Cut along the outer border and affix this label to your ... ERP (version A9.3.1) to Oracle JDE...

Cut along the outer border and affix this label to your sealed proposal envelope to identify it as a “Sealed Proposal”. Be sure to include the name of the company submitting the proposal where requested.

SEALED PROPOSAL ▪ DO NOT OPEN

SEALED PROPOSAL NO: MCSD NO. 15-0065-SM TITLE OF PROPOSAL: SOFTWARE IMPLEMENTATION SERVICES FOR THE ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM DUE DATE: Thursday, February 5, 2015 TIME: 3:00 PM SUBMITTED BY: ______________________________________

(Print Name of Company)

DELIVER TO: PURCHASING DEPARTMENT SCHOOL DISTRICT OF MANATEE COUNTY

SCHOOL SUPPORT CENTER 215 Manatee Avenue West

Bradenton, FL 34205

PLEASE NOTE DELIVERY ADDRESS School Support Center in the Purchasing Department

215 Manatee Avenue West, Bradenton, FL 34205 This is a secured facility. Ensure enough time if dropping off proposal.

PLEASE NOTE: From time to time, addenda’s may be issued for this proposal. Any such addenda will be posted on the same website from which you obtained this proposal. You should periodically check our website to download any addenda which may have been issued. Proposals received without addendum acknowledgement shall be considered nonresponsive.

Do not submit proposal prior to addenda due date! It is the Vendors responsibility to ensure the Purchasing Office receives documents according to proposal specifications. We are not responsible for delivery systems – internal or external. Proposals received in the Purchasing Office after the noted due date and time will be returned un-opened. All vendors and potential vendors need to register with our e-procurement service. The vendor registration is intended for use in identifying vendors desiring to receive solicitations released by the Manatee County School District Purchasing Department. To view, download and be notified of competitive solicitations visit www.myvendorlink.com. In the meantime, interested bidders may obtain a copy of the Invitation for Bid at: www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing Bids In Progress.

http://www.myvendorlink.com/

School District of Manatee County PURCHASING DEPARTMENT

215 Manatee Avenue West Bradenton, Florida 34205

Direct Line (941) 708-8770 FAX Line (941) 708-8485 www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing

December 18, 2014 TO ALL INTERESTED PROPOSERS: You are hereby invited by the School District of Manatee County to submit a proposal on furnishing and delivering the following:

SOFTWARE IMPLEMENTATION SERVICES FOR THE ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM, MCSD NO. 15-0065-SM

Sealed proposals will be received at the School District of Manatee County Purchasing Office, 215 Manatee Avenue, West, Bradenton, Florida, 34205, until 3:00 p.m., Thursday, February 5, 2015. Proposals received in the Purchasing Office after the above specified time and date will not be considered and will be returned to the proposer unopened. No submissions or amendments made after proposal opening shall be considered. Proposers shall return their proposal (printed original copy, printed evaluation copies and copies

on a flash drive) in a sealed container, PLAINLY MARKED ON THE OUTSIDE,

SOFTWARE IMPLEMENTATION SERVICES FOR THE ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM, MCSD NO. 15-0065-SM

If multiple proposals are to be opened, they will be opened sequentially by proposal number. Products and/or services shall be in keeping with the specifications as prescribed in this proposal. Designation of a particular brand or make is not meant to restrict the proposal but merely to indicate the type and quality desired. The Board reserves the right to reject any or all proposals, request new proposals, consider alternate proposals which meet the general specifications set forth and waive any informality. It also reserves the right to award proposals on such items and/or services it deems will best serve

SCHOOL BOARD: ROBERT C. GAUSE *CHAIRMAN* DAVE “WATCHDOG” MINER * VICE-CHAIRMAN*

MARY CANTRELL KAREN CARPENTER CHARLIE KENNEDY

SUPERINTENDENT RICK W. MILLS

the School District of Manatee County’s interest from the standpoint of price, quality, and suitability for the intended purpose and any other determining factors. In addition, the District reserves the right to create, and select suppliers from a “short list” in order to enter into negotiations with one or more suppliers, with the intent of awarding a contract. Awards will be made to the most responsive and responsible proposer(s) in the opinion of the Board. Regards, Purchasing Department

TABLE OF CONTENTS 1.0 RFP INTRODUCTION ................................................................................................................................. 7

INTRODUCTION ................................................................................................................................................. 7 ABOUT THE SCHOOL DISTRICT OF MANATEE COUNTY ............................................................................................... 7 MAJOR BUSINESS DRIVERS.................................................................................................................................. 8

2.0 TERMS AND CONDITIONS ........................................................................................................................ 9

NOTICE TO PROPOSERS ...................................................................................................................................... 9 GENERAL PROPOSER INFORMATION ...................................................................................................................... 9 LOCAL PREFERENCE ........................................................................................................................................... 9 PROPOSER’S LIABILITY ........................................................................................................................................ 9 PURCHASE TERMS AND CONDITIONS ..................................................................................................................... 9 EX PARTE COMMUNICATION ............................................................................................................................. 10 PURCHASES BY OTHER PUBLIC AGENCIES ............................................................................................................. 10 DIVISION OF CORPORATIONS REGISTRATION REQUIREMENTS ................................................................................... 10 CANCELLATION ............................................................................................................................................... 11

AUTHORITY .................................................................................................................................................... 11 PRE-PROPOSAL CONFERENCE ............................................................................................................................ 11 CLARIFICATION OF PROPOSALS ........................................................................................................................... 11 ADDENDA TO PROPOSALS ................................................................................................................................. 11 PROPOSAL OPENING ........................................................................................................................................ 12 EVALUATION COMMITTEE MEETING ................................................................................................................... 12 SIGNATURES ................................................................................................................................................... 12 LINE ITEM PROPOSAL CORRECTIONS ................................................................................................................... 12 BUDGETARY LIMITATIONS ................................................................................................................................. 12 NON-FUNDING CLAUSE .................................................................................................................................... 13 AWARDS ....................................................................................................................................................... 13 PURCHASING CARDS ........................................................................................................................................ 13 SEXUAL PREDATORS/JESSICA LUNSFORD ACT ........................................................................................................ 13 VISITOR IDENTIFICATION SYSTEM........................................................................................................................ 13 COMPLIANCE REQUIREMENTS ............................................................................................................................ 13 CONTACT WITH STUDENTS ................................................................................................................................ 14 STANDARDS OF CONDUCT ................................................................................................................................. 14 EVALUATION CRITERIA ..................................................................................................................................... 14 VARIANCE TO PROPOSAL DOCUMENTS ................................................................................................................ 14 NO PROPOSALS .............................................................................................................................................. 14 PROPOSER’S ERRORS ....................................................................................................................................... 14 PROPOSAL RENEWAL ....................................................................................................................................... 15 PROPOSAL TABULATIONS .................................................................................................................................. 15 NOTICE OF INTENT TO AWARD PROPOSALS .......................................................................................................... 15 CONFLICTS OF INTEREST AND KICKBACKS .............................................................................................................. 15 IDENTIFICATION .............................................................................................................................................. 15 SCHOOL DISTRICT POLICY ................................................................................................................................. 15 USE OF OTHER CONTRACTS ............................................................................................................................... 16 NON-EXCLUSIVE AGREEMENT ............................................................................................................................ 16 DISPUTES....................................................................................................................................................... 16 COMPLIANCE WITH REGULATIONS ...................................................................................................................... 17 VENUE .......................................................................................................................................................... 17

INDEMNITY .................................................................................................................................................... 17 CANCELLATION OR CHANGES IN SPECIFICATIONS ................................................................................................... 17 UNAUTHORIZED ALIENS .................................................................................................................................... 18 PUBLIC ENTITY CRIMES CERTIFICATE ................................................................................................................... 18 INSURANCE .................................................................................................................................................... 18 NONCOMPLIANCE WITH CONTRACT .................................................................................................................... 19 PURCHASE ORDER NUMBER .............................................................................................................................. 19 TAX EXEMPTIONS ............................................................................................................................................ 20 INVOICES ....................................................................................................................................................... 20 DEFAULTS ...................................................................................................................................................... 20 POSSESSION OF FIREARMS ................................................................................................................................ 20 CRIMINAL ACTS .............................................................................................................................................. 21 POSSESSION/USE/UNDER THE INFLUENCE OF MIND ALTERING SUBSTANCES .............................................................. 21 COPELAND “ANTI-KICKBACK” ACT (34 CFR 80.36(I) (4) ....................................................................................... 21 DAVIS-BACON ACT (34 CFR 80.36(I) (5) ........................................................................................................... 21 CONTRACT WORK HOURS AND SAFETY STANDARDS (34 CFR 80.36(I) (6) ................................................................ 22 SAFETY STANDARDS ......................................................................................................................................... 22 INSPECTION .................................................................................................................................................... 22 DELIVERY DATES ............................................................................................................................................. 22 DRUG FREE WORK PLACE CERTIFICATION ............................................................................................................ 22 FEDERAL DEBARMENT CERTIFICATION FORM ........................................................................................................ 22 FORCE MAJEURE ............................................................................................................................................. 22 PROJECTS SPANNING MULTIPLE FISCAL YEARS ...................................................................................................... 23

3.0 DETAILED SUBMITTAL REQUIREMENTS ......................................................................................... 23

PROPOSAL MATERIALS ..................................................................................................................................... 23 PROPOSAL FORMAT AND CONTENTS ................................................................................................................... 24 INTRODUCTORY MATERIAL ................................................................................................................................ 25 EXECUTIVE SUMMARY ...................................................................................................................................... 25 SCOPE OF SERVICES ......................................................................................................................................... 25 COMPANY BACKGROUND.................................................................................................................................. 26 IMPLEMENTATION PLAN ................................................................................................................................... 27 STAFFING ...................................................................................................................................................... 31 TRAINING PLAN .............................................................................................................................................. 35

HOSTING AND SUPPORT PROGRAM .................................................................................................................... 35 ESSAY RESPONSES ........................................................................................................................................... 36 CLIENT REFERENCES ......................................................................................................................................... 36 EXCEPTIONS TO THE RFP .................................................................................................................................. 37 SAMPLE DOCUMENTS ...................................................................................................................................... 37 PROPOSAL PRICING ......................................................................................................................................... 38 INCLUDE ALL ATTACHMENTS .............................................................................................................................. 38

4.0 PROPOSAL EVALUATION CRITERIA.................................................................................................. 38

PROJECT GOVERNANCE AND EVALUATION STRUCTURE ........................................................................................... 38 OVERVIEW OF THE EVALUATION PROCESS ............................................................................................................ 39 PROPOSAL TIMELINE ........................................................................................................................................ 41

5.0 CURRENT ENVIRONMENT ..................................................................................................................... 42

LIKELY SYSTEM INTERFACES ............................................................................................................................... 42 DATA CONVERSION ......................................................................................................................................... 44

CUSTOM PROGRAMS/PROCESSES ....................................................................................................................... 45 ATTACHMENT 1: RFP SUBMITTAL CHECKLIST .......................................................................................................... 46 ATTACHMENT 2: REFERENCE FORM ........................................................................................................................ 47 ATTACHMENT 3: THIRD-PARTY HOSTING REFERENCE FORM .................................................................................. 48 ATTACHMENT 4: COST SPREADSHEETS ................................................................................................................... 49 ATTACHMENT 5: STAFFING MATRICES .................................................................................................................... 49 ATTACHMENT 6: COMPANY BACKGROUND ............................................................................................................ 50 ATTACHMENT 7: SUPPORTING EFFORT ................................................................................................................... 52 ATTACHMENT 8: PROJECT DISAGREEMENT RESOLUTION ....................................................................................... 53 ATTACHMENT 9: PROVIDE W-9 TAX FORM.............................................................................................................. 54 ATTACHMENT 10: STATEMENT OF “NO PROPOSAL” ............................................................................................... 55 ATTACHMENT 11: PUBLIC RECORDS LAW AND CONFIDENTIALITY AGREEMENT..................................................... 56 ATTACHMENT 12: DRUG FREE WORK PLACE CERTIFICATION .................................................................................. 57 ATTACHMENT 13: FEDERAL DEBARMENT CERTIFICATION ...................................................................................... 58 ATTACHMENT 14: BIDDER’S STATEMENT OF PRINCIPAL PLACE OF BUSINESS ......................................................... 60 ATTACHMENT 15: BIDDER’S STATEMENT OF LOCAL PREFERENCE .......................................................................... 61 ATTACHMENT 16: SIGNATURE PAGE ....................................................................................................................... 62

Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM

1.0 RFP INTRODUCTION Introduction

The School District of Manatee County (the “District”) hereby requests proposals from qualified firms for professional services including the conversion of data and custom programs where applicable, data archiving, installation, implementation of software and best practices, integrations to third party applications, customer training with documentation, and offsite hosting for the upgrade of the District’s current enterprise resource planning system. The District seeks proposals from firms with experience in the conversion of an existing Oracle JD Edwards (“JDE”) World ERP (version A9.3.1) to Oracle JDE EnterpriseOne (“E1”). The District currently holds licenses for the JD Edwards World and the E1 ERP suites. As part of this RFP, the District seeks firms with extensive experience in ERP process development, implementation, and conversion for the public sector, including local or state governments and/or for large scale educational institutions at least the size of the School District of Manatee County. The general scope for this project includes the capture and documentation of all existing District processes, development of a plan for systematically converting and replacing all existing JDE World ERP modules with like-in-kind JDE E1 ERP modules (including custom programs, files, and processes), the conversion and implementation of the new ERP system, to include process analysis by the firm during the planning phase to ensure adherence to best practices in all areas of the District’s current data structure, client training, and offsite hosting. A detailed listing of project scope is listed in section 1.4 of this RFP.

