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SVUSD-RFPNo09-22forHR-FinancialSystem.doc
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  • 1. Saddleback Valley Unified School District Request for Proposal RFP #09-22 For School Financial/Human Resources Management Software System The SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT is soliciting proposals from qualified vendors to provide implementation support and training for the acquisition of an integrated K-12 School Financial/Human Resources Management Software System. If your firm is interested and qualified, please submit one (1) original and five (5) copies of your proposal by 3:00 p.m. on November 10, 2009. Saddleback Valley Unified School District Michael Morrison, Director, Technology Services Department 25631 Peter A. Hartman Way Mission Viejo, CA 92691 morrisonm@svusd.org RFP #09-22
  • 2. TABLE OF CONTENTS School Financial/Human Resources Management Software System RFP #09-22 ADMINISTRATIVE SECTION...........................................................................................................3-5 SECTION 1 – INSTRUCTIONS TO OFFERORS............................................................................6-10 SECTION II – BACKGROUND & CURRENT ENVIRONMENT...............................................11-12 SECTION III – PROPOSAL FORMAT 1.0 GENERAL...........................................................................................................................................13 2.0 COMPANY PROFILE........................................................................................................................13 3.0 SOFTWARE SPECIFICATION REQUIREMENTS.....................................................................13-14 3.1 GENERAL SYSTEM ADMINISTRATION / FUNCTIONALITY..........................................15 3.1.1 General Requirements..................................................................................................15-17 3.1.2 Technical Requirements....................................................................................................18 3.1.3 Security.............................................................................................................................19 3.1.4 Workflow..........................................................................................................................20 3.1.5 Report Writer / Query Requirements................................................................................21 3.2 ACCOUNTS PAYABLE.....................................................................................................22-23 3.3 ACCOUNTS RECEIVABLE / CASH RECEIPTING..........................................................24-25 3.4 BUDGET..............................................................................................................................26-27 3.5 CHART OF ACCOUNTS.........................................................................................................28 3.6 BID, QUOTE & CONTRACT MANAGEMENT.....................................................................29 3.7 FINANCIAL REPORTING.......................................................................................................30 3.8 FIXED ASSETS........................................................................................................................31 3.9 GENERAL LEDGER...........................................................................................................32-33 3.10 GRANTS MANAGEMENT......................................................................................................34 3.11 INVENTOY / WAREHOUSE..............................................................................................35-36 3.12 PURCHASE ORDER / REQUISITION...............................................................................37-39 3.13 VENDOR REQUIREMENTS..............................................................................................40-41 3.14 HUMAN RESOURCES & PAYROLL................................................................................42-45 4.0 IMPLEMENTATION PLAN..............................................................................................................46 4.1 INSTALLATION PLAN...........................................................................................................46 4.2 INTEGRATION PLAN.............................................................................................................46 4.3 DATA CONVERSION PLAN..................................................................................................46 4.4 PROJECT RRAINING.........................................................................................................46-47 4.5 EQUIPMENT (HARDWARE)..................................................................................................47 4.6 ONGOING SERVICE OPTIONS........................................................................................47-48 4.7 CONTRACTOR SUPPLIED PROJECT PERSONNEL............................................................48 4.8 DATA DICTIONARY...............................................................................................................48 4.9 ACCEPTANCE TESTING........................................................................................................48 4.10 SYSTEM DOCUMENTATION................................................................................................48 5.0 PRICE SCHEDULE FORMS.........................................................................................................49-52 6.0 COMPREHENSION OF THE SCOPE OF WORK.............................................................................52 7.0 SUPPORTING DOCUMENTATION.................................................................................................52 SECTION IV - EVALUATION CRITERIA.........................................................................................53 SECTION V - GENERAL TERMS & CONDITIONS....................................................................54-63 SECTION VI - ATTACHMENTS....................................................................................................64-80 Page 2 of 93
  • 3. SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT SCHOOL FINANCIAL/HUMAN RESOURCES MANAGEMENT SOFTWARE SYSTEM RFP #09-22 Administrative Section RFP Schedule The following table lists the activities relevant to the RFP process. Saddleback Valley Unified School District (SVUSD) reserves the right to change these dates and will notify suppliers in that event. Activity Time Date RFP released 4 p.m. October 23, 2009 RFP mandatory pre-proposal conference 9 a.m.-noon October 28, 2009 (District Board Room) Questions due 3 p.m. November 4, 2009 Proposals due 3 p.m. November 10, 2009 Short list selection 3 p.m. November 12, 2009 Supplier presentations TBD November 13-November 25, 2009 Hardware/software setup for hands-on testing November 13-November 25, 2009 Reference site calls/visits December 1 - December 4, 2009 Contact Information After release of the RFP and thereafter, all requests, questions, or other communications about this RFP shall be made in writing to SVUSD. Communications made to other SVUSD personnel will not be allowed or recognized as valid and may disqualify the supplier. Suppliers should rely only on written statements on the District’s RFP website http://www.svusd.org/purchasing or issued by the RFP coordinator. Address all communications to: Michael Morrison, Director, Technology Services Department 25631 Peter A. Hartman Way, Mission Viejo, CA 92691 (949) 580-3309 voice / (949) 859-3517 fax morrisonm@svusd.org Pre Proposal Question and Answer Process SVUSD will allow written requests for clarification of the RFP. To ensure that written requests are received and answered in a timely manner, e-mail correspondence is welcomed, but other forms of delivery such as postal and courier are acceptable. All questions will be consolidated into a single set of responses and posted on the SVUSD web site www.svusd.org/purchasing as an addendum. Suppliers’ names will be removed from the questions in the responses released. Questions should be submitted in the following format. Deviations from this format will not be accepted. Section number of Appendix / Paragraph or question number / Text of passage being questioned / Question Submission of Proposals and Pre-Proposal Conference There will be a mandatory pre-proposal conference on October 28, 2009 from 9 to noon in the District Board Room. Page 3 of 93
  • 4. SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT School Financial/ Human Resources Management Software System RFP #09-22 NOTICE From the issuance date of this RFP, until a proposal is selected and the selection is announced, offerors are not allowed to communicate with any District staff or members of the Board of Education regarding this procurement, except at the direction of Michael Morrison, the designated representative of the Saddleback Valley Unified School District. Any unauthorized contact may disqualify the offeror from further consideration. Representative: Michael Morrison Telephone Number: 949.580.3309 Fax Number: 949.859.3517 E-mail Address: morrisonm@svusd.org Page 4 of 93
  • 5. NOTICE OF REQUEST FOR PROPOSAL NOTICE IS HEREBY GIVEN THAT THE SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT of Orange County, California, acting by and through its Board of Education, hereinafter referred to as the District is soliciting proposals from interested firms to provide Financial/Human Resources Management software and services. Only written proposals will be considered. All submitted materials shall become part of the proposal and may be incorporated into a subsequent contract between the District and the selected Offeror. One (1) original and five (5) copies are to be received up to, but no later than 3:00 p.m. on November 10, 2009, sealed proposals for the award of contract for: SCHOOL FINANCIAL/HUMAN RESOURCES MANAGEMENT SOFTWARE SYSTEM RFP #09-22 Proposals shall be received in the Technology Services Department of said District located at 25631 Peter A. Hartman Way, Mission Viejo, California, 92691, attention Michael Morrison, Director of the Technology Services Department. It is the Offeror’s sole responsibility to ensure that proposals are submitted in a timely manner and are clearly marked as to contents. Proposals will not be opened publicly. Upon request, a listing of companies submitting proposals will be made available within five (5) business days after the submittal deadline. After board approval, proposals will be made public and may be inspected, by request. Each bid must conform and be responsive to this invitation, the Instructions to Offerors, Background & Current Environment, Proposal Format, Evaluation & Selection Criteria, General Terms & Conditions, Attachments, and all other documents comprising the Contract Documents. VENDORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE REQUEST FOR PROPOSAL, available upon request from Michael Morrison, Director of Technology Services Department (949) 580-3309 or by FAX (949) 859-3517 or via e-mail morrisonm@svusd.org. A performance bond is required for 100 percent of the bid amount. A bid bond is not required as a condition of this bid. This contract qualifies under California Public Contract Code Section 20118.2 subdivision (b) with award made to the qualified bidder whose proposal meets the evaluation standards that will be the most advantageous to the school district with price and all other factors considered. The District reserves the right to reject any or all proposals, issue a subsequent RFP, cancel the entire RFP remedy any technical errors in the RFP or the RFP process, appoint evaluation committees to review proposals, seek the assistance of outside technical and/or legal experts to assist the District in the RFP process, establish a short list of Offerors eligible for discussions after review of written proposals, negotiate with any all, or none of the Offerors, solicit best and final offers from all or some of the Offerors, award work to one or more Offerors, accept other than the lowest offer, and waive informalities and irregularities in the proposals. No Offeror may withdraw their proposal for a period of one hundred and twenty (120) days after the date set for the opening of the proposals. Page 5 of 93
  • 6. Saddleback Valley Unified School District SECTION I – RFP #09-22 INSTRUCTIONS TO OFFERORS 1. ADDENDA ACKNOWLEDGEMENT: The Offeror will acknowledge receipt of the Request for Proposal amendment by signing and returning with proposal on the specified due date and time. 2. APPLICABLE LAWS: All applicable laws and regulations of the State of California and ordinances and regulations of the DISTRICT will apply. 3. AUTHORIZED SIGNATURES: Every proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon the request of the Saddleback Valley Unified School District, any agent submitting a proposal on behalf of a Proposer will provide a current power of attorney certifying the agent’s authority to bind the Proposer. If an individual makes the proposal, his or her name, signature, and post office address must be shown. If a firm or partnership makes the proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the proposal, the proposal will show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the Saddleback Valley Unified School District, the corporation will provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation. 4. AWARD OF CONTRACT: Per public contract code 20118.2, award shall be made to the qualified bidder whose proposal meets the evaluation standards and will be most advantageous to the school district with price and all other factors considered which include the greatest value in terms of suitability to purpose, quality of goods and service, experience, prices, and ability to deliver. Purchasing may consider any other reason deemed to be in the best interest of the District; thus the result will not be determined by price alone. Price is of the utmost importance; however, the District is seeking the least costly outcome that meets the needs of the District as interpreted as such. Awards resulting from this solicitation will be made to one and only one vendor. Although it is the District’s intention to procure all of the software, services, equipment (if any) and features contained in this solicitation, the District reserves the right to modify the scope of work as necessary. Options selected will be at the sole discretion of the District. 5. CANCELLATION OF SOLICITATION: The District may cancel this solicitation at any time. 6. CLARIFICATION AND ADDENDA: Any inquiries, suggestions or requests concerning interpretation, clarification or additional information pertaining to the request for proposal will be made through the District to the Attention of: Michael Morrison, Director Technology Services Department. The District will recognize only communications from firms, which are in writing and signed, as duly authorized expressions on behalf of Offerors. The District will not be responsible for oral interpretations given by any District employee, representative or others. The issuance of an addendum is the only official method whereby interpretation, clarification or additional information can be given. Page 6 of 93
  • 7. 7. CONTRACT DOCUMENTS, EXAMINATION OF: It is the responsibility of the Proposer to thoroughly examine and be familiar with legal and procedural documents, general conditions, all forms, specifications, plans, and addenda (if any), hereinafter referred to as Contract Documents. The Proposer will satisfy himself as to the character, quantity, and quality of work to be performed and materials, labor, supervision, equipment and appurtenances necessary to perform the work as specified by the Contract Documents. The failure or neglect of the Proposer to examine the Contract Documents will in no way relieve him from any obligations with respect to the solicitation or contract. The submission of a proposal will constitute an acknowledgment upon which the District may rely that the Proposer has thoroughly examined and is familiar with the contract documents. The failure or neglect of a Proposer to receive or examine any of the contract documents will in no way relieve him from any obligations with respect to the Proposal. No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document. 8. CONTRACT NEGOTIATIONS: The District reserves the right to enter into discussions with the Offeror(s) determined to be reasonably susceptible of being selected for award, or to enter into exclusive discussions with the Offeror whose proposal is deemed most advantageous, whichever is in the District’s best interest, for the purpose of negotiation. In the event that exclusive negotiations are conducted and an agreement is not reached, the District reserves the right to enter into negotiations with the next highest ranked Proposer without the need to repeat the formal solicitation process. 9. CONFIDENTIAL INFORMATION: If a person believes that any portion of a proposal, bid, offer, specification, or correspondence contains information that should be withheld, the Director of Technology Services should be so advised in writing (price is not confidential and will not be withheld). The District will review all requests for confidentiality and provide a written determination. If the confidential request is denied, such information will be disclosed as public information. 10. CONTRACT DOCUMENT: The District will approve any agreement or contract resulting from the acceptance of a proposal. The DISTRICT reserves the right to reject any Agreement, which does not conform, to the Request for Proposal and any DISTRICT requirements for Agreements and Contracts. 11. DISQUALIFICATION OF PROPOSER: If there is reason to believe that collusion exists among the Proposers, the District may refuse to consider proposals from participants in such collusion. No person, firm, or corporation under the same or different name, will make, file, or be interested in more than one proposal for the same work unless alternate proposals are called for. A person, firm, or corporation who has submitted a sub-Proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-Proposal or quoting prices to other Proposers. Reasonable ground for believing that any Proposer is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Proposer is interested. If there is reason to believe that collusion exists among the Proposers, the District may refuse to consider Proposals from participants in such collusion. Proposers will submit as part of their Proposal documents the completed Non-Collusion Affidavit provided herein (Attachment B – Page 66). Page 7 of 93
  • 8. 12. DOCUMENTS TO BE RETURNED WITH PROPOSAL: Failure to completely execute and submit the required documents before the Submittal Deadline will render a proposal non- responsive. 13. DELIVERY REQUIREMENTS: Any proposals received after the due date and time will not be considered. It will be the sole responsibility of the PROPOSER to have his/her proposal delivered to the District Office Technology or Purchasing Department for receipt on or before the above stated time (Item 6) and date. If U.S. Mail or other transportation delivers proposal, the PROPOSER will be responsible for its timely delivery to the District Office Technology or Purchasing Department. Proposals delayed by mail, or any other courier, will not be considered, will not be opened and arrangements will be made for their return at the PROPOSER’S expense. 14. EXPERIENCE AND COMPETENCY: The Successful Proposer will be skilled and regularly engaged in the general class or type of work called for under the proposal. The Successful Proposer will also have no less than three (3) years' experience in the magnitude and character of the work proposal. It is the intention of the District to award a contract to a Proposer who furnishes satisfactory evidence that he/she has the requisite experience, ability, sufficient capital, and facilities to enable him to prosecute the work successfully and properly, and to complete it within the time specified in the contract. To determine the degree of responsibility to be credited to the Proposer, the District will weigh any evidence that the Proposer has performed satisfactorily other contracts of like nature, magnitude, and comparable difficulty and comparable rates of progress. In selecting the most responsive and responsible Proposer, consideration will be given not only to the financial standing but also to the general competency of the Proposer for the performance of the work specified in the contract documents. 15. FIRM PRICE PERIOD: Submittal of proposal constitutes an irrevocable offer for a period of one-hundred twenty (120)-days or the proposed effective date to furnish the DISTRICT with the services set forth in the attached Scope of Work until a proposal has been duly accepted by the District’s Board of Education. Proposer’s offer will remain open and firm for a period of not less than one-hundred twenty (120) calendar days from the Submittal Deadline, or the proposed effective date. 16. INDEPENDENT CONTRACTOR: Proposer covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Proposer further covenants that, in the performance of this contract, no subcontractor or person having such an interest will be employed. Proposer certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of the Saddleback Valley Unified School District. It is expressly agreed by Proposer that in the performance of the services required under this contract, Proposer, and any of its subcontractors or employees, will at times be considered independent Contractors and not agents of the Saddleback Valley Unified School District. 17. INFORMATION TO BE SUBMITTED: Failure to submit any required data item may be cause for rejection. Offerors may submit such other data, as they deem appropriate and called for in this proposal; however, voluminous or overly elaborate proposals are discouraged. Page 8 of 93
