preparation of request for proposal for educational institutions jerry jackson technology project...

Preparation of Request for Proposal for Educational Institutions

Jerry JacksonTechnology Project Manager

Parkway School District


A Request for Proposal (RFP) is used for complex requirements that preclude the use of specific specifications or requirements. It will contain functional specifications for which the offeror must respond with a sealed bid. The objective of the RFP is to obtain evaluation information to determine the vendor that can best meet the requirements for a new or updated application.


Financial Considerations:• Cost Benefit Analysis• Source of Funding• Financial Tracking


Cost Benefit AnalysisComparison of cost to estimated benefit to determine feasibility of processStandard accounting process• Determine cost –– Cost of product– Labor and expenses for implementation– Labor and expenses for post implementation

• Determine Benefit– Identify all savings or generated revenue


• Determine total cost or savings for implementation and ongoing use

• Determine break even point• Present analysis and obtain approval to

continue process


Determine potential vendors• References from other districts• Internet investigation of possible vendors• Trade magazines and journals


Pre-bid ContactElectronic or telephone contact• E-mail or call vendors• Vendor presents general overview of productPre-bid conference• Tele-conference• Live presentationVendors may be given the opportunity to present overviews of their products or pre-bid demonstrations. Equity should be provided to all vendors.


Prepare RFP• Preparation of formal document• Receipt of bids• Scoring• Awarding the contract


Preparing the RFP.In the RFP you should both provide information and ask for responses. The information provided should include:• Proposal dates• Requirements• Implementation time frames• Implementation constraints


Preparing the RFP(continued)The information requested should include:• Capability of meeting requirements• References• Implementation plans including implementation

support• Personnel provided and required• Live support structure• Bid


Establishing time frames• Issue Date• Presentation Date• Due Date• Open Date• Decision Date• Award of Contract


Issue DateThis is the date the RFP will be sent to the selected vendors. All requirements must be complete. All following dates will depend upon the issue date.


Presentation Date(s)Selected vendors should be given the opportunity to demonstrate their products. There must be equity among the vendors. Any opportunity provided to one vendor should be provided to all vendors.


Due Date for receipt of RFPThe date and time for receipt must be specified and strictly adhered to. The method of response must be identified (electronic, printed, mailed, hand delivered). Specify whether the bid (dollar amount) should be sent in a separate envelope than the proposal. If so, specify the receipt date for each.


Open Date.Specify the date, time and location the RFP will be opened. If vendors attend the opening, the only information that should be provided to them is the name of the vendors that responded and the names of the vendors that did not respond. If the Bid and the Proposal are provided separately, specify the date, time and location for the opening of each envelope.


Evaluation and Scoring• Requirements• References• Demonstration• Other


Requirements• Define what the application or process will do• Formatted as statements such as:– Application will …..

• Used to allow scoring of applications• Categorize requirement as:– Required to do the job (+3)– If not present, job can continue with work around (+2)– Not necessary (1)


Requirements(continued)Vendor responses can be:• Meets requirement• In Beta testing• In Planning• Does not meet requirement• Add on Feature


Requirements(continued)Numeric values assigned to each responseMeets Requirement – (+3)In Beta Testing – (+2)In Planning – (+1)Does not Meet Requirement – (0)Add on Feature – (-1)


Requirements(continued)• Total all responses for requirements• Compare totals• Rank vendors• Determine if any vendors are below the

minimum requirement total• Eliminate vendors as required


Finance Requirements Weighting:3 = Required to do job2 = If not present, job can continue with work around1 = Not necessary

Score:3 = Requirement Met2 = Can be implemented with little effort1 = Requirement not met-1 = Add on Feature

Points

General

The ability to view the activity of an account at the same time someone in the building is viewing it.