About the School District of Manatee County In the fall of 2013, we began to work on a new strategic direction for the District. To perform a systemic evaluation of the District and to identify priority areas, input was gathered through town hall meetings, internal and external stakeholder surveys, strengths, weaknesses, opportunities, and threats (SWOT) analysis, meetings with the school board members and the superintendent, a review of student trend data, and audit findings. Although the information gathered showed areas where we have excelled, we identified many areas where we have faltered.

All stakeholders involved in the discussions and review of data agreed that the District needs to realign its resources, redesign how it does business, and reform how it educates students in order to prepare them for success in a global society. There was also agreement that a change in beliefs, attitudes, and practice were necessary to ensure organizational effectiveness and health.

The information gathered sets the stage for the conversation about how to transform our District and our schools in order to meet our students’ needs most effectively and efficiently. At the two-day strategic planning session in December 2013, the strategic planning group (made up of staff, students, community members, and business partners) identified and developed the following: a new mission, vision, core values, strategic priorities, strategic goals, and focus areas.

At the strategic planning session, stakeholders were unanimous that the District must improve its operational effectiveness by creating and implementing an infrastructure with better processes and systems to ensure district-wide effectiveness, efficiency, and quality.

SCHOOL DISTRICT OF MANATEE COUNTY ERP SOFTWARE RFP

PAGE 7 OF 62

Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM After the completion of a review of functional gaps and business processes in the current business systems, the District decided to proceed with updating our current business solution structure with an upgrade of our current Oracle JDE World ERP to the JDE E1 ERP system for managing the District’s database needs. The District is committed to fully-integrating all current business processes into a coherent and efficient data system.

Table 1.1 –Background Statistics Background Summary County Population 342,106 (2013 estimate)

Student Population 49,958 (SY 2014/2015)

Number of Employees 6,378 (SY 2014/15)

Number of Schools Total: 67

33

10

6

12

2

4

Elementary

Middle

High

Charter

Nontraditional (MTC & Horizons Academy)

Support

Operating Budget $627,466,458.00

Fiscal Year FY 2014/2015

Major Business Drivers • Elimination of aging technology

• Standardization of technology

• Developing a cohesive and highly functional applications support platform

• Increased operational efficiency and effectiveness

• Desire for improved business processes

• Knowledge/document management

• Integration and consistency of processes, systems, and data

• Improved access to information and stronger decision support capabilities

• Clear documentation of all associated business processes SCHOOL DISTRICT OF MANATEE COUNTY

ERP SOFTWARE RFP PAGE 8 OF 62


2.0 TERMS AND CONDITIONS Notice to Proposers

It is necessary for proposers to read the information contained in this RFP to understand how to submit proposals, e.g., what documents must be included and what legal obligations are being agreed to by the proposer by providing a successful proposal. Failure to carefully read and understand this RFP may cause the proposal to be out of compliance, rejected by the District, or legally obligate the proposer to more than it may realize. Information obtained by the proposer from any officer, agent, or employee of the District shall not affect the risks or obligations assumed by the proposer or relieve the proposer from fulfilling any of the RFP conditions or any subsequent contract conditions. Only the format and documents included with this RFP will be accepted as compliant for the submitted proposal. Failure to completely fill out all required attachments may result in disqualification.

General Proposer Information Interested vendors are advised that the School District of Manatee County will not consider proposals which contain an escalation clause for the initial contract period. It is understood that normal proposal processing time will be 30 - 60 days after opening date of proposal and that prices reflected by this proposal will be firm through proposal processing time and the delivery of items awarded.

Local Preference Interested vendors are advised that the School District of Manatee County has a local preference policy. In order to support the economic interests of the businesses and residents of Manatee County and the surrounding area, preference shall be given to a local business in the purchase of commodities and services. The complete policy can be viewed at: http://www.manatee.k12.fl.us/policy_procedure/policies.html

Proposer’s Liability Proposers are expected to examine the specifications and all special and general conditions, requirements and instructions. Negligence on the part of the proposer to make the necessary examinations and investigations, or failure to fulfill, in every detail, the requirements of the contract documents, will not be accepted as a basis for varying the requirements of the district. Failure to follow the instructions contained in the proposal for completion of a proposal response is cause for rejection of a proposal.

Purchase Terms and Conditions This proposal and the corresponding Contract of Award Agreement and purchase orders will constitute the complete agreement. The School District of Manatee County will not accept proposed terms and conditions that are different than those contained in this Request for Proposal, including pre-printed text contained on catalogs, price lists, other descriptive information submitted or any other materials. By virtue of submitting a proposal, vendor agrees to not submit to any School District of Manatee County employee, for signature, any document that contains terms and conditions that are different than those contained herein and that in the event any


PAGE 9 OF 62

http://www.manatee.k12.fl.us/policy_procedure/policies.html

Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM document containing any term or condition that differs from those contained herein is executed, said document shall not be binding on the School District of Manatee County.

Ex Parte Communication To assure proper and fair evaluation of submissions, after submissions are received the District prohibits ex parte communication initiated by the submitter to Board members and discourages ex parte communication initiated by the submitter to any District official or employee evaluating or considering the submissions prior to the time a decision has been made. Communication between a submitter and the District will be initiated by the appropriate District official, employee or designated consultant in order to obtain information or clarification needed to develop a proper and accurate evaluation of the submission. Ex parte communication may be grounds for disqualifying the offending submitter from consideration or award of the contract then in evaluation or any future contract.

Purchases by Other Public Agencies With the consent and agreement of the successful proposer(s), purchases may be made under this proposal by other governmental agencies within the State of Florida. Such purchases shall be governed by the same terms and conditions as stated herein.

Division of Corporations Registration Requirements Vendors who are required to be registered with the Division of Corporations or who are incorporated within the State of Florida must furnish their Florida document number. All registered vendors must have an active status in order to be eligible to do business with the School District of Manatee County. Proposals received from vendors with an inactive status will be considered nonresponsive. The specific requirements for registration are found in Chapter 607 of the Florida Statutes. To register, visit Sunbiz.org. The following guidelines may be helpful:

Sole Proprietorship – Individual: A person doing business under his/her own name, as an individual, is not required to register with the Division of Corporations. Fictitious Name: A person doing business under a name other than his/her own is required to register with the Division of Corporations. Out of State (Foreign) Corporations: A business incorporated in another state that does not have an office in the State of Florida does not have to register with the Division of Corporations. In State Corporations: A business that is incorporated in another state that has an office in the State of Florida or has a subsidiary in the State of Florida is required to register with the Division of Corporations.


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Cancellation Notwithstanding any other provision of this invitation, any agreement resulting from this invitation may be unilaterally canceled by the School District of Manatee County via either of these two methods at the District’s sole discretion:

2.9.1 In the event any of the provisions of the awarded proposal are violated by the vendor, the School District of Manatee County may give written notice to the vendor stating the violations or deficiencies and demanding their cure. If those violations or deficiencies are not cured to the School District’s reasonable satisfaction within five (5) days of the vendor’s receipt of the notice, the agreement may immediately thereafter be canceled by written notification to the vendor; or

2.9.2 The School District of Manatee County may terminate any agreement resulting from this invitation at any time, with or without cause, upon thirty (30) days written notice to the other party.

Authority The School Board of Manatee County, Florida is the sole legal entity having authority to award a proposal or bind the School District in regard to any agreement resulting from this invitation. The Superintendent of Schools acts as the Chief Executive Officer of the School District of Manatee County and shall have, and is hereby delegated by the School Board, authority to issue any notice, effect any cancelation, perform any inspection, or take any other action to ensure compliance with the terms of this invitation or any agreement resulting there from on the School Board’s behalf without further action by the School Board.

Pre-Proposal Conference A voluntary pre-proposal conference will be held on Wednesday, 1/14/2015 at 3:00 PM, at the School District of Manatee County School Support Center Building, Room 203, 215 Manatee Avenue, West, Bradenton, Florida, 34205. While the conference is not mandatory to be competitive for this proposal, it is highly suggested and to the proposer’s benefit to attend the conference.

Clarification of Proposals Proposers should email any questions regarding this proposal to [email protected] no later than Friday, 1/16/2015 . If you do not receive the reply message which states “Your questions have been received by the Purchasing Department of the School District of Manatee County”, please contact the Purchasing Department at (941) 708-8770. Questions received after the above mentioned date will not be acknowledged. Changes to the proposal which have a material effect shall be communicated to proposers only by written addenda.

Addenda to Proposals From time to time, addenda may be issued to this proposal. Any such addenda will be posted on (www.myvendorlink.com) and the Purchasing Website:


PAGE 11 OF 62

mailto:[email protected]

Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM (www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing) Bids In Progress on Thursday, January 22, 2015. Addenda must be acknowledged on the Signature Page (Attachment 16) in the space provided by the appropriate Addendum Number. Proposals received without addendum acknowledgement shall be considered nonresponsive. Do not submit proposal prior to addenda due date.

Proposal Opening Shall be public at 3:00 p.m., February 5, 2015, in the School District of Manatee County Purchasing Office, 215 Manatee Avenue, West, Bradenton, Florida, 34205. It is the proposer’s responsibility to assure that the proposal is delivered at the proper time and place of proposal opening. No submissions or amendments made after proposal opening shall be considered. It is the Vendors responsibility to ensure the Purchasing Office receives documents according to proposal specifications. We are not responsible for delivery systems – internal or external. Proposals received in the Purchasing Office after the noted due date and time will be returned un-opened. PROPOSALS RECEIVED BY TELEPHONE, EMAIL OR FACSIMILE MACHINES SHALL BE CONSIDERED NONRESPONSIVE.

Evaluation Committee Meeting Evaluation meetings will be open to the public pursuant to Florida State Statue 286.011 and noticed on the Purchasing Web Site: (www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing) and on the School District bulletin board located in the lobby at the School Support Center, 215 Manatee Avenue West, Bradenton, Florida, 34205. Exempt from the public meeting will be any portion at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation as part of a competitive solicitation, or at which a vendor answers questions as part of a competitive solicitation. See section 4 for key events and dates contained herein.

Signatures Proposals which do not bear the original signature of an authorized representative company officer in blue ball point pen on all proposal signature lines or are completed in pencil will be considered nonresponsive.

Line Item Proposal Corrections The uses of correction fluid or erasures to correct line item proposal prices and/or quantities are not acceptable. Corrections must be by line outs of the incorrect figures, writing in of correct figures and initialing of the corrections by the originator. Correction fluid or erasure corrected proposals will be considered nonresponsive for the corrected items only.

Budgetary Limitations


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http://www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing

Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM The School District of Manatee County reserves the right to reject any item or items and/or increase or decrease quantities as required due to budgetary limitations.

Non-Funding Clause In the event sufficient budgeted funds are not available for a new fiscal period, the Purchasing Department shall notify the vendor of such an occurrence and the contract shall terminate on the last day of the current fiscal period without penalty or expense to the District.

Awards The School District of Manatee County reserves the right to make award(s) on an individual, multiple, lump sum or low total basis.

Purchasing Cards The School District of Manatee County may choose to use a “P-Card” for ordering of goods and materials or payment of invoices under this proposal. The Proposer, by submitting a proposal, agrees to accept this manner of payment and may not add additional handling charges or service fees to purchases made with the District’s Purchasing Card(s). Refusal to accept this condition may cause the proposal to be declared non-responsive, or result in revocation of the contract, if already awarded. A secured customized website for the School District of Manatee County will be setup with password capabilities which reflect pricing awarded on this proposal at the discretion of the School District. No third party payment, i.e. Pay pal will be considered.