  • 9. 18. LATE PROPOSALS: Late proposals will not be accepted. 19. LEGAL NAME: Proposals shall clearly indicate the legal name, address, and telephone number of the OFFEROR (company, firm, partnership, and individual). Proposals shall be signed above the typed or printed name and title of the signer. The signer shall have the authority to bind the OFFEROR to the submitted proposal. 20. NON-COLLUSION AFFIDAVIT: Proposers are required to submit a Non-Collusion Affidavit with their Proposals (See Section VI). 21. OFFERS OF MORE THAN ONE PRICE: Proposers are NOT allowed to submit more than one proposal. 22. PROPOSAL CONTENT: Proposer must describe in detail how he or she will meet the requirements of this RFP, and may provide additional related information with his proposal. The proposal should be presented in a format that corresponds to, and references, the sections outlined in the Proposal Format Section or Scope of Work, and must be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposals should be straightforward, concise, and provide "layman" explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found. Proposals must include all proposed applicable terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements, and the Proposer’s standard contract language. The omission of these documents renders a proposal non-responsive. Proposals, which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, will be rejected. 23. PROPOSAL DEADLINE: Proposals may be submitted any time before the Submittal Deadline. Proposals that do not arrive by the Submittal Deadline are late and will not be accepted. 24. PROPOSAL EXPENSES: All expenses for making proposals to the DISTRICT are to be borne by the Offeror. 25. PROPOSAL OPENING AND RESULTS: Proposals will not be opened publicly. Upon request, a listing of companies submitting proposals will be made available, within five (5) business days after the submittal deadline. After board approval, proposals will be made public and may be inspected, by request. Postponement of Opening - The Saddleback Valley Unified School District reserves the right to postpone the Submittal Deadline and opening of proposals any time before the date and time announced in the Request For Proposals or subsequent addenda. Page 9 of 93
  • 10. 26. PROPOSAL SUBMITTAL: Five (5) signed copies of your proposal, and the original, for a total of six (6) as identified as such, will be submitted in one (1) sealed package with the cost proposal sealed separately, from the rest of the proposals. The envelope/package will be clearly marked on the outside: “School Financial/Human Resources Management Software System” – RFP #09-22 addressed to: Saddleback Valley Unified School District / Technology Services Department RFP #09-22 Michael Morrison, Director, Technology Services Department 25631 Peter A. Hartman Way, Mission Viejo, CA 92691 If discrepancies are found between the copies, or between the original and copy or copies, the original "MASTER" will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER,” the District reserves the right to use the original as the Master. If no document can be identified as an original bearing original signature(s), Proposer's offer may be rejected at the discretion of the District. 27. PROPOSAL WITHDRAWAL (IRREVOCABLE OFFER): Any proposal may be withdrawn up until the date and time set above for receipt of the proposals. The Proposers’ authorized representative may do so only by written request received by Michael Morrison before the Proposal submittal deadline. 28. RESERVED RIGHTS: The DISTRICT reserves the right to accept or reject proposals on each item separately or as a whole, to waive irregularities and technicalities. Any sole response that is received by the first submission date may or may not be rejected by the DISTRICT depending on available competition and timely needs of the DISTRICT. There is no obligation on part of the DISTRICT to award the contract to the lowest PROPOSER and the DISTRICT reserves the right to award the contract to the most responsible PROPOSER submitting a responsive proposal with a resulting Agreement, which is most advantageous, and in the best interest of the DISTRICT. The DISTRICT will be the sole judge of the proposal and the resulting AGREEMENT that is in its best interest, and its decision will be final. The DISTRICT also reserves the right to make such investigation, as it deems necessary to determine the ability of any PROPOSER to perform the Work or Service requested. The PROPOSER will provide information the DISTRICT deems necessary to make this determination. Such information may include, but will not be limited to, current financial statement by an independent CPA; verification of availability of personnel; and past performance records. 29. SUBCONTRACTORS/THIRD PARTY CONTRACTORS: Offeror must list any subcontractor(s) to be utilized in performance of services herein. For each subcontractor, details on respective qualifications must be included (Page 70). E N D O F S E C T I O N I Page 10 of 93
  • 11. Saddleback Valley Unified School District SECTION II – RFP #09-22 BACKGROUND & CURRENT ENVIRONMENT BACKGROUND The Saddleback Valley Unified School District is located in south Orange County and is the county’s fourth largest school district. The District provides a highly regarded educational program to approximately 32,850 students from its attendance area that encompasses over 95 square miles. There are currently 24 elementary schools, 4 intermediate schools, 4 comprehensive high schools, 1 continuation high school, 1 adult education center, recreation department and 1 independent study high school. Our educational programs emphasize that students must develop basic skills and learn how to integrate them into higher order thinking abilities, such as problem solving, making comparisons, analyzing facts and drawing inferences. The academic environment is enhanced by a variety of athletic opportunities, fine and performing arts programs and many other student activities. Our schools offer unique curricular emphasis in science, language arts, gifted and advanced placement classes, International Baccalaureate, second language support or immersion, or environmental education. The use of technology as a tool to enhance learning for all students is also a top priority. The District is dedicated to providing students, teachers and administrators with appropriate access to a wide variety of electronically delivered educational information and resources. The District’s commitment to providing continuous teacher training and staff development is an important component in keeping our education vision clear and focused on enhancing student skills and learning. The District is governed by a five (5) member Board of Education and complies with current government procurement practices. TECHNOLOGY AND NETWORK A.The District has 36 sites including district support facilities that are connected to the District Central Office via 150 MB Fiber Mesh Network, with 3 GBS going to the District. Each campus has a switched 100 megabit network with a 1 gigabit back bone with 100 megabit connectivity to the desktop. Offerors’ systems must operate on hardware that is compatible and operates within this network. B.The District Office runs on Windows equipment utilizing XP. All Directory Services are provided through Active Directory. School sites use MAC and Windows computers. C.The current District core Human Resources (HR) System (since 1991); Digitronics utilizes terminal emulation to access an Alpha server running openVMS. Digitronics supports approximately 50 concurrent users (approximately 200 end users). Digitronics is written primarily in COBOL and has been highly customized since its 1991 implementation. Page 11 of 93
  • 12. CURRENT SCHOOL FINANCIAL/HUMAN RESOURCES MANAGEMENT SOFTWARE ENVIRONMENT The District utilizes as many as three (3) software applications to meet its financial and enterprise resource needs: Software Developer Approx. # Components of Users 1. Bi Tech Sungard 150 users Budget, Purchasing, Accounts Payable/ 15-20 power Receivable, Payroll/Human Resources, users Stores/ Inventory/Warehouse 2. County Payroll System Orange County 10-15 Payroll Department/ Human Resources, Dept of Credentials 1 Education 3. SUB Finder CRS 1 power user Substitute System (Certificated/Classified end users access system via web/phone) 2 4. Aeries Eagle 2,300 users Student Information System It is the intent of the District to obtain one (1) School Financial/Human Resources Management Software System meeting the needs of all using departments that will interface with the Orange County Department of Education payroll application system; providing the necessary reporting capabilities in compliance with all Local, State of California, and Federal requirements. 1 Vendor will be required to write interface to import/update necessary data from the Orange County Department of Education payroll system to District School Financial/Human Resources Management Software System. District will provide vendor with data dictionary of required fields. E N D O F S E C T I O N I I Page 12 of 93
  • 13. SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT SECTION III – RFP #09-22 PROPOSAL FORMAT 1.0 GENERAL Please respond to all questions per the format listed below. Use additional sheets as necessary complying with the format. Brochures, advertisement, and any additional literature submitted, will not be accepted in lieu of direct responses to the questions. Proposals must address all items. Incomplete proposals will be considered non-responsive. The proposal information to be submitted shall be in the following format and include: 2.0 COMPANY PROFILE A. Business background, history, corporate address, telephone, website, and branch offices. If multiple branches, indicate which office would service Saddleback Valley Unified School District. B. Please advise if there are any major changes (e.g. relocation of firm/consolidation) planned for your company during the next 12 months. C. Ownership structure – Please provide an organization chart. D. Number of years in business; company’s core values. E. State the names of the principal owners, partners, &/or officers. Total number of employees. F. Provide the name of the primary account designate(s). Include their title(s), each address, and a brief description of qualifications and experience in handling software implementation for the K-8 educational environment. G. Provide a minimum of three (3) references of public sector organizations of similar size to District for which the company has implemented software within the past two (2) years. Prefer most recent Districts. Please include the contact name, title, telephone number, email address, dollar value of contract, & a brief description of services. Use Attachment C (Page 75). H. Subcontract/Third Party Vendor information. Please complete the disclosure form if applicable. Use Attachment A (Page 65). I. What percentage of your total clientele are school districts? J. List any recent honorable industry awards, certifications, and acknowledgements received by the company. K. Describe the company’s philosophy regarding customer satisfaction. L. Three (3) Year’s financials to establish company’s viability. 3.0 SOFTWARE SPECIFICATION REQUIREMENTS The proposer responses to this RFP must be comprehensive and include responses to all questions. Additional description of scope of work should be included where necessary and on questions marked with an asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number (e.g., 3.1.1, 3.1.2, 3.2, 3.3, etc.). Do not reference pre-printed documentation in your response. Proposer should provide an explanation if an answer Page 13 of 93
  • 14. is not available. Some questions are open-ended, and others ask for a response in the following manner: ·Yes (Y) ·Qualified Yes (QY) – Yes with qualifications. A written explanation of all qualifications to the answer must be provided and cross-referenced to the question number. Please label and organize attachments accurately. ·No (N) Please address all functions in all modules in regard to your current version of software only. Any software functions for future releases or software in beta test must be so designated. This applies to all modules addressed in this proposal. Specification Outline 3.1 General System Administration / Functionality 3.1.1. General Requirements 3.1.2. Technical Requirements 3.1.3. Security 3.1.4. Workflow 3.1.5. Reporting Writer / Query Requirements 3.2 Accounts Payable 3.3 Accounts Receivable/Cash Receipting 3.4 Budget 3.5 Chart of Accounts 3.6 Bid, Quote, & Contract Management 3.7 Financial Reporting 3.8 Fixed Assets 3.9 General Ledger 3.103 Grants Management 3.113 Inventory/Warehouse 3.123 Purchase Order/Requisitions 3.133 Vendor Requirements 3.143 Human Resources / Payroll The following worksheets must be submitted with your proposal in the specified format. Please use the enclosed forms without deviation. Page 14 of 93
  • 15. 3.1 GENERAL SYSTEM ADMINISTRATION / FUNCTIONALITY Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.1.1GENERAL REQUIREMENTS 3.1.1 General Requirements Y Q N Y 3.1.1.1 Does your software have a standard windows based user interface? 3.1.1.2 Does your software have user friendly, easy to understand data entry * screens? Please provide samples of your major data entry screens. 3.1.1.3 Ability to have pull-down selection menus on all data fields that have a finite number of choices. 3.1.1.4 Ability to have multiple windows and sessions open for a single user with cut, copy & paste capabilities. 3.1.1.5 Ability to customize data entry fields on screens, e.g. format fields, bypass * unused fields, etc. 3.1.1.6 Ability for data entry with the following capabilities: 3.1.1.6.13 Processing defaults * 3.1.1.6.2 Overrides * 3.1.1.6.3 Ability to bypass menu entries * 3.1.1.6.4 Key word searches * 3.1.1.6.5 Online help – process and field specific * 3.1.1.6.6 Hot keys for toggling between modules and menu items * 3.1.1.7 Ability to tab, mouse and/or arrow from field to field on the data entry screens. 3.1.1.8 Ability to import data into any module in the system from external applications using user defined data delimiters, e.g. HR/payroll (OCDE), student information system (Aeries), Substitute system (Sub Finder), Extra Duty, RTI, Sub80, CDI adult ed, Print Shop, CLASS System Recreation, Excel, Access, text files, etc. 3.1.1.9 Ability to export data from any module in the system into formats that are usable by external applications using user defined delimiters, selections and sorts. 3.1.1.10 Ability to easily download data to a PC based spreadsheet or database program, e.g. Excel, Access, etc. 3.1.1.11 Ability to electronically fax or email a document, e.g. purchase order, report, invoice, with secure transfer (encryption) options etc 3.1.1.12 Ability to restrict transaction processing, with an error, override or warning, if a budget is out of money per user defined criteria and at an individual budget level. 3.1.1.13 Ability to generate email notification based upon user selected events, e.g. * purchase order not received, budget submission past due, etc. Page 15 of 93
  • 16. 3.1.1 General Requirements Y Q N Y 3.1.1.14 Ability to engage in ‘e commerce’ transactions with customers and vendors. 3.1.1.15 Ability to archive and purge data from all modules per a user defined schedule. Retain data from each module for different lengths of time: 3.1.1.15.13 Accounts Payable – 7 years * 3.1.1.15.2 Accounts Receivable/Receipts – 7 years * 3.1.1.15.3 Purchase Order/Requisition – 7 years * 3.1.1.15.4 Inventory/Warehouse – 5 years * 3.1.1.15.5 General Ledger – 7 years * 3.1.1.15.6 Fixed Assets – 5 years after surplus or write-off * 3.1.1.15.7 Contracts – 7 years after last activity * 3.1.1.15.8 Grants – 7 years * 3.1.1.15.9 Work Orders – 7 years * 3.1.1.15.10 Budget – 5 years * 3.1.1.15.11 Vendors/Customers – 2 years after last activity * 3.1.1.16 Ability to collapse detail records but retain summary information for historical purposes. Unlimited years. 3.1.1.17 Ability to have a complete audit trail of all transactions. 3.1.1.18 Ability to track transactions by transaction date, processing/ effective date and fiscal period. 3.1.1.19 Ability for the system to hold an electronic copy of a signature for printing checks, purchase orders, and other documents on a laser printer. 3.1.1.20 Ability to have a free form comment field with copy and paste capabilities from other documents. Define all free form fields and modules that they reside in. 3.1.1.21 Ability to page forward and backwards through data, e.g. list of vendors, invoices, purchase orders, etc. 3.1.1.22 Ability to have at least 3 user defined fields in the data files for each module. 3.1.1.23 Does your company have a toll free telephone number for your help desk? * Please describe your help desk availability, policy and hours. Who can contact the company form the District. 3.1.1.24 How often does your company send out software updates? Do you have * both major and minor software update cycles? 3.1.1.25 Does your company require that updates be installed within a certain time * frame? How many prior versions do you support? 3.1.1.26 Does your system come with debugging tools for identifying software * problems? Identify the tools. 3.1.1.27 Does your company have a HR/payroll system that integrates with your * financial system? SVUSD uses OCDE for our payroll. 3.1.1.28 Does your company have reporting experience in CA that meets state and * federal reporting requirements? Define the requirements you meet. 3.1.1.29 Please provide a list of other applications that your company has which are * not included in this RFP. 3.1.1.30 Does your company have a partnership with other companies which might * provide applications which are compatible with your software? Identify all such companies and their applications. Page 16 of 93
  • 17. 3.1.1 General Requirements Y Q N Y 3.1.1.31 Does your company have a data warehouse product or have a partnership * with a company that does? Identify the product or company. 3.1.1.32 Does your company have an office in the Orange County Area? Please * provide the address and type of nearest office. 3.1.1.33 If the District purchases your software, will the District own the source * code? If not, will we have access to the source code? 3.1.1.34 Will your company place the source code in escrow? * 3.1.1.35 Are there any local or regional user groups for your software applications? * 3.1.1.36 Ability to convert all existing history data from the current system to the * new system (see background and current environment section). 3.1.1.37 Ability of financial/HR software system to interface with the Orange County Department of Education Payroll System 3.1.1.38 Ability of financial/HR system to support an account number up to 32 to 34 digits (plus field edits) for budget numbers? Example: Fund – XX / Sub-Fund - XX(XX option) / Resource – XXXX / Sub Resource – XXXX / Year – X / Goal – XXXX / Function – XXXX / Object – XXXX / Location – XXX / Cost Center – XXXX 3.1.1.39 Provide the following information regarding your product. * 1. Application programming language for all modules 2. Backend database product (developer, version #, Rev #) 3. Does the database support an API? 4. What access will our District have to this database? 3.1.1.40 Does your vendor solution reside on the school district locally housed database? 3.1.1.41 What is the process for requesting a change to the product? * Page 17 of 93
  • 18. E n d G e n e r a l R e q u i r e m e n t s Page 18 of 93
  • 19. 3.1.2TECHNICAL REQUIREMENTS Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.1.2 Technical Requirements Y Q N Y 3.1.2.11 Our client-server environment is Windows 2003 server running Active * Directory. Does your current version of software use Active Directory to authenticate users’ access within the application? 3.1.2.2 The District standards include Windows XP SP2 running on PC computers * with Pentium 5 processors and 512 RAM. Does your current version of software run on these workstations? 3.1.2.3 Currently the district has about 300 administrative workstations connected to * the network district wide. Concurrent users are approximately 60. Can your current version of software handle this number of users? 3.1.2.4 Is your current version of software browser based? Please list browsers that * work with your system and those that do not (including operating systems). 3.1.2.5 Does your current version of software require client software to be installed on * the client workstation? - If yes, describe what client software is required. - If yes, can the client software be pushed out electronically without having to touch each workstation? 3.1.2.6 What is the recommended server, backend database and browser environment * for optimum performance of your system? 3.1.2.7 Does your software have a maximum number of concurrent users? * - If yes, what is the maximum number? 3.1.2.8 Describe your site license plan and fee structure for various numbers of users. * 3.1.2.9 Does your company use a sub-contractor for any part of the development or * installation process? 3.1.2.10 If you do use sub-contractors, describe what percent of the installation is done * by your company and what percent is done by sub-contractors. 3.1.2.11 If you do use sub-contractors, describe who the District contacts in the event of * questions or problems with the software. 3.1.2.12 Please provide samples of your user documentation manuals and technical * documentation. 3.1.2.13 Describe the types of training your company has available. * 3.1.2.14 Does your software have online help? Is it searchable? Are there step by step * tutorials? 3.1.2.15 Is your software SIF compliant? If yes, what version? * 3.1.2.16 Are all modules bid fully integrated? * 3.1.2.17 Does your system have a scheduling capability for batch processing and reporting 3.1.2.18 Does your system use Microsoft SQL for the backend? Page 19 of 93
