NOTE: CERTIFIED MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS REQUEST.

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1 LA PLATA, MARYLAND REQUEST FOR INFORMATION (RFI) RFI TITLE: RFI NUMBER: DEADLINE FOR QUESTIONS: RFI CLOSING DATE/TIME: RFI PLACE OF DELIVERY: RFI MAILING ADDRESS: SHIPPING ADDRESS UPS/FEDEX: ADDRESS: ENTERPRISE RESOURCE PLANNING SYSTEM RFI # ERPS-1819 JUNE 16, 2018, 3 P.M., Local Time JULY 26, 2018, 3 P.M., Local Time PURCHASING DEPARTMENT 5980 RADIO STATION ROAD, 2 ND FLOOR LA PLATA, MARYLAND PURCHASING DEPARTMENT Attn: Eleanor Foddrell, Purchasing Analyst P.O. Box 5980 RADIO STATION ROAD, 2 ND FLOOR LA PLATA, MARYLAND Attn: Eleanor Foddrell, Purchasing Analyst 5980 RADIO STATION ROAD, 2 ND FLOOR LA PLATA, MARYLAND efoddrell@ccboe.com PHONE/FAX NUMBERS: Phone: (301) ; Fax: (301) WEBSITE: NOTES: INCLEMENT WEATHER: If Administrative Offices are closed due to inclement weather on the day Letters of Intent for a RFI are DUE, Letters of Intent for that RFI shall be due at the same time the next business day the Administrative Offices are open for business. QUESTIONS: Offerors/Proposers are advised to send all questions to via efoddrell@ccboe.com or fax, (301) , by the required date and time stated within the RFI. PICK-UP LOCATION FOR RFP PACKAGE: In addition to downloading and printing this RFI from it is available for pick up from the Purchasing Department, Starkey Administration Building, 5980 Radio Station Road, 2 nd Floor, La Plata, MD 20646, between the hours of 8:30 A.M. - 3 P.M., M-F, Local Time. I. INTRODUCTION AND BACKGROUND

2 (CCPS) is one of the fastest growing school systems in Maryland. Located south of Washington, D.C., Charles County is considered part of the Washington, D.C. metropolitan area. Charles County has a population of 157,705 and is located in Southern Maryland. CCPS enrollment for the school year is 26,891. Elementary schools are composed of students from prekindergarten to grade five; middle schools have students from sixth to eighth grade; and high schools serve students in grades nine through twelve. The CCPS system currently has approximately 26,307 students and employs 3,499 employees (teachers, support and technical staff, and administrators) to serve the students in various capacities. Of the 3,499 employees, 3,439 are full-time employees, 60 are parttime employees. II. PURPOSE/OBJECTIVE/LETTER OF INTEREST The purpose of this RFP is to solicit responses from firms with the experience, expertise, and qualifications to demonstrate their fully successful commercial off the shelf (COTS) Enterprise Resource Planning Systems. CCPS is requesting vendors to submit Letters of Interest to demo their successful ERP systems to its ERP Steering Committee. CCPS intent is to seek knowledge and technical information that will assist in the issuance of a Request for Proposals (RFP) of a fully functional ERP system. All eligible vendors will be invited to CCPS to demonstrate their systems on Thursday, August 9, Once the Letters of Intent have been received, CCPS will contact each vendor and schedule a block of time, accordingly. No other dates will be available for demonstrations. III. INFORMATION FOR VENDORS A. LETTER OF INTEREST Firms interested in participating in, presenting and demonstrating their fully integrated ERP system must submit a letter of interest no later than the prescribed deadline set forth in this RFI. B. SUBMISSION DEADLINE, REQUIREMENTS, AND DELIVERY 1. Submission deadline for receipt of Letters of Interest is July 26, 2018 at 3 P.M., Local Time. 2. Letters must be signed by a person who has the legal authority to act on behalf of vendor. 3. Letters must be submitted via: a. Facsimile to: (301) ; or 2

3 b. ed to: or c. US mail: Purchasing Department Attention: Eleanor Foddrell, Purchasing Analyst P.O. Box 2770 La Plata, MD 20646; or d. Hand Delivered to: Attn: Eleanor Foddrell, 5980 Radio Station Road, 2 nd Floor La Plata, MD IV. REQUIREMENTS AND QUALIFICATIONS A. The CCPS ERP Steering Committee consist of 13 CCPS staff members from various departments throughout CCPS. Demonstrations must be hands on. Vendors may also submit (at the time of the demo) printed materials. Interested vendors must submit Letters of Interest prior to the deadline prescribed above in order to be included on the ERP demo schedule. Only those firms deemed qualified to provide full and in-depth demonstrations of their respective ERP systems will be invited. B. Qualified firms must have a minimum of five (5) years of experience in providing and fully implementing successful Enterprise Resource Planning (ERP) Systems. Experience must include k-12 implementations. C. Vendors must be prepared to demonstrate an ERP System that will provide, at a minimum, the following integrated functions: Human Resources Functions 1. Employee self-service portal with the ability for employees to access relevant information (e.g., demographics, leave plans, pay, benefits, training records, certifications). 2. Position control (e.g., monitoring/controlling headcount) 3. Leave plan management 4. Time and attendance 5. Management self-service portal with the ability for managers/supervisors to manage direct reports (e.g., evaluations, promotions, demotions, leave of absence) 6. Payroll components initiated by HR (e.g., pay rates, stipends, salary schedules, salary negotiations) 7. Certification management specific to K-12 education (e.g., teacher certification) 8. Talent acquisition (e.g., recruitment, applications, selection) 9. Professional development tracking and reporting 10. Document management (e.g., salary letters, employee notifications) 3

