RFI8149 District Time Study Des Moines Public Schools RFI 8149 District Time Study NOTICE Des Moines Public Schools is seeking information regarding the availability of services related to time and motion studies for K-12 educational and support services. The result of gathering this information will be the issuance of a formal request for proposal later this spring. The formal request for services will assist the District in the implementation of a cost accounting system to measure the economic effectiveness of all district staff as it relates to K-12 education. The District s Purchasing Agent will accept informational responses until 9:00 A.M., on 02/15/18, at his office located at 1915 Prospect Road, Suite 1200, Des Moines, IA. 50310. We ask all respondents submit an electronic copy as well which can be uploaded at https://dmschools.procureware.com by the requested due date and time.
TABLE OF CONTENTS I. Objective Page 3 II. Background Page 3 III. General A. Preparation & Submission Page 4 B. Conflict of Interest Page 4 C. Bribery, Corruption, & Gifts Page 4 D. Disclosure of Content Information Page 4 E. Disposition of Information Packets Page 5 F. Audit or Examination of Contract Page 5 G. Copyrights Page 5 H. Release of Claims Page 5 IV. Scope of Work Pages 6-7 V. Signatory Page Page 8 VI. Attachments Pages 9-12 - 2 -
I. Objective The purpose of this request is to gather as much information as possible concerning time and motion studies for educational and support staff activities. Information gathered by this process will be incorporated into a formal request for proposal to be published later this spring. The results of the formal request for proposal will become the basis to develop and implement a fully functioning cost accounting system later this year. The District envisions any time and motion study would be conducted by both electronic and personal observation. II. Background The Des Moines Public School District (District) is located in Des Moines, Iowa, the capital city of the state and educates approximately 33,000 students annually. The staff that services this population numbers approximately 5,000. The District is a medium sized urban system with the current demographics, White 42%, Hispanic 25%, African American 18.3%, Asian 7.7%, Mixed Race 6.4%, Native American.5% and Pacific Islander.1%. Approximately 74.8% of the student population receive free and reduced lunch, 20.6% are English language learners and 15.1% are in the District s Special Education programs. The District has over seventy-three buildings (73) of which thirty-eight (38) are elementary schools, ten (10) are middle schools, five (5) are high schools, and there are ten (10) special schools / programs. The District has ten (10) International Baccalaureate World Schools, five (5) Turnaround Arts schools, one (1) Montessori school, one (1) Central Academy (Advanced Placement and IB Diploma), and one (1) Career & Technical Institute. The District has adopted a total quality management approach to the delivery of services to the students attending its schools. In order to improve the delivery of services and ensure the effective utilization of funding the district is seeking information regarding the availability and services provided by organizations related to time and motion studies specifically for K-12 education. The District will use information gathered to create a formal request for proposal that will be the foundation when implementing a cost accounting system later this year. - 3 -
III. General A. Preparation and Submission 1.) The Submission must be typed or legibly printed in ink. 2.) Submission must contain the signature of an authorized agent of the Respondent. 3.) The accuracy of the submission is the sole responsibility of the Respondent. 4.) This request does not commit the District to pay any cost incurred by the Respondent or any other party in preparation of their submission. B. Conflicts of Interest 1.) It shall be understood and agreed that this submission was offered independently of any other submission. 2.) All submissions must comply with Chapter 722 of the Code of Iowa provides that it is a felony to offer, promise or give anything of value or benefit to a person serving in a public capacity. C. Bribery, Corruption and Gifts Respondents should familiarize themselves with Chapter 722 of the Code of Iowa. D. Disclosure of Information Content All proposal submissions become the property of the District and will not be returned to the Respondent after the selection process; the contents of all proposal submissions will be in the public domain and be open to inspection by interested parties subject to exceptions provided in Iowa Code Chapter 22 or other applicable laws. Respondent must list those areas of their submission which they are seeking exemptions from this statute below as well as the section in Iowa code that permits this protection. The District in its sole discretion will determine if this request