1 Revision History Revision 1 11/2/2017 Original Version
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1 Page 1 Request for Proposals (RFP) School Management Software The Technology Department of the Anna Independent School District in Anna, Texas, invites you to submit a proposal to provide a school management software suite. The due-date for proposals is at 4:00 PM on January 19, The most up-to-date copy of this document and any addenda is available at 1 Revision History Revision 1 11/2/2017 Original Version 2 Overview Anna Independent School District (Anna ISD) is seeking proposals for a school management software suite. At the conclusion of the RFP cycle, the district will make a decision to remain with its current school management system or migrate to one of the proposed solutions. 3 Background Information Anna ISD is a public school district in the city of Anna, Collin County, Texas. Anna ISD serves approximately 3,200 students in 1 high school, 1 middle school, 3 elementary schools and 1 special programs center. Anna ISD employs approximately 350 full-time employees. The Technology Department is responsible for the maintenance and support of all computer workstations, as well as printers, video projectors, network and wireless infrastructure, Internet and telephone services. The goal of the Technology Department is to provide reliable computing infrastructure in support of the District s educational initiatives and business needs. 4 Current System Infrastructure The district is a user of the Texas Computer Cooperative TxEIS information system. The district s installation is hosted off-site, with 3 rd -party support provided to district users.
2 Page 2 The district uses the TxEIS system as the system of record for the following functions: Student records Gradebook and grade reporting Master schedule and student schedules Student health Student Behavior Payroll Accounting and finance Data is imported from a 3 rd -party time and attendance product to support the TxEIS payroll function. Data is exported on a schedule to a 3 rd -party Learning Management System, and gradebook data is imported manually to support the TxEIS grade reporting function. Data is exported on a schedule to numerous other systems. 5 Project Specifications and Requirements The requirements below are intended as a general overview of the expected functionality of the proposed system. The solution proposed must meet or exceed all requirements listed below. 5.1 Minimum Requirements Installed Base Operational in a school district in the State of Texas for three years. State & Federal Compatibility - Capable of complying with all TEA PEIMS / TSDS requirements. Additionally, must be complaint with the State s Student Attendance Accounting Handbook. Current Version The version to be installed of the proposed solution must currently be operational in districts. Do not respond based on a future release. By implication, you must be able to demo a live (albeit anonymous) database. Web-based The system must be accessible via a variety of web browsers without the installation of 3 rd -party plugins including Flash Player. Open Architecture - Open architecture for reporting, modification and integration with third party applications Integration The proposed solution must integrate seamlessly amongst modules. The proposed solution must also have the ability to integrate with ancillary systems. Report Writer The system must have a flexible, intuitive report writer tool that is accessible to end users, which can access data from all modules, as well as external data, and has the ability to select, filter, sort, correlate, and summarize. 5.2 Core Modules The system must provide modules to support the following critical business function. Report Writer Interfaces to/from 3 rd party systems
3 State Reporting Portals & Dashboards Gradebook Transcripts & Grade Reporting Student Records & Demographics Attendance & Truancy Discipline & Behavior Scheduling Student Health Finance Payroll RFP: School Management Software Page Expanded Modules Modules to support these business functions are not required, but represent a value-add for the district Special Education Instructional Materials Tracking Student Assessment Student Nutrition Electronic Timekeeping and Absence Management 5.4 Data Integration The proposed solution must support data integration with all 3 rd -party systems integrated with the existing environment. Below is a list of all current integrations with the district s current system. Application Name Purpose Data Type Out Data Type - In Asure ID ID Badge Printing Active Students Active Directory Student Network Access Active students and staff CareerCruising Student Career Advisory Student and course data Eduphoria Management and Staff and student lists reporting tools Eduthings Student Graduation Plan Advisory Student, teacher and course data Laserfiche Human Resource Active Employees Records NutriKids Student Nutrition Active students PEIMS Compliance All PEIMS required reports and data uploads Schoology Course Content Student, teacher and Summary grade data Management course data StemScopes Educational content Student list SuccessED Special Education management Student and SPED student reports TransFinder Transportation Active Students
4 Page Services Proposals shall include all services listed below Data Conversion The District will require conversion and importing of data in the current TxEIS environment to the proposed system Report development The District will require the availability of reports to support business functions and state and federal reporting standards Interface Development Development and testing of interfaces to 3 rd -party systems will be needed Software Customizations Implementation Services It is expected that vendors will propose a turn-key solution which includes any necessary setup, configuration, and installation Training Proposals are expected to include a training package for all users who will be using the proposed system System Documentation Vendors will provide detailed documentation on the system as-built, to facilitate the ongoing maintenance and support of the system. 5.6 On-Premises Option The district will consider proposals for a solution to be hosted in Anna ISD. The successful vendor is responsible for the installation and configuration of all software and utilities necessary for a fully operational system and shall provide the hardware cost/implementation services as well. Additionally, the vendor shall specify the hardware specifications necessary for the system, should Anna ISD procure it from a separate source. The successful vendor will be responsible for all installation, training and conversion services for Anna ISD. Anna ISD may procure the hardware and operating system separate from this RFP, however vendor will still be responsible for installation and configuration of the hardware. For the premise-based model, Anna ISD will be responsible for the ongoing support of the system. 5.7 Hosted Option The district will consider proposals for a solution to be hosted by the vendor or at a 3 rd -party site arranged by the vendor. Vendor will provide all hardware, disaster recovery, support, database administration, redundancy, and Internet connectivity. The solution must be fully web-based and require no client software other than a web browser. Any required plugins shall be detailed in the proposal. The successful vendor is responsible for the installation and configuration of all software and utilities necessary for a fully operational system. The successful vendor will be responsible for all installation, training and conversion services. The successful vendor will be responsible for all hardware purchases and maintenance in this model. Anna ISD will provide first level support in this model; the vendor shall provide all other support.
