LOS ANGELES UNIFIED SCHOOL DISTRICT

Transcription

1 LOS ANGELES UNIFIED SCHOOL DISTRICT REQUEST FOR PROPOSAL (RFP) NO.: IT PROGRAM MANAGEMENT FOR FOOD SERVICES ISSUED: APRIL 9, 2008 i

2 Los Angeles Unified School District Business Services Division DAVID L. BREWER III Superintendent of Schools MICHAEL A. EUGENE Business Manager DUANE P. JOHNSON Chief Procurement Officer PETER D. DALE Director of Contract Administration REQUEST FOR PROPOSAL LETTER Date: April 9, 2008 Attention: Proposers Subject: REQUEST FOR PROPOSAL (RFP) NO IT PROGRAM MANAGEMENT FOR FOOD SERVICES The Los Angeles Unified School District (the District or LAUSD ) seeks proposals from qualified firms to provide information technology program management staff to assist in the implementation of a District-wide automated cafeteria management system ( CMS ). The Three Positions the District would temporarily fill through this procurement are: CMS Program Manager, Project Manager Food Services and Supply-chain Systems Integration Expert. The CMS Program Manager and the Project Manager Food Services positions would be full-time and the Supply-chain Systems Integration Expert is expected to be a part-time (20 hours per week) position. The contract that results from this procurement would have the selected consultant paid on a time and materials basis. The District anticipates that the contract would have an initial term of one year with two one-year renewal options. PROPOSAL DUE DATE The District must receive at the District office address below no later than 4:00 PM on April 25, 2008, the following for each proposal: Volume I: one (1) hard copy original, and five (5) copies on CD-ROM; Volume II: one (1) hard copy original, and one (1) copy on CD-ROM; and Volume III: in a separate, sealed envelope, marked Price Proposal, one (1) hard copy original, and five (5) CD-ROM. 1

3 (Volumes II and III may be contained together on one CD-ROM.) The documents on CD-ROM shall be in portable document format (PDF) and shall be organized in accordance with the RFP submittal requirements. The original proposal shall be clearly labeled original. The price proposal shall be clearly labeled Price Proposal. CD-ROM price proposals shall not be combined with the technical proposal. Failure to comply may result in a rejected proposal. Los Angeles Unified School District 333 South Beaudry Avenue Los Angeles, California th Floor Receptionist Attention: Sybil Ward Proposals received later than the above date and time may be rejected and returned to the proposer unopened. The only acceptable evidence to establish the time of receipt is the date/time stamp imprinted upon the Proposal package by the date/time recorder at the District reception desk on the 28 th floor. To ensure submission of a complete proposal package, proposers would be well-advised to compare their proposal to the Proposal Completion Checklist that is included with this RFP as Attachment H before submitting their proposals. GROUND RULES AND ASSUMPTIONS The ground rules and assumptions for this procurement, incorporated herein are as follows: 1. The contract type will be time and materials-based. 2. The Period of Performance is anticipated to be an initial term of one (1) year plus two (2) one-year options. 3. NO OBLIGATION TO ENTER INTO CONTRACT The District reserves the right to reject a firm as non-responsive, regardless of the stage of the procurement process, if there is a failure to successfully negotiate price/fees, terms and conditions, or a failure of the firm to satisfy any of the final requirements necessary to do business with the District. 4. MODIFICATIONS AND ALTERNATIVE PROPOSALS - The proposer shall submit its basic proposal in strict conformity with the requirements of the RFP Document. Proposers are cautioned to limit exceptions, conditions, limitations or provisions attached to a proposal as they may be determined sufficiently significant to cause its rejection. (Mandatory to add) Proposers submitting conforming proposals may submit alternate proposals to this RFP as complete separate offers, if the alternate proposals offer technical improvements or modifications that are to the overall benefit of the District. The District reserves the right to accept or reject any alternate Proposal. Oral, telegraphic, or telephonic proposals and/or modifications will not be considered. Alternative proposals will not be part of the evaluation process unless otherwise noted. 2

4 5. PRE-AWARD AUDIT - All proposers doing business with the DISTRICT are subject to Pre-Award Audits. The Contract Administration Branch shall request that the District s Office of the Inspector General ( OIG ) perform a Pre-Award Audit on ALL contracts valued at over $5 million. The Contract Administration Branch may request a Pre-Award Audit for all contracts valued at $5 million or less. 6. EXPENSES - Travel, if applicable shall be itemized to include the number of trips, the number of people traveling, the estimated cost of the transportation, and the per diem cost of each traveler. Travel costs shall be limited to costs consistent with DISTRICT Travel Policy which is summarized in Attachment A to the Cost Proposal Sheet. 7. Any and all costs arising from this RFP process incurred by the proposer shall be borne by the proposer, without reimbursement by the District. 8. INTERVIEWS Proposers found to be in the competitive range must present the individuals proposed for each of the three positions that are the subject of this RFP (the Three Positions ) for interviews by the District on May 1, COMMUNICATIONS WITH THE DISTRICT - All communications with the DISTRICT regarding this procurement shall be governed by the DISTRICT S Contractor s Code of Conduct as referenced herein and Attachment C. All communications regarding this RFP between potential proposers and the staff of the DISTRICT and consultants engaged by the DISTRICT shall be addressed only to the Contract Analyst identified in the Request for Proposal Letter. At no time PRIOR to the DISTRICT S Notice of Award shall proposer(s) contact other DISTRICT officials or personnel regarding this RFP or any contract(s) to be awarded in response hereto. To do so may subject the proposer to disqualification. 10. Proposers should use best efforts to comply with the Small Business Enterprises (SBE) Utilization Program 25% goal, but are required to submit the SBE Utilization Report that is included as part of Attachment D. See Attachment D to this RFP for additional information regarding the District s SBE Utilization Program. 3

