Dallas Independent School District Procurement Services

Transcription

1 Dallas Independent School District Procurement Services Request for Proposal RFP # KH Case Management System Submittal address: Dallas Independent School District Procurement Services 3700 San Jacinto, Texas SUBMITTAL DUE DATE January 15, 2:00 P.M. PLEASE DO NOT SUBMIT PROPOSALS DECEMBER 23, 2013 JANUARY 3, 2014 AS THE OFFICES WILL BE CLOSED. PLEASE COMPLETE THE FOLLOWING REQUIRED INFORMATION: COMPANY NAME: COMPANY ADDRESS: TELEPHONE NO. FAX NO. SIGNATURE: THIS PAGE MUST BE RETURNED WITH THE RFP

2 REQUEST FOR PROPOSAL RFP # KH Case Management System I. NOTICE TO PROPOSERS The Dallas Independent School District (Dallas ISD) is soliciting Request for Proposals ( proposal or proposals ) from qualified sources relative to provisions of the following Request for Proposal (RFP). This procurement is to provide the District with a web based comprehensive Case Management Suite (CMS) that includes all state and federally required compliance documentation for students receiving special education services. Proposals shall be submitted to the address listed below clearly labeled and marked on the outside box/envelope with the offer address listed below clearly labeled and marked on the outside box/envelope with the offeror s name and address and proposal number RFP # KH Case Management System. Kenva Hill Dallas ISD Procurement Services RFP # KH Case Management System 3700 San Jacinto Street Dallas, TX Proposals will be received at the above address until January 15, 2:00 P.M. Proposals will be 3:00 P.M. Prices will not be read, nor disclosed in any other manner until award is made. Faxed proposals will not be accepted. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published date and time shown on the RFP. Dallas ISD will not be responsible for mail delivered from the post office. Vendors must submit sealed proposals in the form of the executed Offer Form and Price Offer Sheets together with any material required by this RFP by the time and date specified. All proposals must remain open for one hundred twenty (120) days from the opening date pending acceptance by Dallas ISD. A Pre-Proposal Conference will be held in conjunction with this Request for Proposal on January 8, 11:00 AM. Location: Procurement Services Conference Room This RFP will not be distributed in paper form. All distributions will be through the District website. The last day to submit final questions is January 10, 2:00 P.M. All questions must be submitted in writing and may be ed to kenhill@dallasisd.org or faxed to Attn: Kenva Hill, The Buyer assigned to administer this procurement process is Kenva Hill. Proposer(s) may make written inquiries concerning this RFP to obtain clarification of the requirements. Inquiries must be submitted no later than the date and time specified. Questions received by the date and time specified and corresponding answers, will be posted on the district s website for this solicitation. It is the responsibility of the Proposer(s) to check the website for answers to questions they submit. Questions should be submitted via to Kenva Hill, or faxed to (972) , with a request for a confirming receipt of all inquiries. Answers to questions will be issued by issuance of written addenda and posted to the Dallas ISD websites, Go to Quick Link at the left of home page. Click on vendor opportunities; this will take you to current business opportunities. Posting transmission and confirmation of receipt of questions is the responsibility of the Proposer(s). Requests for verbal or telephone clarification will be declined and will be non-binding. Contact between the proposers and the user departments during the RFP process or evaluation process is prohibited. Any attempt by a proposer to contact the departments could result in disqualification.

3 II. INSTRUCTIONS TO OFFERORS RFP # KH Case Management System 1.0 GENERAL. The following instructions by the Dallas Independent School District are intended to afford offeror an equal opportunity to participate in the proposal process. 1.1 Before submitting an offer to this solicitation, offeror shall familiarize themselves with all parts of this solicitation because these parts become a part of any resulting contract. 1.2 Offeror shall familiarize themselves with existing conditions in the material and labor markets prior to submission of an offer. The fact that an offer (bid/proposal) is submitted will be construed by the DALLAS ISD Board of Trustees to indicate that the offeror agrees to carry out the furnishing of products/services in full accordance with the specifications and other contract documents not withstanding existing material and labor markets conditions. 1.3 Any explanation desired by an offer or regarding the meaning or interpretation of these instructions or any other RFP documents must be requested in writing to the assigned Procurement designee, 3700 San Jacinto St., Dallas, Texas with sufficient time allowed for a reply to reach offeror before the submission of their offers. Oral explanations or instructions will not be binding. Any information given to a prospective offeror will be furnished to all prospective offerors as an amendment to the RFP if such information is necessary to offerors in submitting proposals or if the lack of such information would be prejudicial to uninformed offerors. 1.4 A functional area expert or a day-to-day contract administrator or manager for Dallas ISD may be identified elsewhere in this document. Functional area experts, day-to-day contract administrators/managers, teachers, principals, and/or other district employees are not authorized to substantially amend this solicitation document or to substantially modify the subsequent contract. Substantially includes, but is not limited to, changes to delivery dates, place of delivery, and/or specifications that significantly alter the form, fit, and function of a product or the scope of work of a service. Amendments to solicitation documents will be made by Kenva Hill, Buyer. Modifications to contracts/agreements will be made by Kenva Hill, Buyer and/or the Superintendent in accordance with the Dallas ISD Board s guidance, policies, and/or procedures. If a vendor acts on the guidance of a district employee that is not authorized to make changes, the vendor does so at his or her own risk or peril. Also, if a vendor attempts, or gains, a modification/amendment from a district employee that is not authorized to make changes, the vendor does this at his or her own risk or peril and risks the termination of his or her contract/agreement Dallas ISD s procurement official for this contract is, Kenva Hill, Buyer. Questions regarding specifications shall be directed to Kenva Hill, by at kenhill@dallasisd.org Dallas ISD s technical/functional experts for this RFP will be handled by the assigned designee from the Technology Department. The individual, or their designees, will be responsible for providing answers to questions related to the technical aspects of this RFP, while Kenva Hill will provide answers related to contractual and procedural issues. ALL questions are to be directed to the Buyer, Kenva Hill who will forward them to the functional experts for response. 1.6 The terms offeror, contractor, proposer, vendor, and/or bidder refer to the person/firm that submits the offer to this solicitation document. The terms Dallas ISD, owner, district, and/or government entity refer to Dallas Independent School District. 2.0 SPECIFICATIONS. Offerors are expected to examine the specifications, standard provisions and all instructions. Failure to do so will be at the offeror's risk. Offers submitted on other than authorized forms or with different terms or provisions may be considered non-responsive. 3.0 INFORMATION REQUIRED. Each offeror shall furnish the information required by the RFP documents. The offeror shall sign the Offer Form and the Felony Conviction Notification and return with the offer. Erasures or other changes must be initialed

4 by the person signing the documents. Proposals signed by an agent are to be accompanied by evidence of his authority unless such evidence has been previously furnished to Dallas ISD. 4.0 SUBMISSION OF PROPOSALS. The offeror should propose his/her lowest and best price, F.O.B. destination, on each item. Sealed proposals shall be submitted in an envelope marked on the outside with the offeror s name and address and the RFP number/name. Proposals must be submitted in sufficient time to be received and date/time stamped at Dallas ISD s Procurement Services Office on or before the published deadline date and time shown on the RFP. Proposals received after the published time and date cannot be considered and will be returned unopened. Faxed proposals will not be accepted. Proposals may be delivered in person or addressed to: Kenva Hill, Buyer RFP # KH Case Management System 3700 San Jacinto Street Dallas, Texas All prices shall be entered on the proposal in ink or typewritten. All required signatures shall be original and in ink. 4.2 Proposed price should be firm (fixed). If the offeror, however, believes it necessary to include in his/her price an economic price adjustment, such a proposal may be considered, but only as an alternate proposal. The economic price adjustment should give the maximum price increase (either % or $) and the date and/or event at which the increase would be effective. 4.3 Dallas ISD is exempt from federal excise taxes, state and local sales and use taxes. 4.4 Failure to manually sign the offer will disqualify it. 5.0 DISCUSSIONS/NEGOTIATIONS. Discussions/negotiations may be conducted with offerors who are deemed to be within the final competitive range; however, Dallas ISD reserves the right to award a contract without discussions/negotiations. The competitive range will be determined by Dallas ISD s Buyer and will include only those initial offers that the Buyer determines have a reasonable chance of being awarded a contract. If discussions/negotiations are conducted, offerors will be required to submit a best and final offer. The best and final offers may be required as early as 24 hours after completion of negotiations/discussions. 6.0 BEST AND FINAL OFFERS. If discussions/negotiations are conducted, offerors will be required to submit a best and final offer if price/delivery is changed from the originally submitted proposal. Best and final offers must be received by the date/time provided during discussions/negotiations or the originally submitted proposal will be used for further evaluation and award recommendation. 7.0 MODIFICATION OR WITHDRAWAL OF PROPOSALS. Proposals may be modified or withdrawn by written or telegraphic notice received by Dallas ISD prior to the exact hour and date specified for receipt of proposals. A proposal may also be withdrawn in person by an offeror or his/her authorized representative prior to the opening date/time, provided the offeror's identity is made known and he or she signs a receipt for the proposal. 8.0 OPENING PROPOSALS. All proposals may be opened as soon as received. A formal "opening" will not be held and prices will not be read. Trade secrets and confidential information contained in proposals shall not generally be open for public inspection, but Dallas ISD s records are a matter of public record. 9.0 PROPOSAL SCHEDULE: The Dallas ISD desires to contract with a single respondent or multiple respondents to provide Electronic Records Solutions services under this solicitation according to the following schedule: Timeline Release RFP December 20, 2013 January 8, 11:00 am in Procurement Services, 3700 San Jacinto, Pre-Proposal Conference Dallas, Texas Question Deadline January 10, 2:00 P.M. Questions Posted January 13, 2014 RFP Close January 15, 2:00 P.M. Evaluation Selection January 16 & 17, 2014

5 III. GENERAL CONDITIONS RFP # KH Case Management System 1.0 SCOPE OF PROPOSAL. 1.1 The Dallas Independent School District (Dallas ISD) is soliciting Request for Proposals ( proposal or proposals ) from qualified vendors to provide relative to provisions of the following Request for Proposal (RFP) 1.2 A single agreement for all services is desired, but individual proposals and joint proposals will be accepted. Respondents must provide pricing detail specifications. The Dallas ISD reserves the right to award all or part of the above detailed specifications. The district will award all or part of this RFP to multiple respondents at its discretion, based upon the complexity of the evaluation, the number of respondents, the interoperability of the components, etc. 1.3 This proposal should include the requirements specified in the scope of work to provide a Case Management Suite. 1.4 This RFP is in eight (8) parts/sections: I. Notice to Offerors: II. Instructions to Offerors: III. General Conditions: IV. Responsibilities of Offerors: V. Contract Specifications and Scope of Work: VI. Offer Forms: VII. Vendor Qualifications Profile: VIII. General Contract. These parts are applicable and form a part of all contract documents and a part of the terms/conditions of all purchase orders for products included in the specifications and offer forms. 1.5 The term of this contract: One (1) Year with Two (2) One (1) year renewal options. Prices shall remain firm for the term of the contract agreement. 2.0 CONDITIONS OF AGREEMENT. The conditions of agreement consist of the following and in the event of conflicting provisions, the order of importance is: Specifications and Scope of Services (Section V.) Responsibility of Offerors (Section IV.) Instructions to Offerors (Section II.) General Conditions (Section III.) Notice to Proposers (Section I.) Offer Form (Section VI.) Vendor Qualifications Profile (VII.) 3.0 PROPOSAL SUBMITTAL. A signed, submitted proposal constitutes an offer to perform the work and/or deliver the product(s) specified in the solicitation. 4.0 BRANDS AND MODELS. Brands and model numbers, where listed, are used for specification reference only, unless otherwise stated, and are not intended to limit consideration of an approved equal or equivalent item. Descriptive information or a sample may be requested for any item proposed other than the referenced item. 5.0 EQUIVALENT OR APPROVED EQUAL. Whenever a product is defined in any of the Conditions of Agreement by describing a proprietary product, or by using the name/model of a manufacturer or vendor, the term or other units considered to be equivalent, if not inserted, shall be implied. The specific product described shall be understood as indicating the type, function, and minimum standard of design, efficiency, and quality desired and shall not be construed in such a manner as to exclude products of comparable quality, design, and efficiency. 5.1 If a brand/model is offered other than the one specified, complete descriptive information of the offered product must be included with the proposal. Products being proposed as an equal to the items specified must be available for inspection/evaluation Dallas ISD. Samples, when requested, must be furnished within five (5) working days of the request at no cost to the district. If not destroyed during evaluation, samples may be returned to the offeror on request at offeror s expense.

6 5.2 Determination of equivalent or approved equal is at the sole discretion of Dallas ISD. 5.3 If the offeror takes no exception to specifications of referenced data, brand names, models, etc. must be provided as specified. 6.0 SPECIFICATIONS. The offeror shall note in writing any deviations, including manufacturer and/or model, from the specifications and shall submit those changed specifications as alternates. 7.0 GENERAL EVALUATION. Dallas ISD will generally award contracts based upon the lowest, responsive, responsible offer, price and other factors considered. It is not the practice of the district to purchase on the basis of low price alone. Contracts may be awarded on a lump sum basis or on a unit price basis, provided that in the event a contract specifies a unit price basis, the compensation paid by Dallas ISD shall be based upon the actual quantities supplied. In determining the "lowest responsible" offer, Dallas ISD may consider, in addition to price, other factors such as compliance with the RFP documents, delivery requirements, suitability of product, costs of maintenance and operations, training requirements, warranties, availability of repairs or other services, past performance of the vendor, other factors contributing to the overall costs, both direct and indirect, related to an item, and compliance with Dallas ISD's Affirmative Action policies and goals. 7.1 The district may award a contract to the responsive, responsible offeror with the lowest aggregate offer. If unable to award as a package, the district will evaluate proposals and may award alternate awards. 7.2 Extensions of unit prices shown will be subject to verification by the district. In case of variation between the unit price and the extension, the unit price will shall prevail. 7.3 In the event identical proposals are submitted which are determined by Dallas ISD to be the lowest responsible offers, usually one offer will be selected as the successful vendor. If one of the offerors submitting identical proposals is a resident of the District, that offeror shall be selected. If two or more such offerors are residents of the District, one shall be selected by the casting of lots. In all other cases, one of the identical offers shall be selected by casting of lots. 7.4 In determining how to award a contract or contracts in conjunction with the RFP, the District shall consider the following: 7.5. The purchase price; The Purchase Price will be scored using the following formula: PL PE X PP = PA Where PL=Lowest fee; PE=Proposal being evaluated; PP=Possible points and PA=Points Awarded The lowest price will receive the highest score and all other prices will be ranked in comparison to the lowest price. See example below: Price 1 = $1, Price 2 = $1, Price 3 = $1, For the three prices in this example, the scoring would result as follows, where $1,768 = Lowest Price and 40 = Possible Points: Step 1: PL ($1,768) PE ($1,850) X PP (40) = PA Step 2: Price 1: $1,928/$1,928 = X 40 = rd lowest Price 2: $1,850/$1,850 = X 40 = nd Lowest Price 3: $1,768/$1,768 = X 40 = Lowest The reputation of the vendor and of the vendor's goods or services; The quality of the vendor's goods or services; The extent to which the goods or services meet the district's needs;

7 7.5.4 The vendor's past relationship with the district; The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; The total long-term cost to the district to acquire the vendor's goods or services; and Any other relevant factor specifically listed in the request for proposals or proposals. 7.6 SELECTION PROCESS Selection Process - The Selection Committee will be composed of members from the Dallas Independent School District. The evaluation committee will consist of no less than five (5) and no more than seven (7) members. A representative from Procurement Services will sit on the committee to facilitate all meetings regarding evaluation of the proposals. The Procurement Services official is not a voting member. Also, a representative from M/WBE will be on the committee. The Dallas Independent School District reserves the right to add, delete or substitute members of the Evaluation Committee as it deems necessary Pricing - All fees and charges should be included in the prices section. However, if the bidder anticipates any extraordinary charges, they must be detailed in the proposal Comprehensive equipment/software and service solution which has the most compatibility with the environment and which best meets the complete needs of the Dallas Independent School District The selection committee will narrow the submitted proposals to the few that best meet the requirements of the Request for Proposal (RFP) and which best meets the complete needs of the Dallas Independent School District. At that point interviews may be scheduled for demonstrations. Should a contract not be agreed upon, the committee will begin negotiations with the second best proposer. This will continue until an acceptable agreement can be developed. The resulting contract will be sent to the Board for approval along with the award recommendation. 7.7 ADDITIONAL CRITERIA SPECIFIC TO THIS REQUEST FOR PROPOSAL EVALUATION CRITERIA OF PROPOSALS and AWARD of CONTRACT EVALUATION FACTORS - The committee will conduct a comprehensive, fair, and impartial evaluation of all proposals received in response to this Request for Proposals for Case Management System. Each proposal received will be analyzed to determine overall responsiveness and completeness as defined in the Statement of Work and in the Instructions on submitting a proposal. Failure to comply with the instructions or to submit a complete proposal may deem a proposal non-responsive and may at the discretion of the Evaluation Committee be eliminated from further evaluation EVALUATION CRITERIA SPECIFIC TO THIS REQUEST FOR PROPOSAL - The evaluation of proposals will involve scoring each proposal in the following areas listed in order of importance, with respect to the requirements as outlined in this document The Purchase Price The reputation of the vendor and of the vendor s good or services The quality of the vendor s goods or services The extent to which the goods or services meet the district s needs The vendor s past relationship with the district

8 7.7.9 The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses The total long-term cost of the district to acquire the vendor s goods or services Any other relevant factor specifically listed in the request for bids or proposals NOTE: The matrix included in Paragraph 9.0, Section V entitled, Scope of Work, will be used in scoring each proposal: 8.0 RESERVATION OF RIGHTS. Dallas ISD expressly reserves the right to: (a) (b) (c) (d) (f) (g) (h) Reject or cancel any or all proposals; Waive any defect, irregularity or informality in any proposal or RFP procedure; Waive as an informality, minor deviations from specifications at a lower price than other proposals meeting all aspects of the specifications if it is determined that total cost is lower and the overall function is not impaired; Reissue an RFP; Consider and accept an alternate proposal as provided herein when most advantageous to Dallas ISD; Dallas ISD has the right to cancel the contract with a thirty day written notice, without prejudice, for factors including, but not limited to, non-availability or non-appropriation of funds; and/or Procure any item or services by other means to meet time-sensitive requirements. 9.0 ACCEPTANCE. Notification of award will be by a letter of acceptance. The letter of acceptance is issued as a courtesy to inform the successful vendor(s) of the Board s action and is not intended to create a formal contractual agreement between Dallas ISD and the vendor(s) receiving a notification of award. A formal contract will be executed between Dallas ISD and the successful vendor(s) and will contain elements of the RFP and the vendor(s) offer. Subsequent purchase orders may be issued in lieu of a formal contract as appropriate INVOICES AND PAYMENTS. Offeror shall submit separate invoices, in duplicate, on each purchase order after each delivery and/or project completed. Invoices shall indicate the purchase order number and the RFP number. Invoices shall be itemized. If applicable, a copy of the bill of lading should be attached to the invoice and mailed to Dallas ISD at the address specified on the purchase order. No charge or addition to the accepted price shall be made by the vendor for delivering, placing, or invoicing product(s). Payment shall not be due until all items on the purchase order have been received by Dallas ISD (unless specified in the specifications) or the project has been completed and the above instruments are submitted and the invoice has been accepted by Dallas ISD. All prices shall be F.O.B. destination. Funds for completed purchase orders concerning this contract will be available within thirty (30) days of completion and acceptance by the district WARRANTY-PRICE. The price to be paid shall be that contained in offeror s proposal which offeror warrants being no higher than Offeror's current prices on orders by others for products of the kind and specification covered by this RFP for similar quantities under similar or like conditions and methods of purchase. In the event offeror breaches this warranty, the prices of the items shall be reduced to the offeror's current prices on orders by others, or in the alternative, Dallas ISD may cancel this RFP without liability to offeror for breach TERMINATION. Dallas ISD shall have the right to terminate for default all or any part of this contract if offeror breaches any of the terms hereof or if the offeror becomes insolvent or files any petition in bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which Dallas ISD may have in law or equity, specifically including, but not limited to, the right to collect for damages or demand specific performance Dallas ISD has the right to terminate this contract for convenience, without penalty, for non-appropriation or non-availability of funds by delivery to the offeror of a "Notice of Termination" specifying the extent to which performance hereunder is terminated and the date upon which such termination becomes effective.