4 Benefits Administration 1. Fully interface with the Financial Management System 2. Tracks changes of address, marital status and health plans, and other benefits Finance Functions 1. Fully integrated business software system 2. General Ledger with fully integrated encumbrance accounting 3. Accounts Receivable 4. Cash Management (bank reconciliation interface) 5. Fixed asset management (GASB 34 compliant) 6. Payroll management 7. Accounts Payable 8. Document Management (e.g., payroll/accounts payable checks, remittance advice, wire transfers, W-2 s, 1099 s) 9. Grants Accounting (by fiscal year with multiple fiscal year reporting) 10. Project Accounting (by fiscal year with multiple fiscal year reporting) 11. Budget Management 12. Position Control (e.g., monitoring / controlling position budgets) 13. Payroll tax calculations Reporting and Analytics (Business Intelligence): 1. Report writer with standard reports and ad hoc and custom report capabilities 2. Ability to perform conditional and unconditional analysis (e.g., cost projections; salary projections, etc.) 3. Dashboard indicators. Purchasing 1. Fully interface with the Financial Management System 2. eprocurement from cradle to grave 3. Electronic requisitioning and workflow approval 4. Contract management 5. Vendor usage reporting 6. Procurement Card management 7. Inventory Control/Warehouse Distribution 8. Document management (e.g. purchase orders) 9. Supports and controls the use of procurement 10. Multiple options for report printing 11. Automatic faxing of purchase orders to vendors SOLE POINT OF CONTACT The sole point of contact for the purpose of this RFI is the CCPS Procurement Manager or his/her designee. Any attempts to contact other CCPS staff members or representatives to circumvent this procedure in any manner may be grounds for disqualification of the vendor to represent their firm. 4

5 ATTACHMENT I LETTER OF INTENT SUBMISSION FORM SIGNATURE PAGE I/we understand that reserves the right to reject any or all Letters of Interest. CCPS reserves the right to invite one, more than one, or no vendors for a demonstration, whichever is deemed in the best interest of CCPS. I/we certify that this Letter of Interest is made without any previous understanding, agreement, or connection with any person, firm or corporation submitting a Letter of Interest for the same services and is in all respects, fair and without any collusion or fraud. I/we certify that our company, its officers, directors, partners, or any employees have not been convicted of bribery, attempted bribery, or conspiracy to bribe; and is not presently debarred, suspended, proposed for debarment or declared ineligible for the award of contracts by Federal, States or Local Governments. In addition, that no member of the Charles County Board of Education, Administrative or Supervisory personnel or other employees of CCPS has any interest in the proposing company except as follows: Are there any deviations to this RFP? No Yes, if yes, please list all deviations on a separate sheet of paper and attach to this page. Name of Firm/Company: Address: Telephone No.: Mobile No.: ( ) ( ) Fax No.: ( ) Address: Signature: Name and Title (Printed): Date: DUNS #: Minority Business Status, please check all that apply: Certified MBE/DBE # Certified Woman Owned # Minority Owned Business Not Certified Woman Owned Not Certified 5

6 ATTACHMENT II BUSINESS RELATIONSHIP AFFIDAVIT VENDOR MUST SIGN THIS DOCUMENT AND RETURN TO CCPS AS REQUIRED BY SECTION III (B) OF THIS RFI. I HEREBY CERTIFY THAT I am (Title) and the duly authorized representative of the firm whose address is and that I possess the legal authority to make these testimonies on behalf of myself and the company/firm for which I am acting. NON-COLLUSION CERTIFICATION Neither I, nor to the best of my knowledge, information and belief, the above firm nor any of its other representatives, I hereby represent have agreed, conspired, connived, or colluded to produce a deceptive show of competition of the RFI in the compilation of the RFI or offer being submitted herewith; not in any manner, directly, or indirectly, entered into any agreement, participated in any collusion to fix the RFI offered herein, or any competitor, or otherwise taken any action in restraint of free competitive RFI for which the within RFI is submitted. ANTI-BRIBERY AFFIDAVIT Neither I, nor to the best of my knowledge, the above firm, nor any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracts with the State of any county, bi-county, of multi-county agency, or subdivision of the State have been convicted of, or have pleaded nolo contendere to a charge of, or have during the course of an official investigation or other proceeding admitted in writing or under oath acts or omissions committed after July 1, 1977 which constitute bribery, attempted bribery, or conspiracy to bribe under the provisions of Article 27 of the Annotated Code of Maryland or under the laws of any state or federal government. REGISTERED SEX OFFENDERS HB 642/ SB 508 CHILDREN- CHILD CARE FACILITIES, PUBLIC SCHOOLS, AND NONPUBLIC SCHOOLS- CONTRACTORS AND SUBCONTRACTORS Neither I, nor to the best of my knowledge, the above firm, nor any of its other officers, directors, or partners, or any of its employees directly involved in obtaining contract with the State or any county, bi-county, of multi-county agency, or subdivision of the State have been convicted of, or have pleaded nolo contendere to a charge of fourth- degree sexual offense or third degree sexual offense. Refer to the Terms and Conditions of the solicitation for more details. CIVIL RIGHTS COMPLIANCE We fully comply with Title VI of the Civil Rights Act of 1964 (PL88-352). In signing this document, I represent that I have personal knowledge of all the matters and facts herein stated, and do solemnly declare and affirm under the penalties of perjury that the contents of this document are true and correct. NON-DISCRIMINATION I/we affirm that our company/organization does not discriminate with regard to the Code of Laws of the United States of America as it relates to discrimination and the Maryland Code, State Government in employment practices by so stating in the response to the solicitation. Signature Date Printed or Typed Name and Title 6