5 KEY EVENTS SCHEDULE The anticipated schedule for completion of this Procurement is shown below. The dates are subject to change. Milestone Date RFP Release April 9, 2008 Deadline for Final Written Questions April 16, 2008 Proposal Due Date April 25, 2008 Interviews May 1, 2008 Board of Education Approval Date May 27, 2008 Anticipated Contract Start Date June 1, 2008 COMMUNICATIONS All communications PRIOR TO THE PROPOSAL DUE DATE of April 25, 2008, including Small Business Enterprise (SBE) issues, shall be in writing and submitted online through the Vendor Registration Website at AFTER THE PROPOSAL DUE DATE, all communications shall be directed to the Contract Analyst listed below. Verbal inquires shall not be accepted. Los Angeles Unified School District 333 South Beaudry Avenue Los Angeles, California th Floor Receptionist RFP No Attention: Sybil Ward Phone: (213) Fax: (213) FINAL QUESTIONS: Final questions regarding this Procurement must be received by 2:00 p.m. on April 16, Questions shall be in writing and submitted online through the District s Vendor Website at If a proposer submits more than five (5) questions, that proposer shall submit the questions in a word format document as an attachment and forward the same to the attention of the Contract Analyst by fax to (213) or by to sybil.ward@lausd.net. 4

6

7 LOS ANGELES UNIFIED SCHOOL DISTRICT RFP NO.: IT PROGRAM MANAGEMENT FOR FOOD SERVICES TABLE OF CONTENTS SECTION I PROJECT INFORMATION AND PROPOSER S INSTRUCTIONS... 7 Project Overview...7 Statement of Work...8 Evaluation Criteria...14 Proposal Submittal Requirements...19 Instructions to Proposers...22 SECTION II SUBMITTAL FORMS Proposal Letter/Certificate of Acceptance...31 Compliance with LAUSD Ethics and Integrity Standards...32 Insurance Requirements...39 Price Proposal Sheets and Instructions...41 SECTION III - ATTACHMENTS A. District Travel and Expense Guidelines...47 B. District Terms and Conditions...50 C. Contractor Code of Conduct...62 D. Small Business Enterprise (SBE) Utilization Program...76 E. Lobbyist Registration...78 F. Reference Form - Firm...80 G. Reference Form - Resource...84 H. Proposal Completion Checklist

8 SECTION I PROJECT INFORMATION AND PROPOSER S INSTRUCTIONS LOS ANGELES UNIFIED SCHOOL DISTRICT RFP NO.: IT PROGRAM MANAGEMENT FOR FOOD SERVICES Project Overview The Los Angeles Unified School District ( LAUSD or the District ) seeks proposals from firms to provide information technology program management staff for food-services-related projects. The selected contractor will provide a minimum of three professionals: a CMS Program Manager and a Project Manager Food Services, both of whom would assist in the District s implementation of a new automated cafeteria management system, and a Supplychain Systems Integration Expert, who will be primarily responsible for conducting and assisting the food services process analysis. All three resources will provide services in connection with the District s $40 million, three-year implementation of an enterprise-wide cafeteria management system (the CMS ) at approximately 700 sites in addition to the District s central office, central kitchen, prep. kitchens and warehouse facilities. The District has selected Horizon Software s OneSource suite of software for the CMS. The system will automate point of sale ( POS ) as well as menuplanning, food-production and food-service supply-chain management. The District anticipates that the contract that results from this procurement (the Contract ) will have an initial term of one year with two one-year renewal options for the District. The contract is expected to start on June 1, 2008, and may continue for a total duration of 36 months. The initial term is anticipated to be 12 months with a District option to renew for two additional 12- month terms. All resources accepted in the Contract must be committed by the proposer to the Contract for the entire initial term of the Contract. All services are to be provided on-site at the District s Los Angeles offices. The District will expect the individuals proposed for the CMS Program Manager and for the Project Manager Food Services to be available to the District full-time (40 hours/week). The Supply-chain Systems Integration Expert must be available for a minimum of 20 hours per week (on average) asset by the District. The District will reserve the right to replace any of the resources at its discretion. The Los Angeles Unified School District (LAUSD or District) covers a total area of approximately 710 square miles. In addition to the City of Los Angeles, the District serves a number of other cities and several unincorporated areas of the Los Angeles County. As of the school year 07-08, LAUSD has a total of 1,190 K-12 schools, charter schools and learning centers with a student enrollment of 694,288. Additional information pertaining to the DISTRICT may be found on our website at the following address: 7