Sexual Predators/Jessica Lunsford Act The School District of Manatee County and the State of Florida, require all contractors/subcontracts to comply with the Jessica Lunsford Act (JLA) which consists of a level II background screening via fingerprinting. Vendors, individuals, or entities under contract with the School Board of Manatee County required to go on school grounds when students are present, must comply with the requirements of the law and agree to indemnify and hold harmless the School Board of Manatee County for any claims made against the School Board related to the failure to comply with Florida Statute Section 1012.465 and Section 1012.32 Florida Statutes. Information on JLA requirements and how to comply can be accessed at: www.manatee.k12.fl.us/purchase/jessica_lunsford_act.htm

Visitor Identification System A Visitor Identification System has been implemented by the School District of Manatee County. A driver’s license or government issued photo id will be required for scanning into the system and a visitor’s pass will be issued to individuals visiting district sites.

Compliance Requirements Vendors/Proposers acknowledge and understand that the projects contemplated by this contract are being constructed on public property owned by the School District of Manatee County, which property may at various times during construction be occupied by students, teachers, parents and school administrators. Accordingly, in order to secure the property, protect students and staff, and


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http://www.manatee.k12.fl.us/purchase/jessica_lunsford_act.htm

Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM otherwise comply with applicable law, the vendor/proposer agrees to all provisions and instructions contained in this proposal document and agrees that the failure of vendor/proposer to comply with any of these provisions and instructions may result in the termination of this contract by the School District of Manatee County.

Contact with Students To extent not otherwise indicated, no employees or independent contractors, material men, supplier or anyone involved in any manner with projects resulting from this proposal shall have direct or indirect contact with students at project sites. A violation of this provision shall result in immediate termination of the offender and issuance of a trespass notice from the School District. Vendor/Proposer shall be responsible for insuring compliance by all employees, independent contractors and sub-contractors, or other persons involved in any manner with projects resulting from this proposal.

Standards of Conduct Vendors awarded a contract will be held to the same standards of conduct as employees of the School District of Manatee County while conducting business with the District. These standards, as defined in School Board Policies, will apply not only to employees of the vendor, but also to the employees of its sub-contractors.

Evaluation Criteria Documented poor performance of contractors on previous contracts with the School District of Manatee County or other governmental entity will be considered during evaluation and may be sufficient cause not to award.

Variance to Proposal Documents For the purpose of proposal evaluation, proposers must clearly stipulate any or all variances to the proposal documents or specifications, no matter how slight. If variations are not stated in the vendor’s proposal, it shall be construed that the proposal submitted fully complies in every respect with our proposal documents.

No Proposals If a quotation is not made, it is imperative for future consideration on proposals and quotes that the “Statement of No Proposal” form enclosed herewith be completed and returned. Otherwise, a no response will be interpreted as indicating the vendor does not desire to do business with the School District of Manatee County and the company name will be removed from our Proposal Mailing List.

Proposer’s Errors Where unit price and total price cannot be reconciled, the quoted unit price shall govern. Where numerical price and written price cannot be reconciled, the written price shall govern. No submissions or amendments made after proposal opening shall be considered.


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Proposal Renewal By mutual consent of the School District of Manatee County and the successful proposer(s), this contract may be renewed or renegotiated for two (2) additional one year periods.

Proposal Tabulations After approval by the School District of Manatee County, tabulations will be available for review on the e-procurement service website (www.myvendorlink.com) and the Purchasing Web Site (www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing).

Notice of Intent to Award Proposals Once proposals are evaluated and a recommendation for award is determined, a Notice of Intent to Award will be posted on the e-procurement service website (www.myvendorlink.com) and the Purchasing Web Site: www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing). The recommendation for award is not official until this notice is posted. Proposers are invited to visit the e-procurement service website (www.myvendorlink.com) or the Purchasing Web Site (www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing) Bids in Progress to obtain this information.

Conflicts of Interest and Kickbacks Any proposer giving or offering to any employee and/or official of the School District of Manatee County, either directly or indirectly, any rebate, percentage of contract, money or other things of value as an inducement or intended inducement, in the procurement of this or any other proposal, shall be deemed in violation of this agreement, in addition to being in violation of any other municipal, county, state and federal laws and/or ordinances.

Identification The contractor and sub-contractors shall be required to see that their personnel maintain visible personal identification on each employee. Vendor’s employees must be appropriately attired (including shirt). Employees shall be required to dress neatly without vulgar or otherwise offensive apparel, commensurate with the location and types of tasks being performed.

School District Policy In accordance with School Board of Manatee County Policy and Procedures, no contract for providing supplies, equipment or services shall be effected with any individual or business entity in which any member of the School Board of Manatee County or the Superintendent has any financial interest. No contract for goods or services may be made with any business entity in which the Superintendent, Board Member or their spouse or child has an employment relationship or a material interest. No School Board employee may directly or indirectly purchase or recommend for purchase of goods or services from any business organization in which his/her spouse or child has a material interest as defined in F.S. 112.


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Use of Other Contracts The School Board of Manatee County reserves the right to utilize any other School District of Manatee County contract, any State of Florida contract, any contract awarded by any other city or county governmental agencies, other school board, other community college/state university system cooperative proposal agreement, or to directly negotiate/purchase per School Board policy and/or State Board Rule 6A-1.012, as currently enacted or as amended from time to time, in lieu of any offer received or award made as a result of this proposal if it in its best interest to do so.

Non-Exclusive Agreement This proposal does NOT establish an exclusive arrangement between the district and vendor. The district reserves, but is not limited to, the following rights:

2.38.1 The unrestricted right to use others to perform work, provide services or deliver the same or similar products as described herein when it is to the economic benefit of the district.

2.38.2 The unrestricted right to separately propose any work, products or services as described herein when it is to the economic benefit of the district.

Disputes Proposal tabulations with recommendations will be posted on the Purchasing website (www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing) Bids in Progress. A proposer who wishes to file a protest pertaining to a proposal must file such notice in accordance with procedures prescribed by Florida Statute 120.57(3), Florida Administrative Code 28-110 and School District Policy 7.15. The notice must be filed with the Purchasing Manager. Any person who is adversely affected by the District’s decision or intended decision shall file with the Purchasing Manager, a notice of protest in writing within seventy-two (72) hours after the posting of the proposal tabulation or Notice of Intent to Award and shall file a formal written protest within ten (10) calendar after filing the notice of protest. With respect to a protest of the specifications contained in an Invitation for Bid or Request for Proposal, the notice of protest shall be filed in writing within seventy-two (72) hours after the receipt of notice of the project plan and specification or intended project plan and specifications in an Invitation for Bid or Request for Proposal, and the formal written protest shall be filed within 10 days after the date the notice of protest is filed. Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings under this chapter. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and legal holidays shall be excluded in the computation of the seventy-two (72) hour time periods provided in this paragraph. Any person who files an action protesting a decision or intended decision pertaining to a proposal pursuant to Florida Statute 120.57(3)(b), shall post at the time of filing the formal written protest, a bond payable to the School District of Manatee County in an amount equal to one percent (1%) of the total estimated contract value, but not less than $500 nor more than $5,000, which bond


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http://www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing)%20Bids

http://www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing)%20Bids

Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM shall be conditioned upon the payment of all costs which may be adjudged against the protester in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, a cashier’s check, treasurer’s check, bank draft of any national or state bank payable to the School District of Manatee County will be an acceptable form of security. If, after completion of the administrative hearing process and appellate court proceedings, the District prevails, it shall recover all costs and charges which shall be included in the final order or judgment, including charges made by the Division of Administrative Hearings, but excluding attorney’s fees. Upon payment of such costs and charges by the protester, the remainder, if any, of the protest security shall be returned. If the protester prevails, protester shall recover from the district all costs and charges which are included in the final order of judgment, excluding attorney’s fees. Failure to file a notice of intent to protest, or failure to file a formal written protest within the time prescribed in Florida Statute 120.57(3), shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Compliance with Regulations Federal, state, county, and local laws, ordinances, rules, and regulations that in any manner affect the items covered herein apply. Lack of knowledge by the proposer will in no way be a cause for relief from responsibility. The proposer shall have in their possession and must provide all applicable insurance, permits, licenses, etc., which may be required by federal, state, or county law to furnish services under the scope of this contract. The successful proposer(s) must not be in violation of any zoning or other ordinances in the performance of this contract.

Venue The laws of the State of Florida shall govern this contract. Venue shall be in Manatee County, Florida and the sole and exclusive jurisdiction to resolve any disputes arising under the contract shall be in the county or circuit court for Manatee County, Florida.

Indemnity Indemnifications as specified in section, 725.06, 725.08 Florida Statute “as applicable”, the proposer agrees to indemnify and hold the School Board of Manatee County harmless from all third party claims and all costs, including attorney’s fees incurred by the School Board in defending same to the extend such claims are based on a defect in a product or part thereof, supplied hereunder, or failure of such product or part thereof to conform.

Cancellation or Changes in Specifications The Board reserves the right to cancel an awarded proposal without penalty or negotiate changes to specifications as required by changes to local, State or U. S. Government regulations concerning the contents of products desired.


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Unauthorized Aliens The School District of Manatee County considers the employment of unauthorized aliens by the vendor/proposer, or any of its subcontractors, a violation of the Immigration and Naturalization Act. Vendor/Proposer shall screen those working on the project site to insure no unauthorized aliens are present at any time. If it is determined that an unauthorized alien is working on the Project, the Vendor/Proposer shall immediately take all steps necessary to remove such unauthorized alien from the property and the project.

Public Entity Crimes Certificate A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, Florida Statute, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

Insurance The successful proposer shall furnish the School District of Manatee County with proof of:

2.46.1 Statutory Limits of Worker’s Compensation in compliance with Chapter 440, Florida Statute, if required.

2.46.2 Employer’s Liability Insurance in an amount not less than $3,000,000.00 per occurrence.

2.46.3 Comprehensive General Liability Insurance in an amount equal to or greater than $1,000,000.00 per person and $3,000,000.00 per occurrence for any occurrence resulting in bodily injury or death to any one or group of persons, including any consequential damages that arise therefrom.

2.46.4 If policy is on a “CLAIMS MADE” basis, contractor’s insurance carrier will identify policy as such and indicate in writing the amount of claims paid by this policy and reserves outstanding. Policy aggregates must equal at least two (2) times the occurrence limit.

2.46.5 Liability Insurance in an amount equal to or greater than $1,000,000.00 per person and $3,000,000.00 per occurrence for bodily injuries and/or death to any person or persons caused by passenger automobiles or commercial vehicles.

2.46.6 Liability Insurance equal to or greater than $1,000,000.00 per occurrence for property damage caused by passenger automobiles or commercial vehicles.


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2.46.7 Property Damage Insurance for damage other than that described in 4 above in an amount equal to or greater than $300,000.00 per occurrence. Said property coverage shall provide coverage for all consequential damage arising from the negligent operation of the contractor, a subcontractor, or by anyone directly or indirectly employed by either of them. Coverage shall be on a “BROAD FORM” basis.

2.46.8 Contractual Liability Insurance in an amount equal to or greater than $3,000,000.00 per occurrence. Policy must include endorsement for indemnification in the event third party damages are sought against the School District.

2.46.9 Personal Injury Coverage (not bodily injury) in an amount equal to or greater than $1,000,000.00 per person and $3,000,000.00 per occurrence.

2.46.10 Completed Operations Endorsement equal to or greater than $1,000,000.00 per occurrence.

2.46.11 Independent Contractors Endorsement in an amount equal to or greater than $3,000,000.00 per occurrence.

2.46.12 Additional Insured Endorsement: The School District of Manatee County shall be named as an additional insured on all policies that are required by these specifications.

2.46.13 Cancellation Notice: All policies in effect shall contain cancellation endorsements providing sixty (60) days written notice of such cancellation, non-renewal and/or reduction in coverage limits prior to the effective date of such cancellation, non-renewal and/or reduction.

2.46.14 Contractor shall maintain at all times during the construction of the project a “Builders Risk” policy equal to the amount of the project, and shall include, as a minimum the following coverage’s: Fire, Extended Coverage, Vandalism and Malicious Mischief. (All Risk policies are preferred.)

2.46.15 Indemnification shall be in accordance with section 725.06, 725.08 Florida Statute “as applicable”.

Noncompliance with Contract

It is expected that the service contract will be for the period of April 29, 2015 through April 28, 2016. Any deviation from the awarded contract period or cancellation of any item(s) awarded may result in your company being barred from doing business with the School District of Manatee County, in accordance with School District Policies and Procedures. Other assessments as outlined elsewhere in this document may also apply. Multi-year contracts will automatically renew for one (1) year periods during the initial contract period above, unless the District notifies the supplier of intent to rebid or negotiate new terms ninety (90) days prior to the contract anniversary date.

Purchase Order Number The School District of Manatee County’s purchase order number must appear on all packages, labels, cartons, packing slips, bills of lading, invoices and all correspondence referring to all orders.