9 12.2 Dallas ISD may terminate the contract and debar the vendor form future bidding for violations of the federal requirements including, but not limited to, Contract Work Hours and Safety Standards Act, Equal Employment Opportunity Act, and Energy Policy and Conservation Act ASSIGNMENT-DELEGATION. No right or interest in this contract shall be assigned or any obligation delegated by offeror without the written permission of Dallas ISD INTERPRETATION. This writing is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms thereof. No course of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used herein, and acceptance of a course of performance rendered under this RFP shall not be relevant to determine the meaning of this RFP even though the accepting party has knowledge of the performance and opportunity for objection APPLICABLE LAW. This RFP, and its resulting contract, shall be governed first by the laws of the State of Texas, and venue for any disputes arising hereunder shall be in Dallas County, Texas, and secondarily by the Uniform Commercial Code as adopted in the State of Texas and in force on the date of this RFP NOTIFICATION OF CRIMINAL RECORD. The person or entity submitting an offer must give notice to the district, at the time of offer submission, if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in this conviction of a felony (this requirement does not apply to a publicly held corporation) INDEMNIFICATION AND HOLD HARMLESS: Except as otherwise expressly provided, offeror shall defend, indemnify, and hold Dallas ISD harmless from and against all claims, liability, loss and expenses, including reasonable costs, collection expenses, and attorneys fees incurred, which arise by reason of the acts or omissions of offeror, its agents or employees in the performance of its obligations under this contract. This clause shall survive termination of this contract ASSIGNMENT OF OVERCHARGE CLAIMS. Successful offeror shall assign to Dallas ISD any and all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA, Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq USES BY OTHER GOVERNMENT ENTITIES. The Texas Education Code (a)(5) allows for government entities, i.e. state agencies, local governments and school districts, to enter into cooperative agreements to allow the procurement process to be performed by a single entity on behalf of all those electing to participate. Any of the above entities may be granted the privilege of joining the awarded contract at the option of the successful bidder only. In the event the successful bidder allows another governmental entity to join the Dallas ISD contract, it is expressly understood that the Dallas ISD shall in no way be in no way liable for the obligations of the joining governmental entity REPRODUCTION, DISTRIBUTION, ASSIGNMENT and DELEGATION. Copies of this Request For Proposal document may be reproduced for convenience in collaborating or working with other individuals in the company submitting the proposal; however, the vendor registered as the plan holder must submit his/her proposal on the original Request For Proposal document. NOTE: Vendors may not collaborate with any other vendor in preparing his/her proposal ASSIGNMENT-DELEGATION. No right or interest in a contract resulting from this request for Request for Proposal process shall be assigned or any obligation delegated by Offeror without the written permission of the Dallas Independent School District DISTRIBUTION. The Dallas Independent School District owns the exclusive right to distribute this and any procurement document to vendors requesting to be included in the procurement process or to vendors that have been identified as vendors qualified to provide the goods and/or services required in this document DISCUSSIONS/NEGOTIATIONS. Discussions/negotiations may be conducted with offerors who are deemed to be within the competitive range; however, Dallas ISD reserves the right to award a contract without discussions/negotiations. The competitive range will be determined by Dallas ISD s Buyer and will include only those initial offers that the Director determines have a reasonable chance of being awarded a contract. If discussions/negotiations are conducted, offerors will be required to submit a best and final offer. The best and final offers may be required as early as 24 hours after completion of negotiations/discussions.

10 23.0 RESPONSE FORMS: Section X contains forms that are required to be completed and submitted along with your response. In order to make it easy to detect which forms are required, they are marked at the bottom of the form with the following label: Failure to complete and submit these forms is grounds for disqualification of your offer. The required forms and the purpose they fulfill are: 23.1 BID OFFER FORM. This serves as a confirmation that your pricing was not submitted in collusion with any other vendor offering a quotation on this project. It further serves as an affidavit of accuracy as to the information supplied by you on remaining required forms VENDOR DEBARMENT FORM. Federal law requires that persons or entities entering into business agreements with School districts must give notice to the district if the person or owner has been debarred from participation in or contracting with school districts. This form addresses this requirement and must be submitted. NOTE: Debarred vendors are ineligible from contracting with public school district and will not be considered. To verify that vendors who respond to any procurement solicitation process, whether it is a Request for Proposal, Qualification, Proposal, Competitive Sealed Proposal, District officials will perform a search for each responding vendor of the Federal Excluded Parties List System to verify if a vendor is currently on the list of debarred vendors. The location of that website is as follows: This site is developed and administered by the General Services Administration (GSA) for the purpose of efficiently and conveniently disseminating information on parties that are excluded from receiving Federal contracts, certain subcontracts, and certain Federal financial and nonfinancial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note, E.O , E.O , 48 CFR 9.404, and each agency's codification of the Common Rule for Non-Procurement suspension and debarment FELONY CONVICTION NOTICE. Texas State Law requires that persons or entities entering into business agreements with School districts must give notice to the district if the person or owner has been convicted of a felony. This form addresses this Requirement and must be submitted. NOTE: Conviction of a felony does not necessarily disqualify a vendor from receiving a Contract, but are examined on a case-by-case basis NOTICE OF NO RESPONSE FORM. In the event that a solicited vendor elects not to participate in this Request for Proposal opportunity, completion and submission of a NOTICE OF NO RESPONSE form is helpful in evaluating its procurement processes. Please complete and return the NOTICE OF NO RESPONSE form and return it as instructed INTERLOCAL AGREEMENT CONSENT FORM. This form is used for vendors to indicate agreement with allowing member districts and qualifying government entities access to any resulting contract or agreement to purchase under an Interlocal Agreement. Such purchases will be made directly with the requesting school district or government entity and Dallas ISD will not serve as a collection agency or otherwise administer purchases for or on behalf of other qualifying entities or awarded vendor(s) under any resulting agreement PROPOSAL/BID FORM. This form is to complete pricing offered for this project and must be submitted with signature of person authorized to commit your company to this project at the price(s) offered DEVIATION/COMPLIANCE FORM. This form is for vendors to list any deviations from the General Conditions, Standard Terms and Conditions or Item Specifications listed in this document, all such deviations shall be listed on this page, with complete detailed conditions and information included or attached. The District will consider any deviations in its award decisions, and the District reserves the right to accept or reject any proposal based upon any deviations indicated below or in any attachments or inclusions. In the absence of any deviation entry on this form, the bidder assures the District of their full compliance with the Standard Terms and Conditions, Item Specifications, and all other information contained in this document COMMITMENT TO PROVIDE INSURANCE FORM. This form is required for contracts in the amount of $25,000 or greater, and serves as a commitment from the prospective vendor(s) that the required insurance will be obtained and a certificate of such insurance will be furnished to Dallas ISD that meets the insurance requirements of this contract. This form shall be completed by the Proposer s Insurance broker/agent and returned with your proposal.

11 23.9 CONFLICT OF INTEREST COMPLIANCE FORM. This form is required in conjunction with House Bill 914, which went into law September 1, 2005 and became effective January 1, This is a two-page form, the first of which is a Notice to Vendors and the remaining page is the Conflict of Interest Questionnaire. Response to this fulfills requirements under Chapter 176, Section (a) of the Texas Local Government Code. Vendors are required to complete this and include in their response, if applicable. If no conflict exists, vendors are required to complete and include the NOTICE OF NO CONFLICT OF INTEREST STATEMENT, included as the last page of this section. NOTE: Submitting a Conflict of Interest Disclosure Statement does not necessarily disqualify a vendor from receiving a Contract, but are examined on a case-by-case basis FAMILY CONFLICT OF INTEREST QUESTIONNAIRE. This Questionnaire must be completed by every individual or entity that contracts or seeks to contract with the District for the sale or purchase of property, goods, or services. Family or family relationship means a member of an individual s immediate family, including spouse, parents, children (whether natural or adopted), aunts, uncles, and siblings. For individuals and/or entities who contract or seek to contract with the District for the sale or purchase of any property, goods, or services: Identify each and every family relationship between yourself (and any member of your family) and any full-time District Employee (and any member of such employee s family) (please include name and sufficient information that will allow proper identification of any named individual). NOTE: Submitting a Family Conflict of Interest Statement does not necessarily disqualify a vendor from receiving a Contract, but are examined on a case-by-case basis MINORITY/WOMEN BASED ENTERPRISE (M/WBE) GUIDELINES. The completed M/WBE compliance Guidelines and Forms must be attached to all responses to procurement documents totaling or valued at $25,000 or more and are due with the bid/proposal at the time of proposal opening. Bidders/proposers who will subcontract out portions of the work must attach the signed Letter of Intent to Subcontract (section E). If the completed M/WBE Compliance Guidelines and Forms are not attached, responses to the procurement documents will be considered nonresponsive. NOTE: All district bidders/proposers are required to demonstrate positive and reasonable good faith efforts to subcontract with and/or procure supplies/services with minority and women-owned companies VENDOR CONTACT WITH Dallas ISD BOARD MEMBERS - Dallas ISD Board Policies CHE (LOCAL) and CAA (REGULATION) forbid vendors from contacting Board members individually at any time during the procurement process or during the performance of any contract. Below are excerpts of Board Policy CHE (LOCAL), for General Procurement process and CAA (REGULATION) for Technology Purchases eligible for E-Rate funding, which detail this restriction: 24.1 Dallas ISD Board Policy CAA (REGULATION) - Contracts with vendors participating in the District s E-Rate Program will include the following provisions: 24.2 The vendor will refrain from contacting individual members of the Board regarding any aspect of the vendor s E- Rate business, whether current or anticipated. Communications with the Board, if required, will be in writing addressed to all members of the Board The vendor will comply with all state and local laws and District policies regarding conflicts of interest and gifts of things of value, including the FCC s rules and requirements regarding fair and open competition. The vendor will complete all affidavits and questionnaires required by the District relating to conflicts of interest and gifts in a complete and truthful manner. 4. A vendor that violates any of these provisions may have a pending proposal or proposal rejected, be excluded or barred from receiving future contracts and/or have an existing contract canceled. CAA (REGULATION) Page 4 of Dallas ISD Board Policy CAA (REGULATION) may be viewed in its entirety from the following website:

12 Dallas ISD Board Policy CHE (LOCAL) Persons conducting commercial business with the District shall refrain from contacting individual members of the Board regarding any aspect of the business. Communications with the Board regarding any aspect of the business shall be in writing and addressed to all Board members. CHE (LOCAL) Page 1 of Any person or entity in violation of this policy may have a pending proposal or proposal rejected, be barred from receiving future contracts, and/or have an existing contract canceled. CHE (LOCAL) Page 2 of Conducting business shall include participation in a pending procurement, the negotiation of any contract, the performance of any contract, the selling of any product, and the performance of any services. CHE (LOCAL) - Page 2 of Dallas ISD Board Policy CHE (LOCAL) may be viewed in its entirety from the following website: VENDOR PROHIBITION FROM USE OF FORMER DALLAS ISD EMPLOYEES - Dallas ISD Board Policies CHE (LOCAL) and DBD (LOCAL) prohibits contractors from using of former Dallas ISD employees to work on, or have any involvement, in District-related business performed or provided by that contractor for a period of two years, for the Superintendent of Schools, Chiefs, Executive Directors, and Directors or equivalents, and 18 months for all other former employees. Below are excerpts from Board Policies CHE (LOCAL) and DBD (LOCAL), which detail these restrictions: DALLAS ISD BOARD POLICY CHE (LOCAL) - The District vendors, consultants, and contractors shall not employ any employee or former employee for 18 months after the termination of such employee s employment relationship with the District unless the former employee will not provide services to the District, or work on, or have any involvement, in District-related business of the contractor. CHE (LOCAL) Page 4 of Dallas ISD Board Policy CHE (LOCAL) may be viewed in its entirety from the following website: Dallas ISD Board Policy DBD (LOCAL) - Former employees, including the Superintendent of Schools, Chiefs, Executive Directors, and Directors or equivalents thereto shall not make any communication to or appearance before a current committee, Superintendent, principal, or employee of the District before the two-year anniversary of the date the former employee ceased to be the Superintendent of Schools, a Chief, an Executive Director or a Director if the communication is made: a. With the intent to influence; or b. On behalf of any person in connection with any matter on which the former Superintendent of Schools, Chiefs, Executive Directors and/or Directors, seeks action by the District. [See CHE (LOCAL) and CH (LOCAL)] 25.1 A person who has been employed as a full-time employee of the District may not perform services for the District for compensation as a vendor or consultant or on behalf of a vendor or consultant for 18 months after the termination of the person s employment relationship with the District. This restriction does not apply to former employees who are hired as classroom teachers; campus based professional employees or campus principals. DBD (LOCAL) Page 3 of Dallas ISD Board Policy DBD (LOCAL) may be viewed in its entirety from the following website: Dallas ISD Board Policy CH (LOCAL) - Vendor Right to Protest may be viewed from the following website

13 27.0 INSURANCE REQUIREMENTS Contracted projects of any size shall be adequately insured. Coverage shall be verified by Risk Management Department before submittal to Procurement Services. Risk Management will not waive any insurance requirements unless a Request for Waiver form is signed and forwarded to Risk Management by an administrative officer. The deputy superintendent of Business Services will make final waiver approval. Vendors shall not be allowed to begin work until evidence of the required insurance is provided. All payments and performance bonds and certificates of insurance shall be reviewed before the vendor is awarded a contract or contemporaneously with the execution of a contract, when applicable. Submittals must be verified prior to issuing a Purchase Order. Contracts and aggregate contracts below $25,000 per year have no formal insurance submittals unless required by Risk Management. All certificates must have a current issue date when submitted for review. (Issued within the last 30 days) All contracts must have a waiver of subrogation on the General Liability, Automobile Liability and Worker s Compensation. The following are insurance requirements for different categories of services with contract amounts from $25,000 - $100,000 aggregate. A. Services provided by Sole Proprietors, with exception of Medical Services General Liability: Bodily Injury & Property damage $500,000 combined single limits/ $1,000,000 aggregate Automobile Liability: Bodily Injury $250,000 per person/$500,000 per accident Property damage $250,000 Professional Error s & Omissions $1,000,000 Umbrella Policy $1,000,000 / $1,000,000 aggregate B. Businesses providing Accounting Services, Recreational Services, Student Support Services, Technology Services, Legislative Consulting Services, Communication Services, Professional Development Services, Curriculum & Instructional Services Workers Compensation Employer s Liability General Liability: Bodily Injury & Property damage Statutory Limits $500,000 per accident / $500,000 per employee $500,000 combined single limits/ $1,000,000 aggregate Business Automobile Liability: for Owned, Scheduled, Non-Owned, or Hired Automobiles Bodily Injury $250,000 per person/$500,000 per accident Property damage $250,000 Professional Error s & Omissions $1,000,000 Umbrella Policy $1,000,000 / $1,000,000 aggregate C. Medical Services, including Psychological or Counseling Services Workers Compensation Statutory Limits Employer s Liability $500,000 per accident / $500,000 per employee General Liability: Bodily Injury & Property damage $500,000 combined single limits/ $1,000,000 aggregate Business Automobile Liability: (Minimum limits) for Owned, Scheduled, Non-Owned, or Hired Automobiles Bodily Injury $250,000 per person/$500,000 per accident

14 Property damage $250,000 Professional Liability Insurance (Malpractice) $1,000,000 Umbrella Policy $1,000,000 / $1,000,000 aggregate D. Security Services Workers Compensation Employer s Liability General Liability: Bodily Injury & Property damage Statutory Limits $500,000 per accident / $500,000 per employee $500,000 combined single limits/ $1,000,000 aggregate Business Automobile Liability: for Owned, Scheduled, Non-Owned, or Hired Automobiles Bodily Injury $250,000 per person/$500,000 per accident Property damage $250,000 Professional Error s & Omissions $1,000,000 Umbrella Policy $1,000,000 / $1,000,000 aggregate E. Transportation Services Workers Compensation Employer s Liability General Liability: Bodily Injury & Property damage Statutory Limits $500,000 per accident / $500,000 per employee $500,000 combined single limits/ $1,000,000 aggregate Business Automobile Liability: for Owned, Scheduled, Non-Owned, or Hired Automobiles Combined Single Limits $1,000,000 Umbrella Policy $1,000,000 / $1,000,000 aggregate F. Armored Car Services Employer s Liability General Liability: Bodily Injury & Property damage $500,000 per accident / $500,000 per employee $500,000 combined single limits/ $1,000,000 aggregate Business Automobile Liability: for Owned, Scheduled, Non-Owned, or Hired Automobiles Bodily Injury $250,000 per person/$500,000 per accident Property damage $250,000 All Risk Armored Car Cargo Liability $1,000,000 Umbrella Policy $1,000,000 / $1,000,000 aggregate The following are insurance requirements for different categories of services with contract amounts above $100,000. All contracts over $100,000 must have a waiver of subrogation on the general liability, automobile liability and the workers compensation. They must also name the District as an additional insured on the general liability and automobile liability. A. Services provided by sole proprietors, with exception of medical services General Liability: Bodily injury and property damage $1,000,000 combined single limits / $2,000,000 aggregate Automobile Liability: Bodily injury $250,000 per person / $500,000 per accident Property damage $250,000 Professional Errors and Omissions $1,000,000 Umbrella Policy: $1,000,000 / $1,000,000 aggregate

