS Proposals must remain valid through January 1, Modifications to proposals will not be accepted by the district, except as may be mutually agreed upon following the acceptance of the proposal. TIME TABLE: 1 Release of RFP on Monday February 11th, Proposals due at 1:00 p.m. on Monday March 4th, Bids will be opened at 1:15 p.m. on Monday March 4th, 2013 Eatoon ISD INFORMATION Eaton ISD currently manages an SDS financial management system. Eaton ISD has a total FTE enrollment of approximately 96 students. Eaton ISD does not plan to house and maintain the infrastructure for the new financial management system. Eaton ISD will not be providing on-going training and technical support for this system. COLLABORATIVE DISTRICTS INFORMATION Eaton ISD does plan to invite several constituent districts to participate in the proposal review and selection process in an effort to move toward a consistent finance and human resource platform within the Eaton ISD service area. Charlotte Public Schools currently uses an SDS financial management system and has a total FTE enrollment of approximately 2678 students Eaton Rapids Public Schools currently uses an SDS financial management system and has a total FTE enrollment of approximately 2618 students Grand Ledge Public Schools currently uses an AS/400 financial management system and has a total FTE enrollment of approximately 5087 students Island City Academy currently has a total FTE enrollment of approximately 215 students Maple Valley Public Schools currently uses a Skyward financial management system and has a total FTE enrollment of approximately 1223 students 3

4 Oneida Strange currently utilizes financial management services from Eaton Intermediate School District and has a total FTE enrollment of 13 students Potterville Public Schools currently use an SDS financial management system and has a total FTE enrollment of approximately 2678 students Relevant Academy currently utilizes financial management services from a third party and has a total FTE enrollment of approximately 137 students SUBMITTAL REQUIREMENTS Vendors submitting a proposal must include the following information in the order specified and clearly identified within the proposal: 1 A brief description of the company, including a history of experience with Michigan school systems, and any available brochures about the business. Contact information, including the name, address, phone number, address, and mailing address of the vendor s primary contact person must be included in this section. 2 A list of current Michigan customers with contact name, phone number(s) and address, and how long they have been a customer. 3 A list of customers with contact name, phone number(s) and address who have stopped using your software within the last two years. 4 The exact specifications of the hardware required to run the proposed system. Please describe all software, e.g., operating system, database, report writer, etc., that is optimal for use of the software. Eaton ISD plans to implement the selected product as a cloud based solution. 5 Completed Required Specifications Spreadsheet (NOTE: Multiple Tabs in Workbook). Available on the Eaton ISD website 6 Completed Proposal Form. Included in this document. 7 Completed Familial Disclosure Form. Included in this document. 8 Completed Vendor Response Form. Included in this document. 9 A cost quotation for the first year of the project. Please be explicit about each pricing structure option. This quotation must be itemized and include all costs, including system license fees, data conversion, implementation, training, travel and per diem, documentation, suggested software modifications, maintenance, third party software (including the proposed database software, although this may be purchased by Eaton ISD via statewide contract), and any other cost to make the system operational except for the cost of hardware. Identify the method(s) of pricing (named user, concurrent user, modular, FTE, headcount, site, other) used in the proposal. Costs should be broken down by category and on a per district basis for all 8 districts plus Eaton ISD. Vendor may group districts for training purposes as it sees fit to consolidate and reduce training costs. Note: Each district may be on a different purchase and implementation schedule. 4