complies with the Iowa code. In the event that a Freedom of Information Act (FOIA) request is made upon the District for information which is marked confidential by the Respondent, the District will communicate immediately with the Respondent and allow them 15 working days to seek an injunction to stop the release of the requested information. The expense for such action shall be the responsibility of the Respondent, the District will not assume any cost for the release of information and will not be held responsible for the release of the information. The sections listed below represents trade secrets or proprietary information exempt from release by Iowa Code Chapter 22: Section Page Number Iowa Chapter 22 Exemption *Please use a separate sheet if more exemptions are requested. - 4 -
E. Disposition of Information Packages All Submissions become the property of the District and shall not be returned to the Respondent. The District will hold any information in confidence until the formal request for proposal is awarded. In the event the District does not issue a formal request for proposal than Section D Disclosure of Information Content will be enforced. F. Audit or Examination of Contract G. Copyrights Respondent agrees that any authorized auditor, the Office of Auditor of State and where federal funds are involved, the Comptroller of the United States or a representative of the United States Government, shall have access to and a right to examine their submission. By making a submission the Respondent agrees that the District may copy the submission for the purposes of facilitating the process. H. Release of Claims By making a submission the Respondent agrees they will not bring any claim or cause of action against the District based on any misunderstanding concerning the information. - 5 -
IV. Scope of Work A. Background The District procured and implemented an Enterprise Resource Planning (ERP) system in 2006. An ERP system, by definition, is a system that integrates all facets of an organization from finance and operations, to community relations. Since the implementation, the district has spent resources to improve this system s effectiveness. While the current system addresses the requirements of tracking expenditures, it does not have an effective way to track and monitor the cost of various elements of the organization. In order to capture all fixed, variable, operating and direct costs incurred in carrying out an activity or to accomplish a purpose the District is seeking to implement a robust cost accounting software system, which would integrate with our current ERP system. The first step to improve the cost accounting system is to conduct a representative time study of all District jobs to determine the current cost of performing the selected services. B. Time Study Requirements 1.) Objective The objective of this RFI is to obtain information concerning organizations that provide on-site time study investigations that will provide job costing information to the District s Financial Department. The District is seeking information on methodology used to conduct such studies, how sample jobs or tasks are selected, and details on how the time study would be conducted. The District also requests a general outline of costs associated with performing a study. After reviewing responses, the District will decide whether to issue a formal request for proposal or table the initiative. 2.) Desired Information a. How to conduct a District wide time study, which represents all job classifications in the District. b. Broad job classifications with the District include Teachers, Teacher Associates, Student Teachers, School Administrators, Central Office Administrators, Licensed Professionals, Support Staff( human resources, operations, accounting,) Transportation, Food Service and Child Care. - 6 -
B. Time Study Requirements 2.) Desired Information c. Explanation and information on the preferred method for selecting staff who will participate in the study and whose work is to be observed. d. Information regarding the minimum and maximum amount of data collection required to establish sound analytical finding. e. Information regarding a proposed timeline for a study which would indicate start date, number of workers conducting the study, and proposed end date, as well as data report date. f. Information regarding the data collection method, data transfer procedures/protocols, methods for accumulation and summation of data collected, reporting error rate/ Confidence levels, proposed method of data analysis and reporting samples. g. Information of the Respondent s experience for the requested service specifically experience working with educational entities on employee time studies. h. Information regarding sampling methods that include both online and observational study. i. Information on how to conduct sampling which adequately represents the entire District population from which data can be extracted for all job types tied into programs, function, grades, sites, departments etc. j. Information regarding the types and availability of analytical summary reports. k. Information regarding the types and availability of raw-data electronic reports, which can be used to populate a cost accounting system (i.e. FTP or API). l. Information regarding the organization s ability to conduct the study in May 2018 for completion by end of June 2018. m. Information regarding the availability and process of conducting annual time studies. - 7 -
