Procurement and Distribution Department Procurement Unit. San Diego Unified School District

Transcription

1 Procurement and Distribution Department Procurement Unit 2351 Cardinal Lane San Diego, California REQUEST FOR PROPOSAL #P ENTERPRISE RESOURCE PLANNING SYSTEMS INTEGRATION SERVICES SUBMITTED BY (COMPANY NAME) NOTICE TO BIDDERS The Board of Education of the of San Diego County, California, invites and will receive sealed proposals until 2:00 p.m. on August 30, 2002 (DEADLINE DATE) non-public opening at the offices of the Procurement and Distribution Department, 2351 Cardinal Lane, San Diego, California , for the award of a contract, as follows: ENTERPRISE RESOURCE PLANNING SYSTEMS INTEGRATION SERVICES Proposals must be submitted on forms provided by the, including all applicable forms detailed and contained in this package. Dates Advertised: (1) August 8th, 2002 Procurement Representative: Ms. Phyllis Lewellen (2) August 15 th, 2002 Telephone: PROPOSAL FORM MUST BE SIGNED & RETURNED WITH PROPOSAL IMPORTANT! MANDATORY PRE-PROPOSAL MEETING August 19, 2002 (reference Page 5) PROPOSAL SECURITY OF $20, MUST ACCOMPANY PROPOSAL ( See page 13, paragraph V) Prepared by Gartner Consulting

2 Board of Education Procurement and Distribution Department 2351 Cardinal Lane San Diego, CA Re: Request for Proposal No. P To: Members of the Board of Education PROPOSAL FORM The undersigned, doing business under the full and complete legal firm name as set forth below, having examined the Notice to Proposers, Proposal Form, Instructions to Proposers, the General Conditions, the Specifications, the Agreement, and all other documents forming a part of the Proposal package for the above-referenced proposal, hereby proposes to perform the Agreement, including all of its component parts, and to furnish all materials called by them for the entire order for the prices set forth in the quotation sheets contained in said proposal package. The entire proposal package is submitted, together with this Proposal Form. Name of Company Legal Status (i.e., sole proprietorship, partnership, corporation) Tax I.D. Number (Sole Proprietorship only) Address: Authorized Representative: Signature Name (print or type) Title Date: Telephone: 9 August 2002 Page i

3 NONCOLLUSION AFFIDAVIT TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL ] State of California ] County of ] ss. ], being first duly sworn, deposes (Name) and says that he or she is (Title) of (Name of Company) the party marking the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the Proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury that the foregoing is true and correct. Executed on, 200_ at California. Signature SUBSCRIBED BEFORE ME on this day of, 200. Title Notary Public My Commission Expires: Expiration Date 9 August 2002 Page ii

4 Table of Contents Table of Contents 9 August 2002 Page iii

5 Table of Contents Table of Contents I. Rules of Preparation...1 A. Introduction...2 B. Request for Clarifications or Interpretations...4 C. Contact with District Employees...4 D. Critical Dates...5 E. Pre-Proposal Conference...5 F. Submission of Proposals...6 G. Identification of Proposer...8 H. Rejection of Proposals...9 I. Amendments...9 J. Other Documents of Agreement...9 K. Taxes...9 L. Proposal Negotiations...9 M. Proposers Interested in More than One Proposal...10 N. Telephone Expense...10 O. Method of Award...10 P. Governing Board Approval...10 Q. Evaluation...10 R. Inspection of Facilities...12 S. Independent Price Determination...12 T. Cost Liability...12 U. Delivery of Documents...12 V. Proposal Security...13 W. Contract Security...13 X. Substitute Security...13 Y. Fingerprinting...14 Z. District s Right to Terminate Process...14 AA. Oral Communications Not Binding...14 BB. Proprietary Information...14 CC. Conditions of This Proposal...14 DD. Hours of Work...16 EE. Approval to Start Work...16 FF. Availability of Funds...16 GG.Withdrawal of Proposals...16 HH. Disclosure of Litigation...16 II. Exceptions to the RFP...17 JJ. Other General Conditions...17 KK. Other Obligations...17 II. Background and System Overview...19 A. Introduction...20 B. Goals and Objectives...20 C. Summary of Proposed System...21 D. Current Environment August 2002 Page iv

6 Table of Contents E. Project Partners...27 III. Technical Requirements...29 A. Technical Requirements...30 IV. Proposer Response...41 A. Introduction...42 B. Administrative Requirements...43 C. Technical Requirements Response...52 V. Costs...57 A. Introduction...58 B. Systems Integration and Implementation Costs...59 C. Optional Costs...60 D. Hourly Rates...61 E. Total Cost Summary...62 Appendix A ERP Services Agreement...63 Appendix B Proposed Software Modifications...85 Appendix C Current SDUSD Applications Environment...90 Appendix D Current District Operating Environment & Infrastructure...94 Appendix E Required Interfaces Appendix F Archive & Conversion Requirements Appendix G Overview of Current SDUSD Systems A. Human Resources Systems Overview B. Financial Systems Overview August 2002 Page v

