request for proposal (rfp): no. 011-gg04...

REQUEST FOR PROPOSAL (RFP): NO. 011-GG04

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEMS INTEGRATION AND IMPLEMENTATION SERVICES

M-DCPS Request for Proposals for ERP System Integration Services – RFP No. 011-GG04 of 199

1.1.1

1.1.2

REQUEST FOR PROPOSALS (RFP)

THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA

Proposals will be accepted until 2:00 PM on December 12, 2006 in Room 351, of The School Board Administration building, 1450 NE 2nd Avenue, Miami, FL., 33132, at which time they will be publicly opened and may not be withdrawn for one hundred eighty (180) days from that date.

THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA PROCUREMENT MANAGEMENT SERVICES 1450 N.E. 2ND AVENUE, MIAMI, FLORIDA 33132

REQUEST FOR PROPOSAL NO. 011-GG04

Enterprise Resource Planning (ERP) Systems Integration and Implementation Services

THE SCHOOL BOARD OF MIAMI-DADE COUNTY SCHOOL BOARD ADMINISTRATION BUILDING

1450 Northeast Second Avenue Miami, FL 33132

Direct all inquiries to Procurement Management Services:

BUYER: Linda Leasburg-Kramer, C.P.M., Supervisor

E-MAIL ADDRESS: [email protected]

PHONE NUMBER: (305) 995-1364

FAX NUMBER: (305) 523-3367

TDD PHONE: (305) 995-2400


TABLE OF CONTENTS PROPOSAL ACKNOWLEDGEMENT FORM……….……...………………………….……............9 PART I – PROPOSAL GUIDELINES AND PROJECT OVERVIEW..........................................10 1. PROPOSAL GUIDELINES AND PROJECT OVERVIEW…………………………………..…10

1.1. BACKGROUND AND CURRENT OPERATING ENVIRONMENT...............................................10 1.2 INSTRUCTIONS FOR SUBMISSION OF PROPOSALS.............................................................11 1.2.1 SUBMISSION FORMATTING AND DEADLINES...............................................................11 1.2.2 MODIFICATIONS TO REQUEST FOR PROPOSALS.......................................................14

1.2.3 EXAMINATION OF RFP DOCUMENTS AND ADDENDA POSTINGS .............................14 1.24 MISSING DOCUMENTS .....................................................................................................15

1.3 PRE-PROPOSAL CONFERENCE AND PROTESTS..................................................................15 1.3.1 PRE-PROPOSAL CONFERENCE ....................................................................................15 1.3.2 CHANGE OR WITHDRAWL OF PROPOSAL ....................................................................15 1.3.3 PROTEST TO CONTRACT SOLICIATTION OR AWARD.................................................16

1.4 DISTRICT RIGHTS AND INDEMNIFICATION.............................................................................17 1.4.1 DISTRICT RIGHTS ............................................................................................................17 1.4.2 INTELLECTUAL PROPERTY RIGHTS ..............................................................................17 1.4.3 INSURANCE AND INDEMNIFICATION .............................................................................17 1.4.4 DEFAULT............................................................................................................................18

1.5 BOARD, STATE AND FEDERAL RULES AND STATUTES ......................................................18 1.5.1 PUBLIC ENTITY CRIMES ..................................................................................................18 1.5.2 COMPLIANCE WITH FEDERAL REGULATIONS .............................................................18 1.5.3 CONE OF SILENCE ...........................................................................................................19 1.5.4 AFFIRMATIVE ACTION REQUIREMENTS AND M/WBE PARTICIPATION.....................19 1.5.5 BACKGROUND SCREENING REQUIREMENTS..............................................................20 1.5.6 COMPLIANCE WITH SCHOOL CODE ..............................................................................21 1.5.7 CONFLICT OF INTEREST .................................................................................................21 1.5.8 PUBLIC RECORDS LAW ...................................................................................................21 1.5.9 CHARTER SCHOOLS ........................................................................................................22 1.5.10 PURCHASES BY OTHER PUBLIC AGENCIES ...............................................................22 1.5.11 ASSIGNMENT ...................................................................................................................22

1.6 PERFORMANCE REQUIREMENTS ...........................................................................................22 1.6.1 NEW EQUIPMENT .............................................................................................................22 1.6.2 PROPOSERS PERFORMANCE ........................................................................................22

1.7 OTHER REQUIREMENTS...........................................................................................................23 1.7.1 OTHER OBLIGATIONS ......................................................................................................23 1.7.2 OTHER GENERAL CONDITION........................................................................................24

1.8 EVALUATION AND SELECTION.................................................................................................24 1.8.1 EVALUATION .....................................................................................................................25 1.8.2 SELECTION COMMITTEE.................................................................................................30 1.8.3 SCHEDULE.........................................................................................................................30

2.PROJECT OVERVIEW............................................................................................................31 2.1 MIAMI-DADE COUNTY PUBLIC SCHOOL DISTRICT OVERVIEW ..........................................31

2.1.1 M-DCPS BACKGROUND ...................................................................................................31 2.1.2 M-DCPS ORGANIZATION CHART....................................................................................31

2.2 ERP PROJECT VISION AND GUIDING PRINCIPLES ...............................................................32


2.2.1 ERP PROJECT VISION......................................................................................................32 2.2.2 ERP PROJECT GUIDING PRINCIPLES............................................................................32

2.3 BUSINESS PROCESS ENVIRONMENT.....................................................................................32 2.3.1 DISTRICT FUNCTIONAL AREAS ......................................................................................33

2.3.1.1 FINANCE ..............................................................................................................33 2.3.1.2 PROCUREMENT .................................................................................................34 2.3.1.3 HUMAN RESOURCES ........................................................................................35

2.3.2 BUSINESS PROCESS CHALLENGES..............................................................................35 2.3.2.1 ACCOUNTS PAYABLE .........................................................................................35 2.3.2.2 ACCOUNTS RECEIVABLE ..................................................................................36 2.3.2.3 BUSINESS PERFORMANCE REPORTING .......................................................36 2.3.2.4 CAPITAL PLANNING............................................................................................37 2.3.2.5 CASH AND CAPITAL MANAGEMENT ................................................................37 2.3.2.6 GRANTS ...............................................................................................................38 2.3.2.7 FINANCIAL AND OPERATIONAL PLANNING.....................................................39 2.3.2.8 GENERAL ACCOUNTING ...................................................................................39 2.3.2.9 OUTLOOK ............................................................................................................40 2.3.2.10 PROCUREMENT CARD.......................................................................................40 2.3.2.11 CONTRACT MANAGEMENT ..............................................................................40 2.3.2.12 PROCUREMENT TRANSACTIONS ....................................................................41 2.3.2.13 SOURCING ..........................................................................................................41 2.3.2.14 SUPPLY DATA MANAGEMENT...........................................................................41 2.3.2.15 INVENTORY MANAGEMENT .............................................................................42 2.3.2.16 BENEFITS ADMINISTRATION ............................................................................42 2.3.2.17 COMPENSATION ADMINISTRATION .................................................................42 2.3.2.18 EMPLOYEE DATA MANAGEMENT ...................................................................43 2.3.2.19 EXIT MANAGEMENT .........................................................................................44 2.3.2.20 ORGANIZATIONAL EFFECTIVENESS................................................................44 2.3.2.21 PAYROLL..............................................................................................................44 2.3.2.22 POSITION MANAGEMENT ................................................................................46 2.3.2.23 RECRUITING AND STAFFING ...........................................................................46 2.3.2.24 TIME AND ATTENDANCE ...................................................................................47 2.3.2.25 TRAVEL AND EXPENSET ..................................................................................48

2.3.3 BUSINESS PROCESS VISION.......................................................................................48 2.3.3.1 ACCOUNTS PAYABLE ........................................................................................48 2.3.3.2 ACCOUNTS RECEIVABLE .................................................................................49 2.3.3.3 BUSINESS PERFORMANCE REPORTING .......................................................49 2.3.3.4 CAPITAL PLANNING............................................................................................49 2.3.3.5 CASH AND CAPITAL MANAGEMENT ................................................................49 2.3.3.6 GRANTS ...............................................................................................................50 2.3.3.7 FINANCIAL AND OPERATIONAL PLANNING.....................................................50


2.3.3.8 GENERAL ACCOUNTING....................................................................................50 2.3.3.9 OUTLOOK ............................................................................................................51 2.3.3.10 PROCUREMENT CARD.......................................................................................51 2.3.3.11 CONTRACT MANAGEMENT ..............................................................................51 2.3.3.12 PROCUREMENT TRANSACTIONS ....................................................................51 2.3.3.13 SOURCING ..........................................................................................................52 2.3.3.14 SUPPLY DATA MANAGEMENT...........................................................................52 2.3.3.15 INVENTORY MANAGEMENT .............................................................................52 2.3.3.16 BENEFITS ADMINISTRATION ............................................................................53 2.3.3.17 COMPENSATION ADMINISTRATION .................................................................53 2.3.3.18 EMPLOYEE DATA MANAGEMENT ...................................................................53 2.3.3.19 EXIT MANAGEMENT .........................................................................................53 2.3.3.20 ORGANIZATIONAL EFFECTIVENESS.................................................................53 2.3.3.21 PAYROLL..............................................................................................................54 2.3.3.22 POSITION MANAGEMENT ................................................................................54 2.3.3.23 RECRUITING AND STAFFING ...........................................................................54 2.3.3.24 TIME AND ATTENDANCE ...................................................................................54 2.3.3.25 TRAVEL AND EXPENSE .....................................................................................54

2.3.4 CURRENT-STATE BUSINESS PROCESSES...................................................................54 2.3.5 FUTURE-STATE BUSINESS REQUIREMENTS ...............................................................55 2.3.6 HIGH-LEVEL IMPLEMENTATION PLAN ...........................................................................55

2.4 INFORMATION TECHNOLOGY ENVIRONMENT ......................................................................56 2.4.1 CURRENT INFORMATION TECHNOLOGY ENVIRONMENT OVERVIEW......................56

2.4.1.1 PROJECT MANAGEMENT / PROCESS ENGINEERING (PM/PE) ....................57 2.4.1.2 INFRASTRUCTURE & SYSTEM SUPPORT ......................................................57 2.4.1.3 DATA SECURITY .................................................................................................58 2.4.1.4 SYSTEMS & PROGRAMMING.............................................................................58 2.4.1.5 BUSINESS & OPERATIONAL SERVICES ..........................................................58

2.4.2 EXISTING MISSION CRITICAL SYSTEMS .......................................................................59 2.4.3 TECHNICAL VISION ..........................................................................................................63 2.4.4 APPLICATIONS IN-SCOPE ...............................................................................................64 2.4.5 APPLICATIONS INTERFACES..........................................................................................67 2.4.6 INFORMATION TECHNOLOGY ARCHITECTURE DOCUMENTATION ..........................67

2.5 VOLUMES ....................................................................................................................................69 2.6 DATA CONVERSION PRELIMINARY ESTIMATES....................................................................72

PART II – PROPOSAL FORMS .................................................................................................73 3. PROPOSAL SUMMARY AND PROPOSED ORGANIZATION ...........................................73

3.1 PROPOSAL SUMMARY ..............................................................................................................73 3.1.1 MINIMUM QUALIFICATIONS.............................................................................................73 3.1.2 STATEMENT OF UNDERSTANDING................................................................................73 3.1.3 PROPOSED STATEMENT OF WORK...............................................................................74


3.1.4 LIST OF PROVIDERS ........................................................................................................74 3.1.5 PROPOSED PROJECT SCHEDULE .................................................................................74 3.1.6 SUMMARY OF THE PROJECT’S MAJOR DELIVERABLES ............................................75

3.2 PROPOSED PROJECT ORGANIZATION...................................................................................75 3.2.1 PROPOSER QUALIFICATIONS.........................................................................................75 3.2.2 PROPOSER PRIOR EXPERIENCE...................................................................................76 3.2.3 PROPOSER CLIENT REFERENCES ................................................................................77 3.2.4 PROPOSER TEAM ROLES ...............................................................................................78

3.2.4.1 PROPOSER KEY PERSONNEL ...........................................................................78 3.2.4.2 PROPOSER KEY PERSONNEL BACKGROUND ................................................80 3.2.4.3 PROPOSER KEY PERSONNEL CLIENT REFERENCES ...................................81 3.2.4.4 PROPOSER STAFF .............................................................................................82

3.2.5 M-DCPS PROJECT TEAM ROLES....................................................................................82 3.2.5.1 DISTRICT RESPONSIBILITIES.............................................................................82

3.2.6 PROJECT TEAM CONTINUITY .........................................................................................82 3.2.7 COMMITTEE PARTICIPATION..........................................................................................83 3.2.8 CONTRACT PERFORMANCE...........................................................................................83 3.2.9 AUDITED FINANCIALS AND OTHER REPORTS .............................................................83

3.2.9.1 FINANCIAL STATEMENTS ...................................................................................83 3.2.9.2 BANK REFERENCE .............................................................................................83 3.2.9.3 PROPOSER & SUBCONTRACTOR DUN & BRADSTREET ...............................83

3.2.10 PROPOSER AND SUBCONTRACTOR CONTACT INFORMATION ..............................84 3.2.11 SUBCONTRACTOR REFERENCES ...............................................................................85 3.2.12 PROJECT STAFFING PLAN AND ORGANIZATIONAL CHART DIAGRAM...................86

4. BUSINESS REQUIREMENTS..............................................................................................87 4.1 AGREEMENT WITH SOFTWARE SOLUTION VENDOR RESPONSES ...................................87 4.2 KEY BUSINESS FUNCTIONALITY .............................................................................................87

5. TECHNICAL REQUIREMENTS ...........................................................................................89 5.1 SUPPLEMENTAL SOFTWARE ...................................................................................................89

5.1.1 SUMMARY OF PROPOSED SUPPLEMENTAL SOFTWARE PRODUCTS .....................89 5.1.2 SUMMARY OF PROPOSED SUPPLEMENTAL SOFTWARE PRODUCTS .....................90

5.2 SUMMARY OF RECOMMENDED HARDWARE.........................................................................91 5.3 SOFTWARE SOLUTION IMPLEMENTATION.............................................................................92

5.3.1 COTS GENERAL FUNCTIONALITY ..................................................................................93 5.4 TECHNOLOGY REQUIREMENTS ..............................................................................................93

5.4.1 WORKFLOW PROCESSING .............................................................................................93 5.4.2 REPORTING AND BUSINESS INTELLIGENCE................................................................94 5.4.3 CONTENT/DOCUMENT MANAGEMENT..........................................................................96 5.4.4 END-USER INTERFACE....................................................................................................97 5.4.5 DATA ENTRY SUPPORT AND ON-LINE HELP................................................................97 5.4.6 SYSTEMS OPERATIONS SUPPORT AND ERROR HANDLING .....................................98

5.5 SYSTEM ARCHITECTURE/GENERAL DESIGN REQUIREMENTS ..........................................98 5.5.1 SCALABILITY .....................................................................................................................98 5.5.2 SECURITY..........................................................................................................................99 5.5.3 REDUNDANCY AND BUSINESS CONTINUITY/DISASTER RECOVERY .......................99 5.5.4 DATA STORAGE AND ARCHIVING ................................................................................101 5.5.5 REQUIRED SYSTEM CAPACITY AND PERFORMANCE ..............................................102

5.6 TECHNICAL ARCHITECTURE..................................................................................................102


5.6.1 APPLICATION ARCHITECTURE.....................................................................................102 5.6.1.1 PRESENTATION ARCHITECTURE....................................................................104 5.6.1.2 APPLICATION CONFIGURATION AND SUPPORT COMPONENTS................104 5.6.1.3 MOBILE COMPUTING ARCHITECTURE ..........................................................105

5.6.2 DATABASE ARCHITECTURE..........................................................................................106 5.6.2.1 DATABASE PERFORMANCE/OPTIMIZATION ..................................................107 5.6.2.2 DATABASE INTEGRITY......................................................................................107

5.6.3 SERVER ARCHITECTURE..............................................................................................108 5.6.4 NETWORK ARCHITECTURE ..........................................................................................108 5.6.5 INTEROPERABILITY ARCHITECTURE ..........................................................................108 5.6.6 SYSTEM ADMINISTRATION TOOLKIT...........................................................................109 5.6.7 CONFIGURATION TOOLKIT ...........................................................................................110 5.6.8 INTEGRATION WITH VERSION CONTROL SOFTWARE..............................................110

6. SYSTEMS INTEGRATION SERVICES REQUIREMENTS................................................112 6.1 PROPOSED PROJECT MANAGEMENT SERVICES ...............................................................112

6.1.1 PROJECT COORDINATION SERVICES.........................................................................112 6.1.2 GENERAL MANAGEMENT..............................................................................................113 6.1.3 PROJECT MANAGEMENT ..............................................................................................113 6.1.4 STATUS REPORTING AND MEETINGS.........................................................................114 6.1.5 RISK MANAGEMENT PLAN ............................................................................................114 6.1.6 PROJECT SCOPE CHANGE PLAN.................................................................................114 6.1.7 CONFIGURATION MANAGEMENT PLAN ......................................................................115

6.2 PLANNING .................................................................................................................................116 6.2.1 BUSINESS PROCESS RE-ENGINEERING PLAN ..........................................................116 6.2.2 ERP SYSTEM PHASED IMPLEMENTATION / DEPLOYMENT PLAN ...........................117 6.2.3 CHANGE MANAGEMENT PLAN .....................................................................................117

6.3 ANALYSIS AND DESIGN...........................................................................................................118 6.3.1 DETAILED SYSTEMS INTEGRATION PLAN ..................................................................118

6.4 SYSTEM IMPLEMENTATION....................................................................................................118 6.5 DATA AND DOCUMENT CONVERSION ..................................................................................119

6.5.1 DATA CONVERSION PLAN.............................................................................................119 6.6 INTERFACE IMPLEMENTATION ..............................................................................................120

6.6.1 INTERFACES PLAN.........................................................................................................120 6.7 TESTING ....................................................................................................................................121

6.7.1 TESTING - UNIT, SYSTEM VOLUME/STRESS, SECURITY & REGRESSION/AUDIT ..121 6.7.2 USER ACCEPTANCE TEST PLAN..................................................................................122

6.8 KNOWLEDGE/SKILLS TRANSFER ..........................................................................................122 6.9 TRAINING...................................................................................................................................122

6.9.1 PROPOSED TRAINING SERVICES ................................................................................122 6.9.2 TRAINING PLAN...............................................................................................................123

6.10 SYSTEM AND PROGRAM DOCUMENTATION......................................................................124 6.11 SYSTEM DEPLOYMENT.........................................................................................................125

7. POST-IMPLEMENTATION DELIVERABLES....................................................................126 7.1 POST-IMPLEMENTATION SUPPORT PLAN............................................................................126 7.2 SUBJECT MATTER EXPERTISE SERVICES...........................................................................126 7.3 SUPPLEMENTAL SOFTWARE WARRANTY AND MAINTENANCE........................................126

7.3.1 WARRANTY SERVICES ..................................................................................................126 7.3.2 SUPPLEMENTAL SOFTWARE MAINTENANCE DELIVERABLES ................................127


7.4 IMPLEMENTATION OF SOFTWARE UPGRADES...................................................................128 7.4.1 SOFTWARE UPGRADE IMPLEMENTATION PLAN .......................................................128 7.4.2 ROLLBACK PLAN ............................................................................................................128 7.4.3 CUSTOMIZATION AND UPGRADES ..............................................................................128

7.5 SOFTWARE CHANGE REQUEST PLAN..................................................................................129 7.6 OPTIONAL ERP SYSTEM MAINTENANCE AND OPERATIONS SERVICES .........................129

7.6.1 HELP DESK......................................................................................................................129 7.6.2 GENERAL OPERATIONS ................................................................................................130 7.6.3 SERVER HARDWARE AND STORAGE..........................................................................130 7.6.4 SYSTEM SOFTWARE......................................................................................................131 7.6.5 DATABASE SOFTWARE .................................................................................................131 7.6.6 APPLICATION SOFTWARE.............................................................................................132 7.6.7 BACKUP AND RECOVERY .............................................................................................132 7.6.8 SYSTEM REDUNDANCY.................................................................................................133 7.6.9 APPLICATION MODIFICATION AND UPGRADE ...........................................................134 7.6.10 APPLICATION MAINTENANCE.....................................................................................134 7.6.11 APPLICATION ENHANCEMENTS.................................................................................135 7.6.12 PERFORMANCE MANAGEMENT .................................................................................135

8. SUBMITTAL FORMS .........................................................................................................137 8.1 DISCLOSURE OF LITIGATION .................................................................................................137 8.2 AFFIRMATIVE ACTION EMPLOYMENT BREAKDOWN ..........................................................137 8.3 OCCUPATIONAL LICENSE.......................................................................................................138 8.4 SWORN STATEMENT...............................................................................................................138 8.5 INSURANCE...............................................................................................................................138

9. PROPOSAL COST.............................................................................................................139 9.1 COST PROPOSAL AND INSTRUCTIONS................................................................................139 9.2 PRICING METHODOLOGY .......................................................................................................139 9.3 PROPOSED PAYMENT SCHEDULE ........................................................................................140

APPENDIX A – BUSINESS PROCESS DOCUMENTATION..................................................................141

APPENDIX B – SAP PROPOSED PRODUCT LIST ...............................................................................142

APPENDIX C – ACRONYMS ...................................................................................................................143

APPENDIX D – SELECTED TERMS AND CONDITIONS.......................................................................149

APPENDIX E – FUNCTIONAL DESCRIPTION RESPONSE TABLES...................................................187

APPENDIX F – INTERFACES AND ANCILLARY SYSTEMS ................................................................188

APPENDIX G – SERVICE LEVEL AGREEMENT ...................................................................................189

APPENDIX H – DATA CONVERSION PRELIMINARY ESTIMATES .....................................................198

APPENDIX I – COST PROPOSAL .........................................................................................................199


REQUEST FOR PROPOSALS # 011-GG04 Proposal Acknowledgement Form

Enterprise Resource Planning (ERP) Systems Integration and Implementation Services

ANTI-COLLUSION STATEMENT THE UNDERSIGNED PROPOSER HAS NOT DIVULGED TO, DISCUSSED, OR COMPARED HIS PROPOSAL WITH OTHER PROPOSERS AND HAS NOT COLLUDED WITH ANY OTHER PROPOSER OR PARTIES TO THE PROPOSAL WHATSOEVER. PROPOSER ACKNOWLEDGES THAT ALL INFORMATION CONTAINED HEREIN IS PART OF THE PUBLIC DOMAIN AS DEFINED BY THE STATE OF FLORIDA SUNSHINE LAW. CERTIFICATION AND IDENTIFICATION FOR PROPOSERS SUBMITTING PROPOSALS. I certify that this proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same service, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of these proposal specifications and I certify that I am authorized to sign this proposal. (Please Type or Print Below) Legal Name of Vendor: Federal ID Number: Telephone:

Fax:

Mailing Address: City: State: Zip:

Contact Person: Phone Number: Email:

Authorized Signature:

Type / Print Name

Title:

Date of Proposal:

Proposals will be accepted until 2:00 PM on Tuesday, December 12, 2006 in Room 351, of The School Board Administration building, 1450 NE 2nd Avenue, Miami, FL., 33132, at which time they will be publicly opened and may not be withdrawn for one hundred eighty (180) days from that date. A Pre-Proposal Conference will be held on Tuesday, November 28, 2006 at 3:30 PM at SBAB, 1450 NE 2nd Ave, Room 559, Miami, FL. Questions concerning proposal must be received no later than Monday, November 13, 2006, 4:00 PM in order to be addressed at the Pre-Proposal Conference. Final questions are due no later than December 1, 2006, 4:00 PM.


PART I – PROPOSAL GUIDELINES AND PROJECT OVERVIEW

1.0 PURPOSE OF REQUEST FOR PROPOSALS

The purpose of this Request for Proposals (RFP) is to award proposer(s) a contract with School Board of Miami-Dade County, Florida (herein referred to as Miami-Dade County Public Schools (M-DCPS), The Board, and the District) to provide Enterprise Resource Planning (ERP) Systems Integration and Implementation Services for an anticipated installation of SAP Public Services, Inc. Enterprise Resource Planning Software (ERP) Package. In order to ensure significant third-party involvement to enhance the likelihood of a successful implementation, SAP will not be permitted to be the prime contractor. However, the District recognizes that direct involvement of SAP, as the supplier of the ERP software, is essential to an effective implementation. Accordingly, the successful Proposer is required to sub-contract no less than 10% of this project to SAP. Section 1.8 of this RFP provides detail for this requirement.

1.1 BACKGROUND AND CURRENT OPERATING ENVIRONMENT

INTRODUCTION – MIAMI-DADE COUNTY PUBLIC SCHOOLS Miami-Dade County Public Schools is a $6 billion organization with over 55,000 employees on the payroll. As the fourth largest school district in the country, M-DCPS provides educational services to over 350,000 students in Kindergarten through grade 12.

Miami-Dade County Public Schools has adopted an Information Technology Blueprint that serves as a 5-year plan for the integration of technology into the classroom in order to train students in the skills necessary to be 21st century learners and workers who will be able to access, analyze, and communicate information in a fast-paced and constantly changing world. The blueprint also extends to the operation side of the District with the intent to utilize technology to operate the District more efficiently and effectively. The blueprint plan may be viewed on-line at the following link: http://itblueprint.dadeschools.net/

M-DCPS last acquired a financial and human resources software system in 1978. The District customized and integrated several programs over the years, rendering the system virtually impossible to upgrade efficiently. Warehousing, grants and other business operations employ separate home-grown systems and stand-alone databases in order to meet their business needs. The result is a cumbersome system, requiring significant staff time, duplicate data collection processes and extensive manual workarounds. Additionally, as several processes are batched for overnight processing, the system lacks timely access to information required for decision making.

The District recognizes that replacement of its financial and human resources systems is required. The District has embarked on a multi-year project to seek a software solution that will allow the District to employ best business practices, resulting in a more effective and efficient operation. Phase I of the process was completion of an analysis of best practices employed by the public and private sector. A gap analysis was completed based on our current environment as compared to the ideal future environment. District


staff, with the assistance of an outside consultant, Answerthink, mapped out a future vision comprised of utilization of current effective and new processes that were deemed achievable, efficient and effective. This information was used to develop an RFP for Enterprise Resource Planning (ERP) software. The documents may be viewed at the following link: http://procurement.dadeschools.net/ERP/Appendix/index.asp

Phase II of the process was the issuance of the ERP Request for Proposal (RFP). The District received and analyzed proposals, heard oral presentations, and made site visits to several K-12 organizations where ERP software solutions have been employed. The Board approved selection of SAP Public Services, Inc. as the software provider. SAP provided mySAP 2005 as their proposed primary product. See Appendix B, SAP Proposed Product List. Based on this approval the District is entering into Phase III of the process, issuance of a Request for Proposal for implementation services. The resulting RFP recommendation will be submitted to the Board with the Software recommendation along with a Total Cost of Ownership (TCO) analysis for the ERP initiative for final approval.

1.2 INSTRUCTIONS FOR SUBMISSION OF PROPOSALS 1.2.1 Submission Formatting and Deadlines

Submissions must be received by December 12, 2006, 2:00 PM. Proposers will be required to submit the following:

• Seventeen (17) printed copies, including one signed original.

• Thirty (30) copies of the proposal submitted as a PDF on a jump drive or CD.

• Thirty (30) copies of all Excel attachments on a jump drive, or CD

including: o Appendix I, The Cost Proposal Excel Workbook o Appendix E, The Functional Descriptions Response Table Excel

Workbook

Proposals shall be prepared single-sided, unbound, in a three ring binder on 8½” x 11 paper. Use of 11" x 17" foldout sheets should be limited. Elaborate format is not necessary. Do not provide promotional or advertising information. Vendor is requested to submit RFP package in the format that follows: Response to questions in same order as presented is requested.

Files should be clearly marked indicating if it is the PDF or Excel file. All documents

should be labeled with the vendor’s name. Files should be saved as:

011-gg04_Proposers Name.pdf OR 011-gg04_Proposers Name.xls The proposals must be submitted in a sealed envelope or box marked “RFP 011-GG04”


The submission address is as follows:

The School Board of Miami-Dade County, Florida RFP Clerk, Division of Procurement Management

1450 N.E. Second Avenue, Room 352 Miami, Florida 33132

The responsibility for submitting this proposal to the District on or before the stated time and date will be solely and strictly the responsibility of the proposers. The District will in no way be responsible for delays caused by the United States mail or any other delivery service or caused by any other occurrence. Responses received after the scheduled receipt time shall not be considered.

Sections should be tabbed as follows:

Section 1. Proposal Acknowledgement Form Proposal Acknowledgement Form/Anti-Collusion Statement provided on page 9. This form must be completed and executed by an authorized representative of the Proposer, and must be provided in Section 1 of the Proposal. No other form may replace the Proposal Acknowledgement Form. Section 2. Executive Summary The executive summary is a recap of the proposal and shall not exceed ten (10) single-sided pages. It shall be signed by an authorized representative of the proposing firm. Briefly summarize your understanding of the requested services. Discuss the firm’s specific role and present the firm’s relevant qualifications for performing that role. Identify the names, address, affiliation, e-mail, and telephone number and fax number of the key contact person(s) for both Proposer and any subcontractor(s). Proposer shall (1) indicate in the executive summary, compliance to the requirements as listed in the minimum qualification requirements section and (2) indicate which requirement(s), if any, Proposer may not comply with. Proposer shall address any problem(s) that they envision to be associated with fulfilling the requirements of the RFP and cite specific suggestions for avoiding or mitigating these problems. The executive summary must provide a brief description of the proposing firm and shall include: history; number of years the organization has been in business; type of products and services it provides.

The executive summary must confirm that the Proposer shall comply with the provisions of this RFP .

Section 3. Proposal Summary and Proposed Organization Proposers shall complete the tables provided in Part II, Section 3, Proposal Summary and Proposed Organization, of this RFP, and include the completed tables in Section 3 of the Proposal.


In completing Sections 3, 5, 6 and 7 of the Proposal Forms provided in Part II of this RFP, Proposers shall acknowledge each stated requirement in all with gray shading. The Proposer shall include in the space provided at the bottom of each response table a narrative explanation. Proposers may expand tables to answer questions if the space provided is not suitable. More so, Proposers may attach charts, diagrams and plans, where applicable, and will note the location of such attachments in the gray response field. Section 4. Business Requirements Proposers shall agree to the response provided by the Selected Software Vendor in the Business Requirements Response Tables provided in Appendix E, Functional Description Response Tables, of this RFP, or list any exceptions to the individual requirements. Proposers are not allowed to change any of the deliverables or Selected Software Vendor’s responses in the tables. In addition, for each deliverable marked by the Selected Software Provider (or Proposer) as requiring a configuration, customization, or modification, Proposers must provide an associated cost. Section 5. Technical Requirements Proposers shall complete the tables provided in Part II, Section 5, Technical Requirements, of this RFP and include the completed tables in Section 5 of the Proposal. Section 6. Systems Integration Services Requirements Proposers shall complete the tables provided in Part II, Section 6, Systems Integration Requirements, of this RFP, and include the completed tables in Section 6 of the Proposal. Section 7. Post-Implementation Requirements Proposers shall complete the tables provided in Part II, Section 7, Post-Implementation Requirements, of this RFP, and include the completed tables in Section 7 of the Proposal. Section 8. Submittal Forms Proposers shall complete the forms provided in Part II, Section 8, Submittal Forms, of this RFP, and include the completed tables in Section 8 of the Proposal. The following completed submittal forms shall be provided in Section 8 of the Proposal:

• Affirmative Action Employment Breakdown • OCCUPATIONAL LICENSE: Any person, firm, corporation or joint

venture, with a business location in Miami-Dade County, Florida, which is submitting a RFP, shall meet the County’s Occupational License Tax requirements in accordance with Chapter 8A, Article IX of the Code of Miami-Dade County, Florida. Proposers with a location outside Miami-Dade County shall meet their local Occupational Tax requirements. A copy of the license is requested to be submitted with the RFP Proposal.

• Sworn Statement – New Contracts • Insurance Requirements: The Proposer shall submit with the Proposal

evidence that it can obtain prior to commencement of work, the


coverage’s required by the District. Final insurance verification will be completed by the Office of Risk and Benefits Management prior to award.

Section 9. Cost Proposal The Cost Proposal shall include the following sections: Proposers shall complete the forms provided in Part II, Section 9, Proposal Cost, of this RFP, and include the completed tables in the Cost Proposal. In addition, the thirty (30) electronic copies of the Excel Cost Proposal on CD-ROM or jump drive shall be included in the sealed package with the hard copies of the Cost Proposal.

Section 10. Required Attachments

Proposers shall include in this section the following attachments: • Supplemental Acronym List – Include a list of acronyms that are specific

to your Technical and/or Cost Proposals. If you use acronyms already listed in Appendix C, Acronyms, there is no need to repeat those in your Supplemental Acronym List.

• Disclosure of Litigation – Each Proposer (and each subcontractor included in the Proposer’s Proposal) must include a complete disclosure of any civil litigation, arbitration or proceeding to which it is a party and which is pending or was concluded within one year from the date of this RFP.

1.2.2 MODIFICATIONS TO REQUEST FOR PROPOSALS

Proposers are advised that any changes to the Request for Proposal requirements may render the proposal non-responsive and may result in the proposal not receiving any further consideration.

1.2.3 EXAMINATION OF RFP DOCUMENTS AND ADDENDA POSTINGS

Proposer shall be solely responsible for examining the enclosed RFP Documents, including any Addenda issued during the Proposal period and for informing itself with respect to any and all conditions which may in any way affect the amount or nature of the Proposal or the performance of the Services in the event Proposer is selected.

Proposers are advised to monitor continuously, the M-DCPS Procurement website, for any addendums or questions and answers that may be posted, prior to the opening of this solicitation. The procurement website, which lists all RFPs, addendums, questions and answers and award information, is as follows: http://procurement.dadeschools.net (then click on) Bids/Under the Cone of Silence. Select the applicable RFP number of interest.


1.2.4 MISSING DOCUMENTS

The first part of the evaluation process is to validate the completeness of the proposal and ensure that all the RFP guidelines and submittal requirements are met. Respondents who do not meet all the requirements for the RFP may be contacted to submit the missing information within two business days. Incomplete or noncompliant proposals may be disqualified.

1.3 PRE- PROPOSAL CONFERENCE AND PROTESTS 1.3.1 Pre-Proposal Conference

A Pre-Proposal conference will be held Tuesday, November 28, 2006 at 1:00PM at WLRN, 172 NE 15th Street, Room 170, Miami, FL.

Pre-Proposal Conference attendance by the Proposer or his qualified representative is

highly desired for RFP acceptance. Notwithstanding any oral questions and answers that may be provided at the conference, Proposers are advised that the only official answer or position of M-DCPS will be stated in writing and submitted to all participants and posted on the District’s web site. The link is as follows: http://procurement.dadeschools.net (then click on) Bids/ Cone of Silence.

Questions that the proposer wishes to have addressed at the Pre-Proposal Conference should be submitted no later than November 17, 2006. Questions should be submitted to:

L. Leasburg-Kramer, C.P.M. Supervisor

Procurement Management [email protected]

FINAL DEADLINE FOR ANY INQUIRY, CLARIFICATION, OR INFORMATION

REGARDING THIS RFP SHALL BE DECEMBER 1, 2006, 4:00 PM. THIS IS TO ALLOW M-DCPS SUFFICIENT TIME TO ADDRESS ALL RECEIVED INQUIRIES

All proposers should monitor continuously, the M-DCPS Procurement website, for any addendums or questions and answers that may be posted, prior to the opening of this solicitation. The procurement website, which lists all Bids, RFPs, addendums, questions and answers and award information, is as follows: http://procurement.dadeschools.net (then click on) Bids/ Cone of Silence.

1.3.2 CHANGE OR WITHDRAWAL OF PROPOSAL

PRIOR TO PROPOSAL OPENING. Should the vendor withdraw its proposal, they shall do so in writing. This communication is to be received by the Assistant Superintendent, Procurement Management Services, 1450 N.E. 2nd Avenue, Room 351, Miami, FL 33132, prior to the opening of the proposals. The vendor's name and the proposal number should appear on the envelope.

AFTER PROPOSAL OPENING. After December 12, 2006, proposals may not be changed; and they may not be withdrawn for one hundred eighty (180) days from that date.


1.3.3 PROTEST TO CONTRACT SOLICITATION OR AWARD

The Board shall provide notice of a decision or intended decision concerning a solicitation, contract award, or exceptional purchase by electronic posting. This notice shall contain the following statement:

“Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.”

Any person who is adversely affected by the agency decision or intended decision, shall file with the agency a notice of protest in writing within 72 hours after the posting of the notice of decision or intended decision.

SPECIFICATIONS With respect to a protest of the terms, conditions, and specifications contained in a solicitation, including any provisions governing the methods of ranking proposals or replies, awarding contracts, reserving rights of further negotiation or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. The formal written protest shall be filed within 10 days after the date of 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. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and state holidays shall be excluded in the computation of the 72-hour time periods provided by this paragraph.

The notice of protest will be reviewed by Procurement Management Services staff, which will offer the protesting proposer the opportunity to meet and discuss the merits of the protest. If the protest if not resolved, the proposer may seek an administrative hearing pursuant to 120.57 Florida Statutes, by filing a formal written protest within 10 days after filing the notice of protest. Petitions for hearings on protests pursuant to 120.57 Florida Statutes must be filed in accordance with School Board Rule 6Gx13-8C-1064.

AWARDS

RESERVATION FOR REJECTION OR AWARD. The Board reserves the right to

reject any and all proposals, to waive irregularities or technicalities, and to request re-issue a new solicitaion.

NOTICE OF INTENDED ACTION. Notices will be posted on the District’s website http://procurement.dadeschools.net/ 7-10 days prior to a regularly scheduled Board meeting.

OFFICIAL AWARD DATE. Awards become official upon Board action.

It is anticipated that a proposal(s) may be presented to the School Board for acceptance on or about February 14, 2007. If accepted, notification to the successful proposer(s) will be on or after February 14, 2007. The School Board reserves the right to reject any and all proposals.


1.4 DISTRICT RIGHTS AND INDEMNIFICATION 1.4.1 DISTRICT RIGHTS

The District may verify the qualifications of any Proposer under consideration, require confirmation of information furnished by a Proposer, and require additional evidence of qualifications to perform the Services described in this RFP. The District reserves the right to:

Reject any or all of the Proposals;

Cancel and reissue RFP;

Cancel the entire RFP;

Issue addendums with revisions or clarifications to the RFP;

Reduce the scope of work if in the best interest and at the sole discretion of the District;

Appoint evaluation committees to review Proposals;

Utilize subcommittees to assist selection committee;

Approve or disapprove the use of particular subcontractors and suppliers upon consultation with the proposer;

Establish a short list of Proposers eligible for discussions/clarifications after review of written Proposals;

Award a Contract without discussions or negotiations; and

Disqualify the Proposal(s) upon evidence of collusion with intent to defraud or other illegal practices on the part of the Proposer(s). This RFP does not commit the Board to enter into a Contract nor does it obligate the Board to pay for any costs incurred in the preparation and submission of Proposals or in anticipation of a Contract.