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Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM Orders received without the purchase order number prominently displayed shall be subject to refusal and return at the vendor’s expense.

Tax Exemptions When purchasing directly from a supplier the School District of Manatee County, Florida is exempt from Federal Excise, State Sales and Use Taxes. Tax exemption certificates and numbers will be furnished on request.

Invoices The Contractor agrees that bills and invoices for fees or other compensation services or expenses shall cite the purchase order number, work order number, date of service, location of job, and name of person requesting the work. The invoice shall be submitted to the Accounts Payable Department within ten (10) working days upon completion of the job. The invoice shall be in detail sufficient for a proper pre-audit and post audit thereof. Each bill or invoice must properly identify the services, portion of services, and expenses for which compensation is sought. A copy of all applicable materials, rental, or subcontractor invoices must be included with the invoicing to the SBMC. The Contractor’s invoice will also reflect a breakdown of all standard hours and non-standard hours worked.

Defaults If the Proposer defaults after the Board awards a proposal, the Proposer shall pay to the School District of Manatee County, as liquidated damages, an amount equal to five percent (5%) of the unit prices times the quantity of each item in question, or $25.00, whichever amount is larger. If the proposal pricing was expressed as a lump sum amount, the amount due will be five percent (5%) of the remaining value of the contract. A successful proposer who fails to pay said liquidated damages within fifteen (15) days after notification that liquidated damages are due, shall lose eligibility to transact business with the School District of Manatee County for a period of not less than one (1) year, but no more than two (2) years after the date of the default. Thereafter, the proposer may request to be reinstated to the active vendor list(s). In addition, failure of any delivered item to conform to specifications as proposal shall constitute a default in the contract and shall be subject to return or replacement at the buyer’s option. Failure to deliver one (1) or more items on two (2) or more consecutive deliveries will be viewed as delivery default and will be considered grounds for canceling all awarded items and sites. Penalties may be assessed when failure to deliver places a financial burden on the School Board.

Possession of Firearms Possession of firearms will not be tolerated on the project or any School District of Manatee County property. No person who has a firearm in their vehicle may park their vehicle on School District property. Furthermore, no person may possess or bring a firearm on School District property. If any employee or independent contractor of the vendor/proposer, or any of its sub-contractors, is found to have brought a firearm on School District property, said employee or independent contractor shall be immediately removed and terminated from the project by the vendor/proposer. If a sub-contractor fails to terminate said employee or independent contractor,


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Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM the vendor/proposer shall terminate its agreement with the sub-contractor. If the vendor/proposer fails to terminate said employee or independent contractor or fails to terminate the agreement with the sub-contractor who fails to terminate said employee or independent contractor, this agreement may be terminated by the School District of Manatee County. “Firearm” means any weapon (including a starter gun or antique firearm) which will, is designed to, or may readily be converted to expel a projectile by the action of an explosive, the frame or receiver of any such weapon, any destructive devise, or any machine gun. Powder actuated construction nailers and fasteners are excluded from this definition.

Criminal Acts Employment on the project by the Vendor/Proposer, or any of its subcontractors, of any employee, or independent contractor, with any prior convictions of any crimes against children, crimes of violence or crimes of moral turpitude will not be tolerated. If it is determined that any person with such criminal history is on the project site, the Vendor/Proposer agrees to take all steps necessary to remove such person from the project and the property. The School District of Manatee County shall have the right to terminate this agreement if the Vendor/Proposer does not comply with this provision.

Possession/Use/Under the Influence of Mind Altering Substances Possession/use and/or being under the influence of any illegal mind altering substances, such as, but not limited to alcohol and/or substances delineated in Chapter 893, Florida Statutes, by Vendor/Proposer’s employees or independent contractors or its sub-contractors employees or independent contractors will not be tolerated on School District property. If any employee or independent contractor is found to have brought and/or used or is under the influence of any illegal mind altering substances as described above on School District property, said employee or independent contractor shall be removed and terminated from the project by the Vendor/Proposer. If a sub-contractor fails to terminate said employee or independent contractor, the Vendor/Proposer shall terminate its agreement with the sub-contractor. If the Vendor/Proposer fails to terminate said employee or independent contractor or fails to terminate the agreement with the sub-contractor who fails to terminate said employee or independent contractor, this agreement may be terminated by the School District of Manatee County.

Copeland “Anti-Kickback” Act (34 CFR 80.36(i) (4) All vendors, contractors and sub-contractors must comply with the Copeland “Anti-Kickback” Act (18 U.S.C. 874) as supplemented in Department of Labor Regulations (29 CFR Part 3).

Davis-Bacon Act (34 CFR 80.36(i) (5) All vendors, contractors and sub-contractors must comply with the Davis-Bacon Act (40 U.S.C. 276a to 276a-7) as supplemented by Department of Labor Regulations (29 CFR Part 5) if contracts are in excess of $2000 awarded by grantees and sub-grantees when required by Federal grant program legislation.


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Contract Work Hours and Safety Standards (34 CFR 80.36(i) (6) All vendors, contractors and sub-contractors must comply with sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-330) as supplemented by Department of Labor Regulations (29 CFR Part 5).

Safety Standards All equipment must meet the applicable requirements of the Occupational Safety and Health Act (OSHA) and any standards there under.

Inspection All items shall be subject to inspection after receipt at destination. Any deviation from the specifications, shortage of weights and/or any commodities that are found to be inferior or otherwise not in conformity with the specifications, the School District of Manatee County shall have the right to reject. Further, the rendering of inferior products or poor service, shall constitute a Breach of Contract and upon receipt of written notification of unsatisfactory performance, the contract shall be terminated immediately.

Delivery Dates Delivery time shall be in accordance with time frames stipulated in the agreed upon project plan. Any delivery including back ordered items, not made within the specified period of time may be assessed a one percent (1%) per day late charge unless prior written approval is obtained from the Purchasing Department. Assessment of such charge will be applied to all sums owing said vendor. Assessment of said charge will be at the sole discretion of the School District of Manatee County and administered by the Purchasing Manager. Other assessments as outlined elsewhere in this document may also apply.

Drug Free Work Place Certification In accordance with section 287.087, Florida Statute, whenever two or more proposals, or replies that are equal with respect to price, quality, and service are received by the School District of Manatee County for the procurement of commodities or contractual services, a reply received from a business which certifies that it has implemented a Drug Free Workplace Program by signing the enclosed Drug Free Workplace Certification Form, shall be given preference in the award process.

Federal Debarment Certification Form As required by Executive Order 12549, Debarment and Suspension, 7CFR Part 3017 Section 3017.510 and/or 34 CFR Part 85, Section 85.510, Participants Responsibilities, a sworn statement is enclosed for proper completion and return with the proposal for prospective participants in lower tier covered transactions for any single contract or single purchase order in excess of $100,000.00.

Force Majeure The term “FORCE MAJEURE” means circumstances beyond the reasonable control of a party, (such as acts of God, government restrictions, wars, insurrections, labor disputes, financial insolvency, economic hardship, strife, failure of suppliers, communications, or data systems)


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Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM which delay or prevent the party from performing under the terms of this agreement. Affected performance obligations will be suspended during the duration of the Force Majeure. In the event that the Force Majeure persists more than 90 days, the party may elect to terminate this agreement upon written notice.

Projects Spanning Multiple Fiscal Years A proposer, through submission of a proposal in response to this RFP, agrees to the incorporation of the above listed terms and conditions in the final contract to be negotiated between the successful proposer and the District. Any attempt to negotiate terms contrary to those listed above will render the proposal non-conforming to this RFP.

2.64.1 The complete implementation of the ERP System is contingent on budgetary funding from the annual District budget. Funding may be allocated in phases over several fiscal years. In the event sufficient funds are not appropriated for the contract payments required to be made in future fiscal years then the District at its sole discretion may terminate the Agreement or Implementation Services Agreement at the end of the then current fiscal year, as the case may be, without penalty or additional expense of any kind whatsoever. If non-appropriation occurs, the District agrees to deliver written notice to proposer of such early termination at least 30 days prior to the end of the then current fiscal year.

2.64.2 Notwithstanding anything in the Agreement or Implementation Services Agreement to the contrary, this Non-appropriation provision shall survive termination of the Agreement and the Implementation Services Agreement.

3.0 DETAILED SUBMITTAL REQUIREMENTS Proposal Materials

Submission of the proposal by the proposer constitutes acceptance by the proposer of terms, conditions, and requirements set forth herein. Any exceptions to the specifications established herein shall be listed in detail on a separate sheet and attached hereto. Exceptions to the RFP will not automatically eliminate the proposal. Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District. Proposers are required to submit:

3.1.1 One (1) hard copy of all 62 pages of the original RFP, Attachments 4 and 5, all relevant signature pages, including the Signature Page (Attachment 16). Any Addenda which have been issued must also be returned and acknowledged via signature on the Signature Page. Any alterations to the original RFP or any documents, other than Attachments 4 and 5, supporting the RFP without the consent of the District may be cause for disqualification from the selection process.

3.1.2 Twenty-one (21) hard copies of the proposal, including all information noted in the Attachment 1 checklist.


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3.1.3 One (1) copy of the proposer’s company audited balance sheet and profit and loss summary as of the end of calendar year 2013, or the most current fiscal year available. The District’s Finance Department will evaluate financial measures such as current position, equity position, operating results, etc., to determine eligibility in this RFP process. Determination will be made on a “qualified/not qualified” basis at the sole opinion of the District’s CFO or Director of Finance. Points will not be awarded. Those proposers who are determined to be not qualified will be eliminated from further consideration.

3.1.4 Two (2) flash drives containing all information included in the hard copies of the proposal, including the original RFP.

3.1.5 Note: Hard copies must include submittal letter signed by authorized agent of the proposer which clearly identifies each firm involved in the proposal and appropriate contact information for each.

3.1.6 Use the Submittal Checklist (Attachment 1) to ensure that all required documents, forms, and attachments have been completed and submitted as instructed.

3.1.7 The District reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected.

3.1.8 By submitting a proposal the proposer is providing a guarantee to the District that, if chosen, it will be able to provide the proposed products and services during the period of time discussed in the RFP.

3.1.9 There is no expressed or implied obligation for the District to reimburse proposers for any expenses incurred in preparing proposals in response to this RFP or any expenses incurred by the proposer in providing a demonstration of its product in a place determined by the District.

Proposal Format and Contents So that competing proposals can be compared equally, proposers must assemble their proposals in strict adherence to the layout requirements. Failure to follow all proposal layout requirements may result in disqualification due to non-responsiveness. Each proposer is required to submit the proposal in a sealed package. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposed products and services to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. The proposal should be organized into the following major sections:

Introductory Material (Title Page, Letter of Transmittal, and Table of Contents)

1.0 Executive Summary

2.0 Scope of Services

3.0 Company Background (including most recent audited financial statements packaged separately; see 3.1)


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Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM 4.0 Implementation Plan

5.0 Staffing

6.0 Training Plan

7.0 Hosting and Support Effort

8.0 Essay Responses

9.0 Client References

10.0 Exceptions to the RFP

11.0 Sample Documents

12.0 Proposal Pricing

All Attachments

Introductory Material The Title Page must show MCSD No. 15-0065-SM, Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, the name of the proposer, address, telephone number, email address and the date. Letter of Transmittal, executed by an authorized representative, and a Table of Contents must also be included.

Executive Summary (Proposal Section 1.0) This part of the response to the RFP should be limited to a brief narrative of no more than five (5) pages, summarizing the proposal. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel.

Scope of Services (Proposal Section 2.0) This section of the proposal should include a general discussion of the proposer’s overall understanding of the project and the scope of work proposed.

3.5.1 Describe the methodology that will be employed to document all current District processes. Describe the materials, techniques, and resources that will be utilized to perform a detailed gap analysis of the District’s current systems; including the evaluation of custom programs, files, and third-party interfaces. Give a description or example of the process mapping of systems and documentation that will be provided to the District as a result of the gap analysis and implementation planning process.

3.5.2 Describe the plan for conversion of the current JDE World suite to the JDE E1 environment. All modules conversion costs should be listed on Attachment 4 (Costs) and included in the proposal.

3.5.3 Proposers may indicate some modules as “optional,” but could provide some value to the District’s ERP system. Optional modules should not be included in the overall price; however, prices for optional modules, including implementation and training, should be provided. If a module required to fulfill some requirements is listed as


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optional, proposers should then indicate in the comments column that module is available but optional.

3.5.4 What are the proposed third-party applications solutions (The proposer shall explicitly state the name of any third-party products owned by the District that are part of the proposed solution) and their cost to integrate into JDE E1.

