OVERSIGHT SERVICES FOR ENTERPRISE RESOURCE PLANNING IMPLEMENTATION

Transcription

1 THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA PROCUREMENT MANAGEMENT SERVICES 1450 N. E. SECOND AVENUE, ROOM 352 MIAMI, FLORIDA REQUEST FOR PROPOSALS OVERSIGHT SERVICES FOR ENTERPRISE RESOURCE PLANNING IMPLEMENTATION PROPOSAL RETURN DATE FEBRUARY 26, 2008 RFP NO. 061-HH10

2 Contents REQUEST FOR PROPOSALS...1 FEBRUARY 26, PROPOSAL ACKNOWLEDGEMENT FORM... 6 PART I PROPOSAL GUIDELINES AND PROJECT OVERVIEW PURPOSE OF REQUEST FOR PROPOSALS INSTRUCTIONS FOR SUBMISSION OF PROPOSALS SUBMISSION FORMATTING AND DEADLINES MODIFICATIONS TO REQUEST FOR PROPOSALS EXAMINATION OF RFP DOCUMENTS AND ADDENDA POSTINGS MISSING DOCUMENTS PRE PROPOSAL CONFERENCE AND PROTESTS PRE PROPOSAL CONFERENCE CHANGE OR WITHDRAWAL OF PROPOSAL PROTEST TO CONTRACT SOLICITATION OR AWARD DISTRICT RIGHTS AND INDEMNIFICATION DISTRICT RIGHTS INTELLECTUAL PROPERTY RIGHTS INSURANCE AND INDEMNIFICATION DEFAULT BOARD, STATE AND FEDERAL RULES AND STATUTES PUBLIC ENTITY CRIMES COMPLIANCE WITH FEDERAL REGULATIONS CONE OF SILENCE AFFIRMATIVE ACTION REQUIREMENTS AND M/WBE PARTICIPATION BACKGROUND SCREENING REQUIREMENTS COMPLIANCE WITH SCHOOL CODE...16 Page 2 of 71

3 1.5.7 CONFLICT OF INTEREST PUBLIC RECORDS LAW CHARTER SCHOOLS PURCHASES BY OTHER PUBLIC AGENCIES ASSIGNMENT PERFORMANCE REQUIREMENTS PROPOSER(S) PERFORMANCE OTHER REQUIREMENTS OTHER OBLIGATIONS OTHER GENERAL CONDITIONS EVALUATION AND SELECTION EVALUATION SELECTION COMMITTEE SCHEDULE PROJECT OVERVIEW MIAMI DADE COUNTY PUBLIC SCHOOLS PROJECT OVERVIEW M DCPS BACKGROUND M DCPS ORGANIZATION CHART CURRENT INFORMATION TECHNOLOGY ENVIRONMENT OVERVIEW Project Management / Process Engineering (PM/PE) Infrastructure & System Support Data Security Systems & Programming Business & Operational Services Technical Vision...25 PART II PROPOSAL FORMS PROPOSAL SUMMARY AND PROPOSED ORGANIZATION Page 3 of 71

4 3.1 PROPOSAL SUMMARY Minimum Qualifications Statement of Understanding Proposed Statement of Work List of Providers Summary of the Project s Major Deliverables PROPOSED PROJECT ORGANIZATION Proposer Qualifications Proposer Prior Experience Proposer Client References Proposer Team Roles Proposer s Key Personnel Proposer Key Personnel Background Proposer Key Personnel Client References Proposer Staff M DCPS Project Team Roles District Responsibilities Project Team Continuity Committee Participation Contract Performance Financials and Other Reports Financial Statements Proposer and Subcontractor Contact Information Subcontractor References Project Staffing Plan and Organizational Chart Diagram BUSINESS REQUIREMENTS Key Business Functionality...38 Page 4 of 71

5 5. PROPOSED MANAGEMENT SERVICES Project Coordination Services General Management Project Management Status Reporting and Meetings Project Scope Change Plan PLANNING KNOWLEDGE/SKILLS TRANSFER SUBMITTAL FORMS DISCLOSURE OF LITIGATION OCCUPATIONAL LICENSE SWORN STATEMENT INSURANCE PROPOSAL COST COST PROPOSAL AND INSTRUCTIONS PROPOSED PAYMENT SCHEDULE TERM OF ENGAGEMENT...44 APPENDIX A - ACRONUM LIST APPENDIX B SELECTED SAMPLE TERMS AND CONDITIONS APPENDIX C COST PROPOSAL APPENDIX D PROJECT PLAN TIMELINE APPENDIX E AFFIRMATIVE ACTION EMPLOYEE BREAKDOWN Page 5 of 71