9 LOS ANGELES UNIFIED SCHOOL DISTRICT RFP NO.: IT PROGRAM MANAGEMENT FOR FOOD SERVICES Statement of Work 1.02 STATEMENT OF WORK The Consultant s responsibilities will specifically include the provision of systems implementation professionals who are capable of performing the specific tasks outlined below: CMS Program Manager: Full time (40 hours/week) Act as overall program manager overseeing the CMS implementation. The CMS Program Manager will report to the District s Food Services Director. More specifically, the CMS Program Manager will be expected to provide the following services and perform the following functions, without limitation: a. Manage program organization assessing and managing staffing, facilities, documentation needs; b. Use standard project management methodologies such as Project Management Institute ( PMI ); c. Recommend the appropriate project management tools and plans such as shared project environment, scheduling software, work plan, risk plan, quality plan, various levels of reports, etc. d. Establish and maintain project controls; e. Establish the plan and procedures for software testing; f. Assist the Project Management Office (PMO) in managing the CMS contractor; g. Assist the PMO in managing vendors such as POS hardware suppliers, software providers, integration partners, etc.; h. Assist Food Services Branch in fulfilling its staffing needs by participating in that branch s recruitment and selection of qualified personnel to staff the project team and by making recommendations for and creating staff development plans. The CMS Program Manager would be expected to propose required qualifications for new staff, review and evaluate resumes and other statements of qualifications, interview and provide opinions on candidates, among other services.); i. Assist in the evaluation and procurement of third-party software; j. Assist in the evaluation and procurement of hardware such as POS; k. Develop and maintain a comprehensive program budget, financial plan and periodic status reports; l. Review, comment on and evaluate the CMS project deliverables against the acceptance criteria of the deliverable (hereinafter, Participate ); m. Develop risk mitigation strategies, monitor and report on mitigation effectiveness; 8

10 n. Assist in evaluating project performance through periodic reviews of results and monitoring other project performance indicators such as internal, vendor, third party and technology reviews; and o. Recommend corrective actions to Food Services Branch and vendors as necessary to maintain project timeline and scope; and p. Prepare the following deliverables, among others the selected consultant may agree to undertake, in accordance with the specific direction provided by, and by the deadlines set by, the District: 1. Recommendation of appropriate project management tools and plans; 2. Organizational Readiness Plan; 3. Resource plan; 4. Internal project rollout schedule; 5. Weekly project status reports; 6. Monthly steering committee reports; 7. Issues reporting, tracking and resolution; 8. Budget and expenditures quarterly status reports; 9. Project team organization; 10. Risk management plan; 11. Quality assurance plan; 12. Quality assurance procedures; 13. Communications plan; 14. Third-party software and hardware requirements; 15. Staff development/training plan; and 16. Organizational change management plan; and q. Review and provide comments regarding the following deliverables, among others, also in accordance with the specific direction provided by, and by the deadlines set by, the District: 1. Project work plan, including tasks and schedules; 2. Weekly project status report; 3. Monthly steering committee report; 4. Issues reporting, tracking and resolution; 5. Vendor staff qualifications and performance; 6. Conference room and production pilots; 7. Technical system design specification; 8. Functional system design; 9. Fit/gap analysis; 10. Business process re-engineering specifications; 11. Interfaces and data-conversion specifications; 9

11 12. Training plan; 13. Training schedule; 14. Training and support materials; 15. Production support procedures; 16. Software development plan; 17. Technical specifications; 18. Implementation (deployment/rollout) schedule; 19. Deployments of various project phases; and 20. System documentation Project Manager Food Services: Full time (40 hours/week) Generally, review the CMS contractor s technical work, project work plan and provide quality assurance. More specifically, the Project Manager Food Services will be expected to provide the following services and perform the following functions, without limitation, in connection with the District s implementation of the CMS (providing comments in writing when requested by the District to do so): a. Develop and manage internal LAUSD project rollout schedule; b. Review and comment on the CMS contractor s project work plan; c. Review and comment on CMS contractor s implementation schedules; d. Review, comment on and Participate in the acceptance testing of functional system design; e. Review, comment on and Participate in the acceptance testing of technical system design specification (architecture); f. Coordinate/manage the fit/gap analysis; g. Coordinate/manage the software testing process h. Coordinate/manage efforts to reengineer key business processes; i. Review, comment on and Participate in the acceptance testing of interfaces and data conversion and their specifications; j. Review, comment on and Participate in the acceptance testing of a software development plan; k. Develop a quality assurance plan; l. Develop quality assurance procedures and conduct quality assurance for CMS implementation; m. Coordinate and manage the software testing efforts; n. Participate in conference room and production pilots; o. Review, comment on and Participate in the acceptance testing of training and production materials; p. Review and comment on all system documentation; q. Review and comment on training schedules; 10