1.4.2 INTELLECTUAL PROPERTY RIGHTS

Excluding licensed software and other mutually agreed upon products, all deliverables and products developed and delivered in association with any Contract awarded as a result of this RFP shall be the property of and belong solely to the District.

1.4.3 INSURANCE AND INDEMNIFICATION

If selected, the proposer(s) shall agree to hold harmless, indemnify and defend the indemnities, as hereinafter defined, against any claim, action, loss, damage, injury, liability, cost or expense of whatsoever kind or nature including, but not by way of limitation, attorney's fees and court costs arising out of bodily injury or damage to tangible property arising out of or incidental to the performance of the services of this Request for Proposals by or on behalf of the proposer, excluding only the sole negligence or culpability of the indemnities. The following shall be deemed to the indemnities: The School Board of Miami-Dade County, Florida and its members, officers and employees.


Successful vendor(s) are required to have insurance coverage, as specified in the Indemnity and insurance, Items 15 and 16, of Appendix D, Selected Terms and Conditions. The successful vendor(s) must submit completed certificate of insurance form(s), before being recommended for award. Failure to submit this form(s), as noted, will result in the vendor(s) not being recommended for the RFP award.

1.4.4 DEFAULT

In the event of default, which may include, but is not limited to non-performance and/or poor performance, the awardee shall lose eligibility to transact new business with the Board for a period of 14 months from date of termination of award by the Board. Proposers that are determined ineligible may request a hearing pursuant to §120.569, Fla. Stat., and School Board Rule 6Gx13-8C-1.064.

1.5 BOARD, STATE AND FEDERAL RULES AND STATUTES

1.5.1 PUBLIC ENTITY CRIMES

Section 287.133(2)(a) Florida Statute. 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 RFP on a contract to provide any goods or services to a public entity, may not submit a RFP on a contract with a public entity for the construction or repair of a public building or public work, may not submit RFPs on leases of real property to a public 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, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.5.2 COMPLIANCE WITH FEDERAL REGULATIONS

All contracts involving Federal funds will contain certain provisions required by applicable sections of Title 34, Section 80.36(I) and Section 85.510 Code of Federal Regulations and are included by reference herein. The vendor certifies by signing the proposal that the vendor and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in federally funded transactions and may, in certain instances, be required to provide a separate written certification to this effect.

During the term of any contract with the Board, in the event of debarment, suspension, proposed debarment, declared ineligible or voluntarily excluded from participation in federally funded transactions, the vendor shall immediately notify the Assistant Superintendent, Procurement Management Services, in writing.

Proposers will also be required to provide access to records, which are directly

pertinent to the contract and retain all required records for three years after the grantee (The Board) or sub-grantee makes final payment. For all contracts involving Federal funds, in excess of $10,000, The Board reserves the right to terminate the contract for cause as well as for convenience by issuing a certified notice to the vendor.


1.5.3 CONE OF SILENCE

A Cone of Silence is applicable to this Request for Proposal. Any inquiry, clarification, or information regarding this RFP must be requested, in writing, by FAX or E-mail to:

A COPY OF THIS WRITTEN REQUEST MUST BE SENT SIMULTANEOUSLY TO:

Linda Leasburg-Kramer, Supervisor Ilena Martinez, School Board Clerk Procurement Management Services Miami-Dade County Public Schools Miami-Dade County Public Schools 1450 N.E. 2ND Avenue, Room 268B 1450 N.E. 2ND Avenue, Room 352 Miami, Florida 33132 Miami, Florida 33132 FAX #305-995-1448 FAX #305-523-3362 E-MAIL: [email protected] E-MAIL: [email protected]

DEADLINE FOR ANY INQUIRY, CLARIFICATION, OR INFORMATION REGARDING THIS RFP SHALL BE DECEMBER 1, 2006, 4:00 PM. TO ALLOW M-DCPS SUFFICIENT TIME TO ADDRESS ALL RECEIVED INQUIRIES

All proposers should monitor continuously, the M-DCPS Procurement website, for any addendums or questions and answers that may be posted, prior to the opening of this solicitation. The procurement website, which lists all RFPs, addendums, questions and answers and award information, is as follows: http://procurement.dadeschools.net (then click on) Current RFPs/RFP's Under the Cone of Silence.

1.5.4 AFFIRMATIVE ACTION REQUIREMENTS AND M/WBE PARTICIPATION Equal Employment Opportunity

It is the policy of the School Board that no person will be denied access, employment, training, or promotion on the basis of gender, race, color, religion, ethnic or national origin, political beliefs, marital status, age, sexual orientation, social and family background, linguistic preference, or disability, and that merit principles will be followed. Each proposer is required to indicate his/her equal employment policy and provide a detailed breakdown by ethnicity, gender, and occupational categories of his/her work force. Submittal Forms, Section 8.0

Minority/Women Business Enterprises (M/WBE) Participation: It is the policy of the District to actively increase contracting opportunities for Minority/Women Business Enterprises (M/WBEs). In keeping with this policy, if a minority firm, as defined in Board Rules 6Gx13-3G-1.01 through 3G-1.05, is to perform a scope of work, then the Proposer is requested to provide documentation to substantiate same. In addition, if a prospective M/WBE is eligible for, but is not District certified by the deadline for submitting proposals, then Proposers must submit, with their responses, an M/WBE Certification Application (form FM 3920) for each of the non-certified companies.


The M/WBE Certification Application may be accessed through the following link:

http://procurement.dadeschools.net/pdf/3920.pdf

The awarded vendor is required to report all payments made to M/WBE’s on a quarterly basis. The reports shall include the name of firms, contact persons and expenditures paid each quarter, and shall be submitted to the Director, Division of Business Development and Assistance, 1500 Biscayne Blvd, Suite 128, Miami, Florida 33132. The M/WBE Quarterly Expenditure Report may be accessed through the following link:

http://mwbe.dadeschools.net/forms/4831.pdf

1.5.5 BACKGROUND SCREENING REQUIREMENTS

In accordance with the requirements of sections 1012.32, 1012.465, and 435.04, Florida Statutes (2004) as well as with the requirements of HB 1877, The Jessica Lunsford Act (2005), effective September 1, 2005, Contractor agrees to certify under oath and penalty of perjury, (Sworn Statement Pursuant to Sections 1012.32, 1012.465, and 435.04, Florida Statutes (2004) and HB 1877, The Jessica Lunsford Act (2005)) which is incorporated fully herein by reference, that Contractor and all of its employees who provide or may provide services under this Agreement have completed all background screening requirements as outlined in the above-referenced statutes.

Additionally, Contractor agrees that each of its employees, representatives, agents, subcontractors or suppliers who are permitted access on school grounds when students are present, who have direct contact with students or who have access to or control of school funds must meet level 2 screening requirements as described in sections 1012.32 and 435.04, Florida Statutes, and further upon obtaining level 2 clearance, must obtain a required Board issued photo identification badge which shall be worn by the individual at all times while on Board property when students are present.

Contractor agrees to bear any and all costs associated with acquiring the required background screening – including any costs associated with fingerprinting and obtaining the required photo identification badge. Contractor agrees to require all its affected employees to sign a statement, as a condition of employment with Contractor in relation to performance under this Agreement, agreeing that the employee will abide by the heretofore described background screening requirements, and also agreeing that the employee will notify the Contractor/Employer of any arrest(s) or conviction(s) of any offense enumerated in s. 435.04, Florida Statutes within 48 hours of its occurrence.

Contractor agrees to provide the Board with a list of all of its employees who have completed background screening as required by the above-referenced statutes and who meet the statutory requirements contained therein. Contractor agrees that it has an ongoing duty to maintain and update these lists as new employees are hired and in the event that any previously screened employee fails to meet the statutory standards. Contractor further agrees to notify the Board immediately upon becoming aware that any of its employees who were previously certified as completing the background check and meeting the statutory standards is subsequently arrested or convicted of any disqualifying


offense. Failure by Contractor to notify the Board of such arrest or conviction within 48 hours of being put on notice and within 5 business days of the occurrence of a qualifying arrest or conviction, shall constitute grounds for immediate termination of this Agreement by the Board.

The parties further agree that failure by Contractor to perform any of the duties described in this section shall constitute a material breach of the Agreement entitling the Board to terminate this Agreement immediately with no further responsibility to make payment or perform any other duties under this Agreement.

Sworn Statement – New Contracts, Submittal Forms, Section 8.0

1.5.6 COMPLIANCE WITH SCHOOL CODE

Contractor agrees to comply with all sections of the Florida K-20 Education Code, Title XLVIII, Florida Statutes as it presently exists, and further as it may be amended from time to time. Further, Contractor agrees that failure to comply with the Florida K-20 Education Code shall constitute a material breach of this Agreement and may result in the termination of this Agreement by the Board.

1.5.7 CONFLICT OF INTEREST

Former Miami-Dade County Public Schools employees, classified as Managerial Exempt Personnel, Pay Grade 22 and above, Dade County School Administrators Association, Pay Grade 47 and above, and other equivalent positions, are prohibited from personally representing another person or entity or acting as an agent or attorney for compensation in connection with any matter in which The School Board of Miami-Dade County, Florida, is interested, for two years after the School Board employees’ service terminates. This provision is pursuant to School Board Rule 6Gx13 – 4A-1.212 and Florida Statute § 112.313(9).

The School Board of Miami-Dade County, Florida shall be prohibited from entering into any business relationship or continue an existing business relationship with any person or entity determined to have engaged in violation of the restriction contained in this provision.

1.5.8 PUBLIC RECORDS LAW

It is the practice of The School Board of Miami-Dade County, Florida, to evaluate all Requests For Proposals in a public forum open to the Sunshine, pursuant to Florida Statute §286.011 and to make available for public inspection and copying any information received in response to an RFP, in accordance with Florida Statute §119, as such any information sent to M-DCPS is being sent into the public domain. No action on the part of the proposer would create an obligation of confidentiality on the part of the School Board, including but not limited to, making a reference in the proposal to the trade secret statutes, Florida Statutes §§ 812.081, 815.045. It is recommended that potential suppliers exclude from their response any information that, in their judgment, may be considered a trade secret.


1.5.9 CHARTER SCHOOLS

Items awarded under this contract shall be made available to Charter Schools approved by the School Board. The School Board is not responsible or liable for any purchases that may be made by Charter Schools.

1.5.10 PURCHASES BY OTHER PUBLIC AGENCIES

With the consent and agreement of the successful proposers(s), purchases may be made under this RFP by Miami-Dade County, Florida, and other governmental agencies or political subdivisions within the State of Florida. Such purchases shall be governed by the same terms and conditions. This agreement in no way restricts or interferes with the right of any State of Florida Agency or political subdivision to rebid any or all of these items. The School Board is not responsible or liable for any purchases that may be made by Miami-Dade County, Florida, and other governmental agencies or political subdivisions within the State of Florida.

1.5.11 ASSIGNMENT

Awarded vendor(s) may not assign this Agreement. The foregoing shall not be construed to limit awarded vendor’s right to use qualified subcontractors in performance of portions of the services provided hereunder.

1.6 PERFORMANCE REQUIREMENTS

1.6.1 NEW EQUIPMENT

Any equipment purchases recommended in the proposal shall be for new equipment only. Newly manufactured containing used or rebuilt parts, remanufactured, rebuilt, reconditioned, newly re-manufactured, used, shopworn, demonstrator or prototype equipment is not acceptable and will be rejected. Proposers submitting proposals for equipment that is not new will be considered non-responsive.

Proposer will be required to warrant that the specifications provided for equipment will allow all associated software to be implemented on the system to run efficiently and within a set of guaranteed performance parameters established in the scope of work and other documents.

1.6.2 PROPOSERS PERFORMANCE

Proposers must have the ability to provide products and services requested in this Request for Proposal. Proposers will be requested to provide information regarding previous experience and references in the K-12 market. Previous performance on similar contracts may be a consideration in the evaluation process including delivery performance, invoicing, and product performance.

Awarded vendor(s) performance on this contract may affect future contract awards based on performance on this contract. Proposer’s performance will be based on the following which may include: late/non deliverables, partial deliverables, deliverables


not meeting specifications, providing incorrect prices, invoicing problems, default, etc.

1.7 OTHER REQUIREMENTS 1.7.1 OTHER OBLIGATIONS

The selected Proposer shall be required to enter into a written Agreement with the Board. The District shall require certain contractual obligations, which may include, but are not limited to, the following:

Status Reporting: The selected Proposer shall be required to attend weekly meetings at a location to be determined by M-DCPS, and submit status reports covering such items as progress of work being performed, milestones attained, resources expended, problems encountered and corrective action taken, until final system acceptance. Status reports will also include a Gantt chart.

Warranty: All workmanship is to be under warranty for a minimum of fifteen months from the date of final system acceptance. Final system acceptance will be determined by a sign-off approximately 60 days after the “go-live.” The warranty shall require the Proposer to be responsible for all cost of parts, labor, field service, and pick up and delivery related to repairs or corrections during the warranty period. There is to be no additional cost to the District beyond those identified in the Proposal. The District anticipates that there will be a direct relationship between the completion of the warranty period and the commencement of the maintenance agreement. The District has detailed its anticipated terms for these provisions of the final agreement in Appendix D, Selected Terms and Conditions, of this RFP document which includes proposed sample Contract terms and conditions.

Other: In the final contract, the District will require items such as performance guarantees for system availability, response time, capacity, and detailed system acceptance criteria. Some of the specific guarantees required are identified in Section 5, Technical Requirements, of the RFP. The selected Proposer should be prepared to negotiate the inclusion of such items within the scope of services and pricing.

Payment Schedules: Payments for the proposed system shall be based on defined deliverables such as Phase I Implementation and training. No payments shall be made in advance of work performed. No less than the remaining balance of twenty-five percent (25%) of the total purchase price shall be due upon final acceptance of the proposed system by the District. Payment will be made within forty-five days (45) of receipt of invoice.

Liquidated Damages: The District may include in the Contract penalty provisions for non-performance. This may include liquidated damages.

Disclosure of Litigation: Each Proposer (and each subcontractor included in the Proposer’s Proposal) must include a complete disclosure of any civil litigation, arbitration or proceeding to which it is a party and which is pending or was concluded within one year from the date of this RFP in Section 8, Submittal Forms. This is a continuing disclosure requirement. Any such


litigation, arbitration, or other proceeding (collectively, “Proceeding”) commencing after submission of a Proposal must be disclosed in a written statement to Procurement Management Services within 30 days of its occurrence. Details of settlements that are prevented from disclosure by the terms of the settlement may be annotated as such.

Taxes: Unless otherwise specified in this solicitation document, the Proposer shall include and be responsible for paying all taxes, which shall be applicable to the sale of the proposed goods and services.

Miami-Dade County Public Schools is exempt from State of Florida Sales Tax and from Federal Excise Tax. A copy of tax exempt certificates will be supplied to the awarded proposer(s).

1.7.2 OTHER GENERAL CONDITIONS

Current Version: Supplemental “packaged” application and system software shall be the most current publisher’s or Proposer’s version, as of the date of the contract. Beta test versions will not be acceptable.

Proof of Concept POC: Selected Proposer(s) will be required, AT NO

CHARGE to M-DCPS, to perform a Proof of Concept (POC) to verify the performance of any additional proposed software products with the M-DCPS platform, network, servers, and databases. A technical evaluation sub-committee to verify claimed functionality, scalability and infrastructure compatibility will review the POC.

Selected Proposer(s) will have ten (10) business days to install, implement,

tune and create required functionality to support a laboratory environment of up to 20 end-user workstations. The software will remain on the M-DCPS environment for the technical review sub-committee to evaluate the products functionality for a period not to exceed 30/60 business days. Selected Proposer(s) will provide all necessary technical and training support to the technical review committee throughout the evaluation.

POC results will be reported to the Committee for required compliance to all

items in the Required Product Technology section and identification of compliance to Preferred Features items.

Additional terms and conditions not included in this RFP shall be included by the District in the final Contract and shall be agreed to by both parties

1.8 EVALUATION AND SELECTION

Proposals shall be evaluated for conformance to the requirements of the RFP and on the responsibility of the Proposer. A Proposal shall be considered responsive if it complies in all material respects to the requirements of the RFP documents.


1.8.1 EVALUATION

Any Contract resulting from this RFP shall be awarded to that responsible and responsive firm whose Proposal represents the best overall value to the District.

Proposals shall be evaluated using a three-tier process:

Tier I Conformance to Minimum Qualification Review: The District shall perform an initial responsiveness review to determine compliance to the RFP administrative requirements and the minimum qualification requirements as defined herein. Proposers that are deficient in meeting the minimum qualifications at the time of Proposal submittal shall be deemed non-responsive to this RFP and no further consideration shall be granted.

Tier II Evaluation: Proposals that meet the Tier I Minimum Qualification Requirements shall be evaluated based on the Tier II evaluation criteria herein. At the option of the District, Proposers with the highest rated written submissions may be invited to give a clarification interview with the District regarding proposed services as an additional step in the Tier II process. Evaluation of the clarification interview will be incorporated into the Tier II evaluation herein. A “competitive range” (short list) shall be established. Proposers that are in the “competitive range” (short list) shall advance to Tier III of the process as outlined below.

Tier III Evaluation: Proposers in the “competitive range” (short list) shall be evaluated based on the Tier III evaluation criteria herein. Proposer shall be required to participate in a series of presentations and discussions with the District of all proposed services which may include project management methodology, statement of work, project schedule, and other plans, deliverables, and commitments contained in the proposal. The District may also require a Proposer to submit written responses to questions regarding its proposal. Action by the Evaluation Committee in this regard should not be construed to imply acceptance or rejection of a Proposal.

Tier I Minimum Qualification Requirements Proposers and/or Subcontractor(s) shall meet the minimum qualification requirements at the time of Proposal submittal:

A. The Proposer and/or Subcontractor shall have implemented ERP Software Solutions encompassing HR/Payroll and Finance for a minimum of five (5) years. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. Additionally, contact information for one Functional Business Lead from the organization is requested.

B. The Proposer and/or Subcontractor shall have successfully implemented the finance modules for a public agency, preferably a K-12 organization, with an operating budget of at least $1 billion, within the last five (5) years. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead.


Additionally, contact information for one Functional Business Lead from the organization is requested.

C. The Proposer and/or Subcontractor shall have successfully implemented the human resources modules including payroll and time & attendance in a public agency, preferably a K-12 organization, with at least 10,000 employees within the last five (5) years. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. Additionally, contact information for one Functional Business Lead from the organization is requested.

D. The Proposer and/or Subcontractor shall have successfully implemented an integrated ERP software solution encompassing HR/Payroll and Finance modules for a K-12 school district with at least 25,000 students. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. Additionally, contact information for one Functional Business Lead from the organization is requested.

E. The Proposer and/or Subcontractor shall have successfully provided post-implementation support services for an ERP Software Solution. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. Additionally, contact information for one Functional Business Lead from the organization is requested.

F. The Proposer shall subcontract a minimum of 10% of their total Integration Services costs, as displayed in Section 9 and the corresponding Cost Proposal Excel spreadsheet, to be filled by SAP Public Services, Inc. Consulting. For the Proposed Key Personnel identified in Section 3, 10% of these roles must be SAP resources and must be dedicated fulltime to the project. The remainder of the SAP Public Services, Inc. project hours must be filled by function and/or technical project team skills. SAP Public Services, Inc. will attend all Steering Committee Meetings with at least one representative.

Tier II Evaluation Criteria Proposer shall be evaluated during Tier II on the following criteria:

A. Proposal Summary and Proposed Organization: 10%

How reasonable is the Statement of Work and the corresponding project phases?

Do the project schedule and Gantt chart accurately reflect major project activities and milestones? Is the schedule realistic and are milestones achievable on-time?

Is the list of Project deliverables comprehensive and have all deliverables been accurately detailed.

Do the qualifications and experience of the Proposer fit with the expectations of the District? Do references of both the company and team


members for this project support the Proposer’s ability to meet the District’s needs?

How financially strong is the Proposer? Does the project staffing plan include adequate Proposer, Subcontractor(s), and District staffing levels?

B. Business Requirements: 10 %

Do the proposed implementation services meet the District’s business requirements?

Has the Proposer adequately described business functional processes that they are unable to fulfill and provided appropriate reasoning?

Where applicable, has third-party software been identified to meet District functional requirements?

C. Technical Requirements: 15%

Has the proposer adequately addressed the implemented technical architecture of the proposed software solution and the system architecture including data integration architecture, toolkits, operations support and related attributes of the proposed solution?

Has the proposer recommended the hardware and corresponding configuration for all hardware necessary to ensure the successful implementation and on-going operation and modification of the selected solution?

Has the proposer accurately detailed all of supplemental software and proposed to manage implementation activities or address technical issues, and has an appropriate assessment of the product(s) been included?

D. Systems Integration Services Requirements: 25%

Does the Proposer outline effective project management services and provide a high-quality project plan?

Does the Proposer present effective plans for the following: o business process re-engineering o deployment o change management o system integration o data conversion o interface implementation o testing o knowledge/skills transfer o training o system and program documentation?

E. Post Implementation Services Requirements: 10% What is the nature, extent and limitation of the proposed warranty and maintenance agreements for supplemental software?

What is the nature, extent and limitation of the proposed approach for software upgrade services and optional ERP system maintenance and operations services?

F. Cost: 15%


What is the total cost of ownership in the context of the business value of the proposed solution? Note this includes both direct and indirect costs.

G. Demonstration of Commitment to Affirmative Action: 15%

The District has set a goal of a minimum of 10% of the total proposed Integration Services costs, as displayed in Section 9 and the corresponding Cost Proposal Excel spreadsheet, to be fulfilled by M/WBE. In fulfilling this goal the District’s goal is that the rate charged to the District by the Proposer for MWBE resources will be the same as the rate charged by the Proposer for its own resources, and that the Proposer will pay the M/WBE firm no less than 80% of the rate charged to the District for the resources. What is the percentage of M/WBE participation within the Integration Services?

Does the proposer have an Affirmative Action policy in place evidenced through employment practices?

The total possible score for the Tier II evaluation criteria is 100%. Upon completion of the above Tier II evaluation, rating and ranking, the Committee may choose to conduct an oral presentation(s) with the Proposer(s) which the Selection Committee deems to warrant further consideration based on the best rated proposal(s) providing the best value to the District.

Tier III Evaluation Criteria The selected Proposers shall be invited to participate in a series of presentations, discussions, and any relevant demonstrations to the Selection Committee. Oral presentation agenda and scripts shall be provided to selected finalists prior to the appointed presentation dates. Oral presentation subject matter shall be based on Proposer’s written submission. Additionally, the District may conduct site visits to comparable organizations where the Proposer has performed in a similar capacity.

The District will require the Proposer’s intended Project Team Leaders to be present during the oral presentation and lead the presentation. The District may also inspect the Proposer’s facilities in addition to conducting visits to comparable organizations that are undergoing system implementation or that have recently completed system implementation. This process allows the District to more thoroughly evaluate company expertise, qualifications, operations and services deemed by the District to be in its best interests.

Proposer shall be ranked during Tier III using the following criteria:

A. Experience and Qualifications of Proposal Team:

The commitment of the Proposal Team (including the Proposer and Subcontractors) to the K-12 market, their financial strength, their record of successful implementations of similar size and scope and complexity, and their implementation methodology and approach shall all be important considerations.

20%


B. Experience and Qualifications of Proposed Staff

Consideration shall be given to such things as the quality and experience of the specific staff proposed for the Project Director, Project Manager, and other key personnel and subject matter experts. In particular, staff will be evaluated on their specific experience implementing the functionality for which they are proposed in a similar complex environment.

20%

C. Project Approach

Consideration shall be given to such things as the quality, completeness and responsiveness of the proposed project management plan, the staffing plan including the District and software vendor participation, phased implementation plan, change management approach, data conversion and data cleansing approach, risk management plan, and related issues. Significant consideration will be given to the clarity, quality and appropriateness of the implementation approach to the key business areas identified by the District in Section 4.0, Business Requirements

20%

D. Technical Approach

Consideration shall be given to all the technical requirements assessment factors from Tier II in the context of the vendor interviews and site visits. In addition, specific attention shall be given to the proposal’s approach to system performance, system administration tools and approach, the archival strategy, data integration strategy, consistency across modules, systems operations support, and the architecture of the business intelligence and reporting tools.

20%

E. Cost

Consideration shall be given to the total cost of ownership in the context of the business value of the proposed solution.

20%

The total possible score for the Tier III evaluation criteria is 100%. Tier III evaluation alone shall represent the final score for a Proposer.


1.8.2 SELECTION COMMITTEE

The selection committee will consist of the following or their designees:

Deputy Superintendent, Business Operations

Executive Officer, Information Technology Services

Assistant Superintendent, School Operations

Director, Division of Business Development and Assistance

Employment and Staffing Officer, Office of Human Resources

Controller, Office of Controller

Representative from an outside agency

Chief Auditor (non-voting)

Assistant Superintendent, Procurement Management Services (non-voting)

Supervisor, Procurement Representative (non-voting)

The Selection Committee is anticipated to appoint one or more subcommittees to assist in the evaluating proposers’ responses.

1.8.3 SCHEDULE The planned schedule for review of proposals is as follows:

Posting: November 9, 2006 Pre-Proposal Conference Questions Due: November 17, 2006 Pre-Proposal Conference: November 28, 2006 Final Questions due to Procurement for Response: December 1, 2006 Due Date and Opening of Proposals: December 12, 2006 1st Selection Committee Meeting: December 14, 2006 2nd Selection Committee Meeting: December 21, 2006 Demonstrations/Oral Presentations: January 10-19, 2007

Final Selection Committee Meeting and Recommendation: January 25, 2007 Recommendation to School Board: February 14, 2007

Above dates may vary based on number of submissions

and the available resources of staff .


2. PROJECT OVERVIEW 2.1 MIAMI-DADE COUNTY PUBLIC SCHOOLS DISTRICT OVERVIEW

2.1.1 M-DCPS Background

The Miami-Dade County Public Schools District is a $6 billion organization with over 55,000 employees on the payroll. As the fourth largest school district in the country, M-DCPS provides educational services to over 350,000 students in Pre-kindergarten through grade 12, and adult programs. The District:

Maintains 193 elementary schools, 56 middle schools, 42 senior high schools, 15 K-8 centers, 16 primary learning centers, 5 specialized centers, 57 charter schools, 16 alternative schools, and 23 vocational centers/adult education.

Maintains multiple administration sites.

Provides educational services over an area of approximately 1900 square miles.

Retains approximately 25,250 full-time certified employees including teachers, Paraprofessionals, Assistant Principals and Principals.

In October 2005, the Board received the District Strategic Plan 2005-2008. The District’s mission is as follows:

“We provide the highest quality education so that all of our students are empowered to lead productive and fulfilling lives as lifelong learners and responsible citizens.”

The specific goals of the District’s Strategic Plan 2005-2008 are as follows:

1. Ensure achievement of high academic standards by all students.

2. Develop our students so that they are able to successfully compete in the global economy.

3. Actively engage family and community members to become our partners in raising and maintaining high student achievement.

4. Reform business practices to ensure efficiency, effectiveness and high ethical standards.

5. Recruit, develop and retain high-performing, diverse, and motivated faculty and staff. To satisfy this District’s mission and achieve its goals, the District must leverage technology to respond to an evolving educational setting, rising demands of access to information and interconnection to the larger global community.

2.1.2 M-DCPS Organization Chart

Please refer to the following link for the District’s Organizational Chart as of September 13, 2006: http://pdfs.dadeschools.net/Bdarch/2006/Bd091306/agenda/a6.pdf .


2.2 ERP PROJECT VISION AND GUIDING PRINCIPLES The ERP Project Vision and Guiding Principles are provided below:

2.2.1 ERP Project Vision Through the replacement of our aging financial, human resources, and procurement systems, the Miami-Dade County Public Schools will:

Dramatically improve service delivery to schools.

Radically improve the efficiency of District operations and its ability to manage them.

Reduce/eliminate paperwork and redundant manual processes.

Increase accountability and transparency to the public in the use of public funds.

Provide better data for decision-makers and stakeholders at all levels.

2.2.2 ERP Project Guiding Principles As M-DCPS engages in this change process, these guiding principles describe the basic attributes desired in the new systems and processes:

Access: Maximize access to data and transactions for all workers and decision-makers while appropriately protecting sensitive employee data as provided in statutes and regulations. Web-based tools provide the greatest access to information to all stakeholders of the various processes.

Usability: Systems should provide intuitive, user-friendly interfaces with robust on-line “help” functionality geared to the working professional.

Workflow: Maximize the use of proactive “on-line” processing of all transactions to eliminate paper, yet provide for appropriate “on-line” approvals as required to comply with applicable laws and Board policies.

Robust and Flexible Reporting: Flexible reporting tools should allow for standard reports and ad-hoc queries on all dimensions.

Best Practice Business Processes: Embrace the best practices embedded in the ERP system and change district processes rather than pursue costly customization of software.

School Centric: Place all processes in the context of supporting school operation and empower/enable excellent instruction to take place.

2.3 BUSINESS PROCESS ENVIRONMENT The District has documented the major functional areas and corresponding key functions in each area that will be addressed in the District’s ERP initiative. The systems that currently support each Functional Area are provided. In addition, the District has identified key challenges and opportunities for process improvement, followed by its vision for the future state environment. The District has also documented its current-state Finance, Procurement and Human Resource Management business processes. Detailed Business Requirements are provided for each Functional Area.


2.3.1 District Functional Areas The District has divided its Functional Areas into three categories relative to the scope of this RFP: Finance, Procurement and Human Resources. The list below provides the Functional Areas performed by the District within the scope of this RFP:

Functional Areas

2.3.1.1 Finance Accounts Payable − Invoice Processing − Payments

Accounts Receivable − Customer Master File − Billing − Cash Application − Collections

Business Performance Reporting − Reporting − Performance Driver Analysis

Capital Planning − Develop and Run Models

Cash and Capital Management − Bank Account Maintenance and Integration − Bank Integration − Cash Forecasting − Cash Position and Settlements − Cash Position Worksheet − Investment and Debt

Grants − Accounting Functions − Budget Functions − Grants Administration − Proposals

Financial and Operational Planning − Account Maintenance − Budget Development − Budget Forecasting − Budget Planning − Position Management


Fixed Assets − Asset Disposal/Retirement − Asset Creation − Maintaining/Tracking Assets

General Ledger − Account Analysis and Reconciliation − Account Maintenance − Journal Processing − Period/Year End Close − Chart of Accounts − Internal Funds

Outlook − Actuals Track to Latest Plan − Consolidate Forecast

Procurement Card

2.3.1.2 Procurement Contract Management − Contract Creation − Contract Administration − Contract Communication

Inventory Management − Planning − Administration

Procurement Transactional − Requisition Creation and Processing − Purchase Order Creation, Processing and Receiving − Purchase Order Changes − Freight − Textbook Purchasing

Sourcing − Planning − Solicitation − Analysis − Data Management

Supply Data Management − Item Management − Vendor Management


2.3.1.3 Human Resources Benefits Administration − Benefits − Workers’ Compensation − Leave and Retirement − Unemployment

Compensation Administration − Labor Market Analysis − Salary Experience Analysis − Job Classification − Job Analysis/Job Evaluation

Employee Data Management

Exit Management

Organizational Effectiveness

Payroll − Preparation and Submission of Deductions and Earnings − Payroll Processing − Preparation and Submission of Payroll Taxes and Reports − Process W2’s and W-2C’s − Associate and Third Party Inquiries

Position Management

Recruiting and Staffing

Time and Attendance − Time Entry − Approvals − Audit Controls and Edits − Scheduling − Reporting

Travel and Expense − Maintain Employee Profile − Process In/Out County Expense Report

2.3.2 Business Process Challenges

The District has identified the most critical challenges for each functional area. These challenges are summarized below.

2.3.2.1 Accounts Payable

The District receives a high volume of invoices in a process that is highly manual in nature.


Invoices are handled multiple times once they arrive in the Department. They are:

• Entered into a tracking system to keep track of and start the payment clock. • Manually reviewed against the system to determine if they are receipt or service

related. • Manually following up with schools/worksites to generate receiving or

acknowledge services adds to process time. • Once all receipts are entered or services performed, the invoices are then

entered into the system for payment.

Processing invoices is not efficient because: • Numerous screens are required to be accessed to complete the transaction. • More than one person can not process invoices to the same vendor. • There is no mechanism for handling recurring payments. • There is no mechanism for placing a vendor or invoice on hold. • System is not available for 2 weeks during year end processing. • Staff has to monitor dollars spent on Food Service PO’s manually. • Staff has to create Excel spreadsheet for P&L report for Food Service Payments.

Generating checks once a week causes:

• Numerous manual, emergency checks to be issued throughout the week • Vendors request to physically pick up checks. • Vendors request to have their checks delivered overnight. • Manual checks to be generated to capture discounts. • The system is limited to only 12 invoices per manual check. Occasionally more

than one manual needs to be issued to the same vendor on the same day. The systems inability to:

• Generate payment through Electronic Funds Transfer (EFT’s) puts a strain on vendor relations as that is a service that they are requesting.

• Process a “pre-paid” transaction causes wire transfer payment information to be excluded in AP System.

• Track invoices returned to vendor or school/worksite causes staff to: o Manually fill out forms explaining why invoice is being returned o Maintain spreadsheets to track status

• Facilitate Vendor Self-Service causes phone calls to be placed District-wide for payment status.

2.3.2.2 Accounts Receivable

• Lacking comprehensive integrated system to track receivables and grant funds. Need a grant’s financial module, or Accounts Receivable module in the ERP system to support the grant and accounts receivable process.

2.3.2.3 Business Performance Reporting

• Need to provide training so systems can be used. • Better controls. • Better reporting is needed. • Reduce paperwork. • Workflow is needed for review & approval.


• Align KPIs and the Strategic Plan at all levels of the organization. • Tracking of purchase requisitions from creation to final approval. • Not all people have access to Data Warehouse. • Activities occur out of cycle.

2.3.2.4 Capital Planning

• A capital planning system is needed to properly administer the constantly increasing capital program and associated debt service.

• Capital Budgeting's "Capital Budget Development" system inoperable, new system not yet implemented.

• Manual process for cash flow projections and comparison resulting in inefficiencies for project management, funding of projects, timing of debt, investment of proceeds - all of which increase costs.

• Manual process for capital asset tracking - Facilities Systems do not automatically provide GASB 34 reports.

• Project numbering process needs revamping.

2.3.2.5 Cash and Capital Management

Cash Management: • Currently using SunGard’s ICMS Treasury Workstation, Version 2.64, which

will be upgraded to latest version in the near future. o Extended (longer term) cash forecasting is not in the existing version o ICMS 2.71 is the current version supported by SunGard

• Schools checking accounts are decentralized, but can invest excess funds thru Treasury’s Money Market Pooled Fund Account. These funds are raised by each school, thru donations, after-school fees, etc. Goal is to centralize the schools accounts to streamline the disbursement and cash management processes:

o An ERP system is needed to support the Centralized banking initiative, which has not yet been implemented due the constraints of the current financial system. A centralized banking system is required to consolidate all the individual schools’ bank accounts and provide economy of scales, efficiencies, and necessary controls.

• ERP system must provide the same capabilities currently available in the SunGard Treasury Workstation such as:

o Cash management o In-house banking o Bank parsing/interface o Debt and investment management o Ability to update G/L through the workstation (interfaced to G/L)

• Process improvement is needed to encrypt critical files from the origination point for transmission to banks.

• Lacking comprehensive imaging system to reduce hard copy files of financial transactions such as payment supporting documentation.

• Checks printing and signing need to be consolidated in one area with the proper equipment and system interface to streamline the current process.

Capital Management:


• System integrated cash flows for capital projects are needed for debt and investment management. Treasury needs to be involved earlier in the process, in order to plan accordingly and address debt financing in the required time frame.

2.3.2.6 Grants

• A significant amount of grant information is currently maintained outside the general ledger system and not easily available to all stakeholders. This results in significant redundancy in processes between the Office of Budget Management and Grants Administration and the Office of the Controller and Grants Management.

• Constant reconciliation is required between the Grants Administration database and our current legacy system and use of Excel spreadsheets to make sure data is accurate.

• A system of re-budgeting funds is currently utilized to deal with grants that do not end on the same date as the district year end.

• Currently all Budget Creates, Budget Transfers and Transfers of Expenditures are a manual process and paper forms are transmitted from the Program Manager to Grants Administration and finally to Budget or Accounting depending on the entry.

• Entries are manual and average over 16,000 records per year. • In order to gather data for distribution to program managers, the District

developed an Excel download that gives weekly updated transaction information.

• If no successor grant is identified, transactions accumulate in the closed program, generate reports, and require manual reconciliation and transfer of expenditures. However, charges to closed programs with assigned successors are pragmatically transferred to the successor program. All personnel are programmatically transferred to the successor program.

• All tracking of grant documents up to award is done through a database. • All scorecard measures are managed in the database and on Excel

spreadsheets. • Projections for over 200 programs are done on Excel spreadsheets due to

the lack of a robust ad hoc report writer. • Multi year grants are re-budgeted manually each year. • The ability to monitor the contract dates relative to the grant period is manual • Currently nothing prevents charges to closed programs. • Employee cannot automatically be charged to multiple funds or multiple

structures within a fund. Entries are prepared manually. • No drill down exists by account number. • Tracking of grants in development is done through a database system offline.

2.3.2.7 Financial and Operational Planning

• Multiple Budget Approaches are used. • Scorecards are not used. • Projections were used, but discontinued. • District objectives for Target values are not clearly defined. • Not all Organizational data is available.


• Ability for only 1 annual budget (No previous history in system). • Operational and historical trend information is not easily accessible. • Inability to generate fund transfers at school/office level. Requests made by

memo, email, or form are transferred to Excel sheets to manually input into system. Very time consuming and increases the percentage of errors.

• Budget does Position Management – Not HR. • Creation of Accounting Structures.

2.3.2.8 General Accounting

• Manual (versus online) approval process for JV’s. • No 13th accounting period. • No Auto-Reversal of JV’s. • Workflow and imaging. • ITS/General Accounting shuts down financial systems during year end

closing. • Inability to charge multiple account structures in payroll system for one

employee. • Reporting (real time). • Accounting Rules (volume). • Internal School Fund – payments are processed by separate check writing

system (e.g., QuickBooks) and then manually entered into the General Ledger (MSAF) mainframe system.