5 Page Support The district desires a solution which provides for ongoing support from the vendor over the life cycle of the product. 6 Payments, Incentives, and Penalties Anna ISD is exempt from all federal, state, and local sales and use tax. The District shall furnish a tax exemption certificate on request. 7 Contractual Terms and Conditions Contractual terms and conditions will be discussed with the successful vendor following the RFP process. 8 Requirements for Proposal Preparation 8.1 General General information about the Vendor, including Vendor s name and business contact information Contact information for one or more Points of Contact associated with this RFP Principal place of business At least 3 business references; preferably K-12 school districts in Texas with a similar size of Anna Independent School District Completed Conflict of Interest Questionnaire, if the vendor has a relationship with a school district officer 8.2 Details of proposed solution Details of the proposed solution and equipment to be installed A description of the vendor s proposed training plan for all user groups A description of any self-service training modules available for end users For on-premises option: o A description of required hardware and software For hosted option o A description of the proposed hosting environment, including service level agreement, redundancy, backups, and scheduled maintenance plans 8.3 Pricing for proposed solution Proposal shall indicate the total project cost Explain all factors that could affect licensing fees Proposal shall indicate a separate cost for a hosted solution and an on-premises solution, if both solutions are proposed Include a detailed list of required hardware, software, and any other products which may be required to make the solution fully functional. Proposal shall indicate any monthly or annual recurring costs. Proposal may optionally indicate further detail as to the breakdown of pricing, and include extra options as additional line-items.
6 Page Technical support information Proposal shall include the vendor s process for providing ongoing support Information regarding the District s procedures for obtaining technical support. Information on available self-service training resources, if applicable. Information on the warranty of each system component. 8.5 Contract documents Please also submit a sample of the contract which will apply to the proposed solution. 8.6 Submission of proposal Proposals must be submitted in or hard-copy format. Electronic submissions shall be in Adobe PDF, or Microsoft Word format. ed proposals should be sent to one of the Points of Contact listed in this document. Hard-copy proposals should be delivered to the Anna ISD Administration Building. If sent by mail, proposals must be received at the Administration Building on or before the proposal due-date. The District will attempt to provide a confirmation of receipt of all proposals received; however, you may also contact one of the Points of Contact to verify the receipt of your proposal. Vendors are permitted to submit proposals for one or more of the items listed in section 5, or all items. 9 Evaluation and Award Process All proposals received by the deadline will be reviewed by District personnel. The District is not obligated to award a proposal based solely on having the lowest price. To determine the award of this proposal, Anna ISD shall consider the following criteria. Weight Criteria 30% Purchase price 25% Extent to which the proposed goods and services meet the District s needs 15% Total long-term cost to the district to acquire the goods or services 20% Reputation of Vendor and Vendor s goods and services 5% Vendor s past relationship with the District 5% Vendor s principal place of business The District reserves the right to reject any and all proposals, cancel the RFP, or modify and re-issue the RFP. Additionally, any contract awarded based on this RFP is subject to school board approval and the availability of District funding.
7 Page 7 All firms responding to this RFP will be notified of their selection or non-selection after the selection process has been concluded; however, the Anna ISD School Board is not bound to accept the recommendation or award the project to the recommended firm. 10 Process Schedule November 2, 2017 November Nov 27-Dec 1 and Dec 4-Dec 8, 2017 Dec 20, 2017 to Jan 2, 2018 January 12, 2018 January 16, 2018 Request for Proposal is posted and made available to potential bidders District offices closed Vendor presentations and Q&A meetings with business stakeholders District offices closed Vendor Deadline for questions or requests for clarification (4PM CST) District s deadline for response to questions or requests for clarification (4PM CST) Deadline for submission of proposals (4PM CST) District review of proposals, vendor presentations scheduled as needed January 19, 2018 Jan 22, 2018 Feb 9, 2018 The winning proposal as selected by the district will be presented for approval to the Anna ISD School Board at the next scheduled meeting. School board meetings are held on the third Thursday of each month at 7:00 PM at 201 E 7 th St, Anna, TX. An implementation schedule will be discussed with the winning vendor prior to awarding a contract. 11 Questions and Clarifications Vendors may submit questions or requests for clarifications. To submit a question or request a clarification, please contact one of the Points of Contact listed in this document by . Questions, answers and clarifications will be shared with all potential vendors and posted online; however, the identity of the organization submitting the questions will not be included. Please check the Anna ISD web site for updates to this RFP and any addenda which may be issued.
8 12 Texas Public Information Act RFP: School Management Software Page 8 Anna Independent School District is a public entity subject to the provisions of the Texas Public Information Act (Texas Government Code Chapter 552). Responses to this invitation may be subject to release as public information unless the response or specific parts of the response are excepted from public disclosure under such Act. Points of contact for future correspondence Jeff Black, Director of Technology jeff.black@annaisd.org Sue Akins, Assistant Superintendent sue.akins@annaisd.org Anna ISD Administration Building 501 South Sherley Anna, TX Phone: Fax:
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