3 3 9System conforms to GAAP and is GASB compliant, OPEB Compliant 3 3 9Real-time integration exists among all modules with a drill-down capability available in all applications that can be performed outside of a pre-defined path

3 3 9Users of the drill-down capability can drill from one application into another 3 1 3Drill down capability is available within electronic reports and the reporting tool is available to report on information from all applications

3 1 3Drill-down is available from a browser interface, from within other industry standards such as Microsoft Excel and Crystal Reports

3 3 9Field and form help available 3 3 9Provide the ability to define "short cut" data entry keys with predefined account distributions 3 3 9Ability to define workflow capabilities 3 3 9Application workflow capabilities provide event monitoring, allowing for the electronic notification of the occurrence of certain processing or data values

3 3 9System enforces data logic so transactions occur in the correct order 3 3 9Ability to move while within one screen to a related screen and return, without losing data input on the first screen

3 3 9Ability to maintain security restrictions at the fund level, at any level of the account string 3 3 9System supports validation and authentication devices (i.e., biometrics, tokens, and certificates). 3 3 9Allows user to attach notes or memos to transactions 3 3 9System maintains audit trail of changes made 3 3 9Provides modifiable K12 specific portals/dashboards out of the box 3 3 9Provides modifiable K12 automated work/process flows out of the box 3 3 9Provide integrated reporting suite for ad-hoc reporting 3 3 9Provide for the modification of presentation layer screens without the customization of source code 3 3 9Provide system tools for integrating the financial system with other third party systems sub as sub finders and time entry programs

3 3 9


ReferencesVendors will provide references in the RFP. You should determine which of the references you will contact. You should also use the internet to determine districts not on the vendor list that use the product. Contact both groups and use a pre-established form to document responses.


General How long has the vendor been in business?3 = > 102 = 5 - 101= < 5

3

Is the vendor a second party reseller?3 = N2 = Y

3

What is the size of the vendor company?3 = > 502 = 10 - 501 = < 10

3

Was the product the vendor is representing developed for education uses3 = Y1 = N

3

References ( 3 = Good, 2 = Average, 1 = Poor) 3Reference 1 - Springfield 3How would you rate the vendor on knowledge of product 3How would you rate the vendor on implementation support 3Did the vendor return calls/email promptly 3Was the vendor available during off hours if needed 3How would you rate the vendor on live support 3What is your overall rating for the vendor 3Reference 2 3How would you rate the vendor on knowledge of product 3How would you rate the vendor on implementation support 3Did the vendor return calls/email promptly 3Was the vendor available during off hours if needed 3How would you rate the vendor on live support 3What is your overall rating for the vendor 3


Miscellaneous Forms


PROPOSAL NUMBER:

09-123

DATE E-MAILED TO VENDOR:

APRIL 16, 2009

GOODS / SERVICE AREA: INTEGRATED FINANCIAL / HUMAN RESOURCE MANAGEMENT SYSTEM

RFP OPENING DATE:

Date: May 4, 2009Time: 11:00 a.m. Prevailing Central Time

Location: Parkway School District

Purchasing Department363 North Woods Mill RoadChesterfield, Missouri 63017

CONTRACT PERIOD:

Unspecified

DIRECT INQUIRIES TO: Jerry Jackson

Technology Project Managere-mail: [email protected]

Parkway School District455 North Woods Mill RoadChesterfield, MO 63017

RETURN BID TO: David Torrance

Purchasing ManagerParkway School DistrictPurchasing Department363 North Woods Mill RoadChesterfield, Missouri 63017

PH: 314-415-8258 FAX: 314-415-8252


• This REQUEST FOR PROPOSAL contains the following:• • 1. INFORMATION FOR VENDORS -- The section referred to as "Information for

Vendors" contains general information about the District's business procedures.• • 2. SPECIFICATIONS -- The section referred to as "Specifications and Proposal Form"

contains specific information for the vendor regarding subject services to be procured. Please complete and sign this section and mail or hand deliver in a sealed envelope to the Parkway School District Purchasing Department only (no other location permitted), 363 North Woods Mill Road, Chesterfield, Missouri 63017 no later than the date and time of the RFP opening. NO EXCEPTIONS. Please return original and two (2) copies of all pages. Late RFPs will be returned unopened to the vendor.

• • 3. "NO-PROPOSAL" RESPONSE FORM -- Should your company decline to propose,

please fill out and return this form. Failure to respond may result in removal of your firm's name from the vendor list for future proposals.