6 REQUEST FOR PROPOSALS NO. 061-HH10 PROPOSAL ACKNOWLEDGEMENT FORM OVERSIGHT SERVICES FOR ENTERPRISE RESOURCE PLANNING IMPLEMENTATION ANTI-COLLUSION STATEMENT THE UNDERSIGNED PROPOSER HAS NOT DIVULGED TO, DISCUSSED, OR COMPARED HIS PROPOSAL WITH OTHER PROPOSER(S) AND HAS NOT COLLUDED WITH ANY OTHER PROPOSER OR PARTIES TO THE PROPOSAL WHATSOEVER. PROPOSER ACKNOWLEDGES THAT ALL INFORMATION CONTAINED HEREIN IS PART OF THE PUBLIC DOMAIN AS DEFINED BY THE STATE OF FLORIDA SUNSHINE LAW. CERTIFICATION AND IDENTIFICATION FOR PROPOSER(S) SUBMITTING PROPOSALS. I certify that this proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same service, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of these proposal specifications and I certify that I am authorized to sign this proposal. (Please Type or Print Below) Legal Name of Vendor: Federal ID Number: Telephone: Mailing Address: City: State: Zip: Fax: Contact Person: Phone Number: Authorized Signature: Type / Print Name Title: Date of Proposal: Page 6 of 71

7 PART I PROPOSAL GUIDELINES AND PROJECT OVERVIEW 1.0 PURPOSE OF REQUEST FOR PROPOSALS The purpose of this Request for Proposals (RFP) is to award proposer(s) a contract with The School Board of Miami-Dade County, Florida (herein referred to as Miami- Dade County Public Schools (M-DCPS), to provide operational oversight services reviewing the Enterprise Resource Planning (ERP) implementation planning, functional and organizational impact and monitor the progress and adherence to original and contractual objectives of the ERP project. The required services will include monitoring and periodic reporting to the District and Board on the status of the ERP project as well as monitoring the delivery of benefits as the project progresses thru Phase-Gate Reviews. The School Board has entered into a contractual services agreement with SAP Public Services, Inc., for ERP software and Deloitte Consulting LLP, for the ERP systems integration and implementation process. Proposers responding to this RFP cannot be affiliated with the current project, nor can they participate in the core project until after completion. 1.2 INSTRUCTIONS FOR SUBMISSION OF PROPOSALS SUBMISSION FORMATTING AND DEADLINES Nine copies of this proposal, one of which must be an original must be received by 2:00 P.M. (Eastern Daylight Time), on Tuesday, February 26, 2008, at: The School Board of Miami-Dade County, Florida Bid Clerk, Procurement Management 1450 N. E. Second Avenue, Room 352 Miami, Florida The responsibility for submitting this proposal to the District on or before the stated date and time will be solely and strictly the responsibility of the proposer. The District will in no way be responsible for delays caused by the United States Postal Service or any other delivery service or caused by any other occurrence. The proposal must be submitted in a sealed envelope or box marked Oversight Services For Enterprise Resource Planning Implementation. It is anticipated this proposal may be presented to The School Board of Miami-Dade County, Florida, for acceptance on or about April 16, If accepted, notification to the successful proposer (s) will be on or after April 16, The Board reserves the right to reject any and all proposals. Proposals shall be prepared single-sided, unbound, in a three ring binder on 8½ x 11 paper. Use of 11" x 17" foldout sheets should be limited. Elaborate format is not necessary. Do not provide promotional or advertising information. Vendor is requested to submit RFP package in the format that follows: Response to questions in same order as presented is requested. Page 7 of 71