7 I. Rules of Preparation I. Rules of Preparation 9 August 2002 Page 1

8 I. Rules of Preparation A. Introduction The ( the District ) recently selected PeopleSoft Human Resources Management (v 8.3), Financial Management (v 8.4), and Enterprise Portal (v 8.4) applications based on a Request for Proposal (RFP) process that sought comprehensive software solutions for finance and human resources software. As a result of this selection, the District invites your company to submit a written proposal to provide systems integration services for the implementation of the following modules: Human Resources Management Human Resources Payroll Time and Labor epay Benefits Administration erecruit eprofile Financial Management General Ledger Receivables for Education and Government Payables for Education and Government Asset Management for Education and Government Budget Planning for Education and Government Cash Management Projects for Education and Government Grants Billing for Education and Government Purchasing for Education and Government Inventory for Education and Government eprocurement for Education and Government Enterprise Portal Human Resource Management Portal Pack Financials Portal Pack Supply Chain Portal Pack (Purchasing and Inventory) Integration with Collaborative Applications Data Warehouse and Reporting 9 August 2002 Page 2

9 I. Rules of Preparation Specifically, the District seeks a qualified systems integrator, that has implemented PeopleSoft Human Resources Management and Financial Management, in at least one similarly sized school district, or state or local government entity, to provide comprehensive integration, customization, data conversion, documentation and project management services. Systems integrators are to propose a fixed cost solution based upon the District s requirements contained in this RFP and any subsequent RFP addenda. This RFP states the overall scope of services desired, terms and conditions as well as systems implementation experience and qualifications to be provided. The proposal should clearly demonstrate how the District would be provided with the services and support that will best satisfy the District s requirements. The RFP is organized as follows: Proposal Forms Section I Rules of Preparation: Provides a brief background of the Project and the rules of preparation for proposals. Section II Background and System Overview: Presents a brief background description of the District and its desired approach to implementing the Enterprise Resource Planning (ERP) system. This section also contains a brief description of the existing application and technical operating environment within the District as it relates to the current finance and human resources systems. Section III Technical Requirements: Provides detailed technical requirements. Section IV Proposer Response: Requires Proposer responses to administrative requirements, including company background and qualifications, specifications and capabilities of proposed system and services to be provided. Additionally, it requires Proposer responses to the Technical Requirements as detailed in Section III. Section V Costs: Requires responses for proposal cost information. Appendix A: Provides the District s implementation services contract language. Appendix B: Provides a summary of the modifications to the delivered PeopleSoft system that the District estimates will be required. Appendix C: Provides a table of the District s current applications environment. Appendix D: Provides a detailed overview of the District s current technical operating environment. Appendix E: Provides the list of required interfaces to other District information systems as well as external entities. Appendix F: Provides data archive and data conversion requirements. Appendix G: Provides an overview of District s Human Resources and Financial Systems. Your response should clearly detail how your proposed software implementation services can best satisfy the District s requirements. The District requires a comprehensive service solution with a systems integrator with legal, project management and financial responsibility for services related to the integration and implementation of the software package. One consolidated response with all cost items included in the cost summary shall be submitted. The systems 9 August 2002 Page 3

10 I. Rules of Preparation integrator shall be the sole point of contact for the District with regard to system implementation contractual matters. To ensure a fair and objective analysis of all proposals, the submitted proposal must follow the rules stated within this section and the format established within this RFP. Failure to comply with or complete any portion of this request may result in rejection of a proposal. B. Request for Clarifications or Interpretations The District s Project Manager is Mr. Michael Casey. The District has hired Gartner Consulting to act as its consultant during system planning and selection. Questions or comments regarding this RFP are to be in writing and submitted to: Ms. Sandra Yamashiro Gartner Consulting 7676 Hazard Center Drive, Suite 810 San Diego, CA (619) (619) Fax sandra.yamashiro@gartner.com A prospective Proposer may submit a request for clarification or interpretation of any aspect of the RFP. Any interpretation or correction of the RFP document will be made by Addendum duly issued and a copy of such Addendum will be ed to each person receiving a set of RFP documents. Any addenda issued prior to the opening of the proposal, or forming a part of the documents loaned to the Proposer, for the preparation of its proposal, shall be made part of the RFP. A copy of the Request for Proposal that the District released for Human Resources, Student Information, and Financial Systems (#P ) is available to interested Proposers at the District s web site at C. Contact with District Employees All Proposers are prohibited from contacting District staff and employees regarding this RFP between the time of issuance of the RFP and issuance of intent to contract letter, unless such contact is made to the District s Consultant as noted in Section I, Part B of this RFP. Failure to comply with this provision could result in the rejection on a Proposer s proposal. 9 August 2002 Page 4