• Internal School Fund – no centralized banking for all the school locations. • Inability to upload JV’s to the GL system. • Property System does not handle exceptions well, has been extensively

patched. • The District does not have a system that maintains the inventory of buildings

and processes the depreciation. Currently this is kept in Excel sheets and depreciation calculated manually.

• The process of capitalizing completed projects needs to be automated. • The process of calculating and assigning overhead to completed projects

should be automated and made a part of the capital system. This process is currently done manually, in Excel sheets.

• The inventory of capitalized leases and the corresponding depreciation is calculated and kept in Excel sheets.

• Inability to see check cleared date on system. • Stale Dated letters should be auto generated after 6 months. • Voided check and replacement check duplication. (e.g. System should reflect

check as “voided and replaced with check # XXXXX). • Automatic bank feed with cleared check information transmitted on a weekly

basis. • Calendar fiscal month close versus “last Friday of the month” close. • Implementation of GASB pronouncements should be transparent. (Software

should have updates to include). • All JV transaction reports should be live and real-time. • Vehicle mileage process should be automated where we don’t have to

manually enter each record individually. Possible internet portal where employees can input directly and we can generate monitoring reports.


• Inability to programmatically transfer expenditures from closed programs to successor programs resulting in approximately 16,000 lines of manual input per year, loss of efficient control, and significantly increased probability of error. In addition, due to this inability to programmatically transfer expenditures from closed programs, there are a large number of payroll rejects that have to be manually corrected.

• Accumulation of expenditures in old programs increases the risk of non-collection of payment with a negative impact on the district.

• Inability to easily drill down from summary reports to the detailed transactions in order to complete the large number of reports, in varying formats, due to funding agencies.

• Single structure payroll system causing manual distribution of teacher’s supplements to the appropriate structure. This results in an average of 20 JV’s per month or 400 lines of manual input.

• Limited resources to efficiently accomplish job requirements. • Cost Reporting process involves extensive manual calculations • Charter School payment process involves cumbersome manual calculations

and maintenance of Excel spreadsheets, both of which are prone to errors. • Number of Charter Schools increasing. • Inability to maintain multiple periods/years open. • Inability to handle future-dated journal entries.

2.3.2.9 Outlook

• No formal forecasting policies or calendar are utilized. • No standardized, documented roles and responsibilities. • No succession planning. • Lack of formal training process.

2.3.2.10 Procurement Card

• Due to lack of resources, the P-Card reconciliation process has not been automated nor integrated into the financial system.

2.3.2.11 Contract Management

• No centralized contract database. • No automated contract workflow, i.e., funding, requisition, legal review,

signatures, etc. • No integration between contracts and other systems, i.e., vendor file, item

file, payables, bids, etc. • Lack of standardized contract templates. • No advance notification of contract expiration, or effective dates of licenses,

insurance, etc. • No historical spend data on contracts. • Inability to track contract milestones. • Inability to track changes to contracts which impact organization or

departments.


2.3.2.12 Procurement Transactions

• Manual, free-form requisition entry leads to errors and omissions, lack of history.

• Approvals are not standardized and cumbersome, maintained in two email systems, and not monitored for delays.

• Communication from user to procurement is cumbersome and time consuming.

• Lack of automation, including PO number entry, Terms and Conditions, manual signature(s).

• Limited use of technology, i.e., electronic catalogs. • Inefficient workflow and information from user to Procurement to vendor to

Accounts Payable. • Freight is manually added, inconsistent, and separate from items. • Vendors do not acknowledge receipt of PO, no automated communication

between procurement and vendors. • Inflexible 3-part matching system. • Inability to sort, query, or prioritize information by Procurement staff.

2.3.2.13 Sourcing

• Budgets are developed independent of Procurement; Goals for schools and departments may include procurement involvement, but are not communicated timely.

• Historical spend data not available in an automated fashion. • Free-form entry of item descriptions restricts ability to analyze spend by

category, identify common items, or easily extract spend data. • Usage history may be available only from vendors, or through invoices. • No detail on credit card purchases. • Analysis of responses to bids and RFP’s is manual. Multiple photocopies

required. Manual re-entry of pricing responses by procurement for quotes, bids, RFPs.

• Vendor files lack accurate information regarding sourcing capabilities.

2.3.2.14 Supply Data Management

Item Management

• Item information maintained and managed in seven sub-systems; • Numbering system for items ranges from four to seven digits; no

standardized descriptions. • Fragmented, cumbersome inquiry process. • Limited archival process. • Lack of item history Cumbersome, time-consuming manual systems for

requisition to receipt, cycle counts, annual inventory, etc. • Lack of real-time data. Lack of strategic sourcing capabilities. • Inability to track excess parts after a tradesperson completes a job. • No mobile inventory. • Distribution system antiquated; tradesperson waits at counter to pick up

parts. • Lack of accurate back-order system.


Vendor Management

• Manual application from vendors • Non-sequential coding • No purge of inactive vendors • All payees receive vendor numbers, i.e., cafeteria managers, schools,

businesses • Jessica Lunsford Act requires manual notarization forms • Credit card vendors are not identified or added

2.3.2.15 Inventory Management

• Cumbersome, time-consuming manual systems for requisition to receipt, cycle counts, annual inventory, etc.

• Lack of real-time data. • Lack of communication between users and inventory management; no

planning. • Long lead times which increase inventory. • Lack of strategic sourcing capabilities. • Inability to track excess parts after a tradesperson completes a job. • No mobile inventory. • Distribution system antiquated; tradesperson waits at counter to pick up

parts. • Lack of accurate back-order system.

2.3.2.16 Benefits Administration

• In many cases, deductions for employees’ cost share of premiums are manually input and subject to error.

• Benefits enrollment information is currently maintained by the district’s Section 125 third party administrator. However, eligibility for benefits is maintained by the district. As such, errors related to the timing and synchronization of internal and external systems arise.

• Accuracy of information maintained by the district’s third party administrator may be questionable in some cases and result in retroactive adjustments.

• Time frame for the planning of open enrollment continues to be compressed, resulting in less time to implement changes to systems required for the new plan year.

• Multiple retirement plan providers exist, many with limited participation (i.e., less than fifty participants).

• Payroll team responsible for the reconciliation and remittance of funds to TPA’s.

• Complex eligibility criteria for employees and retirees based on various data elements driven by union contracts, Board rules and state statutes.

2.3.2.17 Compensation Administration

• Retroactive payment calculation.


• Complex Salary Projection Reporting. • Job Descriptions – having to go through School Board for review and

approval. • Payroll does not print anything other than “adjustment” on pay stub resulting

in calls to Compensation for more details on what was paid and why. • Mass changes require extensive calculations and effort to perform. • Complexity of Union rules. • Retroactive transaction exceptions must be done by hand when they occur in

previous fiscal years. • Salary Supplements cause confusion as to effective date and method of

calculation. • Multiple calendars upon which compensation is based. • Daily rate is inflexible to the needs of the organization, would be better to

move all to an hourly rate factor. • Organization of salary and payroll data limits the ability to share and report on

information. • Acting appointments require time bound position set to expire in the future

which system cannot handle. • Determining teacher experience pay is a complicated and manual process

requiring significant expertise.

2.3.2.18 Employee Data Management

Reporting:

• Formatting, access, data reliability. • Volume of reports is excessive. • Compliance reports are generated in-house rather than via templates . • Multiple reports requested internally and externally. • Limited capability to distribute reports electronically. • HR Process inefficiencies affect reporting. • Historical reporting is difficult, with difficulty retrieving and getting exact

answer. • Audit trails on record keeping. • HR resources are reactive not proactive. • Limited analysis capabilities. • Offsite / school files are maintained in an inconsistent manner. • Multiple ID badge systems. • Employee related information resides in multiple areas for multiple uses.

Many files contain identical information. • Outdated and unchanged policies restrict flow of data and place heavy

burden on staff for data requirements. • Limited access to data by employees. • Inconsistency of roles and responsibility in the schools could cause conflicts

with roles-based configuration of application security. • Policies are not well communicated and known throughout organization. • Unclear definitions and understanding of what information can be made

available, to whom, and in which circumstances, lack of uniform standards and controls over this arena.


• Inconsistent or non-existent training for incoming staff on data standards and access.

2.3.2.19 Exit Management

• Reporting of terminations is a highly manual process:

o Information entered and tracked by different parties o Most if not all reporting is ad-hoc o Data available through warehouse is not real time, must be uploaded

• Present process provides limited capabilities for reporting. • High possibility of errors being brought into process through use of three-tier

entry system. • No central repository of employee assets and financial obligations. • No capability to future date terminations and other events within PERS. • “Backdoor” access to systems and process that cause inaccurate data. • Inability to run any type of report on attrition, turnover, etc (ex. # teachers

leaving after 1st year). • No standardized or formal process for exit interviews other than what is

mandated by the State of Florida for teachers. • Benefits for those on leave is not an integrated and monitored process

resulting in continuation and payment beyond eligibility. • No visibility in the system of time the employee has been out on leave.

2.3.2.20 Organizational Effectiveness

• Reporting capabilities are not meeting the organizations needs. • HR Process is not consistent with all employee groups. • Historical reporting is difficult, with difficulty retrieving and getting exact

answer. • Management of communications to employees is inconsistent. • Job descriptions:

o Inconsistent o Job code recycling in MSA creates errors in the system

• Organizational change causes loss of continuity of responsibilities: o When someone moves to a new position, their replacement or former

department may not continue the work they did • Unable to track licenses and certifications and their expiration/renewal.

2.3.2.21 Payroll

• Salary calculations are often a process that requires manual intervention

which could be automated, this process leads to errors. • Reporting capabilities are not meeting the organizations’ needs. • Mid-year pay changes with diverse effective dates due to several different

calendars are normally retroactive due to labor agreements. • No mechanism in place to handle mid pay-period salary changes- only one

rate per assignment can be paid during any given pay date.


• Tedious calculations for retroactive increases due to the great number of employees with various assignments.

• Reporting of wages, deductions and time is not available to employees other than information presented on pay stubs.

• Special payments such as Alternative Ed, Critical Staff Shortage, etc., must be manually processed and reviewed.

o No self service capabilities are currently available for employees and managers

o Currently Managers can not access some of information they need without having to generate requests for ITS or by using data warehouse

• Deductions are mostly manually entered and reviewed to minimize human errors.

• No mechanism in place for self service for updating deductions. • Direct Deposit is limited to only one ACH account. • No capability to deposit fixed amounts to ACH. • Limited interfacing to TPA and other deduction recipients resulting in

duplicate data sets being maintained. • Limited ESS functionality is limited to offerings by TPA and benefit providers. • System is outdated with respect to legal compliance with Consumer Credit

Protection Act for reporting and requiring manual intervention to collect and disburse garnishments Department must stay on top of legislative changes to manually update the system.

• Refunding deductions and voiding Payroll checks causes confusion for TPA. • Board and Management decisions which are normally reached with Labor

Unions are often not supported because of system limitations, thus requiring manual intervention.

• System limitation for tracking already replaced checks. • Protracted union negotiations have interfered with ability of deductions or pay

changes to be done in a timely manner due to required manual intervention. • Tedious process of reviewing wages paid by TPA of Workers Comp and

possibly M-DCPS, which often leads to employee overpayments. • Notification to employees and collection of overpayments is a manual

process. • Calculation of terminal sick/vacation payout is a manual process, as sick

leave payout is based on a percentage calculated depending of years of service and other calculated amounts.

• Great deal of manual checks processed daily due to erroneous or late time reporting.

• No availability to direct deposit manual checks. • Retroactive settings and deletions create underpayments and overpayments

which are mostly manually calculated. • When an employee joins DROP (Deferred Retirement Option Plan) normally

the vacation and defer monies are manually paid out to credit the appropriate retirement plan and percent.

• Monitoring DROP participants and their payouts based on schedule of benefits is partly a manual process.

• Sick leave banks balances which are specific to each Labor Union are manually maintained (employees joining bank and payments from bank).

• Yearly sick leave cash-in program is mostly a manual process • Union pool banks balances are manually maintained.


• Payouts for deferred balances (joining DROP, employee cancellation requests or employee terminations) are manually processed.

• When an employee is performing duties as an elected official on a regularly scheduled work day, a negative adjustment must be manually calculated and processed to collect elected official pay.

• Manual process to adjust earnings for retroactive transfers employees to other locations. (example: substitutes to pool substitute/teachers) also affects retirement credits.

• Manual process to pay deceased employee final payouts to beneficiaries. • Manual process to pay reimbursements for: uniform allowance, tuition, tool

allowance, license/recertification, personal property loss, etc. • Manual process to pay retiree incentive and reimbursements.

2.3.2.22 Position Management

• HR Process inefficiencies affect reporting (takes too long to get accurate information so you cannot get visibility on what is going on).

• Historical reporting is limited, with difficulty retrieving and getting exact answer.

• Audit trails on record keeping are limited. • Staff is reactive as opposed to pro-active. • Limited analysis capabilities. • Part-time positions are not budgeted by position. They are only budgeted by

$$$. • Approval process is overly complex; many are involved in the process for

visibility, others are involved for compliance, and the rest are ACTUAL approvers.

• Budgeted teacher Job Code 0000 provides limited visibility to Recruiting and Staffing.

2.3.2.23 Recruiting and Staffing

• Manual processing of applicants, inability to search in a centralized resume database.

• Historical reporting is difficult, with difficulty retrieving and getting exact answer.

• No audit trails on record keeping. • No self service functionality for managers or applicants. • Interview Scheduling is driven primarily through the persistence of the

applicant. Too much going on to track and schedule proactively so is more of a reactive process.

• Assessment and scoring of candidates is inconsistent, IPIF is completed on a limited basis offering limited insight.

• Inconsistent interviewer training and guidance. • Board Approval Process is drawn out and applicants may jump to other jobs. • Stand alone systems have popped up in different areas to handle what

system can not. Information needs to be manually re-entered into ATS. • Application and accompanying documents not reusable for other positions.

An individual applying for three positions would need to submit three sets of application materials.


• Silos of information and knowledge occur independently and do not allow for timely and effective use of data.

• Lack of interdepartmental communication often results in last minute notice of open positions.

• Lack of work flow does not advise principal on ATS approval for part-time applicants.

• Evaluation tests have not followed technological evolution. These have been changed – though have not notified entire district. (i.e. typing test for clerical).

• Administrative job descriptions are out of date and not changed by staff due to cumbersome process of having to go through School Board for review and approval. Many are ambiguous as a result.

• No ability to track data or provide reports on even the most basic of metrics such as time to fill, cost of hire, etc…

2.3.2.24 Time and Attendance

• Reporting of time is manual and inefficient process: o Use of sign-in sheets which are then entered into Timekeeping

System o Limited use of electronic clocks which does not feed onto the Payroll

System o Manual entry of time records by worksite location o On-line Rosters must be manually entered for both hourly/OT o Full-time employees are exception based o Substitutes – tracking, management, time logging o Bus Drivers – guaranteed minimum hours are set based on school

calendar, separate sub-system to calculate route time, break time, field-trip time, split schedules etc.

o Maintenance Department uses a separate sub-system which does not automatically feed onto the existing Payroll System

o Food Service – split shifts • Present timekeeping process provides limited capabilities for reporting. • High possibility of errors being brought into process through use of three-tier

entry system. • No information is available for substitutes to verify days/time paid, the only

source of information is the Payroll Department. • In need of interfacing between applications such as PERS, Payroll,

ID/Badging to reduce manual tasks. • Alternative Ed, Perfect Attendance awards and Sick Leave Cash-ins driven

by Time and Attendance System. • Due to system limitations, the time required to deliver changes and solutions

often causes difficulty meeting imposed deadlines (i.e., collection of data, processing and payment of time worked during Emergency periods).

• Accrual processing could be moved to before payroll processing so balance on paycheck information will be updated and nearly real time.

• FEMA Reporting – Hurricane pay and unique documentation requirements. • Hurricane Pay for bargaining units manually input and reviewed required IT

intervention. • Reporting and recording of hours related to workers comp, and integrating

with TPA.


• No capability to future date transactions (hires/terminations/leaves), generating a great number of daily Payroll Manual checks.

• Manual process to transfer sick days to relatives, credit sick leave days transferred in from other FRS agencies.

• When payroll is processed no verification against employees current status (active, terminated, leave, transferred).

• Various vacation accrual rates. • Manual monitoring of leave types such as injury and contagious disease. • Training is difficult and non-comprehensive as on-line training tools are not

available. • No mechanism in place to monitor and restrict employees from using sick

days credited but not yet earned, which causes a great deal of overpayments.

2.3.2.25 Travel and Expense

• Present pre-approval process is tedious and multi-level. • Quoted airfare prices often increase due to non-expeditious multi-level

approvals, thus impacting the budget. • Reconciliation is manual process. • After-travel paper approvals are repetitious. • In and Out-of-County – no mechanism in place for electronic submittal of

Expenses for reimbursement. • High percentages of Actual Expenses Travel Reimbursement Requests are

returned to employees as there is no direct linkage to the Districts’ Policies and Procedures Manual, expenses claimed are outside District Policy.

• Multiple areas make payments, Payroll reimburses the employees and AP reimburses the Travel Proposers.

• No mechanism in place to directly reimburse the travelers’ personal credit card.

• No mechanism in place to pre-populate miles between work locations. • No mechanism in place to properly recover an over-calculated travel

advance. • No mechanism in place to link bar coded receipts submittal to travel expense

reports. • No mechanism in place to electronically notify employees and managers

when expenses claimed is outside District’s Policy.

2.3.3 Business Process Vision

The District has developed a process vision for each of the District’s Functional Areas. These process visions describe how the District would like these areas to function in the future. The process visions are provided below:

2.3.3.1 Accounts Payable

• End to End seamless integrated procure to pay concept: o Working with Procurement in reaching the future state o Linking all areas in the district o 360 degree communication among all parties involved in the

process


o Web Based transparent Policies and Procedures maintained and communicated by cross functional teams

o Centralize all disbursements • Drive towards an electronic environment:

o Internal and external sources o Workflow

• Foster an environment of efficiency and effectiveness: o Improve vendor relationships o Improve timeliness of vendor payments o Generate payments more frequently o Reduce off cycle checks o Capture discounts

2.3.3.2 Accounts Receivable

• Integrated system that provides invoicing, receivables tracking, and cash application capabilities.

2.3.3.3 Business Performance Reporting

• Integrated, end-to-end process that facilitates delivery of timely, accurate, valuable data to decision makers:

o Customers trust the process (and therefore, trust the information) • Integration with all areas providing information into the Reporting process. • Formalized, specific, transparent, well-communicated policies and

procedures throughout the Reporting process, both within and outside the department.

• Leverage new technology (ERP and other) for improved financial and performance management reporting, and workflow, automation, and/or other functionality where appropriate.

2.3.3.4 Capital Planning

• Provide an Integrated Capital Planning System that can provide a work flow link between all involved parties, such as Capital and Financial Budgeting, Facilities (Budgeting and Planning), Transportation, Food Service, IT, Treasury, Budget, Grants, Accounting, etc.

2.3.3.5 Cash and Capital Management

• Implement a Treasury/Cash Management system that can improve/maintain and anchor best practices in Cash and Capital Management:

o Maximize investment revenues at an acceptable cost o Lowest cost of funds o Improve current capabilities of SunGard Treasury Workstation

• Maintain and improve End-to-End capital process integration and communication:

o Capital Planning and debt management processes fully integrated by defined roles by department


• Implement and maintain process improvements such as: o Centralized Banking o Long term forecasting

• Web-based and self service initiatives

2.3.3.6 Grants

• Maintain best practices in the development, management and monitoring of grant resources in order to afford our students opportunities not funded through local revenue.

• Grants Administration fully integrated into on-line ERP system. • Journal entries are automated and uploaded to system electronically. • All books and records for grants are maintained within the ERP system. • Transactions cannot be charged to closed programs. • Monthly projections are the result of a download from the ERP system. • Numerous accounts can be charged for a single employee’s salary. • Re-budgets are automatic and not a manual process. • Use of a thirteenth month or year end period and the ability to have

multiple years open at the same time eliminates a lost month during the grant cycle.

• Stakeholders can maintain a library of reports that serve their needs.

2.3.3.7 Financial and Operational Planning

• Formalized, specific, transparent, well-communicated policies and procedures throughout the Financial and Operational Planning process, both within and outside the department:

o Detailed calendar developed, with deadlines and milestones o Documented governance policies o Controls developed

• Leverage new technology (ERP and other) for improved reporting, workflow, financial and performance management, and automation, where appropriate.

• One Source of information for all objectives, goals and activities, as well as Governance items need to be articulated in the budget document.

• Shared Service Orientation and understanding.

2.3.3.8 General Accounting

• To gather and provide accurate and timely financial information, in the most cost-effective manner, delivered with excellent customer service, utilizing standardized policies/procedures and leveraging technology.

• All sub-system data is validated at the source: o Standardized Quality Assurance processes in place o Few adjusting journal entries and accruals (material adjustments

only)


2.3.3.9 Outlook

• Formalized collaborative forecasting process utilizing well-defined and communicated deadlines and milestones:

o Formal policies & processes in place o Include all stakeholders in the process o Utilize consistent, proven, applicable forecasting techniques

Moving Average Auto Regress Models Qualitative Models

• Shared Service orientation and understanding.

2.3.3.10 Procurement Card

• Use of Procurement Card as a payment method option which would tie to the General Ledger.

• Ability to track and document P-Card order transactions with vendors from placement to receipt, especially for inventory replenishments.

• Ability to track expenditures against contracts. • Ability to tie usage to Awarded Contracts. • Automated reconciliation process.

2.3.3.11 Contract Management

• Formalized contract management system utilizing streamlined workflow and approval, tied to the requisition, purchase order, and account payables systems.

• Ability to maintain centralized contract management system, and query for information regarding users, spend, categories, funding, and bids.

• Ability to analyze vendor performance on a contract by pre-determined milestones or budgeted expenditures.

• Ability to link invoices to contracts. • Ability to set multiple calendar driven flags to alert contract manager prior

to expiration of contract or required documents, i.e., insurance, licenses, etc.

• Ability to evaluate vendor performance on contracts. • Ability to view contract documents, attachments, drawings, and other

pertinent information.

2.3.3.12 Procurement Transactions

• Implement streamlined, automated Procure-To-Pay process for requisitions, purchase orders, receipts, and payments for items commonly purchased by schools and departments.

• Implement two-way communication between Procurement and vendors to acknowledge purchase orders, manage business processes, and enable performance reporting.

• Provide an intuitive Procurement portal to manage workflow, access historic data, enable communication, and generate ad-hoc reports.

• Integrate vendor, item, contract, and sourcing data into Procurement portal.


• Provide Requestor portal to include pre-populated templates, auto-validation fields, inquiry fields, receipt and payment information, and help screens.

• Implement integrated textbook purchasing, including free materials, matched to student enrollment databases by course and grade.

• Integrate textbook purchasing with school inventory records, and auto-generation of multi-year consumables.

2.3.3.13 Sourcing

• Portal technology to enable Procurement staff to access vendor information, evaluations, links to market research sites, and eProcurement sites.

• Aggregate accurate historical data relating to expenditures, categories, contracts, users, responses to solicitations, performance, and invoicing from multiple sources.

• Two-way communication capability with vendors. • Timely involvement by cross-functional teams to collaborate regarding

specifications, budget, repairs, warranties. • Increased procurement activity in analytical rather than transactional

processes. • Cost modeling tools for Procurement to include multiple selection

scenarios relating to spend analysis, vendor selection, shipping options, volume purchases, etc.

2.3.3.14 Supply Data Management

• Create a centralized item master which facilitates the capture of information which is easily accessible to all parties.

• Graphic capability, including uploads from vendor catalogs • Automated vendor portal, enabling self-service updates, two-way

communication, future effective dates, and links to pertinent data, while maintaining security.

• Develop a dashboard to measure supplier performance, responses to solicitations, activity.

• Integration with Accounts Payable requirements, i.e., discounts, bank account number, W-9 information, multiple payment options, 1099 information.

2.3.3.15 Inventory Management

• Integrated, automated system, from demand planning to receipt. • Ability to systematically measure and report inventory control

effectiveness in managing replenishing order point and lead-time, min/max performance, minimum order quantity, inventory turns, inventory carrying cost, etc.

• Ability to standardize entries, define physical counts scope and tolerance and insure accurate, timely data.

• Ability to query data for forecasting, planning, and communication.


• Establish performance standards to insure streamlined and efficient processes. Report measures of efficiency over time for storage facility, such as transactions per time period, per person, average time between request and its fulfillment, etc.

• Maximize service levels and minimize inventory and cost.

2.3.3.16 Benefits Administration

• Benefits will be administered through a timely and efficient process which is easy to understand and manage. It will facilitate the accurate capturing of information based on standardized processes transparent to all parties involved. End-user interaction with the system will be intuitive and capable of supporting employee self-service while adhering to established business rules.

2.3.3.17 Compensation Administration • Ensure consistent application of the business/local compensation

management framework through a combination of standardized, defined, clear, well-known policies and procedures (with well understood timelines and due dates), system controls, compensation guidelines, HR consultation and key performance indicators:

o Integration of different processes o Realistic, timely execution

• Consistent and timely communication process exists for compensation programs and policies within business units:

o All parties (internal and external) involved o Collaboration with other units o Must be defined/clear/known

2.3.3.18 Employee Data Management

• Data management (physical and electronic data) policies governing the collection, storage and reporting of employee data will be clearly defined and standardized to be in compliance with Federal, State and Local Laws. Policies will be consistently communicated to all applicable staff in a timely fashion.

2.3.3.19 Exit Management

• Provide a simple, standardized process that is well documented and integrated with all related departments, employees and processes.

2.3.3.20 Organizational Effectiveness

• HR leads institutionalized processes using a defined approach that is supported by leadership. The organization is held accountable to measurable results using strategic plans, scorecards and KPIs.


2.3.3.21 Payroll

• Payrolls are accurate, timely, efficient and streamlined with controls in place to manage data at the source. Automation and Self Service supports the process to minimize manual intervention and exceptions.

• Upstream processes such as Time and Attendance, Benefits, Recruiting and Staffing and Compensation provide clean inputs to Payroll process with minimal manual intervention.

• Preparation of Government Payroll Reports, payroll taxes are accurate and timely.

• Governance is in place that directs what, how, when and why events and changes are introduced in a methodological fashion that manages flow, throughput and quality, with effective communication of events, their effects on payroll so that payroll is proactive and involved in the overall planning.

2.3.3.22 Position Management

• The process will be well-documented, clearly defined, collaborative and streamlined. Its infrastructure will be comprised of consistent policies and procedures across the organization implemented to eliminate exceptions, provide for workflow for supervisor approvals and notification. In addition, this process will minimize manual intervention (exceptions/corrections only) while being linked to other HR/Finance processes.

2.3.3.23 Recruiting and Staffing

• The recruiting and staffing process will be centralized, efficient, simple to follow and clear. It will offer a level playing field to give each candidate a fair chance of consideration. It will facilitate bringing in the right candidates to the right place at the right time.

2.3.3.24 Time and Attendance

• Employee time and attendance information is captured effectively, efficiently, at the source and shared across the organization to the right people at the right time for the right reasons. Automation and Self-Service supports the process to minimize manual transactions and drilldown/drill back accessibility data and balances.

2.3.3.25 Travel and Expense

• Preparation, submission and payment of expense reports are automated and streamlined with approvals and predefined parameters in place.

2.3.4 Current-State Business Processes

The District, with the assistance of Answerthink, a consulting firm, has documented its current state business processes. Detailed documentation of the District’s current-state business processes is referenced in Appendix A.


2.3.5 Future-State Business Requirements

The future-state Business Requirements for each Functional Area are provided in Appendix E, Functional Description Response Tables. Section 4, Business Requirements, contains instructions for responding to future-state Business Requirements as they relate to the solutions provided by SAP software.

2.3.6 High-Level Implementation Plan

The District recognizes that the various modules of an RFP are interdependent and there are some “best practices” with regard to the order in which they are generally best implemented. Each Proposer should specify the approach they follow that would best benefit the District indicating the rationale for this approach. The table below contains the list of business functions under consideration. Each Proposer will indicate when each business function would best be implemented and indicate the SAP module to be utilized.

Business Function Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

SAP Module Names

Financial Management o Accounts Payable o Accounts Receivable o Business Performance Reporting o Capital Planning o Cash and Capital Management o Grants o Financial and Operational Planning

(Budget)

o Fixed Assets o General ledger o Outlook o Procurement Card Procurement o Contract Management o Inventory Management o Procurement Transactions o Sourcing o Supply Data Management Human Resources


Business Function Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

SAP Module Names

o Benefits Administration o Compensation Administration o Employment Data Management o Exit Management o Organizational Effectiveness o Payroll o Position Management o Recruiting and Staffing o Time and Attendance o Travel and Expense Please provide the rationale for the Phases and SAP Modules utilized in this section.

2.4 INFORMATION TECHNOLOGY ENVIRONMENT This section summarizes a description of the District’s information technology environment.

2.4.1 Current Information Technology Environment Overview

On December 14, 2005 the School Board of Miami–Dade County approved the District’s Comprehensive Information Technology Blueprint developed by the Celt Corporation. This plan resulted in 80 information technology initiatives which have been combined into 11 strategic recommendations. It will serve as the District’s roadmap for developing an integrated technology infrastructure and will provide equitable access, use, and support of information technology resources for all students. After implementation of the technology blueprint, the quality of M-DCPS technology services will ensure that:

• Students are technologically proficient and academically successful; • Teachers are highly qualified and engaging; • Administrators are effective and efficient; • Support staff is productive; and • Parents can be more involved in their child’s academic progress.

One of the 11 strategic recommendations of the Information Technology Blueprint is to procure an Enterprise Resource Planning System (ERP) for business operations which will provide a single, uniform software program across operational activities, initially within finance, human resources, and procurement. Information Technology Services (ITS) is broken down into six areas:

• Project Management / Process Engineering (PM/PE), • Infrastructure & System Support, • Data Security, • Technology Delivery,


• Systems & Programming, and • Business & Operational Services.

Each area is described below.

2.4.1.1 Project Management / Process Engineering (PM/PE) The Program Management and Process Engineering area oversees the development and application of standards for new projects and ongoing operations and the implementation of continuous improvement plans. It supervises the collection of metrics that measure the business practices of ITS and assists in the development of the services required for project implementation, planning, monitoring, evaluation and feedback. It oversees the updating of information on the IT policies and procedures that describe the various acquisition, installation, operation and support activities for the various technology elements.

2.4.1.2 Infrastructure & System Support

Infrastructure & Systems Support (ISS) has various mission critical areas which assist schools, district offices and school site support centers. ISS supports instructional and administrative applications and/ or equipment. This is accomplished by the following seven areas:

• Project Management/ Regional Center Support Teams: Coordination and implementation of technology for new construction, renovations, additions and upgrades. Design, implement, maintain and support of telephone and network infrastructure systems. Coordinate and implement the installation, maintenance and support of network infrastructure, computers, peripherals and instructional/ administrative applications necessary to effectively sustain the District’s educational and administrative support programs.

• SBAB Executive Support Team: Ensures that high level district staff and Board Members are properly supported.

• System User Support/ Network Support: Provide schools, district offices and school site support centers with first level technical support on the use and operation of applications such as Electronic Gradebook, Student Scheduling, MacSchool, ISIS, MSA, Email, P-Synch, VACS, Payroll, data/ telecommunications systems, computer hardware, peripherals, interfaces with district telecommunications and hardware service providers and other Business and Instructional applications critical to maintaining adherence to State Statues and Board Rules.

• Add Moves and Changes (AMC): Interfaces with school and district staff on the processing of adds/ moves/ changes to their data/ telecommunications systems.

• Inventory/ Warehousing Control: Process requisitions in order to maintain adequate stock of equipment which is used to provide the highest level of service to all district departments and schools. Complete annual reconciliation of assets against the districts Property Control System.

• Telecommunications: Supports and maintains a variety of telecommunication services ranging from traditional voice (e.g., telephone) services to key systems, public address systems, and others.

• Records and Forms Management: (RCFM) is the custodian for all district records (student transcripts) and official forms. RCFM is responsible for the efficient and secure management of school district information in accordance to Board Rules and State Statutes.


2.4.1.3 Data Security

IT Security encompasses all technology areas. Major components of District IT security include access control and management for user systems and data and the provision and management of remote access. Security also includes multiple systems for controlling both inbound and outbound Internet communications via firewall and Intrusion Detection Systems (IDS), virus control, e-mail, spam avoidance, virtual private network (VPN) deployment, management, and more. As security is intertwined with all IT technology areas, there are direct security implications in all framework areas.

2.4.1.4 Systems & Programming

Systems & Programming has the technical programming staff necessary to provide system analysis, program design, programming, testing, documentation, and implementation of new and revised applications to the school district. Systems and Programming is divided into eight functional areas covering all of the district's mainframe systems, Database Administration and Multi-platform development. The eight areas are listed bellow:

Student Services.

Financial Services.

Human Resources.

Business Services.

Business Solutions.

Facilities Solutions.

Student Solutions.

Enterprise Architecture. Database Administration falls under our Enterprise Architecture area and deals with all the electronic methods for saving, storing, accessing, and archiving District data. The District currently maintains the following types of data repositories:

An Enterprise Data warehouse that is built on Microsoft SQL with Informatica ETL and COGNOS BI.

Business Enterprise databases that is proprietary to the business applications. Many of these are housed on a large IBM mainframe in either Adabas or VSAM.

SQL databases that house information from other District systems and serve as intermediate repositories for data to ensure the security of the enterprise system and/or serve as a query data repository.

2.4.1.5 Business & Operational Services

The Business & Operational Services area consists of the technology components that allow users and systems to interconnect with each other. It also includes other infrastructure technologies necessary for enterprise system to work. The primary components are:


Wide Area Network (WAN): The District’s WAN consists of a high-speed, “hub and spoke” design. The “hub” being the M-DCPS ITS Data Facility which provides access to district hosted applications like Email and Grade Book as well as access to the Public Internet and legacy mainframe applications

Local Area Networks (LAN): The District currently supports over 400 facilities each with one or more LANs. Each remote site is connected to the M-DCPS Wan either by T1 Frame Relay circuit (1.5 MB) or Metro-Ethernet (7 MB) technology. The District mandates specific standards for all LAN cable plants, equipment, and connectivity deployments.

Core IP Services: The District supports multiple Domain Name System (DNS) domains for both internal and external use. Dynamic Host Control Protocol (DHCP) provides IP address allocation and delivery.

Business & Operational Services area also manages all the systems and tools that an individual District employee, educator, or manager can use to accomplish their respective responsibilities. Some examples of personal electronic systems are desktops, laptops, and PDAs as well as pre-packaged productivity software for such functions as word processing, spreadsheet analysis, and individual database development. The area also includes some level of file storage (file services), servers, and input/output/storage peripheral devices including:

Printers

Scanners

Networked copier/scanner

CD Library Systems

File Servers

Tape Drive Systems (local back up solutions)

2.4.2 Existing Mission Critical Systems

Business Enterprise Systems

The District is currently utilizing as its financial system, MSA Series E (currently owned by GEAC). The system was purchased in 1978 and was initially implemented in 1981. The Y2K upgrade was completed in August of 1998. Current modules installed are General Ledger (GL), Purchasing (PS), Accounts Payables (AP), Budgetary Control (BC), Common Components (CC), and the Financial Controller (FC). Major modifications were made to these modules to meet the needs of the District. Most applications are written using three languages COBOL, DCI (Data Communication Interface), and IE (Information Expert). The Human Resource / Payroll systems were also originally developed by MSA and implemented in 1981. Major in-house modifications have been made over the last 25 years. The District uses a third party provider to manage our fringe benefits. Florida Retirement System (FRS) administers our statewide retirement system. In addition the District interfaces with the Florida Department of Education.

We also have numerous systems that interface with both the Financial and Human Resource Applications. Most of these systems are mainframe oriented utilizing COBOL, Natural, CICS, and Easytrieve. The major administrative systems are included in the table below.


Table 1. Major Administrative Systems

System Language /Version Hardware Environment MSA: General Ledger (GL) Purchasing (PS) Accounts Payables (AP) Budgetary Control (BC) Common Components (CC) Financial Controller (FC) APDOC Account Invoice Tracking Subsystem

DCI / GL 98.01 DCI / PS 96.02 DCI / AP 96.01 DCI / BC 96.01 DCI / CC 96.01 DCI / FC 98.01 IE 96.01 DCI 94.01 CICS and DCI / Written In-house

Operates on IBM 9672 R36 Legacy Web Server (Mainframe)

School Internal Funds Accounting: Cash Receipts Purchase Orders Vouchers (Checks) Journal Vouchers

CICS and DCI /Written In-house


In-House Budget Systems: CASAS Computer Assisted Staff

Allocation System MESA Material Equipment Supply Allocation SBBS School Based Budget

System Title1 School Based Grant

Allocation System WBDS Web Budget

Development System

Most Budget systems are written in-house using COBOL and Easytrieve unless indicated otherwise. VB.NET

Operates on IBM 9672 R36 Legacy Web Server (Mainframe) Server

Approval System: MAIL

CICS, and Natural / Written In-house


Property Control: PROP

Natural / Written In-house Operates on IBM 9672 R36 Legacy Web Server (Mainframe)

Human Resources: PAYROLL PARL Payroll Maintenance PARS Payroll Absence Reporting RTMT Retirement Information REPT Report Viewer RSTR Payroll Approval SUBS Substitute System ARIS Automated Reappointment System VOES Verification of Employment EDTP Drug Test Appointment

Most Human Resource Systems are written in COBOL, CICS and Easytrieve unless indicated otherwise Natural / Written In-house



LEAV Leave of Absence System SUPP Supplement Set Up PERS Personnel REVS Retirement earnings TCHR PERQ Personnel Query Exit Interview TRVL Travel Teacher Web Application

Natural / Written In-house Natural / Written In-house VB.net Natural / Written In-house VB.net

Server at ITS Operates on IBM 9672 R36 Legacy Web Server (Mainframe) Server at ITS

It is desired that the ERP software program have interoperability with the following District Technology Applications and Initiatives. Data Warehouse: Cognos Informatica SQL

ReportNet 1.1, OLAP 7.3, PowerPlay 7.3 Metrics Manager 2.2 SQL Server 2000/2005

N-Tier Server Environment Servers at ITS

EXAAM: Exchange Automated Account Maintenance - updates the ADS from HR daily

Sungard: Treasury Workstation

Version 2.6.4

Servers at ITS

ACRS Cost Reporting: Department of Education (DOE) requirement

COBOL,CICS Operates on IBM 9672 R36 Legacy Web Server (Mainframe)

Business Application: COMPASS Comprehensive on-line Maintenance Purchasing and Stores System UTIL Utilities TEXT Textbooks SDST Stores and Distribution TransMan Fleet Management Software

Most Business Applications are written in-house using COBOL, CICS, Natural Version 7.10.46

Operates on IBM 9672 R36 Legacy Web Server (Mainframe) Servers at ITS

Food Systems: (RFP currently out for replacing in-house written software) FOOD Food Ordering FSAS Food Service Accounting FSIS Food Service Inventory MESS Menu Scheduling

All Food systems are written in-house using COBOL, CICS, and Natural

All Operate on IBM 9672 R36 Legacy Web Server (Mainframe)

Human Resources: ACES Charter Schools UWAY United Way SDES Staff Development E-Learning Staff Development Department of Education Reporting TALX Employment Verification

Most Human Resource Systems are written in COBOL, CICS and Easytrieve unless indicated otherwise Third Party Provider Third Party Provider for our



Fringe Benefit Maintenance Corporation (FBMC) Florida Retirement System (FRS) Payroll – File Maker Pro (data Cards)

Fringe Benefits Third Party Provider that manages our retirement benefits

Capital Systems: Magellan Primavera Expedition Project Expense Data Warehouse WPNR Project Number Request

Version 2.31 Version 4.1 Version 10.0 Developed in-house / SQL Database ASP.NET and VB.NET

All are on servers at ITS

Imaging System: Legato AP Personnel Payroll Purchasing Controllers Office Treasury

SQL/Application Xtender 5.00.051.4182

Servers at ITS Windows 2000 Servers Windows 2000 Servers Servers at ITS Servers at ITS Servers at ITS

Shopping Cart Visual Interdev 6.0 Server at ITS Student Systems: Teacher Certification Master Schedule building META DECO Title I

All applications use Cobol and CICS

ALL operate on IBM 9672 R36 Legacy Web Server (Mainframe)

Student and School Management Systems

The District is currently utilizing as its student and school management system a system that was internally developed in 1979 called the Integrated Student Information System (ISIS). The system has expanded throughout the years to accommodate new program within the system and to comply with the Florida Department of Education (DOE) requirements.