12 r. Coordinate and manage software testing; s. Develop a communications plan; and t. Assist in managing organizational change; and u. Prepare the following deliverables, among others the selected consultant may agree to undertake, in accordance with the specific direction provided by, and by the deadlines set by, the District: 1. Recommendation of appropriate project management tools and plans; 2. Internal project rollout schedule; 3. Weekly project status reports; 4. Monthly steering committee reports; 5. Issues reporting, tracking and resolution; 6. Budget and expenditures quarterly status reports; 7. Risk management plan; 8. Quality assurance plan; 9. Quality assurance procedures; 10. Communications plan; 11. Software Testing Procedures 12. Organizational change management plan; and v. Review and provide comments regarding the following deliverables, among others, also in accordance with the specific direction provided by, and by the deadlines set by, the District: 1. Project work plan, including tasks and schedules; 2. Weekly project status report; 3. Monthly steering committee report; 4. Issues reporting, tracking and resolution; 5. Conference room and production pilots; 6. Technical system design specification; 7. Functional system design; 8. Fit/gap analysis; 9. Business process re-engineering specifications; 10. Interfaces and data-conversion specifications; 11. Training plan; 12. Training schedule; 13. Training and support materials; 14. Production support procedures; 15. Software development plan; 16. Technical specifications; 11

13 17. Implementation (deployment/rollout) schedule; 18. Deployments of various project phases; and 19. System documentation Supply-chain Systems Integration Expert: Half time (average of 20 hours/week) Generally, review the contractor s design and implementation from a food services supply chain perspective. More specifically, the Supplychain Systems Integration Expert will be expected to provide the following services and perform the following functions, without limitation: a. Conduct or assist in the Food Services Branch process analysis; b. Review, comment on and Participate in the acceptance testing of business process reengineering design specification; c. Conduct LAUSD food services focus group sessions to determine the business process and procedures; d. Review, comment on and Participate in the acceptance testing of fit/gap analysis specifications; e. Review, comment on and Participate in the acceptance testing of business process reengineering design specification; f. Review, comment on and Participate in the acceptance testing of technical system design specification (architecture); g. Review, comment on and Participate in the acceptance testing of interfaces and data conversion specifications; h. Coordinate and manage the software testing efforts; i. Participate in conference room and production pilots; j. Participate in software testing; k. Review, comment on and Participate in the acceptance testing of training and production materials; l. Review and comment on all system documentation m. Coordinate and manage software testing; and n. Review and comment on training schedules; and o. Prepare the following deliverables, among others the selected consultant may agree to undertake, in accordance with the specific direction provided by, and by the deadlines set by, the District: 1. Software testing procedures; and 2. Food Services Branch process analysis through focus groups; and p. Review and provide comments regarding the following deliverables, among others, also in accordance with the specific direction provided by, and by the deadlines set by, the District: 1. Conference room and production pilots; 2. Technical system design specification; 3. Functional system design; 12

14 4. Fit/gap analysis; 5. Business process re-engineering specifications; 6. Interfaces and data-conversion specifications; 7. Training plan; 8. Training schedule; 9. Training and support materials; 10. Production support procedures; 11. Software development plan; 12. Technical specifications; 13. Implementation (deployment/rollout) schedule; 14. Deployments of various project phases; and 15. System documentation Resources Required: All Three Positions shall provide the services outlined in Sections and above (the Services ) on site at the District headquarters in Los Angeles. If, at the time the District presents a contract to the selected contractor, the individuals proposed by that consultant are not available for the project in question, then the District may determine to re-procure the same services through a new RFP process. The reporting structure for the Three Positions is shown in the organization chart below. CMS Implementation Steering Committee Food Service Director CMS Program Manager Project Manager Food Services Supply Chain Systems Integration Expert Project Director CMS Contractor Project Manager Information Technology (LAUSD) END OF STATEMENT OF WORK 13

15 LOS ANGELES UNIFIED SCHOOL DISTRICT RFP NO.: IT PROGRAM MANAGEMENT FOR FOOD SERVICES Evaluation Criteria 1.03 EVALUATION CRITERIA & MINIMUM REQUIREMENTS Evaluation of Proposals Proposals shall be evaluated pursuant to the following process: Phase I Minimum Qualification Review: The District shall perform an initial responsiveness review to determine compliance to the RFP administrative requirements and the minimum qualification requirements, as defined herein and shall notify all disqualified Proposers. Proposers that fail to meet the minimum qualification requirements at the time of the proposal submittal shall be deemed non-responsive to the RFP and no further consideration shall be granted Phase II Proposal Evaluation: Proposals that meet Phase I Minimum Qualification Requirements shall be evaluated based on the evaluation criteria, stated herein. A competitive range (short list) shall be established. Proposers that are in the competitive range (short list) shall advance to Phase III of the process as outlined below. Proposers who do not advance to Phase III shall be notified in writing and no further consideration shall be granted Phase III Interviews: Proposers who score within the competitive range (Phase II) will be asked to present for District interviews the proposed resources to fill the Three Positions at the District s Central Office location at 333 South Beaudry Avenue, Los Angeles, CA Basis for Contract Award: Any Contract resulting from this RFP shall be awarded to the highest scored responsible and responsive proposal in terms of meeting the requirements as defined in the Statement of Work considering the Evaluation Criteria stated herein and who offers a justifiably fair and reasonable price. Further, the District reserves the right to reject a firm as non-responsive if there is a failure to successfully negotiate fees, terms and conditions, or a failure of the firm to satisfy any of the final requirements necessary to do business with the District as set forth herein Minimum Qualification Requirements The candidates for each of the listed positions must have the minimum qualifications outlined below CMS Program Manager: a. At least a Bachelor s degree from an accredited college or university; b. At least ten (10) years experience managing multi-year, enterprise level commercial information technology projects valued at greater than $10 14