  • 20. E n d T e c h n i c a l R e q u i r e m e n t s Page 20 of 93
  • 21. 3.1.3SECURITY Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.1.3 Security Y Q N Y 3.1.3.1 Does your software provide table driven, user defined security at the field level based on logon name/password? 3.1.3.2 Does your software use SSL (secure sockets layer) for security encryption? If * so, what version do you use? If not, what do you use for encryption (application must encrypt the traffic)? 3.1.3.3 Does your software require strong passwords? If not, does it have the ability to enforce them? 3.1.3.4 Does your software force password changes on an administrator-defined schedule? If not, does it have the ability to do so? 3.1.3.5 Can your software integrate into a single sign-on environment? Does your software integrate with Active Directory? 3.1.3.6 Does your software restrict vendors and/or outsiders from downloading data * over the web? Describe how. 3.1.3.7 Do you have a disaster recovery best practices guide related for your system. * 3.1.3.8 Does your software log all changes to the system, application and data (who, what and when of each transaction)? 3.1.3.9 Does your software use descriptive or meaningful names for data fields, transactions and file names? 3.1.3.10 Describe how your software handles backups of the system and data. * 3.1.3.11 Describe how your software handles transaction rollback and system restores. * Does the system have to be down for the restore to take place? Can one module be restored without affecting the other modules? 3.1.3.12 Does your software have predefined security profiles and/or templates? 3.1.3.13 Can your software copy one security profile to another? Page 21 of 93
  • 22. E n d S e c u r i t y R e q u i r e m e n t s Page 22 of 93
  • 23. 3.1.4WORKFLOW Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.1.4 Workflow Y Q N Y 3.1.4.1 Ability to electronically route documents within any of the modules of the system for approval. 3.1.4.2 Ability to route a document through multiple levels of approval and the ability to have multiple approvers at the same level. 3.1.4.3 Ability to route a document for electronic signature per user defined criteria. 3.1.4.4 Ability to return a document for changes or cancellation. 3.1.4.5 Ability to identify and view the location of the document throughout the approval process per security level. 3.1.4.6 Ability to route a document for FYI notice only. 3.1.4.7 Ability to route the document based on a set of user defined criteria, e.g. all * documents over a specific dollar amount must have two approvals, requisition line contains split accounting, purchase. Define the possible criteria for routing documents. 3.1.4.8 Ability to by-pass an approver per security level. 3.1.4.9 Ability to assign a proxy if an approver is on vacation, sick, etc. 3.1.4.10 Please describe how a user is notified when a document is waiting to be * approved. 3.1.4.11 Ability to have buyer and invoice queues for controlling work flow. E n d W o r k f l o w R e q u i r e m e n t s Page 23 of 93
  • 24. 3.1.5REPORT WRITER / QUERY REQUIREMENTS Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.1.5 Report Writer / Query Requirements Y Q N Y 3.1.5.1 Does your current version of software use a proprietary report writer or does it * use an industry standard report writer, e.g. SQL Reporting Tool, Crystal Reports, Cognos, etc. Identify the report writer. 3.1.5.2 Ability for the report writer and online query to access all fields across all * modules. Report writer and online query should be both powerful and easy to use. 3.1.5.3 Ability to produce standard and ad-hoc reports with the ability to have user- * defined report layouts, e.g. data content, sort order, filter, etc. 3.1.5.4 Ability to preview, edit and reformat reports before printing. 3.1.5.5 Ability for all users to generate, retain, share and regenerate previous ad-hoc queries. 3.1.5.6 Ability to limit report users to only accessing data fields to which they have been given security. 3.1.5.7 Ability for the report writer and online query to perform calculations, e.g. comparisons, summaries, user-defined calculations, subtotals, totals, etc. 3.1.5.8 Ability for the report writer/query to print/display Month-to Date, Year-to-Date and Life-to-Date values on a report for all balance types, e.g. actual, budget, encumbrance, etc. 3.1.5.9 Ability to export or transfer reports and/or queries to different file types, e.g. text * files, Excel, Access, PDF, CSV etc. 3.1.5.10 Ability to generate standard and customized letters and mailing labels in print or mail merge formats. 3.1.5.11 Ability to have an interface between all modules to provide data for complex reporting/query with the ability to cross multiple years and funds. 3.1.5.12 Ability to designate printer for printing of forms and reports. 3.1.5.13 Ability to modify or create new forms as well as have multiple user defined forms, e.g. purchase orders, checks, invoices, receipts, etc. 3.1.5.14 Does your report writer and query have online help? Is it searchable? Are there * step by step tutorials. Please describe. Page 24 of 93
  • 25. E n d R e p o r t W r i t e r / Q u e r y R e q u i r e m e n t s Page 25 of 93
  • 26. 3.2 ACCOUNTS PAYABLE Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. Current transaction volumes: Approximate number of checks per year is 9,000. 3.2 Accounts Payable Y Q N Y 3.2.1 Ability to default all necessary information from the purchase order when paying an invoice against that purchase order to eliminate redundant data entry. 3.2.2 Ability to default the terms from the vendor with the ability to override these terms if necessary. 3.2.3 Ability to stop payment and automatically put an invoice on hold under the * following conditions as a rule: -On a direct buy PO if the merchandise has not been received online. -On a public works PO until proper documentation is received and Purchasing authorizes the release of payment. -On a quote/exact PO if it was not invoiced for the exact amount. -On a bid PO if the unit price on the invoice is different than the PO. 3.2.4 Ability to receive notification when the three-way balancing between the purchase order, receiving and invoice does not match, but also have the ability to set user defined allowable variance conditions. (Current system set at 10%) 3.2.5 Ability to enter multiple (split) accounting on any or all lines of the invoice with the ability to split the accounting to a maximum of 50 splits per line by percentage, dollar amount or quantity. 3.2.6 Ability to manually place a payment on hold. 3.2.7 Ability to release a payment from the hold status at the appropriate time. 3.2.8 Ability to add lines on a payment which are not on the purchase order with approval channel to avoid misappropriation. 3.2.9 Ability to pay a line on the purchase order when the billing unit price/quantity is in a different format than the purchase order unit price/quantity, e.g. billed for ½ box of 12 instead of six each, etc. 3.2.10 Ability to add tax or freight lines on an invoice without putting it out of variance with the purchase order and still have the purchase order automatically close when all lines are paid. If this total doesn’t exceed 10% of the original order. 3.2.11 Ability for a credit invoice to remain in the system until debit invoices offset the amount and to deduct the credit amount from the total payment amount. 3.2.12 Ability to use a percentage when paying an invoice line, e.g. the quantity is not a whole amount. 3.2.13 Ability for the system to perform duplicate invoice checking. 3.2.14 Ability to have recurring invoice payments with saved templates for input. 3.2.15 omit 3.2.16 Ability to pay a prepay purchase order. 3.2.17 Ability to set multiple sales tax percentages in the system. Page 26 of 93
  • 27. 3.2 Accounts Payable Y Q N Y 3.2.18 Ability for the system to automatically calculate the tax amount on the taxable lines for an invoice. 3.2.19 Ability to show all invoices on which use tax was paid to the State and the date it was paid. If an out of state vendor does not charge tax on the invoice, use tax is paid to the State for that invoice. 3.2.20 Ability to “flag” discount days. 3.2.21 Ability to define the accounting for discounts and to have user defined posting strategies for them. 3.2.22 Ability to track the discounts lost and taken. 3.2.23 Ability to view receiving online to know when a purchase order is eligible to be paid. 3.2.24 Ability to identify an invoice as a 1099 invoice and to default the 1099 information from the vendor files. Ability to override and change the information on the invoice if necessary. 3.2.25 Ability to set the dollar limit for reporting to the IRS for each 1099 category code. 3.2.26 Ability to balance the YTD 1099 amount with the YTD invoice amount for a vendor on a calendar year basis. 3.2.27 Ability to select outstanding invoices for payment by user defined criteria, e.g. due date, vendor, invoice number, status, etc. 3.2.28 Ability to transact to multiple District bank accounts. 3.2.29 Ability to pay an unlimited number of invoices on one check. 3.2.30 Ability to create a separate check for an invoice if necessary, e.g. registrations, court payments, travel, etc. 3.2.31 Ability to suppress the printing of zero and negative amount checks. 3.2.32 Ability to have a user designed check format with all required information and to print the check without using a preprinted check form. 3.2.33 Ability to void and flow remittance advice information to the next check when the number of lines exceeds the number of lines on the check stub. 3.2.34 Ability to reprint the check if the check is destroyed during the printing process. 3.2.35 Ability for the system to keep track of the next available check number and to insure that a duplicate number is not used. 3.2.36 Ability to void one check or a range of checks and to specify replacement checks for those voided. 3.2.37 Ability to produce a manual check. 3.2.38 Ability to separate check processing by fund or any other user defined criteria. 3.2.39 Ability to enter payment information for multiple fiscal years and to be able to identify the fiscal year on each payment. 3.2.40 Ability to charge the payment to the correct fiscal year in general ledger. 3.2.41 Ability to balance accounts payable with general ledger. 3.2.42 Ability for the system to withhold a retainage amount from the invoice payment for public works purchase orders/contracts. 3.2.43 Ability for the system to automatically calculate retainage amounts on contracts based on a user defined retainage percent (retainage %). 3.2.44 Ability to create a Board Report that lists all payments for a user defined time period and other criteria for example dollar amount. E n d A c c o u n t s P a y a b l e R e q u i r e m e n t s Page 27 of 93
  • 28. 3.3 ACCOUNTS RECEIVABLE/CASH RECEIPTING Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.3 Accounts Receivable/Cash Receipting Y Q N Y 3.3.1 Ability to have a user-designed invoice number with both alpha and numeric characters and a system generated sequence number. 3.3.2 Ability to print a user-designed invoice form, without using a preprinted form, and the ability to print multiple copies of the invoice. 3.3.3 Ability to have pre-defined, standard descriptions. 3.3.4 Ability to have accounting on each detail line of the invoice. 3.3.5 Ability to have multiple unit of measure options, e.g. days, hours, flat rate, etc. 3.3.6 Ability to set up recurring invoices with an end or cut-off date for billing. 3.3.7 Ability to have different, user-defined billing cycles. 3.3.8 Ability to automatically add late fees, service charge, and/or interest to the invoice using either a flat amount or percentage. 3.3.9 Ability to maintain a parent/child relationship with customers that have multiple bill-to addresses. 3.3.10 Ability to add customers ‘on the fly’. 3.3.11 Ability to produce monthly statements with user-defined comments based on aging. 3.3.12 Ability to have multiple, user defined aging periods, e.g. 30 days, 60 days, 90 days, over 120 days, etc. 3.3.13 Ability to indicate if the payment received was cash, check, EDI (Electronic Data Interchange), ACH (Automated Clearing House), wire transfer, credit card, etc. 3.3.14 Ability to manually close an accounts receivable invoice. 3.3.15 Ability to balance accounts receivable with general ledger. 3.3.16 Ability to enter invoices for multiple fiscal years and to be able to identify the fiscal year on each invoice. 3.3.17 Ability to produce user-defined payment plans or payment books. 3.3.18 Ability to have a common customer file for accounts receivable and cash receipting. 3.3.19 Ability to have a user-defined receipt number with both alpha and numeric characters, and a system generated sequence number. 3.3.20 Ability to apply partial payments against an invoice and to interface the payment with accounts receivable. 3.3.21 Ability to automatically close an invoice when fully paid. 3.3.22 Ability to override the accounting on the invoice when payment is applied. 3.3.23 Ability to have separate fields for billed-to and paid-by to indicate if the invoice was paid by a different customer than was billed. 3.3.24 Ability to update the customer record with any changes when payment is received, e.g. address change, new phone number, etc. Page 28 of 93
  • 29. 3.3 Accounts Receivable/Cash Receipting Y Q N Y 3.3.25 Ability to print a user-designed receipt when payment is made. 3.3.26 Ability to reprint a receipt with an indication that it is a duplicate copy. 3.3.27 Ability to enter cash receipts from at least 100 remote locations. 3.3.28 Ability for the system to automatically sub-total and total the receipt. 3.3.29 Ability to produce a reconciling report by cashier to balance receipts to till or deposit. 3.3.30 Ability for the system to produce a deposit slips report. 3.3.31 Ability to generate a report that shows a summary of all cash receipts with a user defined format and signature line. E n d A c c o u n t s R e c e i v a b l e R e q u i r e m e n t s Page 29 of 93
  • 30. 3.4 BUDGET Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.4 Budget Y Q N Y 3.4.1 Ability to create and store at least 10 versions of the budget per year. 3.4.2 Ability to create what-if scenarios of the budget and to save those scenarios if necessary. 3.4.3 Ability to build and calculate a budget and/or what-if scenario without shutting down or impacting other areas of the system. 3.4.4 Ability to freeze data so no further adjustments can be made once users have submitted their budget. 3.4.5 Ability to unlock a budget document after it is frozen if further adjustments are required per security level. 3.4.6 Ability to view discretionary data separately from non-discretionary data based on user-defined criteria. 3.4.7 Ability for forecasting based on user-defined criteria that will integrate with general ledger to provide a budget versus actual view, e.g. historical trends or events, etc. 3.4.8 The District has approximately 4 different collective bargaining units * (unions). Each bargaining unit has the potential for calculating benefits for the employees in their unit using a different formula. Describe how the system handles the definition of benefit calculations. Is there a limit to the number of calculation formulas or bargaining units that the system can handle? 3.4.9 The District has approximately 12 different working calendars or schedules * for employees, e.g. 10 month employees, 12 month employees, 7 hour working days, etc. Does the system have the ability to define and/or accept at least 20 different working calendars or schedules? Is there a limit to the number of calendars that can be defined to the system? Please describe how the system handles this function. 3.4.10 Ability to print all or part of a budget scenario in hard copy. 3.4.11 Ability to stop a user from submitting a budget that is out of balance. 3.4.12 Ability to handle position adjustments, e.g. add a position, delete a position, change a position, etc., and the ability to update the position control module of the HR/payroll system (HRS) with these changes. 3.4.13 Ability to build, save and compare multiple budget scenarios at both the summary and detail level, e.g. comparing budget to budget, actual to budget, actual to actual. Page 30 of 93
  • 31. 3.4 Budget Y Q N Y 3.4.14 Ability to track the history of all budget changes, e.g. reductions or increases in funding sources, and be able to identify the reason for the change (note pad or change log function). 3.4.15 Ability to import data from a student system (the District currently uses Zangle by C-Innovations-using SQL) to use in statistical cost analysis, e.g. cost per student, cost per school, cost per special education student, etc. 3.4.16 Ability to design and build a form for text narrative information used to * justify and describe the funds or amounts budgeted. 3.4.17 Ability to support annual, quarterly, monthly, and multi-year budgets. 3.4.18 Ability to track budgets by fiscal year or any other user-defined time frame. 3.4.19 Ability to adjust budgets by +/- amounts, +/- percentages, or override values. 3.4.20 Ability to copy or purge budget data based on user-defined criteria. E n d B u d g e t R e q u i r e m e n t s Page 31 of 93
  • 32. 3.5 CHART OF ACCOUNTS Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. Current transaction volumes: Approximate number of accounting keys is 32,142 3.5 Chart of Accounts Y Q N Y 3.5.1 Ability to have a user-defined chart of accounts. 3.5.2 Ability to create and process multiple charts of accounts. Accounting structures are unique within a fund. Currently the district processes fourteen different funds. 3.5.3 Ability to define and maintain unique accounting structures (different number of segments, unique segments) for each chart of accounts. 3.5.4 Ability to have at least ten segments for each chart of accounts plus ability for * expansion. Currently the longest segment is 4 characters. 3.5.5 Ability to add a new fund after the application is live and in production. 3.5.6 Ability to build & maintain multiple hierarchical roll up structures for each accounting segment, e.g. roll up all object code segments within a program segment; drill up, down or across to any accounting element & pivot the data view. 3.5.7 Ability to add or delete a segment definition from the chart of accounts. * Application should include process for handling operational data that may be impacted by this change. 3.5.8 Ability to change the length of a segment definition in the chart of accounts. * Application should include process for handling operational data that may be impacted by this change. 3.5.9 Ability to activate or inactivate accounting by date and fiscal year (active and inactive date) and to be able to restrict operational processing when the accounting is outside of the established range. 3.5.10 Ability to allow linkage to old accounting for historical purposes to handle changes in accounting from State or Federal agencies, e.g. program 94 converted to program 01, etc. 3.5.11 Ability to restrict the use of certain accounting segment values based on the values in other accounting segments or the type of information being entered. 3.5.12 Ability to validate accounting at transaction entry time for all modules in the * system. Describe how the validation is done. 3.5.13 Ability to delete old or obsolete accounting. 3.5.14 Ability to have multiple description options on a data segment, e.g. short & long descriptions. 3.5.15 Ability to use a mix of alpha & numeric characters within the same acct. segment. 3.5.16 Ability to copy a segment value from one chart of accounts to another. 3.5.17 Ability to add a common segment value once for all chart of accounts, e.g. fund, general ledger account, etc. 3.5.18 Ability to distinguish discretionary accounts from non-discretionary accounts. 3.5.19 Ability to validate the acct. against the State chart of accounts for school districts. Page 32 of 93
  • 33. E n d C h a r t o f A c c o u n t s R e q u i r e m e n t s Page 33 of 93