• Major areas of information maintained: o Student demographic, including birth place, parent, immunization, transportation,

tracking of schools attended o Academic information, including courses, teachers, rooms, student schedules

and grades o Attendance information, including absences, tardies, suspensions o Discipline information, including incidents, actions taken as a result of incidents o Testing information, including scores on state tests, college entrance exams o Exceptional Student Education (ESE) information, including dates of conferences

and evaluations, type of exceptionality, special courses, special transportation o Limited English Proficient (LEP) information, including dates of evaluation, level

of English for Speakers of Other Languages (ESOL) instruction, special courses

o Magnet program information, including dates, type of program, transportation o Dropout Prevention program information, including dates and type of program

• Processing: o Many batch mainframe processes to establish files for new school year, graduate

students, apply grades, apply test scores, and produce detail and summary reports for schools and district offices, as well as supply data to DOE

o Most secondary schools build course and student schedules using Mac School (Chancery Software)

o A growing number of schools maintain and submit grades electronically using Excelsior (Pinnacle Software)


o Schools are using a Web application developed in-house to record information pertaining to establishing programs for ESE students

o Schools are using a Web application developed in-house to access information pertaining to state tests in a class list view

Additionally, the District has recently implemented a Portal Lite project. For the District this is the first application that reaches out to our students and their parents with information being tied back to the teachers. The School Board of Miami–Dade County recently authorized us to pursue the full portal strategy, residing on SharePoint Server 2007, that includes single sign-on, role based profiles, collaboration and workflow. What we have already developed is unprecedented for any K-12 School District.

2.4.3 Technical Vision We envision a technical environment that is always available, secure, highly responsive, flexible in configuration, easy to maintain, enhance, and upgrade, and, above all, one that provides the information and analysis tools to support the M-DCPS staff in fulfilling the mission and goals of the District. Specifically we envision:

• Enhanced roles for ITS staff in support of the ERP system, including

o Partnered transition along with user base

o Closer partnership with business users

o Move toward more analysis, higher-order work

o Training will be scheduled and funded

o More and higher-order user support

o Maintain the sophisticated underlying environment that enables end-user power and flexibility

• A single operating system and database management system environment. The District is currently operating in a SQL 2005 environment and utilizes Windows operating systems.

• A single set of integrated, industry standard software development and maintenance tools, with a large base of trained practitioners.

• Smooth, frequently validated failover mechanisms.

• A backup time window that fits within the District’s operating parameters.

• A multi-tier application architecture, including thin-client, GUI, web-based front ends.

• A robust, flexible, widely supported, well-documented application integration approach, including a rich application program interface (API) architecture.

• A smoothly scalable system, able to handle widely varying numbers of users with minimal intervention, and with a small footprint for its nightly cycle.

• Robust, role-based security; single sign-on support.

• A clear, published upgrade and maintenance path.

• Rich and well-documented configuration options, both for initial installation and for ongoing maintenance; sufficient default values to enable rapid deployment.


• Access to the product’s metadata, including API tools and complete documentation.

• A complete test environment (development, test, stage, and production instances), including adequate infrastructure, staff such as a Database Administrator (DBA), storage and network capacity, a full volume of test data.

• Customizable on-line help that is persistent across product upgrades, context sensitive, and based on a standard platform.

• Built-in reporting capabilities using a delivered data mart or data warehouse, with support for populating external data warehouses.

2.4.4 Applications In-Scope The following table lists the required major ERP modules for Finance, HR and Procurement and represents the District’s existing applications that are in-scope for replacement in this RFP.

Applications in Scope

Business Function District Current

Application District Current Application

Function Application

Type FINANCE Accounts Payable MSA Accounts Payable COTS Accounts Receivable

No current system No current system No current system

Fixed-Assets PROP Track assets that are value $1,000 and greater.

Custom

Treasury/Cash Management

SunGard’s ICMS Treasury Workstation COTS

Budget WBDS MESA SBBS CASAS

Web Budget Development System Material Equipment Supply Allocation School Base Budget System Computer Assisted Staff Allocation System

Custom

Grants OIAGA Database Closing of Old Programs

Office Intergovernmental Affairs and Grants administration Grants tracking and management ITS custom application to close grant programs, programmatically transfer personnel structures, salary and non-salary expenditures to successor programs if assigned. To generate reports for personnel remaining in and expenditures being charged to closed programs.

Custom

Custom

General Ledger MSA

Chart of accounts, journal vouchers, etc.

COTS





Type Internal Funds (Schools) Capital Project Tracking Database

Capital project accounting

Custom

Custom

HR Benefits PERS We are managed by a third party

provider which feeds our personnel and payroll applications

Custom

Compensation Administration

PERS Personnel Reporting System Custom

Employee Data Management

PERS TCHR & PERS ACES EDTP LEAV SUPP SUBS ARIS VOES RTMT Teacher Transfers Database PERQ

Personnel Reporting System Teacher Transcript Requests Garnishments Transfer Terminations Summer School Post Unitary Diversity Guidelines Board List Request for Personnel Action Hurricane / Emergency Payments Instructional Personnel Interview Forms (IPIF) W2’s

Certification Charter Schools Employee Drug Test Tracking Leave of Absences Information Teacher Supplements Substitute System Automated Reappointment System Verification of Employment Status Retirement Information Teacher Transfers Database Personnel Query

Custom

Exit Management WTEI Web Teacher Exit Interview (Department of Education Requirement)

Custom





Type Payroll PARS

RSTR PARL RTMT REVS PERS REPT

Payroll Absence Reporting System Payroll Roster Approval Payroll Maintenance Retirement Information Retirement Earnings Personnel Report Viewer

Custom

Position Management

PERS Position Control Custom

Recruiting and Staffing

PERS WTWA

Application Tracking System (ATS) Web Teacher Webb Application

Custom

Time and Attendance

PARS Scranton Cards

Payroll Absence Reporting System Custom

Travel and Expense TRVL Travel (Out of County) In County Travel not automated

Custom No current

system Procurement Contracts MSA Contracts administration Price

agreements, service contracts, etc. COTS Very

limited Inventory Management

SDST FSIS TXSH TXPR TXAD COMPASS TMT

Inventory for Stores and Distribution Food Service Inventory System Textbook Inventory Systems Maintenance Inventory Fleet Inventory

Custom

Procurement Card No current System No current System No Current System

Requisitions and Purchase Orders

MSA

Procurement to payable / supply chain mgmt

COTS

Sourcing No current System No current System No current System

Supply Data Management

MSA Vendor and Item Management COTS


2.4.5 Applications Interfaces The list in Appendix F, Interfaces and Ancillary Systems, represents the District’s existing applications that are being considered for interfacing to the new ERP System. Appendix may be accessed at: http://procurement.dadeschools.net/ERP/Appendix/index.asp

2.4.6 Information Technology Architecture Documentation The diagram below highlights the locations for additional information about M-DCPS’s information technology architecture.


M-DCPS Information Technology Architecture Documentation


2.5 VOLUMES The following table contains selected current volume information for sizing the processing and storage requirements of the new systems. The volumes, provided by District personnel, are approximate and are included to provide prospective proposers with information to gauge equipment requirements. However, the proposed systems shall be readily scalable to accommodate future growth in District volumes. The proposed systems should be sized to meet the performance standards for projected volumes plus a margin for unanticipated volume growth.

Table 2. Volumes – Metrics

Metrics Fiscal Year 2006 Data

Chart of Accounts Total number of structures 3,476,809Funds 113Objects 557Locations 1,242Programs 4,291Functions 1,549Structures by Fund 0100 - 0199 General Fund Structures 1,997,5070300 - 0399 Capital Fund Structures 86,2910410 – Food Service Structures 77,6460420 – Grant Fund Structures 927,1720800 – Internal Fund Structures 376,414Other Fund Structures 11,779Finance – Asset Management Total Assets > = $15,000 in value Buildings 14,398 Construction in Progress 7,752 Improvement of Sites 1,654 Land 2,148 Equipment 1,075 Vehicles 3,082 Total Assets < $15,000 in value Equipment 110,000 Vehicles 3,082

Finance



Capital Projects 906Specially Funded Programs 3,921Finance – General Ledger Appropriation Units (Locations) 1,242Balance Sheet Objects 124Revenue Objects 162Expense Objects 270Balance Sheet Structures 55,900Revenue Structures 148,085Expense Structures 1,028,161Deposit Accounts (District) 22Deposit Accounts (Schools) 418Journal Entries (Journal Vouchers per month) 40,000Revenue Sources (Federal Direct, Federal through State, State, Local) 4Finance – Inventory Stores Inventory Items 4650Human Resources Applicants Processed 37,550Benefit Programs 32Employees (active and inactive) 174,096Job Classifications 1935Positions (classified and certificated) 46,984Payroll Garnishments 2400Pay Codes 20Pay Cycles 3Pay Periods 20,24,26Voluntary and Mandatory Deductions 62Number of Pay Advices per Pay Period 42,000Number of Checks Distribution Per Pay Period 9,000Number of Substitute Advices Per Pay Period 1250Number of Substitute Checks Per Pay Period 1200Number of W-2 61,500Work Schedules (Basic work year definition) 7Benefits Enrollment 44,001Accounts Payable



1099s 650AP Invoices 323,095Contracts 110Vendors 25,255Vendor Checks Printed Annually 33,622Purchasing Bids/RFPs 202P-Card Cardholders 550P-Card Transactions (per month) 3,800Purchase Orders Lines as of 06/30/2006 451,464Purchase Requisitions Lines as of 06/30/2006 446,182

Table 3. Volumes – Demographic

Demographic Total as of

2006 Local Districts Local Voting Districts 9Schools – K-12 Elementary schools 193Middle Schools 56Senior High Schools 42K-8 Schools 15Alternative Schools 16Primary Learning Centers 16Total K-12 Schools 338Other Schools and Centers Independent Charter Schools & Centers 57Vocational Centers/Adult Education 23Total Other Schools and Centers 80TOTAL K-12 and Other Schools and Centers 418Enrollment – K-12 PK-5 168,5486-8 86,9029-12 110,334Total K-12 Enrollment 365,784School District Employees – Full Time All Instructional Full Time 24,197


Demographic Total as of

2006 Administrators 2,091Non-Instructional Full Time 14,124Total Full Time Employees 40,412Budget Total School District Budget (as of 9/2006) $6.6 billionTotal General Fund, Regular Program Budget (as of 9/2006) $3.2 billionSpecially Funded Programs and Grants 348 millionTotal Dollar Amount of Grants 332.9 millionGeography Total Square Miles in District 1900 square

milesAcres of land to be acquired over next six (6) years 450Cafeterias Cafeterias (6 of the 319 locations have 2 cafeterias) 319Meals served per year 51,790,926Cafeterias using Computer Assisted Food Services (CAFS) Point of Sale 170Construction New Construction Projects 102Estimated cost of New Facilities Master Plan 2000 program $1.2 Billion

2.6 DATA CONVERSION PRELIMINARY ESTIMATES Appendix H, Data Conversion Preliminary Estimates, provides preliminary data conversion volumes. These are the significant volumes that are known by the District at this time; however, additional conversion may be required as the project progresses once the district understands the new software data requirements. Appendix may be accessed at http://procurement.dadeschools.net/ERP/Appendix/index.asp


PART II – PROPOSAL FORMS

3. PROPOSAL SUMMARY AND PROPOSED ORGANIZATION In this and all subsequent sections of the Proposal Forms, the Proposer shall acknowledge understanding and compliance with requirements. Proposer is to include a detailed response where requested for items shaded in gray.

3.1 PROPOSAL SUMMARY

3.1.1 Minimum Qualifications

Requirement Acknowledged

The Proposer and/or Subcontractor shall have implemented ERP Software Solutions encompassing HR/Payroll and Finance for a minimum of five (5) years.

References identifying the organization, contact name and contact information should be provided here. The Proposer and/or Subcontractor shall have successfully implemented the finance modules for a public agency, preferably a K-12 organization, with an operating budget of at least $1 billion, within the last five (5) years

References identifying the organization, contact name and contact information should be provided here. The Proposer and/or Subcontractor shall have successfully implemented the human resources modules including payroll and time & attendance in a public agency, preferably a K-12, organization with at least 10,000 employees within the last five (5) years

References identifying the organization, contact name and contact information should be provided here. The Proposer and/or Subcontractor shall have successfully implemented an integrated ERP software solution encompassing HR/Payroll and Finance modules for a K-12 school district with at least 25,000 students.

References identifying the organization, contact name and contact information should be provided here. The Proposer and/or Subcontractor shall have successfully provided post-implementation support services for an ERP Software Solution.

References identifying the organization, contact name and contact information should be provided here.

3.1.2 Statement of Understanding

Indicate your understanding of the District’s current situation and how your proposed services meet the requirements documented in this RFP. Insert answer here. What do you understand to be the purpose and scope of this project?


Insert answer here. What are the pertinent issues, potential problems and associated solutions related to the project? Insert answer here.

3.1.3 Proposed Statement of Work

Provide a Proposed SOW. Briefly describe the project phases and how the Proposer intends to proceed toward the completion of the project. Indicate major responsibilities of Proposer, Subcontractor(s), and the District. Attach Proposed Statement of Work

3.1.4 List of Providers Please indicate all company name(s) that will furnish products or services below (if necessary, insert extra rows). Systems Integrator (if not the Proposer)

Insert Systems Integrator Name Here

Training Provider(s) (if not the Proposer)

Insert Training Provider Name(s) Here

Maintenance Provider(s) (if not the Proposer)

Insert Maintenance Provider Name(s) Here

Other Other

3.1.5 Proposed Project Schedule

Attach and reference a Gantt chart showing major project activities including major milestones upon which progress payment will be claimed. The project should include but not be limited to: Planning (including business process reengineering (BPR) planning), Analysis, Design, System Implementation, Data and Document Conversion, Interface Implementation, Testing, Knowledge/Skills Transfer, Training, and System and Program Documentation and Support. Refer to Section 2.3.6, High-level Implementation Plan for the District’s high-level implementation planned phasing and constraints. Insert Proposed Project Schedule here.


3.1.6 Summary of the Project’s Major Deliverables

Deliverable Acknowledged

The Proposer shall use the standard project management, word processing, relational database management, presentation and spreadsheet products used by the District, at the version levels specified by the District, in the preparation of all project correspondence and deliverables.

District will be responsible for reviewing and approving each deliverable. Each deliverable will require a negotiated District turn-around time to be included in the Project Schedule. In addition, provide a list of other project components that will not be considered deliverables requiring approval by the District.

Documents must be presented to the District in the format specified by the District. Proposer shall propose a format for project documents and gain District approval prior to preparation of the first project deliverable. All project documents shall remain consistent with the approved format.

The Proposer shall meet with the District Project Manager to review an outline of, and criteria for, each project deliverable in advance of its preparation. Proposer shall provide a draft table of contents as part of the outline.

The Proposer must propose a comprehensive set of deliverables for the project. The List must include Major Deliverables and Other Project Components.

Identify a list of Deliverables and Other Project Components that will be provided to the District over the course of the Project using the table below.

Deliverable Name RFP Section Reference, if applicable

Attachments or Filename, if applicable

e.g. Project Plan Section 6.2.3, Project Management

Attachment 1 Project Plan.doc

1

2

3

4

3.2 PROPOSED PROJECT ORGANIZATION This section shall provide all relevant information regarding project organization and the Proposer’s unique capabilities. Both the documentation of Proposer’s internal practices and satisfaction of its clients are an essential part of the District’s evaluation process.

3.2.1 Proposer Qualifications

Qualifications Identify the unique qualifications that the Proposer brings to this project. Explain what differentiates its services from others in the market. Insert answer here.


3.2.2 Proposer Prior Experience

Prior Experience Acknowledged

Does the Proposer demonstrate experience in completing similar projects on time and within budget? Cite implementation.

If Yes, insert answer here. Do the individuals assigned to the project have experience on similar projects? Cite implementation.

If Yes, insert answer here. Summarize the extensive education and experience of the assigned personnel? Insert answer here. Describe the adequacy of staff, methodology, tools and resources; quality and appropriateness of technical or support staff; and past performance of the organization relevant to this project. Insert answer here. Discuss relevant implementations that the Proposer has started and successfully completed. Successful completion is defined as the system installed to the satisfaction of the client. Indicate how many were school districts. Insert answer here Discuss the implementations that the Proposer has started but has been unsuccessful in fully completing. Cite reasons for lack of success on these projects. Insert answer here. What are the key lessons learned from previous implementations? Insert answer here.


3.2.3 Proposer Client References Proposers are required to list five (5) Proposer references, including contact information for similar projects that the Proposer has completed.

Ref. No. Contact

Org. Type

No. of Employees

and Students/ Operating

Budget Operational Applications

Application Interfaces

Start-End

Dates of Implementation Project Description

Entity Name; Contact Name; Contact E-mail Address; Contact Telephone Number; Title

Public Sector; K-12; etc.

Product Name & Version)/ Platform (Hardware, OS, DBMS)

Specify Vendor; App.; and Version of other vendor products at this site

Project Description; Project Scope; Project Objectives; Products and Services Rendered to Organization; Project Duration/Dates; Project Status and Outcome; Proposed Personnel Involved

1

2

3

4

5


3.2.4 Proposer Team Roles The Proposer should demonstrate that it employs a competent team of people that are readily available to work on this project. All proposed key project personnel, including subcontractor staff, must be identified in the Proposal. Each person’s role must be identified below. Provide a list of the names, positions, hours and duration of assignment for each of your personnel that may be assigned to the project. This should include titles, job descriptions, roles and responsibilities for the positions being proposed as the Proposer’s project team, with head counts per job function. Insert answer here. List roles and team members designated to each role Insert answer here. List other required resources (specify) Insert answer here.

3.2.4.1 Proposer’s Key Personnel It is the District’s expectation that the key personnel included with this proposal will be the actual individuals assigned to the project should the proposal be accepted. Additionally, it is required that personnel assigned to this contract will remain with the project through implementation. Should an extreme circumstance require substitution of a key team member, the District reserves the right to approve or disapprove any requested change. This is to assure that “key” personnel and persons with vital experience and skill are not arbitrarily removed from the project by the Proposer. In the event that a replacement of a proposed team member is necessary, the Proposer shall replace that person with another person with similar experience, qualification, skill sets and rates. The District may terminate the Contract based on the loss of what the District considers “key” personnel. The District requires the Proposer to staff the project with seasoned professionals. The District expects that staff in the senior-level positions would have seven (7) or more years of experience managing/supporting projects of this size and scope and five (5) or more years of direct ERP implementation experience in the public sector. K-12 experience is highly desirable. Staff working in analytical or implementation roles must have at least two (2) years of related experience. Proposer is expected to work with District personnel at districts sites as well neutral work location. Please describe a physically neutral work environment. Associated costs, if any, should be provided in the Optional Cost portion of Section 9.


Identify in the table below all key personnel, the role/position of each person, the anticipated hours per month and the duration of the person’s participation on the project. Include in this proposal a proposed project director who will have overall responsibility to the District and proposed project manager(s) who will be responsible for day-to-day communications with the District. Be sure to include SAP Public Services, Inc. Consulting staff, where applicable, within this table.

Person Role/Position Hours Per

Month Duration

Please provide a resume for each key person listed above. Insert resumes here.

M-DCPS Request for Proposals for ERP System Integration Services – RFP No. 011-GG04 v21 of 199

3.2.4.2 Proposer Key Personnel Background Include the information requested below for each “Key Personnel” project team member.

Team Member Work History on Similar

Projects Technical Qualifications Certificates or Honors

Legal Relationship with Prime or Subcontractor

M-DCPS Request for Proposals for ERP System Integration Services – RFP No. 011-GG04 v21 of 199

3.2.4.3 Proposer Key Personnel Client References Proposers are required to list three (3) “Key Personnel” references, including contact information for similar projects that each team member has completed.

Ref. No. Contact

Org. Type

No. of Employees




Start-End






Project Description; Project Scope; Project Objectives; Products and Services Rendered to Organization; Project Duration/Dates; Project Status and Outcome; Team Member’s Role and Responsibilities

1

2

3


3.2.4.4 Proposer Staff Please address the following for Proposer personnel not identified in “Key Personnel” above. Again be sure to include all SAP Public Services, Inc. Consulting staff and other subcontractor staff, where applicable, within this section. Please provide Resumes or brief biographies of the specific staff being proposed to work on project tasks. The specific staff identified in the project management outline may not be changed prior to commencement of work or during the course of the project without the specific approval of the District and two weeks notice. Staff assigned to this project may not be removed from the project unless employment with your organization is being terminated. Insert proposed staff resumes here. Where existing staff cannot be identified for a specific job function, the Proposer shall include minimum job specifications and shall provide maximum hourly rates in Appendix I – Cost Proposal. http://procurement.dadeschools.net/ERP/Appendix/index.asp Insert minimum job specifications here. Proposer may not recruit or hire District employees until at least one year from the date of the termination of the contract. Proposer shall provide and execute a Knowledge Transfer Plan to be followed if any Proposer staff is changed Insert any additional comments related to the above here.

3.2.5 M-DCPS Project Team Roles In the table below list each M-DCPS District project team role required to assist in the implementation of the selected systems. Include team role, required skills, a brief description of tasks, estimated number of staff hours per role per month, and duration of the project required.

Role/Type Required Skills Task Description Hours Per

Month Duration

3.2.5.1 District Responsibilities

Describe what is required of the District to ensure a successful system implementation. Insert answer here.

3.2.6 Project Team Continuity

Describe your plan for maintaining continuity in the composition of the project team. Insert answer here.


3.2.7 Committee Participation


The Proposer shall provide ongoing participation on one or more implementation committees, including, but not limited to, the Executive Steering Committee and the Advisory Group.

3.2.8 Contract Performance

If a Proposer or subcontractor has had a contract terminated due to the Proposer’s non-performance or poor performance during the past five (5) years, all such incidents must be described, including the other party’s name, address and telephone number. If the Proposer has experienced no terminations in the past five (5) years, so indicate. Insert answer here.

3.2.9 Audited Financials and Other Reports 3.2.9.1 Financial Statements

Provide a copy of the Proposer and subcontractor(s) company’s last two year’s financial statements. The Proposer must submit a copy for itself and each of its subcontractors of the most recent audited or compiled financial statement, with the name, address and telephone number of a contact in the subcontractor’s principal financing or banking organization. The financial statements must have been completed by a Certified Public Accountant. Attach financial statements.

3.2.9.2 Bank Reference Provide at least one bank reference for the Proposer and each subcontractor.

Bank Name Contact Address Phone

3.2.9.3 Proposer and Subcontractor Dun & Bradstreet Provide Dun & Bradstreet numbers for the Proposer and each subcontractor.

Proposer and Subcontractor Names Dun & Bradstreet

Number Proposer Name: Subcontractor Name: Subcontractor Name: Subcontractor Name:


3.2.10 Proposer and Subcontractor Contact Information Subcontractors may be used to perform work under this contract. The substitution of one subcontractor for another may be made only at the discretion of the District project manager, and with prior written approval from the project manager. Proposers shall be responsible for the subcontractors meeting all terms and conditions of the specifications. This section must be completed for the Proposer and all subcontractors included in the Proposal. (Add additional tables if necessary.) Proposer shall note if named Subcontractor is M/WBE.

Proposer Company Name Local Address Headquarters Address Company Web-site Address Contact Representative Name & Title Representative Phone & e-mail

Subcontractor Company Name Local Address Headquarters Address Company Web-site Address Contact Representative Name & Title Representative Phone & e-mail




3.2.11 Subcontractor References Insert five (5) subcontractor references for each subcontractor, including contact information for similar projects that the subcontractor has completed.

Ref. No. Contact

Org. Type

No. of Employees




Start-End






Project Description; Project Scope; Project Objectives; Products and Services Rendered to Organization; Project Duration/Dates; Project Status and Outcome; Proposed Personnel Involved

1

2

3

4

5


3.2.12 Project Staffing Plan and Organizational Chart Diagram The Proposal must include a comprehensive Project Staffing Plan for staff to work in conjunction with District project team and optional staff (subject matter experts) to supplement District staff during the ERP Systems Integration Project. The plan shall include District staffing and level of participation in the project. The plan shall also designate which roles subcontractor(s) will fulfill. Insert plan here. Please provide an organizational chart diagram, of the proposed project staffing structure. The diagram should show Proposer, subcontractor and District team members. Insert diagram in the space below. Insert diagram here.


4. BUSINESS REQUIREMENTS This section of the RFP contains instructions for responding to the Functional Description Response Tables for the new ERP system.

4.1 AGREEMENT WITH SOFTWARE SOLUTION VENDOR RESPONSES Please refer to instructions and documentation provided in Appendix E, Functional Description Response Table. Proposers shall address each requirement and list any exceptions to the individual requirement responses provided by the Selected Software Vendor, SAP. Instructions for submitting exceptions are described in Appendix E.

4.2 KEY BUSINESS FUNCTIONALITY The following major business functions are of particular importance to the District. For each major business function include a detailed response to the following questions:

Key Business Functionality Who are the key team members the Proposer intends to be responsible for the “Major Business Functions” listed in the table below? What experience do they have in the specific area? What experience do they have in implementing ERP solutions in this area? Where was that experience garnered? Insert answer here Discuss the overall implementation methodology and approach to be taken including any special tools or utilities the Proposer will bring to the project. Insert answer here What overall approach will be taken to identifying detailed requirements, designing business process reengineering, and to change management in each of these functional areas? Insert answer here What priority or sequence will be assigned to implementation of these functions listed in Section 2.3.6, High Level Implementation Plan and the interdependencies of ERP software? While it may not be possible to determine exact priorities or sequence in the proposal, discuss at least the methodology or approach to be taken in making those choices. Insert answer here

Major Business Functions Finance

Accounts Payable Accounts Receivable Business Performance Reporting Capital Planning Cash and Capital Management Grants Financial and Operational Planning


Major Business Functions Fixed Assets General Ledger Outlook Procurement Card

Procurement Contract Management Inventory Management Procurement Transactions Sourcing Supply Data Management

Human Resources Benefits Administration Compensation Administration Employee Data Management Exit Management Organizational Effectiveness Payroll Position Management Recruiting and Staffing Time and Attendance Travel and Expense


5. TECHNICAL REQUIREMENTS The Proposer shall offer all of the following services and deliverables as part of the planned phased implementation of ERP. The District may, at its discretion, select some or all of the offered services for purchase under the awarded contract. Responses shall include detailed information and itemized pricing for the delivery and implementation of the following:

5.1 SUPPLEMENTAL SOFTWARE

5.1.1 Summary of Proposed Supplemental Software Products This section shall provide a complete description of any supplemental software products required for your proposed solution in order to meet the District’s requirements. In the table below, identify the supplemental software (e.g., supplemental development tools, configuration management tools, and reporting software) necessary to successfully implement and maintain the system. The Proposal shall indicate whether the supplemental software is required or optional and provide a description of how each supplemental software item will meet the District’s needs. The Proposal shall also identify the quantity required and units (e.g., seats, client licenses, server licenses). Required

Supplemental Package Name, Module Name, &

Version Description of Business Requirement/

Purpose(1) QTY(2)

Use(3)

Most Recent Implementation

Completion Date

Experience No. of Installed

Sites (Total, Public Sector, &

K-12)

Customer Reference Numbers(4)

Optional


Supplemental Package Name, Module Name, &

Version Description of Business Requirement/

Purpose(1) QTY(2)

Use(3)

Most Recent Implementation

Completion Date

Experience No. of Installed

Sites (Total, Public Sector, &

K-12)

Customer Reference Numbers(4)

Notes:

(1) This description shall include the business or technical requirement for the supplemental software (e.g., business requirement(s) from Appendix E, Functional Description Response Tables, language/compiler, utility).

(2) Include number of licenses, number of seats, number of named users, etc. depending on your licensing strategy.

(3) Indicate by a letter code: D = Development; T = Testing; Tr= Training; S = Staging, P = Production Environment

(4) These number(s) should correspond to the numbered references provided in Section 3.2.4,3 Proposer Client References. Include all that apply.


5.1.2 Summary of Proposed Supplemental Software Products Respond to the table below in relation to the proposed supplemental software identified in Section 5.1.1 – Summary of Proposed Supplemental Software Products Deliverable Acknowledged

Proposals offering supplemental software not specified in this RFP that are considered necessary for the successful implementation of the selected ERP system shall include detailed documentation.

The Proposer shall be responsible for testing and validating the successful installation of any supplemental software solution.

The Proposal shall clearly identify and price all supplemental software, and licenses necessary for operation of the selected ERP system. All software quoted should be for the latest publicly available version or release. (Specific pricing should be provided in the Cost Proposal.)

Proposers proposing supplemental software solutions shall submit documentation that clearly explains the license conditions for use of the products, the cost (in the Cost Proposal) of an enterprise license, as well as any associated annual warranty, maintenance, and upgrade fees. The terms and conditions for each type of software used in the system should be specifically articulated, including custom developed software (owned by the District as work-for-hire); custom developed software (not owned by the District); all commercial off-the-shelf software; shrink wrap software.

Insert license conditions for each type of software here. For all related software licenses, the licensee shall be the Miami-Dade County Public Schools, and any license tiered pricing shall be applicable to the Miami-Dade County Public Schools as the licensee.

Stipulate by product, the licensing methodology, such as concurrent licensing, seat licensing, server licensing, licensing per location, etc.

Insert licensing methodologies here. Insert any additional comments related to the above Deliverables here.

5.2 SUMMARY OF RECOMMENDED HARDWARE The District intends to utilize existing PCs, printers and related equipment wherever possible with the selected ERP system applications. The District will consider acquiring or replacing end-user devices identified by the Proposer(s) as necessary for the successful implementation of the ERP applications. The District will be responsible for purchasing, installing, configuring, and testing hardware required for successful implementation of these systems.


Proposers must recommend the configuration for all hardware necessary to ensure the successful implementation and on-going operation and modification of the selected solution. Indicate by a letter code:

"I" if the hardware is required for the software required in this Proposal.

"O" if hardware would be optional for this system.

Include a cost estimate for all required and optional hardware listed below in the cost proposal.

Component Specification

Life Expectancy QTY(1) Use(2) Code I or O

Servers Network Components Barcode Readers RF Readers IVR Other (Specify)

Notes:

(1) Include number of components (2) Indicate by a letter code: D = Development; T = Testing; Tr= Training; S = Staging, P = Production

Environment

The District may choose to purchase the hardware from a hardware vendor under a separate contract.

5.3 SOFTWARE SOLUTION IMPLEMENTATION Specify in the tables below, compliance with the following Software Solution standards. Deliverable Acknowledged

The system shall be implemented to support integrated functionality within an application/ module and between applications/modules (e.g., functionality in one application/module shall not be lost due to the implementation of additional applications/modules within the Software Solution).

The system shall be implemented to comply with all rules and regulations required by the Governmental Accounting Standards Board (GASB).

The system shall be implemented to comply with the Florida Financial and Program Cost Accounting and Reporting for Florida Schools (Redbook) Manual.

The system shall be implemented to meet all Federal, State, Board, and local mandated requirements including all Florida Department of Education reporting requirements.

The system shall be implemented to provide the ability to handle electronic data interchange transactions.

The system shall be implemented to interface with current and future applications which include both M-DCPS systems as well as systems from external agencies. Anticipated ERP interfaces include those referenced in Appendix F, Interfaces and



Ancillary Systems. Of the list of interfaces referenced in Appendix F, Interfaces and Ancillary Systems, provide a list of the interfaces that the Proposer has previously implemented in school districts or other Public Sector organizations. The interfaces must be currently in operation at existing client locations. Include a brief description of each interface and associated client organization names and contact information.

Insert existing interface list here.

5.3.1 COTS General Functionality


The Proposer will implement the Software Solution based upon proven best practices. This includes implementation of a user-customizable COTS solution and a range of industry-standard database, operating system, and programming platforms as proposed by the Selected Software Vendor.

All District-selected ERP components shall be implemented to be scalable and robust. For all components, include a full description of all issues with customization that could or would affect future upgrades.

Insert customization issues for all components here. All software, other than COTS, and including all modifications to COTS, shall be the property of the District.

The Web-enabled portions of the implemented application shall meet state-of-the-art Internet standards for graphics and design and for speed, reliability, and security for dynamic content and user interaction.

Insert any additional comments related to the above Deliverables here.

5.4 TECHNOLOGY REQUIREMENTS

5.4.1 Workflow Processing For this section, include a detailed response to the following questions:


Who are the key team members the Proposer intends to be responsible for these functions? What experience do they have in the specific area? What experience do they have in implementing ERP solutions in this area? Where was that experience garnered?

Insert answer here Discuss the overall implementation methodology and approach to be taken including any special tools or utilities the Proposer will bring to the project.

Insert answer here



Clearly state how the Proposer will implement the workflow processing capability of the selected ERP system. Insert answer here. Proposers shall indicate which of the following are included in the implementation of the workflow, including:

Provide best practice workflow templates. Allow for automated workflow management and approval hierarchies. Provide automated approval notification. Provide and implement workflow tools that integrate with e-mail for automated

notifications (i.e., MS Exchange).

Provide the ability for a designated user to override particular workflow step. Provide the ability for the approver to see only items that need their approval. Provide the ability for a secondary approver to see items needing approval when

primary approver is unavailable (or system administrator indicates that approver is unavailable).

Provide for alerts and escalation capabilities. Provide the ability to create custom workflows based on business rules or related

tools. This includes enforcing workflow rules to ensure that processes are completed correctly.

Provide an internal real-time message routing capability for broadcasting information to all or a selected portion of users.

Provide the ability to track documents submitted for approval and review with a time/date stamp and user ID.

Provide data validation rules to ensure data validity. Insert any additional comments related to the above Deliverables here. If items are not to be part of the workflow implementation, explain why.

5.4.2 Reporting and Business Intelligence The District currently uses COGNOS as its Business Intelligence tool and Microsoft SQL Reporting Services for web based reporting. Mainframe Reporting is accomplished with BMC Control-D with web viewing capability. For this section, include a detailed response to the following questions:




Insert answer here



The District requires the implementation of a flexible, easy-to-use, and economically feasible report generation solution. Describe how the system will utilize internal core ERP system reporting functionality and/or a third-party reporting package for each of the Deliverables below.

Insert answer here. The implemented system shall have the capability to:

Generate charts and graphs based on report data within the system. Generate reports directly to MS Office, Hypertext Markup Language (HTML) or PDF

formats.

Provide ad-hoc and standard query capabilities (with and without input parameters). Provide ability to create and maintain a report distribution mechanism with

predefined reports (e.g., monthly reports that are specific by role, organization, and location via portal or Web).

Provide the ability to view previously generated reports by all users or by specific users.

Provide the capability to schedule reports to run automatically. Allow for reporting by exception. Allow print preview of all reports before printing and have print screen and selective

page(s) print functionality.

Capable of utilizing electronic spreadsheets (i.e., MS-Excel) to download information from the application and upload information into the application.

Provide for the following types of custom report writing tools that will use the application established security at the database level, including:

User-friendly end-user report creation without requiring technical staff or expertise to create and publish reports within the modules.

Graphical report-writer.

Reporting from multiple databases. Provide for the “business view” in order to generate user-defined reports.

The system shall be implemented to provide the ability to forecast and perform trend analysis, with a minimum of five (5) years of history.

The system shall be implemented to provide the ability to compare forecasted vs. actual values.

The reporting and business intelligence environments shall be implemented to use the same security profile as the transactional environment.

Describe the approach to be taken for integrating the reporting and business intelligence capability of the selected ERP system with Business Objects Crystal Reports, Cognos and Microsoft Report Services.

Insert answer here. Insert any additional comments related to the above Deliverables here.


5.4.3 Content/Document Management For this section, include a detailed response to the following questions:

Deliverable Who are the key team members the Proposer intends to be responsible for these functions? What experience do they have in the specific area? What experience do they have in implementing ERP solutions in this area? Where was that experience garnered? Insert answer here Discuss the overall implementation methodology and approach to be taken including any special tools or utilities the Proposer will bring to the project. Insert answer here


The District envisions a system that will provide content and document management. The Proposer must clearly state how it intends to implement the selected document or content management systems.

Insert answer here. The implemented Software Solution shall have the capability to:

Capture system-generated documents and store them in virtual property or licensee folders.

Store electronic forms. Scan and store imaged documents and electronic files (e.g., photographs, other

binary or American Standard Code for Information Interchange (ASCII) files) in virtual folders associated with any object in the system (e.g., property, person, complaint).

Enable indexing and searching of documents by a variety of user-defined metadata attributes.

Support for full text search. Provide built-in viewers/converters for a wide variety of file types. Provide digital rights management capabilities. Provide check in/check out functionality for electronic documents. Provide notification features for files that are checked out (over due, availability, etc.). Ensure version control of documents as they are changed or modified. Allow rollback to a previous version of a document. Enable collaborative document creation and/or markup. Enable attachment of documents to e-mails and e-mail distribution lists. Store location identification of paper documents (attributes should minimally include

folder, box, and physical location).