15 B. Businesses providing accounting services, recreational services, student support services, technology services, legislative consulting services, communication services, professional development services, curriculum and instructional services, non-profit organizations Workers Compensation: Employer s Liability Statutory limits $500,000 per accident / $500,000 per employee General Liability: Bodily injury and property damage $1,000,000 combined single limits / $2,000,000 aggregate Business Automobile Liability: for Owned, Scheduled, Non-Owned, or Hired Automobiles Bodily injury $250,000 per person / $500,000 per accident Property damage $250,000 Professional Errors and Omissions: $1,000,000 Umbrella Policy: $1,000,000 / $1,000,000 aggregate C. Medical services, including psychological or counseling services Workers Compensation: Employer s Liability: Statutory limits $500,000 per accident/ $500,000 per employee General Liability: Bodily injury and property damage $1,000,000 combined single limits / $2,000,000 aggregate Business Automobile Liability: for Owned, Scheduled, Non-Owned, or Hired Automobiles Bodily injury $250,000 per person/ $500,000 per accident Property damage $250,000 $1,000,000 Professional Liability Insurance (Malpractice): Umbrella Policy: $1,000,000/$1,000,000 aggregate D. Security services Workers Compensation: Statutory limits Employer s Liability: $500,000 per accident/ $500,000 per employee General Liability: Bodily injury and property damage $1,000,000 combined single limits/$200,000 aggregate Business Automobile Liability: for Owned, Scheduled, Non-Owned, or Hired Automobiles Bodily injury $250,000 per person/ $500,000 per accident Property damage $250,000 $1,000,000 Professional Errors and Omissions: Umbrella Policy: $1,000,000/$1,000,000 aggregate E. Transportation services

16 Workers Compensation: Employer s Liability: Statutory limits $500,000 per accident/ $500,000 per employee General Liability: Bodily injury and property damage $1,000,000 combined single limits/ $2,000,000 aggregate Business Automobile Liability: for Owned, Scheduled, Non-Owned, or Hired Automobiles Combined single limits $1,000,000 $1,000,000/$1,000,000 aggregate Umbrella Policy: F. Armored car services Workers Compensation: Employer s Liability: Statutory limits $500,000 per accident/ $500,000 per employee General Liability: Bodily injury and property damage $1,000,000 combined single limits/$2,000,000 aggregate Business Automobile Liability: for Owned, Scheduled, Non-Owned, or Hired Automobiles Bodily injury $250,000 per person/ $500,000 per accident Property damage $250,000 $1,000,000 All Risk Armored Car Cargo Liability: Umbrella Policy: $1,000,000/$1,000,000 aggregate All insurance policies proposed or obtained in satisfaction of these requirements will comply with the following general specifications, and will be maintained in compliance with these general specifications throughout the duration of the contract, or longer, if noted: Each policy will be issued by a company authorized to do business in the state of Texas with an A. M. Best Company rating of at least A-. Liability policies will be endorsed to provide the following: Name as additional insured the District, its officials, agents, and employees. That such insurance is primary to any other insurance available to the additional insured. All policies will be endorsed to provide 30 days prior written notice or cancellation, nonrenewal, or reduction in coverage except ten days for nonpayment of premium. Should any of the required insurance be provided under a claims-made form, the contractor will maintain such coverage continuously throughout the term of this contract and without lapse, for a period of three years beyond the contract expiration, such that occurrences arising during the contract term which give rise to claims made after expiration of the contract will be covered 1. All evidence of insurance must be attached to the agreement

17 IV. RESPONSIBILITIES OF OFFERORS RFP # KH Case Management System 1.0 The responsibility for compliance with this solicitation and the subsequent contract shall be with the bidder/offeror. 2.0 Offerors are expected to provide prompt service that is due under this contract including warranties. Past performance of offerors may be a factor in awarding future contracts. 3.0 Offerors are expected to deliver service(s)/product(s) per specifications. 4.0 Submit one (1) original with five (5) copies of your RFP. In addition, vendors must supply one soft copy (electronic) in either CD Rom or Flash Drive. The file must be labeled as follows: RFP # KH Case Management System. 5.0 The proposer declares that in the event of the award of a contract to the undersigned to this offer will comply with the Immigration Reform & Control Act of Please complete all forms especially the M/WBE forms. Make sure the M/WBE forms are signed. If not, your RFP response will be deemed non-responsive by the M/WBE department. (This space left blank intentionally)

18 V. SPECIFICATIONS and SCOPE OF SERVICES RFP # KH Case Management System OVERVIEW This section provides an over view of the project and Request for Proposal (RFP). It also provides general information and requirements related to the RFP. System Replacement Project Background Overview: Dallas Independent School District (Dallas ISD) is upgrading a project to provide a web based comprehensive Case Management Suite (CMS) that includes all state and federally required compliance documentation for students receiving special education services. Dallas ISD seeks a web based, data driven, comprehensive, federal and state compliant CMS which will continue with the automation of all aspects of the Special Education process per IDEA 2004 federal regulations. The system should be able to document and track the IEP planning process, document the service providers encounters with the special education students, and optimize the Medicaid Recovery. Section 504 services must be developed to function as specified. The District expects a reporting engine designed to provide accurate user-friendly State and District specific reports, ad hoc reports, and the ability to locally create additional required reports vital to the success of the Districts aforementioned programs. The report engine must provide data integrity reports specific to each component to assist with monitoring and management. All components should have the ability to interface with each other per specifications. The goal is to provide a system that allows the District to document services to students in a manner which is timely, accurate and accessible making it secure and auditable, and producing all reports required by Federal, State and local entities. The system will provide documentation for funding and will ensure that the needs of Dallas ISD students who are entitled to programs and services are met in a timely manner. This project will: Select and implement the following integrated system modules and related project activity. The District expects the selected solution with as few modifications as possible: o IEP Development o Tracking student progress o Document requirements based on Section 504 of the Rehabilitation Act o Documentation of Transition Needs and Services o Graduation Requirements o Medicaid Recovery o Response to Intervention o Accountability Tracker No part of this order may be assigned or subcontracted without the prior written approval of the District. Any attempted assignment or delegation by the vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph. The District reserves the right to award one or more contracts, in part or in whole, to a single or to multiple respondents. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with the District. Any such outcome should be taken into consideration by each respondent. Software Acquisition Request for Proposal

19 As part of this project, Dallas ISD is seeking proposals from qualified vendors for an integrated system that meets Federal 2004 IDEA, No Child Left Behind (NCLB) Act of 2001 and Code of Federal Regulations (CFR) Chapter 34 requirements, assists in the development of students IEPs, assists in 504 development, transition development, and tracks as well as documents student s needs and progress. The goal is to obtain a system that will: Improve reporting format, timelines and flexibility. Integrate the databases utilized by Student Services. Improve user access to data from the desktop. Promote system use by providing an on-line user interface and help environment that is consistent with graphic user interfaces currently in use at Dallas ISD. Provide service providers with a system that seems tailored to their specific needs while maintaining central control. Enable unattended operations, making the system more accessible, user friendly and reliable for users. Substantially decrease the time to document student needs, assessments and services received. Be supported and improved by regular enhancement releases of the application software. Integrate systems with entire networked processing environment at Dallas ISD to allow seamless cross platform accessibility to information. Facilitate compliance management, implement procedural performance analysis, and student performance out comes analysis. Continue automated IEP and 504 modules development, and historical record keeping. Continue automated production of Federal and State mandated reports for all modules. Optional System information I. In addition to the system modules identified above, Dallas ISD is seeking information regarding instructional applications in the following areas: IDEA Part C Individual Family Service Plans Response to Interventions (RtI) Accountability Tracker Document other populations with specific state and federal compliance requirements All optional systems considerations must include General System Technical requirements located in this document as it relates to the general functionality of the computer system. Vendors with these system modules should propose and price these capabilities separately. Success Factors Dallas ISD satisfaction with the system at completion of the project would be indicated by the fact: The project improves the way we do business. The system supports the development of best practice" Special Education process management. The system needs little modification. The system secures maximum reimbursement from Medicaid for Special Education. The project increases the accuracy of Special Education data to an audited level of 98% or better. Users report that the system is easy to use. Manual input is efficient. Duplication of records, record keeping and data entry is reduced. Data is captured at the point nearest to the point of origin. Dallas ISD s authorization processes are automated by the system where appropriate. Paper consumption and forms printing expense is reduced. The system reduces the cost of storing and improves access to documents. Systems and modules are integrated. Data maintained by the new system is easily accessible by applications on personal computers such as spreadsheets, databases and word processors. The new system minimizes obsolescence and maximizes use of existing personal computers and networks.

20 Users are trained and know how to access and effectively and efficiently use the system. Screens are visually appealing. Data retrieval is fast. (This space left blank intentionally)

21 GENERAL SYSTEM FUNCTIONAL REQUIREMENTS The Functional Requirements reflect the minimal level of the District s expectations. Area ID System Requirements Process Management 1 1 The system must provide district, school group and school level users with real time access to a single centralized database that instantaneously reflects changes made anywhere in the District. 2 The system must be capable of importing selected fields of data from the SIMS or ODS on a periodic basis. 3 The system will provide a browser enabled user interface for access via the District wide area network, and/or via the Internet. 4 Training will be tailored specifically to the needs of school-based staff, of providers, and of administrative staff including manuals customized for Dallas ISD. 5 Technical support will guide the District to achieving data accuracy level of 98% or better on state and federal data compliance. 6 The vendor will provide technical support to program manager and staff for the length of the contract. 7 The vendor will provide on-site technical support until successful installations are completed. 8 The vendor will provide telephone and other communicative device support for length of contract. 9 The vendor will provide customized system training to Dallas ISD management and users during and after system installation for an agreed upon set time. 10 The vendor will provide data transfer from current system to new system. 11 The vendor will provide data conversion support. 12 The vendor will provide implementation support. 13 The system will support real-time, district-wide special education business process information (critical path timelines for all Special Education requirements). 14 The system will support school-level staffing decisions by utilizing/analyzing data to create such reports. 15 The system will enable data auditing for compliance management and procedural performance analysis purposes. 16 The system will support student performance outcome analysis. 17 The system will automate IEP development, management and historical record keeping. 18 The system will interface and display all current events, stages and project the future events for all models. 19 The system will store, display and make available the historical student files from Dallas ISD s previous system. 20 The system will capture specific related data and produce Federal and State mandated special education reports. 21 The system will interface with existing District systems and data sources. 22 The system will provide the information needed to secure optimum reimbursement from Medicaid for services for special education. 23 The system will provide real-time reports on pending needs such as parent permission and services not yet assigned to providers. 24 The system will produce all necessary State mandated and Dallas ISD ad hoc reports. 25 The system will allow Dallas ISD to continue to produce and display ad hoc reports. 26 The system will be able to categorize and track all students supported by the District including 0-3 year olds. 27 The system will prompt/direct users to complete an activity prior to closing/locking ARD and/or FIE. (i.e. assign provider to evaluation/service, document activity/service provided).

22 28 Implementation process management, training and technical support will be included to management and users. IEP Area ID Federal Individuals with Disabilities Education Act and Texas State Requirements including but not limited to 2 29 Program will support compliance with current/future requirements of Federal Individuals with Disabilities Education Act and Texas Education Code. 30 Program issues a prompt reminding user when the student s IEP and FIE is out of compliance. 31 Program automatically sets the anniversary date of IEP to prompt user to revise IEP to help ensure that IEPs are revised annually. 32 Program allows users to revise draft/saved IEP at user discretion following compliance regulations and District processes. 33 Program allows user to set scheduled anniversary date for IEP and FIE revision. 34 A form is provided explicitly stating rights through due process. 35 Records are password protected to ensure confidentiality. 36 Participant list and/or invitation letter specifically states "parent, guardian or adult student" as recipient. 37 IEP includes a statement of present levels of academic achievement and functional performance. 38 A database is provided with statement of measurable annual goals and short-term objectives or benchmarks and is editable by users. 39 IEP includes a statement of measurable annual goals and short-term objectives or benchmarks which are editable by users. 40 IEP includes a statement of special education related services and supplementary aids and services, including assistive technology, to be provided. 41 IEP includes an explanation of the extent, if any, to which the student will not participate in regular education programs with non-disabled students. 42 IEP includes a statement of individual program accommodations or supports for school personnel to provide. 43 IEP includes a statement of student s participation in state or district-wide assessment program and needed accommodations. 44 IEP includes the projected date for initiation, anticipated duration, and frequency, location of services, accommodations and modifications. 45 IEP includes a statement of how progress toward annual goals will be measured. 46 IEP includes a statement of how the student's parents will be regularly informed of progress. 47 IEP includes a statement of Transition Services needs for students beginning the year the students turn 14 or earlier if requested. 48 IEP includes a statement of the needed Transition Services for students 16 and older, or earlier if requested. 49 IEP includes notification of transfer of rights at least one year before attaining the age of majority. 50 IEP includes a process for Parent Revocation per TEA and District guidelines. Area ID Developing Individual Educational Plans 3 51 All forms will be available in an electronic format that looks like Dallas ISD s current existing forms. 52 The electronic forms provided as a part of the system will be able to be modified over time and in a way that the system does not "lose" the ability to view the older data.

23 53 The electronic forms will provide the ability for multiple staff members to work collaboratively in the development of a draft and provide an ability to lock the form. 54 The system will capture information regarding who is involved in the IEP development for each student. 55 The system will automatically fill out and refresh core data as needed on each form. 56 The system will automatically validate and ensure that all appropriate fields are addressed. 57 The system will enable the District to create a district-wide library of IEP goals, which will also allow for district personnel to revise or reconfigure the goals. 58 Information about the IEP process and student progress is provided to families prior to the IEP meeting for full, active participation by families. 59 Prior to the IEP meeting, information about the IEP process and self- advocacy training are provided to enable the student to be involved in the IEP process as an active participant. 60 The IEP incorporates information from previous IEPs, EPs, or family support plans. 61 The IEP development process incorporates related services, supplementary aides and support services, and educational interventions. Services must be pulled from various sections within the application. 62 Input of IEP members not present at the meeting is documented on the IEP. 63 The IEP includes documentation of consideration of general factors including strengths of child, results of evaluations, parental concerns. 64 The IEP includes student goals and objectives as part of the desired outcomes. 65 The IEP specifies goals and objectives that address one or more of the domains and/or transition service activity areas. 66 Transition needs are specified for children as they move from infant and toddler programs to pre-kindergarten programs for children with disabilities. 67 Transition needs are specified for students in transition from juvenile justice programs to the community or other programs. 68 All IEP components are interrelated and a logical progression per District process is evident in meeting the student's identified needs. 69 All pages will have DRAFT marked (except those specified) until event is locked. Area Present Levels of Academic Achievement and Functional Performance 4 70 Statements represent input from a variety of sources. 71 References to specific assessments are excluded unless easily understood without teacher or test manuals. 72 The narrative statement of a student s strengths and needs includes descriptive information that is usable by school personnel and understood by parents and the student, as appropriate. 73 Statements are free of jargon. 74 Statements of needs are expressed in observable or measurable items. 75 The priority educational needs of the student are reflected in the present level of academic achievement and functional performance statements. 76 Statements describe student's abilities and needs in relation to the student's desired school/post-school outcomes. 77 Statements reflect the student's abilities or behaviors in home, school, community, and work settings. 78 Statements reflect the coordination of educational needs across all areas of the student's needs. Area ID Annual Goals 5 79 Annual goals are related to desired school/post school outcomes and educational needs. 80 Educationally relevant therapies are reflected in classroom goals, as appropriate. 81 Community-based instruction or community experiences are reflected in the goals. 82 Instructional responsibilities are addressed for each annual goal. Area ID Short Term Objectives or Benchmarks

24 6 83 Objectives or benchmarks focus on specific needs identified in present level of academic achievement and functional performance statements rather than curriculum scope and sequence. 84 Objectives or benchmarks are achievable in relation to the student's identified strengths and needs. 85 Objectives or benchmarks reflect progress to more complex skills or mastery of behavior. 86 Objectives or benchmarks are written in easily understood, jargon-free statements. 87 Objectives or benchmarks reflect integration and use of skills needed in the classroom, community, school, and home. 88 Objectives or benchmarks are chronologically and developmentally appropriate for the student. Area ID Student Progress 7 89 Evaluation procedures include ongoing and frequent measurement of objectives or benchmarks. 90 Criteria for mastery describe expected performance in terms of how well and over what period of time. 91 Criteria for mastery are attainable yet challenging in relation to the student's ability. 92 A variety of evaluation methods and procedures are provided. 93 Evaluation procedures include home, work, community, and school settings for measuring objectives or benchmarks logically carried out in a specific setting. 94 Documentation of mastery of short-term objectives or benchmarks is included on the IEP. 95 Student s progress can be monitored across school years. Area ID Program Accommodations and Supports for Personnel 8 96 Accommodations or supports for personnel are related to meeting priority educational needs and attaining the desired school or post- school outcomes identified on the IEP. 97 A positive correlation between accommodations in the instructional program and in the State or district-wide assessment program is reflected. 98 Input from a variety of sources (e.g., parents, student, basic or vocational teacher, employment specialist, agency representative) is reflected. 99 Accommodations that support participation in the instructional and state or district-wide assessment program are understood by parents, the student, and individuals involved in implementation, and those accommodations are specified in detail. 100 Alternate assessment procedures for the student s instructional program are described and include multiple techniques or assessments (e.g., student work samples, portfolio, teacher checklists, formal assessments, etc.). 101 The accommodations selected for the state or district-wide assessment are consistent with those provided for the student for classroom assessments. 102 Students with disabilities are given the opportunity to become familiar with testing formats and procedures used in state and district-wide assessments. Area ID Special Education and Related Services and Supplementary Aids and Services Members of the IEP team (parents, student, and regular educator as appropriate) jointly determine the needed special education, related services and supplementary aids and services. 104 The regular education activity or program in which the student will participate is described. 105 The benefit or purpose of participation in regular education is described. 106 Related services address the student's priority educational needs. 107 The services identified on the student's IEP reflect and are consistent with the services recorded on the District Matrix of Services. Area ID Initiation Data Duration, Frequency, and Location of Services and Accommodations The duration of services and accommodations reflect the student's needs, goals, and desired school/post-school outcomes. 109 Extended school year services are documented explicitly and are specified in detail. 110 The location and frequency of services and accommodations are understood by the parents, the

25 student, and the individuals involved in implementation and are specified in detail. 111 System will support multiple schedules of services to be provided. Area ID Transition Services The Transition IEP reflects the desired post-school outcome statement on the IEP which indicates where the student wants to be in a variety of areas (work, leisure, social, living arrangements) and addresses the student's need for post-school activities and services. 113 A career plan is developed and reviewed to enable the student to attain his or her desired postschool outcomes. 114 Information from a transition portfolio is used in planning the student's IEP. 115 Preplanning activities are used to identify the student's needs, interests, and preferences prior to the IEP meeting. 116 Interagency agreements address the provision of transition services, and services are planned and coordinated through interagency councils. 117 Multiple ways are used to involve representatives from other agencies who are unable to attend the IEP meetings. 118 Goals and objectives are geared toward the student's desired post-school outcome. 119 Goals reflect skill development needed for successful transition and generalization in to other environments. 120 Early transition planning is initiated for some students based upon individual needs (e.g., ages 11-13). Area ID Graduation Requirements All available and pertinent information is used to make an individual decision regarding the selection of a diploma option that meets the child's instructional needs. 122 Decisions regarding graduation options are recorded. 123 The decisions regarding the diploma option are geared toward the student's desired postschool outcomes Area ID Transportation The system will track the transportation needs of students such as lift buses, oxygen usage, multiple pick-ups and drop-off addresses. 125 The system will allow an electronic interface with the transportation department to accept adding new data, making changes to existing data, and removing data from transportation eligibility in real time. 126 Transportation data can be extracted from transportation form fields and displayed on a report as defined by local configuration parameters. Area ID Limited English Proficient The system will provide a field to display information from the District s Student Management System as to student s identification as LEP and in the Student Management System on the IEP and FIE. 128 The system will provide ability for user to create a report of a list of students identified as LEP in the Student Management System and with a status of Special Education. Area ID Not Eligible The system will provide ability for user to create a report of all students with Not Eligible as a status between specified date ranges. 130 The system will provide ability to calculate percentage of total Initial Referrals with a completed FIE resulted in a status of Not Eligible with the ability to display and calculate totals by District, school group, and campus levels and provide the ability to list student details for the Not Eligible. 131 The system will provide the ability to identify not eligible due to parent revocation, and eligible but Special Education service refused. Area ID Special Education Initial Referral IEP includes a process for Referred Student Withdrawal per TEA and District guidelines.