16 million (the experience must have involved project-planning, scheduling, budgeting, establishing and implementing quality-assurance processes and procedures and establishing and implementing organizational change management processes and procedures); c. Experience using project management methodologies such as PMI or other comparable structured project management methodology; d. At least five (5) years experience managing information systems implementation teams of at least 25 members; and f. Prior experience providing management services on a POS or food services system implementation; Project Manager Food Services: a. At least a Bachelor s degree from an accredited college or university; b. Either: i. Project Management Professional (PMP) certification or ii. At least seven (7) years experience managing multi-year, enterprise level information technology projects with more than 1,000 users; and c. Experience using project management methodologies such as PMI or other comparable structured project management methodology; Supply-chain Systems Integration Expert: a. At least a Bachelor s degree from an accredited college or university; b. At least five (5) years experience in supply-chain analysis and systems integration; c. Experience implementing SAP or other tier 1 enterprise resource planning (ERP) systems; and d. Experience on projects to automate production, distribution and inventorymanagement processes Proposer Firm a. Prior experience providing management staff for multi-year, enterprise-level information technology projects; b. In business of providing technology staff for at least three (3) years; Evaluation Criteria The proposal presented by each proposer found to have met the minimum qualification requirements outlined above will be evaluated in accordance with the following evaluation criteria: Points Phase II Proposal Evaluation a. Workplan/Project Approach 20 points b. Qualifications and Experience of Proposed Resources 20 points c. Firm Qualifications 20 points 15

17 d. Past Performance 10 points e. Price/Cost 30 points Phase III - Interviews f. Personnel Interviews 15 points Total Possible Points: 115 Points Workplan/Project Approach 20 Point Maximum Proposers workplan/project approach statements will be evaluated on the basis of the following, weighted equally: a. The extent to which they reflect an understanding of projects of the size and complexity of the District s CMS implementation project; and b. The extent to which they are practical and thorough Qualifications and Experience of Proposed Resources 20 Points Maximum Evaluated in descending order of importance (with each of the sub-criteria being given equal weight) - a. CMS Program Manager the extent to which the resumes show: i. Substantial experience (in terms of length of time and level of responsibility) managing multi-year enterprise-level IT projects valued at more than $10 million; ii. Substantial experience successfully managing projects in high-profile political environments involving union stake-holders and Board-of- Directors (or of Education) and oversight committee involvement; and iii. Substantial experience using project management methodologies such as PMI or other comparable structured project management methodology;. b. Project Manager Food Services: i. Substantial experience managing large-scale enterprise-level IT projects; and ii. Substantial experience using project management methodologies such as PMI or other comparable structured project management methodology;. c. Supply-chain Systems Integration Expert: i. Substantial experience in supply-chain analysis and systems integration; ii. Substantial experience implementing SAP or other tier 1 enterprise resource planning systems; and 16

18 iii. Substantial experience in automating manufacturing, distribution, and inventory management processes Firm Qualifications 20 Points Maximum The qualifications of the proposer firm will be evaluated by the following subcriteria, in descending order of importance: a. The extent to which the proposing firm s resume or other statement of qualifications reflects substantial experience providing staff that successfully managed large, enterprise-level IT projects, with particular consideration being given to experience: i. Managing food-services related projects; ii. Working with POS implementations; and iii. Providing services to government agencies, in general, and K-12 educational organizations, in particular b. The extent to which the proposer has been in business providing similar services over a long period of time; c. The number of proposer s currently-retained staff (employees or independent contractors) who meet the minimum qualification requirements for each of the Three Positions Past Performance 10 Points Maximum Up to 10 points each will be allocated to the proposer s firm and individual personnel references, which will be evaluated on the sub-criteria indicated below, weighted equally: a. The extent to which they indicate that the proposer was previously successful in achieving the goals of the proposer s clients; and b.the extent to which the references indicate a history of providing exceptional customer service Personnel Interviews 15 Point Maximum The resources proposed by proposers found to be within the competitive range will be interviewed by the District and evaluated in accordance with the following sub-criteria with more weight given to sub-criterion a, and equal weight being given to b and c : a. The extent to which the information provided orally in the interviews is consistent with the qualifications represented in their resumes and any other statements of their qualifications provided by the proposer to the District; b. The extent to which they demonstrate in their interviews strong interpersonal and teamwork skills; and c. The extent to which they demonstrate in their interviews excellent oral communication skills 17

19 Price/Cost 30 Points Maximum Proposer s proposed costs will be evaluated on the following factors, each of which will be weighted equally: a. The reasonableness of the proposed rates commensurate with the experience and qualifications of the proposed resources; and b. Market-competitiveness of the proposed rates Basis for Contract Award Any contract the District awards as a result of this procurement shall be awarded to the responsible and responsive firm whose proposal meets the minimum qualification requirements of this RFP, is found to be in the competitive range and whose proposal, references and personnel interview, together, receive the highest score. END OF EVALUATION CRITERIA 18