Provide document identification sufficient to allow designation as configuration items in support of Configuration and Change Management processes.

Provide built-in support to allow integration with commercially available configuration management tools (Microsoft Visual Source Safe, Front Range ITSM, etc)



5.4.4 End-User Interface


The implemented system shall present data to users such that a minimum of navigational effort is required.

The data elements required to complete a job function, whether to inquire/read only or data entry must be readily available.

The user interface shall integrate information from multiple components into a unified display by business area or work type.

The implemented system shall be compatible with Microsoft Explorer, Netscape, Mozilla and other commercially available Web Browser and technologies.

The implemented system shall: Provide a consistent look and feel, which conforms to industry standards, across all

modules.

Provide the ability to customize views throughout all modules at the field and record level.

Provide graphical productivity tools, which allow different levels of interaction with the modules, including the novice mode and experienced mode.

Enable the user to complete each step in the workflow process within a given screen (e.g., the user will not need to navigate multiple screens to complete a task in the workflow).

Provide a method to “drill down” to related data as needed by job function. Insert any additional comments related to the above Deliverables here.

5.4.5 Data Entry Support and On-line Help


The implemented system shall: Provide customizable online documentation and training materials such as context-

specific help, search capability, District-specific business process documentation and process maps.

Provide field level edit checks for transactions during data entry and provide immediate user feedback, including error messages and possible corrective actions (i.e., warnings when entering existing SSN/Employee ID, address, etc.).

Provide the ability to design a preferred sequence to make data-entry columns and fields match the order of information in District source documents.

Support administrator-defined input validation for all user input (e.g., validating (online and batch) account distributions against the Chart of Accounts).

Provide graphical productivity tools which allow for the following:

Command-driven

Menu-driven

Drop-down lists for selection of valid responses

Icon-based Support the ability to add memo notes by users on any file or screen (e.g., through

"text boxes") and attach documents.



Support a description of the nature of errors and offer solutions. Allow data entry fields to default to the last entry. Allow for the option of auto-fill capability per transaction/field entry throughout all

modules.

Provide the ability to restrict free form entry (e.g., provide drop down calendar for date field).

Provide the ability to accept mass data entry from an external source. Provide on-line, interactive help with support for hyperlink technology and industry

standard formats (e.g., HTML file formats).

Provide intelligent spell checking of text fields. Provide the ability to integrate on-line help data with commercial available Service

Desk support software (FrontRange Heat, etc.) to ensure Service Desk has up-to date knowledge and information.

Minimize the necessity of the mouse when user performs data entry tasks. Insert any additional comments related to the above Deliverables here.

5.4.6 Systems Operations Support and Error Handling


The implemented system shall be implemented such that the user will be notified at the time of entry whenever possible of an error.

The implemented system shall be implemented such that the user will receive timely notifications and reports of on-line data entry problems (e.g., batch out of balance, etc.).

The system shall be implemented such that users who encounter usage or technical problems receive clear error messages relating to:

The exact status of the transaction. The options for on-line help. The options for additional help including phone and fax number and a pre-formatted

e-mail problem report.

The system shall provide complete audit features for all transactions in all modules of the ERP system.


5.5 SYSTEM ARCHITECTURE/GENERAL DESIGN REQUIREMENTS 5.5.1 Scalability


The selected Proposer shall analyze current and projected future system volumes including all business intelligence environments, ODS, and data warehouse. The selected system shall be configured to accommodate anticipated transaction levels and sufficient reporting capacity using these analysis results.



The selected Software Solution, including programs, database, and ancillary hardware and related software systems shall be configured to retain its performance levels when adding additional users, functions, and data.

Please indicate how your proposed systems integration strategy would address these scalability issues:

Addressing concurrency issues as an outgrowth of increased user connections. Insert answer here.

Maintaining a consistent throughput with increased transaction rates. Insert answer here.

Avoiding high levels of persistent disk I/O. Insert answer here.

Minimizing network traffic between the client application and the server. Insert answer here.

Balancing the response time needs of mission critical business with other applications. Insert answer here.

Cost-effective plan for implementing "Scale-Up" systems in the event of unexpected growth.

Insert answer here. Optimizing database-indexing techniques.


5.5.2 Security


The Proposer shall include a security implementation and certification plan. Insert Security Implementation and Certification Plan here. The list below includes security feature requirements for the implemented system (ERP system, ODS, data warehouse, and proposed supplemental software):


5.5.3 Redundancy and Business Continuity/Disaster Recovery Business Continuity and Disaster Recovery methods are intended to preserve the integrity of applications and data, and to provide immediate system and data recovery with a minimum of downtime according to industry standards. Deliverable Acknowledged

The implemented ERP system, including ODS, data warehouse, and supplemental software, shall provide full recovery and system backup capabilities for all online and batch transactions according to District-specified timeframes.



The implemented system shall provide the ability to restore transactions from the database transaction log.

The Proposer shall provide a Business Continuity Plan for the ERP System. Insert Business Continuity Plan here. Software Redundancy - The Proposal shall describe how the implemented system will address the following requirements:

Software crash tolerance: Server and client software should maintain its integrity in case of power failures and abrupt shutdowns.

Insert answer here. Redundancy in the application server tier.

Insert answer here. Restart/Recovery: system must be capable of restart and recovery after system failure

with no loss of data or software components.

Insert answer here. Describe any Roll-Back capability of the implemented system.

Insert answer here. Integrity checking feature: Must provide the capability of identifying the existence of

program and/or system discrepancies and issue an alert to the appropriate systems operations team.

Insert answer here. File protection: This feature should provide the capability to limit the types of operations

(e.g., read, write, delete, data dictionary modification) that can be performed by individual users on given data or program files.

Insert answer here. Incremental, differential, and full backups and restores of the database, Core and

customized software, software and database configuration options, user preferences and rights, etc.

Insert answer here. Data transaction multicommit methodology.

Insert answer here. Hardware Redundancy – The Proposer shall include a recommendation for hardware infrastructure that can support high availability, load tolerance, real-time failover, as well as integration into an offsite disaster recovery infrastructure. To meet these requirements, the Proposer shall specify its proposed topologies and configurations for the following:

Individual server configuration by server type (e.g., Web, application, database)

Hot swappable/redundant components Insert answer here.

Computer Processing Unit (CPU), Random Access Memory (RAM), Hard Disk Drive (HDD), Network Interface Card (NIC)

Insert answer here.

Internal RAID (Redundant Array of Inexpensive Disks) Array (0,1,5,10)



Insert answer here. Central Data Storage configuration

RAID configuration (0,1,5,10,30) Insert answer here.

Redundancy of HDD, controllers, etc. Insert answer here.

Server and Network configuration:

Network failover topology and heartbeat protocols Insert answer here.

Server failover methodology (hot backup, clustering, etc.) Insert answer here.

Load balancing (round robin, load sensitive, etc.) Insert answer here.

Disaster recovery design and remote data propagation Insert answer here. The disaster recovery recommended solution shall include a complete offsite server and networking installation that has the capability to roll from the primary site to this offsite location within a 24-hour recovery window. This roll over shall include all applications and data.


5.5.4 Data Storage and Archiving


The implemented system shall provide on-line access to the current year plus two (2) previous years of all types of data retained in the system, and shall provide archive capabilities thereafter.

The implemented system shall provide on-line access to data related to multi-year projects from the inception of the project through the end of the project. Project information must remain available on-line for two (2) years after the completion of the project and shall provide archive capabilities thereafter.

The implemented system shall provide the ability for users to selectively copy and/or archive system data to external storage media (e.g., CD-ROM, Digital Video Disk (DVD)) based on user-defined number of years or other user-defined criteria and the evolution of the external data storage industry.

The implemented system shall provide a process to purge archived documents/data. Describe your conversion and purge strategies. Insert any additional comments related to the above Deliverables here.


5.5.5 Required System Capacity and Performance


The Proposer shall recommend the hardware solution to handle the average transaction load with an average CPU utilization of no more than 35%-40% of the CPU capacity. The peak CPU utilization shall never exceed 70% of CPU capacity at any given time.

The average transaction on the server needs to occur on average less than one second. The response time for the most common requests to reach a user shall not exceed 3 seconds.

The implemented system must maintain 99.9 percent availability — including planned maintenance.

The implemented system shall track system uptime and transaction response times in order to demonstrate operation within acceptable levels.

The implemented system shall complete 100 percent of simple, single-screen online inquiry transactions in under one second, during peak usage.

The implemented system shall complete an average of 99% of all online update transactions in under 5 seconds over any 60-minute period, during peak usage.

The Proposer shall discuss and recommend a window for batch processing in terms of the business cycles and minimal end-user usage (i.e., the windows you anticipate the system workload to be low).

The Proposal shall discuss as many of the above points as possible and provide calculations where possible and any benchmarking statistics from any other installations of similar scale.


5.6 TECHNICAL ARCHITECTURE The Proposer should consider the following M-DCPS ITS areas of expertise when responding to the Deliverables in this section. Existing M-DCPS ITS In House Technical Expertise exists for the following Technologies: - Microsoft Windows 2000-2003 Server Operating System Software - Microsoft SQL 2000 Application Software - Microsoft Internet Information Services (IIS) (Web Server) Software - Exchange 2003 Application Software - VMware (Virtual Operating System)

M-DCPS will consider an ERP project based upon other software technologies (Unix, Oracle etc.). If technologies other than the above are recommended, associated hardware/software costs need to be identified


5.6.1 Application Architecture


The implemented system shall employ multi-tier system architecture. Please provide description.

Insert system architecture description here. The implemented system shall provide all screens, reports and transactions through a Web browser.

The implemented system shall provide a graphical user interface (GUI). The implemented system shall provide easy deployment to desktops, i.e., deployment tools to push or pull software to the desktop.

The implemented system shall provide user-defined: Exits Tables Fields Screens Reports Forms Shortcut keys Menus Business Rules and Workflows

The implemented system shall include application and system configuration tables accessible within all modules.

The implemented system shall provide customizable user interfaces, including ability to customize menus and forms, by user.

The implemented system shall provide the ability to schedule automatic job scheduling (i.e., batch jobs, billing, etc.) and automatically notify staff when a job abends.

The implemented system shall accommodate background (batch) jobs concurrently with online updates.

The implemented system shall provide data and transaction logic validation through the use of centralized or distributed business rules.

The implemented system shall provide support for interprocess communication including, but not limited to, the following:

Attachment of standard object types in an object library Cut and paste capability from data fields and screens to other applications

The implemented system shall provide the ability to attach imaged documents. The implemented system shall provide the ability to attach scanned documents to database objects.

The implemented system shall support mass changes to definable groupings of transactions.



The implemented system shall support effective dating for transactions and table updates, including both future and retroactive changes.

The implemented system shall provide the user with the ability to drill down from a transaction view to the respective and supporting source record view regardless of module source.

The implemented system shall provide the ability to facilitate upgrades to future operating systems, database and other software upgrades.

The Proposal shall describe the overall application development tools to be used in the systems integration services for the District selected Software Solution.


5.6.1.1 Presentation Architecture

Deliverable The Proposal shall include the following specific information regarding how the District-selected Software Solution’s front-end will be implemented for PC and Apple/Macintosh workstations:

Browser-based technology. Insert answer here.

Identify functions that cannot be performed via a browser presentation. Insert answer here.

Customization tool (language, etc.). Insert answer here.

Client hardware and software requirements (RAM, Video RAM, Disk Space, processor speed, operating system, Browser, etc.).

Insert answer here. Client deployment methodology.

Insert answer here.

5.6.1.2 Application Configuration and Support Components


The implemented system shall include configuration and support software that includes, but is not limited to:

Application development tool kit (e.g., debugger, screen generator) Volume/Stress testing Load testing Regression testing

Automated functional testing Automated scheduling



Utilities and tools to monitor resource utilization Web development tool kit Toolkit manuals Requirement templates Report generation scripts Audit and system logging Migration/Change Control tools Report distribution tools


5.6.1.3 Mobile Computing Architecture

Deliverable The Proposal shall describe the proposed implementation approach to mobile computing, including:

Technologies supported and proposed. Insert answer here.

Design approaches supported and proposed. Insert answer here.

Programmatic solution(s) for handling wireless connectivity supported and proposed (e.g., multi-modal protocol searching, store and forward, etc.).

Insert answer here.


5.6.2 Database Architecture


The implemented system shall use an enterprise level relational database. Please provide a recommended solution and explain why. The implemented system shall utilize utilities for database performance monitoring and tuning that comply with industry standards, including but not limited to tools for table & file maintenance.

The implemented system shall lock database records based on District parameters (e.g., at row level, field level, or at the application level).

The implemented system shall provide graphical data modeling, entity relationship diagram (ERD), data definition and data dictionary components, including but not limited to business definitions and technical definitions for data elements.

The implemented system shall accommodate separate instances of databases. The implemented system should support online modifications to database structures with minimal user downtime.

The implemented system shall allow for data replication including, but not limited to, copying an instance of any database to other District specified locations (e.g., Storage Area Network (SAN)).

The implemented system shall provide the ability to set up log event triggers to automatically notify administrator when a user-defined database condition or set maximum/minimums are exceeded.

The implemented system shall provide the ability for the administrator to track user behavior as well as database utilization.

The implemented system shall provide standard data extraction API to allow import and export of data.

The implemented system shall provide documented best practices including but not limited to optimum database configuration, client maintenance and change control.

The Proposal shall describe: The high-level database architecture of the implemented solution including ODS, data

warehouse, and all proposed supplemental software.

Insert answer here. The database platforms (and versions) that will be implemented for ERP system,

ODS, data warehouse, and proposed supplemental software:

The advantages/disadvantages to each database platform Insert answer here.

The database platform proposed for online transaction processing (OLTP) Insert answer here.

The database platform proposed for OLAP Insert answer here.

How the implemented system will support mobile, offline users (e.g., small footprint database platform).

Insert answer here.




5.6.2.1 Database Performance/Optimization

Deliverable The Proposal shall describe the following for the transactional system, ODS, data warehouse, and proposed supplemental software:

How the implemented system will handle load balancing and/or clustering ability for extended scalability and performance.

Insert answer here. The Proposer's capacity planning model and how the results may impact the database

configuration. Insert answer here.

The implemented system’s advanced configurations for data caching (e.g., support of client/application caching, support of server caching, other).

Insert answer here. How the implemented system will leverage stored procedures and/or triggers and, if available,

how these will be implemented and what technologies will be utilized. Insert answer here.

Describe mechanism for cross platform migration if internal database scripting is used for system logic.

Insert answer here. How does the implemented system optimize performance in transaction processing versus report

processing. Insert answer here.

How implemented system will indicate how many users are logged onto and loads being carried by various instances of the ERP database.

Insert answer here.

5.6.2.2 Database Integrity

Deliverable The Proposal shall describe how the proposed solution:

Uses history tracking within the database and logging options (e.g., transaction auditing). Insert answer here.

Assures transaction integrity (e.g., rollback, validity checking, referential integrity, other). Insert answer here.

Handles record locking (e.g., row, field, other) and record updating/committing. Insert answer here.


5.6.3 Server Architecture

Deliverable The Proposal shall include a full description of the recommended and supported hardware solutions for all environments (e.g. development, test, training, production), including:

The proposed topology of the system (e.g., number, location and relationship of hardware components)

Insert answer here. The recommended type and configuration of servers (e.g., monolithic, mirrored, clustered, load

balanced, etc). Each server configuration must include the following information:

Brand (if applicable)

Operating System (OS) and version (including required patches)

CPU(s): Number of, make and model, and processing speed

RAM

HDD: type, amount, configuration (e.g., what type of RAID configurations)

Peripheral components (e.g., network cards, etc.). Please insert recommended server architecture here. Insert any additional comments related to the above Deliverables here.

5.6.4 Network Architecture


The Proposal shall describe: The preferred network topology, hardware and software required to achieve this

architecture (e.g., load balancing utilizing hardware and software based load balancers ahead of the Web servers)

Insert answer here. The network performance requirements to operate efficiently.

Insert answer here. Inter-server (data center) as well as server to client (LAN/WAN) requirements.

Insert answer here. Detailed network configuration diagrams including equipment, port requirements and

network protocols utilized.


5.6.5 Interoperability Architecture


The implemented system shall have the capability to: Support and provide capabilities for business-to-business and business-to-consumer

using emerging technologies and standards.

Use XML technologies and XML Data Type Definitions (DTDs) to describe data


Deliverable Acknowledged elements commonly used by educational institutions.

Leverage existing and emerging Web-services technologies and standards, including:

Service-oriented architecture (SOA)

Support for Microsoft SharePoint Portal architecture including web parts and web services

Universal Discovery, Description and Integration (UDDI)

Simple Object Access Protocol (SOAP)

Web Services Description Language (WSDL)

Web Services-Interoperability (WS-I)

Business Process Execution Language (BPEL)

Security Assertion Markup Language (SAML) Support the adoption or development of non-proprietary data models that describe

elements and activities related to construction and regulatory processes (e.g., International Alliance for Interoperability Industry Foundation Classes 2x2).


5.6.6 System Administration Toolkit


The implemented system shall provide the ability to define event triggers with an escalation path to be forwarded to a user-defined communication method, including but not limited to:

Pagers PDAs Cell Phones E-mail Addresses System administration tools Console

The implemented system shall be Simple Network Management Protocol (SNMP) compliant.

The Proposal shall describe: The system administration tools and procedures that will be implemented for the

ongoing support and maintenance, including customization, of the proposed solution.

Insert answer here. The descriptions, and technical specifications for:

Database Administration Tools – Specify which tools are provided by the District-selected ERP Vendor, which are provided by the database vendor, and which ones will be provided by the Proposer.

Insert answer here.

Operating System Administration Tools – Specify the tools provided by the District-


Deliverable Acknowledged selected ERP Vendor, which are provided by the OS vendor, and which ones will be provided by the Proposer.

Insert answer here.

System Administration Tools – Specify how the District-selected Software Solution tools will be implemented. Also describe whether the Proposer will implement supplemental tools to support the District-selected Software Solution.

Insert answer here.

5.6.7 Configuration Toolkit

Deliverable The Proposal shall describe:

The implemented system shall use configuration tools and procedures to support the ongoing system reconfiguration due to changing requirements and business process needs.

Insert answer here. Descriptions, and technical specifications for:

Database Configuration Tools – Describe the toolkit and features. Define the tool(s) scope of functionality (e.g., modify, create, or delete of fields, rows, and/or tables, ability to create automated key assignment logic, etc.). Describe the level of technical expertise required to utilize these tools.

Insert answer here.

Business Process Management Tools – Describe the toolkit and features. Define the tool(s) scope of functionality (e.g., business process and business rule documentation, workflow creation, etc.). Describe the level of technical expertise required to utilize these tools.

Insert answer here.

User Interface Management Tools – Configuration of the user interfaces shall be able to be performed by trained non-IT Agency staff members who can specify the data elements and other components for job-function dashboards, as well as specify read, write, and other data capabilities. Describe the toolkit and features. Define the tool(s) scope of functionality (e.g., creation of new screens, addition of fields to screens, viewing privileges, etc.).

Insert answer here.

5.6.8 Integration with Version Control Software


The implemented Software Solution shall integrate with industry standard version control software (e.g. MS Source Safe, PVCS and/or Content Management software for Web development, as applicable to the proposed solution).

The implemented Software Solution shall integrate with industry-standard version control software (e.g., MS-Source Safe, PVCS and/or Content Management software for Web development, as applicable to the proposed solution).

The implemented Software Solution shall provide compatibility with and support ITIL standards for Configuration and Release Management.

The implemented application software shall support a version control interface for checking files in and out of an external Software Configuration Management (SCM)


Deliverable Acknowledged system. An SCM system allows developers to manage their modifications to system settings and source code. Such systems usually include features like versioning and exclusive locks for editing. The Proposal shall describe:

List of supported SCM packages. Insert answer here. The Proposal shall include pricing (in the Cost Proposal) for the District to purchase a supported SCM package through the awarded Proposer as an option.



6. SYSTEMS INTEGRATION SERVICES REQUIREMENTS The District requires that the selected Proposer work closely with the selected software vendor (and any other proposed subcontractors) and the District for the duration of the ERP project. The Proposer will implement the District-selected Software Solution according to the requirements of the District. Responsibilities of the Proposer will include, but are not limited to:

Project Management Services

Planning

Analysis and Design

System Implementation

Data and Document Conversion

Interface Implementation

Testing

Knowledge/Skills Transfer

Training

System and Program Documentation

6.1 PROPOSED PROJECT MANAGEMENT SERVICES Deliverable Acknowledged

The District requires that the Proposer take responsibility for providing project management services for the ERP Systems Integration Project. The Proposer is expected to guarantee the successful, timely, on budget completion of the project as defined in the Project Management in Section 6.1.3, Project Management.

6.1.1 Project Coordination Services


Describe the nature and extent of the project coordination services proposed. The following services will be provided:

Maintain project schedule. Coordinate hardware planning and installation. Security certification Prepare project status reports and attend status meetings. Problem solving and trouble shooting all Proposer products and services. Coordination of Proposer efforts with District and Selected Software Vendor efforts.

Describe extent.

Other (Specify). Insert any additional comments related to the above Deliverables here.


6.1.2 General Management


The Proposer shall develop and observe a set of management procedures and practices designed to ensure adequate control over:

The Proposer's personnel. Implementation of the proposed software. Changes to the scope. The quality of Proposer provided systems and services. The quantity of chargeable resources used to perform the services.


6.1.3 Project Management


The Proposal shall include a proposed resource loaded Project Plan that includes estimated staffing, descriptions of proposed project team staff, and timelines for the implementation project tasks. The plan shall include estimated District staffing, tasks, and level of participation. The plan is expected to reflect an on-budget and timely approach.

The selected Proposer's project team must develop and, throughout the life of the project, maintain the following included in the Project Plan:

Proposed project phases for implementation of the standard software. High-level tasks and responsibilities. The Project Plan shall identify the necessary resources, tasks, subtasks,

dependencies, along with begin and end dates by phase, as well as indicate major milestones and deliverables.

Project organization chart Insert Project Plan here. Relationship Management – Explain how your organization will represent itself to the District from an overall viewpoint. Describe the internal process used to select an individual to be the primary interface to the District. Discuss treatment of account management, status reporting, performance review meetings, contract management, audits, planning, setting priorities and handling service requests.

Insert answer here. Problem Management – Explain your proposed process for problem management including: problem logging, problem prioritization, problem resolution, tracking of unresolved problems, problem escalation procedures, and problem closeout and reporting practices.

Insert answer here.



Quality Management – Explain your proposed quality assurance and testing practices. Explain your internal quality management program. This should include reference to the use of any specific methodologies, as well as the receipt of any quality certification.


6.1.4 Status Reporting and Meetings


The Proposer shall be responsible for preparing a weekly team status report and periodic status reports for Executive Steering Committee briefings.

The Proposer shall be responsible for preparing the agenda for project status meetings that will highlight major issues.

The Proposer shall be responsible for taking minutes at each meeting and distributing the minutes prior to the next week's meeting. The District reserves the right to specify corrections to the minutes in the event of errors.

The Proposer shall make available its corporate / audit review to the District. Insert any additional comments related to the above Deliverables here.

6.1.5 Risk Management Plan


At the outset of the project, the Proposer and M-DCPS project team will develop a Risk Management Plan that includes risk assessment, project and organizational impact, and mitigating actions. The Risk Management Plan shall be maintained and updated by the team throughout the course of the project. New or outstanding issues shall be reviewed at the weekly status meeting.

Insert Risk Management Plan here. Insert any additional comments related to the above Deliverables here.

6.1.6 Project Scope Change Plan Deliverable Acknowledged

The proposal shall include a Project Scope Change Plan for controlling change during project development and implementation. At a minimum, the proposal should cover the following points:

Change Request Recording.

Change Request Evaluation.


Assessment of impact of the change to the project, including financial. Change Request Thresholds.

Composition of a Change Control Review Board.

Change Request Implementation and Acceptance Procedures.

Integration of the Deliverables changes into the ERP system implementation.

Documentation of the Deliverable and technical changes.

Insert Project Scope Change Plan here. Insert any additional comments related to the above Deliverables here.

6.1.7 Configuration Management Plan


The proposal shall include a Configuration Management Plan. The Plan shall include the staffing, methodologies and procedures proposed to support configuration management (CM) throughout the phased implementation. The CM Plan shall describe the scope of configuration management, shall define the configuration management process, shall define notification requirements, as well as Proposer and District responsibilities. M-DCPS has the right to reject any change that is not in the District’s best interests.

Any fixes or modifications required to have the business processes meet the identified requirements will be at no cost to M-DCPS. (or are included in the original cost). The possible use of multi-version software for fallback purposes shall be discussed in the Business Continuity & Disaster Recovery Section of the proposal.

The CM Plan shall identify the procedures envisioned for use for problem identification, resolution, and sign off. Procedures for problem resolution (including internal escalation and ultimate resolution) shall be stated. Appropriate schedules for resolution will be defined. Notification requirements will be defined. Proposer and District responsibilities will be defined, as will each party’s obligation for continued performance.

Insert Configuration Management Plan here. Insert any additional comments related to the above Deliverables here.


6.2 PLANNING Deliverable Acknowledged

The selected Proposer shall be capable of providing services and deliverables as part of the phased ERP system implementation. The Proposer shall itemize the service specifications, the proposed quantities, costs (in the Cost Proposal), and time frames for the proposed ERP system implementation. The District may, at its option, select some, or all, of the itemized offerings for inclusion in the contract.

The Proposer shall work with the District staff and will be responsible for planning and executing all phases of the system life cycle. This includes, but is not limited to Planning, Analysis, Design, System Implementation, Data and Document Conversion, Interface Implementation, Testing, Knowledge/Skills Transfer, Training, and System and Program Documentation.


6.2.1 Business Process Re-engineering Plan Deliverable Acknowledged

The proposal shall include a Business Process Re-engineering Plan tailored to M-DCPS and focused on the adoption of best practices implicit in the proposed system. The Plan shall include the following:

Description of the Proposer’s capabilities and qualifications in BPR. At least two references of successful system-centric BPR projects that the Proposer

has implemented.

A discussion of Critical Success Factors for BPR. An outline of the Proposer’s work plan for the ERP System BPR. A listing of Proposer and District staff, roles, responsibilities, and level of effort

anticipated for the ERP project.

A description that specifically addresses the challenges provided in Section 2.3.2, Business Process Challenges, and proposes solutions to attain the vision provided in Section 2.3.3, Business Process Vision.


A list of deliverables related to the BPR effort. A list of out of scope items for BPR effort.

Insert BPR Plan here along with sample templates/tools. Insert any additional comments related to the above Deliverables here.

6.2.2 ERP System Phased Implementation / Deployment Plan


The proposal shall include an ERP System Phased Implementation / Deployment Plan that shall include:

Implementation strategy and timing for ERP project Strategy for transition from existing legacy systems to the new ERP system modules

while considering interim interfaces and the impact on M-DCPS operations.

Legacy systems transition / phased out plan. Provide case studies where the legacy system was migrated to the new ERP system.

Include description, implementation methodology, lessons learned, and best practices.

Fully documented installation and configuration procedures of sufficient detail that M-DCPS staff can successfully install the ERP system independently from and in the absence of vendor resources for each implementation / deployment phase.

Insert ERP System Phased Implementation/Deployment Plan here. Insert any additional comments related to the above Deliverables here.

6.2.3 Change Management Plan


The Proposer shall be responsible for development of a Change Management Plan. The Proposal shall include a Change Management Plan that shall describe the Proposer’s methodology for M-DCPS transition to the ERP Solution and associated communications management. At a minimum, the Change Management shall include the following topics:

Change Management Strategy Change Management Objectives Change Management Training/Knowledge Transfer Audience Analysis Change Readiness Assessment Communication Process Key Messages Communication Vehicles Communication Schedule/Frequency Change Management Metrics Organizational Transition (e.g., user guides, training, new process flows,

reclassification, staff displacement)


Issue reporting, tracking, escalation and resolution procedures The Change Management Plan shall provide compatibility with and support ITIL standards for Change Management.

The Change Management Plan shall provide Request for Change, Forward Schedule of Change and Change Back Log documentation.

Insert Change Management Plan here. Insert any additional comments related to the above Deliverables here.

6.3 ANALYSIS AND DESIGN

6.3.1 Detailed Systems Integration Plan


The Proposer shall provide a Detailed Systems Integration Plan for a phased implementation approach that shall include analysis of business rules, workflow, user interfaces, and reports. The Plan shall describe the proposed approach to phase out legacy applications. The Detailed Systems Integration Plan shall describe the method of gathering and documenting detailed requirements, and translating the detailed business requirements to the design of the software configuration, customization and integration of the business rules, workflow, user interfaces, and reports.

The System Integration Plan shall: Describe the proposed approach for fit/gap analysis. Set forth the proposed methodology for collecting and analyzing data, and

transforming data into configuration, customization, and integration design specifications.

Describe the team structure and responsibilities. Describe the review and sign-off process for the system configuration, customization,

and integration.

Insert Systems Integration Plan here.

6.4 SYSTEM IMPLEMENTATION Deliverable Acknowledged

The Proposer shall be responsible, as part of the solution, for all aspects of the system implementation. This shall minimally include supporting software (OS, DBMS, etc) and hardware platform configuration.

Configuration/customization of all core ERP software including:

Administration environment.

End-user environment.

Web-enabled environment. Configuration/customization/integration of all third-party applications.


The Proposer will be responsible for configuring all the required environments (may be multiple) throughout the implementation including, but not limited to:

Development. Testing. Training. Sand-box (for end-user practice). Production. Reporting


6.5 DATA AND DOCUMENT CONVERSION

6.5.1 Data Conversion Plan


The Proposer shall be responsible for providing conversion services for ERP and ancillary systems, as appropriate, see Appendix F, Interfaces and Ancillary Systems, for further details. This section may be accessed at: http://procurement.dadeschools.net/ERP/Appendix/index.asp The Proposal shall include a Data Conversion Plan that includes database conversion for the District’s existing databases and other existing ancillary systems. Conversions will occur during the appropriate implementation phase. The selected Proposer shall be responsible for the quality of the data conversion and shall include the cost of quality assurance on the data conversion in its Proposal costs. The Data Conversion Plan shall include proposed:

Methodology and approach for converting data from the District and other sources. Specifically, discuss − How required data will be identified, acquired and cleansed − How errors will be detected and corrected − Fallback strategies in case of data conversion failures − How all data conversion activities will be monitored − Issues of timing in extracting active production data for testing, training, and

startup of the new system

Conversion mapping and testing methodology and procedures Time estimate based upon data structure documented in appendices and anticipated

level of District involvement in this process

Insert Data Conversion Plan here. Insert any additional comments related to the above Deliverables here. The Proposer must provide a strategy for providing historical reporting. Examples may include a data warehouse/mart with historical data and periodic updates from production data, linkages back to existing systems or other solution. Describe your approach for leveraging the District’s existing data warehouse.

Insert Historical Reporting Strategy here. Insert any additional comments related to the above Deliverables here.


6.6 INTERFACE IMPLEMENTATION For this Deliverable, include a detailed response to the following questions:




Insert answer here

6.6.1 Interfaces Plan


The Proposal shall discuss the interfaces strategy and include an Interfaces Plan that shall describe the Proposer’s methodology and phased implementation approach to providing required interfaces with existing external systems and interim interfaces to existing legacy systems.

Insert answer here. The Proposer shall plan, test and implement data replication such that data entered into the existing systems will be written on a scheduled basis into the ERP system.

In addition to providing limited redundancy, this approach would furnish the additional benefit of leaving intact:

Inbound and outbound data feeds. Current system reporting capability.

The approach shall provide a means by which to phase interfaces to the ERP system over time.

The Proposal shall include: Conversion Mapping and Testing methodology and procedures. Connectivity. Proposed methodology and approach for data replication of this type. Staffing and time estimates.

Insert answer here. For batch interfaces, the proposal shall include costs for development, testing, implementation and maintenance of batch interfaces as part of Cost Proposal.

For real-time interfaces, the proposal shall include costs for development, testing, implementation and maintenance of the entire interface as part of Cost Proposal.

The proposal shall include an interface solution that will facilitate future modification of interfaces.


M-DCPS requires the selected Proposer to configure and test the linkages to support the several existing inbound and outbound data feeds. The Proposal shall describe how the proposed system will support and implement these integration points. See Appendix F, Interfaces and Ancillary Systems, for a comprehensive list of the existing and required interfaces. This section may be accessed at: http://procurement.dadeschools.net/ERP/Appendix/index.asp

Insert Interfaces Plan here. Insert any additional comments related to the above Deliverables here.

6.7 TESTING

6.7.1 Testing—Unit, System, Volume/Stress, Security and Regression/Audit


The Proposal shall include a test plan covering unit, system, volume/stress, security, and regression/audit. The test plan shall describe the proposed approach taken with each stage of test, the processes involved, testing tools utilized, acceptance criteria and sign-off procedures.

Insert test plan here. Volume/stress, security, and regression/unit testing shall be performed in a “production-like” configuration.

The proposal shall include staffing and time frames for development of the following: Test plans for Unit, System, Volume/Stress, Load, Application Security and

Regression/Audit tests.

Test data to be developed that will ensure that all application and components of the selected system are tested.

Sample test scripts for each of the above types of tests that note each specific test action, the expected results of running the data, the actual test results to be compared with the expected results.

Plans for updating the test data and the test plan as necessary for use throughout the phased implementation and maintenance phase of the ERP system.

The proposal shall specify Proposer’s experience with: Testing for other implementations. Hardware load and configuration testing procedures and plans. Actual test execution, bug reporting and tracking methodology, and remediation.

The Proposer shall propose how and under what conditions designated District staff shall have direct access to the development, test, training, and production environments for applications configuration and related development, data exchange, and software upgrades.

Insert answer here.


6.7.2 User Acceptance Test Plan


The Proposal shall include a plan for the development of a User Acceptance Test Plan, user test scripts, and user test data (may be the same or similar as that used for various system tests) for use by the District in testing the software deliverables. The plan shall include:

Development of User Acceptance Test Plan - The staffing, timeframes, and estimated costs for developing a User Test plan.

Development of Test Data - The proposed methodology for developing comprehensive test data that will ensure that all possible branches of the program are tested.

Sample Test Scripts - The samples should include such data as test actions, expected results of running the data, comparison method (actual test results to the expected results).

Maintaining Test Data – The plans for updating the Test Data and the test plan as necessary for use throughout the maintenance phase of the ERP system.

Business Cycle Test – The plans for the testing each module through a complete business cycle and the interoperability with previously implemented modules.

Track Reports of, and Fixes for, Software or System Malfunctions - Methodology for reporting and tracking bugs and anomalies discovered during the User Acceptance Test. This would include a method for notifying the District staff that a fix had been developed, was applied, and is ready for testing and should track the date of each sub-event (report of problem, initial fix, fix applied, fix tested, fix verified, fix implemented to production, etc.).

Insert User Acceptance Test Plan here. Insert any additional comments related to the above Deliverables here.

6.8 KNOWLEDGE/SKILLS TRANSFER Deliverable The Proposal shall include a plan that outlines the areas of knowledge or skills transfer, the method of transfer for each area of the implemented system, the level of effort to be dedicated by the Proposer and the District to this transfer, and the means of periodic measurement of the effectiveness of the knowledge transfer. Insert Knowledge/Skills Transfer Plan here.

6.9 TRAINING In this section the proposer is to provide a training approach with training tools most suitable for our end users and consistent with the proposed implementation plan offered. SAP has offered a training solution however it is required that the proposer provide a comprehensive training program.

6.9.1 Proposed Training Services Please complete the training table below based on your proposed approach. Training should be inclusive of all hours (labor, travel, etc.) in the cost section of your proposal. Complete one (1) table for every software where training services will be offered. If training is not to be offered for a software application an explanation needs to be included as to why.


Training Services Total Class

Hours Maximum

# of Attendees per Class

System Administrator Database Management Configuration Functional Area End User Employee Self-Service Service Desk Trainers who will train the Trainers Other Total Class Hours Recommended

6.9.2 Training Plan


The proposal shall include a Training Plan for end users of the selected software as implemented and for IT staff responsible for ongoing system maintenance and support. The proposal shall describe a training plan for the following groups of trainees, as applicable to the implementation and deployment strategy of the solution being proposed:

System administrator (assume 10 staff) Database management staff (assume 5 staff) Configuration staff (assume 30 staff) Functional Area Experts (assume 100 staff) End users (assume 7,000 staff) Service Desk Staff (assume 25 staff) Trainers-who will then train the end users (assume 30 staff) Other (include staffing estimate) The training may use one or more of the following methodologies: Instructor-led hands-on classroom training. Train the Trainer Simulated classroom training (e.g., PowerPoint slides). Video Computer-based-training (CBT).



Describe your training approach/methodology. Provide any pertinent details, limitations, exceptions concerning the services offered for training. Provide information as to ideal training location/environment be held. If training requires travel, include estimated costs in cost proposal section.

Insert Training Plan here. Identify and describe your online training courses and online evaluation tests provided. Insert answer here. The proposal shall include, as applicable, courseware, including job aids and manuals,infrastructure and systems required, class size and duration, methods for student assessment, student tracking etc.

Insert answer here. End-user staff would be trained during the phase(s) in which their functionality is brought on-line. End-user training may take the form of a combination of overall system functionality, then on specific features, functions and technologies as they are implemented. The District retains the right to reproduce training materials for internal training for refresher courses or for sessions for new staff following implementation.

The Proposer is to provide (30) CD or Jump Drive copy and seventeen (17) hard copies of sample training materials for end-user and IT staff.

Attach and clearly identify a list or catalog of optional classes or training available but not recommended in this proposal.

Insert Training Catalog here. Insert any additional comments related to the above Deliverables here.

6.10 SYSTEM AND PROGRAM DOCUMENTATION Deliverable Acknowledged

The implemented ERP system documentation shall encompass a complete technical description of the system components and programs. It shall be developed over the course of the systems analysis, design, and implementation.

The Proposal shall include a System and Program Documentation Plan that shall detail the methodology that the Proposer will use to produce system and program documentation. Samples or examples shall be supplied to illustrate competence in this field. The provided documentation shall be designed to support later maintenance or development of the system. The proposal shall specify the staffing levels, estimated time frame and costs (in the Documentation section of the Cost Proposal), as well as the methodology and format(s) the Proposer will use to provide the following documentation elements:

A general description of the ERP system, including recommended input, output, and storage methods.

A detailed description of the way the ERP system functions, including full program configurations and system and program flow charts.

The functional, system, and database design and data dictionary.



Details of the overall system technical architecture including the network, servers,

operating systems, and database platform.