11 I. Rules of Preparation D. Critical Dates Event Date Day/Time Release RFP 8/09/02 Friday Written Questions Due for Pre-Proposal Conference 8/15/02 Thurs., 5 p.m. PST Pre-Proposal Conference (Mandatory) 8/19/02 Mon., 1 p.m. PST Deadline for Written Proposal Inquiries 8/23/02 Fri., 5 p.m. PST Response to Written Proposal Inquiries 8/27/02 Tues., 5 p.m. PST Proposal Due Date 8/30/02 Fri., 2 p.m. PST Proposer Evaluation/Selection 9/20/02 Friday Contract Negotiation Period 9/06/02-10/11/02 Governing Board Meeting/Proposer Notification 10/22/02 Tuesday Begin Implementation 11/04/02 Monday The District reserves the right to adjust the above schedule, as District needs dictate. E. Pre-Proposal Conference A mandatory Pre-proposal Conference will be held on August 19th, 2002, from 1 p.m. to 3 p.m., PST, at the following District location to allow all Proposers an opportunity to ask questions regarding the RFP. This meeting is mandatory for all Proposers who will be submitting an RFP. Eugene Brucker Education Center 4100 Normal Street, Auditorium San Diego, CA The District will not accept proposals from Proposers that do not attend this proposal conference. Each Proposer s participation in this proposal meeting shall be evidenced by the District Representative s completed sign-in sheet. It shall be each Proposer s responsibility to sign in. Failure of any Proposer to receive or examine any form, instrument, addendum or other document shall in no way relieve any Proposer from any obligation with respect to their proposal or to any contract resulting from this proposal. The submission of a proposal shall be taken as conclusive evidence of compliance with this condition. Failure to meet this condition may result in rejection of any offering on this proposal. Prospective Proposers are encouraged to submit written questions, in advance, of the conference to Sandra Yamashiro at Gartner Consulting. Written questions should be submitted via fax or e- mail by August 15th, 2002 at 5 p.m. PST. During the Pre-proposal Conference, prospective Proposers may raise additional questions. Subsequent to the mandatory Pre-proposal Conference, the District will respond to questions, or clarify issues raised, in writing, as the District deems appropriate. All written responses to questions by any prospective Proposer will be distributed to all prospective Proposers. 9 August 2002 Page 5

12 I. Rules of Preparation F. Submission of Proposals No proposal shall receive consideration by the District unless made in accordance with the format describe in Section IV and the submission instructions detailed below. Each proposal should be prepared simply and economically, and should provide a straightforward, concise description of the Proposer s ability to meet the requirements of the RFP. Bindings, colored displays, promotional material, etc. will receive no evaluation credit. Emphasis should be on completeness and clarity of content. In addition, the District will look with disfavor upon proposals that seem to be canned presentations of promotional materials that do not follow the format required in this RFP, and do not appear to address the District s particular requirements, and any such Proposers may be disqualified. In order to evaluate all proposals on a uniform basis, Proposers are required to conform to the proposal instructions, specifications and requirements. Partial responses, qualifications or exceptions to the requested items, term and conditions, or any other part of the proposal may cause the District to deem the proposal as non-responsive, and will be rejected. 9 August 2002 Page 6

13 I. Rules of Preparation Please prepare and submit the following: Table 1. Submission of Proposals Deliverable to the District No. of Copies Format / Type Overall Proposal (excluding Cost Proposal) assembled in the following format order: Proposal Form Non-Collusion Affidavit Proposer Response (RFP, Section IV) Proposal Bond (with original only) Cost Proposal (RFP, Section V) Financial statements for the two most recent fiscal quarters and audited financial statement for the last two years of operation Additional Systems Integrator Literature Complete Proposal (excluding Cost Proposal) One single-sided, signed, unbound marked original Twenty bound copies (i.e., ringed binders, spiral binders, etc) One single-sided, signed, unbound marked original Twenty bound copies (i.e., ringed binders, spiral binders, etc) Printed on white paper Submitted in separately SEALED envelope marked San Diego Unified School District, Proposal No. P , Name of Proposer s Company, Date Due, and Time Due. Printed on white paper Submitted in separately SEALED envelope marked San Diego Unified School District, Proposal No. P , Cost Proposal, Name of Proposer s Firm, Date Due, and Time Due. One Marked confidential with firm s name, and Proposal No. P Financial Statement Attention Phyllis Lewellen Limited to five sets only Printed or CD-ROM Two CD-ROM Completed Cost Proposal Two CD-ROM SEALED PROPOSALS MUST BE RECEIVED AT THE REQUIRED DISTRICT LOCATION NO LATER THAN 2 P.M. PST, AUG 30 TH, PROPOSERS ARE RESPONSIBLE FOR ENSURING THAT THE FOLLOWING IDENTIFYING INFORMATION APPEARS ON THE OUTSIDE OF THE SEALED ENVELOPE: Reference to PROPOSAL NO. P , company or organization name, date due and time due. If delivery service is used which prohibits such markings on their envelopes or package, this information must be placed on the outside of an interior envelope or package. 9 August 2002 Page 7