26 133 Student Withdraws Parent Consent for Evaluation Not Obtain: System will allow the documentation of students who have been referred to special education but the parent consent for evaluation has not been obtained prior to the student withdrawing from the district. 134 Student Withdraws Parent Consent for Evaluation is Obtain: System will allow the documentation of students who have been referred to special education and the Full Individual Evaluation summary has not been started or has been started but not complete or has been completed prior to the student withdrawing from the district. 135 Student Returns: System will allow the documentation of students who have been referred to special education and the Full Individual Evaluation summary.. a. was not started in the district, was not completed in the district or completed in the district and the student returns b. and Initial ARD was held in previous district c. was completed in the district prior to the student withdrawing or completed in another district but the Initial ARD has not been held. d. was not completed in the district nor in another district. 136 Student Transfers from within the State into the district while in the Special Education Referral Process: System will allow the documentation of students who have been referred to special education and the Full Individual Evaluation summary has been completed in the sending district but the Initial ARD has not been held or has not been started in the sending district. Area ID Additional Requirements System will allow the user the ability to attach files to events (or to students) or remove the attachments. The attachments include but are not limited to: text, PDF, audio, video, etc. as approved by the District. 138 Dallas ISD s Logo will be displayed per District specifications. 139 System will allow transfer of files electronically outside the District per state records transfer process, such as T-Rex. 140 The vendor will complete state and federal changes without charges in a timely manner for the District to remain compliant. 141 The vendor will provide all system created forms requested by the District in English and Spanish. Section 504 the Rehabilitation Act Area ID System Requirements The system will interface with other modules in the system, the Dallas ISD student information system and other district s systems. 143 The system will track the services by area of academic, behavioral, medical and physical concerns. 144 The system will identify interventions by academic (reading and math), behavioral, medical and physical concerns. 145 The system will capture 504 entries completed by teachers, specialists and administrators. 146 The system will capture area of academic, behavioral, medical and physical concerns and be able to track in time intervals. 147 The system will store and display historical student files from Dallas ISD s previous 504 system. 148 The system will track information on students eligible for 504 and their accommodations. 149 The system will provide ability to have additional 504 status identifications such as: 504 Eligible + Plan, 504 Eligible + Plan + Dyslexia Services, 504 Eligible + No Plan (In Remission); provide ability for district to be able to add additional status or reconfigure identifications, if needed. 150 The system will provide ability to have additional status identifications such as: Regular Education Dyslexia-504 and Special Education Dyslexia; provide ability for district to be able to add additional status or reconfigure identifications, if needed.

27 151 The system will allow users to add current students data, to add a specific code to student details, to identify those students as having dyslexia, and the date they were determined to have dyslexia. 152 The system must handle enrollment and withdrawn students. 153 The system will display all current meetings and project future meetings. 154 The vendor will provide all system created forms requested by the District in English and Spanish. Area ID Function Ability to process and monitor student s academic, behavioral, medical and physical success or lack of success. 156 Ability to view total profile of the student. 157 Ability to record the identification of concerns and/or problems of students. 158 Ability to record the interventions tried related to the students concerns and/or problems. 159 Ability to track the District s 504 process on individual students. 160 Ability to monitor 504 processes by individual, student and group of students. 161 Ability to compare students with their peers. 162 Ability to communicate with all significant partners (parents, teachers, administrators, outside agencies and organizations) involved with the Section 504 process. Invitation letters on Dallas ISD letterhead (populated form letters) and other pieces of correspondence on letterhead, telephone call, s. Medicaid Recovery Area ID System Requirements The system will interface with other modules in the system, the Dallas ISD student information system and other district s systems. 164 The system will cross check IEP services against a user defined list of Medicaid reimbursements services. 165 The system will display and print the students eligible for Medicaid reimbursement with the Medicaid number on all pages of the ARD document and FIE. 166 The system will display and print the students eligible for Medicaid reimbursement with the Medicaid number on all pages of the ARD document after occurrence of the ARD. 167 The system will allow users to document services provided as specified in the IEP with the required documentation of start time, stop time, and total minutes. 168 The system will allow the user the ability to document activity performed when making contact with a student. 169 The system will provide documentation of approved state procedure codes for billable services. 170 The components must have the capability to extract all billable services from Electronic Medical Records for all insurances or interface with software extracting billable services and provide various means of communication using various means. 171 The system will allow users to select related current IEP objectives for a billable service. 172 The system will allow users to select/enter appropriate specialty providers who services are billable through the SHARS program. SST Area ID SST Requirements The SST module will be structured based upon Stages. 174 The system will track referrals made to other district programs. For example, referrals to special education, RtI, 504, Youth and Family Centers, etc. 175 The system will capture documentation of actions taking. Response to Intervention (RtI) Area ID System Requirements The system will interface with other modules in the system, the Dallas ISD student information system (included but not limited to demographic, grades, health data, attendance, assessments,

28 migrant, LEP, gifted and talented) and other district s systems. 177 The system will track the services by area of academic, behavioral, medical and physical concerns. 178 The system will identify interventions by academic (communication (speech), reading, science, social studies, writing and math), behavioral, medical and physical concerns. 179 Progress monitoring will be completed on a student s plan timeframe, not by calendar year. 180 A database is provided with statement of measurable interventions and is editable by users. 181 The system will enable the District to create a district-wide library of interventions, which will also allow for district personnel to revise or reconfigure the interventions. 182 The system will allow multiple users to create multiple plans on the same domain. 183 Ability to provide various access types such as: a. Inquiry or read only b. Modify or update c. Add or create d. Delete or remove e. Approval of transactions f. Override of normal edits or controls g. By school, school group, section and class h. Access to enrolled and withdrawn students i. Related to Human Capital Management system j. Any combination of the above access types 184 The system will display all current Tiers and project future tiers. 185 The system will allow users to refer students to Dallas SST module. 186 The system will interface with the district s SIS system, capturing student s attendance by sections and classes. 187 The RtI module will be structured based upon Tiers. 188 The system will display the results of progress monitoring (prefer a graph). 189 Ability to identify a group of students that meet a set of criteria through a batch process where they fit in the scoring of the criteria control by the system administrator (screener). This will be a workable list from the user interface. 190 The ability to search by screener and school. 191 The system will display data (statements 176 and 186) over time period. 192 The system will be case manager driven. 193 The Tiers, events, forms as well as data can be printed. 194 The system will have multiple measures and measures must be configurable. 195 The system must have a baseline and target for progress monitoring. 196 The system must have renaming or configurable naming of Tiers and processes. 197 The system must have the ethnicity of the provider. 198 The system must handle enrollment and withdrawn students. Accountability Tracker Area ID System Requirements The system will document services provided to all students - billable and non-billable services. 200 The system will have the ability to document services provided directly or indirectly to a student. Either via an interface or provider. Included but not limited to, classroom observations, conferences with staff / student, ARD attendance, FIE report writing, transportation, etc. 201 The system will allow documentation on active and withdrawn students. 202 Documentation will include but not limited to: Location Service date and time Duration Procedure code

29 Diagnostic code Progress Comments Group size Service type Provider & Provider Type 203 The system must automatically pull over goals and objectives for the student based on date of services and the ARD date. 204 The system will automatically build the Provider s caseload based on assignment of Provider within the ARD/IEP or other district application. 205 The system will allow for the grouping of students based upon user s custom grouping and system created grouping. 206 The system must have the ability to track the status of the encounters entered to enable corrections and verification prior to final closing. 207 The system must be able to store Medicaid numbers. 208 The system must have the ability for the district to manage/control dropdown values. 209 The system must have the ability to import from or export to the district s SIS. 210 The system must have the ability to close encounters; thus, making the record non-editable. 211 The system will not allow future dated documentation of delivered encounters. 212 The system will not allow documentation of delivered encounters on services with a future date. 213 The system must be capable to migrate data from the current system to the new system. 214 The system will track when the encounter was created, updated, delivered, closed and extracted. 215 Every tracked record must have a created by date, updated by date, delivered by date, closed by date and extracted by date. 216 The system must adhere to the General System Technical Requirements located in this document. Included but not limited to; security, hardware and security grouping. (This space left blank intentionally)

30 GENERAL SYSTEM TECHNICAL REQUIREMENTS Area ID Security Controls Ability to administer security and control over the operating environment. The operating environment includes the operating system that your software will operate under; the database management system; and your application software. Dallas ISD requires data security capabilities in order to identify each person accessing the system and to segregate individual duties and responsibilities between applications and within an application. 218 Ability to provide access control by the following: District s Active Directory and Human Resource system to maintain log in The operating system security and your application security working together. 219 Ability to require only one log-on to access the application software or single site logon. 220 Ability to assign a user-id and a separate password which must both be entered and validated. 221 Ability to enter passwords in a non-printing, non-displaying portion of the screen. 222 Ability to encrypt passwords while transmitted and stored so they cannot be viewed by an unauthorized user. 223 Allow (https) external assess through secured sockets (in-port certificate). Area ID Security Administration and Maintenance Ability to suspend automatically and manually all user access when a user is terminated or role has changed. 225 Ability to time-out or suspend users after a period of time of being idle. This time-out requires the user to re-enter their password before continuing. 226 Automated ability to establish and maintain the access privileges given to users. It is expected that some form of access matrix will be maintained for the access authority given to each user. 227 Ability to control access for a user-id at the following levels: Application Menu Function/Screen Field Organization School Multiple Schools School Groups 228 Ability for security access to be applied to data generated on reports that the users initiates. 229 Ability to "hide" screens, forms and menu options that user does not have access to. 230 Ability to control security on individual forms after completed document; limiting access based on user s application permission. 231 Ability to provide various access types such as: Inquiry or read only Modify or update Add or create Delete or remove Approval of transactions Override of normal edits or controls Any combination of the above access types 232 Ability to display the last date and time the user logged onto the system. 233 Ability to create a user-id with a fixed expiration date. 234 Ability to allow access on a user, group, or global basis. 235 Ability to set up ranges of access for a user or group using a role base security method. Area ID Security Violations Ability to record or capture information about access attempt such as:

31 user-id Station / IP address Date Time Transaction, menu, screen, file and object Attempted type of access (e.g., read, modify or add) 237 Ability to review attempted violations in the following formats: Batch Reports Online by a security administrator Area ID Security Reports Ability to generate reports on the information recorded or logged by the security system for each access. 239 Ability to generate online inquiry and batch reports to review access profiles and types given to the users defined to the system. 240 Ability to generate online inquiry and batch reports to review access profiles for all modules for a user or for a group. 241 Ability to generate online inquiry and batch reports of user access by file, menu, function, screen, organization. Area ID Documentation Requirements Vendor application documentation includes the following: System flowcharts System narratives Program flowcharts Program narratives Functional flowchart Functional overview of each application Business procedural documentation Conceptual overview of interaction between functional processes Source code User manuals in an electronic format Screen layouts Screen associated with each function Examples of each process for each screen Examples of all suggested batch input forms Report layouts Reports associated with each function Report to program cross reference Program to file or tables used cross reference Entity relationship diagrams Data dictionary Database layout Complete list of error messages Suggested course of action for each error message Physical database implementation System installation and update procedures System administration procedures Overall index to all documentation manuals 243 Ability for online user documentation to be organized by: Function Screen Field

32 Error messages Help index Content-sensitive help 244 Ability to modify help screens. 245 Ability to add new user-defined help topics. 246 Ability to add new user-defined help topics to the help index 247 Ability to have online operating instructions. 248 Ability to have online full user documentation. 249 Ability to update locally the online user documentation for customized processes System start-up procedures Back-up procedures System shutdown procedures Error message/debugging instructions System and job status reporting Descriptions of set-up procedures Descriptions of all halt conditions Descriptions of restart procedures and checkpoints Printer requirements Descriptions of output and file dispositions on completion 250 Ability to review files and tables accessed by each menu option. 251 Ability for operating instructions to contain: System start-up procedures Back-up procedures System shutdown procedures Error message/debugging instructions System and job status reporting Descriptions of set-up procedures Descriptions of all halt conditions Descriptions of restart procedures Checkpoints Printer requirements Descriptions of output and file dispositions on completion 252 Documentation provided is current with the version of software provided. 253 Technical and user documentation is provided for all custom modifications provided by the vendor. 254 Hotline support of technical personnel available on a 24-hour basis. Area ID Backup and Recovery Ability for all application software and database to be: Backed up Restored (file returned to a prior point in time due to a problem) Recovered (file lost and replaced) 256 The database management system provides utilities for backups of the database to removable media suitable for storage off site. Area ID Data Base Management Microsoft Sequel Service only. 258 Ability to interface with Oracle database engine. 259 Ability to create database /views or sub- schemas to limit the fields that a user can access. 260 Ability to prevent users from directly accessing the database (i.e., user's access is limited to report tools or the application software). 261 Ability to prevent concurrent updates of the same data element with record and field locking messages that state user-id currently modifying the data. 262 Ability to verify database integrity.

33 263 Ability for the application to allow logging-type facility (audit trail) to assist in reconstructing data files. 264 Ability for the application to protect against concurrent file/record/field updates. 265 The application system is based on a true SQL compliant relational database system. 266 The database and applications are portable to other hardware systems from multiple vendors with no modification of application source code or database structure. 267 The application system is written using 100% ANSI standard SQL code. 268 The database management system provides for audited transactions with rollback/roll forward recovery. 269 The database management system provides utilities for mass insertion of records into the database. 270 The database management system provides utilities for mass insertion and alteration of any data field in the database. 271 The data in the database is accessible via SQL queries including those issued remotely across the network. 272 The application complies with ODBC (open database connectivity standards). 273 The application complies with IDAPI (Independent Database Application Programming Interface) standards. 274 All stored data used by the application is stored in the RDBMS. 275 Ability to create additional modules within the case management suite. 276 Every record must have a created date, updated date, created by date and updated by date. 277 Ability to access an online data dictionary for all system databases. Data dictionary will contain, but not be limited to: data element name and aliases, file where data element is stored, type of data element, description of data element, modules where data element is used and/or updated. 278 The system must correctly store and calculate dates regardless of century. 279 All dates stored in the application databases include both a two digit century and a two-digit year. This includes migrated data from legacy systems. 280 All calculations involving dates will admit a mixture of dates from the 20th and 21st centuries and produce correct results. 281 All sorts on dates will correctly order dates regardless of century i.e., January 1, 2000, is later than December 31, The application system recognizes leap years, allows storage of February 29 for those years and accurately includes February 29 in calculations involving dates. 283 The system is based on tables of values and associated codes that trigger appropriate processing. 284 Tables are accessible by multiple modules eliminating the need for duplicate data. Area ID Input Controls Ability to provide consistent user interface within an application's modules and across/between all application modules. 286 Allow documents to be entered and edited online using pre-formatted screens in graphical user interfaces. 287 Ability to allow on-line input and/or inquiry by multiple users at the same time. 288 Ability to reduce repetitive keying for fields such as dates. 289 Ability to require all approvals (i.e., electronic signature type approval) to be conducted online. 290 Ability to allow approvals (i.e., electronic signature type approval) to be conducted through messaging. 291 Ability to make fields required. 292 Ability to easily declare edits criteria of one field based on the value of another field. 293 Ability to perform real time update to table and master files (e.g., the vendor master file) using online screens. 294 Ability to provide batch input and update to table and master files. 295 Ability to duplicate entire field from record to record during data entry.

34 296 Ability to duplicate character by character from record to record during data entry. 297 Ability to pre-fill field with value for all records during data entry. 298 Ability to save and retrieve a completed form for the development of equivalent transactions. 299 Ability to use alternate data entry such as bar coding and optical scanning. 300 Ability to allow only the security administrator to change permission capabilities. 301 Ability to gracefully terminate on-line inquiries without corruption to the data. This protects against waiting for processing of runaways inquiries. 302 System creates a log file containing user-id and date time stamp of transactions with each entry. Log should include function performed and before and after images of updated records. Area ID System Navigation Ability to input data, make inquiries, initiate processing, etc., via a system of menus, panels or equivalent graphic user interface. 304 Ability to leave a screen, refer to other screens and return to the initial screen with no loss of data already keyed into the screen. 305 Ability to customize screens to accommodate advanced users without modification to the standard product. 306 All screens provide the user with an indication of the keystrokes, commands or other actions that can be issued from that screen. 307 Labels of menu items can be changed by Dallas ISD staff with minimum effort and downtime. 308 District staff should have the ability to make local changes such as adding, and deleting information in dropdowns. 309 New menu items and associated processing can be added by Dallas ISD staff with a minimum of effort and downtime. 310 Ability to look up admissible values for table driven fields without leaving the input screen via customizable drop-down list boxes. 311 Ability to use the web browsers for system access. 312 Provide a consistent user interface among all modules. 313 Provide automated workflow: Trigger a sequence of events to complete a task Track the flow of documents Allow transactions with electronic signature Allow business rules to define escalations and notifications 314 Ability to scroll up, down, left, right to view data when screen output is more than will fit on one screen. 315 Ability to scroll through an unlimited number of screen pages when the data is greater than will fit on one screen. 316 Ability to scroll forwards and backwards to any prior or subsequent displays within inquiry. 317 Ability to move between related screens without returning to the menu. 318 Ability to build program keys on the keyboard to perform functions defined by user. 319 Ability to print screen of Student Data Profile. 320 Ability to list Quick Links on the Student Data Profile and add others needed, such as health and attendance history. 321 Ability to print lists produced in a Quick Link. 322 Ability to require batch and online editing to use the same edit routines/programs for consistent processing. 323 Ability to process uploaded files/tables through the same edits as an individual transaction would be processed. 324 Ability to tab from top of page or page location selected, left to right from field to field within the page. Edit and Validation. 325 Ability to perform batch data validation and editing as early as possible in the data flow to ensure that the application suspends any incorrect transactions.