All configuration decisions. Any customization.

Insert System and Program Documentation Plan here. Insert any additional comments related to the above Deliverables here.

6.11 SYSTEM DEPLOYMENT Deliverable Acknowledged

The Proposer shall be responsible for deployment of the ERP Solution in the M-DCPS environment. The Proposal shall include a Deployment Plan that shall describe the Proposer’s methodology for deploying the ERP Solution. At a minimum, the Deployment Plan shall include the following topics:

Site preparation - consisting of a survey of current site environment, gap analysis, and determination of deployment needs.

Roll-out strategy - consisting of a plan for pilot project(s), parallel, phasing, roll-out plans, cut-over approach(es), and interface phase-in/phase-out.

Migration - consisting of a plan for each phase/iteration (with activities, resources, roles and responsibilities, timeframes), entrance criteria, back-out plans, on-call fix, procedures during the migration, acceptance criteria, and formal governance of go/no-go.

Turnover to production – consisting of walkthroughs, support training for new applications and new run jobs, documentation, and notification and communication in accordance with the communication plan.

Help desk ramp up – consisting of processes and responsibilities (In accordance with the Post Implementation support requirements).

Maintenance and operations (M&O) ramp up – consisting of processes and responsibilities (in accordance with the Post Implementation Support requirements) with criteria to move operations out of the ERP Project.

Legacy systems – consisting of a freeze approach and a decommission approach. Organizational transition – consisting of an approach of how and when to invoke the

applicable components of the Change Management Plan.

Insert Deployment Plan here. Insert any additional comments related to the above Deliverables here.


7. POST-IMPLEMENTATION DELIVERABLES

7.1 POST-IMPLEMENTATION SUPPORT PLAN


The Proposal shall provide a Post-implementation Support Plan. Insert Post-Implementation Support Plan here.

7.2 SUBJECT MATTER EXPERTISE SERVICES


The Proposer understands that during the term of the Contract, as phases are implemented, the need for additional subject matter expertise services (e.g., risk assessment, quality review, unspecified software enhancements) to be performed by the Proposer or Subcontractor(s) may be determined.

The Cost Proposal shall provide a list of the hourly rates by job classification/job title in Section 9.4, Hourly Rates of Proposed Staff, such that the District may determine the staffing and costs available to perform the services.


7.3 SUPPLEMENTAL SOFTWARE WARRANTY AND MAINTENANCE Deliverable The Proposal shall propose warranty services for all supplemental software, covering the full term of the contract. Insert answer here. The Proposal shall specify the supplemental software procedures and staffing to rectify problems. Insert answer here.

7.3.1 Warranty Services Complete the warranty and maintenance matrix below based on the proposed supplemental software. For services proposed within the matrix include all costs in the Optional Cost section of the Cost Proposal. Complete one (1) matrix per supplemental software vendor offering warranty services. If needed, further describe your proposed warranty services. List any exceptions or limitations to your proposed warranty services for the supplemental software as indicated within the matrix. Describe the service coverage provided under the warranty period. List additional services provided for under the terms of the agreement at no additional cost to the District.


Supplemental Software Name: _______________________ (1 matrix per vendor offering warranty)What is the length of the warranty (months)?

Does warranty begin from installation or acceptance?

What are the hours of warranty coverage (e.g., Mon-Fri 7:30 a.m. to 5:30 p.m. Eastern Time)?

Warranty Services:

Telephone Support (Y/N)?

Normal hours of telephone support operations (Eastern Time)?

Extended hours of telephone support operations (Eastern Time)?

Toll Free “800” number (Y/N)?

Remote Internet software diagnostics (Y/N)?

Remote Internet software update (Y/N)?

Updates and enhancements included (Y/N)?

How often are enhancements provided?

Service/support response time (hours)

Via telephone/modem

Average

Guaranteed

On-site

Average

Guaranteed

Does the Proposer warrant against “version locking” due to customization (Y/N)?

7.3.2 Supplemental Software Maintenance Deliverables


The Proposal shall include supplemental software maintenance services and licenses for the full term of the Contract and any renewal periods.

The Proposer shall provide supplemental software technical support for problem resolution free of charge for the term of the contract.

The Proposal shall specify the Proposer’s terms and conditions as well as its staffing and procedures for the maintenance of supplemental software.

The Proposal shall include an offer for supplemental software annual maintenance services for at least five (5) years after implementation.



7.4 IMPLEMENTATION OF SOFTWARE UPGRADES

7.4.1 Software Upgrade Implementation Plan


The Proposer shall implement software upgrades at no additional cost for the duration of the Systems Integration Services Contract.

The District understands that there would be some enhancements to the Software Solution during the term of the contract. This is most likely to occur after the Proposer’s implementation is completed in phases. These enhancements would need to be reviewed/approved by the District.

The Proposal shall include a Software Upgrade Implementation Plan. Insert Software Upgrade Implementation Plan here. The District anticipates the Proposer will notify the District of pending software upgrades and their scheduled rollout dates.

Describe the tasks required for the District following a new release/major redesign of an application including the impact of the proposed customization.

Insert answer here. Describe the upgrade installation process including District staff roles and typical timelines.


7.4.2 Rollback Plan


The Proposer shall provide assistance with rollback and recovery efforts at no cost for the term of the contract.

The Proposal shall include a Rollback Plan that shall detail the proposed methodology for recovery from unsuccessful implementations and upgrades.

Insert Rollback Plan here. Insert any additional comments related to the above Deliverables here.

7.4.3 Customization and Upgrades


The proposal shall include a warranty against “version locking” due to customization. Future versions of the Software Solution shall be installed without affecting past customization or the upgrade process. This shall be verified by custom testing scripts provided by the Proposer.



7.5 SOFTWARE CHANGE REQUEST PLAN Deliverable The Proposal shall include a Software Change Request Plan. The Plan shall identify the procedures envisioned for use for problem identification, resolution, and sign off. Procedures for problem resolution (including internal escalation and ultimate resolution) shall be stated. Appropriate schedules for resolution will be defined. Notification requirements will be defined. Proposer and District responsibilities will be defined, as will each party’s obligation for continued performance during the term of the Contract. Insert Change Request Plan here. The Proposal shall include a procedure for providing post-implementation alterations and/or enhancements (outside of the upgrade path) requested by the District. This mechanism would include procedures and a time and materials costing matrix. The procedures shall include the communications pathway for request, review process/impact analysis, implementation, rollout, documentation updating, and any required training. Insert answer here.

7.6 OPTIONAL ERP SYSTEM MAINTENANCE AND OPERATIONS SERVICES The District retains the right to exercise a Maintenance and Operations (M&O) Contract at the time of Final System Acceptance. Complete the M&O tables below based on the proposed approach. For services proposed within the table include all costs on an annual basis in the Cost Proposal. List any exceptions or limitations to your proposed M&O services for the software as indicated within the table. List additional services provided under the terms of the agreement at no additional cost to the District. If needed, further describe your proposed M&O services.

7.6.1 Help Desk


The Proposer shall develop a Help Desk Plan for District approval describing overall help desk approach, including types of support (telephone, Web, e-mail, etc.), issue tracking, corrective action plan, etc.

Insert a Help Desk Plan here. Help Desk Support hours shall include:

Normal hours of telephone support operations shall be 7:30 AM to 5:30 PM (Eastern Time)

Extended hours of telephone support operations shall be 5:30 PM to 7:30 AM (Eastern Time)

The Proposer shall provide toll-free telephone, Web-based, and e-mail Help Desk support for problem resolution and troubleshooting per terms of the approved Help Desk Support Plan.

The Proposer shall provide a process to record and track problem tickets through


initiation, response, escalation, resolution, follow up, and closure. The Proposer shall develop and maintain written Help Desk procedures for the ERP system and supporting technical environment (including ongoing maintenance and enhancements that change help desk procedures or program functionality). The procedures shall be available upon request to the District for review or in the event that this function is transferred to District or third-party responsibility. In addition, Help Desk procedures training shall be provided to the District or third-party during the transition process.

The Proposer shall provide monthly status reporting including, but not limited to: Call volumes Call duration (average and peak) Call times Longest time on hold Average time on hold Peak usage Call types Quality issues Recommendations for improvement Help Desk staffing

The Proposer shall maintain information on problems or events, including but not limited to, problem description, start and end dates/times, actual or potential cause(s), corrective action taken, and future action required.

The Proposer shall provide Web access to all information on problems or events to the District.


7.6.2 General Operations


The Proposal shall include Optional Maintenance and Operations Services.

The Proposer shall develop a System Maintenance and Operations Plan for District approval prior to the optional M&O Contract period.

Insert System Maintenance and Operations Plan here. The Proposer shall proactively monitor all ERP System operations and electronically monitor ERP System services, accessibility, transaction volumes, system resource utilization (e.g., memory, disk space, CPU utilization), availability, and performance in real time and to immediately alert the District Help Desk staff of any network and/or system problems.


7.6.3 Server Hardware and Storage


The Proposer shall develop, document and maintain ERP server hardware and


storage strategies, architectures, and standards as per District approval. The Proposer shall manage and coordinate the installation, upgrade, and maintenance of all server hardware and storage components.

The Proposer shall monitor server hardware and storage service and quality as per the approved System Maintenance and Operations Plan.

The Proposer shall develop, document and maintain server hardware and storage in good operating condition according to defined Service Level Requirements (SLRs) in Appendix G, Service Level Agreement.


7.6.4 System Software


The Proposer shall develop, document and maintain ERP system software strategies, architectures, and standards as per District approval.

The Proposer shall perform system backup/restoration activities as per approved Business Continuity Plan.

The Proposer shall manage and coordinate the installation, upgrade, and maintenance of system software required for ERP operations as approved by the District.

The Proposer shall maintain and provide detailed documentation about the following system software elements as per the approved System Maintenance and Operations Plan:

System software standard configuration (software settings, releases, customization) System software maintenance logs System software upgrade logs System software installation/restoration procedures and documentation

The Proposer shall maintain system software in good operating condition according to defined SLRs.


7.6.5 Database Software


The Proposer shall manage and coordinate the installation, upgrade, and maintenance of database software required for ERP system operations

The Proposer shall maintain and provide detailed documentation about the installation, upgrade and maintenance of database software required for ERP system operations.

The Proposer shall maintain and provide detailed documentation regarding the following database software elements as per the approved System Maintenance and Operations Plan:


Database software standard configuration (settings and parameters, versions/releases)

Database software maintenance and administration Database capacity planning and monitoring Database performance tuning Database software upgrades Database software procedures and documentation

The Proposer shall perform database backup/restoration activities as per approved Business Continuity Plan.

The Proposer shall maintain database software in good operating condition according to defined SLRs.


7.6.6 Application Software


The Proposer shall manage and coordinate the installation, upgrade, and maintenance of application software required for ERP operations.

The Proposer shall develop and maintain ERP application software strategies, architectures, and standards as per approved technology architecture.

The Proposer shall provide technical service regarding application processes and tools and resolve application problems.

The Proposer shall provide ongoing management, escalation, resolution, and reporting of application problems, integrated with Help Desk activities.

The Proposer shall define and maintain all version control methods and tools used to control the release of software versions and source code.


7.6.7 Backup and Recovery


The Proposer shall provide protection of the ERP system using tools, equipment and procedures, including, but not limited to, backup and recovery from the consequences of system failure.

The Proposer shall provide full recovery and backup capabilities for all online and batch transactions.

The Proposer shall provide the ability for both full and incremental backup. The Proposer shall provide a plan and approach for offsite storage of backup media. The Proposer shall support a choice of backup media, including tape, CD-ROM, etc. The Proposer shall provide the ability to restore transactions from the database transaction log.


The Proposer shall periodically exercise restore procedures to ensure that backup media are usable.


7.6.8 System Redundancy


The ERP system shall provide sufficient hardware/software redundancy to ensure 99.9 percent availability from weekdays from 7:30 AM to 5:30 PM (Eastern Time).

The Proposer shall maintain the redundancy of key systems, infrastructure, and technologies.

The Proposer shall comply with District requirements for disaster recovery. Insert any additional comments related to the above Deliverables here.


7.6.9 Application Modification and Upgrade


The Proposer shall ensure that all software modifications and upgrades are deployed using the configuration management, documentation, and integration, regression, and acceptance testing requirements.

The Proposer shall provide the appropriate technical resources (at agreed upon rates) to modify or enhance the ERP application(s) to ensure that the ERP system continues to evolve and support District requirements, including legislative changes.

The Proposer shall perform all application modification and upgrade activities at District offices unless otherwise agreed to by the District.

The Proposer shall provide all upgrade resource and time estimates within a response time window as defined in the Service Level Agreement.

The Proposer shall complete all approved modifications and upgrades within plus/minus 20 percent of the original time estimate.

The Proposer shall utilize an approved method of software upgrade and software distribution, based on generally accepted industry practices and District approval.

The Proposer shall inform the District of software fixes made for other supported ERP sites. The District shall have authority to approve installation of these fixes into the District ERP system.


7.6.10 Application Maintenance


The Proposer shall perform application maintenance for the ERP system as part of the annual M&O Contract.

The annual M&O Contract shall include the following services: Performing preventive maintenance such as database reorganizations, application

tuning and the recoding of database reorganizations, and the recoding of customized application modules

Repair and testing of application defects that prevent the application from processing accurately or producing correct results or causes the application to have an abnormal end prior to job completion

Modifying applications to meet legislative changes, unless the modification exceeds the definition of maintenance (e.g., requires one full-time equivalent (FTE) more than 40 hours of effort to complete)

Installing and upgrading of new software releases issued by the Software Vendor(s) Cosmetic changes and presentation of data New, modified, and ad hoc reports



7.6.11 Application Enhancements


The Proposer and the District shall define enhancements or modifications as being outside of the annual M&O Contract, if the change request is not described in Application Maintenance above and the change requires one FTE more than 40 hours to complete.

Enhancement or modification services not currently included in the annual M&O Contract may include the following services, as requested by the District:

End-user requests regarding existing applications for new features Customization of additional third-party application software

The Proposer shall log and track all enhancement requests and submit to the District for prioritization.


7.6.12 Performance Management


The Proposer shall develop a Performance Management Plan for approval by the District.

The Proposer shall define and implement performance management procedures as documented in the Performance Management Plan deliverable as approved by the District.

The Proposer shall develop or acquire performance benchmarking methodologies and tools for predicting utilization and demonstrating that the e-Procurement system meets the performance requirements stated in the SLRs.

The Proposer shall develop procedures and tools for performance measurements including, but not limited to, the following:

System availability CPU utilization I/O utilization Network utilization Disk utilization Transaction volumes Response time


The Proposer shall measure system performance, utilization, and availability on an ongoing basis throughout the operational life of the system for the duration of the contract and maintenance period.

The Proposer shall retain ERP system performance information for at least the time period necessary to support enforcement of SLRs.

The Proposer shall provide the District with ERP system performance measurement and estimating tools proposed to estimate and measure ERP system performance.

The Proposer shall design the performance tests appropriate to benchmark end-to-end processing of all online transactions.



8. SUBMITTAL FORMS

8.1 DISCLOSURE OF LITIGATION

Disclosure Acknowledged

Proposers (and each subcontractor included in the Proposer’s Proposal) shall include a complete disclosure of any civil litigation, arbitration or proceeding to which it is a party and which is pending or was concluded within one year from the date of this RFP. See Section 1.7.1, Other Obligations, for further instructions.

Provide Disclosure of Litigation here.

8.2 AFFIRMATIVE ACTION EMPLOYMENT BREAKDOWN Submittal Acknowledged

It is the policy of the School Board that no person will be denied access, employment, training, or promotion on the basis of gender, race, color, religion, ethnic or national origin, political beliefs, marital status, age, sexual orientation, social and family background, linguistic preference, or disability, and that merit principles will be followed. Each proposer is required to indicate his/her equal employment policy and provide a detailed breakdown by ethnicity, gender, and occupational categories of his/her work force. Affirmative Action Employment Breakdown.

Affirmative Action Employment Breakdown Gender Occupational Category

Male Female Non-Hispanic White

Non-Hispanic Black

Hispanic Asian Am. Ind./ Alaska Native


8.3 OCCUPATIONAL LICENSE

Submittal Acknowledged

OCCUPATIONAL LICENSE: Any person, firm, corporation or joint venture, with a business location in Miami-Dade County, Florida, which is submitting a bid, shall meet the County’s Occupational License Tax requirements in accordance with Chapter 8A, Article IX of the Code of Miami-Dade County, Florida. Bidders with a location outside Miami-Dade County shall meet their local Occupational Tax requirements. A copy of the license is requested to be submitted with the Bid Proposal. If the Bidder has already complied with this requirement, a new copy is not required while the license is valid and in effect. It is the Bidder’s responsibility to resubmit a copy of a new license after expiration or termination of the current license. Noncompliance with this condition may cause the bid not to be considered for award.

Submit Copy here.

8.4 SWORN STATEMENT


Proposer and all sub-contractors shall be compliance with Background Screening Requirements per 1.5.5 Background Screening Requirements. Forms may be accessed at: http://procurement.dadeschools.net/JessicaLunsfordAct.asp

Submit Copies here.

8.5 INSURANCE


Insurance verification will be required prior to commencement of work. Indemnification and Insurance requirements are defined in Appendix D- Selected Terms and Conditions, 15 and 16


9. PROPOSAL COST 9.1 COST PROPOSAL AND INSTRUCTIONS Appendix I, Cost Proposal contains an Excel workbook for Proposer’s to complete. This workbook will provide a standard format by which the Proposer submits to the District a summary of proposed costs (and attached supporting information) suitable for detailed review and analysis. The Proposers are advised that they are to strictly adhere to the format and descriptions provided. File may be accessed at the following link: http://procurement.dadeschools.net/ERP/Appendix/index.asp

In addition to the specific information required by these forms, the Proposer is expected, in good faith, to incorporate in and submit with this form any additional data, supporting schedules, or substantiation which are reasonably required for the conduct of an appropriate review and analysis in the light of the specific facts of this procurement. For effective negotiations, it is essential that there be a clear understanding of:

a. The existing, verifiable data,

b. The judgmental factors applied in projecting from known data to the estimate, and

c. The contingencies used by the Proposer in his proposed price.

In short, the Proposer's estimating process itself needs to be disclosed.

By submission of this Proposal the Proposer grants to the District, the right to examine, for the purpose of verifying the cost or pricing data submitted, those books, records, documents and other supporting data which will permit adequate evaluation of such cost or pricing data, along with the computations and projections used therein. This right may be exercised in connection with any negotiations/discussions prior to Contract award.

9.2 PRICING METHODOLOGY The Supplemental Software Cost Form is provided below. All costs associated with the licensing and maintenance of other proposed software shall be included. Deliverable Acknowledged

The Proposal shall include your software pricing methodology. Include items such as license cost per seat, per named user, per module, per server, per site/organization. Provide your definition of how you determine a seat, named user, site/organization by tax ID, etc.). How do you price software installed in various environments (e.g., development, testing, training, disaster recovery, operational).

Insert a brief description of your software licensing and maintenance pricing methodology here. The Proposal shall include a description of your strategy for maintenance agreement pricing after the initial term of the maintenance agreement has ended or after additional software has been licensed. Include in the response any third-party software that is part of the software solution.

Include a description of the long-term pricing strategy here.


9.3 PROPOSED PAYMENT SCHEDULE Payments to the Contractor shall be based agreed-upon milestones. List all milestones and your proposed Payment Schedule based on them. Note this schedule should correspond to the Gaant chart provided in Section 3.1.5

Milestone Amount


APPENDIX A – BUSINESS PROCESS DOCUMENTATION Over the last year, the District has been working with Answerthink, a consulting firm, to document the current state, best practices and future visions for Human Resources, Procurement and Finance business processes. The process mapping documentation file may be accessed at the following link: http://procurement.dadeschools.net/ERP/Appendix/index.asp


APPENDIX B – SAP PROPOSED PRODUCT LIST mySAP Business Suite Options:

Payroll Processing

e-Recruiting

Environment Health & Safety

Financial Supply Chain Management – Treasury Management

Learning Solution

SAP for Public Sector Options:

Procurement for Public Sector

Program Management for Public Sector Third-Party Products:

Interactive Forms based on Adobe

BSI Payroll Tax Tables

Comments related to the above product list: o mySAP Business Suite: 50 Developer Users, 2,500 Professional Users, 250 Limited

Professional Users, 1,500 Employee Users, 45,700 ESS Users o Payroll Processing: 50,000 Master Records o e-Recruiting: 50,000 Employees o Environment, Health & Safety: 2,000 Mio Revenue o Financial Supply Chain Management - Treasury Management: 10 Business Partners o Learning Solution: 50,000 Learners o Program Management for Public Sector: 500,000 Business Partners o XI Base Engine: 250 GB per month o US Payroll Tax Records: 50,000 Master Records o Interactive Forms based on Adobe: 30 forms


APPENDIX C – ACRONYMS This appendix contains the acronyms used in this RFP. ABEND Abnormal End of Application ACES Charter School System ACS Alimony Child Support ACH Automated Clearing House ACRS Automated Cost Reporting System ADS Active Directory Services AFE Authorized for Expenditure AFF Available Funds File AFR Available Funds Report AMC Add Move and Changes AP Accounts Payable API Application Program Interface AR Accounts Receivable ARIS Automated Reappointment System ASCII American Standard Code for Information Interchange ASN Advanced Shipment Notifications ASP Active Server Page ATS Applicant Tracking System BA Benefits Administration BAFO Best and Final Offers BAS Basic Account Structure BC Budgetary Control BAFO Best and Final Offer BI Business Intelligence BLS Bureau of Labor Statistics BMC Control-D Software Company BPEL Business Process Execution Language BPR Business Process Re-engineering Plan BPR Business Performance Reporting BSPG Business Services Project Group CA Compensation Administration CAFR Comprehensive Annual Financial Reports CAFS Computer Assisted Food Services CAPOR Cost as a Percentage of Revenue CASAS Computer Assisted Staff Allocation System CBT Computer-Based Training CC Common Components CCM Cash & Capital Management CCPA Consumer Credit Protection Act CD Compact Disc CD-ROM Compact Disk-Read Only Memory CE Current Earnings CFDA Catalog of Federal Domestic Assistance CICS Customer Information Control System CIP Construction In Process CM Configuration Management CM Contract Management


CNA Center for Naval Analysis COBRA Consolidated Omnibus Budget Reconciliation Act COMPASS Comprehensive on-line Maintenance Purchasing and Stores System COP Certificate of Participation COTS Commercial-Off-The-Shelf CP Capital Planning CPU Central Processing Unit DBA Database Administrator DBMS Database Management System DCI Data Communication Interface DDB Double Declining Balance DECO Department of Education Correction Online System DHCP Dynamic Host Control Protocol DMZ Demilitarized Zone DNS Domain Name System DOD Date of Death DOE Department of Education DOES Deduction on Earnings DROP Deferred Retirement Option Plan DTD Data Type Definitions DVD Digital Video Disk ED Education EDI Electronic Data Interchange EDM Employee Data Management EDTP Drug Test Appointment System EEO Equal Employment Opportunity EFT Electronic Funds Transfer ELIS Employee Leave Information System EM Exit Management EMC Imaging Software Company EQ Equal ERD Entity Relationship Diagram ERIIP Early Retirement Incentive Program ERP Enterprise Resource Planning ESE Exceptional Student Education ESOL English for Speakers of Other Languages ESS Employee Self Service ETF Encumbrance Transactions File ETL Extract, Transform, Load EXAAM Exchange Automated Account Maintenance FA Fixed Assets FAQ Frequently Ask Questions FBMC Fringe Benefit Maintenance Corporation FC Financial Controller FEMA Federal Emergency Management Agency FERPA Family Educational Rights and Privacy Act FF&E Furniture, Fixtures and Equipment FIFO First In, First Out FLSA Fair Labor Standards Act FMLA Family Medical Leave Act FOOD Food Ordering System


FOP Financial and Operational Planning FR Financial Report FRS Florida Retirement System FSA Flexible Spending Account FSAS Food Service Accounting System FSIS Food Service Inventory System FTE Full Time Equivalent FTP File Transfer Protocol GAAP Generally Accepted Accounting Principles GASB Governmental Accounting Standards Board GEAC Financial Software Company GF General Functionality GL General Ledger GOB General Obligation Bond GR Grants GT Greater Than GUI Graphical User Interface HB House Bill HDD Hard Disk Drive HIPAA Health Insurance Portability and Accountability Act HR Human Resources HRMS Human Resource Management System HTML Hypertext Markup Language IBM International Business Machines ICMS International Cash Management System ID Identification IDS Intrusion Detection System IE Information Expert IIS Microsoft Internet Information Services IM Inventory Management I/O Input/Output IP Internet Protocol IPIF Instructional Personnel Interview Form IRS Internal Revenue Service ISBN International Standard Book Number ISIS Integrated Student Information System ISS Infrastructure & Systems Support IT Information Technology ITIL Information Technology Infrastructure Library ITS Information Technology Services ITSM Information Technology Service Management IVR Interactive Voice Response JE Journal Entry JV Journal Voucher KPI Key Performance Indicator LAN Local Area Network LDAP Lightweight Directory Access Protocol LEAV Leave of Absence System LEP Limited English Proficient LOD Line of Duty M&O Maintenance and Operations


MAC Maximum Amount Contributable MB Mega Byte M-DCPS Miami-Dade County Public Schools MESA Material Equipment Supply Allocation MESS Food Menu Scheduling META Multicultural, Education, Training, and Advocacy, Inc. MSA Management Science of America MSAF Management Science of America - Financials MSDS Material Safety Data Sheets MS Microsoft MSS Manager Self Service M/WBE Minority Women Business Enterprise NIC Network Interface Card NIGP National Institute of Governmental Purchasing, Inc. NMLI Native Mode LAN Interconnection NSF Insufficient Funds OSHA Occupational Safety and Health Administration ODS Operational Data Store OE Organizational Effectiveness OFO Office of Facilities Operations OIAGA Office of Intergovernmental Affairs and Grants Administration OL Outlook OLAP Online Analytical Processing OLTP Online Transaction Processing OS Operating System OT Overtime OTETA Omnibus Transportation Employee Testing Act P&L Profit and Lost P-Synch Password Synchronization PAC Position Authorization Control PARL Payroll Maintenance System PARS Payroll Absence Reporting System PC Personal Computer PC Procurement Card PDA Personal Digital Assistant PDF Portable Document Format PE Process Engineering PERQ Personnel Query System PERS Personnel Reporting System PESCO Public Employees Services Company PIN Personal Identification Number PK Pre-Kindergarten PM Project Management PM Position Management PO Purchase Order POC Proof of Concept PR Payroll PROP Property Control System PS Purchasing PT Procurement Transactional PVCS Positron Version Control System


QTY Quantity RA Return Authorizing RACF Resource Access Control Facility RAID Redundant Array of Inexpensive Disks RAM Random Access Memory RCFM Records and Forms Management REDBOOK Florida Financial and Program Cost Accounting and Reporting for Schools REPT Report Viewer REVS Retirement Earnings Verification System RMA Return Material Authorization RF Radio Frequency RFP Request for Proposals RFQ Request for Quote RPA Request for Personnel Action RR Restricted Range RS Recruiting and Staffing RSTR Payroll Approval RSTS Payroll Approval System RTMT Retirement Information System S Sourcing S&D Stores & Distribution SAML Security Assertion Markup Language SAN Storage Area Network SAP Systems Applications Products SBAB School Board Administration Meeting SBBS School Based Budget System SCM Software Configuration Management SDES Staff Development Education System SDM Supply Data Management SDST Stores and Distribution System SKU Stock Keeping Unit SNMP Simple Network Management Protocol SLA Service Level Agreement SLR Service Level Requirements SOA Service-oriented architecture SOAP Simple Object Access Protocol SOW Statement of Work SQL Structured Query Language SS SSC

State Statute Shared Service Center

SSL Secure Sockets Layer SSN Social Security Number SSRV Student Services SUBS Substitute System SUPP Supplement Set Up System T&C Terms and Conditions TA Time and Attendance TALX Employment Verification System TCHR Teacher Certification Documentation System TCP/IP Transmission Control Protocol/Internet Protocol TE Travel and Expense


TEXT Textbooks TIN Tax Identification Number TMT Fleet Inventory System TOC Total Cost of Ownership TPA Third Party Administrator TransMan Fleet management Software TRVL Travel System TSA Tax Shelter Annuity TWS Treasury Workstation TXAD Textbook Inventory Systems TXPR Textbook Inventory Systems TXSH Textbook Inventory Systems UDDI Universal Discovery, Description and Integration UOM Unit of Measure URL Uniform Resource Locator UTD United Teachers of Dade UTIL Utility System UWAY United Way System VACS Vocational Adult Community System VB Visual Basic VISTA Variety of Individual Selections Trust Account VMI Vendor Managed Inventory VMware Virtual Operating System VOES Verification of Employment System VPN Virtual Private Network VSAM Virtual Storage Access Method WAN Wide Area Network WBDS Web Budget Development System WIP Work in Process WPNR Project Number Request System WLRN School Board Radio and Television station WS-I Web Services-Interoperability WSDL Web Services Description Language WTEI Web Teacher Exit Interview WTWA Web Teacher Webb Application XML Extensible Markup Language YTD Year to date


APPENDIX D – SELECTED TERMS AND CONDITIONS

This appendix contains selected terms and conditions from the District’s Standard Agreement. This RFP is not an offer to enter into a Contract and does not commit the District to enter into a Contract, nor does it obligate the District to pay for any costs incurred in the preparation and submission of Proposals or in anticipation of a Contract. Contract terms described in Appendix D of this RFP are sample provisions only and the District reserves the right to require additional or different contract terms. The District further reserves the right to negotiate contract terms with specific Proposers.


Topic Sample Clause

General The School Board of Miami-Dade County, Florida (here-in referred to as The Board, Miami-Dade County Public Schools, M-DCPS and the District) will require that the Agreement be a Master Agreement based on the Miami-Dade County Public School’s (M-DCPS) agreement template covering all services and deliverables whether performed during the initial integration and implementation effort or thereafter. The Agreement will contemplate that additional services may be procured from the Contractor after completion of this project by the issuance of work orders by Miami-Dade County Public School’s.

1. Acceptance Testing 1.1 At least forty-five (45) days prior to the date on which Contractor is scheduled to deliver a Deliverable, Contractor shall deliver to M-DCPS its proposed acceptance criteria (the "Proposed Criteria") for such Deliverable. M-DCPS shall evaluate the Proposed Criteria and, at least twenty (20) days prior to the date on which Contractor is scheduled to deliver such Deliverable, shall either (i) approve such Proposed Criteria, or (ii) provide to Contractor any revisions in the Proposed Criteria that M-DCPS, in its sole discretion, deems appropriate. The Proposed Criteria, either as approved or revised as directed by M-DCPS, shall be the criteria based on which the M-DCPS either may accept or reject the Deliverable ("Final Criteria").

1.2 Following delivery to M-DCPS of a Deliverable and, in the case of software, the installation of such Deliverable, the Deliverable shall be subject to acceptance testing by M-DCPS, Contractor, or both, as specified in the Agreement to determine whether the Deliverable conforms to the Final Criteria. If any Deliverable does not conform to the Final Criteria within ___ (___) business days from the date of delivery or, in the case of software, installation ("Initial Acceptance Period"), District shall immediately notify Contractor by facsimile transmission, electronic mail, or in accordance with Section ___ [Notices] of the Agreement, of such nonconformance. Contractor shall, at no cost to M-DCPS, take whatever action is necessary and correct any deficiencies within ten (10) business days of M-DCPS 's notification to Contractor so that the Deliverable does conform to the criteria. Upon completion of corrective action by Contractor, the acceptance test shall be repeated until the Deliverable has conformed to the acceptance criteria. Contractor shall pay any expense incurred due to correcting deficiencies in the Deliverable.

1.3 Upon the expiration of the sixty (60) day period after the end of the Initial Acceptance Period, if the Deliverable still does not conform to the Final Criteria, District may (i) immediately terminate the Agreement , in whole or in part, without any further obligation or liability of any kind and, at Miami-Dade County Public School's request, Contractor shall immediately reimburse M-DCPS any amounts paid to Contractor under the Agreement (including, but not limited to, taxes, freight,


Topic Sample Clause

shipping, and handling costs) for the Deliverables, or, in the case of partial termination, the Deliverables that are the subject matter of the portion of the Agreement that has been terminated; or (ii) require Contractor, at no cost to M-DCPS, to continue (even beyond this sixty (60) day period) to correct the deficiencies and to take whatever action is necessary so that the Deliverable shall conform to the Final Criteria, while reserving the right to terminate (as specified in (i) above) at any time so long as the Deliverable fails to conform to the Final Criteria.

1.4 When, in M-DCPS 's sole judgment, a Deliverable has satisfied the Final Criteria, M-DCPS shall give Contractor written notice thereof and such Deliverable shall be deemed to be accepted. At the completion of installation of all Deliverables under the Agreement (collectively, the "Final Deliverable"), the Final Deliverable shall operate for a period of at least one hundred twenty (120) consecutive days in full conformity with Documentation, Final Criteria, and all warranties therefore. If the Final Deliverable does not operate for a period of at least one hundred and twenty (120) consecutive days in full compliance with Documentation, Final Criteria, and all warranties therefore, M-DCPS shall notify Contractor by facsimile transmission, electronic mail, or in accordance with Section ___ [Notices] of the Agreement, of such deficiency and Contractor shall have forty-five (45) days, at no cost to M-DCPS, to correct the deficiencies and to take whatever action is necessary so that the Final Deliverable shall conform to all Final Criteria, Documentation, and warranties. If the Contractor corrects the deficiencies within the forty-five (45) day cure period, the one hundred twenty (120) consecutive day trial period shall start anew. If, following the forty-five (45) day cure period, or during the second or any subsequent one hundred twenty (120) day trial period, the Final Deliverable still fails to conform to all Final Criteria, Documentation and warranties, (i) the Miami-Dade County Public Schools may immediately terminate the Agreement without any further obligation or liability of any kind and, at M-DCPS 's request, Contractor shall immediately reimburse M-DCPS any amounts paid under the Agreement for the Deliverables and for the Services Deliverables; or (ii) if M-DCPS chooses not to terminate as provided in (i) above, M-DCPS may require Contractor, at no cost to M-DCPS, to continue to correct the deficiencies and to take whatever action is necessary so that the Final Deliverable shall conform to all Final Criteria, Documentation, and warranties while reserving the right to terminate (as specified in (i) above) at any time so long as the Final Deliverable fails to conform to the Final Criteria, Documentation, and warranties. Unless M-DCPS notifies Consultant of a deficiency prior to the end of the one hundred twenty (120) day period or any extension thereof under this Section ___, then the end of such one hundred twenty (120) day period or any extended period, whichever is later, shall be deemed final acceptance of the Final Deliverable.


Topic Sample Clause

1.5 In the event that M-DCPS chooses to terminate the Agreement under the terms of this Section ___ and receives reimbursement for the Deliverables from Contractor, then any and all licenses granted herein under Section ___ [License Grant] for Systems Deliverables for which the M-DCPS received reimbursement shall immediately terminate.

2. Assignment 2.1 Unless the Contractor obtains the advance written consent of Miami-Dade County Public Schools, which may be granted or withheld in its discretion, the Agreement may not be assigned by Contractor. Assignment of the Agreement by operation of law or the merger or acquisition of Contractor shall be deemed to be an assignment requiring consent of M-DCPS under this Section ___. Any assignment in contravention of this provision shall be void and no assignment shall relieve the assignor of any obligations under the Agreement. This Agreement shall be binding upon the Parties hereto their any respective successors and assigns.

3. Audit 3.1 The Contractor shall maintain, and M-DCPS shall have the right to examine and audit, all the books, records, documents, accounting procedures and practices and other evidence regardless of form (e.g., machine-readable media such as disk, tape, etc.) or type (e.g., databases, applications software, database management software, utilities, etc.), sufficient to properly reflect all costs claimed to have been incurred, or anticipated to be incurred, in performing the Contract.

3.2 The Contractor shall make said evidence (or to the extent accepted by the District, photographs, micro-photographs, or other authentic reproductions thereof) available to the District at the M-DCPS’s or the Contractor’s offices (to be specified by the M-DCPS) at all reasonable times and without charge to the District. Said evidence/records shall be provided to the District within five (5) working days of a written request from the District. The Contractor shall, at no cost to the District, furnish assistance for such examination/audit. The Contractor and its Subcontractors and Suppliers shall keep and preserve all such records for a period of at least 3 years from and after final payment or if the Contract is terminated in whole or in part until 3 years after the final Contract close-out. The District’s rights under this section shall also include access to the Contractor’s offices for the purpose of interviewing the Contractor’s employees.

3.3 Any information provided on machine-readable media shall be provided in a format accessible and readable by the District. The Contractor’s failure to provide records or access within the time requested shall preclude Contractor from receiving any payment due under the terms of this agreement until such evidence/documents are provided to the District. The Contractor shall obtain from its Subcontractors and Suppliers written agreements to the requirements of this


Topic Sample Clause

Section and shall, upon the District’s request, provide a copy of such agreements.

4. Benchmarking 4.1 At the M-DCPS’s option, the Parties shall engage a neutral third party (the “Benchmarker”) to conduct a benchmarking assessment of the fees and services charged under the Agreement [specify frequency such as yearly basis on the anniversary date of the Commencement Date]. Prior to the commencement of a benchmarking assessment the Parties shall negotiate in good faith to establish the specific services, metrics and fees to be included within the scope of the analysis (the “Benchmark Criteria”). The Benchmarker shall conduct its analysis of the Benchmark Criteria as compared with the then current market and submit a report of its findings (the “Benchmarking Report”). Within ___ days after receipt of the Benchmarking Report the Parties shall meet with the Benchmarker to review the Benchmarking Report jointly. The Benchmark Report shall contain the following information: (i) whether the Benchmark Criteria are consistent with the market and no action is required; (ii) whether the Benchmark Criteria regarding fees and pricing are inferior to the market and a suggested price adjustment not to exceed ___ percent; and (iii) whether the Benchmark Criteria regarding services and service levels are below market and suggested actions to be taken correct the disparity. The Parties agree that any price adjustment suggested by the Benchmarker shall be automatically implemented on the date that is ___ days after their receipt of the Benchmark Report. The Parties shall negotiate in good faith regarding any corrective action necessary to adjust services and service levels as indicated in the Benchmark Report. The Parties acknowledge that the Benchmarker shall be required to exercise its professional judgment and discretion in certain matters and, assuming such judgments are within established industry practices for IT benchmarking, the Parties shall defer to the conclusions of the Benchmarker. The Parties shall share equally in the cost of the Benchmarker.