8 Sections should be tabbed as follows: Section 1. Proposal Acknowledgement Form Proposal Acknowledgement Form/Anti-Collusion Statement. This form must be completed and executed by an authorized representative of the Proposer, and must be provided in Section 1 of the Proposal. No other form may replace the Proposal Acknowledgement Form. Section 2. Executive Summary The Executive Summary is a recap of the proposal and shall not exceed ten (10) single-sided pages. It shall be signed by an authorized representative of the proposing firm. Briefly summarize your understanding of the requested services. Discuss the firm s specific role and present the firm s relevant qualifications for performing that role. Identify the names, address, affiliation, , telephone number and fax number of the key contact person(s) for both Proposer and any subcontractor(s). Proposer shall (1) indicate in the executive summary, compliance to the requirements as listed in the minimum qualification requirements section and (2) indicate which requirement(s), if any, Proposer may not comply with. Proposer shall address any problem(s) that they envision to be associated with fulfilling the requirements of the RFP and cite specific suggestions for avoiding or mitigating these problems. The executive summary must provide a brief description of the proposing firm and shall include: history; number of years the organization has been in business; type of products and services it provides. The executive summary must confirm that the Proposer shall comply with the provisions of this RFP. Section 3. Proposal Summary and Proposed Organization Proposer(s) shall complete the tables provided in Part II, Section 3, Proposal Summary and Proposed Organization, of this RFP, and include the completed tables in Section 3 of the Proposal. In completing Sections 3, 4, 5, 6 and 7 of the Proposal Forms provided in Part II of this RFP, Proposer(s) shall acknowledge each stated requirement in all with gray shading. The Proposer shall include in the space provided at the bottom of each response table a narrative explanation. Proposer(s) may expand tables to answer questions if the space provided is not suitable. More so, Proposer(s) may attach charts, diagrams and plans, where applicable, and will note the location of such attachments in the gray response field. Page 8 of 71

9 Section 4. Business Requirements Proposer(s) are not allowed to change any of the deliverables. Section 5. Submittal Forms Proposer(s) shall complete the forms provided in Part II, Section 6, Submittal Forms, of this RFP, and include the completed tables in Section 6 of the Proposal. The following completed submittal forms shall be provided in Section 6 of the Proposal: OCCUPATIONAL LICENSE: Any person, firm, corporation or joint venture, with a business location in Miami-Dade County, Florida, which is submitting a RFP, shall meet the County s Occupational License Tax requirements in accordance with Chapter 8A, Article IX of the Code of Miami-Dade County, Florida. Proposer(s) with a location outside Miami-Dade County shall meet their local Occupational Tax requirements. A copy of the license is requested to be submitted with the RFP Proposal. INSURANCE REQUIREMENTS: The Proposer shall submit with the Proposal evidence that they can obtain prior to commencement of work, the coverage s required by the District. Final insurance verification will be completed by the Office of Risk and Benefits Management prior to award. Section 6. Cost Proposal The Cost Proposal shall include the following sections: Proposer(s) shall complete the forms provided in Part II, Section 7, Proposal Cost, of this RFP, and include the completed tables in the Cost Proposal. Section 7. Required Attachments Proposer(s) shall include in this section the following attachments: SUPPLEMENTAL ACRONYM LIST Include a list of acronyms that are specific to your Technical and/or Cost Proposals. If you use acronyms already listed in Appendix A, Acronyms, there is no need to repeat those in your Supplemental Acronym List. DISCLOSURE OF LITIGATION Each Proposer (and each subcontractor included in the Proposer s Proposal) must include a complete disclosure of any civil litigation, arbitration or proceeding to which it is a party and which is pending or was concluded within one year from the date of this RFP MODIFICATIONS TO REQUEST FOR PROPOSALS Proposer(s) are advised that any changes to the Request for Proposal requirements may render the proposal non-responsive and may result in the proposal not receiving any further consideration. Page 9 of 71