  • 34. 3.6 BID, QUOTE & CONTRACT MANAGEMENT Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. Current transaction volumes: Manual at this time. 3.6 Bid, Quote, & Contract Management Y Q N Y 3.6.1 Ability to enter different types of contracts, e.g. multiple year contracts, one-time contracts, recurring contracts, etc. 3.6.2 Ability to track a contract for a single year or multiple years (up to 7 years). 3.6.3 Ability to enter and track multiple contracts that relate to a master contract. 3.6.4 Ability to integrate and automatically generate a purchase order when a contract is entered to eliminate duplicate data entry. 3.6.5 Ability to transfer contract information to accounts payable for contract payments to eliminate duplicate data entry. 3.6.6 Ability to manage contract amendments and change orders. 3.6.7 Ability to maintain a parent/child relationship with master contract & sub- contracts. 3.6.8 Ability to maintain notes for an audit trail of all activity, inquiries & history of the contract. 3.6.9 Ability to print a reminder note before a contract is ready to expire on a user defined timeline. 3.6.10 Ability to store a link to the electronic copy of the contract. 3.6.11 Ability to “dunn” contract performance issues 3.6.12 Ability to store multiple contract templates – automate number or user defined 3.6.13 Ability to receive quotes and bid electronically via the web 3.6.14 Ability to maintain on-line vendor database 3.6.15 Ability to track vendor performance 3.6.16 Ability to enter phone quotes in “real-time” 3.6.17 Ability to develop formal bid cycles with their associated required tasks. 3.6.18 Ability to track activity related to the bid through the award and beyond. 3.6.19 Ability to select multiple vendors based upon multiple product codes, multiple commodity codes, and multiple vendor association values. 3.6.20 Ability to integrate with the Purchasing, Encumbrances, General Ledger, Job Ledger, and Person/Entity. 3.6.21 Ability to directly update the price of individual items on a purchase request; copy existing purchase requests into new purchase request numbers. 3.6.22 Ability to bid on-line with bid/quote and person/entity modules 3.6.23 Ability to notify vendor’s of new bids matching their criteria 3.6.24 Ability to view all bids or only those assigned to a buyer 3.6.25 Ability to review to track bid activity according to how many viewed and/or downloaded. 3.6.26 Ability to authorize security permit access between only vendor and buyer 3.6.27 Ability to define retainage method to be used for all payments against a contract E n d B i d , Q u o t e , a n d C o n t r a c t M a n a g e m e n t Page 34 of 93
  • 35. R e q u i r e m e n t s Page 35 of 93
  • 36. 3.7 FINANCIAL REPORTING Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.7 Financial Reporting Y Q N Y 3.7.1 Ability for the system to support all Federal reporting requirements: * 1099-MISC forms & file for IRS SEFA (Schedule of Expenditure of Federal Awards) Revenue/Expenditure by Funding Source (arbitrage) GAAP – Capital Assets Net of Accumulated Depreciation Change in Method Evaluation for Inventory GASB-34 – Statement of Net Assets Statement of Activities, & Reconciliation Between Fund, Financial Statement & Government Wide (modified accrual & full accrual) 3.7.2 Ability for the system to support all State financial reporting requirements for * school districts: (Budget Document) (Financial Statements) (Revenue Document) Voucher Certification & Approval Use Tax (State) Grant Claims SACS data extract 3.7.3 Ability for the system to support all Local reporting requirements: * Accounts Payable Check File for County (Budget Status Reports) Use Tax (local) Payroll interface with SDCOE 3.7.4 Ability for the system to support all District reporting requirements: * (Budget Status Reports) Accounts Receivable Write-Off Report Fixed Asset Write-Off Report Budget Program Book 3.7.5 Ability to produce the following reports: Balance sheet Year-to-Date monthly financial report. Variance or exception reports 3.7.6 Ability to produce an annual financial document electronically including both * text and data. 3.7.7 Ability to upload data to the California State system. Page 36 of 93
  • 37. 3.8 FIXED ASSETS Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.8 Fixed Assets Y Q N Y 3.8.1 Ability to manually assign an asset number. 3.8.2 Ability to copy one fixed asset record to another and make necessary changes. 3.8.3 Ability to remotely transfer asset items from one location to another per security level and identify the person making the change. 3.8.4 Ability to surplus and delete asset items. 3.8.5 Ability to set user-defined limits on the dollar amount of assets to be tracked, both barcoded and non-bar-coded theft sensitive items. 3.8.6 Ability for all locations to view assets but updates only done per security level. 3.8.7 Ability for physical inventory to be captured using a hand-held scanner device and the ability to upload the scanner from the central office or a remote location. 3.8.8 Ability to automatically update the system during an inventory with a new location if the asset is found at a different location. Produce an exception report of all changes and non-matched items. 3.8.9 Ability to add an asset ‘on the fly’ during physical inventory with cost and other information added later at the central office. 3.8.10 Ability for the system to work with a tablet, PDA or portable ‘smart board’. 3.8.11 Ability to print barcode labels. 3.8.12 Ability to maintain a parent/child relationship of all improvements & add-ons to equipment & vehicles. 3.8.13 Ability to track improvements to land and buildings. 3.8.14 Ability to have multiple depreciation methods, i.e. straight line, double declining balance, sum of the years digits, and be able to choose which method to use for each asset or category of assets. 3.8.15 Ability to have multiple depreciation cycles (timelines). 3.8.16 Ability to exclude WIP Work-in-progress from depreciation. 3.8.17 Ability to acquire an asset mid-year and to pro-rate the depreciation. 3.8.18 Ability to have a user-defined useful life schedule for an asset item. 3.8.19 Ability to interface & balance fixed assets with general ledger by acct. &date range. 3.8.20 Ability to maintain an audit trail for each asset item, including deletions, transfers and purchases. Maintain this audit trail by location and ownership. 3.8.21 Ability to identify if an asset item has been missing for more than one year. 3.8.22 Ability to identify and add donated items to the fixed assets system and be able to keep them independent of general ledger. 3.8.23 Ability to re-instate an asset item. 3.8.24 Ability to retain warranty information 3.8.25 Ability to keep a database of surplus, but still viable assets that could be recommissioned elsewhere in the district. 3.8.26 Ability to track computer, printer, copier assets by electronic discovery 3.8.27 Ability to set asset lifespan to forecast computer replacement Page 37 of 93
  • 38. E n d F i x e d A s s e t s R e q u i r e m e n t s Page 38 of 93
  • 39. 3.9 GENERAL LEDGER Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.9 General Ledger Y Q N Y 3.9.1 Ability to handle fund/government accounting. 3.9.2 Ability to process multiple funds. 3.9.3 Ability to have accrual, modified accrual, and cash basis accounting or any combination of these three. 3.9.4 Ability to close a year and roll the balances to the next year. 3.9.5 Ability to meet requirements for GAAP (Generally Accepted Accounting Practices), GAAFR (Government Accounting, Auditing & Financial Reporting), GASB (Government Accounting Standards Board), FASB (Financial Accounting Standards Board), ASBO (Association of School Business Officials), etc. 3.9.6 Ability to temporarily freeze individual budgets or all budgets by user-defined criteria, e.g. percent of total, flat amount, etc. 3.9.7 Ability to enter multiple journal entry lines on a single screen with batch and running totals on every screen. 3.9.8 Ability to identify journal entries by type or unique identifier in the general ledger, e.g. supplemental budget, revised budget, actual transactions, encumbrances, etc. 3.9.9 Ability for the system to automatically assign the next journal entry number with the ability for the user to override. 3.9.10 Ability to have multiple fund journal entries. 3.9.11 Ability to balance journal entries by fund or fund/journal number depending on journal type. 3.9.12 Ability to copy or default information from one journal entry to another to eliminate redundant data entry. 3.9.13 Ability to reverse a journal entry. 3.9.14 Ability for the system to automatically calculate a journal entry value based on * user-defined criteria, e.g. enter a journal entry for interest and have it spread back to the associated ASB accounts. 3.9.15 Ability to adjust the encumbrance balance with a journal entry, e.g. accruals, payments to wrong purchase order, etc. 3.9.16 Ability to validate date and accounting period before posting a journal entry. 3.9.17 Ability to automatically post to transfer accounts with intra- and inter-fund entries. 3.9.18 Ability to have invalid accounting post to a suspense account. 3.9.19 Ability to correct and post suspended transactions online and automatically reverse the suspense account. 3.9.20 Ability to have flexible accounting periods and the ability to have restricted access to control posting to past or future periods per security level. 3.9.21 Ability to have at least 14 posting periods per year. Page 39 of 93
  • 40. 3.9 General Ledger Y Q N Y 3.9.22 Ability for all modules in the system to interface with general ledger at either a user-defined summary or detail level, e.g. accounts payable, accounts receivable, cash receipting, purchase order, requisitions, receiving, fixed assets, work orders, grants management, contract management, warehouse/inventory, budget, etc. 3.9.23 Ability to support multi-year processing and reporting. 3.9.24 Ability to identify and report on all business which gets entered into the system * in July (new fiscal year) but is charged to June (old fiscal year). 3.9.25 Ability for the system to support any number of years of history for all modules to meet any State, Federal or District auditing and reporting requirements. 3.9.26 Ability to identify and report on all accrual entries, e.g. purchase orders received but not invoiced, purchase orders invoiced but not paid, etc. 3.9.27 Ability to create an export file for the county treasurer of the accounts payable checks issued. 3.9.28 Ability to accept an upload file from the bank or county treasurer for reconciliation of checks and to print an exception report from the upload. 3.9.29 Ability to import a file from the bank of deposits for reconciliation with the receipting module. 3.9.30 Ability to pre-encumber (commitment accounting) at the requisition level and relieve the commitment when the purchase order is created. 3.9.31 Ability for the system to encumber when a purchase order is created to a past (year end only), current or future period. 3.9.32 Ability to liquidate the encumbrance with payments from accounts payable. 3.9.33 Ability to update encumbrance balances with any purchase order adjustments (+ or -). 3.9.34 Ability to eliminate the encumbrance balance when the purchase order is closed. 3.9.35 Ability to report on past encumbrance balances. 3.9.36 Ability to encumber the entire amount of a contract on a single purchase order and to be able to liquidate the PO encumbrance value with payments made to the contractor and to the escrow account at the bank (different vendor than PO). 3.9.37 Ability to restrict the system from creating a negative encumbrance. 3.9.38 Ability for all accounts payable adjustments to restore or reduce the encumbrance balance. 3.9.39 Ability to encumber to multiple general ledger accounts. 3.9.40 Ability to create encumbrance balances from other applications, e.g. payroll, work orders, contracts, etc. 3.9.41 Ability for the system to handle multiple bank accounts. 3.9.42 Ability to have a tool for cash flow forecasting for investing and be able to use the tool with multiple funds. 3.9.43 Ability for forecasting based on user-defined criteria that will integrate with general ledger to provide a budget versus actual view, e.g. historical or future transactions, etc. 3.9.44 Ability to have an online error message and/or exception report when general * ledger is out of balance. Ability to identify where the out of balance condition occurred. 3.9.45 Ability to correct an invalid batch that has been posted to general ledger. * Page 40 of 93
  • 41. E n d G e n e r a l L e d g e r R e q u i r e m e n t s Page 41 of 93
  • 42. 3.10GRANTS MANAGEMENT Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. Current transaction volumes: Currently tracked manually. 3.10 Grants Management Y Q N Y 3.10.1 Ability for the system to support a grants management chart of accounts defined independently from the general ledger system. 3.10.2 Ability to integrate with the general ledger system at the transactional level and the accounts for both modules remain balanced. 3.10.3 Ability to track grant budgets, expenditures, and revenues for a single year or over multiple years. 3.10.4 Ability to track grants for a period of time that is different than the District’s July to June fiscal year. 3.10.5 Ability to link the customer name to the accounts payable and accounts receivable system. 3.10.6 Ability for the grant account codes to contain alpha and numeric characters. 3.10.7 Ability to set limits that define which funds or specific account codes may be used for specified grants. E n d G r a n t s M a n a g e m e n t R e q u i r e m e n t s Page 42 of 93
  • 43. 3.11INVENTORY / WAREHOUSE Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. Current transaction volumes: Approximate number of stock items in warehouse is 845. Approximate number of warehouse requisitions per year is 8,200 3.11 Inventory / Warehouse Y Q N Y 3.11.1 Ability to manually assign an internal stock number to every item in the warehouse. 3.11.2 Ability to have a user-structured stock number which will accommodate both alpha and numeric characters and contain a system generated sequence number. 3.11.3 Ability to categorize the stock number by major product category and sub- category, e.g. art supplies: paints, brushes, etc. 3.11.4 Ability to have a user-defined table of categories and table of units of measure. 3.11.5 Ability to assign bin location, shelf number and isle location to a stock item. 3.11.6 Ability to convert the buy unit to the issue unit. 3.11.7 Ability to have an online catalog, with long descriptions, of all stock items within a warehouse and the ability to print this catalog. 3.11.8 Ability to have a picture attached to every item in the online catalog. 3.11.9 Ability to notify end users of additions/deletions of stock items in online catalog. 3.11.10 Ability to add a stock item into the warehouse with a zero price. 3.11.11 Ability to create an online requisition to request items from the warehouse at building or remote locations. 3.11.12 Ability to show the quantity on-hand when ordering a stock item so the end user will know if the item is in stock. 3.11.13 Ability for the system to automatically total the requisition. 3.11.14 Ability to copy one warehouse requisition to another warehouse requisition and make any necessary changes (existing warehouse requisition can be either open or closed, and from current or prior years). 3.11.15 Ability to automatically close the warehouse requisition when the order has been fulfilled. 3.11.16 Ability to increase or decrease the quantity ordered for a stock item after the warehouse requisition has been authorized per security level. 3.11.17 Ability to automatically put an item on a warehouse requisition on backorder when the item is out of stock or there is insufficient stock to fill the order. 3.11.18 Ability to close a line on a warehouse requisition when the stock item will not be issued. 3.11.19 Ability to have a user-designed pick ticket and to print the pick ticket in either warehouse location sequence or stock number order. 3.11.20 Ability to identify which pick tickets have been printed & which ones are left to print. Page 43 of 93
  • 44. 3.11 Inventory / Warehouse Y Q N Y 3.11.21 Ability to print one or multiple copies of the pick ticket. 3.11.22 Ability to automatically print a pick ticket when backordered stock is received into the warehouse. 3.11.23 Ability to issue, return and transfer stock to and from all warehouses. (automatically credits stock/accounts) 3.11.24 Ability to charge out (issue) the requisition online. If the order has been fulfilled, ability to issue the complete requisition at one time, not item by item. 3.11.25 Ability to use a hand-held scanner device for picking the orders and to upload the scanner directly into the system. 3.11.26 Ability to change the unit of issue on a stock item without having to delete the item & create a new stock number, e.g. previously the unit of issue was ‘box’ & now the unit of issue is ‘each’. Ability to maintain the historical trail for these items. 3.11.27 Ability to default the accounting and warehouse location for replenishment purchase orders. 3.11.28 Ability to charge out stock items using either unit price averaging, FIFO (first- in-first-out) or LIFO (last-in-first-out). Ability to change the method and provide a reconciliation report showing the changes. 3.11.29 Ability to add a requisition for the next fiscal year while still continuing to work in the current year. Schools start ordering supplies in May for the new fiscal year to start in September and the charges go to the new year. 3.11.30 Ability to separate and track requisitions by fiscal year. Identify the fiscal year on the requisition. 3.11.31 Ability for the system to have a search functions on the description for an alternate look up of stock items. 3.11.32 Ability to freeze all access to warehouse stock during physical inventory (issues, receiving, invoicing). 3.11.33 Ability to print an inventory count ticket for each item in the warehouse and have the option to print it with or without the on-hand quantity. 3.11.34 Ability to adjust the on-hand quantity online per security level. 3.11.35 Ability to retain, compare and print the starting on-hand quantity with the counted on-hand quantity for analysis, recount, and audit. 3.11.36 Ability to use a hand-held scanner device for inventory counts using either the internal stock number or the manufacturer bar code number and to upload the scanner directly into the system. 3.11.37 Ability to balance the warehouse module with general ledger. 3.11.38 Ability to create reports and monitor stock-on-hand 3.11.39 Ability to set minimum / maximum stock levels based upon usage history 3.11.40 Ability to print usage history report by site location 3.11.41 Ability to trigger “time-to-order” reports and create automatic quotes for bidding. 3.11.42 Ability to combine pick lists when being pulled yet identifying items by requisition number 3.11.43 Ability to hold/review pick lists on screen before deducting from stock? 3.11.44 Ability to schedule pick lists for multiple sites each day of the week and repeats this schedule each week. 3.11.45 Ability to manually manipulate pick lists. Page 44 of 93
  • 45. E n d I n v e n t o r y / W a r e h o u s e R e q u i r e m e n t s Page 45 of 93
  • 46. 3.12PURCHASE ORDER / REQUISITION Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. District definition of a requisition: The District defines a requisition as a draft purchase order requiring both single and/or multiple approvals with the final approval by Business Services. The same identifying tracking number shall be applied to both the requisition and the purchase order. The requisition establishes a preliminary commitment and approval against the available budget balance for the designated account. Current transaction volumes: Approximate number of purchase orders per year is 10,000 Approximate number of requisitions per year is 9,000. . 3.12 Purchase Order / Requisition Y Q N Y 3.12.1 Ability to have a user structured requisition / purchase order number that identifies the location, fiscal year and type of purchase order with a system generated sequence number. Able to accommodate both alpha and numeric characters. 3.12.2 Ability to default the order date on the requisition / purchase order to the current system date. 3.12.3 Ability to easily locate and list the vendor wanted, and to pull pertinent information into the requisition / purchase order. Does the system allow for you to search by the first few letters of the vendor name? 3.12.4 Ability for the end user to indicate on the requisition that the recommended * vendor is not currently in the District’s vendor file and to have a way for the user to enter the required vendor information so Purchasing can add the vendor into the system. Describe how this is done. 3.12.5 Ability to copy an existing purchase order to requisition, requisition to purchase order, purchase order to purchase order, and requisition to requisition for reorders of similar items (existing purchase order / requisition can be either open or closed, and from current or prior years). 3.12.6 Ability for the system to calculate the total line and total requisition / purchase order amount. 3.12.7 Ability to use the requisition process for changes or supplements to an existing purchase order. 3.12.8 Ability to change any field on a requisition prior to authorization without having to delete and recreate the requisition, e.g. vendor, etc. 3.12.9 Ability to enter delivery instructions on the requisition. 3.12.10 Please provide a sample purchase order and requisition form. 3.12.11 Ability to add additional comments / description on any detail line. 3.12.12 Ability to add a closing date on a blanket requisition / purchase order. 3.12.13 The ability to add customized terms and conditions text to the purchase order. 3.12.14 Ability to automatically close a requisition when the purchase order is created. Page 46 of 93