20 CONTENTS OF PROPOSAL LOS ANGELES UNIFIED SCHOOL DISTRICT RFP NO.: IT PROGRAM MANAGEMENT FOR FOOD SERVICES 1.0 GENERAL FORMAT OF PROPOSAL Proposal Submittal Requirements SECTION I Proposals shall be prepared single-sided and unbound in a three ring binder on 8 ½ x 11 paper. Typing shall be single-spaced and with a minimum font size of ten. Also, proposers are to submit their proposals on CD-ROM. Use of 11" x 17" foldout sheets should be limited. Elaborate format is not necessary. Do not provide promotional or advertising information. One (1) paper original, and five (5) copies on CD-ROM of the technical proposal (Volume I Proposal Submittal Requirements); one (1) paper original, and one (1) copy on CD-ROM of the certifications (Volume II Certification Forms); and one (1) paper original, five (5) CD-ROM of the Cost Proposal (Volume III Cost Proposal) for each proposal must be received in the District s Office no later than the proposal due date and time. Failure to comply may result in a rejected proposal. (Proposers may submit the CD-ROM copy of Volumes II and III of their proposal together on one CD-ROM.) 2.0 PROPOSAL CONTENT The Proposal shall have the following components and shall be laid out in the format exactly as indicated here: VOLUME I A. COVER LETTER The cover letter shall not exceed three (3) single pages and shall be signed by an authorized representative of the proposing firm. The cover letter shall cover the following: i. Identify the name, address, affiliation, address, telephone number and fax number of the key contact person for the proposer. ii. iii. Acknowledge acceptance of all terms and conditions of Included as Attachment B to this RFP ( District Terms and Conditions ) Disclosure of Litigation: Each proposer (and each subcontractor/joint venture partner included in the proposer s Proposal) shall include a complete disclosure of any criminal case, civil litigation, arbitration, or 19

21 iv. proceeding having a potential financial impact that would affect its ability to perform, to which it is a party and which is pending or was concluded within one year from the date of this RFP. THIS REQUIREMENT IS A CONTINUING DISCLOSURE REQUIREMENT. Any such litigation, arbitration, or other proceedings commencing after submission of a Proposal shall be disclosed in a written statement to the Contract Analyst within 30 days of its occurrence. Details of settlements that are prevented from disclosure by the terms of the settlement may be annotated as such. Provide a brief description of the proposing firm and include: brief history of the firm; corporate headquarters address, number of years the organization has been in business; type of organization - whether a: corporation, partnership, sole proprietorship, etc.; type of services it provides; major customers or its client base; and number of employees. B. QUALIFICATIONS OF STAFF i. Identify the individuals the proposer proposes to offer for each of the Three Positions and provide resumes of each. No single resume should exceed three (3) pages in length. ii. iii. Indicate whether and how many other members of the proposer s staff also meet the minimum qualification requirements for any of the Three Positions and identify which position other proposer staff members may be qualified to fill. Include a statement addressing how each of the proposed staff meets each of the applicable Minimum Qualification Requirements set forth in this RFP. C. FIRM EXPERIENCE Provide the firm s resume or a statement of qualifications that details the firm s experience on similar projects. The firm s resume or statement of qualifications should not exceed five pages in length. Include a statement addressing how the firm s experience meets the applicable Minimum Qualification Requirements set forth in this RFP. D. REFERENCES Each proposal must include: i. Three firm references in the form of Attachment F hereto, completed and signed by prior clients of the proposer and ii. Two references for each proposer staff member proposed to fill each of the Three Positions. These individual references shall be in the form of Attachment G hereto, completed and signed by prior employers of the individual proposed other than the proposer. The District may choose to investigate one or all or none of the references provided. 20

22 E. WORKPLAN/PROJECT APPROACH Each complete proposal must also include the proposer s statement (no longer than three pages) describing the following: i. The proposed project management standards and methodology with a detailed description of phases, activities, or controlling processes to be implemented ii. The proposed approach for managing the CMS vendor, the project team, and other third parties iii. The proposed approach for managing project and organizational risk associate with the project iv. The proposed approach for managing organizational change associated with a major automation initiative such as implementing POS to 600+ schools v. The proposed approach for managing overall project quality VOLUME ll CERTIFICATION FORMS A. Proposer s Letter/Certification of Acceptance B. Certification of Compliance with LAUSD Ethics and Integrity Standards C. Insurance Requirements (in accordance with Instruction to Proposers No. IP-9, evidence that the proposer has the insurance coverage outlined in the Insurance Requirements section of this RFP or can obtain the same prior to the proposer s receipt of a contract award as a result of its response to this RFP) D. Small Business Enterprise Utilization Form VOLUME III COST PROPOSAL Each proposal must include one completed Cost Summary form and, for the initial term and each of the renewal terms, one completed Cost Proposal Sheet (Form PSG-1 included with this RFP) The original Cost Proposals, together with each paper copy should be submitted in an envelope separate from the rest of the proposal and clearly marked, Cost Proposal. END OF PROPOSAL SUBMITTAL REQUIREMENTS 21

