Request for Proposals (RFP) 18RFP077 Project Management Software

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Request for Proposals (RFP) 18RFP077 Project Management Software Date November 28 th December 5, 2017 December 7, 2017 December 19, 2017 December 20 January 1 January 2-9, 2018 January 11, 2018

1 Request for Proposals (RFP) 18RFP077 Project Management Software Date November 28 th December 5, 2017 December 7, 2017 December 19, 2017 December 20 January 1 January 2-9, 2018 January 11, 2018 January 16, 2018 February 26, 2018 Event Advertise/Issue Date Due Date for Questions by 2:00 pm Questions and Answers Posted on AISD Website RFP Opening/Due Date at 2:00 pm CST AISD Closed for Winter Break Evaluation of Proposals Vendor Demonstrations Contract Negotiations Begin AISD Board Meeting Review and Approval Questions must be submitted via to the contact person listed below. In the subject line, type: Questions 18RFP077 Project Management Software Q & A and Addenda will be posted on our website: Your proposal must be delivered in a sealed envelope or carton and received by the opening time and date listed. Submit one (1) hard copy proposal marked original Six (6) marked copy, as well as two (2) copies on a flash drive FAX, or other electronic proposals will not be accepted. Proposals must be plainly marked with the RFP Number and Title above. Deliver Sealed Proposals to: Austin ISD Contract & Procurement Services 1111 West 6 th Street Building A, Suite 330 Austin, TX Contact: Melfi Penn Sr. Procurement Specialist Phone: Fax: melfi.penn@austinisd.org

2 I. INTRODUCTION The Austin Independent School District (herein after referred to as AISD or the District ) is seeking proposals from firms qualified and experienced in providing project management software for our Construction Management department. The following pages provide instructions for the preparation of a proposal that will enable a vendor to address the technical, financial, and legal requirements outlined in this RFP. This document in no way represents an offer to contract. Only the execution of a written contract will obligate AISD in accordance with the terms and conditions contained in such a contract. Submit inquiries via to the contact person listed on the cover page by the deadline specified in the schedule below. In the subject line of the , type Questions and the solicitation number: Questions 18RFP077 Project Management Software. Questions received by this deadline and corresponding answers will be included in an Addendum and posted to our website at: II. TERM The agreement(s) resulting from this solicitation will be in effect for an initial term of three (3) years from the date of award by the Board of Trustees, or such date established by the agreement. The parties by mutual consent may renew the agreement for up to two (2) additional one (1) year periods. In addition, the District reserves the right to extend the contract for an additional sixty (60) days beyond the final expiration date if necessary, to ensure no lapse in service. III. PROGRAM OVERVIEW / BACKGROUND Project Accounting, Project Management and Performance The AISD Finance and Contract and Procurement Departments are responsible for procurement, tracking project funding and managing project accounting. Project Managers need to review and adjust budgets, forecast future costs, maintain schedules and track project performance all within the established budgets for individual projects. The software system needs to support these efforts so that current expenses are reported and future project costs are estimated. The District utilizes a software applications system for financial accounting called INFOR/LAWSON. Ideally this project management software system would allow for the transfer of financial information between systems that minimizes the amount of hand entering of data. Data needs to be reportable to both staff and supervisors so that project status can be tracked and performance monitored. One way to interface from INFOR/LAWSON to the software system is to allow regular transfer of general ledger data, with INFOR/LAWSON being the financial system of record for AISD, and the PM system providing more granular data for use for project management for both targeted projects and the major projects.