  • 47. 3.12 Purchase Order / Requisition Y Q N Y 3.12.15 Ability to include electronic attachments to the requisition when it is sent to Purchasing, e.g. order list, contract, etc. 3.12.16 Ability to list requisitions which have not been processed and/or did not automatically close when the purchase order was created. 3.12.17 Ability to query a requisition to get to the corresponding purchase order. 3.12.18 Ability to have flexible field lengths for information which comes from the vendor to accommodate vendor’s unique numbering system, e.g. quote number, quote name, vendor part number, etc. 3.12.19 Ability to print one or multiple copies of a purchase order and the ability to reprint the purchase order if necessary. 3.12.20 Ability to enter different types of requisitions / purchase orders such as: direct buys, blanket, contractual, leases, public works, fixed asset, quote/exact, prepay, etc. 3.12.21 How does your system interact with credit card orders? * 3.12.22 Does your system allow users to purchase online from a vendor’s website? * Describe this ability. 3.12.23 Ability to indicate on the requisition / purchase order if the vendor is a prepay vendor. 3.12.24 Ability to revise the quantity and dollar amount on any open purchase order. Not to exceed 10%. 3.12.25 Ability to put tax and freight charges on a requisition / purchase order to encumber the total cost. 3.12.26 Ability to indicate whether the item ordered on each line is taxable or not. 3.12.27 Ability to close a series of P.O.s based on greater than or less than date. Encumbrances? 3.12.28 Ability to automatically close the purchase order when it is fully paid. 3.12.29 Ability to manually close a purchase order, to show who closed it, and to cancel any outstanding encumbrance. 3.12.30 Ability to reopen a closed purchase order if necessary. 3.12.31 Ability to display an error message when trying to close a purchase order which still has a pending invoice. 3.12.32 Ability to automatically notify accounts payable when a purchase order has been closed. 3.12.33 Ability to have multiple (split) accounting on any or all lines on the * requisition / purchase order with the ability to split the accounting by dollar amount, percentage or quantity. 3.12.34 Does the system print all account numbers on the Check and P.O.? 3.12.35 Ability to display the multiple (split) accounting on one screen for each line to * aid in making any corrections when the split amounts don’t balance to the total amount for the line. 3.12.36 Ability to combine multiple requisitions into one purchase order with multiple accounts. 3.12.37 Ability to query the audit trail of changes to a purchase order and an identifying number or field which indicates how many changes have been made to the purchase order. 3.12.38 Ability to balance the fixed asset purchase order lines with general ledger. Page 47 of 93
  • 48. 3.12 Purchase Order / Requisition Y Q N Y 3.12.39 Ability to have three-way balancing between the purchase order, receiving and invoice, and to have the ability to set user defined allowable variance conditions on the pricing. 3.12.40 Ability to access a purchase order online at a remote location. 3.12.41 Ability to scan items into the system by serial number, site, property tag and P.O. 3.12.42 Ability to enter the quantity received and to identify the person who received the items. 3.12.43 Ability to adjust the quantity received by adding or subtracting to the quantity. Display a pull-down box to select a reason for the adjustment. 3.12.44 Ability to display the first line to be received on the purchase order and to automatically go to the next line to continue to receive the shipment of items on a purchase order. 3.12.45 Ability to select a specific line on the purchase order to receive. 3.12.46 Ability to by-pass receiving a line on the purchase order when items have not been shipped. 3.12.47 Ability to display an error message when trying to receive a non-receiving purchase order. 3.12.48 Ability to receive a fully-satisfied purchase order in one action, not have to receive it line-by-line. 3.12.49 Ability to display an error/warning message when trying to receive more than was ordered. 3.12.50 Ability to add a requisition or purchase order for the next fiscal year while * continuing to work in the current year. Schools start ordering supplies in May for the new school year to start in September and the charges go to the new year. 3.12.51 Ability to separate and track requisitions and purchase orders by fiscal year. Identify the fiscal year on the purchase order or requisition. 3.12.52 Ability to create a requisition / purchase order which can span multiple years, e.g. contracts or leases, etc. 3.12.53 Ability to spread the encumbered amount over the life of a multi-year purchase order, not charge all to the first year. 3.12.54 Ability to scan and attach an order list or other form to the purchase order when it is sent to the vendor. 3.12.55 Ability to flag a purchase order as a recurring purchase order and to automatically close it at the end of the fiscal year and create a new one for the new fiscal year. 3.12.56 Ability to store a link to the electronic copy of the purchase order. 3.12.57 Ability to provide some type of warning that a requisition requires approval. 3.12.58 Ability to provide some type of warning that funds are not available in the fund balance [budget number used to place the order]. To also give the user the overage amount and balance. 3.12.59 Ability to manually assign purchase order numbers 3.12.60 Ability to automatically assign electronic signatures based on pre-established criteria. 3.12.61 Ability to identify various purchase order distribution copies i.e. Vendor, Accounts Payable, etc. 3.12.62 Ability to identify and report purchase orders over a defined amount, date, site, vendor or other criteria Page 48 of 93
  • 49. E n d P u r c h a s e O r d e r / R e q u i s i t i o n R e q u i r e m e n t s Page 49 of 93
  • 50. 3.13VENDOR REQUIREMENTS Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. Current transaction volumes: Approximate number of vendors is 6,000. Approximate number of new vendors per year is 250 – 300. Approximate number of employees is 2,200. 3.13 Vendor Requirements Y Q N Y 3.13.1 Ability to add foreign vendors, phone numbers and addresses in the correct format for that country. 3.13.2 Ability for the system to randomly assign vendor numbers but also allow for manual assignment of a vendor number. Currently the vendor number is 10 positions. 3.13.3 Ability to have multiple purchase-from and remit-to locations for a vendor. 3.13.4 Ability to change the name of a vendor without having to reassign a new vendor number. 3.13.5 Ability to link all vendor history to the new name (former name field) and to access the vendor by that former name as well as the new name. 3.13.6 Ability to define a vendor as a parent company and link together all the * purchase-from and remit-to locations associated with that vendor, e.g. publishing companies with subsidiaries. Describe how these companies get linked together. 3.13.7 Ability to track & display YTD dollar amount for a vendor on a fiscal year basis & calendar year for current year and at least 3 prior years and to export this data. 3.13.8 Ability to track & display total number of purchase orders & invoices for a vendor on a fiscal year basis & calendar year for current year & at least 3 prior years. 3.13.9 Ability to do direct deposit for vendor payment and employee reimbursements. Ability to group vendors together by type for processing, reporting and analysis. Currently have eight types: buy-from/pay-to, buy-from, pay-to, employee, consultant, special, invalid, TSA (tax sheltered annuity). 3.13.10 Ability to put a vendor on hold and freeze any current or future business. 3.13.11 Ability to record the vendor payment terms and to override the terms on the vendor at invoicing. 3.13.12 Ability to sequence checks by vendor in alphabetical order or any other user- selected order. 3.13.13 Ability to delete inactive vendors by user-selected criteria. 3.13.14 Ability to have an audit trail of all the changes made to a vendor. 3.13.15 Ability to have employee changes from the HR/payroll system interface into the vendor file, e.g. name or address changes, etc. Page 50 of 93
  • 51. 3.13 Vendor Requirements Y Q N Y 3.13.16 Ability to pay a vendor to an alternate name and address and put a dollar limit on these special payments. 3.13.17 Ability to track a vendor through the bid process, e.g. notification, response, award, etc. 3.13.18 Ability to display YTD 1099 amount on a calendar year basis. 3.13.19 Ability to track 1099 information on a vendor per IRS requirements including all necessary data fields, and receive yearly updates of any changes in the reporting requirements from the IRS. 3.13.20 Ability to edit the YTD 1099 amount and other 1099 information for a vendor. 3.13.21 Ability to do backup withholding. 3.13.22 Ability to print 1099 MISC forms without using a preprinted form. Page 51 of 93
  • 52. E n d V e n d o r R e q u i r e m e n t s Page 52 of 93
  • 53. 3.14HUMAN RESOURCES & PAYROLL Note: Please address all functions in regard to your current version of software only. Do not include any software functions for future releases or software in beta test. This applies to all modules addressed in this proposal. Additional explanation of your response is required for items marked with asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Do not reference pre-printed documentation in your response. 3.14 Human Resources & Payroll Y Q N Y 3.14.1 Ability to maintain all applicant information and take individuals from the point * of application, interview to the hiring process automatically creating an employee record for the hired employee without duplicating data entry. 3.14.2 Ability to track all demographic, EEO Equal Employment Office, ADA Americans for Disabilities Act, and veteran information in employee profile. Government Salary Surveys. (paula to get data) 3.14.3 Ability to track employee education information including continuing education * (including professional growth), training, testing, licenses and certifications, chemical testing, skills and awards, work permits, and complete credentialing information and update for salary increase 3.14.4 Ability to maintain up-to-the-minute payroll deductions and benefit information with status, year-to-date amounts and all tax requirements 3.14.5 Ability to create benefit packages allowing assignment of all benefits by simply entering the effective dates and selecting a package and assign them by individua1 3.14.6 Ability to allow global updated benefit rates and the global interface and the global application of changes to affected employees 3.14.7 Ability to track all past and future evaluations and results; system generated reports reminding supervisors, evaluators, and employees. Email supervisor based on due date. Paper less evaluation process. as well as ancillary 3.14.8 Ability to track family and dependent information including benefit eligibility and dependent and supplemental life insurance – includes emergency and beneficiary information 3.14.9 Ability to maintain records for workers compensation incidents including all OSHA data – record thorough description of incident, dates, lost time, work restrictions, related costs, etc 3.14.10 Ability to maintain history of all grievance and disciplinary actions including * union information, arbitration information, case numbers, relevant dates and final decisions 3.14.11 Ability to identify separated employees and retirees, dates, reasons, and eligibility for continuing benefits, rehire, and reinstatement 3.14.12 Ability to keep track of employees’ use of Family Medical Leave. Ability to keep track of all employees’ leaves including use of Family Care & Medical Leave 3.14.13 Ability to globally update salary tables using selection criteria (i.e. bargaining unit or classification) Page 53 of 93
  • 54. 3.14 Human Resources & Payroll Y Q N Y 3.14.14 Ability to globally create new pay assignments, step increases and / or employee contract using selection criteria. Track classified management longevity programs (2 types: $39.90/mo beginning with 6th year service in District OR 9% of base salary after completion of 15 years of service 3.14.15 Ability to allow global updated benefit rates and the global interface and the global application of changes to affected employees 3.14.16 Ability to globally modify employee wage distributions 3.14.17 Ability to extract and sort by any data element in the software 3.14.18 Ability to develop custom report formats * 3.14.19 Ability to make reports available to other users or groups * 3.14.20 Ability to email or save reports online for future use * 3.14.21 Ability to “drill” from one report to another, as far down as transactional data or scanned images of source documents 3.14.22 Ability to perform statistical functions such as mean, median, mode, variance, and standard deviation. 3.14.23 Ability to perform mail merge and create form letters through a word processing link. Does mail merge have the option to either email or/and print a physical letter 3.14.24 Ability to perform step increases, benefit adjustments, longevity increases, and salary table adjustments, ability review and confirm any pay adjustment 3.14.25 Ability to perform multi-year projections; create incremental budgets and view previous year’s information. 3.14.26 Ability to maintain salaries, benefits, and overtime based on full-time equivalencies (FTE) 3.14.27 Ability to maintain salary, “step” increases 3.14.28 Ability to maintain salaries as annual, monthly, bi-weekly, or hourly figures 3.14.29 Ability to define benefits as a percentage of salary or a straight-dollar amount; different benefits as a percentage for regular and overtime pay 3.14.30 Ability to adjust salary budgets up or down by a fixed percentage, or by fixed dollar amount capability. 3.14.31 Ability to set salary and FTE limits at the job and / or position level. (Position * Control with ability for override. Position Control and cap salary to pay.) Extra Duty 3.14.32 Ability to budget unfilled positions 3.14.33 Ability to integrate with General Ledger and Job Ledger; create monthly or annual budgets based upon position assignments 3.14.34 Ability to set up scenarios to adjust salaries by percentages and report “what-ifs” * information 3.14.35 Ability to automate online application and applicant tracking process 3.14.36 Ability to access employee information online, i.e., “Employee Self-Serve * 3.14.37 How do you address: Viewing, Salary, Credentials, Vacation, Sick Leave, Benefit information and dependents, Employee History, Action, Change s to health benefits during open enrollment. Request to make a change to make. Address, phone number. 3.14.38 The ability to either export changes of address to payroll Page 54 of 93
  • 55. 3.14 Human Resources & Payroll Y Q N Y 3.14.39 Ability to enter an item as soon as notifications are received, even if the * effective dates are not immediate (leave, termination, job changes, retirement) How would you address these changes as they relate to payroll. Can these changes connect to payroll timelines? 3.14.40 Ability to limit the maximum amount of any deduction or benefit 3.14.41 Ability to globally update contribution or benefit rates and the application of those changes to the affected employees 3.14.42 Ability to support daily, weekly, and pay period timecard entry, either by * exception, positive entry or both; enter overtime hours and rates through timecards or derive based on user-defined rules. What ability does your system have to approve timecards online? 3.14.43 Ability to support multiple versions of user-defined salary and rate tables 3.14.44 Ability to track seniority either by hours or by date of service for classified employees [some employees might have earned seniority in different classifications; need to be able to pull the individual seniority information by classification] 3.14.45 Ability to track service credit for certificated employees Track District Service Credit and Total Educational Service Credit. Total Administrative Service 3.14.46 Ability to track credential information imported from OCDE system) and ability to generate reminders email and print of when credentials are up for renewal 3.14.47 Ability to track employee by the site that they physically work at and also by funding. Allow a location to put in a work schedule for itinerant employees. Allow employees to view locations on self service. 3.14.48 Ability to have work history stored in system from the time employee is hired. History to auto update with option to enter notes 3.14.49 Ability to have the system generate site payroll sheets for payroll reporting 3.14.50 Ability to track health benefits for each employees and each dependents for multiple vendors (dental, vision, health) 3.14.51 Ability to interface with Aeries, SIS certificated staff screens 3.14.52 Ability to track seniority by job classification for classified employees 3.14.53 Ability to track credentials by school, course assignment via Aeries SIS 3.14.54 Ability to track information such as: martial status, work hours, salaries by day, hour, year; TB Test and name changes. With history 3.14.55 Ability to track work history assignments including multiple changes to a single position. (ex. 100% teacher changes to 50% part way through the year) 3.14.56 Ability to administer classified examinations; generating and scoring of scan- tron sheets 3.14.57 Ability to track longevity. 3.14.58 Ability to create and save online evaluations for employees 3.14.59 Ability to track staffing guides 3.14.60 Ability to track CPR, First Aid, TB, Sexual Harassment Training and generate reminder reports (for expiration) and Physicals (no expiration). 3.14.61 Ability to log communication activity; area on screens to make comments 3.14.62 Ability to track NCLB and EL data and provide required reporting requirements Connection to Aeries NCLB. 3.14.63 Ability to track and report fields necessary for CBEDs tracking Page 55 of 93
  • 56. 3.14 Human Resources & Payroll Y Q N Y 3.14.64 Ability to interface with the Sub Finder substitute system or provide an equal integrated module 3.14.65 Ability to mask social security numbers to users without necessary access. 3.14.66 Ability for school sites and departments to input employee attendance data and access leave balances 3.14.67 Ability to upload application data that has been downloaded in comma/fixed delimited fields 3.14.68 Ability to identify specific assignment(s) (Social Science, etc.) Certificated * Teachers 3.14.69 Position Control Function which could be overridden by designated employees 3.14.70 Extra duty system with position control and certification control * 3.14.71 Ability to enter multiple funding sources for one position based on percentage * 3.14.72 Track Extra Duty/Supplemental Assignments 3.14.73 Ability to track various stipends 3.14.74 Paperless approval process for changes in status (i.e. change of position, * location, % worked) 3.14.75 Ability for employees to be in multiple screens (ex. Employee classified and certificated) 3.14.76 Ability to track volunteers * 3.14.77 Ability for paperless approval process for volunteers 3.14.78 Ability to track refunds to employees 3.14.79 Ability to track specific benefit information (designated insurance codes, FSA plans, Cobra information, related employee social security #) 3.14.80 Ability to track and report vacation balances 3.14.81 Ability to differentiate between Hire Date as a substitute and Hire Date as a permanent employee and dates for initial and various classifications 3.14.82 Ability to run a simulation on the pay adjustments before finalizing? For example. On our monthly classified decrease can we preview the changes before we commit them? 3.14.83 What is the interface between Human Resources & Payroll? * (Information will be given at the pre-proposal conference) 3.14.84A Ability to recalculate work year and salary decrease via Furlough days 3.14.85 Ability to post to a benefits’ eligibility upload with various providers (4). Are there other costs involved? 3.14.86 Payroll Register Master (PRM) * (Information will be given at the pre-proposal conference) 3.14.87R RTI Recreation Time Input * (Information will be given at the pre-proposal conference) 3.14.88 SUB IMP - Substitution Input * (Information will be given at the pre-proposal conference) 3.14.89 Employee Absence Tracking (Information will be given at the pre-proposal * conference) 3.14.90 Ability to give a grand total of all salary elements designated as composing the total salary 3.14.91 Ability to calculate retroactive increase/decrease and post to payroll Page 56 of 93
  • 57. End Human Resources & Payroll Requirements Page 57 of 93
  • 58. 4.0 IMPLEMENTATION PLAN Please respond to the below technical questions regarding the implementation process of your software. 4.1 INSTALLATION PLAN The proposer must submit a project installation plan. The plan must provide a description of the system, its design, and the data conversion and implementation timelines. The plan should be as detailed as possible based upon the information in this RFP and past experiences with other customers. Anticipated implementation schedule: Awarded: January or February 2010 Implemented by May 2010 / Required by July 2010 4.2 INTEGRATION PLAN The proposer must submit a project integration / phase-in plan. The plan must include how the vendor will assist the District with integrating and phasing-in the proposed software solution with the entire District’s other software applications as noted in the Background & Current Environment Section of the RFP that will eventually be replaced with the proposed solution. The plan should be as detailed as possible based upon the information the vendor has of our project at this time and past experiences with other customers. A more detailed plan will be developed with the successful Contractor. 4.3 DATA CONVERSION PLAN The proposer must include a data conversion plan. The plan must include how the proposer will assist the District in converting the currently active and electronically archived data files. The plan should be as detailed as possible based upon the information the vendor has of our project at this time and past experiences with other customers. Any costs for data conversion efforts must be included with the proposal and must be identified by module. See Page 12 for current software configuration. 4.4 PROJECT TRAINING A. Recommended Training Plan The proposer will provide a recommended training plan. The training plan must address various levels of training (i.e. from very low-level to very high-level). The training will be of a ‘hands-on’ nature, using live equipment. Training sessions shall be conducted in facilities provided by the District. The District desires to utilize the Contractor for training of each module. The amount of contractor-supplied training required by the District will be determined by what is economically feasible for this project. Describe in detail the training approach, plan, guaranteed training hours, and who (district staff) should be trained. B. Training Schedule (Just in Time Training) The proposal will provide a recommended training schedule. Training may commence as early at thirty (30) days prior to system implementation date (just-in-time training). Page 58 of 93