14 I. Rules of Preparation All proposals shall be submitted to: Ms. Phyllis Lewellen, Contract Specialist San Diego City Schools Procurement Unit 2351 Cardinal Lane, Building M San Diego, CA (858) (858) fax plewelle@mail.sandi.net Proposals received after the specified date and time may not be considered. To guard against premature opening, untimely or inadvertent mishandling, sealed proposals shall be submitted, plainly marked with the proposal title, proposal number, Proposer name, and time and date of the proposal submission deadline. Prices quoted in the proposal shall remain fixed and binding on the Proposer for not less than 180 days. Upon receipt of vendor proposals, each Proposer shall be presumed to be thoroughly familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve Proposers from any obligation in respect to this RFP. G. Identification of Proposer Each proposal must state the full business address of the Proposer and must be signed by the Proposer with his or her usual signature. Proposals by partnerships must furnish the full name of all partners and must be signed in the partnership name by a general partner with the authority to bind the partnership in such matters. Proposals by corporations must be signed with the legal name of the corporation, followed by the signature and designation of the president, secretary, or other person authorized to bind the corporation in this matter. The name of each person signing shall also be typed or printed below the signature. When requested by the District, satisfactory evidence of the authority of the officer signing on behalf of the corporation shall be furnished. A Proposer s failure to properly sign required forms may result in rejection of proposal. The District requires all prospective Proposers to acknowledge receipt of this RFP by sending an immediately confirming receipt to the Procurement Representative (indicated in Section I, Part B) with the following information: company name, address, primary contact (name, address, address, phone number), and secondary contact (name, address, address, phone number). 9 August 2002 Page 8

15 I. Rules of Preparation H. Rejection of Proposals The District reserves the right to accept or reject any and all proposals and to waive any irregularities or informalities in the proposals or any portion or combination thereof, or award on the basis of the total proposal as may be determined, by the District, is in the best interest of the District. I. Amendments The terms, conditions, specifications and scope of work contained in this RFP may be amended or modified only with the prior written approval of the District. Any addenda or bulletins issued, by the District Procurement Unit, prior to the opening of the RFPs shall form a part of the specifications issued to Proposers for the preparation of their proposals and shall constitute a part of the contract documents. Any amendments will be made available to all prospective Proposers by August 27 th, 2002, at 5 p.m. PST via contact address and will be posted on the District s web site at Amendments will be distributed to prospective Proposers based upon contact information provided by the Proposers at the mandatory Pre-proposal Conference, see section E above. Proposers who submit proposals without receipt of all addenda issued may be deemed to have submitted proposals not responsive to this RFP solicitation. J. Other Documents of Agreement Proposers submitting proposals that require the District to sign additional Proposer agreement documents must submit all such documents in their entirety and in original form with their proposal. Documents not submitted with proposal will not be reviewed or signed by the District and will not constitute a part of this agreement. Furthermore, any documents requiring District signature are subject to District legal review, revision and approval. Proposers unwilling to accept the District s revision(s) to documents shall be subject to rejection/disqualification of their proposal. K. Taxes For the purposes of this RFP, any applicable taxes, fees or government surcharges shall be itemized separately in the Cost Proposal. Federal excise taxes are not applicable to school districts. L. Proposal Negotiations A proposal to any specific requirement of this RFP with terms such as negotiable, will negotiate, or similar, will be considered non-responsive to that specific item and may render the entire proposal non-responsive and subject to rejection. 9 August 2002 Page 9

16 I. Rules of Preparation M. Proposers Interested in More than One Proposal No person, firm, or corporation shall be allowed to make, or file, or be interested in more than one proposal for the same work unless special conditions indicate otherwise. A person, firm, or corporation who has submitted a sub-proposal to a Proposer, or who has quoted prices of materials to a Proposer is thereby disqualified from submitting a sub-proposal or quoting prices to other Proposers. N. Telephone Expense The Proposer shall pay for any expense resulting from long distance phone calls related to the Project. The District reserves the right to make collect long distance telephone calls to any Proposer, or the Proposer must provide a toll-free telephone number, for any reason related to this proposal (i.e., scheduling, literature, affirmative action information, check work status, place orders, etc.). O. Method of Award Award shall be made to the Proposer whose proposal is ranked, by the District s Evaluation Team, as being the best value to the District. The evaluation, scoring and award decision of the District shall be final. The District reserves the right to reject any and all proposals, to contract services with whomever and in whatever manner the District decides, to abandon the services entirely, and to waive any informality or non-substantive irregularity as the interests of the District may require. The District is the sole judge as to which Proposer substantially meets the proposal evaluation criteria, and the requirements of the District. The District reserves the right to make an award of this proposal any time up to six months from the date of proposal opening. P. Governing Board Approval Any award is subject to the acceptance by the Board of Education at a regularly scheduled meeting. Q. Evaluation Evaluation of proposals is expected to be completed within 60 days after they are opened. An evaluation team composed of representatives of the District and its consultants will evaluate proposals on a variety of quantitative and qualitative criteria. The proposal selected shall provide the most cost-effective approach that meets the District s requirements. The lowest price proposal will not necessarily be selected. The District intends to select the most qualified and responsible response that provides the best overall proposal. Each proposal response will be reviewed based on the criteria set forth in this RFP. The selection process for the Proposer shall be based upon, but not limited to, the following evaluation criteria: 9 August 2002 Page 10