10 1.2.3 EXAMINATION OF RFP DOCUMENTS AND ADDENDA POSTINGS Proposer shall be solely responsible for examining the enclosed RFP Documents, including any Addenda issued during the Proposal period 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. Proposer(s) are advised to monitor continuously, the M-DCPS Procurement website, for any addendums or questions and answers that may be posted, prior to the opening of this solicitation. The procurement website, which lists all RFPs, addendums, questions and answers and award information, is as follows: (then click on) Bids/Under the Cone of Silence. Select the applicable RFP number of interest MISSING DOCUMENTS All proposals received in response to this RFP, will be sealed for a period of 20 days, pursuant to Florida Statute , to allow for the request and receipt of any missing documents. Respondents who do not meet all the requirements for the RFP may be contacted to submit the missing information within two business days. Incomplete or noncompliant proposals may be disqualified. 1.3 PRE-PROPOSAL CONFERENCE AND PROTESTS PRE-PROPOSAL CONFERENCE There will be no Pre-Proposal conference. FINAL DEADLINE FOR ANY INQUIRY, CLARIFICATION, OR INFORMATION REGARDING THIS RFP SHALL BE FEBRUARY 18, 4:00 PM. THIS IS TO ALLOW M-DCPS SUFFICIENT TIME TO ADDRESS ALL RECEIVED INQUIRIES All Proposer(s) should monitor continuously, the M-DCPS Procurement website, for any addendums or questions and answers that may be posted, prior to the opening of this solicitation. The procurement website, which lists all Bids, RFPs, addendums, questions and answers and award information, is as follows: (then click on) Bids/ Cone of Silence CHANGE OR WITHDRAWAL OF PROPOSAL PRIOR TO PROPOSAL OPENING. Should the vendor withdraw its proposal, they shall do so in writing. This communication is to be received by the Assistant Superintendent, Procurement Management Services, 1450 N.E. 2nd Avenue, Room 351, Miami, FL 33132, prior to the opening of the proposals. The vendor's name and the proposal number should appear on the envelope. Page 10of 71

11 1.3.3 PROTEST TO CONTRACT SOLICITATION OR AWARD The Board shall provide notice of a decision or intended decision concerning a solicitation, contract award, or exceptional purchase by electronic posting which can be accessed at the District s website Any person who is adversely affected by the agency decision or intended decision, shall file with the agency a notice of protest in writing within 72 hours after the posting of the notice of decision or intended decision. With respect to a protest of the terms, conditions, and specifications contained in a solicitation, including any provisions governing the methods of ranking proposals or replies, awarding contracts, reserving rights of further negotiation or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. The formal written protest shall be filed within 10 days after the date of the notice of protest is filed. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and state holidays shall be excluded in the computation of the 72-hour time periods established herein. The protesting party shall be required to post a bond consistent with F.A.C. Rule (2), and Board Rule 3C Failure to file a protest within the time prescribed in Section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing bond, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Formal written protests will be reviewed by Procurement Management Services who will offer the protesting proposer the opportunity to meet and discuss the merits of the protest. If the protest is not resolved, the proposer may seek an administrative hearing pursuant to Florida Statutes. Petitions for hearings on protests pursuant to Florida Statutes must be filed in accordance with School Board Rule 6Gx13-8C RESERVATION FOR REJECTION OR AWARD. The Board reserves the right to reject any and all proposals, to waive irregularities or technicalities, and to request re-issue a new solicitation. NOTICE OF INTENDED ACTION. Notices will be posted on the District s website days prior to a regularly scheduled Board meeting. OFFICIAL AWARD DATE. Awards become official upon Board action. It is anticipated that a proposal(s) may be presented to the School Board for acceptance on or about April 16, If accepted, notification to the successful proposer(s) will be on or after April 16, The School Board reserves the right to reject any and all proposals. Page 11of 71

12 1.4 DISTRICT RIGHTS AND INDEMNIFICATION DISTRICT RIGHTS The District may verify the qualifications of any Proposer under consideration, require confirmation of information furnished by a Proposer, and require additional evidence of qualifications to perform the Services described in this RFP. The District reserves the right to: Reject any or all of the Proposals; Cancel and reissue RFP; Cancel the entire RFP; Issue addendums with revisions or clarifications to the RFP; Reduce the scope of work if in the best interest and at the sole discretion of the District; Utilize subcommittees to assist selection committee; Establish a short list of Proposer(s) eligible for discussions/clarifications after review of written Proposals; This RFP does not commit the Board to enter into a Contract nor does it obligate the Board to pay for any costs incurred in the preparation and submission of Proposals or in anticipation of a Contract INTELLECTUAL PROPERTY RIGHTS Excluding licensed software and other mutually agreed upon products, all deliverables and products developed and delivered in association with any Contract awarded as a result of this RFP shall be the property of and belong solely to the District INSURANCE AND INDEMNIFICATION If selected, the proposer(s) shall agree to hold harmless, indemnify and defend the indemnities, as hereinafter defined, against any claim, action, loss, damage, injury, liability, cost or expense of whatsoever kind or nature including, but not by way of limitation, attorney's fees and court costs arising out of bodily injury or damage to tangible property arising out of or incidental to the performance of the services of this Request for Proposals by or on behalf of the proposer, excluding only the sole negligence or culpability of the indemnities. The following shall be deemed to the indemnities: The School Board of Miami-Dade County, Florida and its members, officers and employees. Successful vendor(s) are required to have insurance coverage, as specified in the Indemnity and insurance, Items 15 and 16, of Appendix B, Selected Terms and Conditions. The successful vendor(s) must submit completed certificate of insurance form(s), before being recommended for award. Failure to submit this Page 12of 71