3 Construction Administration Construction contracts from award through contract completion are managed through the project management software system. The system needs to be able to support all the traditional components required for construction administration including but not limited to submittals, rfi (request for information) - and responses, contractor communications, change orders, pay applications, issue tracking and project close out. Web portal access is required for communicating with the design professionals and contractors. A post occupancy questionnaire to track client satisfaction should also be included. Data needs to be reportable for single projects and periodic reporting for all projects. Consultant and Construction Contracts In the process of delivering projects, contracts are executed for both Design Professionals and Contractors. The Contracts Unit maintains the database for hundreds of Consultants and Contractors. Requests for Consultant Contracts, Bid and Award and the execution of the Construction Contracts need to be managed with the proposed software system. Key District forms need to be generated by the software system for routing for approvals and signatures consistent with District policy where required. Data gathered on contractors and consultants need to be reportable both for single projects and annual reporting for all projects. When proposed pricing is submitted, vendor must list the following in their proposal: one-time installation, integration, support, device data transfer, and training fees. Any recurring maintenance costs need to be made clear as separate line items. After evaluation of written proposals, AISD will further evaluate proposed solutions by observing a web demo. Presentations will be set up with each vendor to review software on AISD site. AISD intends to award a single contract for this RFP. IV. SCOPE OF SERVICE AND PERFORMANCE REQUIREMENTS The following describes the scope of service and requirements that the selected vendor will be expected to perform and/or provide. Firms that submit a proposal in response to RFP 18RFP077, MUST use the format below to respond to each of the product requirements and technology specifications. Failure to use the provided format may result in the firm's proposal being disqualified from evaluation. Enter a Y (Yes) or N (No) for each product requirement and technology specification to indicate whether or not your firm meets the requirement or specification. Each product requirement where a Y (Yes) is indicated requires a detailed explanation of how the vendor meets the requirement, including supporting evidence (e.g., examples, screenshots). Supporting evidence may be referenced as an appendix. Failure to provide a detailed response and supporting evidence in the Product Requirements section of this RFP will result in a loss of evaluation points. If a feature or functionality is currently in development and on your road map, please indicate in your response when you anticipate the release of the feature or functionality.

4 Technology System has a responsive web-based design with tools and capabilities for creating, storing, and accessing project content, data, metrics, custom queries, and reports. Y/N Detailed Response Vendor will allow system to be hosted on AISD server(s) or has a SAAS option. In your response, indicate the method of hosting. preferred. System is compatible and works on Mac OS, Windows OS, Chrome OS, ios, Android OS, and other devices that connect to the AISD network. In your response, indicate any of these systems that are not compatible. System is compatible with and successfully operates on all current major operating systems and devices. System is fully integrated, using a single common database and application for all features. System is device and browser agnostic, with all system functionality accessible from any AISD workstation on the District's wide area network with a standard browser (Internet Explorer, Edge, Mozilla Firefox, Apple Safari, and Google Chrome). Vendor offers standard and flexible general communication requirements for home access (cable, broadband, DSL). In your response, provide recommendations and requirements for home access. System must use Thin Client with screen refresh rates comparable to high-speed internet performance (2.5 seconds or less). In your response, specify Wi-Fi speed per hundred users on campuses. System does not require client applications to be installed on workstations. System does not require the use of Terminal Services on either workstations or services to support the delivery of system functionality to the browser.

5 System does not require ActiveX controls or installation of Java Virtual Machine on workstations. System can work in a proxy server environment. System supports integration with SAML or Active Directory for authentication and role assertion. System includes support for an automated interface with existing district enterprise systems where needed. The District's current ERP system is Infor Lawson. System requires no local application programming in order to become operational. System allows printing of information displayed in the interface from any function within the system (without requiring copy/paste operations). Data are stored on a secure server with backup recovery systems in place with access available for extract and download as needed. Systems for database storage include Oracle and Microsoft SQL Server System provides HTTPS support in all functions where usernames, passwords, and other confidential data is transferred; therefore, the system allows for all web pages to be accessed solely through a secure HTTP connection. System provides for Cloud environment integration support in all functions where usernames and/or passwords are transmitted for Single Sign On (SSO). System's web-based interface will utilize the existing user identification system for secured access, data, and reporting. AISD uses a Microsoft Active Directory for managing user names and passwords, and the WebNetwork Cloud environment for SAML authentication. System's web-based interface will be able to handle standardized and custom query and reporting capabilities on any identified basis and by multiple time frames (daily, weekly, monthly, annually).