35 326 Ability to perform batch data validation and editing for all data fields even when an error is detected in an earlier field of the transaction. 327 Ability for online edits to edit and validate each data field upon entry and not advance to the next field until the current one passes edit. 328 Ability to validate data field against table of valid values. 329 Ability to verify the existence of all mandatory input fields. 330 Ability to verify format, range, and validity of all data fields. 331 Ability to perform reasonableness test of all data fields where appropriate. 332 Ability to verify that numeric fields are numeric and alpha fields are alpha. 333 Ability to verify that specific data formats are satisfied (e.g., masks). 334 Ability to verify that both system and manually generated numbers (e.g., case number) are not duplicated. 335 Ability to prohibit updates of documents previously entered, saved and locked for historical purposes. 336 Ability to edit and store all system parameters in tables as opposed to hard-coded into computer programs. 337 Ability to perform relationship editing between input transactions and master files to check for appropriateness and correctness before updating. 338 Ability to prevent users from overriding or bypassing data validation and editing routines. Exceptions are: Override capability can be granted by security administrator System overrides are logged for review of appropriateness and correctness 339 Ability for user to select all transactions" or "errors only" reports from batch processing. 340 Ability for the District to define editing criteria without modification to the standard system. Area ID Processing Controls Ability for each batch input transaction to have a unique identifier or transaction code that directs the transaction to the proper program for processing. 342 Ability for standard default options to be built into tables. 343 Ability to verify computer files to the proper version (cycle) of the file. 344 Ability to perform file completion checks to ensure that application files have been completely processed, including both transaction and master files. 345 Ability for each transaction to include the date, time and user-id. 346 Ability for the station-id / IP address to be recorded if it is available in a networked environment. 347 Ability for production files (i.e., master file) to be updated by controlled input transactions and cannot be modified or patched directly. 348 Ability to purge obsolete records: Ensure that master file records will not be deleted if activity exists for the record for a specified period of time. Allow for an audit trail to be maintained for all master file and table adds, changes and deletes Prohibit purging of audit trail information. Allow for the system administrator to specify the amount of history to maintain by transaction type. 349 Ability to purge records from files based on user-defined value of any field in file and subject to restraints listed above. 350 Ability to enter specific business rules through the user interface without modification to the standard application product. 351 Ability to create events on returning students who previously received special education. 352 Ability to electronically interface with transportation vendor to accept adding new data, making changes to existing data and removing data from transportation eligibility in real time at least 3

36 times a day. 353 Ability to electronically interface and identify current dyslexic students status and any changes. 354 Ability to electronically interface through Human Capital Management (personnel) to bring in new employees, identify their position, assigned campus for use in determining the campus records they can access, assessments and services they provide as determined by the matrix provided by the District. 355 Provide automated electronic interface to bring student class grades into the system on a regular basis. 356 Provide automated electronic interface to bring student standardized testing scores into the system on a regular basis. 357 Provide electronic interface that loads graduation process for students: Graduation file At end of the school year identify students who graduated. Move them to the Virtual Graduation School. Help to clean up withdrawals and remove students off the schools attendance roster. 358 Provide electronic interface that identifies and maintains schools that will or will not have managing transfers of student electronic files automatically set. 359 Ability to send a list of special education students to a Medicaid verifier and load the Medicaid numbers from the Medicaid verifier to the system. Ability to interface Medicaid # s Pull services from the IEP Track time provided for services against what was recommended by the ARD Track Billing for assessments (keep track of old ones and report new ones) Assist with building reports 360 Ability to load student demographic information for all modules on a nightly basis. 361 Ability to generate an outbound file to meet the PEIMS requirements in addition to any other required Dallas ISD data and interface with Dallas Student Management System. 362 Ability to interface Dallas ISD student Universal Screening data received and loads it into the system. 363 Ability to generate needed time sensitive processes and events when students withdraw from the District. Removes unlocked system generated future events for identified student group to prevent events from appearing on overdue lists: For students with a withdrawn, dismissed or not-eligible status Follow set timeline from withdrawal date Automatic process identifies and deletes blank pending form events Automatic process identifies and force locks unlocked events in progress adding an extreme past due date Create & lock stand-alone transportation drop form for withdrawn or graduated student Identify withdrawn student re-enrolling after set timeline; and create student transfers in event 364 Ability to interface with Dallas ISD Summer School process by tracking enrollment and services provided/documented for ESY/PEIMS report. 365 Ability to extract current student schedule of services, related services and supplementary aides and services data. 366 Ability to track the status of all referrals and provide a report. 367 Ability to provide a current snap shot of all special education students, with their disability, last ARD/IEP date, last FIE date, and program codes to provide a report. 368 Ability to interface electronically with other District systems to provide special education testing rosters with ARD assessments and accommodations updated frequently. 369 Ability to interface electronically with Psychological Services Inc. (vendor).

37 370 Ability to identify and maintain all enrollment history. 371 Ability to identify a student s attending, managing, folder and zone school(s). 372 Ability for application to monitor events and perform an action or defined set of actions based on business rules. 373 Ability to identify the Held Campus of events. 374 Ability to track attendance by period. 375 Ability for users to be notified by the system of events based on business rules. Method of notification may be , reports, or fax. 376 Ability to identify a group of students that meet a set of criteria through a batch process where they fit in the scoring of the criteria control by the system administrator (screener). This will be a workable list from the user interface. 377 Ability for an audit trail to be provided for online transaction activity including: Message number/ sequence number User-ID Date and time stamp Station-ID Record counts and amount totals 378 Ability for audit trails to do the following: Trace a transaction from entry through to the output reports Trace a transaction backward from the output reports to the original source Area ID Output Controls Ability for transaction reports to be available in real time by: User Department Station / IP address Internally computer generated Type of transaction Interfaces Date and Time 380 Ability for output reports that can be identified by: Title or name of product Program name and/or number Date and time prepared Period covered User name and location Requester's Name End-of job/file/report indication 381 Ability for error messages to provide clear, understandable corrective actions for each type of error. 382 Ability to have list boxes which contain valid values for rejected data input. 383 Ability to have error messages that are produced for each data field that does not meet edits requirements. 384 Ability for an error that occurs in any one field of a transaction to cause the entire transaction to be rejected from further processing by the application. Area ID Data Transfer To/From Other Computers Ability to provide an easy-to-use means for transferring information to and from department microcomputers and/or local area networks 386 Ability to download data for immediate use by the following software applications or in the following formats. Data should not have to be manipulated at the workstation level to achieve the proper format.

38 Microsoft Excel Microsoft Word Microsoft Access any ODBC compliant application ASCII format Delimited ASCII format With the choice of 2003, 2007 or more current Microsoft Office Suite 387 Ability to use data by PC tools such as Microsoft and Oracle. 388 Ability to link to or embed data from module in the case management suite into spread sheets, word processing documents, or other user workstation software. 389 Ability to save, modify, and delete download/upload requests to eliminate the need to retype information for standard requests. Area ID Software Version Control Adhere to Dallas ISD Change Management process 391 Ability for the application software and data to be segregated into staging environment (i.e. testing and training environment). 392 Ability to manage the different versions of application software residing on the server/host computer 393 Ability to provide an automated method to manage client software in a client/server environment. 394 Ability to install each module independently of other modules. 395 Ability to maintain programs/releases using a version control feature. 396 Ability to roll back program versions to an earlier version. 397 Ability to manage custom built code which includes tracking of changes including: programmer, date of change, reason for change. 398 Ability to archive previous versions of software. 399 Ability to approve and distribute custom built code from a development stage to the production stage. 400 Ability to have user-defined levels of approval for custom code. 401 Ability to restrict movement of code to production to the system administrator. 402 New software releases scheduled at least annually. Area ID System Utilities Utility provided to generate structured code consistent with the system's existing programming. 404 Utility provided to identify all the programs that access a particular file or data element. 405 Utility provided that can compare the test and production version coding to identify any differences. 406 Standard format provided to interface between the system and related auxiliary systems. 407 System includes all necessary support software. (e.g., compilers, text editors, etc.) 408 Applications are web-enabled without add-on software product. Area ID System Performance Response time of one second or less for online transactions that are single record additions or inquires referenced by the primary key field. Interim messages such as "processing" or "please wait" are not appropriate responses for the purpose of measuring response time. 410 Response time of one second or less to move from one screen to another. Area ID Use of Existing Infrastructure Ability to support a cluster type web service software/hardware. 412 Ability to use existing network for communication with display devices and printers. 413 Identify all the system equipment required by the case management suite such as software, hardware, certificates, licenses, etc. 414 Compare and analyze with the District's technology systems to ensure equipment compatibility and avoid surprise deficiencies. 415 Ability to use Microsoft Windows 2000 and above based personal computers for accessing the system.

39 416 Ability to use other web base hardware such as tablets, smartphones and i-pads for accessing the system. 417 Ability to access the system through a web browser. 418 Ability to print to a local printer and network. 419 Ability to utilize the full capabilities of printers including fonts and graphics. 420 Ability to use the conventions and capabilities of Microsoft Windows including, but not limited to, graphic users interface to applications, exchange of data between applications and access to remote databases. 421 The vendor is to provide the requirements of the case management suite system unless otherwise noted. 422 Vendor must identify LOCAL CONTROL CAPABILITIES throughout all components of system. That is, vendor must indicate areas, such as reports, that the District can configure independently, without vendor interface. (This space left blank intentionally)

40 REPORTS Requirements Area ID AD-HOC REPORTING, EXTRACTS, INQUIRY Ability to generate flexible, end user-defined reports, queries, and extracts from all the financial system modules, supplementing standard reports and queries provided by the system. 424 Ability to select, sort, and calculate the information and identify the type of output for a report. 425 Ability to provide menus and extensive online help and debugging facility. 426 Ability to extract data by any user-defined logical grouping of data elements. 427 Ability to prepare reports from data residing in more than one module in the case management suite. 428 Ability to present results in an easy to read and understandable format, with no specialized interpretation required. 429 Ability for real time access to data in the system to guarantee accurate up-to-the-minute information. 430 Ability to create and modify reports, inquiries, and data extracts to select data and ranges of data using: Data values Wildcard values Phonetics or Soundex values Part of a selected data item, e.g., the first two characters only 431 Ability to enter user defined parameters at run time. 432 Ability to define, save, and execute user-defined ad-hoc reports and extracts. When the word "report" is used, it refers to extracts as well. 433 Ability to produce hard-copy reports or data extracts. 434 Ability to store the output of a hard-copy report for online review and submission to an output device. 435 Ability to execute reports without shutting down or stopping online operations. 436 Ability to execute reports without degrading system performance. 437 Ability to generate multiple reports on one pass of the database to increase efficiency. Exceptions may be acceptable depending upon the complexity of the report. 438 Ability to identify report recipients and output device when submitting the report. 439 Ability to terminate a report or inquiry while in process without system impact. 440 Ability to sort (group) reports into distribution sequence. 441 Ability to save, modify and delete ad-hoc report definitions. 442 Ability to share report definitions with other users from an online report definition library. 443 Ability to copy report definitions to ease the preparation of new ad-hoc reports. 444 Ability for users to define the following for a report: Report numbers, descriptions, and titles Files or tables to include in the report Data from each file or table to include in the report Value of the data elements to include and/or exclude in the report Support the use of Boolean logic (e.g., greater than, less than) Information which will appear as columns Column headings, Column widths Data elements which are to be sorted Data elements which will determine page breaks, control breaks Data elements for which subtotals will be provided at designated break points Expiration date for report results Level of reported data: detail or summary Counts based on data element value 445 Ability to define different layouts for header, footer, detail, subtotals, and total lines

41 446 Ability to format the presentation characteristics of the report results using the following methods: Font and font style Page orientation Scaling, e.g., 85% or `Shrink-to-fit' Display part of a selected data item, e.g., the first two characters only Alignment of data/column titles (e.g., left, center, right) Footnote or memo fields Table or form formats Print format options: number of lines per page and margins Automatic centering of report titles Automatic page numbering Report number on every page of the report Date, time, and requester produced on each report Format detail lines separately from the format of total and subtotal lines 447 Ability to include up to 20 literal fields on the report. 448 Ability to perform calculations on numeric fields: Basic and complex calculations such as addition, subtraction, division, multiplication Statistical calculations such as averages, medians, square root, percentages and standard deviations Regression analysis and trend forecasting Calculate the time between dates Compare two columns and print the greater amount Compare two columns and print the lesser amount Perform calculations between columns 449 Ability to format calculated fields. 450 Ability to calculate across rows or down columns. 451 Ability to use calculated fields in subsequent calculations. 452 Ability to use a data element in calculations and not print that data element on report. 453 Ability to store calculations for use in many reports without having to copy the calculations. 454 Ability to have "if' logic in calculations. 455 Ability to incorporate user-defined functions. 456 Ability to provide user defined ad-hoc inquiry capabilities to support the need for immediate, online access to information involving nonstandard combinations of data. Capability should be provided without the need for complex programming. 457 Ability to perform basic mathematical operations and statistical functions, including addition, subtraction, multiplication, division, counts, average, medians, square root, percentages and standard deviation. 458 Ability to provide user-defined columns and sorts. 459 Ability for sort and search capability including conditional searches. 460 Ability to place bookmarks within inquiry results. 461 Ability to save, modify and delete defined inquiries. 462 Ability to define include/exclude of data values, including the use of wildcard characters. 463 Ability to specify display of summary or detail data or both. 464 Ability to view detail by various levels of organizational units or in a combined format. 465 Ability to drill up or down to see the summary or details of the inquiry. 466 Ability to scroll through inquiry results viewed online. 467 Ability to direct computer-generated output to printer, file, or storage device. 468 Ability to select and specify reports offered on a menu of standard reports based on appropriate security.

42 469 Ability for stored report requests to accept parameters from the user at run time. 470 Ability to initiate single report request without causing all current report requests to be initiated. 471 Ability to place priority on report requests. 472 Ability to have banner page identifying the user who requested the report, input parameters, run time information such as job names or numbers, date, time, user who initiated the report, and comments. 473 Report headings are consistent across application systems displaying: As-of date, run date, application module, agency name, Report Title, Report number, page number. 474 Ability to specify report format such as simplex, duplex, quad printing, special forms, page orientation, fonts. 475 Ability to set up reports to run immediately or at a specified time. 476 Ability for user to work outside the application while printing is taking place. 477 Ability to include graphics in reports using calculated data specified on the report. 478 Ability for reports to be viewed online 479 The ability for Dallas ISD staff to create new ad-hoc reports and maintain existing ad-hoc reports to be viewed on-line. 480 Ability to interface with SQL report writer to build ad-hoc reports. 481 Ability to create reports to address required reporting items by TEA. Capture data from system and create reports to meet reporting criteria for State Performance Plan 11, 12, 13 and 14 that can be run by specified dates throughout the year. 482 Vendor will ensure specified reports existing in current system are created and available: ARD/FIE Roster IEP Services by Provider IEP Services Current Ad-hoc Reports Area ID Dallas Custom Reports Dallas will provide to selected vendors a list of current ad-hoc reports. 484 The system will reproduce Dallas ISD s ad hoc reports 485 Ability to pull data from system and duplicate specified reports currently in use by Dallas created in SQL Report Writer such as but not limited to; Evaluation Projections lists students and other selected data for FIEs due between specified dates Timeline Tracking Data Initial and Re-Evaluations Referral Report lists students in Referred Status by campus Caseload Report lists students from users caseload with added student details Due Date Report lists events due by event type and month; User can select event type and month due from parameter Assessments Completed by Providers list of students that have assessments assigned ARDs Scheduled by Providers list of students who have ARDs scheduled as attended Monthly PEIMS 163 Edits provides ability to monitor compliance monthly PEIMS 163 Edits provides ability to monitor compliance during 60 days prior to PEIMS child count and associated data errors Staffing Model Report if adopted Elementary and Secondary Versions Autism Assessment Report lists students with needs assessment selected from current system s Instructional Accommodations/Supports Supplementary Aids & Services form Quick Transportation Report AYP Summary Report

43 LRE / Assessment Comparison Report Curriculum/Course/Assessment Alignment Report ARD/FIE Report by Attending, Managing and Zone School (3 separate reports) Program Code Report Attending/Zone Report ARD Date Compare SST Referrals made to Special Education Statewide Testing Roster Special Education Summary Data Special Education Summary Data Detail Transportation Full Report 486 Ability to create reports for REEDS such as but not limited to; REEDs Completed lists students who have had a REED during a specified date range detail items selected from the District s current REED page as needed for re-evaluation or additional assessment REEDs Due lists students who have FIEs due during a specified date range and the REED box has not been completed on the last Annual ARD or a Revision ARD since the last Annual ARD Timeline discrepancy report when requested, a report would list all students FIEs and ARDs that have not been completed and the due date has passed, and list all students where the FIE and/or ARD is completed but the Actual Date of the FIE and/or ARD are beyond the due date. User could ask for events within a specified time range, display data, including student details if desired, and print. 487 Vendor will provide ability for users to generate and save custom reports. IEP Reports Area ID Reports The system will provide detailed provider caseloads across schools. 489 The system will produce all necessary Dallas ISD, State and Federal mandated reports. 490 The system will be able to categorize and track all students supported by the District including 0-3 year olds. 491 The system will follow the Dallas ISD process to calculate the due date for initial FIEs and ARDs differently when the student s age is less than 3 years old. 492 The system will be able to create a report tracking initial FIEs and ARDs for students less than 3 years old. 493 All canned reports must be selectable at either the District, School Group, or School level. 494 The System will allow Dallas ISD personnel to write reports. 495 The system will provide real-time reports on pending needs such as parent permission and services not yet assigned to providers; upcoming timeline events due but not scheduled; all missed deadlines; timeline events completed and on schedule. 496 Ability to create a report with complex calculations and parameters such as but not limited to; Extract all general education location service minutes for all special education students on each campus. Convert all time increments into equivalent weekly minutes for the total special education student population on each campus. Divide the total weekly minutes by clustering factors, with the ability to incorporate time intervals and segregate them by special education, general education as well as additional parameters. Section 504 the Rehabilitation Act Reports Area ID Reports Ability to provide reports by number of students referred to 504 processes. 498 Ability to provide reports by number of students referred to evaluation for Individuals with

44 Disabilities Education Act. 499 Ability to provide a report of active 504 students by total and disability. 500 Ability to provide a report of 504 students not eligible for 504 in the initial meeting. 501 Ability to provide a report of students dismissed from 504 by extracting the data from the review meeting. 502 Ability to provide reports by number of students referred to DAEP. 503 Ability to provide reports by number of students referred to Psychological and Social Services. 504 Ability to provide reports by number of students referred to Youth and Family Centers. 505 Ability to provide reports by number of students referred to "Other. 506 Ability to provide reports by number of students in different stages / status of the 504 process. 507 Ability to track data related to disproportional numbers of minorities referred to Individuals with Disabilities Education Act, Discipline and Section 504, the referral process, and provide a report. 508 Ability to provide reports by number of students with behavioral, medical and physical concerns. 509 Ability to provide reports of successful interventions (academic, behavioral, medical and physical). 510 Ability to configure data captured in the 504 module into a report. 511 Ability to provide reports by number of students referred to 504 by disability. 512 Ability to provide reports by number of students in different stages of the 504 process by disability. 513 Ability to provide reports with history of Dyslexia programming active and inactive (receiving services, not receiving services, completed programming, parent refusal of services, graduated, withdrawn). 514 Ability to provide reports of Dyslexia students; Passed State Assessments, Advanced to Next Grade, Graduated. 515 Ability to provide reports that compare the dyslexia students growth from year to year. (Example: can also compare current growth with growth 5 years ago). 516 Ability to provide reports of students currently in Dyslexia program by campus, school group, ethnicity and dyslexia disability. 517 The system will use dyslexia identification to create a report listing all students identified as dyslexia and also 504, dyslexia and also special education, and include other specified information from student details such as name, ID #, grade, attending campus, date Dyslexia disability determined, and DOB. Medicaid Recovery Reports Area ID Reports The system will allow Medicaid Recovery reports to be written by Dallas ISD personnel. 519 The system will allow the user the ability to create end user defined reports, queries, and extracts. 520 The system will identify all students with a Medicaid number. 521 The system will identify all students who have an eligible Medicaid reimbursement service recommended in an ARD. 522 The system will compare student s contact documented by providers to what was recommended in the ARD and calculate amount of time remaining per ARD recommendation. 523 The system will capture all Medicaid eligible services with documented contact by provider. 524 The system will capture all Medicaid eligible services with no documented contact by provider. 525 The system will extract and create a report with the minimal SHARS documentation for billing identified by provider. 526 The system will capture transportation services eligibility for Medicaid reimbursement for all

45 students. 527 The system will capture transportation services for all students. SST Reports Area ID Reports The system will capture referrals made to various programs within a specified timeframe. 529 The system will capture referrals made to various programs based upon a student s ethnicity within a specified timeframe. Response To Intervention (RtI) Reports Area ID Reports Ability to pull data from system and duplicate specified reports currently in use by Dallas created in SQL Report Writer such as but not limited to; Intervention Plans Interventions Accountability Tracker Extractions and Reports Area ID Reports The system will allow data to be extracted to be used for reports and/or third party. 532 The system should generate a report on all (or specific) services delivered for a student. 533 The system should generate a report on all (or specific) services delivered by a Provider. 534 Reports will be accessible on the district, school group or campus level.