23 Instructions to Proposers INST. PAGE NO. DESCRIPTION NO. lp-1 lp-2 lp-3 lp-4 EXAMINATION OF RFP DOCUMENTS..23 INTERPRETATION OF RFP DOCUMENTS...23 PREPARATION OF PROPOSAL..23 MODIFICATION AND ALTERNATIVE PROPOSALS 23 lp-5 PRE-PROPOSAL CONFERENCE 24 lp-6 ADDENDA. 24 lp-7 SIGNING OF PROPOSAL AND AUTHORIZATION TO NEGOTIATE 24 lp-8 WITHDRAWAL OF PROPOSALS. 24 lp-9 INSURANCE REQUIREMENTS 24 lp-10 SUBMISSION OF PROPOSAL.. 25 lp-11 PROPOSAL EVALUATION PROCESS 25 lp-12 lp-13 lp-14 lp-15 lp-16 lp-17 lp-18 lp-19 lp-20 lp-21 IP-22 IP-23 IP-24 DEBRIEFING.25 PUBLIC RECORDS ACT.25 DISTRICT RIGHTS...26 DISTRICT OWNERSHIP OF PRODUCTS 26 COMMUNICATION WITH THE DISTRICT...26 DISQUALIFICATION OF PROPOSERS 27 EXECUTION OF CONTRACT.27 FINGERPRINTING 27 FILING OF PROTESTS 27 SMALL BUSINESS ENTERPRISE (SBE) UTILIZATION PROGRAM...28 LAUSD S ETHICS STANDARDS MANDATORY LOBBYING DISCLOSURE...29 PRE-AWARD AUDITS...29 ISSUED DATE: APRIL 4,

24 LOS ANGELES UNIFIED SCHOOL DISTRICT SECTION I INSTRUCTIONS TO PROPOSERS To be considered by the District for Contract award, proposals shall be prepared and submitted in accordance with these Instructions to Proposers. IP-1 EXAMINATION OF RFP DOCUMENTS Proposer shall be solely responsible for examining the enclosed RFP Documents, including any Addenda issued during the Proposal period and for informing itself with respect to any and all conditions which may in any way affect the amount or nature of the Proposal or the performance of the Services in the event Proposer is selected. No relief for error or omission will be given. IP-2 INTERPRETATION OF RFP DOCUMENTS Prospective Proposers with questions regarding interpretation or clarification of the RFP document shall put all questions in writing and submit them via or fax to the Contract Analyst identified in the Request for Proposal Letter. The District responses to requests for interpretation or clarification which require a change in scope or RFP requirements will be in writing via addendum and made available only to the listed plan holders of the RFP Documents. Proposer shall acknowledge receipt of any and all Addenda in its Proposal Letter. The District shall not be bound by and Proposer shall not rely on any oral interpretation or clarification of the RFP Documents IP-3 PREPARATION OF PROPOSAL The Proposal shall be formatted in accordance with the requirements specified in the Proposal Submittal Requirements section. The Proposal shall include the Proposal Letter/Certificate of Acceptance provided with the RFP Documents. Proposal Letter/Certificate of Acceptance and forms shall be executed by an authorized signatory as described in IP-7, the instructions entitled "SIGNING OF PROPOSAL/AUTHORIZATION TO NEGOTIATE". All Proposals shall be prepared by and at the expense of the Proposer. IP-4 MODIFICATIONS AND ALTERNATIVE PROPOSALS The Proposer shall submit its basic proposal in strict conformity with the requirements of the RFP Document. Proposers are cautioned to limit exceptions, conditions, limitations or provisions attached to a proposal as they may be determined sufficiently significant to cause its rejection. Proposers submitting conforming proposals may submit alternate proposals to this RFP as complete separate offers, if the alternate proposals offer technical improvements or modifications that are to the overall benefit of the District. The District reserves the right to accept or reject any alternate Proposal. Oral, telegraphic, or telephonic proposals and/or modifications will not be considered. 23

25 IP-5 PRE-PROPOSAL CONFERENCE The District may conduct a Pre-Proposal Conference. Proposers are invited to attend the Pre-Proposal Conference. Attendance is not mandatory to be considered for award of a contract. Should the District elect not to hold a Pre-Proposal Conference, its decision shall not relieve the potential Proposer of its sole responsibility for informing itself with respect to any and all conditions as required by Instruction to Proposers entitled EXAMINATION OF RFP DOCUMENTS. IP-6 ADDENDA The District reserves the right to revise the RFP Documents prior to the proposal submittal due date. Such revisions, if any, will be made by addenda to this RFP. Copies of such addenda will be furnished, without additional charge, to all those on the RFP Plan holders List. If an addendum includes significant changes, the proposal submittal due date may be postponed by a number of days that the District considers appropriate for Proposers to revise their proposals. The announcement of a new date, if any, will be included in the addendum. In any event, the last addendum will be issued no later than five (5) working days prior to the proposal submittal due date. Proposers shall acknowledge receipt of all addenda to the RFP Documents in their Proposal Letter. Failure to acknowledge receipt of all addenda may render the proposal non-responsive. IP-7 SIGNING OF PROPOSAL AND AUTHORIZATION TO NEGOTIATE All Proposals submitted shall be executed by Proposer or by its authorized representative. In addition, Proposer must identify those persons authorized to negotiate on its behalf with the District in connection with this RFP. IP-8 WITHDRAWAL OF PROPOSALS A proposal may be withdrawn by the Proposer by means of a written request signed by the Proposer or its properly authorized representative. Such written request shall be delivered to the Contract Analysts identified in the Request for Proposal Letter prior to the date and time for submittal of Proposals. lp-9 INSURANCE REQUIREMENTS As part of its proposal, the Proposer shall provide the District with satisfactory evidence of insurance coverage as indicated in the RFP document, and that such coverage is in full force by providing properly executed Certificates of Insurance. Or, if the Proposer will obtain the required insurance coverages prior to issuance of the executed contract, a letter issued by the Proposer s insurance agent or broker may be used to demonstrate satisfactory intent to provide coverage. However, properly executed Certificates of Insurance indicating the required coverages are in full force must then be provided prior to receipt of fully executed contract. 24