5. Change Management

5.1 Neither the functional requirements of the Integrated Software or the Licensed Software nor the specifications, manner of delivery, or schedule of activities set forth in the Statement of Work, nor the charges therefore shall be modified, except in accordance with the procedures set forth in the Change Management Process. In particular, Contractor’s response to a Change Order from Miami-Dade County Public Schools (or Contractor’s offer of a Change Order) shall constitute its firm offer to perform the additional or modified Services and/or provide the additional or modified Deliverables as set forth in the Change Management Process. Notwithstanding the foregoing, no provision set forth in this memorandum shall be deemed amended, except in strict compliance with the terms of Section _____[Amendment].


Topic Sample Clause

6. Choice of Law and Venue; Disputes

This Agreement shall be construed in accordance with and governed by the substantive law of the State of Florida without regard to its conflicts of laws principles. Any dispute with respect to this agreement is subject to the laws of Florida, venue in Miami-Dade County, Florida. Each party shall be responsible for its own attorney’s fees and costs incurred as a result of any action or proceeding under this agreement.

6.1 Disputes relating to the Agreement shall be subject to mediation or arbitration only if expressly agreed in writing by both parties in its discretion. Agreement to arbitrate or mediate any particular dispute shall not serve as agreement to mediate or arbitrate all disputes arising hereunder.

7. Compliance with Law 7.1 At all times during the term of the Agreement and any Maintenance Agreement, Contractor shall comply with all applicable federal, state, and local laws and regulations. To the extent applicable, Contractor shall ensure that, as of the date of final acceptance of any Deliverable, such Deliverable likewise complies with all federal, state and local laws and regulations. Contractor shall provide Miami-Dade County Public Schools with assistance in complying with all applicable federal, state, and local laws and regulations. Upon Delivery and at all times during any Maintenance Agreement term, Contractor shall be responsible for assuring that the Licensed Software and the Integrated Software complies with all applicable provisions of federal, state and local laws and regulations respecting the privacy and protection of student, parent, and patient information and that all of its employees and contractors comply individually with all such laws and regulations. Contractor shall also comply with all applicable federal, state and local environmental laws, rules and regulations and all laws, rules and regulations regarding the handling, storage and disposition of hazardous substances. Contractor agrees that it and all Contractor Personnel shall at all times comply with all security regulations in effect from time to time at District's premises and shall comply with District's security policies and procedures if granted access to District's computer or communications networks.

8. Confidentiality 8.1 Each Party (“Receiving Party”) agrees that it shall not disclose the Proprietary Information of the other Party (“Disclosing Party”) to any Person, except to (a) Receiving Party’s employees with a need to know who are bound by agreements or employment policies restricting the right of such employees to use or disclose such Proprietary Information for any purpose other than the Project, (b) authorized contractors bound by written confidentiality agreements as provided elsewhere in the Agreement or as necessary to comply with Chapter 119, Florida Statutes. Each Party agrees to preserve the confidentiality of the Proprietary Information of the other Party with the same level of care it uses with respect to its own Proprietary Information of a similar character, but in no event


Topic Sample Clause

less than a reasonable level of care. The foregoing obligation does not apply to Proprietary Information (other than information regarding the District’s past or present administration, employees, faculty, parents, or students) which is (a) already known to the Receiving Party at the time of its receipt from the Disclosing Party, (b) is disclosed to the Receiving Party by a third party who had the right to make such disclosure without any confidentiality restrictions, (c) is, or through no fault of the Receiving Party, has become generally available to the public, or (d) is independently developed by the Receiving Party without access to, or use of, the Disclosing Party’s Proprietary Information. Notwithstanding the foregoing, the Receiving Party may disclose Proprietary Information of the Disclosing Party to the extent that such disclosure is (i) necessary for the Receiving Party to enforce its rights under the Agreement, or (ii) required by law or by the order of a court or similar judicial or administrative body. In the event either Party receives a third party subpoena, notice to produce or other judicial or administrative request for disclosure, such Party shall notify the other as soon as is reasonably practicable after the receipt of such request in order to permit it to take such action as it sees fit to obtain protective orders or other relief from such disclosure. In the event that either Party breaches any obligation involving District Confidential Information or Contractor Confidential Information as described forth in this Section, the other Party shall be entitled to seek injunctive and other equitable relief to protect, maintain, defend, enforce, and preserve its rights, in addition to any other remedies that may be available. If any provision of this Section is deemed overbroad, unreasonable, or to create such a burden that a court would otherwise find such provision unenforceable, the Parties agree that such court shall be authorized to modify such provision to the extent it believes reasonable so as to best carry out the intention of the Parties to the fullest extent allowed. The provisions of this Section shall survive the expiration or earlier termination of the Agreement.

8.2 For purposes of the Agreement, “Proprietary Information” shall mean information of any nature in any form including without limitation all writings, memoranda, copies, reports, papers, surveys, analyses, drawings, letters, computer printouts, software, specifications, data, graphs, charts, sound recordings and/or pictorial reproductions which have been reduced to written form that refer or relate to the business, methods, affairs, plans, products or prospects of the disclosing Party and are disclosed (i) in confidence, or (ii) in circumstances that would lead a reasonable person to believe that the information is confidential. All Proprietary Information provided by Contractor shall be marked as proprietary by Contractor with an appropriate legend, marking, stamp or other obvious written identification by Contractor prior to disclosure. In the event Contractor discloses its Proprietary Information to the District other than in writing, Contractor shall promptly inform the District that such information is deemed proprietary, and shall provide the District with a brief


Topic Sample Clause

written description of such information within thirty (30) days of such disclosure, identifying therein the manner, place, and date of such disclosure and the names of the District’s representative to whom such disclosure was made. Notwithstanding the foregoing, all information, the privacy or disclosure of which is protected by applicable law or regulation (such as HIPAA or FERPA or pursuant to Florida Statutes), shall be treated as proprietary information of the person holding the interests so protected, whether or not such information is marked or otherwise identified as confidential or proprietary.

8.3 Contractor understands and agrees that it is subject to all School Board rules, state and federal laws relating to the confidentiality of student information. Contractor further agrees to comply with the Family Educational Rights and Privacy Act (“FERPA”). Contractor shall treat all student information as confidential and will not disclose this student information.

8.4 In accordance with the requirements of sections 1012.32, 1012.465, and 435.04, Florida Statutes (2004) as well as with the requirements of HB 1877, The Jessica Lunsford Act (2005), effective September 1, 2005, Contractor agrees to certify under oath and penalty of perjury, (Sworn Statement Pursuant to Sections 1012.32, 1012.465, and 435.04, Florida Statutes (2004) and HB 1877, The Jessica Lunsford Act (2005)) which is incorporated fully herein by reference, that Contractor and all of its employees who provide or may provide services under this Agreement have completed all background screening requirements as outlined in the above-referenced statutes.

Additionally, Contractor agrees that each of its employees, representatives, agents, subcontractors or suppliers who are permitted access on school grounds when students are present, who have direct contact with students or who have access to or control of school funds must meet level 2 screening requirements as described in sections 1012.32 and 435.04, Florida Statutes, and further upon obtaining level 2 clearance, must obtain a required Board issued photo identification badge which shall be worn by the individual at all times while on Board property when students are present.

Contractor agrees to bear any and all costs associated with acquiring the required background screening – including any costs associated with fingerprinting and obtaining the required photo identification badge. Contractor agrees to require all its affected employees to sign a statement, as a condition of employment with Contractor in relation to performance under this Agreement, agreeing that the employee will abide by the heretofore described background screening


Topic Sample Clause

requirements, and also agreeing that the employee will notify the Contractor/Employer of any arrest(s) or conviction(s) of any offense enumerated in s. 435.04, Florida Statutes within 48 hours of its occurrence.

Contractor agrees to provide the Board with a list of all of its employees who have completed background screening as required by the above-referenced statutes and who meet the statutory requirements contained therein. Contractor agrees that it has an ongoing duty to maintain and update these lists as new employees are hired and in the event that any previously screened employee fails to meet the statutory standards. Contractor further agrees to notify the Board immediately upon becoming aware that one of its employees who were previously certified as completing the background check and meeting the statutory standards is subsequently arrested or convicted of any disqualifying offense. Failure by Contractor to notify the Board of such arrest or conviction within 48 hours of being put on notice and within 5 business days of the occurrence of a qualifying arrest or conviction, shall constitute grounds for immediate termination of this Agreement by the Board.

The parties further agree that failure by Contractor to perform any of the duties described in this section shall constitute a material breach of the Agreement entitling the Board to terminate this Agreement immediately with no further responsibility to make payment or perform any other duties under this Agreement.

9. Data Ownership 9.1 The Board is and shall remain the owner of all data provided to Contractor by M-DCPS pursuant to the Agreement. Contractor shall not use such data for any purpose other than providing Services under the Agreement, nor shall any part of such data be sold, assigned, leased or otherwise disclosed to third parties (other than authorized subcontractors for purposes of performance of the Services) or exploited in any manner by or on behalf of Contractor. Contractor shall not possess or assert any lien or other right against such data. Contractor shall hold all such data in confidence in accordance with Section ___ [Confidentiality] of the Agreement.

10. Delivery 10.1 All Deliverables of Integrated Software, Licensed Software and Documentation required or permitted under the terms of the Agreement shall be delivered from a point of transmission outside of facilities owned or operated by the District by electronic transmission via common telecommunications carrier or the public Internet to and for storage within computing hardware and electronic storage devices owned or under the control of the District. No tangible media, Object Code or Documentation shall be delivered to the possession and/or ownership of the


Topic Sample Clause

District. All deliveries of the Integrated Software, Licensed Software and Documentation shall be transmitted in accordance with the following protocols:

a. Contractor shall establish on a computer under its direct control not owned or otherwise controlled by the District, an “FTP Site”, in which all of such Deliverables are stored in digital formats.

b. The FTP Site shall contain, at the minimum, a repository of the Integrated Software and Licensed Software, including error corrections, updates and releases to be delivered under the Agreement, indexed with release dates and other descriptive information, including any customizations to the Baseline Software and Licensed Software.

c. Delivery shall be accomplished by causing the M-DCPS Development Environment computing hardware to access the FTP Site over the public Internet, and request the transmission of all applicable modules for storage in the M-DCPS Development Environment, so as to create a duplicate of the repository in the M-DCPS Development Environment.

d. Alternately, either persistently or intermittently for the duration of the Project as determined by M-DCPS, Contractor will be provided remote access to the M-DCPS Development Environment for the purposes of delivering the software electronically.

11. Effect of Dispute

11.1 The Parties agree as follows with respect to any dispute or disagreement concerning the Integrated Software, Licensed Software or component thereof or any of the transactions arising out of or contemplated by the Agreement: during such dispute or disagreement under the Agreement or any proceeding to resolve such dispute, pending final resolution of such dispute or disagreement, (i) Contractor shall not interfere with the access or use by the District of the Deliverables, Integrated Software or Licensed Software, and (ii) the District shall continue to make the payments for Deliverables and Services that are not the subject of the dispute. In addition, the Parties expressly agree that if any dispute or disagreement arises with respect to the performance of any of either Party’s obligations which would otherwise delay the schedule for either Party’s performance of any of its subsequent obligations in connection with the Project or the Maintenance Agreement, to the extent technically and operationally feasible, each Party shall proceed to the performance of such subsequent obligations according to the existing schedule as if such dispute or disagreement were non-existent.


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12. Escalation of Disputes

12.1 Disputes under the Agreement shall be subject to mutually agreeable escalation procedures to be set forth in the Agreement between the Parties.

13. Force Majeure 13.1 Neither Party shall be liable for any delay or failure to perform, to the extent caused by a Force Majeure Event provided that such Party complies with the provisions of this Section. Upon occurrence of a Force Majeure Event, the non-performing Party shall be excused from any further performance or observance of the affected obligation(s) for as long as, and to the extent that the Force Majeure Event continues and the non-performing Party (i) continues to perform to the extent practicable; (ii) takes commercially reasonable measures to mitigate the effects of the Force Majeure Event; and (iii) uses commercially reasonable efforts to recommence performance or observance whenever and to whatever extent possible without delay. Any Party whose performance is affected by a Force Majeure Event shall immediately notify the other Party by telephone (to be confirmed in writing within ten (10) Business Days of the inception of such delay) and describe in reasonable detail the circumstances causing such delay.

14. Implementation Team

14.1 Contractor shall, at the request of M-DCPS, engage the Software Vendor as a subcontractor to perform, at a minimum, the Services and Deliverables requested by the District on terms and conditions acceptable to the District. A member of the Software Vendor’s staff acceptable to M-DCPS shall be included on the Executive Steering Committee and, as may be requested by M-DCPS, on any project management committee or other committee or oversight body.

15. Indemnity 15.1 Contractor shall indemnify, defend and hold harmless the School Board, its employees and agents, (“District Indemnitees”) from and against any losses, costs (including, but not limited to, attorneys fees, court costs, and expenses), damages, suits, claims and liabilities (“Losses”) suffered by any such District Indemnitees based on, arising out of or in any way related to Contractor’s breach of its warranties or obligations set forth in the Agreement, or arising out of or in connection with Contractor’s provision of the Services, the Deliverables, or any component or part thereof, or Contractor’s failure to provide the same. The foregoing indemnity and hold harmless is conditioned on such Loss(es) being proximately caused in whole or in part by the negligent or willful act or omission of Contractor, its employees, agents, subcontractors, or anyone acting directly or indirectly on Contractor’s behalf. Contractor also shall defend, indemnify, and hold harmless District Indemnitees from and against any Loss, demand, or challenge based on, arising out of or in any way related to any assertion that any Deliverable, the Integrated Software (other than the Baseline Code), the Licensed Software or any component or


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part thereof infringes, misappropriates, or violates any patent right, copyright right, trade secret, or other proprietary right of any third party. District shall notify Contractor in writing of the initial claim or action brought against it. The selection of counsel, the conduct of the defense of any lawsuit, and any settlement shall be within Contractor’s control; provided that District Indemnitees shall have the right to participate in the defense of any such infringement claim using counsel of its choice, at their own expense. No settlement shall be made without notice to and prior written consent of the District.

16. Insurance

16.1 Contractor shall secure and maintain, as a minimum, insurance as set forth below with insurance companies reasonably acceptable to the District to protect Contractor from claims which may arise from operations under the Agreement, whether such operations be by Contractor or anyone employed or engaged by Contractor. Failure to maintain the insurance and furnish the required certificates may be considered a breach of the contract by Contractor and the District may exercise any, some or all of its rights on breach by Contractor.

a. Workers' Compensation Insurance in accordance with provisions of the Florida Statute Section 440, with Employers Liability limits of 1,000,000/1,000,000/1,000,000 adequate to protect Contractor from claims under Workers' Compensation Acts which may arise from operations under the Agreement, whether such operations be by the contractor or anyone directly employed by them.

b. Commercial General Liability Insurance for Bodily Injury and/or Property Damage Liability of not less than $1,000,000 each occurrence and $3,000,000 aggregate. The policy so secured and maintained shall include coverage for Contractual Liability, Products Liability or Completed Operations and shall be endorsed to name The School Board of Miami-Dade County, it officers and employees, as additional insured’s and to provide specifically that any insurance carried by the District which may be applicable to any claim or loss shall be deemed excess and the contractor's insurance primary despite any conflicting provisions in the contractor's policy to the contrary.

c. Combined Single Limit Owner, Hired, and Non-owned Automobile Insurance of not less than $1,000,000 each occurrence.

d. Professional liability, errors and omissions insurance which covers professional errors and omissions of Contractor and all professionals who are employees of Contractor and are engaged to furnish professional services in connection with the services hereunder. Coverage under each policy shall be a minimum of Five Million Dollars ($5,000,000) for


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each occurrence and Ten Million Dollars ($10,000,000) in the aggregate. Coverage limits can be a combination of primary and excess policies.

16.2 For all insurance coverages provided by Contractor the following terms apply:

a. Any deductibles or self-insured retentions shall be declared in writing to the District; District approval is required for any amounts over $25,000.

b. Insurance shall be placed with Florida admitted insurers with a current A.M. Best’s rating of no less than A -:VII, unless otherwise approved by the District, except that for Worker’s Compensation, the State Compensation Fund of Florida is acceptable.

c. Workers’ Compensation and Employer’s Liability policies shall contain a waiver of subrogation.

d. Each insurance policy required by this Section ___ shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the District.

e. The Contractor shall furnish the District with original endorsements effecting coverage required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the District before work commences.

f. In the case of failure to furnish such evidence or upon cancellation of any required insurance, District may declare a breach of the Agreement or may withhold all future payments until Contractor complies with this requirement or may purchase such coverage and offset the cost against any amounts otherwise due to Contractor.

g. Contractor shall provide thirty (30) days prior written notice to District of any impending cancellation or termination of such insurance.

16.3 The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:

a. Contractor agrees to defend, indemnify, save and hold harmless The Board, its officers, agents, representatives, and employees; and provides named additional insured endorsements for the M-DCPS, its officers, agents, representatives, employees. They are to be covered as insured as respects: liability arising out of activities performed by or


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on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the District, its subsidiaries, officials, and employees.

b. For any claims related to the Services, the Contractor’s insurance coverage shall be primary insurance as respects The Board, its subsidiaries, officials, and employees. Any insurance or self-insurance maintained by The Board, its subsidiaries, officers, and employees shall be excess of the Contractor’s insurance and shall not contribute with it.

c. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. The Contractor’s insurance limits shall apply separately to The Board, its subsidiaries, officers, and employees.

16.4 The failure or delay by Contractor’s insurer in covering any claim, or any termination or lapse in coverage under any insurance policy, shall not relieve Contractor from liability to the District for such claim or otherwise affect Contractor’s obligations hereunder.

17. IP Ownership 17.1 The Board shall own all Modifications developed hereunder that are determined by the District to be relevant to the education market (including, but not limited to, pre-k, k-12, college, university, adult and distance education) and Contractor assigns and agrees to assign all such Modifications, and all intellectual property rights therein, to the District and shall provide updated copies of Source Code for such Modifications. Contractor shall ensure that all subcontractors performing development work on Modifications under the Agreement agree to assign all intellectual property rights to Contractor so that Contractor can comply with the terms of this Section. The District hereby grants to Contractor a perpetual, worldwide, assignable, sublicensable, nonexclusive license to such Modifications. All Modifications developed hereunder shall be a “work made for hire” as defined under the US Copyright Act, and the District shall own, all right, title and interest in all such Modifications. Contractor shall pay to District a royalty equal to ___ percent of all gross revenues received by Contractor or its Affiliates directly or indirectly from third parties other than the District for the use or sublicensing of any of the Modifications owned by the District (“Revenues”). Royalty payments shall be calculated annually as of May 31 of each year due on June 30 of each year, and must be accompanied by a statement of accounts setting forth all Revenues received and royalties thereon as of May 31


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of such year. Royalty statements shall be provided to the District regardless of whether any royalties have actually accrued for the period in question. Contractor shall price the licensing of any Modifications subject to this Section separately under its contracts with third parties so as to facilitate the auditing and tracking of the royalty amount due. If Contractor deems that such separate pricing is impracticable, it shall inform the District and the parties shall negotiate in good faith regarding the proper allocation of revenues as between the Modifications subject to royalty here under and the remainder of the licensed product. If the parties are unable to agree on such allocation within twenty (20) Business Days, the matter shall be submitted to the dispute resolution procedures in Section ___ [Escalation of Disputes]. Contractor shall keep good and accurate books of accounts in accordance with generally accepted accounting principles and shall keep and maintain all records, documents and other instruments relating to Revenues in such detail as shall enable District to confirm the royalties due under the Agreement and Contractor’s compliance with this Section. District shall have the right to designate a firm of certified public accountants, reasonably acceptable to Contractor, to inspect Contractor's books, records, documents, and instruments and to make copies thereof, at any time during Contractor's regular business hours to ascertain the accuracy of such report. District shall bear the expense of any audit conducted pursuant to this Section unless the audit shall demonstrate a discrepancy (in District's favor) between Revenues and royalties reported and paid and those which were actually due (for a given any four month period) in excess of the greater of (a) ten percent (10%) of the actual or reported amounts paid or payable to District for such period and (b) Five Thousand Dollars ($5,000.00), in which event Contractor shall bear the reasonable expenses of the audit. This royalty obligation shall survive the expiration or earlier termination of the Agreement. This royalty provision shall apply to any services performed by Contractor in connection with the applicable Modification.

17.2 [Please note that, with respect to the royalty provision above, the royalty rate will be developed in discussions with Proposers who advance to Tier III.]

18. Liability Limitation 18.1 NEITHER PARTY SHALL BE LIABLE FOR ANY INDIRECT, EXEMPLARY, SPECIAL, OR CONSEQUENTIAL DAMAGES OR FOR LOST PROFITS ARISING OUT OF THIS AGREEMENT, INCLUDING WITHOUT LIMITATION, DAMAGES ARISING FROM LOSS OF USE OR LOSS OF DATA. IN NO EVENT SHALL CONTRACTOR’S LIABILITY TO DISTRICT EXCEED IN THE AGGREGATE FIVE (5) TIMES THE “NOT TO EXCEED” PRICE SET FORTH IN SECTION ___. Notwithstanding anything to the contrary in the Agreement, this Section shall not apply to damages arising out of or relating to any of the following: (i) Contractor’s gross


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negligence or willful misconduct; (ii) breach of Contractor’s confidentiality obligations, (iii) Contractor’s indemnification obligations with respect to infringement of intellectual property; (iv) claims for contributions or damages payable to third parties; (v) claims or losses covered by Contractor’s (or its subcontractor’s) insurance.

19. License Terms (Enterprise)

19.1 Contractor grants to the Board a perpetual, non-exclusive, worldwide, irrevocable, royalty-free right and license, to install and use the Object Code of all Licensed Software and the Object Code of the Integrated Software (other than the Baseline Software which has been licensed to the Board under a separate agreement with the Software Vendor) on all computing devices used by or for the sole benefit of Miami-Dade County Public Schools, and the schools operated or managed by the Board. This license is intended to be enterprise wide and extend to The Board and all schools operated or managed by The Board. The licenses granted under this Section shall be effective on Delivery of each component or installment thereof, subject only to payment as provided in the Agreement and the Pricing Schedule. The right granted by this Section shall extend to the right of contractors to The Board, M-DCPS employees, students, parents, and other End Users who have a reasonable need to use the Licensed Software and/or the Integrated Software by remote or local access, and to install and use any applets or plug-ins that are part of the Licensed Software or Integrated Software and are provided for the purpose of using or facilitating the use of the Licensed Software or Integrated Software any portion thereof on a remote or client basis. The licenses granted herein may not be sublicensed or assigned except to the extent necessary to permit M-DCPS’s contractors to perform services on behalf of the District or to permit the District to outsource some or all of its administrative operations.

19.2 Upon delivery to the District of any Deliverable (other than Object Code) or Documentation other than documentation of Third Party Software, Contractor grants to the District a non-exclusive, worldwide, perpetual, irrevocable, royalty-free right and license, to copy, modify, make derivative works, distribute and display such Deliverable or Documentation to authorized users of the Licensed Software or Integrated Software. In the case of Deliverables or Documentation containing Proprietary Information of Contractor, the distribution of copies of such Deliverables or Documentation shall be limited to Persons with a reasonable need to know such Proprietary Information in connection with their activities for the District who are bound to the extent reasonably possible, by obligations of confidentiality to the District and/or Contractor. The rights to Deliverables and Documentation granted under this Section shall include the right to deliver copies to independent contractors engaged by the District only to perform activities for or on behalf of the District. The licenses granted herein may not be sublicensed or assigned except to


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the extent necessary to permit the District’s contractors to perform services on behalf of the District or to permit the District to outsource some or all of its administrative operations.

20. Maintenance Agreement Issues

20.1 The District will require that the Contractor provide to the District during the Warranty Period, and thereafter during the Maintenance Agreement term, all bug fixes, updates, upgrades, and new releases for the Licensed Software and Integrated Software (other than the Baseline Software) , as well as technical support and repairs. Contractor will be required to ensure all delivered bug fixes, updates, upgrades, and new releases for the licensed software are tested and accepted by Miami-Dade County Public Schools. Prior to the installation of the new software the integrated software must be tested. Once accepted by the District, vendor will be required to install and maintain according to maintenance terms.

20.2 The District requires that Contractor guarantee the continuation of Maintenance Agreement pricing for a five year period after Project Completion. Pricing is not to exceed 5% or current CPI per year thereafter.

20.3 The District will require a provision in the Agreement between the parties providing for a methodology for determining the maintenance fees after the initial maintenance period.

20.4 After the expiration of the Warranty Period for each module of the Licensed Software or Integrated Software Delivered to M-DCPS, Contractor shall perform the Maintenance Agreement at no charge to the District until such time as such module of the Licensed Software or Integrated Software passes any acceptance testing procedures under the Agreement, and is released by the District into Production. To the extent that the various components of the Licensed Software or Integrated Software have staggered Maintenance Agreement anniversary dates and payment due dates as a result of the foregoing requirement, Contractor shall synchronize all Maintenance Agreement anniversary dates and payment due dates at the end of each District fiscal year in which an installment of the Licensed Software or Integrated Software is released by the District into Production.

21. Marketing 21.1 The District anticipates that the Agreement will contain arrangements in which the District may elect in its discretion to assist or contribute to the marketing of the services provided by Contractor and, as applicable, the Licensed Software through, for example, the hosting of demonstrations, endorsements at trade shows and conferences, the use of District references in marketing materials, or other like arrangements. The District will expect to be compensated for these efforts. These provisions will not commit the District to engaging in the proposed


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marketing efforts or incurring any expense in connection therewith. [The business terms and contract language for this arrangement will be developed in discussions with Proposers who advance to Tier III.]

22. Order of Precedence 22.1 This Agreement, the Exhibits and Attachments attached hereto, the RFP and the RFP Addenda, the Proposal, and the Proposal Addenda are to be interpreted so that all of the provisions are given as full effect as possible. In the event of a conflict between these documents, the order of precedence shall be: first, the Agreement; second, any Exhibit or other attachment to the Agreement; third the RFP Addenda; fourth, the RFP; fifth, the Proposal Addenda; and sixth, the Proposal. Notwithstanding the foregoing, nothing contained in the RFP, RFP Addenda, Proposal or Proposal Addenda shall be deemed to affect the Pricing Schedule or the “not to exceed” price (and shall in no event exceed any component of the price as shown on the Pricing Schedule) for the Services and Deliverables to be provided under the Agreement as set forth in the Pricing Schedule.

23. Payment Terms 23.1 The Agreement will provide that District’s payment obligations will be based upon the completion of specific milestones that are tied to the completion of Acceptance Testing of the various modules. The District will make payment within forty-five (45) days after receipt of written invoice from Contractor. The form of invoice will be specified by the District as an Exhibit to the Agreement. All invoices submitted by Contractor shall provide sufficient detail for the District to audit the calculation of the payment due for any Services or Deliverables that are not to be provided on a “firm fixed price” basis.

23.2 The District will retain twenty-five percent (25%) of the total price shown on the Pricing Schedule for the Services and Deliverables, which amount will be paid within 45 days after all modules of the Licensed Software or Integrated Software have passed any acceptance testing procedures under the Agreement, and are released by the District into Production.

23.3 The District may withhold payments that are subject to a good faith dispute hereunder. Further, In the event that any Critical Deliverable shall not be delivered or accepted on or before the applicable dates specified for such Critical Deliverable, all payment for Deliverables to be delivered subsequent to such delayed Deliverable shall be suspended until the acceptance of all Critical Deliverables which have not been timely delivered or accepted. In no event shall the suspension of a payment under this paragraph relieve Contractor from any other date for delivery or acceptance.


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24. Performance Bond 24.1 On or prior to the due date for the first payment from the District to Contractor under this Agreement, Contractor shall provide to the District, at Contractor’s sole expense, an irrevocable performance bond from an insurer reasonably acceptable to the District, in the penal amount of $5,000,000 to assure the completion of the Project in the event of a breach or Failure to Progress by Contractor. Such performance bond shall provide for assumption of continuing management of the Project by the District in the manner set forth in this Agreement and the insurer shall be subrogated to the rights of the District against Contractor only in the event that the Project may be completed with no expenditure by the District beyond the amounts otherwise to be paid to Contractor under this Agreement.

25. Project Staffing – M-DCPS Approval Right for Key Staff

25.1 Contractor’s Project Manager

a. On or before ________, Contractor shall designate in writing and communicate to M-DCPS, an individual as its project manager (“Contractor Project Manager”), who shall serve as a single authoritative point of contact for the Contractor during the course of its activities pursuant to the Agreement. The Contractor Project Manager shall be experienced in the customization, integration, installation and testing of the Baseline Software and the Licensed Software , as well as project management. The Contractor Project Manager will be required to be on site at the District and engaged full time on the Project during the Project.

b. The selection of Contractor’s Project Manager or any replacement, shall be subject to the District’s prior and written approval. Such prior written approval shall be provided within seven (7) Business Days after the District receives all background information and interviews requested with respect to such individual. Contractor shall provide the District with the resume and credentials in support of the District’s review of the proposed candidate. If the District does not approve the candidate suggested by Contractor, Contractor shall propose a qualified alternate(s) who shall be subject to the same approval process. Changes in Contractor’s Project Manager shall be subject to the provisions of Section __[Key Staff; Reassignment] of the Agreement. The Contractor Project Manager shall have authority to negotiate all Change Orders in accordance with the Change Management Process, and shall be authorized to make reasonable staff re-assignments (subject to the provisions of Section ___ [Key Staff Reassignment]) and to make all communications to the District and its designated Project Manager as are required or convenient to the efficient progress of the Project.


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Nothing herein, however, shall be construed as precluding communication between subordinate persons for the purpose of consultation and cooperation, provided that no such subordinate shall have actual or ostensible authority to authorize Change Orders, except as expressly provided in the Change Management Process. The Contractor Project Manager shall be dedicated full time and on site to the Project and have the duties set forth on the Project Plan.

25.2 Other Staffing

a. During the term of the Agreement, Contractor shall not reassign or modify the operational authority of its [The District will identify key positions during contract negotiations] (“Key Contractor Personnel”) without the prior written consent of the District, except (a) upon request by the District, or (b) as the result of the termination of the employment of the affected person. Contractor shall furthermore refrain from reassigning or reallocating work on the Project if a reasonably foreseeable consequence of such reassignment or reallocation would be to require the repetition of work or delay in the completion of the delivery of any Deliverable. Notwithstanding the foregoing, upon request by the District for a change in Key Contractor Personnel, Contractor shall use commercially reasonable efforts to remove and replace such Key Contractor Personnel assigned to the Project in a timely fashion. The selection of Key Contractor Personnel, or any replacement, shall be subject to the District’s prior written approval. Contractor shall provide the District with the resume and credentials in support of the District’s review of the proposed candidate. If the District does not approve the candidate suggested by Contractor, Contractor shall propose a qualified alternate(s) who shall be subject to the same approval process.

25.3 Executive Steering Committee

a. The Agreement between the parties will provide for an Executive Steering Committee composed of representatives of both Contractor and M-DCPS. The purpose of the committee will be to review and provide input on technical and operational issues related to the customization of the Baseline Software and the Licensed Software and implementation of the Integrated Software. The schedule of meetings for the committee will be set forth in the Agreement and will extend through Project Completion and thereafter until the Integrated Software is implemented in Production after the Integrated Software passes any acceptance testing procedures under the Agreement, and is


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released by the District into Production.

25.4 Background Checks

a. Prior to final acceptance of contracted employees, the District reserves the right to complete Drug Testing, back-ground checks, reference checks and other employment verification checks as may be required of regular M-DCPS employees at no cost to the District.

26. Public Statements 26.1 Contractor agrees that without the M-DCPS's written consent neither it nor any of its employees, agents or contractors shall use the name, service marks, or trademarks of M-DCPS or of any Affiliate of the Board, including, but not limited to in any written advertising, publicity, press release, or sales presentation. Either Party shall be entitled to make such reasonable disclosures as are required by law, including without limitation any disclosures required for compliance with the Securities Laws of the United States or any state.

27. Reduction in Scope 27.1 To the extent that the Pricing Schedule identifies any Services or Deliverables as being subject to the District’s discretion, the District may determine to eliminate one or more of such Services or Deliverables from the scope of the Project on written notice from the District within the time period, if any, set forth in the Pricing Schedule. In such event, the line item in the Pricing Schedule for such eliminated Services or Deliverables shall be automatically deemed to be deleted.

28. Service Credits

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28.1 The Agreement will include a set of interim remedies for failure to deliver a Critical Deliverable under the Statement of Work or meet a Service Level under the Maintenance Agreement and will include liquidated damages and the trigger of material breach provisions. The Agreement will address these matters in more detail.

28.2 Critical Deliverables

a. In the event that Contractor shall fail to deliver any Critical Deliverable as defined in the Statement of Work at the time specified therein, or any such Critical Deliverable shall fail to pass the applicable Acceptance Test on or before the date specified therein the price payable for such Critical Deliverable may, in the District’s discretion, be reduced as set forth in Exhibit ___ for each day of delay in Delivery beyond the applicable Due Date, provided that no such credit shall apply where such delay resulted directly from the delay or failure of the District to comply with its responsibilities under the Agreement and


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the Statement of Work, from an event or condition not within the legal right of Contractor to control, or from an event of Force Majeure.

28.3 Service Level Deficiencies

a. Contractor acknowledges that its failure to meet one or more of the service levels set forth in the Maintenance Agreement attached as Exhibit ___ (“Service Levels”) may have a material adverse effect on the operations of the District and that the actual amount of damage suffered by the District because of such failure would be impracticable or extremely difficult to fix. Accordingly, each time Contractor fails to meet a Service Level, the District shall have the option to recover an amount as liquidated damages with respect to such failure as set forth in the Maintenance Agreement (“Service Credit”). Contractor acknowledges that the Service Credits are reasonable under the circumstances existing as of the date of the Agreement. Contractor shall pay Service Credits to the District in cash within forty-five (45) days after the end of the month in which the respective failure occurred or, at the District’s option, the District may deduct the Service Credits from the next succeeding invoice or other amounts due to Contractor. Service Level Credits are calculated in the manner specified in the Maintenance Agreement. The District’s election to accept a Service Credit for one or more failures shall not constitute a waiver of the District’s rights with respect to any subsequent failure or with respect to claims related to chronic or repeated failures. No Service Credit shall be applicable to the extent such failure resulted from the delay or failure of the District to comply with its responsibilities under the Agreement, the Statement of Work or Maintenance Service Schedule, from an event or condition not within the legal right of Contractor to control, or from an event of Force Majeure.

29. Source Code Escrow 29.1 Establishment of Escrow

a. Contractor shall arrange for an escrow of the Source Code of the Licensed Software at no cost to the District in connection with the Agreement substantially in the form attached hereto as Exhibit ___, providing for the deposit of the Source Code for the Licensed Software, together with the Documentation therefore, with the Escrow Agent as provided in this Section. Thereafter, Contractor shall maintain such escrow agreement with the Escrow Agent and shall maintain District as a beneficiary of such escrow agreement pursuant to the terms set forth in this Section. Contractor shall deliver to the Escrow Agent a copy of all such Source Code to the Licensed Software,


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including without limitation, the Documentation (as it relates to the Source Code) as is necessary for District to fully utilize such Source Code (collectively, the "Escrow Material") and shall maintain on the Escrow Agent's list of Escrow Material accessible by District all Licensed Software. Contractor represents, warrants, and covenants to District that the Escrow Material shall be kept current, complete, and fully documented, and shall be updated from time to time, and no more than twenty (20) Business Days after any error corrections or updates to the Licensed Software are provided to District. The Escrow Agent shall be required to confirm to District that the Escrow Material and error corrections and updates thereto have been received.

29.2 Verification of Escrow Materials

b. District shall have the right to verify, or to request the Escrow Agent to verify, the currency and completeness of the Escrow Material on equipment located at the Escrow Agent's premises upon five (5) Business Days' notice to Contractor and the Escrow Agent. District may, at its sole discretion and expense, have its personnel present to monitor any verification of the Escrow Material the Escrow Agent's premises. Any such verification shall take place in Southern Florida.

29.3 Escrow Release Conditions

a. District shall have the right to obtain the Escrow Material in the Escrow from the Escrow Agent on the occurrence of any of the following release conditions: (i) there is a Material Breach by Contractor of the Agreement, the effect of which is to impair the operation of the Licensed Software, or any portion thereof, and Contractor fails to cure the breach within any applicable cure period hereunder; (ii) Contractor fails or is unable to maintain the Licensed Software or any portion thereof in accordance with the Agreement such that the performance of the Licensed Software or District's use thereof is adversely affected; (iii) Contractor is adjudicated insolvent, or consents to or acquiesces to the appointment of a receiver or liquidator; (iv) Contractor's board of directors or a majority of its shareholders take any action towards the dissolution or liquidation of Contractor; (v) Contractor voluntarily becomes a debtor subject to proceedings under the United States Bankruptcy Code (or involuntarily is named as a debtor in a petition for such proceedings which is not dismissed within 60 days after filing), or makes an assignment for the benefit of creditors, or a receiver is appointed for Contractor; (vi) Contractor discontinues support of the Licensed Software for any


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reason.

29.4 Escrow Release Procedure

a. Upon the occurrence of any of the release conditions, District may demand access to the Escrow Material by delivering written notice to the Escrow Agent. Upon receiving such notice from District, the Escrow Agent shall (i) immediately release and deliver all or the requested portion of the Escrow Material to District, and (ii) promptly give Contractor written notice that such release has occurred. Contractor agrees that it shall not give the Escrow Agent contrary instructions, dispute District's demand for release of the Escrow Material or otherwise interfere with District's access to the Escrow Material, unless Contractor in good faith contends that none of the applicable conditions for release have been satisfied. Any disagreement between the parties regarding the occurrence or interpretation of any escrow release condition shall be subject to binding arbitration under the arbitration provisions of the applicable escrow agreement. If Contractor, as debtor in possession, or a trustee in bankruptcy for Contractor in a case under the United States Bankruptcy Code, rejects the Agreement, District may elect to retain its rights under the Agreement as provided for in 11 U.S.C. § 365(n). Upon written request of District to Contractor or to such trustee, Contractor or such trustee shall not interfere with the rights granted herein, including the right to obtain the Escrow Material from the Escrow Agent.

29.5 Escrow Fees and Indemnification

a. Contractor shall be responsible for payment of Escrow Agent's fees and Contractor shall, at Contractor's sole expense, create and send all error corrections and updates of the Escrow Material directly to the Escrow Agent. If Contractor and District are or become jointly obligated to indemnify Escrow Agent under the terms of the escrow agreement, Contractor agrees that it shall be solely responsible for satisfying the indemnification obligation to the Escrow Agent and agrees to indemnity, defend and hold District harmless from any claim, liability arising there under that may be brought against the District.