6 System's web-based interface will allow the export of reports and raw data to a Microsoft Excel (.xls /.xlsx) compatible format and directly to Adobe Acrobat. Data stored in the system is FERPA and COPPA compliant. Vendor will load data for AISD system migration at no cost to AISD. System has the ability to import and export Vendor has documentation (i.e., SAS70) outlining in detail the security measures in place to protect district data. In your response, outline security measures currently in place. System has the ability to support microcredentialing/digital badges and houses the associated metadata for curriculum and professional development purposes. Vendor has security measures built into its development lifecycle. In your response, outline security measures currently in place and the cadence of product release cycles. System is ADA compliant. System provides accessibility and use features to accommodate persons with disabilities. In your response detail the accommodations that exist in the system and the specific disability that it addresses. Guidance can be found in the Rehabilitation Act of 1973, which was amended in System offers options for data integration (i.e., Web service, XML) and frequency options. In your response, detail options available for data integration. Vendor will perform a comprehensive performance load testing of the system as part of its system implementation and support. Vendor will provide AISD with a separate staging and testing environment for rolling out customizations, new functionality, fixes, and patches to the system. Vendor will provide AISD with notification via , not less than two weeks in advance, of upcoming releases, changes, and retirements. Vendor will conduct and provide AISD with their Quality Assurance process for upcoming releases and changes.

7 Vendor allows AISD to reserve the right to schedule and/or reject any upcoming releases to Testing and Production environments. Vendor will provide raw and enriched/ calculated data available to AISD in a standard (nonproprietary) data format that can easily be recognized by the District, such as XML or CSV. Vendor provides a data dictionary that adequately explains its enriched/calculated data. Vendor has the flexibility to change the format based on changes to AISD standards and architecture. Vendor will make enriched/calculated data available via an FTP site, Web services, or other method from which AISD can automatically pull data securely on a set schedule or on demand. If yes, include in your response the secure automated options available to AISD, how the data will be encrypted, and the encryption standards used by the Vendor. Vendor will provide support or make a Subject Matter Expert (SME) available, if and when, issues occur related to accessing or understanding enriched/calculated data. Vendor can transfer data to AISD in real time, if required. System includes dashboards. If yes, provide screenshots of dashboard examples. System supports a variety of scanners. Include in your response the scanners and specifications supported. System is mobile device compatible (Android, Windows, IOS, OSX, Chrome). Vendor offers mobile application that supports SAML authentication. System offers user friendly navigation with regard to all tools and functionality. Vendor has processes and measures in place to ensure that system updates and new releases do not create issues in existing system functionality and data. In your response, indicate the processes and measures that are in place.

8 Vendor must provide detailed specifications for data files that AISD is to produce for uploads, including, but not limited to data types, sizes, precision, and nullability. System must provide daily detailed error reports from the uploads of the various data files Professional Growth and Training Y/N Detailed Response System provides robust staff development directly within the system (i.e., help feature, tutorials, printable training materials, Knowledge Base, FAQ) Vendor will provide a separate training and staging (testing) environment for AISD system training purposes. Vendor provides on-site train-the-trainer and web-based training designed to meet the needs of AISD users throughout all phases of the project. Vendor provides knowledge transfer and training on each data element of the system. Vendor provides just-in-time help, with 24/7 access to online pre-recorded animated tutorials and other training/user support. In your response, detail what your just-in-time help looks like. Vendor offers online live and recorded training events for new features and functionality or updates to existing features and functionality. System integrates with AISD's Human Capital Platform for registration, tracking, and reporting of teacher and staff development. V. PROPOSAL FORMAT A. Preface The Proposer shall provide an Executive Summary of two (2) pages or less, which gives in brief, concise terms, a summation of the proposal. B. Proposal The vendor s proposal itself shall be organized in the following format and informational sequence:

9 Section I Summary of Experience This section shall contain the full name and address of the Proposer submitting the proposal and a brief summary of the Proposer s corporate experience and individual experience for personnel who will provide this product or service. Section II - Scope of Service A description of services and capabilities as outlined in the Scope of Service and Performance Requirements sections of this RFP, in the order shown. Clearly state any exceptions taken to the specifications of this RFP, or any conditions of the proposal. Section III - Financial Proposal This section shall contain a straightforward, concise delineation of the Proposer s fees to satisfy the requirements of this RFP. It is the vendor s responsibility to specify all costs (i.e. administrative fees, processing fees, etc.) associated with providing the products or services required herein. Section IV References References are to be from government agencies and/or firms, which are substantially serviced by the vendor (references most similar to Austin ISD should be provided). Each reference must contain the reference s name, address, telephone number, and point of contact (including address). A list of at least three (3) references from current customers must be provided. C. Required Forms Proposer shall execute the following required forms (located on our website: Required Forms link), and return the signed original with the proposal: Offer Certification Notification of Criminal History of Contractor Debarment, Suspension and Ineligibility Certification CTPA Adoption Clause Interlocal Cooperative Agreement Clause W-9 (available at Conflict of Interest Questionnaire (CIQ). The CIQ is prepared by the Texas Ethics Commission, in compliance with House Bill 914, Chapter 176 of the Texas Local Government Code. The form should be submitted on-line at OPTIONAL FORM FOR SOFTWARE PRODUCTS: Software Vendor Certification Form (when applicable)

10 VI. COMPETITIVE SELECTION / EVALUATION A. This is a NEGOTIATED procurement and as such, award will not necessarily be made to the offeror submitting the lowest priced proposal. Award will be made to the firm submitting the best responsive proposal satisfying AISD s requirements, price and other factors considered. B. AISD will evaluate each vendor's proposal in accordance to the Texas Education Purchasing Code The evaluation process consists of two phases. All qualified proposals will be evaluated in Phase 1. The committee evaluating proposals submitted in response to this RFP may require any or all vendors to clarify or elaborate on their proposal. Based on scoring, a subset of Phase 1 vendors will be invited to participate in Phase 2 of the RFP process. C. Vendors invited to participate in Phase 2 will be expected to give a web demonstration of specific demonstration criteria. Upon completion of demonstrations, vendors may be requested to revise any or all portions of their proposals. References and financial proposals will be scored and given consideration as part of the Phase 2 evaluation process. The vendor(s) invited to enter into contract negotiations will be expected to submit a Best and Final Offer (BAFO). D. AISD will evaluate each Contractor s proposal in the areas of the proposed plan, experience/service capabilities, and best value on the following pre-determined criteria: PHASE 1 Maximum Points Criteria Detailed Description 50 Product Requirements Ability to meet product requirements. 25 Technology Specifications Ability to meet technology specifications. 25 Deployment Plan Ability to demonstrate a realistic and effective deployment plan, which includes all tasks, individual task details, an example of scripted instructions, a schedule, a timeline, and a workflow document.

11 PHASE 2 Final Scoring Matrix Maximum Points Criteria Detailed Description 10 Phase 1 60 Demonstration 20 References 10 Financial Proposal The vendor s ability to meet the product requirements, technology specification and proposed deployment. The extent to which the vendor demonstrates during their web demonstration the ability to meet the needs of the District as it relates to specific criteria. The reputation of the vendor and of the vendor s goods and services. Reasonable and customary fees for products and services. Purchase price, including long-term cost to the District to acquire the vendor s goods and services. The committee evaluating the proposals submitted in response to this RFP may require any or all contractors to give an oral presentation in order to clarify or elaborate on their proposal as well as to provide a demonstration. Upon completion of oral presentations or discussions, Contractors may be requested to revise any or all portions of their proposals.

1 Revision History Revision 1 11/2/2017 Original Version

1 Revision History Revision 1 11/2/2017 Original Version 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