  • 59. Training of users must be completed by the date of the system cut-over/first phase-in. In addition, trainers must be available after the initial implementation to provide additional assistance for users. Trainers and/or Contractor support personnel must be on-site for the initial runs of major District functions, e.g. accounts payable check runs, month-end close, year- end close, etc. To equip the district and to maintain economic feasibility, the offeror’s training plan must include a proposal to certify district personnel as “Expert” [total knowledge of the entire system] and “Super” users [total knowledge of a module] that can train other district staff as necessary on an on-going basis. The District is open to a “train the trainer” approach. 4.5 EQUIPMENT (HARDWARE) A. Equipment Recommendation Based on District configuration, the proposer will provide a list of all compatible equipment platforms (e.g., hardware, servers, etc.) for the proposed application software. The proposer will also provide a recommended equipment platform for running the proposed application software. The proposer may present a price for providing the necessary equipment to run the proposed software; however, the main purpose of RFP is for School Financial/Human Resources Management application software and not equipment. The District reserves the right to acquire equipment, separately, from another supplier. B. Configuration Recommendations The proposer will provide a list of all configuration options for running the proposed application software. This configuration list must include all operating systems, networking systems and database systems available to operate the proposed software. Additionally, the proposer will provide a recommendation as to the optimum operating, networking and database systems for use with the proposed software. 4.6 ONGOING SERVICE OPTIONS The goal of the District is prompt resolution of problems, not merely prompt response to calls for service. The proposer must include the options and costs for the following types of services: technical support, help-desk support, maintenance and/or software subscription services (upgrades to the application software, such as patches, new release, etc.). In addition, the proposer must make a recommendation, complete with costs for the services, that best fits the District’s needs. The proposer is required to provide two different sets of cost information: A. The service options (e.g., 8 hours, 12 hours, 24 hours coverage per day and/or 5 days versus 7 day coverage, etc.) and costs per option must be included. The proposer will provide this information with the service options that are available. Page 59 of 93
  • 60. B. The cost for the District’s service option that is recommended by the proposer will be included for each module. At a minimum, the District is looking for ongoing support options that are available from 6 am to 6 pm, PST, Monday through Friday, from a center staffed by Contractor personnel with a response time of no more than two hours. In addition, the Contractor should provide technical support services via a website and email. 4.7 CONTRACTOR SUPPLIED PROJECT PERSONNEL The proposer must identify the positions of each person assigned to the project, including the project manager, with a brief summary (resume) of each person’s qualifications. The hourly/daily rate of proposer’s personnel must also be provided. The proposer shall designate one project manager for the contract, who will be the sole point of contact with the District. This includes submitting and coordinating a schedule of installation and conversion activities with the District’s designated project manager. The vendor’s project manager will also provide regular status update reports and attend coordination meetings with the District. Additional vendor contacts may be used only upon agreement between the District and the Contractor. 4.8 DATA DICTIONARY The proposer shall provide sample Data Dictionary formats. 4.9 ACCEPTANCE TESTING A. Module Acceptance Testing: Each module shall be accepted when it is installed in complete conformance to the requirements and specifications in this RFP and operates without defect for a period of 120 days following implementation. B. System-Wide Acceptance Testing: The system, in its entirety (as a whole), will be accepted when it is installed in complete conformance to the requirements and specifications and operates without defect for a period of 120 days. The system- wide acceptance test will begin after the last module has completed a successful acceptance test. 4.10SYSTEM DOCUMENTATION Each proposer must include system documentation of the applications software being proposed. This documentation will assist the District in determining the vendor’s technical compliance with the RFP. This documentation may include technical descriptions, systems designs, diagrams, feature information, brochures and other information the vendor wishes to include. E n d I m p l e m e n t a t i o n P l a n Page 60 of 93
  • 61. 5.0 PRICE SCHEDULE FORMS SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT PROPOSAL FORMAT Instructions: Proposer will use this pricing worksheet to show ALL costs associated with EACH module in Section III. In addition to cost information, any and all discounts will be shown on this pricing worksheet. If there is no cost associated with a worksheet cost category, the proposer will insert the word “Included” in the appropriate space provided. If additional pricing worksheet lines are required for costs and/or discounts, the proposer may insert additional rows within the table marking each inserted row as “ADDED”. If a proposer does not have a module available, the proposer will insert “Module Not Available” after the module name at the top of the form. The proposer will total/sum (add up) all rows and columns. Please make additional copies for each module. Completed Module by: : Company Date: Name: Cost Year Year Year Year Year Total Items 1 2 3 4 5 (Years 1 thru 5) Hardware (if any) $ $ $ $ $ $ Software $ $ $ $ $ $ Software $ $ $ $ $ $ Customizations (if any) Installation Services $ $ $ $ $ $ Integration Services $ $ $ $ $ $ Data Conversion $ $ $ $ $ $ Services Training Services $ $ $ $ $ $ Other Services Costs $ $ $ $ $ $ (please list) Page 61 of 93
  • 62. Cost Year Year Year Year Year Total Items 1 2 3 4 5 (Years 1 thru 5) Maintenance and Support: $ $ $ $ $ $ Initial $ $ $ $ $ $ Annual Licensing Cost: Initial $ $ $ $ $ $ Annual $ $ $ $ $ $ Software Subscription Costs: $ $ $ $ $ $ Initial $ $ $ $ $ $ Annual Other Costs (please $ $ $ $ $ $ list) Other Costs (please $ $ $ $ $ $ list) Sub-Total $ $ $ $ $ $ Less: $ $ $ $ $ $ Educational Discount Less: $ $ $ $ $ $ Other Discounts (please list) Grand Total $ $ $ $ $ $ ---------- End of Price Schedule Worksheet ---------- Page 62 of 93
  • 63. SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT SECTION III – RFP #09-22 PROPOSAL FORMAT Instructions: Proposer will use this Summary Pricing Worksheet to show the summary of all costs for this proposal; the yearly totals for each cost item on each Module Pricing Sheet summed on this worksheet. The purpose of this worksheet is to obtain a combined (of all modules) yearly total for each Cost Item on the Module Pricing Sheet. The proposer will total/sum (add up) all rows and columns. Completed by: Module : Company Name: Date: Summary Cost Worksheet for ALL Modules Cost Total Total Total Total Total Grand Total Items for for for for for (Years 1 Year 1 Year 2 Year 3 Year 4 Year 5 thru 5) Hardware (if any) $ $ $ $ $ $ Software $ $ $ $ $ $ Software $ $ $ $ $ $ Customizations (if any) Installation Services $ $ $ $ $ $ Integration Services $ $ $ $ $ $ Data Conversion $ $ $ $ $ $ Services Training Services $ $ $ $ $ $ Other Services Costs $ $ $ $ $ $ (please list) Maintenance and $ $ $ $ $ $ Support: Licensing Cost: $ $ $ $ $ $ Page 63 of 93
  • 64. Cost Total Total Total Total Total Grand Total Items for for for for for (Years 1 Year 1 Year 2 Year 3 Year 4 Year 5 thru 5) Software Subscription $ $ $ $ $ $ Costs: Other Costs (please $ $ $ $ $ $ list) Other Costs (please $ $ $ $ $ $ list) Sub-Total $ $ $ $ $ $ Less: $ $ $ $ $ $ Educational Discount Less: $ $ $ $ $ $ Pre-Payment Discounts Less: $ $ $ $ $ $ Other Discounts (please list) Summary Grand $ $ $ $ $ $ Total Rate of Sales Tax: ________________________ ---------- End of Price Schedule Summary ---------- a.What kind of commitment or fixed cost guarantee can your company offer? b.Will your company commit to firm pricing for maintenance and equipment up to three years? c.Will your company provide a not-to-exceed escalation rate for your proposal pricing? 6.0COMPREHENSION OF THE SCOPE OF WORK Please write a short summary, no more than one (1) page, of the company’s understanding of the work to be performed. 7.0SUPPORTING DOCUMENTATION Place all supporting documentation in this section. E N D O F S E C T I O N I I I Page 64 of 93
  • 65. SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT SECTION IV – RFP #09-22 EVALUATION CRITERIA A duly appointed Selection Committee shall rank the proposals and make recommendation to the Board of Education for award of the contract. Determinations will be based on the following considerations: 1.Phase One (1): The Initial Inspection - The committee will evaluate each offer received for responsive to the proposal specifications. Proposals that adhere to the format and are deemed as reasonably being accepted, best meeting the Software Specification Requirements, will continue to Phase Two (2). 2.Phase Two (2): Software Demonstration – Offers meeting the requirements of Phase one (1) will be invited to demonstrate the proposed software product. The District will contact each Offeror to schedule an appointment. The District desires “hands-on” demonstrations. 3.Phase Three (3): Proposal Evaluations – The duly appointed committee will evaluate each offer according to the below criteria: Weight Factors % A. Overall Quality of Product 50 Match with Functional Requirements % Ease of Use Product Flexibility Demonstration B. Company Capacity 20 Support and Maintenance % Training Capacity References by similar users Experience Reputation RFP Compliance C. Total District five-year (5) cost 15 % D. Technical Environment Compatibility 10 % E. Comprehension of Scope of Work 5% Total 100 % 4.Phase Four (4): Software Selection - The award, if any, of the contract shall be made by the Board of Education of the Saddleback Valley Unified School District to the responsible Offeror whose proposal is determined, upon recommendation of the evaluation committee, to be in the best interest of the District taking into consideration price and the evaluation factors set forth in the Request For Proposal (Instructions to Offerors, Item 8). 5.CONTACT: Michael Morrison, Director, Technology Services 949.580.3309 Page 65 of 93
  • 66. E N D O F S E C T I O N I V Page 66 of 93
  • 67. SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT SECTION V – RFP #09-22 GENERAL TERMS & CONDITIONS ACCEPTANCE TESTING FOR SOFTWARE, SERVICES, EQUIPMENT AND FEATURES. Acceptance testing (performance period) is intended to ensure that the software, services, equipment and features acquired operate in substantial accord with the Contractor's technical specifications, is adequate to perform as warranted by Contractor's response to the requirements of the District's solicitation document, and evidences a satisfactory level of performance reliability, prior to its acceptance by the District. Acceptance testing is required for all newly purchased and installed software, services, equipment and features. Unless waived in writing by the District, such testing is required prior to the acceptance of replacement and/or substitute software, services, equipment and features. The Contractor shall certify in writing to the District, or the District’s designee, when the software, services, equipment and features are installed and ready for use, at which time operational control becomes the responsibility of the District. Acceptance testing shall commence on the first District workday following implementation, and shall end when the software, services, equipment and features have met the standards of performance (performance criteria) as provided in this RFP for a period of one hundred twenty (120) consecutive days. In the event the software, services, equipment and features do not meet the standards of performance during the one hundred twenty (120) consecutive days, the acceptance tests may continue at the District’s sole discretion on a day-to-day basis until the standards of performance are met for one hundred twenty (120) consecutive days. If the software, services, equipment and features do not meet the standards of performance within one hundred twenty (120) consecutive days after the start of the acceptance testing, the District will have the following options and seek relief as provided by in this Section per paragraph heading “Rights and Remedies of School District for Default:” 1.Require replacement software, services, equipment and features. 2.Extend the acceptance testing. 3.Terminate the order (or portions thereof). 4.Terminate the contract. Software, services, equipment and features will not be accepted by the District until acceptance tests have been satisfactorily completed. Immediately upon successful completion of the acceptance tests, the District will notify the Contractor in writing of acceptance of the software, services, equipment and features and authorize appropriate payment as per the payment schedule. The District will maintain adequate daily records to satisfy the requirements of acceptance testing. Increments of time shall be measured in hour and whole minutes. ASSIGNMENT OF RIGHTS OR OBLIGATIONS. Except as noted hereunder, Successful Proposer may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of the District. Page 67 of 93
  • 68. ANTI-DISCRIMINATION. It is the policy of the District that in connection with all work performed under contracts, there be no discrimination against any prospective or active employee engaged in the work because of race, color, ancestry, national origin, religious creed, sex, age, marital status, physical disability, mental disability, or medical condition. The Contractor/Vendor agrees to comply with applicable Federal and California laws including, but not limited to, the California Fair Employment and Housing Act, beginning with Government Code, §12900, and Labor Code, §1735 and the American with Disabilities Act, 42 USC and 12101 et. Seq. CANCELLATION FOR INSUFFICIENT OR NON-APPROPRIATED FUNDS. The Proposer hereby agrees and acknowledges that monies utilized by the District to purchase is public money appropriated by the State of California or acquired by the District from similar public sources and is subject to variation. The District fully reserves the right to cancel this Proposal at any time and/ or modify service due to non-availability or non-appropriation of sufficient funds. CHANGES IN SOFTWARE, SERVICES, EQUIPMENT AND FEATURES. The District reserves the right to purchase additional items from the Contractor’s submission to the Request for Proposal within three years after award at the prices identified in the vendor’s Proposal Structure Pricing Worksheets for the same or similar software, services, equipment and features. Prices offered shall be firm through the extended period. Any decrease in price by the Contractor as published list and that are offered to other public agencies will be passed through in total, dollar for dollar, on the effective date of such decrease. CHANGE IN STATUS. In the event of substantive change in the legal status, organizational structure, or fiscal reporting responsibility of the Contractor, Contractor agrees to notify Jeff Starr, Director of Business Services of the change. The Contractor shall provide notice as soon as practicable, but no later than thirty (30) days after such a change takes effect. COMPLIANCE OR DEVIATION TO SPECIFICATIONS. Proposer hereby agrees that the material, equipment or service offered will meet all the requirements of the specifications in this solicitation unless deviations from them are clearly indicated in the Proposer’s response. Proposer may submit an attachment entitled “Exceptions to Specifications,” which must be signed by Proposer’s authorized representative. An explanation must be made for each item in which an exception is taken, giving in detail the extent of the exception & the reason for which it is taken. Proposals failing to comply with this requirement will be considered non-responsive. Submittal of brochure or other manufacturer literature is desirable but will not be a substitution for this requirement. CONSEQUENTIAL DAMAGES. In no event will either the Contractor or the District be liable for consequential damages even if notification has been given as to the possibility of such damages. CONTRACT APPROVAL. The District is not obligated to perform until a notification of contract award and /or a Purchase Order or Agreement is issued / executed to the offeror. The contract is effective from the date of issuance of the Purchase Order and/or Agreement. The District shall not be responsible for work done, even in good faith, prior to approval of the Contract. CONTRACT INCORPORATION. This Request for Proposal is hereby incorporated in any resulting contract between the District and the Contractor. The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or Page 68 of 93
  • 69. nature not set forth herein. No changes, amendments, or modifications of any of the terms or conditions of the contract shall be valid unless reduced to writing and signed by both parties. The complete contract shall include the entire contents of the RFP solicitation, all addenda, all of Proposer’s successful submittal, supplemental agreements, general contract, performance bond(s) if required, and any and all written agreements which alter, amend or extend the contract. CONTRACTOR COMMITMENTS. Any written commitment by the Contractor within its proposal in response to RFP #09-22 will be binding upon the Contractor. Failure of the Contractor to fulfill any such commitment will render the Contractor liable for liquidated or other damages due to the District. Such commitments include but are not limited to: A. Any warranty or representation made by the Offeror in the RFP or proposal as to software and service performance, service availability or up-time, or other physical design or functioning characteristics of a service. B. Any warranty or representation made by the Contractor concerning the characteristics of the items listed in RFP#1241 made in any publication, drawings, or specifications accompanying or referred to in the RFP or proposal which pertains to the responsiveness of the RFP or proposal to the solicitation document. CONTRACTOR DISCIPLINE. The Contractor shall enforce strict discipline and good order among the Contractor’s employees and other persons carrying out any of the work under this Contract. The Contractor will not permit employment of unfit persons or persons not skilled in tasks assigned to them under this Contract. At the District’s discretion, fingerprinting may be required all contractor’s employees that may come in contact with the K-8 student population. Any failure by Contractor to comply with this section may be grounds for the District’s immediate termination of the contract, at the District’s sole discretion. COMPLIANCE WITH GOVERNMENT CODE. Proposers shall strictly observe the requirements of Government Code §1090 and 1091 in offering upon this requirement. DELIVERY OF PRODUCTS. All software, services, equipment, and features must be delivered to Saddleback Valley Unified School District, Information Technology Department. FAILURE TO FULFILL CONTRACT. When any contractor or vendor shall fail to deliver any article or service or shall deliver any article or service which does not conform to the specifications, the District may, at its sole discretion, annul and set aside the contract entered into with said vendor or contractor, either in whole or in part, and make and enter into a new contract for the same items or service in such manner as seems to the Board of Education to be to the best advantage of the Saddleback Valley Unified School District. Any failure for furnishing such articles or services by reason of the failure of the vendor, or contractor, as above stated, shall be a liability against such vendor and his sureties. The Board of Education reserves the right to cancel any articles or services which the successful bidder may be unable to furnish because of economic conditions, governmental regulations or other similar causes beyond the control of the bidder provided satisfactory proof is furnished to the Board or Education, if requested. FORCE MAJEURE. If execution of this contract shall be delayed or suspended & if such failure arises out of causes beyond the control of & without fault or negligence of the Proposer, the Proposer shall notify the District, in writing, within twenty-four (24) hours, after the delay. Such causes may include but are not limited to acts of God, war, acts of a public enemy, & acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes & Page 69 of 93