46 FIXED COST SUMMARY <Insert Vendor Name> Fixed Cost Product and Service Areas Software Products License Fees $ Maintenance and Support Fees - Five Years Implementation Services Project Workplan and Resource Schedule Project Management Implementation Strategy and Approach Implementation Assistance System and User Security Setup Assistance System Driven Re-engineering Documentation Software Services Software Modifications and Data Conversion Plan Interface Plan Interface Application Software User Acceptance Testing Plan Technical Support System Mandated Hardware/Software Configuration Plan Performance Testing and System Tuning Training Services Training Plan Training Materials Training Sessions Total Cost: Additional Consulting Additional Consulting Services Total Fixed Price: $ - Custom Development Estimate: $ Vendor Instructions: 1) Insert Vendor name in the second line of the document 2) Indicate total costs in the appropriate field. 3.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

47 LICENSE FEES <Insert Vendor Name Here> Software Products: List Price: Discount %: Proposed Price: Number of User Manuals (Included in the Price) Number of Technical Manuals (Included in the Price): Total: $ - $ Vendor Instructions: 1.) Vendor name should be entered 2.) Enter the names of the proposed software products (application products, tools, RDBMS and other products) under the table column labeled "Software Products". 3.) Enter the List Price of the software product/modules under the table column labeled "List Price". 4.) Enter the Discount Percentage under the table column "Discount %". 5.) The Proposed Price will be calculated in the column labeled "Proposed Price". Final prices should be combined prices Software and client based support outlined in the RFP. 6.) Enter the number of manuals that are included in the Proposed Price under the respective columns labeled "Number of Manuals". 7.) Totals will be calculated.

48 Dallas Independent School District Case Management System <Insert Vendor Name Here> MAINTENANCE AND SUPPORT FEES - FIVE YEARS Software Products: Year 1 Year 2 Year 3 Year 4 Year 5 Total: $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Total: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Enter the names of the proposed software products under the table column labeled "Software Products". Note: These must be consistent with the list of Software Products provided in RFP Proposal. 3.) Enter the Maintenance Fees for the Year 1 through Year 5 in their respective columns. Year 1 Maintenance and Software Support is considered to be covered by Warranty and would be expected to reflect a zero ($0) cost. Vendors may adjust this column, if this assumption is not valid. 4.) Totals will be calculated automatically. 5.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

49 Dallas Independent School District Case Management System <Insert Vendor Name Here> PROJECT WORKPLAN AND RESOURCE SCHEDULE Employee Classification: Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) (Insert Class) Total: Hours Hours Hours Hours Hours Project Workplan and Resource Schedule Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 5.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

50 Dallas Independent School District Case Management System PROJECT MANAGEMENT <Insert Vendor Name Here> Employee Classification: Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) (Insert Class) Total: Hours Hours Hours Hours Hours Status Reports Work plan and Resource Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 5.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

51 Dallas Independent School District Case Management System <Insert Vendor Name Here> IMPLEMENTATION STRATEGY AND APPROACH Employee Classification: Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) (Insert Class) Total: Implementation and Strategy Hours Hours Hours Hours Hours Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 6.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

52 Dallas Independent School District Case Management System <Insert Vendor Name Here> IMPLEMENTATION ASSISTANCE Employee Classification: Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) (Insert Class) Total: Implementation Assistance Hours Hours Hours Hours Hours Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 6.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

53 Dallas Independent School District Case Management System <Insert Vendor Name Here> SYSTEM AND USER SECURITY SETUP ASSISTANCE Employee Classification: Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) (Insert Class) Total: Security Strategy and Approach Hours Hours Hours Hours Hours Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 6.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

54 Dallas Independent School District Case Management System <Insert Vendor Name Here> SYSTEM DRIVEN RE-ENGINEERING Employee Classification: Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) (Insert Class) Total: Implementation Policy New System Processing Procedures Hours Hours Hours Hours Hours Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 6.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

55 Dallas Independent School District Case Management System <Insert Vendor Name Here> DOCUMENTATION Employee Classification: Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) (Insert Class) Total: Technical System User Documentation Custom Documentation Hours Hours Hours Hours Hours Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 6.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

56 Dallas Independent School District Case Management System <Insert Vendor Name Here> SOFTWARE MODIFICATIONS AND DATA CONVERSION PLAN Application Product/Module: Fixed Cost Estimated Hours: Total Cost: Estimated Deliverable Completion: Total Cost: Vendor Instructions: 1.) Vendor name should be entered. 2.) List the name of the Software Product in the "Application Product/Module" column. 3.) Enter the Fixed Cost of proposed modifications to the baseline software in the appropriate cells. 4.) Enter the estimated total hours to complete the proposed modifications to the baseline software. Note: These hours must match the hours detailed in the Vendor's Project Work Plan and Resources Schedule contained in this Proposal. 5.) Project an estimate (in weeks) of the "Estimated Deliverable Completion" needed to complete each modification. 6.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 7.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

57 Dallas Independent School District Case Management System INTERFACE PLAN <Insert Vendor Name Here> Employee Classification: Estimated Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) Completion Total: Interface Plan Hours Hours Hours Hours Date: Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Project an estimate (in weeks) for the "Estimated Deliverable Completion" needed for each modification. 6.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 7.) Complete a sheet for each application module. 8.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

58 <Insert Vendor Name Here> Dallas Independent School District Case Management System INTERFACE APPLICATION SOFTWARE Employee Classification: Estimated Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) Completion Total: Specifications for Interface Programs Interface Programs Unit and System Test Plans Unit and System Testing Hours Hours Hours Hours Date: Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Project an estimate (in weeks) for the "Estimated Deliverable Completion" needed for each modification. 6.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 7.) Complete a sheet for each application module. 8.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

59 Dallas Independent School District Case Management System <Insert Vendor Name Here> USER ACCEPTANCE TESTING PLAN Activity/Tasks Description of Deliverables: Accepted: Yes/No Acceptance Test Plans Note: This work is Non-Billable Vendor Instructions: 1.) Vendor name should be entered. 2.) Enter the Activity/Task and indicate the "Description of Deliverables" to be generated. 3.) Enter "Yes" or "No" in the column indicated as "Accepted". Note: These services should not be "Billable Hours". 4.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

60 SYSTEM MANDATED HARDWARE/SOFTWARE CONFIGURATION PLAN Note: Please indicate in the space below the system capacity requirements for hardware/software configurations to support the "Case Management System with RTI" solution. <Insert Vendor Name Here> Item Description Quantity: System Requirements - Hardware: Software - Operating System Software Requirements: Vendor Instructions: 1.) Vendor name should be entered. 2.) Enter the description of those items (hardware/software) needed to support the Case Management System with RTI. 3.) Indicate the in the quantity of each item in the respective line.

61 <Insert Vendor Name Here> Dallas Independent School District Case Management System PERFORMANCE TESTING AND SYSTEM TUNING Activity/Tasks Performance Testing and Employee Classification: (Insert Class) (Insert Class) (Insert Class) (Insert Class) (Insert Class) Hours Hours Hours Hours Hours Total: Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 6.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

62 <Insert Vendor Name Here> Dallas Independent School District Case Management System TRAINING PLAN Employee Classification: Activity/Tasks (Insert Class) (Insert Class) (Insert Class) (Insert Class) (Insert Class) Total: Training Plan Hours Hours Hours Hours Hours Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours must be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 6.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

63 Dallas Independent School District Case Management System <Insert Vendor Name Here> TRAINING MATERIALS Activity/Tasks: Training Materials Update Materials Employee Classification: (Insert Class) (Insert Class) (Insert Class) Hours Hours Hours Deliverables: Total: Total Hours: Rate per Hour: Total Cost: $ - $ - $ - $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) Replace the words "Insert Class" with the functional working title of the person performing the activity. 3.) Enter the number of hours for each position classification by Activity Task. Note: These hours must match the hours detailed in the Vendor's Project Workplan and Resource Schedule included in the Proposal. These hours should be entered for planning purposes only. Each deliverable must be offered at a Fixed Price. 4.) Enter the fully loaded rate per hour for each employee or position classification. 5.) Totals will be calculated. Each deliverable must be offered at a Fixed Price. 6.) Provide a brief summary of "Deliverables" in the appropriate column with that heading. 7.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

64 <Insert Vendor Name Here> Dallas Independent School District Case Management System TRAINING SESSIONS Software Product Number of Number of Total Classroom Users to Number of Cost Per Users Per Classroom Total Cost Hours be Classes: Class: Class: Hours: Trained: $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Total Cost: $ - Vendor Instructions: 1.) Vendor name should be entered. 2.) The Vendor must include training for application products. Note: The vendor may include training for any software; however, the names must match the list of Software Products listed in the Proposal. 3.) Enter the costs for developing and maintaining a training plan and program. 4.) Enter the costs for Training Materieals for DISD's long-term training. 5.) Enter the anticipated classroom hours for each course. 6.) Enter the recommended number of users per class. 7.) Enter the total number of users to be trained. 8.) Enter the estimated number of classes needed for Training. 9.) Enter the cost per class. Include all vendor costs including time, travel and materials. 10.) Totals will be calculated. 10.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

65 <Insert Vendor Name Here> Dallas Independent School District Case Management System ADDITIONAL CONSULTING SERVICES Classification: Rate per Hour: Vendor Instructions: NOTE: This exhibit is to be used to identify the hourly rates that will be used for the Time and Materials portion of this contract. DO NOT USE THIS FORM FOR COSTS ASSOCIATED WITH THE FIXED PRICE PROTION OF THIS CONTRACT. 1.) Vendor name should be entered. 2.) Enter the functional working title under the table colum labeled "Classification". Note: These classifications must match the classifications detailed in the Vendor's Project Work Plan and Resources Schedule contained in the Proposal. 3.) Enter the loaded rate per hour under the table column labeled "Rate per Hour". 4.) All Travel expenses related to this project must be incorporated in the cost of the project and will not be handled separately.

66 9. Evaluation and Award Process: Proposals received as a result of this solicitation will be evaluated according to details included in above Section III, Paragraph 7.0 of this document and scored according to the following scoring matrix: 1) Purchase Price detailed description of rate of services per year 15 2) Reputation of the vendor and the vendor s goods or services 15 3) The quality of the vendor s goods or services Detailed Methodology 15 4) The extent to which the goods or services meet the district s needs. 10 5) Vendor s past relationship with the district Evaluation and Selection Criteria Points Pricing and Qualification Section 6) The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; Firm has an Affirmative Action/Diversity Plan and/or Policy and its workforce a) composition reflects its policies. List within the proposal, the firm s Affirmative 1 Action/Diversity Plan and/or Policy and the workforce composition. b) Firm provided positive historical M/WBE utilization on previous contracts, including but not limited to Dallas ISD Contracts. 5 Composition of the firm s team make-up meets the district s M/WBE participation goal at c) the subcontracting/vendor level and includes diverse M/WBE firms in significant and 3 meaningful roles. d) Composition of the firm s team make-up exceeds the district s M/WBE participation goal at the subcontracting/vendor level and includes diverse M/WBE firms in significant. 5 Firm has currently established a Joint Venture partnership with a certified M/WBE firm in e) significant and meaningful roles for this proposal. Specify the percentage that the certified M/WBE will be allocated. Submit a certified copy of the JV agreement. Points 5 will be awarded, pro-rata, based on the participation and responsibilities. Firm currently participates in a Mentor Protégé Program, as a mentor. List within the f) proposal, the name, address, and contact information for the protégé along with the 1 Mentor Protégé agreement. Provide any progress reports and deliverables achieved. Minority and Women Owned Business Enterprises (M/WBE) Compliance Section 20 Points 7) Total long-term cost to the district to acquire the vendor s goods and services 5 8) Whether the vendor or the vendor's ultimate parent company or majority owner: 5 (A) has its principal place of business in this state; or 2 (B) employs at least 500 persons in this state; and 3 9) Any other relevant factor specifically listed in the request for Proposal: 5 Evaluation and Selection Criteria Pricing and Qualification Section 15 Points Score Score Score NAME OF FIRM: REVIEWER: Total Points 100 Pts.

67 VI. OFFER FORM RFP # KH Case Management System TO: Dallas ISD I, or we, the duly authorized undersigned, having carefully read the Instructions to Offerors, General Conditions, Notice to Offerors, Contract Specifications, Responsibilities of Offerors, and Offer Forms, do hereby agree to enter into a contract with Dallas ISD by tendering this offer to perform the work required and/or provide the product(s) specified in this solicitation. I, or we, will deliver the product(s) per specifications found in this RFP document for the prices indicated. I, or we, also certify to the accuracy of the certifications required (including, but not limited to, Felony Conviction Notice) which accompany this offer. The prices in this offer have been determined independently, without consultation, communication, or agreement for the purpose of restricting competition, as to any matter related to such prices, with any other offeror or with any competitor. I, or we, are authorized to submit this offer and have not been a party to any collusion among offer/offerors in restraint of freedom of competition by agreement to offer at a fixed price or to refrain from offering; or with any Dallas ISD employee, Board Trustee, or consultant as to quantity, quality, or price in the prospective contract, or in any terms of the prospective contract except in any authorized discussion(s) with Dallas ISD s Procurement Services personnel; or in any discussions or actions between offer/offerors and any Dallas ISD employee, Board Trustee, or consultant concerning exchange of money or other things of value for special consideration in the award of this contract. An individual proprietorship, acting by its officers pursuant to its by- A corporation chartered under the laws of the State of laws or a resolution of its Board of Directors A partnership Company Officer: Date: Signature: Name of Firm: Firm s Address: Street Address Name: Please Print City State Zip Title: Phone #: Please Print Fax #: SS or Fed ID #: ENVELOPES SHOULD BE PLAINLY MARKED: RFP # KH Case Management System DUE DATE: January 15, :00 P.M. THIS PAGE MUST BE RETURNED WITH THE RFP

68 Dallas Independent School District 3700 Ross Avenue, Box 89 Dallas, Texas FELONY CONVICTION NOTICE Statutory citation covering notification of criminal history of contractor is found in the Texas Education Code Following is an example of a felony conviction notice: FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. VENDOR S NAME: AUTHORIZED COMPANY OFFICIAL S NAME (PRINTED): A. My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable. Signature of Company Official: B. My firm is not owned nor operated by anyone who has been convicted of a felony: Signature of Company Official: C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony: Name of Felon(s): Details of Conviction(s): Signature of Company Official: THIS PAGE MUST BE RETURNED WITH THE RFP

69 VII. VENDOR QUALIFICATIONS PROFILE RFP # KH Case Management System Vendor Qualification Profile Must be completed and returned with your proposal Company Name: Local Address: Headquarters address: Telephone Numbers; Main: To place orders: To check on orders: FAX: If there is no toll free number, does the company accept collect calls? Company Website Address: Contacts: Corporate contact for this proposal: Name: Address: City, State, Zip: Phone: Contact Title: Fax: Local contact for this proposal: Name: Address: City, State, Zip: Phone: Contact Title: Fax: Number of year s company has been in business under this name: Other company names used with dates, from/to: THIS PAGE MUST BE RETURNED WITH THE RFP

70 How many years has the office, which will serve the District, been operational? How many employees/consultants does the company have? Total number of employees Consultants/Support Staff in Texas Consultants/Support Staff in education division Consultants/Support Staff in the office serving our District Company Operations/Services What are the hours of operation for your customer support help desk (CST)? If a Dallas ISD staff member called the help desk, would it be answered by someone located in Texas? How many support staff are available to assist users with problems? How many Staff members are assigned to the Help Desk? How many Staff members are available for on-site consulting? If the Vendor guarantees a return response on all help desk calls placed by the District, what is the return phone call turn around guarantee time? If the Vendor offers extended phone support during certain times of the year, indicate when the extended phone support is offered and if there is an additional cost for the support. Please provide any additional information pertaining to your company that would be important to the Dallas ISD. (This space left blank intentionally) THIS PAGE MUST BE RETURNED WITH THE RFP

71 References All Proposers will submit a list of at least five client URL (Web address) references for which vendor has provided like products or services. References will include contact name, Web address, and size of site (whether by traffic or page count) and telephone number for client contact. 1. Client: Contact name: Phone number: Web Address: Length of time client has been your customer: 2. Client: Contact name: Phone number: Web Address: Length of time client has been your customer: 3. Client: Contact name: Phone number: Web Address: Length of time client has been your customer: 4. Client: Contact name: Phone number: Web Address: Length of time client has been your customer: 5. Client: Contact name: Phone number: Web Address: Length of time client has been your customer: THIS PAGE MUST BE RETURNED WITH THE RFP