17 I. Rules of Preparation 1. Administrative Requirements as set forth in Section IV. Proposal checklist Exceptions to sample District contract Proposer company information References Proposer Questions Contract-related information Statement of Work 2. Technical Requirements Proposer s ability to meet the following Technical Requirements as detailed in Section III: Project management and implementation Software modifications and interface development System security Failure recovery Disaster recovery System capacity Testing Training System performance Deployment System operations System maintenance Data conversion and archiving 3. Costs Systems integration services costs Optional costs Total cost summary Although the low cost Proposer may not necessarily be awarded the contract, costs are an important evaluation criterion. Additional Scoring: The District reserves the right to select finalists for interviews and negotiations based on the District s analysis and rating of the proposal package. These discussions will be conducted in order to evaluate company expertise, qualifications, operations and services deemed by the District to be in its best interests. 9 August 2002 Page 11

18 I. Rules of Preparation R. Inspection of Facilities The District reserves the right to inspect the Proposer s facilities and financial statement to ensure the Proposer s competence and ability to perform the specified work. The Proposer s proposal may be rejected as non-responsive if the above inspection reveals any problems or inconsistencies that might jeopardize the success of the required service. S. Independent Price Determination By submission of a proposal, the Proposer certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, that in connection with this proposal: A. The prices in the proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such prices with any other Proposer or with any competitor. B. Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the Proposer prior to award directly or indirectly to any other Proposer or to any competitor. C. No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition. Each person signing the proposal certifies that he/she: D. Is the person in the Proposer s organization responsible within that organization for the decision as to the prices being offered in the proposal and has not participated (and will not participate) in any action contrary to A, B, and C above; or E. Is not the person in the Proposer s organization responsible within that organization for the decision as to the prices being offered in the proposal but has been authorized, in writing, to act as agent for the persons responsible for such decision in certifying that such persons have not participated (and will not participate) in any action contrary to A, B, and C above. A proposal will not be considered for award if the sense of the statement required in the Cost Proposal has been altered so as to delete or modify A, B and/or C above. If B has been modified or deleted, the proposal will not be considered for award unless the Proposer furnishes with the proposal a signed statement, which sets forth in detail the circumstances of the disclosure and the District determines that such disclosure was not made for the purpose of restricting competition. T. Cost Liability District assumes no responsibility or liability for costs incurred by the Proposer prior to the signing of any agreement resulting from this RFP. Total liability of District is limited to the terms and conditions of this RFP and any resulting agreement. U. Delivery of Documents Unless otherwise specified herein, the successful Proposer shall, within five working days after notice by the District, sign and deliver all bonds, other than the proposal bond, certificates of 9 August 2002 Page 12

19 I. Rules of Preparation insurance, and other required documents. In the event the Proposer to whom an award is made fails or refuses to deliver such documents, the District may declare the Proposer s proposal deposit or bond forfeited as damages, and may award the work to the next alternative Proposer, or may reject all proposals and call for new proposals. V. Proposal Security Proposals must be accompanied by a certified cashier s check or Proposer s bond for $20, The cashier s check or proposal bond shall be made payable to the order of the San Diego Unified School District. The bond shall be secured by a surety company satisfactory to the District. The cashier s check or bond shall be given as a guarantee that the Proposer will perform in accordance with the agreement if awarded the work. If the Proposer fails or refuses to timely submit all required documents or otherwise fails or refuses to perform under the agreement, the District reserves the right to declare the proposal bond forfeited and to pursue all other remedies in law or equity relating to such failure to perform. Failure to provide proposal security, or proposal security in the proper amount, may result in rejection of the proposal. Proposers are solely responsible to pay the costs for all bonds. Proposal security in the amount of $20,000.00, and in one of the following forms must be submitted with this proposal: Proposal bond (including continuous bond) Cashier s check Certified check Cash: If cash is being submitted as proposal security in lieu of check or bond, cash must be taken by the Proposer, prior to the proposal opening, directly to: 4100 Normal Street Cashier s Office, Room 3251 San Diego, CA The official receipt for the cash from the District s cashier must accompany the proposal. W. Contract Security Upon request by the District, the apparent successful Proposer shall furnish a surety bond, at the Proposer s expense, in an amount equal to 100 percent of the contract price as security for the faithful performance of this contract and shall furnish a separate bond in an amount equal to 50 percent of the contract price as security for the payment of persons performing labor and furnishing materials in connection with the contract. The aforesaid bond or bonds shall be in a form satisfactory to the District. X. Substitute Security In accordance with Section of the Public Contract Code, the District will permit the substitution of securities for any monies withheld by the District to ensure performance under the contract. At the request and expense of the Proposer, securities equivalent to the amount withheld shall be deposited with the District, or with a state or federally chartered bank as an escrow agent, who shall pay monies to the Proposer upon satisfactory completion of the contract. 9 August 2002 Page 13