3.5.5 For any third-party hosting provider (if applicable) there should be a statement agreeing that the proposer’s contract will encompass the third-party hosting service. It is the District’s intention to enter into a contract with one (1) firm.

3.5.6 Proposers must include the price for any third-party solutions, such as hosting, and any other related prices in the total price of this proposal.

3.5.7 If third-party services are proposed, proposers must complete Attachment 3 (Third-party Hosting Reference Form) for each third-party service that is proposed.

3.5.8 Please confirm the data conversions that have been proposed. The District expects proposers to include all conversions listed in Table 5.2 of the RFP. There may be additional conversions identified during gap analysis and the proposer should have a plan for dealing with unexpected or additional conversions as necessary.

3.5.9 Please confirm all interfaces that have been proposed. The District expects proposers to include an interface to all systems listed in section 5.1. If proposers do not include all interfaces, please provide an explanation.

3.5.10 Please list all customizations/enhancements to the software that have been proposed as part of scope.

3.5.11 The District understands that estimating costs and effort required to provide customizations is difficult given the limited amount of information provided in this RFP. The District understands that these numbers may need to be revised at a later stage in the procurement process, but asks the proposer to make an effort to identify these customizations now.

Company Background (Proposal Section 3.0) Each proposal must provide information about any firm involved with this proposal including the implementation vendor and any third-party vendors so that the District can evaluate the proposer’s stability and ability to support the commitments set forth in response to the RFP. The District, at its discretion, may require a proposer to provide additional support or clarify requested information.

3.6.1 Complete the company background form (Attachment 6)

3.6.2 Proposers must provide a copy of the latest audited financial statements as noted in section 3.1.

3.6.3 Complete company background form for any Third-Party firms being proposed, if applicable (Attachment 6)


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Implementation Plan (Proposal Section 4.0) The District expects the proposer to provide staffing for the total implementation including implementation planning, business analysis, technical project management (the Project Director and all Manager(s) must have expert level knowledge of the ERP implementation and the modules being implemented and must be available to participate onsite in the process), and support staffing to enter all data and complete all conversions as needed. Pricing should assume most of the effort for this implementation will be completed by the proposer. District personnel will participate in training, planning, and process analysis, especially where it involves the comparison of current systems and work processes, but will not be responsible for the conversion of data or establishment of best practice systems.

NOTE: Failure of the selected firm(s) to provide adequate, knowledgeable staffing, as determined by District Executive Management, to complete the entirety of this conversion, including all requirements outlined in this RFP, any posted addenda, and the proposed project plan, may be considered noncompliance with the contract and grounds for dismissal.

The proposer must provide a detailed plan for converting the JDE World modules to JDE E1modules, any proposed changes to include or remove modules at the time of conversion, a system for archiving information within the data system (both current and future), and a hosting plan.

This information MUST include:

Explain in detail the proposed phasing for implementation. Will all modules/functionality be implemented as one phase or multiple phases? Responses should include the following:

• Advantages to this approach.

• Alternative proposed phasing.

• How this approach will limit the risk the District is facing during implementation

• Provide methodology for implementation. Methodology shall include estimated timeframe, overview of deliverables, assumptions, and assumed responsibilities.

• Describe the role of the District and proposer staff for data conversion.

• Describe the role of the District and proposer staff for workflow development.

• Describe the role of the District and proposer staff for custom report development.

• Describe the role of the District and proposer staff for customizations or modifications to the software.

• Explanation of change management activities proposed. Include description of specific roles of proposer and District staff for change management.

• Provide overview of services proposed for changing the District’s existing business processes.


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• Provide a plan for archiving current and future data to improve efficiency and to meet the District’s and state-wide compliance requirements.

• Provide a plan for hosting the District’s ERP solution offsite. Include the level of service the offsite host will provide, including hours of operation, phone/onsite support, and disaster recovery.

• A sample high-level Project Plan is shown below:


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Sample Project Plan Phase and Description

Proposer Task Summary

Client Task Summary Major Work Products

Project Definition Define customer objectives, project charter, and plan all project activities and deliverables. Identify team members, address logistical aspects and kick off the project with all team members and stakeholders

• Review Statement of Work

• Review project methodology

• Develop project timeline

• Develop project plan • Schedule meetings • Plan Kick-Off • Develop

communication/change management plan

• Develop project charter

• Define project

objectives • Assemble project team • Assist in defining

project timeline • Confirm meeting

dates/times • Reserve meeting

facilities • Assist in planning

Kick-Off • Assist in development

of communication/ change management plan

• Approve Charter by project sponsor

• Signed Project

Charter • Mutually

approved, detailed, functional project plan

• Risk management plan

• Change Management plan

• Communication plan

• Project Kick-Off session

Analysis and Design The Project team(s) will review the current processes and data, identify gaps in the current processes, review all aspects of the technical environment, including existing third party software, and map the new E1 implementation structure

• Present the E1

implementation overview

• Review current JDE World and third party software processes

• Review metrics requirements

• Develop Client training strategy

• Provide documentation of existing practices and proposed business processes

• Attend E1

implementation overview

• Provide current process details

• Define future process with firm’s consultant guidance

• Define content development strategy

• Provide input into training strategy

• Solution

Overview Session

• E1 Suite Configuration Plan

• Updated Project Plan

• Client Training Plan

• Complete business process documents


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Configuration and Implementation Implement the JDE E1 suite of modules as identified in the configuration plan. Provide training as the new product is rolled out.

• Configure system based

on decisions made in the plan

• Convert current JDE World data, as needed, to E1

• Develop and implement all scripts necessary

• Test and validate all changes made during the implementation process

• Provide all Client training

• Provide access to the

necessary data and network infrastructure for conversion of software

• Schedule and ensure stakeholder attendance of training sessions

• Assist in training

• Updated project

plan • Integration

touchpoints complete and transitioned.

• Training of all personnel involved in the maintenance and use of the E1 ERP suite.

Deployment Final “Go Live” preparations and finalizing activity Prepare for hand-off of the new system and process to end-users

• Confirm all

configurations are implemented

• Develop Go-Live Plan • Provide Support Plan

• Assist with Go Live

Plan • Assist with testing the

complete implementation

• Assist in development of Support Plan

• Updated Project

Plan • Support Plan • System Live


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Stabilization Improve solution quality to meet acceptance criteria and meet the utilization needs of the District

• Conduct testing to

identify defects that exist in the implemented software

• Remove defects and continue testing process

• Accept defect reports and configuration change requests from the District and make the appropriate corrections to the implemented software

• Maintain issue log

• Assist with testing

where needed • Provide feedback to

implementation firm to assist in product improvement and process streamlining

• Provide reports to the implementation firm on any defects in the software implementation and note them in the issue log

• Fully

implemented, defect free version of E1 with dependent third party software fully integrated

• Updated project plan with closing documents, including lessons learned

Staffing (Proposal Section 5.0) Complete Attachment 5 (Staffing Matrix) indicating all resources that will be required by the project by Phase for each month of the implementation schedule. The District will facilitate access to all information needed, but to comply to the expectations of this RFP and the contract with the District, the proposer should demonstrate in their proposal that they have the technical knowledge and staffing to be the complete consulting and professional services provider of all necessary resources for data conversion, data structuring, module implementation, business analysis, and training throughout the entire lifecycle of this project. Third-party hosting will be acceptable within the terms of the contract, but the firm must provide all required information regarding that firm as described in this RFP. The Project Director and Project Managers working on this project are expected to be onsite for the entirety of this project, virtual management is not acceptable.

The suggested level of staffing for implementation should include, but is not limited to:

3.8.1 One (1) onsite Project Director with high level expert knowledge including the implementation of multiple ERP projects for the public sector, including state/local governments or educational institutions of at least the scale of the School District of Manatee County. The Project Director is the day to day leader of the project and the first level of escalation for any project team issues. He/she participates in project planning and the development of the Project Charter and Plan; provides support for the Project Manager; assists with major issues, problems, and policy conflicts; removes obstacles; is active in planning the scope; approves scope changes; and signs off on major deliverables and milestones.


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3.8.1.1 The Project Director and his staff will evaluate the current JDE World and other data systems within the District and develop a plan for phased replacement with JDE E1 modules; including in the plan a system for archiving of data based on best practices and meeting Florida statutory requirements. The Project Director and his staff shall be capable of analyzing and identifying gaps in the current data structure and suggesting implementation of any other modules in the JDE E1 suite. The Project Director will facilitate the implementation of all software using his/her staff; coordinate, track, and oversee all work done; and provide weekly status reports to senior District management. The Project Director will serve as the main point of contact in the event of any issues that occur throughout the project and is directly answerable to District management staff. The Project Director will be required to be present for all meetings initiated by District staff that require the Project Director’s attendance. The Project Director will be responsible for ensuring that the project proceeds within budget and on time, meeting all requirements of the District.

3.8.2 Four (4) onsite Technical Project Managers, each with expert level knowledge of the module or suite being implemented. The project managers will work with their personnel and the District’s staff to facilitate the conversion of data and implementation of the software proposed. The project managers will be required to participate in the work being done and should have past experience in ERP implementation and the module to which they are assigned.

NOTE: This project requires the onsite support of those Project Managers assigned. Virtual project management will not be considered adequate to meet the requirements of the project and the proposer should consider this before submitting a proposal to the District. Project Managers and their staffing should be adequate to support all operations required for conversion and implementation. While the District is seeking consulting services from the proposer for the overall project plan and process analysis as part of the initial phase of this project, the successful proposer shall be capable of providing professional services to implement the project plan. Expecting District staff to enter all data or perform conversion operations will be considered noncompliance. It should be noted that statements such as, “You should enter your data because you know it best,” will be considered noncompliance under this contract with the District.

3.8.3 Four (4) Business Analysts, each with expert level knowledge in the module or suite to which they are assigned. The Business Analysts should evaluate the District’s business processes and determine the best implementation practices to facilitate a smooth transition and a successful end product.

3.8.4 Two (2) Training Specialists to train District’s personnel in the utilization of the new software implementation. The Training Specialists should design and be incorporated into the training plan and provide initial, as well as, ongoing support in training the Districts personnel. The training must be designed to allow for multiple training


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sessions and ongoing training for both the super-user technical staff, as well as, all end-users.

3.8.5 Systems Integration personnel should be assigned as needed to complete 100% of the implementation effort, including editing and design of new modules, data conversion, and the completion of any other areas involved in the implementation of this project.

3.8.6 The proposer should also include resumes with Attachment 5 (Staffing Matrix) for the personnel proposed for the following positions: Project Director, Project Manager, Business Analyst, and Training Specialist.

3.8.7 Attachment 5 (Staffing Matrix) must be consistent with Attachment 4 (Costs) and other sections of this RFP. The purpose of Attachment 5 (Staffing Matrix) is to provide the District with an estimate of resources that will be required for implementation and training. Include an estimate for all activities that would be included in the project plan for all resources, both District and vendor. Attachment 4 (Costs) and Attachment 5 (Staffing Matrix) can be edited as needed to provide a complete overview of the staffing requirements the proposer will provide.

3.8.8 The District reserves the right to alter work effort estimates after further discussion with the vendor. The primary implementation firm will be responsible for providing a project plan and keeping the project plan updated during implementation.

3.8.9 Work effort estimates must include any work needed from the District staff during implementation and must match work effort estimates provided in Attachment 5 (Staffing Matrix).

3.8.10 Include a Sample Project Organizational Structure (see below for sample format) with Attachment 5 (Staff Matrix).


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Deputy Superintendent of Operations

Chief Financial Officer

Chief Information Officer

Executive Director Human Resources

Director of Planning and Performance

District Project Manager

Manager, Software Systems Engineering

Project Director

Implementation Firm

Module Specific Project Manager

Module Specific Project Manager

Teams

Project Gap Analysis, Planning, and Conversion

Module Specific Business Analysts

Module Specific Trainers

Module Specific Business Analysts

Module Specific Trainers

Systems Engineer

Training Team

Support Team

Systems Engineer

Systems Engineer

Systems Engineer

Training Team

Training Team

Training Team

Support Team

Support Team

Support Team

Conversion and Integration Personnel with Project Management

Oversight


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Training Plan (Proposal Section 6.0) The proposer must provide a detailed plan for training. This information MUST include:

3.9.1 Overview of proposed training plan/strategy, specifying how and when training is to be delivered for both on-site and off-site training, web training services for the core project team, end users, and technology personnel.

3.9.2 Describe the role of District and proposer staff for training, including the design and implementation of the training plan, development of training materials, and level of assistance with training.

3.9.3 User Productivity Kit Development: The District has begun utilizing Oracle’s User Productivity Kit. The proposer should provide a plan for developing UPK content as part of the overall training and implementation plan.