• PARKWAY SCHOOL DISTRICT• INFORMATION FOR VENDORS• • IB-1 PROCEDURE - GENERAL INFORMATION:• • Parkway School District is seeking proposals as indicated on cover page. Proposals will be received at the Parkway School District

Purchasing Department, 363 North Woods Mill Road, Chesterfield, Missouri 63017, until 11:00 a.m. Prevailing Central Time on the date stated on the cover page at which time all proposals will be publicly opened.

• • When submitting the proposal, the vendor must:• • Sign the proposal. By signing, the vendor indicates full knowledge and acceptance of the GENERAL SPECIFICATIONS, the PROPOSAL,

and DISTRICT REQUIREMENTS. The proposal must be completed in the name of the vendor, corporate or other, and must be fully and duly executed by an authorized person. (See the "Vendor Signature Section" of the SPECIFICATIONS AND PROPOSAL FORM.)

• • If the District is unexpectedly closed on the scheduled bid opening date due to weather or other unforeseen problems, the bid

opening will automatically occur on the next regular working day at 11:00 a.m. prevailing central time.• • Proposals may not be withdrawn after scheduled time for the receipt of proposals. Errors or omissions can be corrected by a

telephone call with a follow-up in writing until 11:00 a.m. PCT (Prevailing Central Time), May 4, 2009 and shall then be deemed final, conclusive and irrevocable, and shall not be subject to correction or amendment.

• • Mail or hand carry sealed proposal to David Torrance, Purchasing Manager, Parkway School District, 363 North Woods Mill Road,

Chesterfield, Missouri 63017.


• IB-2 LENGTH OF AGREEMENT:• IB-3 AGREEMENT MODIFICATION:• IB-4 COMPANY REFERENCES, SUBCONTRACTING AND WARRANTIES:• IB-5 EVALUATION: • IB-6 BASIS OF AWARD:• • The District's policy is to award a bid based upon the "lowest and best" bid/proposal. However, the District will also strive to select proposals which

best fulfill the District's overall needs. In making the award, the District will take the following factors into consideration:• • n the extent to which the proposals meet or exceed specifications and function;• • n any prior experience or history between the District and vendor;• • n the financial strength of the company; and• • n other factors deemed significant by District officials.• • IB-7 DOMESTIC PRODUCTS PROCUREMENT:• • IB-8 VENDOR CONTACT:

• IB-9 PAYMENT & BILLING:• IB-10TAX EXEMPT STATUS:• IB-11TOBACCO FREE ENVIRONMENT:• IB-12VENDOR INDEMNIFY: • IB-13SECURITY IDENTIFICATION:


PROPOSAL NUMBER:

09-123

REQUEST FOR PROPOSAL OPENING:

MAY 4, 200911:00 A.M.

GOODS / SERVICE AREA:

INTREGATED FIANANCIAL / HUMAN RESOURCE MANAGEMENT SYSTEM

VENDOR INFORMATION: CompanyName: Address:

COMPANY TELEPHONE NUMBER:

COMPANY FAX NUMBER:

VENDOR'S NAME:(please print)

OFFICIAL TITLE: VENDOR'S SIGNATURE:

SPECIFICATIONS AND PROPOSAL FORM


• 1. Prepare your RFP using ink or typewriter and return original and one (1) copy of all pages of this SPECIFICATIONS AND PROPOSAL FORM.

• • 2. Sign the RFP. By signing, you indicate full knowledge and acceptance

of the general information, the proposal specifications, and District requirements. The proposal must be completed in the name of the vendor, corporate or other, and must be fully and properly executed by an authorized person.

• • 3. Mail or hand deliver this SPECIFICATIONS AND PROPOSAL FORM

document in a sealed envelope to the Parkway School District Purchasing Department only (no other location permitted), 363 North Woods Mill Road, Chesterfield, MO 63017 no later than the date and time of the RFP opening. NO EXCEPTIONS. Late RFPs will be returned unopened to the vendor.


• REQUEST FOR PROPOSAL• Integrated Financial / Human Resource Management System• Proposal # 09-123• • Parkway School District is soliciting Requests for Proposal (RFP) for an Integrated Financial / Human Resource Management System, including software, implementation services,

implementation training and technical support. Software requirements include accounting, accounts payable, payroll, human resources, fixed assets, and warehouse modules. A detailed list of module requirements and specific elements for inclusion in the RFP are enclosed.