29.6 Licenses

a. The licenses granted by Contractor in Sections ____ [License Grant] of the Agreement apply to District's use of the Escrow Material to be deposited hereunder. District may use such Escrow Material, through its own employees or through independent


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contractors bound by appropriate confidentiality obligations, solely to implement, modify, upgrade and use the Licensed Software. District shall treat all Escrow Material released under this Section as Contractor Confidential Information subject to District's confidentiality obligations set forth in Section ___ [Confidentiality] of the Agreement.

30. Technological Change

30.1 As part of the Services, Contractor shall provide M-DCPS access to new software or improvements to existing software (or other Contractor products or services or third party products or services), to the extent made available to Contractor’s customers, that could reasonably be expected to have a favorable impact on M-DCPS's business for M-DCPS's evaluation and testing ("Improved Technology"). In addition, Contractor shall meet with M-DCPS at least once during every 180 day period during the period in which the Agreement or any Maintenance Agreement is in force to (i) inform M-DCPS of any new software or improvements to existing software information processing technology or services Contractor is developing or considering developing or is otherwise aware of that may be relevant to the District; and (ii) provide the District with an opportunity to provide input on technical aspects or functionality of Contractor’s products or services.

31. Term/Termination 31.1 Termination for Funding Restriction

a. If the District is not appropriated adequate funds for or to continue services under the Agreement, the District shall provide written notification to Contractor of non-appropriation of funds (the “Non-Appropriation Notice”). In such event, the District shall have no further liability hereunder except with respect to payment for Services rendered and Deliverables delivered up to the date of Contractor’s receipt of the Non-Appropriation Notice. This Agreement shall terminate effective as of the date of the Non-Appropriation Notice unless the Non-Appropriation Notice specifically provides otherwise.

31.2 Termination for Convenience

b. The District may terminate the Agreement at any time without cause upon a minimum thirty (30) days’ notice to Contractor, in which case the following provisions shall apply:

i. The notice may be effective as of a date certain or may apply only after the delivery of certain enumerated Deliverables.

ii. The District shall pay to Contractor upon receipt of an invoice from Contractor


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otherwise complying with the Agreement, for any Services in respect of a Deliverable not yet Delivered which have actually been performed by Contractor, pro-rated on a percentage completion basis based on Contractor’s reconciliation of labor actually expended compared to labor originally estimated by Contractor in constructing its bid.

iii. The District shall pay to Contractor upon receipt of an invoice from Contractor otherwise complying with the Agreement, upon Delivery of any Deliverable specified to be Delivered under the notice.

iv. The District shall retain the right to pay any License Fees not yet paid, in order to retain Object Code license rights as provided herein.

v. No other payments shall be due to Contractor.

vi. Any payments made by District to Contractor for Services that Contractor did not actually perform for District or Deliverables the District has not yet received or accepted, shall be immediately refunded to District.

31.3 Termination for Failure to Progress

a. The Statement of Work provides certain Due Dates for the delivery of certain Critical Deliverables identified therein. If Delivery of any Critical Deliverable shall not have been completed by the Due Date for such Critical Deliverable, and such delay is not materially caused by any Force Majeure Event or any fault of District or a third party over which Contractor does not have the legal right to control, the District shall give Contractor notice of such occurrence (a “Failure to Progress”) providing a period of not less than that set forth in the Statement of Work or Project Plan, as applicable, to complete Delivery of such Critical Deliverable. In the event that Contractor shall fail to complete Delivery of the Critical Deliverable identified in such notice within the stated cure period, the District may, in its sole discretion, thereafter either (a) extend the time for cure, or (b) declare an immediate termination of the Agreement (or Services related to such Critical Deliverable or any portion thereof) for Failure to Progress without further payment obligation on the part of the District with respect to the portion so terminated (other than charges already due and owing). In the event of a termination for Failure to Progress in accordance with this Section, the District shall have no further liability to Contractor with respect to any payments not yet due and owing that are related to the portion so terminated. Any payments made by District to Contractor for Services that Contractor


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did not actually perform for District or Deliverables the District has not yet received or accepted, shall be immediately refunded to District

31.4 Termination for Breach

a. In the event that Contractor: (a) commits a material breach of the Agreement, that, if capable of being cured within thirty (30) days, is not cured within thirty (30) days after notice of breach from the District to Contractor; (b) commits a material breach of the Agreement which is not capable of being cured within thirty (30) days and fails to (i) proceed promptly and diligently to correct the breach, and (ii) cure the breach to the District’s reasonable satisfaction within ninety (90) days after receiving notice; or (iii) commits a material breach of the Agreement which, by its nature, cannot be cured, then the District may (without limitation on other remedies that may be available to it under the Agreement, at law or in equity), by giving written notice to Contractor, terminate the Agreement, in whole or as to selected Deliverables or Services, as of a date specified in the notice of termination.

b. For the purposes of the foregoing provision “material breach” shall mean the failure of Contractor to perform any material obligation, including without limitation, the following:

i. Failure to Deliver a Critical Deliverable within the notice period specified for a notice of Failure to Progress.

ii. Chronic failures to deliver Deliverables on a timely basis, without such failures being materially caused by fault of the District, a third party over which Contractor does not have the legal right to control, or an event of Force Majeure Event.

iii. Breach of any warranty given pursuant to Section ___ [Warranty], which breach materially affects the ability of the District to deploy and/or use the Licensed Software or Integrated Software.

iv. Deficiencies resulting in Service Level Credits exceeding $____ per month for any two consecutive months of the term.

31.5 Termination for Nonpayment

a. If the District fails to pay Contractor when due any charges under the Agreement within forty-five (45) days after presentation of an invoice and fails to make such payment


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within forty five (45) days after notice from Contractor of the failure to make such payment, then Contractor may terminate the Agreement without further notice, provided, however, that such termination shall not relieve the District of its payment obligations to Contractor for Services rendered and reimbursable expenses incurred through the effective date of the termination.

31.6 Termination for Change in Control

a. In the event of a sale of all or substantially all of the assets of Contractor or sufficient equity of Contractor to effect a change in control of Contractor (such as, for example, the sale of more than fifty percent (50%) of the equity of Contractor or a transaction that results in the change in voting control), the District may terminate the Agreement on at least 60 days' notice to Contractor at any time after such change in control is effected.

31.7 Termination for Bankruptcy

a. If either Party ceases conducting business in the normal course, become insolvent, makes a general assignment for the benefit of creditors, suffers or permits the appointment of a receiver for its business or assets or, as debtor, shall avail itself of, or become subject to, any proceeding under the Federal Bankruptcy Act or any other statute of any state relating to insolvency or the protection of rights of creditors, then (at the option of the other Party) the Agreement and any and all Project Agreements shall terminate and be of no further force and effect. The District shall not be deemed to have ceased conducting business in the normal course in the event of a restructuring of the District.

31.8 Payment on Termination

a. In the event that the District terminates the Agreement or any portion thereof prior to its expiration on any basis other than for Contractor’s material breach, change in control or Failure to Progress, the District shall pay Contractor for all Deliverables Delivered prior to the effective date of termination and for partially completed Deliverables on a percentage completion basis. In the case of a termination for Failure to Progress, the District shall continue to be liable for Services not terminated, but shall not be liable for any amounts related to partial completion of Deliverables associated with the Critical Deliverable in question. In the case of a termination for material breach by Contractor, the District shall not be liable for any payments on account of Deliverables not Delivered as of the effective date of such termination. In no event shall the District be liable for any


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future payments, costs or expenses of Contractor, incurred with respect to Services not actually performed or lost profits. Any payments made by District to Contractor for Services that Contractor did not actually perform for District or Deliverables the District has not yet received or accepted, shall be immediately refunded to District.

32. Transition on Termination

32.1 In the event of a termination of the Agreement for whatever cause:

a. the District shall nonetheless continue to have all rights to use and maintain for its own benefit any and all Deliverables completed and Delivered as if no termination had taken place, subject to payment for such Deliverables;

b. Contractor shall provide those certain transition services identified in the Statement of Work and, if the agreement was terminated by District for convenience, the District shall pay for such services at the hourly rates set forth in the Pricing Schedule; [These transition services are intended to assist the District in taking the completion of the project over for itself or transitioning the remainder of the project to a third party for completion. Contractor’s good faith cooperation in connection with such a transition will be a requirement of the Agreement.]

c. Contractor shall promptly assign or sublicense to the District all of Contractor’s rights to use Platform Software and tools, which rights were acquired by Contractor primarily for the ability to provide the Services to the District under the Agreement.

32.2 In the event of a termination, the District may thereafter engage such contractor or contractors as it determines in its sole discretion to provide any of the Services not yet provided by Contractor to the District or any other services the District determines in its sole discretion to be necessary or convenient.

33. Use of Subcontractors

33.1 Prior to subcontracting any portion of the Services, Contractor shall notify the District of the proposed subcontract, proposed subcontractor, including without limitation any legal entity and/or any individual not in the exclusive employ of Contractor who would be involved in any manner in the Services, and subcontract terms. If requested by the District, Contractor shall also provide to the District background information with respect to the proposed subcontractor that is appropriate to the nature and scope of the subcontractor’s activities. In the event the District objects to such subcontractor or the terms of any subcontract, Contractor shall not use such subcontractor in connection with the Agreement. In the event that the District’s Project Manager does not so object within seven (7) Business Days after notice was given, such subcontractor or


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subcontract shall be deemed to be accepted. The replacement or reassignment of any subcontractor shall require the District’s prior written approval. No subcontractors have yet been approved by the District as of the execution of the Agreement. No subcontracting or other arrangement shall release Contractor from its responsibility for its obligations under the Agreement. No subcontractor may be engaged unless such subcontractor and each of its employees providing services on the relevant engagement certifies in writing such certifications and qualifications as are required by the District and under applicable law, and agrees in writing to guard the confidentiality of Proprietary Information of the District to the same standard of care as binds Contractor under the Agreement and agrees in writing, prior to commencing work, that all work is a “work for hire” under the Copyright Laws of the United States and that in the event that such work is not eligible for treatment as such a work for hire, such subcontractor presently, prospectively and irrevocably assigns any copyrights in such work to Contractor. Unless covered by Contractor’s insurance, use of such contractors shall also be conditioned on contractors’ compliance with any insurance requirements otherwise applicable to Contractor. The District may require delivery of reasonable evidence of compliance as a condition of consent.

34. Warranty and Warranty Commencement Date

34.1 Performance of Deliverables, Integrated Software and Licensed Software

a. Commencing with the Delivery of each Software Deliverable hereunder and for a period of fifteen (15) months after the installation of the final Software Deliverable hereunder, each Deliverable and all Licensed Software and Integrated Software shall perform in accordance with all Specifications, Documentation, and any other criteria set forth herein in the computer hardware and/or software environments set forth herein. If during this time period the Licensed Software or Integrated Software does not perform as warranted, Contractor shall undertake to correct all reported defects in the Licensed Software or Integrated Software or, at the District’s option: (i) replace such Licensed Software or Integrated Software free of charge or, (ii) if neither of the foregoing is commercially practicable, either terminate the Agreement and refund to the District the total fees paid hereunder, or provide the District with the option to purchase or license the source code of the Software under the terms of the Agreement. In addition, Contractor warrants that the media on which the Software is distributed shall be free from defects in materials and workmanship under normal use for a period of thirty (30) days from the installation of the final Software Deliverable hereunder. The foregoing remedies are in addition to any remedies the District may have at law, in equity or under the Agreement. [Note that the District will require that the Contractor extend this


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warranty to all software delivered under the Maintenance Agreement as well.]

b. Contractor understands that the District has warranty and maintenance arrangements in place with the Software Vendor that provide warranty and maintenance coverage in addition to the coverage provided under this Agreement for the Baseline Software. Contractor represents, warrants and covenants that its activities hereunder will not void or impair the District’s rights or remedies under such warranty and maintenance agreements.

34.2 Software Limitations

a. At the time of installation, no software comprising a Deliverable or licensed hereunder shall contain any virus, "Trojan horse," timer, clock, counter, or other limiting design, instruction, or routine that would erase data or programming or cause the software or any hardware or computer system to become inoperable or otherwise incapable of being used in the full manner for which it was designed and created (a "Software Limitation"). Contractor shall not include any such Software Limitation in any Maintenance Materials provided to the District. Contractor also shall use all reasonable practices and security procedures necessary to avoid insertion of Software Limitations prior to installation of any Deliverable. Any Deliverable shall operate compatibly with major commercially available virus protection programs that District may use. Further, no Software Limitation shall be triggered by: (i) any Deliverable being used or copied a certain number of times, or after the lapse of a certain period of time; (ii) any Deliverable being installed on or moved to a central processing unit or system that has a serial number, model number, or other identification different from the central processing unit or system on which such Deliverable, Integrated Software or Licensed Software originally was installed; or (iii) the occurrence or lapse of any similar triggering factor or event. [Note that the District will require that the Contractor extend this warranty to all software delivered under the Maintenance Agreement as well.]

34.3 Year 2000

a. All Deliverables shall be Year 2000 Compliant. For purposes of the Agreement "Year 2000 Compliant" means that each Deliverable shall (i) not be materially affected by any inability to completely and accurately address, present, produce, store, and calculate data involving dates beginning with January 1, 2000, and shall not produce abnormally ending or incorrect results involving such dates as used in any forward or regression


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date-based function; or (ii) function in such a way that all "date" related functionalities and data fields include the indication of century and millennium, and shall perform calculations that involve a four-digit year field. [Note that the District will require that the Contractor extend this warranty to all software delivered under the Maintenance Agreement as well.]

34.4 Accuracy of Documentation

a. All Documentation shall be complete and describe the applicable Deliverable and components thereof accurately so as to enable a staff consisting of a reasonable number of information systems professionals with ordinary skills and experience to utilize the Deliverable for the purposes for which it is being acquired by or intended for use by District. All Source Code Documentation shall be complete and describe the Source Code and all components thereof accurately so as to enable computer programmers of ordinary skill and experience who are knowledgeable of the subject matter to utilize the Source Code to understand, support, modify, and otherwise use the software to which it relates. [Note that the District will require that the Contractor extend this warranty to all documentation delivered under the Maintenance Agreement as well.]

34.5 Noninfringement

a. No Deliverable shall violate or infringe upon the rights of any third party, including, without limitation, any patent rights, copyright rights, trademark rights, trade secret rights, or other proprietary rights of any kind. Lawful use by the District of the Licensed Software and Integrated Software in accordance with the Documentation does not require the District to secure rights to use Platform Software or other Third Party Software (whether acquired through Contractor or through or from others) except for those specific items identified in the Statement of Work in the quantities and/or for the categories of users set forth in the Statement of Work. [Note that the District will require that the Contractor extend this warranty to all software delivered under the Maintenance Agreement as well.]

34.6 Authority

a. Contractor has full power and authority to enter into the Agreement and to perform hereunder, and such entry and performance do not and shall not violate any rights of any third party.


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34.7 No Claims

a. There is no action, suit, proceeding, or material claim or investigation pending or threatened against Contractor or any of its Affiliates in any court, or by or before any federal, state, municipal, or other governmental department, commission, board, bureau, agency, or instrumentality, domestic or foreign, or before any arbitrator of any kind, that, if adversely determined, might adversely affect any Deliverable or restrict Contractor’s ability to complete the transactions contemplated by the Agreement, or restrict District's right to use any Deliverable. Contractor knows of no basis for any such action, suit, claim, investigation, or proceeding.

34.8 Third Party Warranties

a. Contractor has the right to assign and transfer to District all of Contractor’s rights under any and all warranties received from the supplier (other than Contractor) of any component of any Deliverable, and has the right to assign or transfer to District such supplier's warranties. [Note that the District will require that the Contractor extend this warranty to all software delivered under the Maintenance Agreement as well.]

34.9 Title

a. Contractor has full title to the Licensed Software (other than Modifications which will be owned by the District) and has the unencumbered right to grant to the District the licenses contemplated herein and to deliver to District, all Deliverables, including without limitation the Integrated Software, Licensed Software and Third Party Software (other than M-DCPS Supplied Software). The consent of any third party is not required in order for Contractor to perform its obligations and grant the licenses contemplated by the Agreement. [Note that the District will require that the Contractor extend this warranty to all software delivered under the Maintenance Agreement as well.]

34.10 Rights to Tools and Baseline Software; Certification

Contractor has, or shall obtain at no additional charge to District, all tools, equipment and rights to the Baseline Software (including any developer tools needed from Software Vendor) that are necessary to perform its services and deliver the Deliverables hereunder. Contractor is a [certified integration partner] for the Baseline Software and shall maintain such certification until the expiration of the warranty period hereunder continuing through the term of any Maintenance Agreement. The employees and subcontractors Contractor will


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employ in its performance of this Agreement shall have and maintain all appropriate certifications [Note: minimum levels of certification may be required by the District] and training in the Baseline Software and any Licensed Software and tools used by Contractor in the performance hereof at Contractor’s cost and expense.

Definitions

The following terms shall have the meanings set forth below:

Term Definition “Acceptance Test” Shall mean the conduct of the series of tests and protocols specified in Exhibit ___, Statement of Work

for a particular Deliverable, the successful completion of which signify the successful delivery of such Deliverable. In the case of a documentary Deliverable, the Acceptance Test for such Deliverable shall mean the review by the District of such documentary Deliverable and written notice from the District that such Deliverable complies in all material respects with the requirements for such documentary Deliverable.

“Affiliate” Shall mean any entity controlled by, controlling, or under common control with, a Party, where "control" means the possession of the power, directly or indirectly, to direct the management and policies of a Party whether through the ownership of voting securities, contract or otherwise.

“Agreement” Shall mean the text of the definitive agreement that will be the product of the following: (i) the terms of the RFP; (ii) the approval by the District of a proposal submitted by the selected Contractor; and (iii) the subsequent negotiations between the parties to conclude an agreement for the Services described and set forth in the RFP, together with all Exhibits and Schedules and any amendments made in accordance with the terms thereof.

“Baseline Software” and “Software Vendor”

Shall mean the commercially available versions of the software listed on Exhibit ___ as of the Commencement Date and licensed by M-DCPS from _____ (“Software Vendor”) under a separate agreement between M-DCPS and Software Vendor and any upgrades, enhancements, or new versions obtained by M-DCPS from Software Vendor from time to time hereafter prior to Project Completion and during the term of the Agreement.


Term Definition “Board” Shall mean the School Board of Miami-Dade County, Florida, as the same is constituted from time to

time “Business Day” Shall mean a day in which general business operations of the District are conducted, whether or not

schools are open, but shall not include any day in which the general business offices of the District are closed. All other references to “days” refer to calendar days. The District’s current schedule of closure of business offices is listed in Exhibit ___ and the District will provide updated information regarding business office closure as it may change from time to time.

“Change Order” Shall mean a modification or clarification of the Statement of Work, Services or Deliverables that is duly adopted by the Parties in accordance with the Change Management Process.

“Change Management Process”

Shall mean the provisions relating to processes for the modification or amendment of the Statement of Work or the Specifications (and/or the pricing related thereto) as set forth in Exhibit __.

“Commencement Date” Shall mean the date that is one (1) Business Day after the District provides Contractor with written notice that the Board of Education has approved the Agreement and the Agreement has been executed and delivered by the District.

“Contractor Personnel” Shall mean Contractor’s employees and Contractor’s approved subcontractors performing the Services. “Critical Deliverable” Shall mean a Deliverable specifically identified in the Statement of Work as a “Critical Deliverable”. “Deliverable” Shall mean any unit of work or item of work product required to be delivered by Contractor to the District

in the Statement of Work. “Delivery” Shall mean the delivery of a Deliverable shall be deemed to have taken place (or the Deliverable shall

have been deemed “Delivered”) as follows: In the case of items to be delivered in tangible form, upon the transfer of possession of the item

to the control of the respective District personnel designated to receive such possession at the designated time and place, or if no place is designated at such person’s office.

In the case of items to be delivered by electronic transmission, upon the successful completion of such transmission to the designated District computer and verification of the accuracy of such transmission.

In the case of items for which payment is conditioned upon the completion of an Acceptance Test, then , upon the certification by the designated agent or employee of the District that such Acceptance Test has been completed to the satisfaction of such agent. If Contractor disagrees with the District’s determination of whether an Acceptance Test has been completed, it may submit the matter to dispute escalation pursuant to Section ___.


Term Definition In all other cases, upon the completion of the Services encompassed by such Deliverable in all material respects as set forth in the applicable schedule or Exhibit to the Agreement.

“District” Shall mean the Miami-Dade County Public Schools, each and every subdivision or unit thereof constituted now and in the future (including schools and or territories within Miami-Dade County , Florida not currently serviced by the Miami-Dade County Public Schools and charter schools in Miami-Dade County and other entities with whom the Miami-Dade County Public Schools contracts to provide educational and other services to students resident in Miami-Dade County or elsewhere), and each and every entity succeeding in the future to the responsibility of the Miami-Dade County Public Schools (including such other entities described in this definition) to provide educational services to students at any level of education.

“Documentation” Shall mean all material, other than Object Code and Source Code, that relates to the operation, installation, maintenance, and actual or potential upgrade or modification of the Integrated Software or Licensed Software, including without limitation, instruction manuals, technical manuals, specifications, flow charts, templates, forms, software release notes and data dictionaries, regardless of whether such material is visually readable or recorded electronically.

“Due Date” Shall be the deadline date for the delivery or completion of a Deliverable or a Service under the Agreement.

“End User” Shall mean an individual authorized by the District to access or use the Integrated Software or Licensed Software.

“Force Majeure Event” Shall mean fire, flood, earthquake, elements of nature or acts of God; acts of war, terrorism, riots, civil disorders, rebellions or revolutions; strikes, lockouts, or labor difficulties, equipment failures, computer viruses, malicious acts of third parties, interruption of telecommunications service; or any other similar cause, provided that such cause is beyond the reasonable control of the affected Party, that could not have been prevented by reasonable precautions of the kind ordinarily taken by well-managed firms engaged in such Party’s line of business (such as, by way of illustration and not limitation, regular software backups and regular use of commercial anti-virus software, but not including duplicate or parallel computer systems or on or off-site backup or disaster recovery equipment).

“Integrated Software” Shall mean the Baseline Software as customized, modified and enhanced pursuant to the terms of this Agreement and the Statement of Work, including any Licensed Software.

“M-DCPS Supplied Software”

Shall mean and include the Baseline Software and any computer programs specified in the Statement of Work to be supplied by the District other than through Contractor or its agents, either for use during development or during Production.


Term Definition “Licensed Software” Shall mean the computing software provided by or on behalf of Contractor (whether such software is

currently existing or whether such software is to be developed hereunder) described in the Statement of Work and the Specifications, including without limitation software developed hereunder and software set forth on Exhibit ___ owned or licensed by Contractor or Third Party Software, but not M-DCPS Supplied Software.

“License Fees” Shall mean any fees paid or to be paid by the District to Contractor in respect of the right to copy, install, distribute, use, or make derivative works from the Integrated Software or Licensed Software under the Agreement.

“Maintenance Agreement” Shall mean the maintenance services agreement attached hereto as Exhibit ___. “Modifications” Shall mean any and all modifications, customizations, improvements, additions and alterations to the

Baseline Software or Contractor’s pre-existing Licensed Software made under the Agreement. “Object Code” Shall mean the form of a computer program that may be loaded for execution without intervening

process other than the use of a program loader, linkage editor or similar computer program. “Party” Shall mean the District and/or Contractor, as the context requires. “Platform Software” Shall mean any computer program required for the operation, installation, debugging or maintenance of

another program, including without limitation, operating systems, database management systems, compilers, interpreters, runtime or execution environments, development environments and the like.

“Pricing Schedule” Shall mean the schedule of prices and payments attached hereto as Exhibit ___. “Production” Shall mean the use of the Integrated Software or Licensed Software or, as the context may require, any

component thereof in the ordinary course of the operations of the District. Use in Production will not include operation of the software in the District’s test environment or for testing purposes, even if such tests involve the use of the Integrated Software or Licensed Software or any component thereof by actual End Users in actual District operations.

“Project” Shall mean and include all work to be performed by Contractor or its contractors under the terms of the Agreement, including without limitation all Services and all intangible and tangible Deliverables.

“Project Completion” Shall mean the completion of all Project Phase Completions and all Deliverables and Services under the Statement of Work and the successful completion of all Acceptance Tests for all Deliverables and Services.

“Project Phase” and “Project Phase Completion”

Shall mean, in the case of the term “Project Phase,” one of the major phases of the Project identified in the Statement of Work, and “Project Phase Completion” means the completion of a Project Phase (upon completion of Acceptance Tests for such Phase).


Term Definition “Project Plan” Shall mean the Project Plan to be developed by the Parties pursuant to the Statement of Work outlining

the schedule for performing the Services and Deliverables under the Agreement. “Services” Shall mean and include all services to be performed or provided by Contractor pursuant to the

Agreement and any Schedules and Exhibits hereto, including without limitation, software development, maintenance, testing, project management, consultation, and provisioning of Third Party Software, whether under the initial Statement of Work or any Change Order.

“Source Code” Shall mean and include all forms of the Integrated Software or Licensed Software, other than Object Code, including without limitation, any tools necessary to maintain or modify the Integrated Software or Licensed Software, the instruction sequences in whatever language written, internal documentation, job control languages, scripts, configuration and data files required for the compilation, debugging, linkage editing, loading, and maintenance of the Object Code of such Integrated Software or Licensed Software, but not including Platform Software, unless expressly so provided.

“Specifications” Shall mean the complete set of requirements and specifications for the Integrated Software and Licensed Software as finalized in accordance with the Agreement and which shall include the specifications listed in Exhibit ___.

“Statement of Work” Shall mean the statement of work attached hereto as Exhibit ___, as the same shall be modified or amended in accordance with the terms of the Agreement and/or the Change Management Process.

“Third Party Software” Shall mean any computer program supplied to the District by a Person other than Contractor, which is required for the operation of the Integrated Software and/or Licensed Software and listed in the Statement of Work.


APPENDIX E – FUNCTIONAL DESCRIPTION RESPONSE TABLES The Functional Description Response Tables are available as an Excel workbook on the District’s website at http://procurement.dadeschools.net/ERP/Appendix/index.asp. Proposers should follow the instructions provided in Section 4, Business Requirements and on the tab of the workbook entitled “Instructions and Definitions” when completing these tables.


APPENDIX F – INTERFACES AND ANCILLARY SYSTEMS The Applications Interfaces Tables are available as Excel workbooks on the District’s website at http://procurement.dadeschools.net/ERP/Appendix/index.asp


Appendix G – Service Level Agreement This Appendix describes the service management activities needed to support the Optional Maintenance and Operations (M&O) Services. Service Level Agreements (SLAs) are defined below.

Objectives A key objective of the M&O Contract will be to attain service-level requirements (SLRs). Service Level Agreements are detailed where failure to meet minimum service levels impacts the business and warrants a reduction in fees paid. The necessary SLRs are detailed in the following sections.

The following minimum service levels are required at contract commencement. The different SLR qualities of service classes and qualities of service required by the District are expressed in the following tables. The Proposer will be expected to consistently meet or exceed the following SLRs.

Definitions The following defined terms apply to the SLRs specified in this Appendix:

Availability⎯The percentage of time the service is fully operational. Availability represents a measure of the fraction of time during a defined period when the service provided is deemed to be better than the defined SLA.

Availability (%) = 100% – Unavailability (%)

Where Unavailability is defined as:

∑ Outage Duration x 100%

Schedule Time – Planned Outages

Availability of support staff⎯refers to the schedule of time that the Proposer will have staff available to respond to service requests or Help Desk calls.

Availability of application⎯refers to the time applications will be running and operable according to specifications.

Incident Handling⎯Incidents are any calls that are forwarded to the Proposer for Help Desk support. For example, incidents may be for “how-to” use a particular application function or may be to fix a problem or defect in an application, such as an abnormal end of application (ABEND). Time will be measured between dispatch of the trouble ticket from the District’s Help Desk to the resolution of the problem, signified by acceptance of the District.

Measurement Interval⎯the period of time performance will be calculated. This takes into consideration the impact of continuous outage. A monthly measurement interval for a 99% Minimum Performance for a 7x24 system with 8 hours of weekly planned downtime would allow 6.4 hours of a continuous outage with no other outages during the month. A weekly interval would only allow 1.6 hours of a continuous outage.

Milestone⎯a point in a project plan when completion of a significant component or module is to be completed. Typically, milestones are expressed as deliverables to the client in a statement of work. The client reviews the deliverable to determine that it has been completed to the


satisfaction of the terms of the statement of work. If the deliverable is satisfactory, the client signs off that the milestone has been completed.

Minimum Performance Requirement⎯the percentage of time or instances that the target service level must be met.

Performance Target – is the desired level of service the District is seeking for that particular service level requirement.

Project Estimation Methods and Tools⎯a set of disciplines and techniques that allow an IT professional to quantify labor and materials to determine schedule and cost, which is adjusted for risk. Project estimation tools provide a series of questions that allow the professional to input values to a system. The system provides a common frame of reference for the Proposer and the District to understand how cost and schedule were derived.

Quality⎯This measurement will be based on counting the function points developed during a project and capturing the number of defects introduced into the user acceptance testing environment that were specifically caused by code or incorrectly applied configuration.

Response Time of the Application⎯refers to the elapsed time from when the “return” key is pressed to the response back to the screen, fully refreshed by the application. Sometimes, this is called End-to-End response time. The provider will only be responsible for the portion of this metric for which it has responsibility (e.g., systems, applications, database, but not the network of PCs).

SEI/CMM Level⎯The Software Engineering Institute/Capability Maturity Model is a reference model that is used for determining a software development organization’s level of competency. Level 1 is characterized by an organization’s ad-hoc development processes, Level 2 has repeatable processes, Level 3 has defined or documented processes that are consistently used, Level 4 has metrics for managing the processes, and Level 5 includes processes for optimization and improvement.

Service Request⎯a request by the District submitted to the Proposer for application enhancements or new development.

Priority Levels⎯the following table defines the District’s M&O services Priority Levels:

Table 4. M&O Services Priority Levels

Category Definition Priority 1 Problems A critical in-scope Business Function is unavailable or severely degraded

causing a significant impact on processing or business operations that affects the End Users and no reasonable alternative or bypass is available.

Priority 2 Problems A Non-Critical Application is unavailable or severely degraded that affects End Users and no reasonable alternative or bypass is available.

Priority 3 Problems An Application is experiencing some performance degradation or prevents the intended full usage of the Application by the End User.

Priority 4 Problems A problem that causes a minor inconvenience for the End User but does not prevent system usage.

Specifications⎯ the functional and technical requirements of a solution, which are codified in a document.


Week⎯seven days, or five locally observed District business days, excluding locally observed District holidays. SLR Details The following minimum service levels are required at contract commencement. The SP must consistently meet or exceed the following SLRs. Service Level Agreements (SLAs)

For purposes of assigning impacts to the individual service levels described in this SLA section, each has been assigned a fee reduction.


Table 5. System Enhancement Service Level Requirements

System Enhancement Service Level Requirements

Definition

Project Management tools and practices employed by the Proposer for managing the system enhancement work effort estimation and service request processes to ensure consistency, accuracy, and timeliness. System Enhancement Productivity Requirements that the Proposer must meet during the initial start-up period for the System Enhancement work to minimize work defects and ensure timeliness of product delivery.

SLR System Enhancement

Service Measure Performance Target Months 1-6 Month 7 Forward

Project Estimation Methods and Tools Used for Cost and Schedule

Target 100% of projects 100% 100%

Project Estimation (actual cost vs. estimated cost)

Target Cost Actual Estimate Actual - Not more than +/-

15% of estimate

Actual - Not more than +/-

10% of estimate

Service Requests

Target Time Deliver proposal within target time

<5 days 90%

<3 days 95%

Critical milestone Completion – Critical milestones on the Critical Path

Completion Date Completion of critical milestones by scheduled completion date

100% 100%

Critical milestone Completion – All Critical milestones NOT on Critical Path

Completion Date Completion of critical milestones by scheduled completion date

90% 95%

Adherence to Specifications

Deviations Less than 10 errors/defects per 1,000 function points

90% 95%

Productivity Productivity Improvement

Expected productivity improvement from one year to next based on function points (decrease in rate of defects)

15 function points per

developer-month 90%

25 function points per

developer-month 98%


System Enhancement Service Level Requirements Formula Performance = Transactions completed within required

time/Total Transactions Measurement Interval

Monitor Continuously, Measure Weekly, Report Monthly

Measurement Tool

TBD TBD TBD


Table 6. Maintenance and Operations Service Level Requirements

Maintenance and Operations Service Level Requirements

Definition

Maintenance and Operations Service Level Requirements are the performance metrics related to the services that the Proposer must provide on an ongoing basis in response to reported work defects and requests for changes in the Implemented ERP System.

SLR Application Maintenance and

Operations

Service Measure Performance Target Months 1-6 Month 7 Forward

Service Requests

Delivery Reply <5 days 95%

<5 days 98%

Incident Handling:

All Priority Levels Time to Respond

1 hour <1 hour 90%

<30 minutes 95%

Priority Level 1 Time to Resolve <2 hours 95% 95% Priority Level 2 Time to Resolve <4 hours 95% 95% Priority Level 3 Time to Resolve <6 hours 95% 95% Priority Level 4 Time to Resolve Next Business Day

or as Prioritized by the District

95% 95%

Availability of Support Staff

Availability As defined by the District per application

95% With 24-hour call-in support

(2-hr. response time): 98%

Availability of Application

Availability As defined by the District per application

98% 99%

Response Time of the Application

Time to Response

As defined by the District per application

Productivity Productivity i.e. 25 Function Points per Developer-Month.

99% 99%

Formula Performance = Transactions completed within required time/Total Transactions

Measurement Interval

Monitor Continuously, Measure Weekly, Report Monthly

Measurement Tool

TBD TBD TBD


Customer Satisfaction The District and the Proposer may establish a service level linked to customer satisfaction using a mutually agreed-upon survey, facilitated by a third party and designed with District and Proposer input. In designing the survey, the parties have the ability to consider surveying sections of the population throughout the year. For example, the survey could be sent monthly to a statistically valid percent of the District population.

The Proposer will be requested to supply to the District semiannual reports of customer satisfaction, integrating the results of ongoing customer satisfaction surveys. Upon delivery of each such report, the parties shall meet to jointly identify any areas of customer dissatisfaction. To address each such area, the Proposer may be requested to prepare a project plan, with the District’s input and approval, that includes costs, staffing, required resources, deliverables and overall schedule.

Table 7. Customer Satisfaction

Customer Satisfaction Customer Satisfaction Service Measure Performance Target SLR Overall Satisfaction with System Enhancement Services

Satisfaction Level All surveyed District personnel very satisfied or satisfied with services

90.0%

Overall Satisfaction with M&O Services

Satisfaction Level All surveyed District personnel very satisfied or satisfied with services

90.0%

Formula Sum of survey result from each participant/Total number of participants responding to Scheduled Survey

Measure Interval Measure Monthly, Report Monthly Measurement Tool Periodic surveys and interviews.

Fee Reductions Overview The Fee Reductions (as defined below) have been designed to encourage the consistent and timely delivery of service and value to the District. The Fee Reductions are not intended to compensate the District for damages, but rather to estimate the value of the diminished services actually provided. The goal of these Fee Reductions are not to penalize the Proposer, but to provide a greater incentive to achieve the Agreement’s stated objectives and focus Proposer on the District’s critical needs.

This section outlines the circumstances under which Proposer will be subject to Fee Reductions for failures to achieve the SLRs, and the circumstances under which Proposer may be entitled to Incentives. Such tables may be updated to reflect service requirements at least annually. The District may, on not more frequently than a quarterly basis, unilaterally adjust Weighting Factors and those SLRs subject to fee reduction with sixty days notice. The sum of all Fee Reductions may not exceed the total Annual At-Risk Amount for any Contract Year.


The tables attached to this section identify the SLRs and the Weighting Factors for each such SLR, among other things. Each SLR identifies key performance measures that will be used to evaluate Proposer’s delivery of the requested M&O Services. The overriding goal in developing SLRs is to support the District’s desire to manage Proposer by monitoring and measuring performance on the District’s most-important business requirements. The District expects the SLRs to improve over time and that new SLRs may be added to reflect changing or new business requirements. The District expects continuous improvement in Proposer’s provision of service and, therefore, expects to review SLRs at least yearly and, where appropriate, to adjust the SLRs to reflect such continuous improvement in Proposer’s provision of service. In no event, unless mutually agreed, will the SLRs or the Fee Reductions set forth herein be reduced below the levels at which they are set on the Effective Date. Fee Reductions The apportionment of annual “at risk” fee reductions amount for Year 1 for failure to meet agreed SLRs is 20%. The Fee Reductions for Proposer's failure to achieve the SLRs are set forth in Table 8 (SLRs - Months 1 to 12). The non-attainment of SLRs by Proposer will result in a reduction of fees for each affected SLR by the percentage amount shown in the applicable table. Fee reductions are not capped on a monthly basis, but may not exceed the total annual “at risk” amount at any point during the contract year. Should the annual “at risk” fee reduction be reached prior to the end of the contract year, the contract may be deemed to be in default and such other provisions will apply as outlined in the Agreement. Initial Failure Upon any failure with respect to a SLR, Fee Reductions are equal to the product of: (i) the Apportioned At-Risk Amount, multiplied by (ii) the Weighting Factor for the SLR that was missed. Subsequent Failures If there are failures as to a single SLR in two (2) or more consecutive Measurement Intervals, the Weighting Factor for the second, third, and subsequent consecutive Measurement Intervals may be increased as follows:

Second Measurement Interval 2 x the Weighting Factor

Third and Subsequent Measurement Intervals

4 x the Weighting Factor

On the fourth consecutive failure for a SLR, the Agreement may be considered in default. Incentives Proposer may earn back fifty percent (50%) of the Fee Reductions corresponding to a particular SLR if, in four (4) consecutive months following the Measurement Interval in which the last failure to comply with the SLR occurred, no failure occurs as to that SLR. If the SLR is measured semi-annually, Proposer may earn back Fee Reductions corresponding to that particular SLR if no additional failures occur as to that SLR in such semi-annual Measurement Interval.


Table 8. Service Level Agreement Weighting Factors

SLAs Weighting Factor %

Corrective Assessment

($)

Services

System Enhancements TBD TBD

Application Maintenance and Operations TBD TBD

Customer Satisfaction TBD TBD


APPENDIX H – DATA CONVERSION PRELIMINARY ESTIMATES Preliminary archiving and data conversion volumes are available as an Excel workbook on the District’s website at http://procurement.dadeschools.net/ERP/Appendix/index.asp.


APPENDIX I – COST PROPOSAL A Cost Proposal template is available as an Excel workbook on the District’s website at http://procurement.dadeschools.net/ERP/Appendix/index.asp . Provide proposed cost information for the summary sheet and all corresponding detail sheets within the workbook.