3.9.4 Complete Attachment 4 (Costs) with information regarding training courses and price for training.

3.9.5 Provide descriptions of classes/courses proposed in the training plan. (The proposer should specify the unit of measure for its training (e.g., units, classes, days, etc.) and define the hours associated with these units of measure.) The proposer must be very clear about exactly what training courses are included in the cost of the proposal and for whom (i.e., HR, Finance, etc.).

3.9.6 Provide options for ongoing training. Please indicate locations, frequencies, and topics for ongoing training.

NOTE: The School District of Manatee County will own all training products developed for this project. All training sessions will be recorded by the District for future training and may be used by the District to develop web-based training programs for District employees.

Hosting and Support Program (Proposal Section 7.0) The proposal must specify the nature of any post-implementation and on-going support provided by the vendor including:

3.10.1 Provide a detailed explanation of the level of user support that will be provided throughout the implementation process, as well as, the availability and cost for ongoing technical support and training. Attachment 4 (Cost Schedule) can be modified to answer any part of this section as necessary.

3.10.2 List any additional recommendations for staffing after product stabilization to support the ongoing maintenance and administration of ERP system (include both IT support and business area administrative staffing).

3.10.3 Give a detailed explanation of the hosting plan, specify whether it will be provided by the proposer or by a third party.


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3.10.4 Indicate the level of support from the hosting provider, i.e. 24/7 phone support, technical support, etc. If hosting is through a third party, provide a description of the process for working with the host provider and a process for disagreement resolution with the provider.

3.10.5 Describe how data security is maintained at rest and in transit by the host and what types of data security they will provide for the District.

3.10.6 Describe the disaster recovery plan in the event of disruption to the hosting provider or the District.

NOTE: As part of a contract with the District, the contracted firm assumes full liability for any data disclosure, intentional or otherwise.

Essay Responses (Proposal Section 8.0) The District has some unique questions or business process needs that it would like addressed as part of this RFP. Proposers are required to answer the following questions with as much detailed information as possible. Proposers are strongly encouraged to make sure the response answers the questions and is not comprised of marketing material. These questions may appear again during software presentations and during contract negotiations.

3.11.1 Integration. The District expects for its chosen system to be integrated to the greatest extent possible with other components of the system, including third-party products. Please identify each proposed module, including third-party products and its level of integration with the remainder of the proposed solution.

3.11.2 Data Archiving. The District would like to implement a data archiving program to archive data older than five (5) years old. Please explain your solution for data archiving and how it satisfies the Florida State Department of Education and state-wide statuary requirements.

3.11.3 Multiple Fiscal Years. The District has several business requirements that address multiple fiscal years (i.e., District Fiscal Year versus Federal Fiscal Year) and multi-year planning (e.g., capital budget planning). Explain how your solution can accommodate multiple fiscal years and the process to reconcile the variances. Provide public sector examples where you have implemented this strategy.

Client References (Proposal Section 9.0) The District considers references for both the implementation and hosting services to be important in its decision to award a contract. Vendors should supply public sector references that will be available to speak with one of the District’s representatives for approximately 30-60 minutes. The same template of questions will be asked of all references, however questions specific to a firm’s RFP response will also be asked. The District will not call proposers to tell them that their references will be contacted because all references provided will be contacted by the District during the selection process. Similarly, the District will not work through a proposer’s reference manager to complete a reference. The names, phone numbers, and email addresses of the project manager or person with broad knowledge of the project for each reference must be listed. Failure to provide this information may result in the proposer being disqualified.


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Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM District management personnel may participate in the reference checking process and the District reserves the right to contact additional clients for references, if deemed necessary.

For all reference checks, if incorrect contact information is provided by the proposer, the District will not attempt to locate the correct information.

Implementation Firms: Using the forms attached to this RFP as Attachment 2 (References), implementation firms are also expected to provide five (5) public sector client references in which they served as the prime implementer (not a sub-contractor) for past clients who were converting JDE World to JDE E1 with a comparable solution and scope of work. References should be from local and/or state government implementations or educational institutions of a similar or larger size to the District. References should be for fully completed (live) installations. Please inform references that they will be contacted by the District.

3.12.1 Third-Party Hosting Firms (if applicable): Using the form attached to this RFP, Attachment 3 (Third-Party Hosting Reference Form), third-party hosting firms must provide at least (5) public sector client references. Ideally, references should be similar in size to the District and have a similar implementation scope. Please inform references that they will be contacted by the District.

Exceptions to the RFP (Proposal Section 10.0) All requested information in this RFP must be supplied. Proposers may take exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section and a written explanation shall include the scope of the exceptions, the ramifications of the exceptions for the District, and the description of the advantages or disadvantages to the District as a result of exceptions. The District, at its sole discretion, may reject any exceptions or specifications within the proposal.

Sample Documents (Proposal Section 11.0) Proposers should include sample copies of the following documents. Although they are sample forms, the documents must contain all material terms so that the District can fairly evaluate the proposer’s forms.

• Sample hosting agreement.

• Sample implementation services agreement.

• Sample standard reports (Include a report style that will provide a comprehensive look at the District for School Board use on a routine basis).

• Sample documentation (user guides, training materials, etc.).

• Sample implementation project plan.

• Sample weekly project status reports

• Sample agreements from third-party vendors (if applicable) proposed if the District will be required to contract directly.


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Proposal Pricing (Proposal Section 12.0) Proposers should submit pricing in the format provided in Attachment 4 (Costs) to this RFP and as per instructions in section 2.1. The District’s Evaluation Team will review pricing information.

3.15.1 The District reserves the right to contact proposers on price and scope clarification at any time throughout the selection process and negotiation process.

3.15.2 It is important that proposers use a format similar to the one presented in this RFP even if another format is provided. Attachment 4 (Costs) should include total price for all consulting, professional services, and additional costs to acquire services referenced in the proposal including third-party prices. If third-party services are included, do not provide separate versions of Attachment 4 (Costs) for each third-party service.

3.15.3 Do NOT use “To Be Determined” or similar annotations in the cells for cost estimates. The District is asking proposers to estimate prices and hours for all categories with the understanding that they may have to make assumptions. Such assumptions should be stated. Proposers may submit additional pricing sheets as an addendum to the cost template; however the cost template MUST be completed.

3.15.4 The District may award a purchase contract, based on initial offers received without discussion of such offers. A proposer’s initial offer should, therefore, be based on the most favorable terms available. It may also request revised pricing offers from such proposers, and make an award and/or conduct negotiations thereafter.

3.15.5 Attachment 4 (Costs) should be consistent with Attachment 5 (Staffing Matrix)

NOTE: This project should be proposed with a multiphase plan. Due to the length of this project, completion off all phases will span multiple fiscal years for the District. The proposing firm must agree to accept payment for only the work done as each phase of the project is completed. The cost of each phase and all work completed should be well documented in the project plan proposed by each firm.

Include all Attachments

4.0 PROPOSAL EVALUATION CRITERIA Project Governance and Evaluation Structure

The District will use the following two-tiered structure for the evaluation of the professional implementation services proposals received in response to this RFP:

4.1.1 Executive Committee: The District’s Executive Committee (the “Executive Committee”) will play the main “governance” role on the project and will make a final recommendation to the District’s senior staff. The Executive Committee will base its recommendation(s) on input from the Proposal Evaluation Team.


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4.1.2 Proposal Evaluation Team: The Proposal Evaluation Team (the “Evaluation Team”) will be responsible for tasks such as reviewing and evaluating all received proposals, participating in meetings to elevate proposals at each decision point, and participating in any other evaluation tasks that may be required, such as site visits. The Evaluation Team’s first objective is to recommend to the Executive Committee the elevation of up to three (3) proposers to the “short-list” for discussion and demos. The final objective after this phase of the RFP will be to recommend to the Executive Committee a proposer with whom to negotiate for a final contract.

Overview of the Evaluation Process The District will review all proposals received as part of the evaluation process noted below. For each decision point in the process, the District will evaluate proposers according to specific outlined criteria and will then elevate up to three (3) proposers to compete in the next level. Proposers not initially elevated may be elevated at a later date if it is deemed in the best interest of the District to do so.

The sole purpose of the proposal evaluation process is to determine which implementation best meets the District’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide the best solution for the District’s current and future needs based on the information available and the District’s best efforts of determination.

The proposal evaluation criteria should be viewed as standards that measure how well a proposer’s approach meets the desired requirements and needs of the District.

4.2.1 Submitted proposals will be evaluated by the Evaluation Team. During the evaluation

process, the District reserves the right, where it may serve the best interest of the District, to request additional information or clarification from firms submitting proposals. At the discretion of the District, firms submitting proposals may be asked to make oral presentations as part of the evaluation process.

4.2.2 The District will use a competitive process based upon elevating a certain number of proposers to compete against each other at different levels (stages) of the process. Proposers, by signature on this document, are recognizing and acknowledging that if a proposer fails to meet expectations during any part of the process, at the sole determination of the District, the District is reserving the right to proceed with the remaining proposers or to elevate a proposer that was not elevated before.

4.2.3 The scoring of proposers at each level will follow the description outlined in the table below. Selection of the final proposer will be based upon this process.

4.2.4 Each member of the Proposal Evaluation Committee will individually score compliant proposals. Scores will be totaled, averaged and ranked, highest score to lowest score. Up to three (3) of the highest-ranked proposers will be recommended to the Executive Committee, and then to the School Board, for elevation to the demonstration phase of the RFP.


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Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM Proposer Scoring Criteria

Scoring Categories To Determine Firms Elevated Maximum Points Possible

Technical capabilities

• Responses to Districts functional requirements

• Ability to provide requested reports

• Data conversion services

• Quality of technical and functional support

• Change management offerings

• Training plan

• Hosting plan

• Provision of a best practice implementation methodology

• Other technical considerations

• Responses to essay questions

200

(20 points max. per category)

Qualifications of firm

• Qualifications of staff

• Experience with public sector/K-12 implementations

• Scope of services traditionally offered

• Other qualifications specific to proposer’s RFP submittal

80

(20 points max. per category)

Price 20

(Determined based on quality and extent of the proposer’s services and best value, not lowest

bidder)

References (every reference will be checked via phone, fax, or email at the sole discretion of the District)

20


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Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No. 15-0065-SM Proposer Scoring Criteria

Scoring Categories To Determine Firms Elevated Maximum Points Possible

Compatibility with District’s terms and conditions 20

(Determined based on quality of proposal and the proposer’s ability to

comply with the District’s Terms and

Conditions).

The following rubric will be used in scoring:

20 Exceptional/Outstanding: Exceeds evaluation standards in a beneficial way, and meets the outcomes identified; contains strengths and no weaknesses or deficiencies. Innovative, comprehensive, and complete in all details, meeting or exceeding performance standards.

15 Excellent/Above Average: Exceeds evaluation standards in a beneficial way and meets the outcomes identified. Comprehensive and complete, having no significant weaknesses. May be lacking some of the strengths but generally meets performance standards.

10 Average/Acceptable: Meets outcomes and performance standards. May contain weaknesses which are not significant and may be correctable.

5 Below Average/Marginal: Fails to meet evaluation standards. Lacks essential information to support the proposal. Does not contain the outcomes and contains significant weaknesses.

1 Unsatisfactory/Unacceptable: Fails to meet the minimum evaluation standards; deficiencies and/or weaknesses are uncorrectable. Demonstrates a lack of understanding of the requirements or omissions of major areas.

0 Unresponsive: Does not provide enough information to judge/score.

A “half-score” or .5 rating may be added to any criterion score if deemed required by evaluator.

Proposal Timeline The table below outlines the general schedule for this proposal cycle.

Proposal Schedule Date Event

Thursday, December 18, 2014 RFP is Issued

Wednesday, January 07, 2015 Last day to submit written questions for pre-proposal conference via email: [email protected]


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mailto:[email protected]


Proposal Schedule Date Event

Wednesday, January 14, 2015 Pre-Proposal Conference – meeting will be located at 215 Manatee Avenue West, Bradenton, Florida @ 3:00 p.m.

Friday, January 16, 2015 Follow up questions to the Pre-Proposal Conference due to Purchasing via email.

Thursday, January 22, 2015

Addendum Issued in Response to Questions and Pre-proposal Meeting, posted on the Purchasing website http://www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing and VendorLink www.myvendorlink.com

Thursday, February 05, 2015

Proposal due in Purchasing @ 3:00 p.m. E.T. Public bid opening to follow immediately thereafter in Room 406, Purchasing Department, School Support Center, 215 Manatee Ave. West, Bradenton, Florida

Monday, February 23, 2015

Evaluation Committee Meeting – Evaluate bids and make selection of contractor(s). Evaluation meeting will be located at 215 Manatee Ave West, Bradenton, FL @ 8:30 a.m. in Room 203.