• • INQUIRIES: All inquiries for information shall be made to Jerry Jackson, Technology Project Manager, by e-mail at jjackson2@ pkwy.k12.mo.us. • • RESPONSES: Responses will be received until 11:00 a.m. PCT (Prevailing Central Time), May 4, 2009. All proposal packages shall be submitted in a sealed envelope to: Parkway School

District Attn: Dave Torrance, Purchasing Manager, 363 N. Woods Mill Road, Chesterfield, MO 63017.• • NOTE TO VENDORS: Parkway School District will not endorse nor promise the purchase of any software package described in response to this RFP. The District will use the information

derived from this request along with selected demonstrations of requested software to determine the winning proposal. Any information designated as “proprietary” will be used for the purpose of evaluating the RFP responses to the District and will remain confidential information with the District.

• • EVALUATION PROCESS: All response to this RFP will be reviewed for responsiveness prior to evaluation and scoring. All responses submitted to Parkway School District will be evaluated by

committee, consisting of selected members of the district. The evaluation committee will judge the merit of the answers to the questions received in accordance with general criteria defined herein.

• • Due to the evaluation procedure for the RFP, lowest total cost proposed may or may not indicate the successful award. The total cost proposed constitutes only one of several evaluation

criteria. Parkway School District will assign weighing factors to each item that requires a response, unless the question is for informational purposes only. Parkway School District will score all responses according to those weighting factors. Total scores will then be calculated, and the responses will then be ranked in descending order of their total score. Product demonstrations may be requested and will be used as part of the decision. Parkway School District will then make a recommendation determined, in its sole discretion, to be in the best interests of the District.

• For this Request for Information, the Proposals will be scored based on the following criteria:• • System Functionality• User Interface and Ease of Use• Implementation and Professional Services and Support• Reporting and Data Analysis Capabilities• Other•


• The District seeks a system with complete RESPONSE STRUCTURE: All responses need to include the following structure:• • Transmittal Letter• Table of Contents• Executive Summary• General Requirements• Network Hardware• Implementation Services and Support• Partnerships/References• Required Functionality Responses• Cost Summary Worksheet and Detail(s)• Appendices, as appropriate• • • GENERAL REQUIREMENTS: • • Name of company.• Name of software product for financial management / human resources system.• What is the current version of your system?• How long has the current version been in place? In production mode?• How many years has your company been in business?• integration between General Ledger, Purchasing, Receiving, Accounts Payable, Accounts Receivable, Cash Receipts, Payroll, Human Resources, Fixed Assets, Budgeting, and

Warehouse Inventory. List all modules available, which are included in the base system (and which are optional), and the level of integration between each module.• See appendix A for detailed requirements• The District also desires complete integration between Human Resources applications (Position Control, Applicant Tracking, Professional Development, Payroll, Leave and

Absences, Deductions and Benefits. List all modules available, which are included in the base system (and which are optional), and the level of integration between each module.

• Describe the level of integration of core Finance and Human Resource applications. Describe capabilities for “drilling” from summary to detail information, as well as drilling from one application to another without returning to the menu.

• Does your system include interfaces with related 3rd party products (e.g. time-card systems, automated sub calling systems, on-line banking, procurement cards, bar-code scanning systems, etc.)? Describe what is available and discuss pricing options for such interfaces.


Cost variation analysis 3 3 9Cash requirements forecast 3 3 9Vendor return material authorization 3 3 9Receiving log 3 3 9

Provides vendor list containing vendor information. 3 3 9Provides product list indicating primary and secondary vendors, items currently on order, and departments that have ordered product.

3 39

Lost charges report is provided in the system. 3 3 9Value of inventory shows by inventory center and category the value of inventory for a center for a specified real-time period.

3 39

Automatically prompts buyers to reorder items based on inventory on-hand levels. 3 3 9Total inventory for each item can be viewed on-screen, with on-hand quantities for each location displayed. 3 3

9Recommended order levels can be calculated using daily usage, vendor lead time and safety inventory. 3 3

9If the inventory on-hand is insufficient to fill an inventory request, the item and shortage amount is noted on a shortage report, which prints automatically.