5 10 A cost quotation for the next three years of the service. This quotation must be itemized and include all costs, including maintenance, upgrades, support, etc. It is understood that this information is for planning purposes only, and that Eaton ISD and vendor will annually review enrollment figures and adjust the subscription costs accordingly. 11 A complete description and associated costs of any proposed elective modules available in the software that are not described in this RFP. ADD FULL AND SPECIFIC LISTING OF ANY MODULES THAT ARE UNDER DEVELOPMENT, NOT YET FULLY OPERATIONAL, ETC 12 A complete description of services included in an annual support agreement. 13 A complete description of services not included in an annual support agreement. 14 Provide a matrix to be used by Eaton ISD to determine initial costs for additional districts which may express an interest in joining the Eaton ISD collaborative purchase vs a consortium. Matrix should include approximate costs per student for licensing, implementation, conversion, training, data migration, etc. 15 A description of the conversion/implementation process for each district that chooses to participate. Outline district responsibilities and tasks, vendor responsibilities and tasks, timelines, data conversion, data migration, etc. Scope The proposed financial software solution must be a fully functioning and ready to implement solution meeting the Finance requirements outlined in this RFP for use starting as early as April 1, See Implementation/Migration Plan below. The vendor should completely explain within the body of the proposal how the vendor intends to address these criteria. Eaton ISD s primary objective is to implement an Administrative System(s) which: is packaged and commercially marketed, is modular in design (ie. Finance, budgeting, purchasing, human resources) has a high level of integration between modules, can be deployed in a single managed environment, is up-to-date with Michigan Reporting Requirements, and are updated by the vendor regularly to keep current with changes to Michigan Reporting Requirements Tentative Implementation/Migration Plan: (Please include in the response any concern with the following timeline, and if necessary propose a suggested timeline). Live May 1, 2013 Eaton ISD (Enrollment 93 students, 184 employees) 5

6 VENDOR RESPONSE: In order to be considered, vendors must complete all questions as completely as possible. The information provided will be carefully considered and will be used to assist Eaton Intermediate School District in awarding the bid. If more space is required, feel free to add additional pages. Please provide background of your company Date company established Number of employees Affiliations and partnerships Number of Years Selling and Supporting Financial/Human Resource Management System Name of your application Please provide a copy of your standard contracts for both the product(s) and maintenance. Please complete the required Excel spreadsheet (Required Specifications Spreadsheet) which details specific questions about software module functionality to allow the District to analyze the vendor responses. NOTE: This spreadsheet contains multiple tabs/worksheets. 6

7 Familial Disclosure Form The undersigned, the owner or authorized officer of (the Proposer ), pursuant to the familial disclosure requirement provided in the Eaton Intermediate School District Request of Proposals and Specifications, hereby represent and warrant, except as provided below, that no familial relationship exist between bidder(s) or any employee of Eaton ISD, and any member of the Board of Education of the School District or the Superintendent of the Schools. List any Familial Relationships: Dated: PROPOSER: By: Its: State of Michigan ) County of ) ss: This instrument was acknowledged before me on the day of, 20, by. (Signature) (Printed) Notary Public, County, Michigan My Commission Expires: Acting in the County of 7

8 PROPOSAL FORM Please complete this proposal form and attach the following items. The undersigned declares that he/she has carefully examined all the items of the Specifications and Instructions and that he/she fully understands the requirements of the same. Proposals are due by 1:00 p.m. on Monday March 4th, A cost quotation for the first year of the project. This quotation must be itemized and include all costs, including system license fees, data conversion, implementation, training, travel and per diem, documentation, suggested software modifications, maintenance, third party software (including the proposed database software, although this may be purchased by Eaton ISD via statewide contract), and any other cost to make the system operational except for the cost of hardware. Identify the method(s) of pricing (named user, concurrent user, modular, FTE, headcount, site, other) used in the proposal. Costs should be broken down on a per district basis for all 8 districts plus Eaton ISD. Vendor may group districts for training purposes as it sees fit to consolidate and reduce training costs. 2 A cost quotation for the next three years of the service. This quotation must be itemized and include all costs, including maintenance, upgrades, updates to meet changes to State of Michigan reporting requirements, support, etc. It is understood that this information is for planning purposes only, and that Eaton ISD and vendor will annually review student enrollment figures and adjust the subscription costs accordingly. Name of Vendor Telephone: Address: Name of Person in Charge of Account (Please Type or Print) Title 8

9 Signature Date 9