V. Signatory Page Please attach a complete summary of your Respondent offering, including a brief Respondent history and executive summary. Detail the methodology used to conduct time study and analysis. Summarize reporting capabilities. Respondent Name: Street Address City / State/ Zip Contact Phone Number Contact Fax Number Contact Email Address Authorized Representative Signature Representative Name (print) THIS FORM AND EACH ADDITIONAL FORM OF PROPOSAL, IF ANY, MUST BE SIGNED. BY SIGNING THIS DOCUMENT, THE RESPONDENT UNDERSTANDS AND AGREES TO COMPLY WITH ALL PROVISIONS AND REQUIREMENTS AS DETAIL IN THIS REQUEST, UNLESS NOTED IN THE EXCEPTIONS TAB. THEY AGREE TO PROVIDE ALL SERVICES AS DEFINED IN THE SYSTEM REQUIRMENTS AND THE TERMS AND CONDITIONS AS SPECIFIED IN THIS DOCUMENT. RESPONDENT AGREES TO COMPLY WITH ALL LOCAL, STATE AND FEDERAL LAWS. THE RESPONDENT ASSURES TO THE BEST OF THEIR ABILIITY THAT ALL INFORMATION SUBMITTED IS ACCURATE AND WAS SUBMITTED WITHOUT COLLUSION WITH ANOTHER PARTY. BY SIGNING THIS PROPOSAL, THE SIGNATORY CERTIFIES LEGAL AUTHORITY TO BIND THE PROPOSING ENTITY TO THE PROVISIONS OF THIS PROPOSAL AND ANY CONTRACT AWARD PURSUANT TO IT. BY SIGNING THIS DOCUMENT, THE RESPONDENT DECLARES THERE ARE NO CONFLICTS OF INTEREST BETWEEN THE RESPONDENT AND THE DISTRICT. FURTHERMORE, THE RESPONDENT CERTIFIES THAT NEITHER THEY NOR THEIR SUBSUCCESSFUL RESPONDENT(S) HAVE EVER BEEN DISBARRED BY ANY FEDERAL, STATE, OR LOCAL GOVERNMENTAL AGENCY.FINALLY, BY SIGNING THIS DOCUMENT THE RESPONDENT ACCEPTS THE REQUIREMENTS OF THE ASSOCIATED EXHIBITS. - 8 -
VI. Attachments Acknowledgment & Certification Respondent is providing services to the Des Moines Independent Community School District ( District ) as a contractor, vendor, supplier, provider or sub-provider and/or is operating or managing the operations of a contractor, vendor, supplier or provider. The services provided by the Respondent may involve the presence of the Respondent s employees upon the real property of the District. The Respondent acknowledges that Iowa law prohibits a sex offender who has been convicted of a sex offense against a minor from being present upon the real property of the District. The Respondent further acknowledges that, pursuant to Iowa law, a sex offender who has been convicted of a sex offense against a minor shall not operate, manage, be employed by, or act as a contractor or volunteer at the District. The Respondent hereby certifies that no one who is an owner, operator or manager of the Respondent has been convicted of a sex offense against a minor. The Respondent further certifies and agrees that it shall not permit any person who is a sex offender convicted of a sex offense against a minor to provide any services to the District in accordance with the prohibitions set forth above. The Respondent further certifies that the Respondent has completed a satisfactory background check on the Respondent s employees. The Respondent hereby agrees to provide the District with the Respondent s background screening procedures including specific context and infractions that are reviewed by the Respondent. The Respondent acknowledges that it has received and reviewed a copy of the District s Background Check Policy, which governs the District s hiring practices for its own employees. This Policy may serve as a guide for the Respondent s internal background screening. The Respondent will closely review all available information for any individual who may have direct and / or unsupervised contact with District students to protect the safety and well-being of District Students. In reviewing such applications, the District expects the Respondent to consider the following factors. a. Nature of the work sought b. How the offense(s) relates to the work, and c. The population the worker(s) may interact or come in contact The District reserves the right to, but does not have the obligation to, conduct a District background check on Respondent employees as determined by the District in its sole discretion. The District reserves the right to restrict access of any Respondent employee upon the real property of the District if such employee does not clear the District s background check. The District reserves the right, but does not have the obligation to, to audit the Respondent s background screening program at any time, whether announced or unannounced. The Respondent hereby agrees that the Respondent shall, upon request, permit an authorized District representative to review background- s c r e e n i n g records, including those of individual Respondent employees, in order to conduct a compliance review, audit or investigation, fully permitted by law. - 9 -