*Monday, March 02, 2015

Notice of Intent to Award posted to the Purchasing Department website @ http://www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing and VendorLink www.myvendorlink.com

*Tuesday, March 10, 2015 School Board Workshop Presentation *Tuesday, April 28, 2015 School Board Award of Proposal

* If the time allotted to evaluate bids and make the selection of contractor(s) as stated above proves to be insufficient, the posting of the Notice to Intent to Award and the Board approval date could both move two weeks or more. Continue to monitor our website or contact the purchasing department for more specific information as to when the notice will be posted.

5.0 CURRENT ENVIRONMENT

Likely System Interfaces Proposers should evaluate the following list of likely interfaces. If the proposer agrees that it is unlikely that the functionality as described in the description column can be provided by the proposer’s software, the cost of an interface to these systems MUST be included in the cost of the proposal. If the interface cost does not include all of the following interfaces, proposers must be very specific about which are not included and provide a detailed explanation of how that functionality will be performed.


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Table 5.1 System Interfaces System Description Nature of Interface

Focus Student Information System

Send Teacher/employee information; retrieve course code, school information

Horizon Food Service Import Cash Deposits, Meal Counts

Accolade/Equitrac/RSA Xerox Print Billing Import in Printer Charges and Bill Appropriately

Florida School Book Depository (FSBD)

Integration with the State of Florida School Book Depository

Export Instructional Material Orders, Import FSBD Catalog

Regions Bank Purchase Card Import Pcard Transactions for Reconciliation

Suncoast Credit Union Payroll ACH, Deductions, Positive Pay

Transmit Payroll ACH for all Employees for Disbursement 2) Send file for special deductions for Employees who use this as their bank 3) Send positive pay file

Pesco Benefits Program Transmit payments and employees covered with every payroll run

Cafeteria Plan Flexible Benefits Plan Transmit payments and employees covered with every payroll

Penco Investment Plan Transmit payments and employees covered with every payroll

Benefit Focus Heath Insurance / Flexible Benefits

Import Mass Plan changes

Retirement Transmission Retirement Transmission File

Transmit payments and employees covered with every payroll

Child Support Child Support Transmit payments and employees covered with every payroll

Active Directory Email Integration Import email addresses for employees Ascriptica Professional

Development Import Course Points Earned

SUI State Unemployment Insurance

Build XML for Transmission

Bencor Retirement Plan Export employee information

FICA Create FICA Eligibility File

Export

ConnectEd Telephony Calling System

Export Employee Info


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Table 5.1 System Interfaces System Description Nature of Interface

FISH Florida Inventory of School Houses

Import State FISH Information

RFSmart Barcode and Inventory Scanning

Warehouse and Vehicle Maintenance

Desktop Printing Billing of Internal Print Charges

Import of printer usage details

Softdocs Document management

Export data for graphical overlays and final print storage of Pcards, paychecks, W2, 1099, PO’s and A/P Checks

Positive Pay Bank of America Build positive pay file and export

E-payables Electronic Payments Export data to bank for epayables processing for vendors who opt in

Budget External Budgeting Information

Import budget information

TNL Employee Evaluation and Professional Development

Export employee data and import evaluation status and PD

Taleo Applicant and Recruitment

Integrations to/from JDE World/E1 to Taleo

IRS Tax ID Number Match

IRS Validation Export file to upload to IRS tool

This table does not preclude the District from requesting additional interfaces on implementation.

Data Conversion For purposes of determining level of effort for data conversion, Proposers should assume that the District wishes to convert at least the following data indicated in Table 5.2.

Table 5.2 Data Conversion – Current Systems Source System Data Element Years Retained

JDE World A9.3.1 All Modules including but not limited to: A/R, A/P, General Accounting, Budget, Fixed Assets, Equipment and Plant Management, HCM, Position Control, Distribution, PCard, Manufacturing, Construction, Work Orders, and Subcontract Management and Reporting Modules

15

Professional Development Custom in-house module located on iSeries


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Table 5.2 Data Conversion – Current Systems Source System Data Element Years Retained

RFSmart current 3rd party provider

This table does not preclude the District from requesting additional data conversion on implementation.

Custom Programs/Processes

For purposes of determining level of effort for implementation, Proposers should assume that the District wishes to accommodate at least the following functionality currently achieved by Custom Programs / Processes indicated in Table 5.3.

Table 5.3 Custom Programs/Processes Custom Process Custom Process

Sick Bank Learn and Earn Process Professional Development Medicare Part D Files / Reporting Mass Add / Update for Fixed Assets End of Year Teacher Evaluation

Setup PCard Superusers Position Requisition Webapp

Build Individual Security PO Receiving Report Print Profile Summary Asset Barcode label printing Build links to Document Mgmt docs Post RE to F0902 Encumbrance

Effective Unencumbered Balance Rpt Encumbrance Integrity/Fix process Creation of Workers Comp JE Updates to Work Order codes – rules

based Creation of Federal Project Indirect JE Multiple Custom Payroll Reports FA399 Report Reset pay on standard hours in

payroll Auto Approval of Budget Amendments DROP information Desktop Printer Assignment Longevity Bonus Program

Workers Comp Integrity Reappointment Slip Processing Create Payroll Encumbrances Notification Emails (NAG) Position Control budget creation Item Master Request Module Fixed Assets Transfers – special handling Post Instructional Materials to

Fixed Assets Barcode Inventory Sales Order Verification & Commission Setup

This table does not preclude the District from requesting additional custom code functionality on implementation.


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ATTACHMENT 1: RFP SUBMITTAL CHECKLIST

RFP Submittal Checklist

Task Reference Submitted Introductory Material 3.3 Executive Summary 3.4 Scope of Services 3.5 Company Background 3.6 Audited Financial Statements -- Implementation Plan 3.7 Staffing 3.8 Training Plan 3.9 Hosting and Support Program 3.10 Essay Responses 3.11 Client References 3.12 Exceptions to the RFP 3.13 Sample Documents 3.14 Pricing Proposal 3.15 Include All Attachments See below Required Attachments Attachment 1 RFP Submittal Checklist This sheet Attachment 2 Reference Form Attachment 2 Attachment 3 Third-party Hosting Reference Form (if Applicable) Attachment 3 Attachment 4 Cost Schedule Attachment 4 Attachment 5 Staffing Matrices Attachment 5 Attachment 6 Company Background Attachment 6 Attachment 7 Supporting Effort Attachment 7 Attachment 8 Project Disagreement Resolution Attachment 8 Attachment 9 W-9 Form Attachment 9 Attachment 10 Statement of “No Proposal” Attachment 10 Attachment 11 Public Records Law and Confidentiality Agreement Attachment 11 Attachment 12 Drug Free Work Place Certification Attachment 12 Attachment 13 Federal Debarment Certification Attachment 13 Attachment 14 Bidder’s Statement of Principal Place of Business Attachment 14 Attachment 15 Bidder’s Statement of Local Preference Attachment 15 Attachment 16 Signature Page Attachment 16 All requirements outlined in section 3 -- Any Addenda issued as supplemental information to this RFP, signed where indicated --


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ATTACHMENT 2: REFERENCE FORM

Please provide at least five (5) references for implementation services that most closely reflect consulting projects that are similar to the District’s scope of work. These references should be sites where the proposed software was installed and has been FULLY IMPLEMENTED and is "live.” Please use the following format in submitting references. IF PROPOSERS UNLOCK THIS DOCUMENT, NOTE THAT SIGNATURE ON THE FINAL RFP PAGE CERTIFIES THAT NO DISTRICT-PROVIDED INFORMATION HAS BEEN ALTERED.

GENERAL BACKGROUND Name of Client: Address: Project Manager/Contact: Title: Phone: E-mail address: Software Program/Version: Summary of Project: Number of Employees: Approximate Size of Operating Budget:

Project Statistics Implementation

Total Implementation and Conversion Cost:

Go-Live Date:

Yearly Support Cost:

Length of Project (Implementation)(mos.):

Training Provided to Customer (Y/N):

Functionality

Was hosting implemented by the proposer as part of this project? (Y/N):

If hosting was implemented by the proposing firm, state the yearly cost of hosting:

Indicate all modules Converted from JDE World to JDE E1:

Indicate any new modules added to the client’s ERP suite to improve business systems:

Physical Characteristics

Hardware Platform:

Database Platform:

Operating System:

Software Program/Version for the primary software:


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ATTACHMENT 3: THIRD-PARTY HOSTING REFERENCE FORM

Please provide at least five (5) references that most closely reflect hosting projects that are similar to the District’s scope of work. These references should be sites where the proposed effort is/was completed and has been FULLY IMPLEMENTED and is "live.” Please use the following format in submitting references. IF PROPOSERS UNLOCK THIS DOCUMENT, NOTE THAT SIGNATURE ON THE FINAL RFP PAGE CERTIFIES THAT NO DISTRICT-PROVIDED INFORMATION HAS BEEN ALTERED.

GENERAL BACKGROUND Name of Client: Address: Project Manager/Contact: Title: Phone: E-mail address: Software Program/Version: Summary of Project: Number of Employees: Approximate Size of Operating Budget:

Project Statistics Implementation

Total Hosting Implementation Cost:

Go-Live Date:

Yearly Support Cost:

Length of Contracted Hosting with this Client:

Training Provided to Customer (Y/N):

Physical Characteristics

Hardware Platform:

Database Platform:

Operating System:

Software Program/Version for the primary software:

Additional Software Programs/Versions Hosted:


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ATTACHMENT 4: COST SPREADSHEETS

ATTACHMENT 5: STAFFING MATRICES

PLEASE NOTE THE FOLLOWING IMPORTANT INFORMATION:

All spreadsheet attachments must be fully completed and returned in order for a proposal to be considered responsive.


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ATTACHMENT 6: COMPANY BACKGROUND

Complete one form implementation services firm and third-party vendor identified in your proposal. IF PROPOSERS UNLOCK THIS DOCUMENT, NOTE THAT SIGNATURE ON THE FINAL RFP PAGE CERTIFIES THAT NO DISTRICT-PROVIDED INFORMATION HAS BEEN ALTERED.

Company Background

Company Information Company Name:

Company Location:

Location of corporate headquarters

Location of nearest office to the District

Proposer Experience Market Focus:

Identify other industries serviced

User Group:

Identify national and regional user groups Explain the purpose and function of user

Groups Identify if there is an annual or biannual user conference

Identify next planned national conference (location and date

Customer Base:

# of public sector clients

# of school district clients

# of school district clients using the version of the software application being proposed.

# of district clients in Florida

Identify by name some of the clients similar to the District (e.g., similar in size, complexity, location, type of organization)

Organization Size If Proposer is a subsidiary, identify # of employees in proposing company/division.

Total Revenue:

If Proposer is a subsidiary, identify revenues of proposing company/division

Identify the percentage of revenue used for research & development by the proposing company/division


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Company Background

Corporate Notes Ownership:

Privately held? Publicly traded? Parent Company?

Certified Partnerships:

Identify any certifications held by your firm if you are implementing or reselling another firm's products.

If partnering, please identify the amount of time the implementer has worked with the software proposer and how many implementations the two parties have completed together.

If using a third-party product, please identify the amount of time the implementer has worked with the

Terminated Projects:

List any terminated public sector projects.

Please disclose the jurisdiction and explain the reason for the termination.

Organizational Size Number of Employees:


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ATTACHMENT 7: SUPPORTING EFFORT

IF PROPOSERS UNLOCK THIS DOCUMENT, NOTE THAT SIGNATURE ON THE FINAL RFP PAGE CERTIFIES THAT NO DISTRICT-PROVIDED INFORMATION HAS BEEN ALTERED.

Proposed Support Post-implementation support Days of on-site support after go-live

Other on-site support after go-live (month end, year end, open enrollment, etc.)

Other Support: Remote desktop support

Additional on-site support

Telephone Support Hours available

Problem Reporting and Resolution Procedures

Response time for various levels of severity

User Groups Local User Group

User Group Members (number)

Additional Training Frequency of availability of additional training of high-level technical user training

Frequency of availability for additional training of end-users

Third Parties Support provided for third-party products


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ATTACHMENT 8: PROJECT DISAGREEMENT RESOLUTION

Should a disagreement develop during any phase of this project over processes, implementation or personnel the final determination in the issue will be resolved using the following process:

1. The issue should be evaluated thoroughly to make sure it is necessary to elevate its determination to committee level. The issue should be resolved at the lowest level possible.

2. Both the prime contractor and District personnel should notify their respective organization of the issue so that both organizations can have a chance to resolve the issue equitably before elevation.

3. If determined that the issue needs resolution through a joint committee, a detailed report describing the issue and proposed resolutions should be prepared for committee review. The report should include any actions taken to date, as well as those that may be affected pending the result of the committee’s decision.