20 I. Rules of Preparation Security eligible for investment under this Section shall include those listed in Government Code Section or bank and saving and loan certificates of deposit. The Proposer shall be the beneficial owner of any securities substituted for monies withheld and shall receive any interest thereon. Y. Fingerprinting This proposal is subject to the provision of Education Code Proposer s employees are required to submit fingerprints to the Department of Justice in those situations where an employee may come into contact with students at any site. Upon award of this proposal, the successful Proposers will be required to comply with the San Diego City School s fingerprint requirements (reference Appendix A, page 82, Paragraph 10.16, Compliance with Education Code/Indemnification ). Z. District s Right to Terminate Process The District may terminate the RFP process at any time and for any reason as deemed appropriate by the District. The District makes no commitments, express or implied, that this process will result in a business transaction with anyone. AA. Oral Communications Not Binding No oral conversations or agreements with any official or employee of the District or Gartner Consulting shall affect or modify any terms, conditions, or requirements of this RFP. Oral communications by the District or Gartner Consulting to Proposers shall not be considered binding on the District, nor shall any written materials provided by any person other than the District s Procurement Representative via a formal addendum to this RFP. BB. Proprietary Information All proposals submitted in response to this RFP become the property of the District and, except to the extent otherwise provided by law or court order, are exempt from disclosure. By submitting a proposal, Proposers agree to indemnify the District for costs incurred by the District associated with any challenge to the nondisclosure of proprietary information, and for any damages incurred by Proposers should the District be required by judicial action to disclose proprietary information. CC. Conditions of This Proposal The following conditions are applicable to this RFP and your organization s proposal: 1. This RFP does not commit the District to enter into a service agreement or similar undertaking with the Proposer organization or any other organization and the District shall have the right to reject or accept any proposal or offer, or any part thereof (i.e., any component of any proposed solution) for any reason whatsoever, and to accept other than the lowest offer, in its sole discretion. The District reserves the right to enter into relationships with more than one organization, can choose not to proceed with any Proposer with respect to one or more categories of software and services, and can choose 9 August 2002 Page 14

21 I. Rules of Preparation to suspend the Project or to issue a new RFP for this Project that would supersede and replace this one. 2. Any recommendations or conclusions from this RFP process concerning the Proposer shall not constitute a right (property or otherwise) under the Constitution of the United States or under the laws or regulations of the State of California or any political subdivision thereof, including the District. By submitting a proposal, the Proposer agrees to waive any right it may have to bring any claim, whether in damages or equity, against the District, its agents and employees, with respect to any matter arising out of any process associated with this RFP. 3. Each Proposer shall make the following representations and warranty in its proposal cover letter, the falsity of which might result in rejection of its proposal: The information contained in this proposal or any part thereof, including its exhibits, schedules, and other documents and instruments delivered to the District, is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead the District as to any material fact. 4. Except as expressly provided in Paragraph BB, the District is not restricted in its rights to use or disclose any or all of the information contained in Proposer s organization s proposal, and can do so without compensation to your organization. The District shall not be bound by any language in Proposer s proposal indicating the confidentiality of the proposal or any other restriction on its use or disclosure. 5. Any contract(s) awarded as a result of this RFP shall be in full conformance with all statutory or regulatory requirements of the State of California. 6. Any work product, whether acceptable or unacceptable, developed under a contract awarded as a result of this RFP is to be the sole property of the District unless stated otherwise in the definitive service agreement. 7. Timing and sequence of events resulting from this RFP shall ultimately be determined by the District. Inasmuch as the District will likely be purchasing new equipment to support the software systems that are purchased, the time it takes to order and receive equipment may lengthen the time required to complete the overall project. 8. No oral conversations or agreements with any official, agent, or employee of the District shall affect or modify any terms of this RFP, and any alleged oral agreement or arrangement made by a Proposer with any department, agency, official or employee of the District shall be superseded by the definitive service agreement that results from this RFP process. Oral communications by the District or Gartner to Proposers shall not be considered binding on the District, nor shall any written materials provided by any person other than the District s Procurement Representative. 9. Proposals are subject to rejection if they limit or modify any of the terms and conditions or specifications of this RFP. 10. Proposers shall not issue any news release pertaining to this RFP, or the District s software implementation without prior written approval of the District s Procurement Representative, which may be withheld at the District s sole discretion. 11. By responding, the Proposer shall be deemed to have represented and warranted that its proposal is not made in connection with any competing Proposer submitting a separate 9 August 2002 Page 15