The Respondent shall ensure that the provisions of this Acknowledgement and Certification are extended to any and all subcontractors, consultants, or others the Respondent may engage if such engagement involves their presence upon the real property of the District. The Respondent understands and agrees that violation of any of the provisions of this Acknowledgement and Certification shall constitute sufficient grounds for termination of any contract or subcontract without damages or penalty to the District. This Acknowledgment and Certification is to be construed under the laws of the State of Iowa. If any portion hereof is held invalid, the balance of the document shall, notwithstanding, continue in full legal force and effect. The Respondent hereby acknowledges that he/she has read this entire document, that he/she understands its terms, and that he/she not only has the authority to sign the document on behalf of the Respondent, but has signed it knowingly and voluntarily. - 10 -
Draft Policy Regarding Background Checks of Applicants for Employment The Des Moines Independent Community School District s primary function is the education and care of the District s students. The District considers student safety and well-being to be of paramount importance. Because of the requirements of Iowa law, and in order to further these compelling interests, the District s hiring process includes requests for information regarding an applicant s past criminal conviction(s). Background checks will be conducted as required by law and District policy/practice. Backgrounds checks will not be performed until a recommendation to hire has been made by the hiring team, after the interview process has occurred. The District is also committed to equity in its entire employment process, including its hiring process. In order to achieve an equitable process with respect to the consideration of criminal convictions, while promoting the compelling interests of student safety and well-being, the District will consider an applicant s criminal record in light of the following: 1. All applications will be considered on a case-by-case basis. While the District will endeavor to consider each applicant s individual situation, it will also attempt to achieve equitable results between similarly-situated applicants. 2. Because honesty and candor are essential to the employer-employee relationship, failure of an applicant to disclose past criminal convictions on their application for employment and/or failure to cooperate with requests from the District to provide additional information necessary to the hiring process will generally result in a denial of employment. 3. Where an applicant s application and/or background check result in a finding that the applicant has one or more criminal convictions, the District will issue a Pre-Adverse Action Notice to the employee, requesting that the employee provide the District with additional information relating to the conviction(s) prior to the District making a decision relating to the applicant s employment. The applicant s cooperation and candor are important If the applicant fails to provide additional information within the time requested, the District will make a decision based on the information available to it. Applicants should be aware that failure to promptly and voluntarily provide additional information will weigh heavily against hiring that applicant. 4. Once the District has received all available information relating to the applicant s criminal background, the District will analyze all available information on a case-by-case basis. Factors examined by the District may include, but are not necessarily limited to all considerations that are job-related and consistent with business necessity, including specifically: a. The gravity of the offense/conduct, b. Whether the individual has a record of multiple convictions or a documented pattern indicating disregard or the law, c. Time since the offense(s), d. Whether there are any pending charges at the time of application, e. Nature of the job sought, - 11 -
Draft Policy Regarding Background Checks of Applicants for Employment f. How the offense(s) relates to the job, g. The population the applicant may interact with, h. Where applicable, evidence of rehabilitation 5. If the District determines not to move forward with employment, the applicant will receive a Final Adverse Action notice. 6. If an application is rejected due to an applicant s past criminal conviction(s), that employee may be considered for employment no sooner than seven (7) years from the date of the most recent offense. All decisions will be made based on all information available to the District at the time of the subsequent application. - 12 -