  • 70. unusually severe weather. FORMATION OF CONTRACT. Offerors signed Proposal and the District’s written acceptance shall constitute a binding contract. GOVERNING LAW. This contract shall be in accordance with the laws of the state of California. The parties stipulate that this contract was entered into in the county of Orange, in the state of California. The parties further stipulate that the county of Orange, California, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from. GRATUITIES. The District may, by written notice to the Contractor, cancel this contract if it is found that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Contractor or any agent or representative of the Contractor, to any officer or employee of the District amending, or the making of any determinations with respect to the performing of such contract. In the event the District pursuant to this provision cancels this contract, the District shall be entitled, in addition to any other rights and remedies, to recover or withhold from the Contractor the amount of the gratuity. HOLD HARMLESS. The Proposer shall save, defend, hold harmless and indemnify the District against any and all liability, claim, and costs of whatsoever kind and nature for injury to or death of any person and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations, or performance under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of vendor, and subcontractor, or any employee, agent, or representative of vendor and/or subcontractor. IMPLEMENTATION DATES. Software, Services, Equipment (if any) and Features: A. As per item B of this section, the Contractor will install and provide all software, services, equipment and features listed in this RFP certified ready for use on the Implementation Dates specified in Section III, Proposal Format, 4.0 Implementation Plan. B. Implementation dates may be changed by mutual consent of the Contractor and the District; however, consent of the Contractor is not required if, at least 20 days prior to the Implementation Date, the District defers the implementation of any service. If such event occurs, a new Implementation Date will be established by the District. C. The District will provide the Contractor access to the site(s) for the purpose of installing and providing the software, services, equipment and features on the day(s) of installation. D. The Contractor will determine that the software, services, equipment and features are ready for use. The Contractor will then certify in writing to the District that the software, services, equipment and features are implemented and ready to be turned over to the operational control of the District. The Contractor will also provide to the District appropriate documentation to support the above certification, at which time the District will accept control of the software, services, equipment and features for the purpose of validating the implementation and performance. E. Notwithstanding certification by the Contractor that the software, services, equipment and features have been implemented, and are ready for use, the software, services, Page 70 of 93
  • 71. equipment and features will not be deemed implemented within the terms of this Contract until such implementation is confirmed by the District. If the software, services, equipment and features fail to successfully pass the acceptance test, the Contractor shall be notified by phone immediately of the failure, with written confirmation to be provided in not more than five (5) working days. Control of the software, services, equipment and features shall immediately be given to the Contractor. The software, services, equipment, and features shall not be deemed acceptable until the Contractor recertifies such implementation and the above described testing is successfully completed. F. In the event the Contractor fails to provide the software, services, equipment and features by the Implementation Date, liquidated damages as prescribed in “Liquidated Damages.” INDEPENDENT CONTRACTOR. It is clearly understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint venturer, or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose whatsoever. Vendor/Contractor shall not be entitled to compensation in the form of salaries, or to paid vacation or sick days by the District, and that such days do not accumulate for the use of it at a later date. The District will not provide any insurance coverage to Vendor/Contractor, including Workmen's Compensation coverage. The Contractor is advised that taxes or social security payments shall not be withheld from a District’s payment issued hereunder and that Vendor/Contractor should make arrangements to directly pay such expenses, if any. INSURANCE: The Vendor/Contractor agrees to: A. Obtain insurance coverage of the types and amount required in this section and keeps such insurance coverage in force throughout the life of this contract. All policies will contain an official endorsement providing that written notice be given to the District at least ten (10) calendar days prior to termination, cancellation, or reduction in coverage in any policy. B. The Commercial General Liability Insurance policy shall include the District as an additional insured with respect to liability arising out of the performance of this contract. The Vendor/Contractor agrees that the insurance hereunder will be primary and that any insurance carried by the District will be excess and not contributing. The official endorsement must be provided by the issuing insurance company naming the District as an additional insured. The ACCORD page is not sufficient. See attached G for insurance requirement limits. LIQUIDATED DAMAGES: A. General: The start of installation and implementation of software, services, equipment and features as set forth in Section I; will be fixed so that utilization of the software, services, equipment and features are consistent with the timing schedules of the District's programs. If any of the software, services, equipment or features are not installed and implemented and fully functioning within the times specified, interfere with the proper implementation of the District’s programs, the vendor/contractor is responsible for five hundred dollars Page 71 of 93
  • 72. ($500.00) each day and the District and the Contractor agree that in the event of any such delay, the Contractor will pay such amounts as liquidated damages and not as a penalty. Amounts due the District as liquidated damages may be deducted by the District from any money payable to the Contractor. The District shall notify the Contractor in writing of any claim for liquidated damages pursuant to this paragraph on or before the date the District deducts such sums from money payable to the Contractor. B. Implementation Delays Caused by the Contractor: 1. If the Contractor does not install the software, services, equipment and features included in this Contract (or suitable substitutes pre-authorized as acceptable to the District), ready for use on or before the Implementation Date(s) set forth, the Contractor shall be liable for fixed liquidated damages as specified. Such liquidated damages shall be in lieu of all other damages for such non-installation. Liquidated damages shall accrue for each calendar day between the Implementation Dates specified in and the date the software, services, equipment and features are certified ready for use. 2. If the implementation of software, services, equipment and features are delayed more than fifteen (15) calendar days, then by written notice to the Contractor, the District may terminate the right of the Contractor to install and may obtain substitute software, services, equipment and features in accordance with the provision per the “Rights and Remedies of School District for Default”. In this event, the Contractor shall be liable for liquidated damages, in the amounts specified until substitute software, services, equipment and features are installed, ready for use, or thirty (30) days from the Implementation Date, whichever occurs first. NON-RESPONSE. Non-response to a Request for Proposal may automatically remove your company from the District's supplier mailing list. If you are not proposing and want to continue to receive solicitations, return the RFP and write “No Offer”. NON-COLLUSION AFFIDAVIT. Offerors on all public proposals are required to submit an Affidavit of Non-collusion with their submittal. This Affidavit is made part of the proposal form of the RFP package and must be signed and dated under penalty of perjury. PAYMENTS. The District will not make payments in advance or in anticipation of software, services, equipment, features or supplies to be delivered under this Contract. All payments to the Contractor are conditioned upon (1) Contractor’s submission of a properly executed and supported voucher for payment, including such supporting documentation of performance and supporting documentation of costs incurred or paid, or both as is otherwise provided for in the body of this Contract, and (2) acceptance and certification by the District’s Superintendent or designee of satisfactory performance by the Contractor. Except as otherwise provided in this Contract, (1) all acceptable vouchers for payment due to the Contractor shall be paid within thirty (30) calendar days of their submission by the Contractor, and (2) all expenses necessary to the Contractor’s performance of this Contract shall be borne in full by the Contractor. Page 72 of 93
  • 73. RETAINAGE. The Saddleback Valley Unified School District will from each payment ten percent (10%) of the total due for each deliverable as retainage. The retainage, in the discretion of the Department, may be applied against any damages incurred by the District as a result of the performance of work by the provider under this Request for Proposal and any agreement resulting from such. Any retainage hold the District will be paid to the provide 30 days after satisfactory completion of the work by the provider. Payments are subject to the provider’s compliance with all items set forth in this Request for Proposal and any resulting Agreement and are subject to the availability of funds. The District will process approved invoices with 30 days. PURCHASE PRICES AND PAYMENT SCHEDULES: A.Purchase prices for all software, all services, all equipment and all features under this contract shall be shown in the Proposal Structure. Pricing shall include sales taxes as applicable. B.The consideration to be paid the Contractor shall be in compensation for all of the Contractor's work and expenses incurred in the performance hereof, including travel and per diem, unless otherwise expressly provided. C. For purposes of calculating the payment schedule, the District and Contractor will mutually agree on module pricing. The District will make payment to the Contractor per Module as follows: 40% upon delivery and installation, 30% upon implementation, 20% after the one hundred twenty (120) day acceptance testing period is successfully completed. The remaining 10% will be held as a system integrity assurance. The remaining 10%, accumulated for all modules, will be paid following the successful completion of the one hundred twenty (120) day system-wide acceptance test. The purpose of the 10% retainage is to ensure that ALL modules function together properly as a whole and in a system-wide manner while meeting the functional requirements of this contract (See RETAINAGE section). RECORDS, DOCUMENTATION AND REPORTS. The Contractor shall maintain complete financial records relating to this Contract and complete records documenting the services rendered under this Contract, including all books, records, documents, magnetic media, receipts, invoices, and all other evidence of accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Contract. These records shall be subject at all reasonable times to inspection, review, or audit by personnel duly authorized by the District’s Superintendent and state and federal officials so authorized by law, rule, regulation or agreement. The Contractor will retain all books, records, documents, and other materials relevant to this Contract for seven (7) years after the date of final payment by the District’s Superintendent or designee, and make them available for inspection by persons authorized under this provision. If any litigation, claim or audit is started before the expiration of the seven (7) year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. RESERVATION OF RIGHTS. The District reserves the right to reject any or all proposals and to waive any irregularities in a submittal. No offeror may withdraw his/her bid for a period of ninety- (90) days after the time set for the opening thereof. RIGHT OF INSPECTION. The Contractor shall provide right of access to its facilities to the District’s Superintendent or designees at all reasonable times, in order to monitor and evaluate Page 73 of 93
  • 74. performance, compliance, and/or quality assurance under this Contract on behalf of the District. All inspections and evaluations shall be performed in such a manner that will not unduly interfere with the Contractor’s business or work hereunder. RIGHTS AND REMEDIES OF SCHOOL DISTRICT FOR DEFAULT: A.In the event any software, services, equipment and features furnished by the Contractor in the performance of this contract should fail to conform to the specifications for them, the District may reject the same, and it shall be the Contractor’s responsibility to reclaim and remove the same promptly, without expense to the District, and to immediately replace all such rejected software, services, equipment and features with others conforming to such specifications; provided that should the Contractor fail, neglect or refuse to do so, the District will have the right to purchase in the open market, in lieu thereof, a corresponding quantity of any such software, services, equipment and features and to deduct from any moneys due or that may thereafter become due to the Contractor the difference between the price named in this contract and the actual cost thereof to the District. B.In the event the Contractor fails to make prompt delivery as specified of any service, the District will have the right to purchase in the open market and to reimbursement as set forth in “A” the above will apply, except as otherwise provided in Paragraph "Force Majeure". C.In the event of the cancellation of this contract either in whole or in part, by reason of the default or breach thereof by the Contractor, any loss or damage sustained by the District in procuring any software, services, equipment and features, which the Contractor agreed to supply, will be borne and paid for by the Contractor. D.The rights and remedies of the District provided above will not be exclusive and are in addition to any other rights and remedies provided by law or the contract. RISK OF LOSS OR DAMAGE. The District will be relieved from all risks of loss or damage to the software, services, equipment and features under this contract prior to installation except when such loss or damage is the fault or due to the negligence of the District. SAFETY. Proposer agrees to comply with the provisions of the Occupational Safety and Health Act of 1970 (or latest revision), the State of California Safety Orders, and regulations issued there under, and certifies that all items furnished under this bid will conform and comply with the indemnity and hold harmless clause for all damages assessed against buyer as a result of suppliers’ failure to comply with the Act and standards issued there under and for the failure of the items furnished under this order to so comply. SEVERABILITY. If any provisions or portion of any provision, of this contract are held invalid, illegal or unenforceable, they shall be severed from the contract and the remaining provisions will be valid and enforceable. SITE PREPARATION: A.Contractor will provide site preparation specifications if necessary for the software, services, equipment & features delivered to the District as proposed in the Contractor’s response. These Page 74 of 93
  • 75. specifications will be in such detail as to ensure that the software, services, equipment & features, if installed according to these specifications, will operate properly, from an environmental and functional point of view. B.The District will cause the site to be prepared in accordance with the Contractor's written minimum site and environmental specifications, unless the Contractor has agreed to be responsible for such site preparation within its proposal. C.Any subsequent alterations or modifications to the site which are directly attributable to incomplete or erroneous specifications provided by the Contractor and which involve additional expense will be made at the expense of the Contractor. D.If any such site alterations as discussed in Paragraph D the above cause a delay in the installation, the provisions of Paragraph “Liquidated Damages,” will apply. TERMINATION FOR CONVENIENCE. Except as otherwise provided in this Contract, the District’s Superintendent or designee may, by one hundred twenty (120) days written notice, beginning on the second day after the mailing, terminate this Contract in whole or in part. The notice will specify the date of termination and shall be conclusively deemed to have been delivered to and received by the Contractor as of midnight the second day of mailing in the absence of proof of actual delivery to and receipt by the Contractor. If this Contract is so terminated, the District will be liable only for payment required under the terms of the Contract for services rendered or goods delivered prior to the effective date of termination. TERMINATION FOR DEFAULT. The District may terminate this Contract for default, in whole or in part, by written notice to the Contractor if the District’s Superintendent or designee has a reasonable basis to believe that the Contractor has: A.Failed to meet or maintain any requirements for Contracting with the District; B.Failed to ensure the health or safety of any client for whom services are being provided under this Contract; C.Failed to perform under, or otherwise breached, any term or condition of this Contract; and/or D.Violated any applicable law or regulation. In such event, the Contractor will be liable for damages as authorized by law including, but not limited to, any cost difference between the original Contract and the replacement Contract, e.g., cost of the competitive bidding, mailing, advertising and staff time; provided that if (i) it is determined for any reason the Contractor was not in default, or (ii) the Contractor’s failure to perform is without Contractor’s and/or subcontractor’s control, fault or negligence, then the termination shall be deemed a “Termination for Convenience” as defined Paragraph. TERMINATION DUE TO FUNDING LIMITATIONS. In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way after the effective date of this Contract and prior to normal completion, the District’s Superintendent or designee may, without advance notice and without liability for damages, terminate the Contract under any such new funding limitations and conditions. Page 75 of 93
  • 76. TERMINATION PROCEDURE: Upon termination of this Contract, the District’s Superintendent or designee, in addition to other rights provided in this Contract, may require the Contractor to deliver to the District any property, including, but not limited to records, specifically produced or acquired for the performance of such part of this agreement as has been terminated. The District will pay to the Contractor the agreed upon price, if separately stated, for completed work and services accepted by the District and the amount agreed upon for (a) completed work and services for which no separate price is stated, (b) partially completed work and services, (c) other property or services which are accepted by the District, and (d) the protection and preservation of the property, unless the termination is for default, in which case the District will determine the extent of the liability. The District may withhold from any amounts due to the Contractor such sum as the District’s Superintendent or designee determines necessary to protect the District against potential loss or liability. The rights and remedies of the District provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law under this Contract. After receipt of a notice of termination, and except as otherwise directed by the District, the Contractor shall: A.Stop work under this Contract on the date and to the extent specified, in the notice; B.Place no further orders or subcontracts for materials, services or facilities except as may be necessary for completion of such portion of the work under the Contract that is not terminated; C.Assign to the District, in the manner, at the times, and to the extent directed by the District, all rights, title, and interest of the Contractor under the orders and subcontracts in which case the District has the right, at its discretion, to settle or pay any or all claims arising out of the termination of such orders and subcontracts; D.Settle all outstanding liabilities and all claims arising out of such termination of orders and subcontracts, with the approval or ratification of the District to the extent the District may require, which approval or ratification shall be final for all the purpose of this clause; E.Complete performance on such part of the work not terminated by the District; and F.Take such action as may be necessary, or as the District may direct, for the protection and preservation of the property related to this Contract that is in the possession of the Contractor and in which the District has or may acquire an interest. ADDITIONAL TERMS & CONDITIONS. Upon award of said proposal, additional terms and conditions shall apply as applicable to the binding and execution of contractual agreement. E N D O F S E C T I O N V Page 76 of 93