22 I. Rules of Preparation response to this RFP, and is in all respects fair and without collusion or fraud; that the Proposer did not participate in the RFP development process and had no knowledge of the specific contents of the RFP prior to its issuance; and that no employee or official of the District participated directly or indirectly in the Proposer s proposal preparation. 12. Neither your organization nor any of your representatives shall have any claims whatsoever against the District or any of its respective officials, agents, or employees arising out of or relating to this RFP or these procedures (other than those arising under a definitive service agreement with your organization in accordance with the terms thereof). DD. Hours of Work The successful Proposer(s) shall not limit the number of hours dedicated to successfully complete the requirements of this Project. The successful Proposer(s) will provide unlimited number of hours required to complete the items and services contained in the RFP and agreement(s). EE. Approval to Start Work This RFP does not permit the successful Proposer to perform work or services until the San Diego Schools Board of Education has awarded a contract, a contract agreement is approved and signed by both parties, and all appropriate documentation has been received and approved by the District. No services are to be provided until after a post award conference is held involving both parties, and not until the District s Project Manager has authorized such. The District shall not be responsible for work done, or services provided, even in good faith, prior to all of these actions. FF. Availability of Funds Any and all purchases are contingent upon availability of funds. In the event that sufficient funds are not available for this Project, the District reserves the right to negotiate the scope of this contract, delay implementation, reject all proposals, or award another type of contract other than that required in this RFP. GG. Withdrawal of Proposals The successful Proposer shall not be relieved of the proposal submitted without the District s consent. HH. Disclosure of Litigation Each Proposer (and each subcontractor included in the Proposer s proposal) must include a complete disclosure of any civil litigation, arbitration or proceeding to which it is a party and which is pending or was concluded within one year from the date of this RFP. This is a continuing disclosure requirement. Any such litigation, arbitration, or other proceeding (collectively, Proceeding ) commencing after submission of a proposal must be disclosed in a written statement to the District s Procurement Representative within five (5) business days of its 9 August 2002 Page 16

23 I. Rules of Preparation occurrence. Details of settlements that are prevented from disclosure by the terms of the settlement may be annotated as such. II. Exceptions to the RFP Any exceptions to RFP and the District s Systems Agreement, Appendix A terms and conditions should be included in writing in the Proposer response. JJ. Other General Conditions Requirement to Meet All Proposal Provisions Each Proposer shall respond to all of the specifications and proposal terms and conditions. By virtue of the proposal submission, the Proposer acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the proposal. Non-substantial deviations may be considered provided the Proposer submits a full description and explanation of and justification for the proposed deviations. Whether any proposed deviation is nonsubstantial will be determined by the District at its sole discretion. Proposal Retention and Award The District reserves the right to retain all proposals for a period of 180 days after the proposal receiving date (August 30, 2002) for examination and comparison. The District also reserves the right to determine and waive nonsubstantial irregularities in any proposal, to reject any or all proposals, and to make award as the interest of the District may require. KK. Other Obligations The selected Proposer will be required to enter into a written agreement with the District. The District will require certain contractual obligations, which may include, but are not limited to, the following: Status Reporting The selected Proposer will be required to attend weekly on-site status meetings and submit status reports covering such items as progress of work being performed, milestones attained, resources expended, problems encountered and corrective action taken, until final system acceptance. Status reports are to be in format specified by District. Warranty All workmanship is to be under warranty, for a minimum of one year, from the date of final system acceptance. Final acceptance will be determined by a sign-off approximately 60 days after the go-live. The warranty shall require the Proposer to be responsible for all cost of parts, labor, field service, and pick up and delivery related to repairs or corrections during the warranty period. There is to be no cost to the District beyond those identified in the proposal. Costs All costs should be detailed specifically in Section V, Costs of the RFP. Proposer submission should be for a fixed price solution. Proposers should complete all of the appropriate cost pages and submit Section V, Costs of the RFP. Proposals that do not detail specific costs on the forms provided in Section V, Costs will be considered nonresponsive. Other In the final contract, the District will require terms regarding such matters as performance guarantees for system availability, response time, capacity, and detailed 9 August 2002 Page 17