4. An evaluation committee will be formed consisting of the District Superintendent of Operations or his designee, Director of Planning and Performance, an officer from the Implementation firm, and the Project Director. If the issue concerns contractual interpretation, the District Attorney will be present to interpret the terms and requirements.

5. The escalating team will present the issue to the committee and be excused. The escalating team will not take part in the committee’s final discussion.


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ATTACHMENT 9: PROVIDE W-9 TAX FORM

http://www.irs.gov/pub/irs-pdf/fw9.pdf

http://www.irs.gov/pub/irs-pdf/fw9.pdf

ATTACHMENT 10: STATEMENT OF “NO PROPOSAL”

PROPOSAL ON SOFTWARE IMPLEMENTATION SERVICES FOR THE ENTERPRISE RESOURCE

PLANNING (ERP) SYSTEM, MCSD No. 15-0065-SM School District of Manatee County Purchasing Department 215 Manatee Avenue West Bradenton, FL 34205 We are not submitting a proposal for the following reasons: ☐Insufficient time to respond. ☐We do not offer this product or service. ☐Our schedule would not permit us to perform. ☐Unable to meet specifications. ☐Unable to meet insurance requirements. ☐Other (Specify Below)

☐Please remove our name from your Bidder’s List for this classification of materials/services. (Vendor Link is a self-service website, if you have registered and do not want to receive solicitations for this classification of materials/services, you will need to remove the classification of materials/services from you vendor profile.)

NAME OF PROPOSER ADDRESS SIGNATURE TITLE


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ATTACHMENT 11: PUBLIC RECORDS LAW AND CONFIDENTIALITY

AGREEMENT

PROPOSAL ON SOFTWARE IMPLEMENTATION SERVICES FOR THE ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM, MCSD No. 15-0065-SM

Pursuant to chapter 119, Florida Statutes, proposals received will not become public record until thirty (30) days after the date of opening or until posting of a recommendation for award, whichever occurs first. Thereafter, all proposal documents or other materials submitted by proposers, including claimed confidential information, will be open for inspection by any person in accordance with chapter 119, Florida Statutes. If a Proposer claims any part of the proposal is confidential and exempt from chapter 119, Florida Statutes, the confidential material must be submitted in a separate sealed envelope clearly marked confidential, cross-referenced to the portion of the proposal to which the confidential material is applicable and a cite to the statutory or other source of the claim of confidentiality. The claimed confidential material must not be included in the copies of the proposal or CD disks. Failure to strictly comply with these requirements will be deemed a waiver of any claim of confidentiality and the proposal will be deemed nonresponsive. If there is a public records request for proposal documents or other materials submitted by a Proposer and the Proposer has claimed certain materials in separate sealed envelopes to be confidential and exempt from chapter 119, Florida Statutes, the District will notify the contact person identified in the proposal in writing that the materials claimed to be confidential and exempt will be produced pursuant to the public records request unless, within 10 calendar days of the date of the written notification, the Proposer initiates an action in a court of competent jurisdiction to obtain a preliminary injunction prohibiting release of the materials claimed to be confidential and exempt and a judicial declaration that the materials are confidential and exempt from chapter 119, Florida Statutes. Failure to timely initiate the action will be deemed a waiver by the Proposer of the claim that the materials are confidential and exempt. The Proposer will name the party requesting the records as a defendant and will not name the School Board as a party to the action. By designating materials as confidential and exempt, the Proposer agrees to hold the District harmless from any award to a plaintiff for damages, costs or attorneys fees and for costs and attorneys fees incurred by the District in any action involving the claimed confidential and exempt materials. The form set forth below will be affixed to the separate sealed envelope containing the claimed confidential and exempt materials. No. _____________________________ CONFIDENTIAL AND EXEMPT MATERIALS Section of Proposal____________________ Legal Basis__________________________ As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

______________________________________________________

VENDOR’S SIGNATURE/DATE ______________________________________________________ COMPANY NAME


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ATTACHMENT 12: DRUG FREE WORK PLACE CERTIFICATION


PLANNING (ERP) SYSTEM, MCSD No. 15-0065-SM I hereby swear or affirm that this company has established a drug-free work place program by completing the following requirements: 1) Published a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the work place and specifying the actions that will be taken against employees for violations of such prohibition. 2) Informed employees about the dangers of drug abuse in the work place, the business’s policy of maintaining a drug-free work place, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3) Given each employee engaged in providing the commodities or contractual services that are under proposal a copy of the statement specified in subsection (1). 4) In the statement specified in subsection (1), notified the employees that, as a condition of working on the commodities or contractual services that are under proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the work place no later than five (5) days after such conviction. 5) Imposed a sanction on, or required the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted. 6) Make a good faith effort to continue to maintain a drug-free work place through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

______________________________________________________

VENDOR’S SIGNATURE/DATE ______________________________________________________ COMPANY NAME


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ATTACHMENT 13: FEDERAL DEBARMENT CERTIFICATION


PLANNING (ERP) SYSTEM, MCSD No. 15-0065-SM

CERTIFICATION REGARDING DEBARMENT, SUSPENSION INELIGIBILITY AND VOLUNTARY EXCLUSION - LOWER TIER COVERED TRANSACTIONS

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part 3017, Section 3017.510, Participants responsibilities. The regulations were published as Part IV of the January 30, 1989, Federal Register (pages 4722-4733). *** BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON NEXT PAGE *** (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is

presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such

prospective participant shall attached an explanation to this proposal. ____________________________________________________________________________________ Organization Name PR/Award Number or Project Name ____________________________________________________________________________________

Name(s) and Title(s) of Authorized Representative(s) ____________________________________________________________________________________

Signature(s) Date Form AD-1048 (1/92)


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INSTRUCTIONS FOR CERTIFICATION

1. By signing and submitting this form, the prospective lower tier participant is providing the certification set out on the reverse

side in accordance with these instructions. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was

entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to whom this proposal is submitted

if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant,"

"person," "primary covered transaction," "principal," "proposal," "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered

into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled "Certification

Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered

transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List.

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good

faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly

enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

Form AD-1048 (1/92)


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ATTACHMENT 14: BIDDER’S STATEMENT OF PRINCIPAL PLACE OF BUSINESS

(To be completed by each Bidder)

Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No.

15-0065-SM

Name of bidder: __________________________________________________________________________________________ Identify the state in which the bidder has its principal place of business: ______________________________________________ INSTRUCTIONS: IF your principal place of business above is located within the State of Florida, provide the information as indicated above and return this form with your bid response. No further action is required. IF your principal place of business is outside of the State of Florida, the following must be completed by an attorney and returned with your bid response. Failure to comply shall be considered to be non-responsive to the terms of this solicitation.

OPINION OF OUT-OF-STATE BIDDER’S ATTORNEY ON BIDDING PREFERENCES (To be completed by the Attorney for an Out-of-State Bidder)

NOTICE: Section 287.084(2), Fla. Stat., provides that “a vendor whose principal place of business is outside this state must accompany any written bid, proposal, or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state [or political subdivision thereof] to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts.” See also: Section 287.084(1), Fla. Stat.

LEGAL OPINION ABOUT STATE BIDDING PREFERENCES (Please Select One)

______ The bidder’s principal place of business is in the State of ________________ and it is my legal opinion that the laws of that state do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that state. ______ The bidder’s principal place of business is in the State of ________________ and it is my legal opinion that the laws of that state grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that state: [Please describe applicable preference(s) and identify applicable state law(s)]: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

LEGAL OPINION ABOUT POLITICAL SUBDIVISION BIDDING PREFERENCES (Please Select One)

______ The bidder’s principal place of business is in the political subdivision of ________________ and it is my legal opinion that the laws of that political subdivision do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision. ______ The bidder’s principal place of business is in the political subdivision of ________________ and it is my legal opinion that the laws of that political subdivision grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision: [Please describe applicable preference(s) and identify applicable authority granting the preference(s)]: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Signature of out-of-state bidder’s attorney: _____________________________________________________________________ Printed name of out-of-state bidder’s attorney: __________________________________________________________________ Address of out-of-state bidder’s attorney: ______________________________________________________________________ Telephone Number of out-of-state bidder’s attorney: (_____) _____ - _________ Email address of out-of-state bidder’s attorney: _________________________________________________________________ Attorney’s states of bar admission: ___________________________________________________________________________


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ATTACHMENT 15: BIDDER’S STATEMENT OF LOCAL PREFERENCE

(To be completed by Florida Bidder) Proposal on Software Implementation Services for the Enterprise Resource Planning (ERP) System, MCSD No.

15-0065-SM

Pursuant to School Board Policy 7.15.1, preference shall be given to a business in the purchase of commodities and services procured by the Board, so long as that business completes this form to assert local preference and establishes a “Qualifying Business Presence” in a “Preferred Geographic Area,” as defined in the policy, in one of two ways:

1. The Bidder has a permanent, occupiable, physical structure from which the Bidder operates its principal place of business in one of the “Preferred Geographic Areas”; or 2. The Bidder employs at least 75% of its total employees from within a single Preferred Geographic Area in which case the Bidder shall be deemed as having a Qualifying Business Presence within that single area.

“Preferred Geographic Area” means one or more of the following, in declining order of preference:

1. Manatee County 2. Sarasota County 3. Hillsborough, Pinellas, Polk, Hardee, or DeSoto counties 4. Any other Florida counties.

The preference awarded depends on the method of procurement. For invitations to bid, if a Local Bidder’s price is within 2% of the lowest bid, then the Local Bidder will have the opportunity to match the low bid within three business days. In Requests for Proposals, Local Bidders will receive bonus points as set out in the policy to be added to the Bidder’s final score. See the policy for more details. ------------------------------------------------------------------------------------------------------------------------------

TO BE COMPLETED BY THE BIDDER COMPLETE ONLY IF ASSERTING LOCAL PREFERENCE UNDER BOARD POLICY 7.15.1

Name of bidder: _______________________________________________________________ Principal County of business with occupiable permanent structure: _____________________ County, Florida Date principal place of business established: ______________________________ Percentage of Bidder’s employees having permanent residences in the preferred geographic area(s):

Manatee County ___________% Sarasota County ___________% Hillsborough, Pinellas, Polk, Hardee, or DeSoto counties (collectively) ___________% Any other Florida counties (collectively) __________%

By signature, the Bidder certifies that the information provided is true and correct as of the time of submission of this form. The School District of Manatee County reserves the right to request conclusive written evidence that all criteria are met. Misrepresentations made on this form or any failure to supply requested evidence shall disqualify the Bidder from asserting local preference and shall constitute grounds to reject the Bidder’s bid or proposal. Signature: ______________________________ Title: __________________ Date: _______________


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ATTACHMENT 16: SIGNATURE PAGE

The Proposer affirms that this proposal is submitted without any previous understandings, agreements, or connections with any person, firm, or corporation submitting a proposal for the same materials/services, and is in all respects fair and without collusion or fraud. The Proposer agrees to comply with the provisions of the Civil Rights Act of 1991, The Civil Rights Act of 1964, and The Americans with Disabilities Act, Age Discrimination in Employment Act, Section 1000.05, Florida Statutes, and The Pregnancy Discrimination Act. Said Proposer further agrees not to discriminate on the basis of race, sex, national origin, religion, handicap, age or marital status. By signing this agreement, the Proposer acknowledges that he/she is an authorized representative of the company submitting this proposal and has read and understands the document posted on our website, “How to Do Business with the School District of Manatee County.” *Addendum Acknowledgment: When applicable, vendor MUST acknowledge receipt of addendums. Please mark in the space provided by the appropriate Addendum Number (s). View website for addendum prior to submitting bid. (www.myvendorlink.com) or (www.manateeschools.net/pages/SDMC/Departments/District_Support_Services/Purchasing) *PROPOSALS RECEIVED WITHOUT ADDENDUM ACKNOWLEDGMENT SHALL BE CONSIDERED NONRESPONSIVE.*

Do not submit bid prior to addenda due date! Addendum No. 1 Addendum No. 2 Addendum No. 3

Mark Here Mark Here Mark Here Florida Document Number: ___________________________________________________

Registration Type: ____ Sole Proprietorship - Individual _____ Fictitious Name _____ Out of State (Foreign) Corporation _____ in State Corporation _____ Exempt BUSINESS/COMPANY NAME: ________________________________________________ MAILING ADDRESS: ________________________________________________ CITY, STATE, ZIP CODE: ________________________________________________ TELEPHONE NUMBER: _______________________ DATE _________________ FAX NUMBER: ________________________________________________ *SIGNATURE: (Blue Ball Point Pen Only) ________________________________________ NAME AND TITLE: (Typed) ________________________________________________ EMAIL ADDRESS: ________________________________________________


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