26 IP-10 SUBMISSION OF PROPOSAL Each Proposal submitted by Proposer shall be delivered to the District at the address shown on the Request for Proposal Letter up to the date and time shown therein. It is the Proposer's sole responsibility to assure that its Proposal is received as stipulated. The District may leave unopened any proposal received after the date and time for receipt of proposals. Any such unopened proposal may be returned to the Proposer. IP-11 PROPOSAL EVALUATION PROCESS The proposal evaluation period will close upon the District s completion of its review and evaluation of RFP Documents. The District shall not give notice, to the Proposers, of the close of the proposal evaluation process. A proposal not meeting the requirements may be rejected as being non-responsive and non-responsible. All proposals shall be evaluated for responsiveness to the requirements of the RFP and to the responsibility of the Proposer. A proposal shall be considered responsive if it complies in all material respects to the requirements of the RFP documents to include negotiations of price/fees, terms and conditions and cooperation during the pre-award audit process. Responsibility is defined as the apparent ability of the Proposer to meet and successfully complete the requirement of the Contract. Responsibility includes consideration of a Proposer s trustworthiness, the quality of past performance, financial ability, and fitness and capacity to do the proposed work in a satisfactory manner. Proposer may be required to present further evidence that it has successfully performed similar work of comparable magnitude or provide other proof satisfactory to the District that it is competent to successfully perform the work. In addition, the District reserves the right to request payment and performance bonds as required. lp-12 DEBRIEFINGS Debriefing requests must be received by the District within ten (10) calendar days after issuance of the Notice of Intent to Award. No debriefing shall take place until after Contract execution. Requests for debriefings must be submitted in writing and shall be confined to a discussion of the Proposer s Proposal and its advantages and disadvantages in relation to the requirements of the RFP. The debriefing shall not include point-by-point comparisons of the debriefed Proposer s proposal with those of other Proposers. Moreover, the debriefing shall not reveal any information prohibited from disclosure. IP-13 PUBLIC RECORDS ACT Responses to this RFP shall be subject to the provisions of the California Public Records Act. Those elements in each Proposal which are trade secrets as that term is defined in Civil Code section (d) or otherwise exempt by law from disclosure and which are prominently marked as "TRADE SECRET", "CONFIDENTIAL", or "PROPRIETARY" may not be subject to disclosure. However, it is incumbent on the Proposer to assert any rights to confidentiality and to seek and obtain a court order prohibiting the release of such information. Under no circumstances, will the District be responsible or liable to 25

27 the Proposer or any other party for the disclosure of any such labeled information, whether the disclosure is required by law or a court order or occurs through inadvertence, mistake, or negligence on the part of the District or its officers, employees, and/or Contractors. The Proposer, at its sole expense and risk, shall be responsible for prosecuting or defending any action concerning the information contained in the RFP and shall hold the District harmless from all costs and expenses, including attorneys fees, in connection with such action. IP-14 DISTRICT RIGHTS The District may investigate the qualifications of any Proposer under consideration, require confirmation of information furnished by a Proposer, and require additional evidence of qualifications to perform the Services described in this RFP. The District reserves the right to: 1. Reject any or all of the Proposals; 2. Issue subsequent RFP; 3. Cancel the entire RFP; 4. Remedy errors in the RFP; 5. Reduce the scope of work for a reasonable amount if in the best interest and at the sole discretion of the District; 6. Appoint evaluation committees to review Proposals; 7. Seek the assistance of outside technical experts to review proposals; 8. Approve or disapprove the use of particular subcontractors and suppliers; 9. Establish a short list of Proposers eligible for discussions/clarifications after review of written Proposals; 10. Negotiate with any, all, or none of the Proposers; 11. Solicit best and final offers (BAFO) from all or some of the Proposers; 12. Award a contract to one or more Proposers; 13. Accept other than the lowest priced proposal; 14. Waive informalities and irregularities in Proposals; 15. Award a Contract without discussions or negotiations; 16. Disqualify the proposal(s) upon evidence of collusion with intent to defraud or other illegal practices on the part of the Proposer(s); This RFP does not commit the District to enter into a Contract nor does it obligate the District to pay for any costs incurred in the preparation and submission of proposals or in anticipation of a Contract. IP-15 DISTRICT OWNERSHIP OF PRODUCTS Excluding licensed software and other mutually agreed upon products, all deliverables and products developed and delivered in association with any contract awarded as a result of this RFP shall be the property of and belong solely to the District. IP-16 COMMUNICATIONS WITH THE DISTRICT All communications shall be in writing. All communications regarding this RFP between potential Proposers and the staff of the District and consultants engaged by the District shall be addressed only to the Contract Analyst identified in the Request for Proposal Letter, except requests for information on the Small Business Enterprise (SBE) Utilization Program. 26