  • 77. SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT SECTION VI – RFP #09-22 ATTACHMENTS Page 77 of 93
  • 78. ATTACHMENT A CONTRACTOR'S CERTIFICATE REGARDING WORKERS' COMPENSATION Labor Code Section 3700. "Every employer except the State shall secure the payment of compensation one or more of the following ways: a)By being insured against liability to pay compensation in one or more insurers duly authorized to write compensation insurance in this State. b)By securing from the Director of Industrial Relations a certificate of consent to self-insure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his employees? i I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of this contract. Name Title Signature Date (In accordance with Article 5 [commencing at Section 1860], Chapter 1, Part 7, Division 2 of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this contract.) Page 78 of 93
  • 79. ATTACHMENT B In accordance with California Public Contract Code §7106, the following Affidavit must be executed by Offeror, notarized, and submitted with proposal. Non-Collusion Affidavit To Be Executed By Offeror and Submitted With Proposal State of California ) ) ss County of Orange ) _____________________________________(Offeror's Name), being first duly sworn, deposes and says that he or she is (Owner) of ____________________________(Contractor Name) the party making the foregoing proposal that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; 1.that the proposal is genuine and not collusive or sham; 2.that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Offeror or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the Offeror has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Offeror or any other Offeror, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other Offeror, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; 3.that all statements contained in the proposal are true; and further, that the Offeror has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal." I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct. (Date) (Signed at (Place) Offeror Name Authorized Representative (Person, Firm, Corp.) Address Representative's Name District, State, Zip Representative's Title Page 79 of 93
  • 80. DRUG-FREE WORKPLACE CERTIFICATION (FORM MUST BE SUBMITTED WITH THE BID) This Drug-Free Workplace Certification is required pursuant to Government Code Sections 8350 et seq., the Drug-Free Workplace Act of 1990. The Drug-Free Workplace Act of 1990 requires that every person or organization awarded a contract for the procurement of any property or services from any State agency must certify that it will provide a drug-free workplace by doing certain specified acts. In addition, the Act provides that each contract awarded by a State agency may be subject to suspension of payments or termination of the contract and the contractor may be subject to debarment from future contracting, if the state agency determines that specified acts have occurred. Pursuant to Government Code Section 8355, every person or organization awarded a contract from a State agency shall certify that it will provide a drug-free workplace by doing all of the following: a) publishing a statement notifying employees that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in the person's or organization's workplace and specifying actions which will be taken against employees for violations of the prohibition; b) establishing a drug-free awareness program to inform employees about all of the following: 1) the dangers of drug abuse in the workplace; 2) the person’s or organization's policy of maintaining a drug-free workplace; 3) the availability of drug counseling, rehabilitation and employee-assistance programs; 4) the penalties that may be imposed upon employees for drug abuse violations; c) requiring that each employee engaged in the performance of the contract be given a copy of the statement required by subdivision (a) and that, as a condition of employment on the contract, the employee agrees to abide by the terms of the statement. I, the undersigned, agree to fulfill the terms and requirements of Government Code Section 8355 listed above and will publish a statement notifying employees concerning (a) the prohibition of controlled substance at the workplace, (b) establishing a drug-free awareness program, and (c) requiring that each employee engaged in the performance of the contract be given a copy of the statement required by Section 8355(a) and requiring that the employee agree to abide by the terms of that statement. I also understand that if the DISTRICT determines that I have either (a) made a false certification herein, or (b) violated this certification by failing to carry out the requirements of Section 8355, that the contract awarded herein is subject to suspension of payments, termination, or both. I further understand that, should I violate the terms of the Drug-Free workplace Act of 1990, I may be subject to debarment in accordance with the requirements of Section 8350 et seq. Page 80 of 93
  • 81. I acknowledge that I am aware of the provisions of Government Code Section 8350 et seq. and hereby certify that I will adhere to the requirements of the Drug-Free Workplace Act of 1990. ____________________________________ NAME OF CONTRACTOR ____________________________________ Signature ____________________________________ Print Name ____________________________________ Title ____________________________________ Date Page 81 of 93
  • 82. CONTRACTOR’S CERTIFICATE REGARDING ALCOHOLIC BEVERAGE AND TOBACCO-FREE CAMPUS POLICY The CONTRACTOR agrees that it will abide by and implement the DISTRICT’S Alcoholic Beverage and Tobacco-Free Campus Policy, which prohibits the use of alcoholic beverages and tobacco products, at any time, on DISTRICT owned or leased buildings, on DISTRICT property and in DISTRICT vehicles. CONTRACTOR NAME: ________________________________________________ Signed by: ________________________________________________ Date: ________________________________________________ Page 82 of 93
  • 83. DESIGNATION OF SUBCONTRACTORS (FORM MUST BE SUBMITTED WITH THE BID) In compliance with the Subletting and Subcontracting Fair Practices Act (Public Contract Code Section 4100 et. seq.) and any amendments thereof, each bidder shall set forth below: (a) the name and the location of the place of business of each subcontractor who will perform work or labor or render service to the bidder (prime Contractor) in or about the construction of the work or improvement to be performed under this contract or a subcontractor licensed by the State of California who, under subcontract to the bidder (prime contractor), specially fabricates and installs a portion of the work or improvement according to detailed drawings contained in the plans and specifications in an amount in excess of one-half of one percent of the bidder's (prime contractor's) total bid and (b) the portion of the work which will be done by each subcontractor. The bidder (prime contractor) shall list only one subcontractor for each such portion as is defined by the bidder (prime contractor) in this bid. If a bidder (prime contractor) fails to specify a subcontractor or if a bidder (prime contractor) specifies more than one subcontractor for the same portion of work to be performed under the contract in excess of one-half of one percent of the bidder's (prime contractor's) total bid, bidder shall be deemed to have agreed that bidder is fully qualified to perform that portion, and that bidder alone shall perform that portion. No bidder (prime contractor) whose bid is accepted shall (a) substitute any subcontractor, (b) permit any subcontractor to be voluntarily assigned or transferred or allow work to be performed by anyone other than the original subcontractor listed in the original bid, or (c) sublet or subcontract any portion of the work in excess of one-half of one percent of the bidder's (prime contractor's) total bid to which the original bid did not designate a subcontractor, except as authorized in the Subletting and Subcontracting Fair Practices Act. Subletting or subcontracting of any portion of the work in excess of one-half of one percent of the bidder’s (prime contractor’s) total bid as to which no subcontractor was designated in the original bid shall only be permitted in cases of public emergency or necessity, only after a finding reduced to writing as a public record of the District awarding this contract setting forth the facts constituting the emergency or necessity. Note: If alternate bids are called for and bidder intends to use different or additional subcontractors on the alternates, a separate list of subcontractors must be provided for each alternate. Identify additional list of subcontractors by Alternate Bid No. (Form enclosed) Type of trade and Name & License # COMPLETE Address Portion of work License Exp. Date and Telephone # ___________________ ______________________ _______________________ ___________________ ______________________ _______________________ ___________________ ______________________ ________________________ ___________________ ______________________ ________________________ ___________________ ______________________ ________________________ Page 83 of 93
  • 84. Dated ___________________ (Name of Bidder) By: (Signature of Bidder) Print Name: Address: Telephone: Page 84 of 93
  • 85. INFORMATION REQUIRED OF BIDDER General Information The Bidder shall furnish all the following information accurately and completely. Failure to comply with this requirement will render the bid informal and may cause its rejection. Additional sheets may be attached if necessary. "You" or "your" as used herein refers to the bidder's firm and any of its owners, officers, directors, shareholders, parties or principals. District has discretion to request additional information. (1) Firm name: (2) Address: (3) Telephone: (4) Type of firm: (check one) Individual________ Partnership________ Corporation________ (5) Names and titles of all officers of the firm: ___________________________________ ______________________________ ___________________________________ ______________________________ ___________________________________ ______________________________ (6) Has your firm or any of its principals defaulted so as to cause a loss to a surety? _____ If the answer is “Yes”, give dates, name and address of surety and details. (7) Have you been assessed liquidated damages for any project in the past three years? _______ If “Yes”, explain: Page 85 of 93
  • 86. (8) Have you been in litigation on a question relating to your performance on a contract during the past three year?_____ If “Yes”, explain, and provide case name and number: (9) Have you ever failed to complete a contract in the last three years? _____ If so, give owner and details: List of References All references should be in the Los Angeles, Orange, Riverside, San Bernardino or San Diego Counties. The following information should contain persons or entities familiar with the Bidder’s work. Bidders should include school districts, community college districts or other educational institutions familiar with the Bidder’s work, if possible. 1. NAME OF FIRM: FIRM ADDRESS: TELEPHONE: CONTACT PERSON: 2. NAME OF FIRM: FIRM ADDRESS: TELEPHONE: CONTACT PERSON: 3. NAME OF FIRM: FIRM ADDRESS: TELEPHONE: CONTACT PERSON: Page 86 of 93
  • 87. SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT / Technology Services Department / 25631 Peter A Hartman Way / Mission Viejo, CA 92691 Tel: 949,580.3309 Fax: 949-859.3517 VENDOR INFORMATION SHEET Date: Company Name: Street Address: City, State, Zip: Telephone: Fax: E-Mail: Web Page: Year in Business: Salesperson: Federal Tax ID (Attach W-9): Number of Employees: Annual Sales/Revenue: Dun & Bradstreet Rating: Salesperson: Freight Allowance/Terms: FOB (Salesperson: MBE/WBE/DVBE/HUB: Our Account Number: A/R Contact: Remittance Address (if different): Accounting/Purchasing Use Only Initiating Site: Initiating Contact Person: Priority/Vendor Type: A/P - Purchasing Approval Page 87 of 93
  • 88. ATTACHMENT C R E F E R E N C E L I S T The District expressly reserves the right to reject the bid of any Offeror who, upon investigation, has been determined to fail to complete similar contracts in a timely fashion or in a satisfactory manner. Such rejection would, if applicable, be based upon the principle that the Offeror is "non- responsible" and poses a substantial risk of being unable to complete the work in a cost-effective, professional and timely manner. In performing the above-described responsibility determination, the District reserves the right to utilize all possible sources of information in making its determination, including but not limited to: inquiries to regulatory state Boards and agencies; Dun and Bradstreet credit reports, inquiries to companies and public entities for which the contractor has previously performed work, reference checks and examination of all public records. 1) - District or Entity/ADA: Phone #: Email Address: Fax#: Address: Name of Contact & Title: Scope of Work & $ Amount: Year(s) service rendered: 2) - District or Entity/ADA: Phone #: Email Address: Fax#: Address: Name of Contact & Title: Scope of Work & $ Amount: Year(s) service rendered: 3) - District or Entity/ADA: Phone #: Email Address: Fax#: Address: Name of Contact & Title: Scope of Work & $ Amount: Year(s) service rendered: Page 88 of 93
  • 89. ATTACHMENT D Request for Proposal Cover Sheet In Response To: School Financial/Human Resources Management Software System Attention: Saddleback Valley Unified School District Michael Morrison, Director, Technology Services Dept. 25631 Peter A. Hartman Way Mission Viejo, CA 92691 (949) 50-3309 RESPONDING COMPANY: DATE: Proposal Includes (please Company Name: check): Contact Email: Cover Page Cost Table Contact Phone: Options Not State in RFP Address: Additional Information Request CORPORATE SEAL: STATE OF INCORPORATION: Page 89 of 93
  • 90. ATTACHMENT E INSURANCE REQUIREMENTS VENDOR: _____________________________________________________________________ (RFP #09-22) School Financial/Human Resources Management Software System The following coverage noted on the left with an "X" is required (Certificate or Endorsement) with the Combined Single Limits. (CSL) as noted on the right. Comparable split limits may be accepted. MINIMUM COMBINED SINGLE CERTIFICATE/ENDORSEMENT LIMITS / Workers’ Compensation Insured - Statutory Self-Insured - $--------- / Employer's Liability $--------- ( ) Broad Form All States Endorsement ( ) Longshoremen's and Harbor Workers' Compensation Act Endorsement ( ) X / X Comprehensive General Liability $5,000,000 ( ) Premises and Operations ( ) Explosion Hazard ( ) Contractual Liability ( ) Collapse Hazard ( ) Independent Contractors ( ) Underground Hazard ( ) Products/Completed Operations ( ) Garage keepers Legal Liab. ( ) Broad Form Property Damage ( ) Hangar keepers Legal Liab. ( ) Personal Injury ( ) Owned Automobiles ( ) Broad Form Liability Endorsement ( ) Non owned Automobiles ( ) Fire Legal Liability ( ) Hired Automobiles ( ) Water craft Liability ( ) Incidental Medical Malpractice ( ) / Automobile Liability (if not included in General Liability coverage checked above) $ _____/_____ Aviation/Airport Liability (including appropriate General Liability coverage checked above) $ __X__/__X__ Professional Liability $ 1,000,000 (Errors & Omissions) _____/_____ Property Insurance $ ( ) Extended Coverage ( ) Debris Removal ( ) Vandalism & Malicious Mischief ( ) Sprinkler Leakage ( ) Flood ( ) All Risk ( ) Earthquake $__________ ( ) Other Page 90 of 93
  • 91. INSURANCE Insurance must be written by a licensed California agent in a company licensed to write. Insurance in the State of California and acceptable to the Saddleback Valley Unified School District. Policies and/or certificates certifying policies are to contain an agreement that the policies will not be changed and or canceled without a ten (10) day prior notice to the Saddleback Valley Unified School District, as evidence by return receipts or registered or certified letters. The successful proposer awarded must provide Professional Liability Insurance in the form of Errors & Omissions (E &O) coverage with the limit not less than $1,000,000 per occurrence and if the coverage is written on a claims made basis, the policy must be kept in effect for a period of not less than twenty-four (30) months upon completion of the services. The Saddleback Valley Unified School District is to be provided with a copy of an ACCORD certificate of liability insurance, adding the Saddleback Valley Unified School District as an additional insured and providing for thirty-(30)-days notice of cancellation or non- renewal with an official endorsement issued by the insurance company certifying a change in the policy. The successful proposer shall furnish an original certificate of insurance on an ACCORD form to the District within ten (10) days of notice of award and prior to the start of any work. The insurance certificate shall be effective for the duration of the award. The certificate shall indicate the RFP number title under description of operations/locations/etc., and that the certificate holder reflects the Saddleback Valley Unified School District. Page 91 of 93
  • 92. PERFORMANCE BOND KNOW ALL PERSONS BY THESE PRESENTS: THAT _______________________________________________hereinafter called Principal, (Contractor) _______________________________________________ (hereinafter called Surety, are (Surety) jointly and severally held and firmly bound unto the ___________________________________ (Name of Agency) ____________________________________, ________________ ___________, hereinafter (City) (State) called Agency, in the penal sum of: ________________________________________________ Dollars ($__________________) (100% of amount bid in proposal) lawful money of the United States, for the payment whereof unto Agency. Principal and Surety jointly and severally bind themselves forever firmly by these presents. WHEREAS, Agency has awarded to Principal a contract for: Bid # 09-22 School Financial/Human Resources Management Software System WHEREAS, Principal is required under the terms of the contract to furnish a bond for the faithful performance of the contract, NOW, THEREFORE, the condition of this obligation is such that if Principal shall faithfully perform the covenants, conditions and agreements in the contract and any changes made as therein provided and shall indemnify and save harmless Agency, its officers and agents as therein stipulated, then this obligation shall become null and void; otherwise, it shall remain in full force and virtue, and Principal and Surety, in the event suit is brought on this bond, will pay to Agency such reasonable attorney’s fees as shall be fixed by the court. THE CONDITION OF THIS OBLIGATION IS SUCH THAT, if the hereby bonded Contractor/Principal, its heirs, executors, administrators, successors, or assigns, shall in all things stand to and abide by and well and truly keep and perform all the undertakings, terms, covenants, conditions, and agreements in the said contract and any alteration thereof, made as therein provided, including, but not limited to, the provisions regarding contract duration and liquidated damages, all within the time and in the manner therein designated in all respects according to their true intent and meaning, then this obligation shall become null and void; otherwise, it shall be and remain in full force and affect. As a condition precedent to the satisfactory completion of the contract, the above obligation shall hold good for a period of one (1) year after the completion of the work and its acceptance by Agency, during which time if Principal shall fail to make full, complete and satisfactory repair and replacements and totally protect the Agency from loss or damage made evident during the period of one (1) year from the date of acceptance of the work, and resulting from or caused by defective Page 92 of 93
  • 93. materials or faulty workmanship, the above obligation in penal sum thereof shall remain in full force and effect. However, nothing in this paragraph to the contrary notwithstanding, the obligation of Surety hereunder shall continue so long as any obligation of Principal remains. And Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the contract or to the work to be performed hereunder or the specifications and drawings accompanying the same shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the contract or to the work or to the drawings and specifications. IT IS HEREBY DECLARED AND AGREED that this obligation shall be binding upon and inure to the benefit of Principal, Surety and Agency and their respective heirs, executors, administrators, successors and assigns. SIGNED AND SEALED this _________ day of ________________, 20___________. __________________________________ By______________________________ Contractor Signature SEAL _____________________ By______________________________ Surety Signature Surety’s Mailing Address: _____________________ _____________________ _____________________ Telephone Number (Attach Notarized “Acknowledgement of Surety” and “Power of Attorney”) Approved As To Content: Signature of Agency Attorney Name & Title Approved As To Form: Signature of Agency Attorney Name & Title Page 93 of 93

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