72 Notice to Vendors Conflict of Interest Disclosure Statements Texas Local Government Code, Chapter 176 Vendors are required to file a Conflict of Interest Questionnaire with the District if a relationship exists between the vendor s company and an officer of the District. Vendors are encouraged to review and become familiar with all disclosure requirements of Texas Local Government Code, Chapter 176. Conflicts of interest exist if: 1. the person has employment or other business relationship with the local government officer or a family member resulting in the officer or family member receiving taxable income; or 2. the person has given the local government officer or family member one or more gifts (excluding food, lodging, transportation, and entertainment) that have an aggregate value of more than $250 in the twelve month period preceding the date the officer becomes aware of an executed contract or consideration of the person for a contract to do business with the District. Disclosure is required from vendors regarding each affiliation or business relationship between the vendor and: 1. an officer of the District; 2. an officer of the District that results in the officer or family member receiving taxable income; 3. an officer of the District that results in the vendor receiving taxable income that does not come from the District; 4. a corporation or other business entity in which an officer of the District serves as an officer or director, or holds an ownership interest of 10% or more; 5. an employee or contractor of the District who makes recommendations to an officer of the District regarding the expenditure of money; 6. an officer of the District who appoints or employs an officer of the District that is the subject of the questionnaire; and 7. any person or entity that might cause a conflict of interest with the District. Forms must be filed: 1. No later than the seventh business day after the date that the person begins contract discussions or negotiations with the government entity, or submits to the entity an application, response to a request for proposal or bid, correspondence, or other writing related to a potential agreement with the entity. 2. The Vendor also shall file an updated questionnaire: a. not later than September 1 of each year in which a covered transaction is pending, and b. the seventh business day after the date of an event that would make a statement in the questionnaire incomplete or inaccurate. 3. A vendor is not required to file an updated questionnaire if the person had filed an updated statement on or after June 1, but before September 1 of the year. Officers of the Dallas Independent School District are: Eric Cowan, Board President (District 7) Lew Blackburn, Ph.D., First Vice President (District 5) Carla Ranger, 2 nd Vice President (District 6) Dan Micciche, Board Secretary (District 3) Elizabeth Jones (District 1) Mike Morath (District 2) Nancy Bingham (District 4) Bernadette Nutall (District 9) Miguel Solis (District 8) Mike Miles, Superintendent of Schools If you are required to file, send the completed form to Dallas Independent School District, Purchasing Department, 3700 Ross Avenue, Box 89, Dallas, Texas

73 CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person seeking to do business with local governmental entity Name of Person Completing Form: Name of Company Completing Form: (Required Field) (Required Field) This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section (1-a) with a local governmental entity and the person meets requirements under Section (a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section , Local Government Code. A person commits an offense if the person knowingly violates Section , Local Government Code. An offense under this section is a Class C misdemeanor. 1 Name of person who has a business relationship with local governmental entity. OFFICE USE ONLY Date Received: / / 2 Check this box if you are filling an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3 Name of local government officer with whom filer has employment or business relationship: (List Name of Officer in space provided above) If naming government officer above, completion of A, B, C & D below is required. If no conflict, check box at line 4 below. This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has affiliation or business relationship as defined by Section (1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No D. Describe each employment or business relationship with the local government officer named in this section. 4 Check here if you are NOT reporting a conflict with any government officer of Dallas ISD 5 Signature (Required) Date THIS PAGE MUST BE RETURNED WITH THE BID

74 CAMPAIGN CONTRIBUTION DISCLOSURE FORM RFP # KH Case Management System Please sign and include this form in your response: A prospective contractor seeking to enter into a contract for a Case Management System with the Dallas Independent School District ( the District ) must file this form with the District s Procurement Services Department. This form must be filed even if the contract qualifies as a small purchase or a sole source contract. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to any current Board of Education member of the District during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor, to the current Board of Education member of the District exceeds two hundred and fifty dollars ($250) over the two year period. Furthermore, the District may cancel a solicitation or proposed award for a proposed contract, or a contract that is executed may be terminated if: 1) a prospective contractor, a family member of the prospective contractor, or a representative of the prospective contractor gives a campaign contribution or any other thing of value to any Board of Education member of the District during the pendency of the procurement process or 2) a prospective contractor fails to submit a fully completed CAMPAIGN CONTRIBUTION DISCLOSURE FORM. THIS FORM MUST BE INCLUDED IN THE RESPONSE FOR THIS REQUEST FOR QUALIFICATIONS FOR FINANCIAL ADVISOR SERVICES AND MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE. THIS PAGE MUST BE RETURNED WITH THE RFP

75 The following definitions apply: Campaign Contribution means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official s behalf for the purpose of electing the official to statewide or local office. Campaign Contribution includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee. Family member means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law of (a) a prospective contractor, if the prospective contractor is a natural person; or (b) an owner of a prospective contractor. Pendency of the procurement process means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals. Prospective contractor means a person or business that is subject to the competitive sealed proposal process set forth in the Procurement Code or a person or business that is not required to submit a competitive sealed proposal because that person or business qualifies for a sole source or a small purchase contract. Representative of a prospective contractor means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor, or an employee or agent of the prospective contractor acting on behalf of the prospective contractor. Applicable current Board of Education member of the Dallas Independent School District: Eric Cowan, Board President (District 7) Lew Blackburn, Ph.D., First Vice President (District 5) Carla Ranger, 2 nd Vice President (District 6) Dan Micciche, Board Secretary (District 3) Elizabeth Jones (District 1) Mike Morath (District 2) Nance Bingham (District 4) Bernadette Nutall (District 9) Miguel Solis (District 8) THIS PAGE MUST BE RETURNED WITH THE RFP

76 CAMPAIGN CONTRIBUTION DISCLOSURE FORM DISCLOSURE OF CONTRIBUTIONS BY PROSPECTIVE CONTRACTOR: Contribution(s) made by: Relation to Prospective Contractor: Date(s) Contribution(s) Made: Amount(s) of Contribution(s): Nature of Contribution(s): Purpose of Contribution(s): (Attach extra pages if necessary) Signature Date Title (position) -OR- NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to any applicable Board of Education member of the District by me, a family member or representative of this prospective contractor. Signature Date THIS PAGE MUST BE RETURNED WITH THE RFP

77 FAMILY CONFLICT OF INTEREST QUESTIONNAIRE This Questionnaire must be completed by every individual or entity that contracts or seeks to contract with the District for the sale or purchase of property, goods, or services. The questionnaire(s) required by this policy shall be filed with the Senior Buyer not later than the seventh (7 TH ) business day after the date that the individual or entity begins contracts discussions or negotiations with the District or submits to the District an application, response to a request for proposals or bids, correspondence, or other writing related to a potential agreement with the District. If the individual or entity becomes aware of new facts or change of facts that would make the completed questionnaire(s) inaccurate, the individual or entity shall file an amended questionnaire(s) within seven (7) days of the date the individual or entity first learned of the new facts or changes in facts. Family or family relationship means a member of an individual s immediate family, including spouse, parents, children (whether natural or adopted), aunts, uncles, and siblings. For individuals who contract or seek to contract with the District for the sale or purchase of any property, goods, or services: Identify each and every family relationship between yourself (and any member of your family) and any full-time District Employee (and any member of such employee s family) (please include name and sufficient information that will allow proper identification of any named individual): For entities that contract or seek to contract with the District for the sale or purchase of property, goods, or services: Identify each and every full-time District employee (and any member of the employee s family) who serves as an officer or director of the entity, or holds an ownership interest of 10 per cent or more in the entity (please include name and sufficient information that will allow proper identification of any named individual): If more space is required please attach a second page. If the answer to any question is none, or not applicable, please write None or Not Applicable in the space reserved for that answer. I certify that the answers contained in this questionnaire are true and correct. Individual: Date: Entity: By: Title: Signature Date: Certified this day of, 20, by Notary Public Notary Seal

78 NOTIFICATION OF NO RESPONSE RFP # KH Case Management System Dallas ISD 3700 Ross Avenue, Box 89 Dallas, Texas If applicable, please sign and return this form to the attention of: Kenva, Buyer, Procurement Services (At the above address) Dallas ISD would appreciate receiving this notification to better utilize our resources in corresponding with potential vendors throughout the solicitation process. After a review of RFP # KH Case Management System, it was decided that there would not be a response to the request for proposal. The decision is based upon one or more reasons checked below. 1. Unable to meet specifications for ( check all that apply ): Vendor qualifications Insurance Coverage required Timeline 2. Unable to utilize desired markets 3. Able to, but just prefer not to respond 4. Other: Please explain Any elaboration to the above would be most appreciated. Dallas ISD wants to receive feedback to consider for future solicitations. Please use the space below to share your comments. ( ) ( ) Company (Print or Type) Phone Fax Signature in ink Date Printed Name & Title of Signature THIS PAGE MUST BE RETURNED WITH THE RFP

79 PROCUREMENT SERVICES COMMITMENT TO PROVIDE INSURANCE AFFIDAVIT PROPOSAL #: KH TITLE: Case Management System If the Bidder shown below is awarded this contract by the Dallas ISD Procurement Services, bidder will be able to, within ten (10) days of notification of such award, furnish a valid insurance certificate to the Dallas ISD Procurement Services, meeting all of the insurance requirements in this bid. Insurance Coverage s Reviewed: Agent s Name: Agency Name: Address: City/State/ZIP: Telephone No: ( ) Fax No: ( ) Bidder s Name and Company: Project/Bid No. and Title: Insurance Agent/Broker Signature: Date: By submitting a bid and signing below I affirm the following: I am aware of all costs to provide the required insurance, will do so pending contract award, and will provide a valid insurance certificate meeting all requirements within ten days of notification of award. If the above ten day requirement is not met, the Dallas ISD Procurement Services Department has the right to reject this bid and award the contract to the next lowest bidder meeting specifications. If you have any questions concerning these requirements, please contact the Buyer addressed in this procurement document, Procurement Services Department at (972) Bidder s Signature: Date: THIS PAGE MUST BE RETURNED WITH THE RFP

80 INTERLOCAL AGREEMENT CONSENT FORM RFP # KH Case Management System 1.0 INTERLOCAL AGREEMENT CLAUSE: With a vision of cooperating together to improve their procurement power on like products and services, the Educational Purchasing Cooperative of North Texas (EPCNT) became a reality in 2002 through the coordinated efforts of North Texas public school districts. EPCNT is comprised of public school districts, charter schools, and Region Service Centers located in the Region X and XI Education Service Center areas. 2.0 AUTHORITY: EPCNT is based on the authority contained in the Interlocal Cooperation Act, Texas Government Code Section 791 et seq. and in Subchapter F, of Chapter 271 of the Texas Local Government Code. The provisions of Chapter 791 of the Texas Government Code and the provision s of Subchapter F, of Chapter 271 of the Texas Local Government Code are incorporated in this Master Agreement and this Master Agreement shall be interpreted in accordance with those laws. 3.0 DUTIES OF THE MEMBERS: The members agree to undertake the following, from time to time, as may be appropriate: 3.1 Coordinate and host multi-governmental entity solicitations for purchase of goods and services from third party vendors, as may be determined from time to time to be cost effective and provide efficiencies as consolidated purchases. 3.2 Make available specifications, documents, software, procedures and related items in connection with bidding and purchasing processes. 3.3 Actively participate in and provide support to meetings and other activities conducted by the EPCNT. 3.4 Maintain as confidential, subject to the Texas Public Information Act, information supplied by Parties to the EPCNT and deemed by the EPCNT to be confidential. 4.0 PURCHASING AUTHORITY: 4.1 All district or cross-district contracts for the purchase of goods and services, regardless of whether formed as a result of EPCNT activity or interaction shall be directly between the Members or Participants or combinations of the Parties and Vendors providing goods and services to the associated governmental entities. 4.2 The EPCNT, in and of itself, shall not have any authority to make purchases of goods and services directly with vendors or contractually binds its Members or Participants to any third party agreements (except for the Interlocal Participation Agreement described in paragraph 3.2) for the purchase of products and services GOVERNING LAW. 4.3 The Master Agreement and all actions taken pursuant to this Master Agreement shall be governed by the laws of the State of Texas respecting independent school districts. Members specifically elect to be governed by the laws regarding purchasing found in Chapter 44 of the Texas Education Code. All action of this alliance shall be governed by the laws of the State of Texas and venue for any litigation regarding this Agreement or the Parties hereto shall be in Denton County, Texas. 5.0 AGREEMENT CONSENT ACKNOWLEDGEMENT: Several governmental entities around the Dallas Independent School District have indicated an interest in being included in this contract. Should these governmental entities decide to participate in this contract, would you, (the vendor) agree that all terms, conditions, specifications, and pricing would apply? Yes No If you (the Vendor) checked yes, the following will apply: Governmental entities utilizing Internal Governmental contracts with the Dallas Independent School District will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entity other than Dallas Independent School District will be billed directly to that governmental entity and paid by that governmental entity. Dallas Independent School District will not be responsible for another governmental entity s debts. Each governmental entity will order its own material/service as needed. A listing of current member is available at Printed Name: Signature Date THIS PAGE MUST BE RETURNED WITH THE RFP

81 DEVIATION/COMPLIANCE FORM RFP # KH Case Management System If the undersigned vendor intends to deviate from the General Conditions, Standard Terms and Conditions or Item Specifications listed in this document, all such deviations shall be listed on this page, with complete detailed conditions and information included or attached. The District will consider any deviations in its award decisions, and the District reserves the right to accept or reject any bid based upon any deviations indicated below or in any attachments or inclusions. In the absence of any deviation entry on this form, the bidder assures the District of their full compliance with the Standard Terms and Conditions, Item Specifications, and all other information contained in this document. Please list deviations below (attach additional sheets, if needed): By signing below, I certify that the proposal I am submitting does does not (check one box) deviate from the General Conditions, Standard Terms and Conditions or Item Specifications listed in this document. If deviating from the specification, all such deviations are listed on this page, with complete detailed conditions and information included or attached. Any attachments to this form are identified as continuation of the deviations to this RFP. Printed Name: Signature: Date: THIS PAGE MUST BE RETURNED WITH THE RFP

82 VENDOR DEBARMENT FORM NOTICE TO BIDDER: This document must be signed in order to be deemed eligible for award. Please submit this document with your bid submittal. Offeror s signature affirms compliance with the following: I. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION (a) In accordance with the provisions of Appendix A to 49 CFR (Code of Federal Regulations), Part 29, the offeror certifies to the best of the offeror s knowledge and belief, that it and its principals: (1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal, State or Local Government department or agency, including the Universal Service Administration Company (USAC) for administration of the E-Rate Rules; (2) have not within a three (3) year period preceding this offer been convicted of or had a civil judgment rendered against them for the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (3) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local with commission of any of the offenses enumerated in (a)(2) above; and (4) have not within a three (3) year period preceding this offer had one or more public transactions (Federal, State, or local) terminated for cause or default. (b) Where the offeror is unable to certify to any of the statements above, the offeror shall attach a full explanation to this offer. (c) For any subcontract at any tier expected to equal or exceed $25,000: (1) In accordance with the provisions of Appendix B to 49 CFR, Part 29, the prospective lower tier subcontractor certifies, by submission of this offer, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to the statement, above, an explanation shall be attached to the offer. (3) This certification (specified in paragraphs (c)(1) and (c)(2), above, shall be included in all applicable subcontracts and a copy kept on file by the prime contractor. The prime contractor shall be required to furnish copies of the certifications to the Authority upon request. THIS PAGE MUST BE RETURNED WITH THE RFP

83 II. FELONY CONVICTION NOTIFICATION AND CRIMINAL BACKGROUND CHECK (a) Offeror must give advance notice to the Owner if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. The District may terminate any Agreement or if the Owner determines that the person or business entity failed to give notice as required by this paragraph or misrepresented the conduct resulting in the conviction. This paragraph requiring advance notice does not apply to a publicly held corporation. (b) Offeror will obtain criminal history record information that relates to an employee, applicant for employment, or agent of the Offeror if the employee, applicant, or agent has or will have continuing duties related to the contracted services; and the duties are or will be performed on school property or at another location where students are regularly present. The Offeror certifies to the Owner before beginning work and at no less than an annual basis thereafter that criminal history record information has been obtained. Offeror shall assume all expenses associated with the background checks, and shall immediately remove any employee or agent who was convicted of a felony, or misdemeanor involving moral turpitude, as defined by Texas law, from Owner property or other location where students are regularly present. District shall be the final decider of what constitutes a location where students are regularly present. Offeror s violation of this section shall constitute a substantial failure. (c) If the Offeror is the person or owner or operator of the business entity, that individual may not self-certify regarding the criminal history record information and its review, and must submit original evidence acceptable to the District with this Agreement showing compliance. Signature below acknowledges compliance with: Section I. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION, and Section II. FELONY CONVICTION NOTIFICATION. SIGNATURE OF OFFEROR: DATE: PRINTED/TYPED NAME OF OFFEROR: COMPANY NAME: TEL#: THIS PAGE MUST BE RETURNED WITH THE RFP

84 M/WBE Compliance Guidelines and Forms To be completed and signed by the Prime Vendor/Contractor The undersigned agrees that he/she has read and understood the M/WBE Compliance Guidelines and Forms and that all information is correct to the best of his/her knowledge. Bid RFP No: Title: Company Name: Company Address: City: State: Zip: Contact Person: Phone No: Address: Signature: Date: For additional information regarding this form contact: M/WBE Department, 3700 Ross Avenue, Box 76, Dallas, TX Phone: (972) , Fax: (972) , Website: Please read carefully: The M/WBE Program requirements are applicable to all bidders/proposers, including minority and women owned firms. All bidders/proposers are required to complete, sign, and attach these forms to any procurement document totaling $25,000 or more (single transaction or fiscal year aggregate). If the completed and signed M/WBE Compliance Guidelines & Forms are not attached by the due date, responses to the procurement documents will be considered nonresponsive.