24 I. Rules of Preparation final system acceptance criteria. Some of the specific guarantees required are identified in Section IV, Proposer Response of the RFP. The selected Proposer should be prepared to negotiate the inclusion of such items within the scope of services and pricing. Laws to be Observed The selected vendor shall keep itself fully informed of and shall observe and comply with all applicable existing State and Federal laws and County and City ordinances, regulations and codes, and these laws, ordinances, regulations and codes adopted during its performance of the work. Payment Schedules Payments for the proposed system shall be based on defined deliverables (e.g., scope validation, documentation, training, etc.). No payments will be made in advance of work performed. Upon final system acceptance, no less than 10 percent of the remaining balance of the contact shall be due. Liquidated Damages The District will include in the contract penalty provisions for non-performance. This will include liquidated damages. Selection The final award of contract is subject to approval by the District acting through its School Board. 9 August 2002 Page 18

25 II. Background and System Overview II. Background and System Overview 9 August 2002 Page 19

26 II. Background and System Overview A. Introduction The District is the eighth largest urban school district in the United States, and the second largest in California. It serves approximately 142,000 students in grades K-12 at over 180 educational facilities, including 17 charter schools. The District s schools run on both traditional and yearround calendars. The District employs approximately 25,000 staff (full and part-time); the General Fund operating budget for the fiscal year was approximately $1.1 billion. The District has major administrative offices located at 4100 Normal Street as well as supporting administrative offices located at various locations throughout the City of San Diego. The District is a dynamic organization that is determined not only to meet the challenge of accommodating the community s present and future educational needs, but also to exceed expectations. In order to meet and exceed expectations, the District has adopted aggressive reform strategies for improving student achievement in city schools. This unprecedented systemwide effort is driving changes in teaching methods and the measurement of results. Proposition MM, a $1.5 billion bond measure passed in November 1998, is providing the District with the capital to support critically needed school site facility improvements and renovations as well as new school construction. To date, a significant amount of work has been completed with a great deal more in progress and scheduled in the future. As the District works to bring about dramatic reform at virtually every level of education and operations, it is crucial that the District have dependable, efficient, cost effective, and flexible information systems to enable it to reach its goals. The District is seeking to improve the effectiveness of its management information systems through the implementation an ERP system. The implementation of this system will significantly reduce the costs and resource requirements associated with maintaining the District s numerous and fragmented information systems while improving the delivery of administrative services. B. Goals and Objectives The District s overall goals for this Project include the following: Support the District s mission to improve student achievement, using information technology as an enabler, for teaching and learning in the classroom. Increase the amount of time that teachers spend engaged in instructional activities by decreasing the time necessary for administrative tasks. Implement modern business tools and practices so that more resources can be channeled directly into classrooms and instruction. Provide an enterprise solution that will integrate the District s business processes and eliminate or minimize redundancy. Provide the most efficient and accurate real time information to users to support data driven decision processes. Provide a flexible system for future needs. 9 August 2002 Page 20

27 II. Background and System Overview C. Summary of Proposed System Through this Project, the District intends to implement a commercially available and proven ERP system. Through this RFP, the District requires that a systems integrator implement a new ERP system. Subcontractors may be used for portions of the implementation with prior written approval from the District. It is required that the selected Proposer, or systems integrator, and any subcontractors will provide complete system implementation services, including data conversion, software modification and custom development as required, interface development as required, as well as comprehensive project management. D. Current Environment Business Process Environment There are multiple processes involved in managing the District s general accounting, budget, human resources, payroll, procurement, and revenue collection functions. District business processes and their respective key activities are listed on the next page. 9 August 2002 Page 21

28 II. Background and System Overview Table 2 - District Business Processes and Key Activities Business Process Human Resources Systems Human Resources Payroll Time Entry Payroll Financial Systems Accounts Payable Accounts Receivable Associated Student Body Budgeting Cash Management Fixed Assets General Ledger Position Control Procurement Risk Management Work Orders Key Activities Recruiting/Applicant Tracking Benefits Administration Leave Administration Personnel Management Position Control Classification/Compensation Management Professional Development Credentialing/Licensing/Education Retirement Administration & Reporting (including PERS/STRS) Time Entry Approval Auditing and Internal Controls Administration Verification & Audit Payroll Processing Vendor Management Validate Invoice for Payment Invoice Data Entry Invoice Payment Reporting Billing Customers Customer Dunning Customer Payments Student Activities Tracking Budget Preparation Budget Management Budget Modification Cash Flow Planning Cash Flow Management Asset Utilization Planning Asset Procurement and Maintenance Chart of Accounts Maintenance Expenditure and Revenue Management Managing Positions Requisitioning Purchasing Bids/Proposals Quotes Web Solicitations Contracts Encumbrance Processing Receiving Claims Administration Financial Transaction Processing Management reporting and data modeling Work Order Management 9 August 2002 Page 22