3 39

Backorders are tracked due to temporary inventory-out situations. 3 3 9Once backordered supply is received, a process is available to release it to the original requestor, if still required.

3 39

641 637 1897


Vendor Costs Total Comments

Company AConversion $546,934Year 2 $92,920 Subject to 5% increase per yearYear 3 $92,920 Subject to 5% increase per yearYear 4 $92,920 Subject to 5% increase per yearYear 5 $92,920 Subject to 5% increase per year

$918,614

Conpany BConversion $766,896Year 2 $51,956Year 3 $51,956Year 4 $51,956Year 5 $51,956

$974,720

Company CConversion $1,541,000 CCCCCC provides a perpetual license to the

software, as long as you remain current with your maintenance agreement, access to the most current software is always free. Some firms choose to do smaller upgrades on a more frequent basis (such as upgrading from 9.0 to 9.1) others wait 4 or 5 years to perform an upgrade. It really depends on if the new features in the latest release appeal to you. The annual fee for software maintenance and support is a percentage of your purchase cost. At our initial estimate for software in our RFP response, your annual support fee would be about $148,000.00 per year. This would be unchanged in years 2 through 5. This fee would be the only cost we would expect the district to incur during that period.

Year 2 $148,000Year 3 $148,000Year 4 $148,000Year 5 $148,000

$2,133,000


Vendor Implementation

year 1 year 2 year 3 Three year total

Numeric Value

Company A 0 0 25% of gross pay of contracted subs

2.34

Company B 4,000.00 11,840.00 11,840.00 11,840.00 39,520.00 2.52Company C 4,495.00 16,800.00 16,800.00 16,800.00 54,895.00 2.89Company D 4,000.00 19,200.00 19,200.00 19,200.00 61,600.00 2.77Company E 52,679.50 11,056.10 11,056.10 11,056.10 85,847.80 2.89

Company E 52,679.50 11,056.10 11,056.10 11,056.10 85,847.80 2.89Company B 4,000.00 11,840.00 11,840.00 11,840.00 39,520.00 2.52Company C 4,495.00 16,800.00 16,800.00 16,800.00 54,895.00 2.89Company D 4,000.00 19,200.00 19,200.00 19,200.00 61,600.00 2.77Company A 0 0 25% of gross pay of

contracted subs2.34


2.34

Company B 4,000.00 11,840.00 11,840.00 11,840.00 39,520.00 2.52Company D 4,000.00 19,200.00 19,200.00 19,200.00 61,600.00 2.77Company E 52,679.50 11,056.10 11,056.10 11,056.10 85,847.80 2.89Company C 4,495.00 16,800.00 16,800.00 16,800.00 54,895.00 2.89

All estimates based on 1600 teacher potentially needing a sub

Vendor Implementation

year 1 year 2 year 3 Three year total

Numeric Value


2.34

Company B 4,000.00 11,840.00 11,840.00 11,840.00 39,520.00 2.52Company C 4,495.00 16,800.00 16,800.00 16,800.00 54,895.00 2.89Company D 4,000.00 19,200.00 19,200.00 19,200.00 61,600.00 2.77Company E 52,679.50 11,056.10 11,056.10 11,056.10 85,847.80 2.89

Company E 52,679.50 11,056.10 11,056.10 11,056.10 85,847.80 2.89Company B 4,000.00 11,840.00 11,840.00 11,840.00 39,520.00 2.52Company C 4,495.00 16,800.00 16,800.00 16,800.00 54,895.00 2.89Company D 4,000.00 19,200.00 19,200.00 19,200.00 61,600.00 2.77Company A 0 0 25% of gross pay of

contracted subs2.34


2.34

Company B 4,000.00 11,840.00 11,840.00 11,840.00 39,520.00 2.52Company D 4,000.00 19,200.00 19,200.00 19,200.00 61,600.00 2.77Company E 52,679.50 11,056.10 11,056.10 11,056.10 85,847.80 2.89Company C 4,495.00 16,800.00 16,800.00 16,800.00 54,895.00 2.89

All estimates based on 1600 teacher potentially needing a sub

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