85 M/WBE Compliance Guidelines and Forms To be completed by the Prime Vendor/Contractor PLEASE READ BEFORE COMPLETING THE M/WBE COMPLIANCE GUIDELINES and FORMS. Minority/Women Business Enterprise (M/WBE) Policy Endorsement All district respondents are required to demonstrate positive and reasonable good faith efforts to subcontract with and/or procure supplies/services with minority and women owned companies. The completed and signed M/WBE Compliance Guidelines & Forms must be attached to all procurement responses totaling $25,000 or more (single transaction or fiscal year aggregate). If the completed and signed M/WBE Compliance Guidelines and Forms are not attached by the due date, responses to the procurement documents will be considered nonresponsive. Instructions for Completing the M/WBE Compliance Guidelines and Forms At Bid/Proposal Time: 1. Include the M/WBE Compliance Guidelines and Forms and all M/WBE supporting documentation (M/WBE Certificates, Affirmative Action/Supplier Diversity Plan, Joint Venture Agreement, Mentor Protégé Agreement, etc.) within the M/WBE section. Evaluation will be based upon the documentation provided within the M/WBE section. 2. Submit the completed and signed M/WBE Compliance Guidelines & Forms by the due date. 3. Complete Section F for the subcontractors you plan to utilize. Attach a copy of the current M/WBE certificate or proof of M/WBE certification for each M/WBE subcontractor. 4. You are not required to submit Section J (Letter of Intent to Perform/Contract as a Subcontractor) at the time of bid opening; however, it must be submitted prior to entering into an executed agreement with the district. 5. The district s aspirational M/WBE goal is 30 percent for goods, services, and construction contracts. The aspirational M/WBE goal for bond funded professional service contracts is 35 percent. Please note, the district may assign a contract specific M/WBE goal. The M/WBE goal is applicable to any change orders, additional services, modifications or revisions to the original contract. Review your solicitation documents. 6. The district recognizes M/WBE certifications issued by the North Central Texas Regional Certification Agency (NCTRCA), State of Texas Historically Underutilized Business (HUB), Department of Transportation (DOT), Small Business Administration (SBA) 8A or certified SDB, South Central Texas Regional Certification (SCTRCA), D/FW Minority Business Council, National Minority Supplier Development Council, City of Houston, Corpus Christi Regional Transportation, Women s Business Council and City of Austin. Other certifications may be considered on an individual basis. Only certified minority and women owned companies will be counted towards the prime s M/WBE subcontracting goals. 7. Vendors do not have to be certified as an M/WBE to participate in the district s contracting and purchasing activities. 8. All district bidders/proposers are required to demonstrate positive and reasonable good faith efforts to subcontract with and/or procure supplies/services with M/WBEs. 9. Bidders/proposers may not apply one of its subsidiary companies or its own workforce towards meeting its M/WBE subcontracting goals. It is a continuing goal of the district to involve minority and women owned businesses (M/WBE) to the maximum extent possible in all facets of the district s contracting and purchasing activities. M/WBE Compliance Guidelines and Forms Must be Attached to All Procurement Documents Totaling $25,000 or More (Single Transaction or Fiscal Year Aggregate) Page 1 Form #3000 Date Issued: 8/1/2011

86 M/WBE Compliance Guidelines and Forms To be completed by the Prime Vendor/Contractor 10. For exceeding the district s aspirational M/WBE goals by an additional percentage, points will be awarded as follows: At contract execution: Exceeding M/WBE Goal by an Additional Cumulative Points 1% up to 5% utilization % up to 10% utilization % up to 15% utilization % up to 20% utilization % up to 25% utilization % up to 30% utilization % up to 35% utilization % up to 40% utilization % up to 45% utilization % and greater utilization Respondents who will subcontract portions of the work will be required to submit a Letter of Intent to Perform/Contract as a Subcontractor (section J) for each proposed M/WBE subcontractor prior to an agreement being executed by the board or district, or committing the district to an expenditure of funds. 12. Contractor agrees to establish a written contract with each subcontractor. At minimum, the contract must include the scope of work, payment terms, termination of M/WBE Clause, Prompt Payment Clause, and Retainage Clause. After contract execution: 13. Changes to the List of Subcontractors (section F) must be reviewed and approved by the M/WBE Department prior to any changes being made. 14. The contractor/proposer shall notify the M/WBE Department if the percentage of M/WBE participation declines or falls below the level of participation represented in the contract. The contractor shall promptly notify the M/WBE Department within 7 days and obtain a listing of other certified M/WBE vendors to meet the commitment amount. 15. Contractor will be required to submit a Pay Activity Report indicating the amounts paid to its subcontractors with each pay application submitted or as requested by the district. 16. The contractor will be required to maintain records showing the subcontract/supplier awards, subcontractor payment history, specific efforts to identify and award contracts to M/WBEs, and copies of executed contracts with M/WBEs. The contractor must provide access to books, records and accounts to authorized district, state and federal officials for the purpose of verifying M/WBE participation and good faith efforts. All district contracts are subject to an M/WBE audit. Clarification for the Joint Venture and Mentor Protégé Criteria 1. A company that has currently established a Joint Venture Partnership with a certified M/WBE for this proposal may be awarded up to 5 points. 2. The Joint Venture Partnership is evaluated and awarded points as a prime vendor; therefore, the certified M/WBE partner will not be counted towards the M/WBE subcontractor goal. 3. The Joint Venture Partnership (as a whole) may submit an Affirmative Action/ Diversity Plan and/or Policy, 5 M/WBE References, and Mentor Protégé Program. In cases where the Joint Venture Partnership (as a whole) doesn t have this information, you should submit this information for each individual joint venture partner. Each individual joint venture partner should submit its own Work Force Composition. 4. A company that has a current Mentor Protégé Agreement with an M/WBE firm may be awarded up to 1 point. A certified M/WBE protégé may be counted towards the M/WBE subcontractor goal, if performing as a subcontractor. M/WBE Compliance Guidelines and Forms Must be Attached to All Procurement Documents Totaling $25,000 or More (Single Transaction or Fiscal Year Aggregate) Page 2 Form #3000 Date Issued: 8/1/2011

87 M/WBE Compliance Guidelines and Forms To be completed by the Prime Vendor/Contractor Bid/RFP No. Title: Prime Vendor / Contractor: Section A. Yes No No Is your company CERTIFIED as a Minority or Woman Owned Business (M/WBE)? Dallas ISD Recognized M/WBE Certification Agencies: North Central Texas Regional Certification Agency (NCTRCA), State of Texas Historically Underutilized Business (HUB), Department of Transportation, Small Business Administration (SBA) 8A or SDB, South Central Texas Regional Certification Agency (SCTRCA), D/FW Minority Business Council, National Minority Supplier Development Council, City of Houston, Corpus Christi Regional Transportation, Women s Business Council, City of Austin If you answered Yes, complete the current certification information in the boxes below. If you answered No, but your company is minority or woman owned, indicate non certified in the M/WBE Certification Agency section below, indicate N/A for the certification number, indicate your ethnicity and gender. If you answered No, that your company is not minority or woman owned, leave this section blank. M/WBE Certification Agency M/WBE Certification Number Ethnicity Gender Section B. Yes No Section C. Did your company attach an Affirmative Action or Diversity Plan with this bid/proposal? My company attached an Affirmative Action or Diversity Plan on page. My company did not attach an Affirmative Action or Diversity Plan. Workforce Composition EMPLOYEE CATEGORY TOTAL EMPLOYEES NON MINORITY AFRICAN AMERICAN HISPANIC NATIVE AMERICAN ASIAN Male Female Male Female Male Female Male Female Male Female Male Female Executive & Managerial Technical & Skilled Office & Clerical TOTAL M/WBE Compliance Guidelines and Forms Must be Attached to All Procurement Documents Totaling $25,000 or More (Single Transaction or Fiscal Year Aggregate) Page 3 Form #3000 Date Issued: 8/1/2011

88 M/WBE Compliance Guidelines and Forms To be completed by the Prime Vendor/Contractor Section D. Historical M/WBE Utilization List 5 different M/WBE subcontractors/sub consultants/joint venture partners that performed work for your company. Specify the names of the actual M/WBE subcontractors/sub consultants/joint venture partners that have knowledge regarding the contract. Note: List only 5 different companies. Owner / Name of Project M/WBE Subcontractor/Sub consultant or Joint Venture Partner Company Name M/WBE Subcontractor/Sub consultant or Joint Venture Partner Contact Person & Phone Number Contract Amount % of Bid Regarding Dallas ISD specific experience, please check the appropriate box below. Yes No Section E. Yes No Within the past 4 years, did your company utilize any M/WBE subcontractors/sub consultants/joint venture partners on any Dallas ISD projects? Specify the name of the contract or Bid/RFP No.. Within the past 4 years, my company didn t utilize any M/WBE subcontractors/sub consultants/joint venture partners on any Dallas ISD projects? Will you use subcontractors as a part of this current bid/proposal? If you answered, Yes, complete Sections F and G. Note: Section J will be required at a later date. If you answered No, provide a written explanation indicating why subcontractors will not be utilized. Sections F, G, and J are not applicable. Written Explanation: M/WBE Compliance Guidelines and Forms Must be Attached to All Procurement Documents Totaling $25,000 or More (Single Transaction or Fiscal Year Aggregate) Page 4 Form #3000 Date Issued: 8/1/2011

89 M/WBE Compliance Guidelines and Forms To be completed by the Prime Vendor/Contractor Section F. Subcontractor Utilization List all subcontractors (minority and non minority) that will be utilized in this bid/proposal. Noncertified firms will not be counted towards the prime s M/WBE subcontracting goals. Joint venture partners will not be counted towards the M/WBE subcontracting goals. Bidders/proposers may not apply one of its subsidiary companies or its own workforce towards meeting its M/WBE subcontracting goals. Use additional sheets if necessary. Subcontractor/ Supplier Contact Person & Phone Number M/WBE Certification Agency M/WBE Certification # Ethnicity/ Gender Scope of Work Amount % of Total Bid Totals Special Note: Attach a copy of the current M/WBE certificate or proof of current M/WBE certification for each M/WBE subcontractor. Respondents who will subcontract portions of the work will be required to submit the Letter of Intent to Perform/Contract as a Subcontractor form (section J) for each proposed M/WBE subcontractor prior to an agreement being executed by the board or district, or committing the district to an expenditure of funds. M/WBE Compliance Guidelines and Forms Must be Attached to All Procurement Documents Totaling $25,000 or More (Single Transaction or Fiscal Year Aggregate) Page 5 Form #3000 Date Issued: 8/1/2011

90 M/WBE Compliance Guidelines and Forms To be completed by the Prime Vendor/Contractor Section G. Good Faith Efforts Documentation Complete this section if subcontractors will be utilized; however, the subcontractors are not M/WBE. 1. Was contact made with M/WBEs by telephone or written correspondence at least one week before the bid was due to determine whether any M/WBEs were interested in subcontracting and/or joint ventures? 2. Were contracts broken down to provide opportunities for subcontracting? 3. Was your company represented at a pre bid/proposal conference to discuss, among other matters, M/WBE participation opportunities and obtain a list (not more than two months old) of certified M/WBEs? 4. Was information provided to M/WBEs concerning bonding, lines of credit, technical assistance, insurance, scope of work, plans/specifications, etc.? 5. Were subcontracting opportunities advertised in general circulation, trade associations, M/WBE focused media and/or minority chambers of commerce? 6. Did you encourage non certified M/WBEs to pursue certification status? 7. Were negotiations conducted in good faith with interested M/WBEs? 8. Were the services utilized of available minority and women, community organizations, contractor groups, local, state, and federal business assistance offices, and other organizations that provide assistance in the identification of M/WBEs? Yes No Special Note: The good faith efforts documentation is subject to an M/WBE audit. Upon request, you will be required to provide supporting documentation for the purpose of verifying your good faith efforts. Section H. Did your company attach a notarized Joint Venture Agreement with a certified M/WBE with this bid/proposal? Yes No My company attached a notarized Joint Venture Agreement on page. My company did not attach a notarized Joint Venture Agreement. For additional information, refer to pages 2 and 8 of this document and visit the following website: Section I. Yes No Did your company attach a notarized Mentor Protégé Agreement with an M/WBE with this bid/proposal? My company attached a notarized Mentor Protégé Agreement on page. My company did not attach a notarized Mentor Protégé Agreement. For additional information, refer to page 8 of this document and visit the following website: M/WBE Compliance Guidelines and Forms Must be Attached to All Procurement Documents Totaling $25,000 or More (Single Transaction or Fiscal Year Aggregate) Page 6 Form #3000 Date Issued: 8/1/2011

91 Section J. M/WBE Compliance Guidelines and Forms To be completed by the Prime Vendor/Contractor Letter of Intent to Perform/Contract as a Subcontractor Not required with bid/proposal. To be submitted prior to an agreement being executed. Intent to Perform/Contract as a Subcontractor. Complete a form for each minority or woman owned subcontractor, which will be utilized in this bid/proposal. If necessary, make copies. Pursuant to district policy (CH Local), only certified M/WBEs may be counted towards meeting the district s M/WBE goal at the subcontracting level. Refer to page one (1), number six (6) for a listing of Dallas ISD recognized certifications. Bid/Proposal #: Bid/Proposal Title: 1. Name of Offeror / Prime Contractor Address, City, State & Zip SUBCONTRACTOR INFORMATION: 2. The undersigned has been certified by a Dallas ISD recognized certification agency Name of Agency: Certification Number: Ethnicity/Gender: 3. The undersigned is prepared to perform the following described work/service and/or supply the material listed in connection with the above project and at the following price $ By: (Name of the M/WBE Firm) (Signature of Owner, President or Authorized Agent) (Date) (Phone) (Print or Type Name of Owner, President or Authorized Agent) DECLARATION OF PRIME CONTRACTOR: I HEREBY DECLARE AND AFFIRM that I am the (Name of Declarant) (Title of Declarant) and a duly authorized representative of (Name of Prime Contractor) to make this declaration that I have personally reviewed the material and facts set forth in this Letter of Intent to Perform/Contract as a Subcontractor form. To the best of my knowledge, information and belief, the facts and representations contained in this form are true. The owner, president or authorized agent of the M/WBE firm signed this form and no material facts have been omitted. The prime contractor has designated the following person as their M/WBE Liaison Officer: (Name of M/WBE Liaison Officer) (Phone) Caution: Any false statements or misrepresentations regarding information submitted on this form may be a criminal offense in violation of Section of the Texas Penal Code. (Signature of Declarant) (Phone) (Date) M/WBE Compliance Guidelines and Forms Must be Attached to All Procurement Documents Totaling $25,000 or More (Single Transaction or Fiscal Year Aggregate) Page 7 Form #3000 Date Issued: 8/1/2011

92 M/WBE Compliance Guidelines and Forms To be completed by the Prime Vendor/Contractor M/WBE Joint Venture Analysis The Joint Venture Agreement will be evaluated based upon the below referenced criteria. One of the JV partners must be a certified M/WBE. There is a maximum of 5 numerical points available. Refer to page 2 for additional clarification. If applicable, specify the page number within your bid document that addresses each individual component. 1Has a meaningful Joint Venture been established? Available Points Page Number ais the Joint Venture agreement signed by all partners, and is it notarized? 0.25 bwhat is the MWBE partner(s) percentage participation? 1.00 (.25 for 10% and greater,.5 for 20% and greater,.75 for 30% and greater, 1 for 40% and greater ) cdoes the MWBE partner provide bonding to match its JV share? 0.25 dis there a cash call provision in the agreement? 0.25 edoes the project insurance recognize the MWBE partner? 0.25 fdoes it provide a provision obligating all parties of the JV to perform and complete performance despite 0.25 withdrawal of any member for any reason? gis there a history of the Joint Venture partners working together? 0.25 hdoes it require the approval of Dallas ISD before the JV partnership can be dissolved? 0.25 iis there a dispute resolution procedure? Is the MWBE partner involved in the operational management of the Joint Venture? adoes it designate the M/WBE as a managing partner and does the M/WBE partner provide senior management? 0.25 bdoes it identify the respective roles and responsibilities of all parties? 0.25 cwill the MWBE partner be involved in scheduling, progress reviews, subcontractor disputes, and management decisions? 0.25 dwill the MWBE partner provide equipment, facilities or other resources? Is the MWBE partner involved in the financial management of the Joint Venture? awill the Joint Venture establish a JV bank account? 0.25 bwill the Joint Venture maintain JV project accounts? 0.25 cwill the MWBE partner participate in the production and review of financial reports and financial forecasting? 0.25 dwill the MWBE partner be involved in contract negotiations with Dallas ISD and subcontractors? 0.25 Total Available Points 5.00 Mentor Protégé Analysis The Mentor Protege Agreement will be evaluated based upon the below referenced criteria. There is a maximum of 1 point available in this category. The protégé must be an M/WBE. 1Does the firm currently participate in a Mentor Protégé as a mentor, with an M/WBE? Available Points ais the Mentor Protégé agreement signed by all parties, and is it current, active, and notarized? 0.50 bdid the firm provide current and notarized progress reports/deliverables/meeting 0.50 minutes? Total Available Points 1.00 M/WBE Compliance Guidelines and Forms Must be Attached to All Procurement Documents Totaling $25,000 or More (Single Transaction or Fiscal Year Aggregate) Page 8 Form #3000 Date Issued: 8/1/2011

93 DALLAS INDEPENDENT SCHOOL DISTRICT THE AGREEMENT FOR [General Description of Work and Site Locations] WITH [Legal Name of Vendor or Professional Service Provider] AWARDED BY BOARD DOCUMENT NO. [Include From Awarding Document To Vendor, Approved under RFP/RFB No. XX-XXXXXX at Month, Date, Year Board Meeting Agenda Item No. X] The Agreement Follows: NEITHER THIS AGREEMENT, NOR ANY PART THEREOF, NOR ANY DISPUTE THEREOF, IS SUBJECT TO ARBITRATION.

94 Table of Contents Section Page No. 1. Scope of Work and Time for Performance 3 2. Time Vendor's Duties and Representations 4 4. The Contract Sum 5 5. Payment Terms Ownership and Use of Documents 6 7. Default and Termination INDEMNIFICATION Independent Vendor Insurance Miscellaneous 9 a. Assignment 9 b. Compliance with Applicable Laws and District Policies 9 c. TPIA 9 d. Student Confidentiality 9-10 e. Suspension of the Work for the Convenience of the District 10 f. Family Code Child Support Certification 10 g. Certain Bids and Contracts Prohibited 10 h. Loss of Funding and Commitment of Current Revenue 10 i. Entire Agreement; Modifications 10 j. Captions 10 k. Governing Law and Venue 10 l. Waivers 10 m. Proprietary Interests 11 n. Binding Effect 11 o. Appointment 11 p. Records 11 q. Notices r. Severability 12 s. Enforcement 12 t. Nondiscriminatory Employment 12 u. District Representative 12 v. Conflict of Interest 13 w. Business Ethics Amendments Sales Tax Exemption Felony Conviction Notice, Criminal Background Check, and Identification Badge M/WBE Plan Agreement Claims and Disputes Vendor Conduct Communication With The District Exhibit A Services and Personnel to be Provided By Vendor 20 Exhibit B Schedule 21 Exhibit C Payment for Services 22 Exhibit D Insurance for Contracts Required Risk Management Review Document 25 Exhibit E M/WBE Plan 26 DALLAS INDEPENDENT SCHOOL DISTRICT AUGUST 2013 SERVICE CONTRACT 2

95 DALLAS INDEPENDENT SCHOOL DISTRICT [insert type of Service] SERVICES CONTRACT This Agreement between Dallas Independent School District ( Owner or District ), a local political subdivision of the state of Texas and [insert legal name of Vendor] is made and entered into as of [insert date]. RECITALS: Whereas, District desires to retain a person or firm to provide the following services: [Insert description of what is needed and what is to be done, in general terms. Include Vendor s procurement RFQ or RFP and board approval number; also include locations, if site specific]; and Whereas, Vendor warrants that it is qualified and competent to render the aforesaid services; NOW, THEREFORE, for and in consideration of the agreement made, and the payments to be made by the District, the parties agree to the following: 1. Scope of Work and Time for Performance. a. The scope of the work ("Work"), is set forth in Exhibit A and the time for performance is set forth in Exhibit B attached hereto. Exhbit A and Exhibit B are incorporated in this Agreement and made a part hereof for all purposes. b. Upon execution of this Agreement, all services previously performed by Vendor on behalf of District and included in the description of the Work, shall become a part of the Work and shall be subject to the terms and conditions hereof. c. Vendor shall obtain all approvals and make payment for any and all permits that are necessary for the performance of the Work. 2. Time. d. District shall provide Vendor with a program of its requirements for the Work or for work by others which utilize Vendor's Work Product ("Program"). The Program may be a series of documents or other communications. Vendor shall, at all times, conform its Work to the requirements of the Program and to the requirements of District. a. Term of Agreement: The Agreement is effective on [date] [and terminates on [date] [and shall continue for [written number followed by (x)] years]. All the work required by this contract shall be completed and ready for acceptance by the District no later than [date]. At the option of the District the Agreement may be renewed for additional XX year terms, provided that the District has given Vendor written notice of the District s intention to renew not later than thirty (30) days prior to the expiration of the then current term and provided further that at the time that the District gives its written notice of the Vendor is not in default and the contract has not been terminated. DALLAS INDEPENDENT SCHOOL DISTRICT AUGUST 2013 SERVICE CONTRACT 3