13 1.4.4 DEFAULT form(s), as noted, will result in the vendor(s) not being recommended for the RFP award. In the event of default, which may include, but is not limited to non-performance and/or poor performance, the awardee shall lose eligibility to transact new business with the Board for a period of 14 months from date of termination of award by the Board. Proposer(s) that are determined ineligible may request a hearing pursuant to , Fla. Stat., and School Board Rule 6Gx13-8C BOARD, STATE AND FEDERAL RULES AND STATUTES PUBLIC ENTITY CRIMES Section (2)(a) Florida Statute. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a RFP on a contract to provide any goods or services to a public entity, may not submit a RFP on a contract with a public entity for the construction or repair of a public building or public work, may not submit RFPs on leases of real property to a public subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section , for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list COMPLIANCE WITH FEDERAL REGULATIONS All contracts involving Federal funds will contain certain provisions required by applicable sections of Title 34, Section 80.36(I) and Section Code of Federal Regulations and are included by reference herein. The vendor certifies by signing the proposal that the vendor and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in federally funded transactions and may, in certain instances, be required to provide a separate written certification to this effect. During the term of any contract with the Board, in the event of debarment, suspension, proposed debarment, declared ineligible or voluntarily excluded from participation in federally funded transactions, the vendor shall immediately notify the Assistant Superintendent, Procurement Management Services, in writing. Proposer(s) will also be required to provide access to records, which are directly pertinent to the contract and retain all required records for three years after the grantee (The Board) or sub-grantee makes final payment. For all contracts involving Federal funds, in excess of $10,000, The Board reserves the right to terminate the contract for cause as well as for convenience by issuing a certified notice to the vendor CONE OF SILENCE Page 13of 71

14 A Cone of Silence is applicable to this Request for Proposal. Any inquiry, clarification, or information regarding this RFP must be requested, in writing, by FAX or to: A COPY OF THIS WRITTEN REQUEST MUST BE SENT SIMULTANEOUSLY TO: Barbara D. Jones, CPPB, Executive Director Procurement Management Services Miami-Dade County Public Schools 1450 N. E. Second Avenue, Room 352 Miami, Florida FAX #(305) bjones@dadeschools.net Ileana Martinez, School Board Clerk Miami-Dade County Public Schools 1450 N.E. Second Avenue, Room 268B Miami, Florida FAX # martinez@dadeschools.net All Proposer(s) should monitor continuously, the M-DCPS Procurement website, for any addendums or questions and answers that may be posted, prior to the opening of this solicitation. The procurement website, which lists all RFPs, addendums, questions and answers and award information, is as follows: (then click on) Current RFPs/RFP's Under the Cone of Silence AFFIRMATIVE ACTION REQUIREMENTS AND M/WBE PARTICIPATION Equal Employment Opportunity It is the policy of the School Board that no person will be denied access, employment, training, or promotion on the basis of gender, race, color, religion, ethnic or national origin, political beliefs, marital status, age, sexual orientation, social and family background, linguistic preference, or disability, and that merit principles will be followed. Each proposer is required to indicate his/her equal employment policy and provide a detailed breakdown by ethnicity, gender, and occupational categories of his/her work force. Submittal Forms, Appendix E. Minority/Women Business Enterprises (M/WBE) Participation: It is the policy of the District to actively increase contracting opportunities for Minority/Women Business Enterprises (M/WBEs). In keeping with this policy, if a minority firm, as defined in Board Rules 6Gx13-3G-1.01 through 3G-1.05, is to perform a scope of work, then the Proposer is requested to provide documentation to substantiate same. In addition, if a prospective M/WBE is eligible for, but is not District certified by the deadline for submitting proposals, then Proposer(s) must Page 14of 71

15 submit, with their responses, an M/WBE Certification Application (form FM 3920) for each of the non-certified companies. The M/WBE Certification Application may be accessed through the following link: The awarded vendor is required to report all payments made to M/WBE s on a quarterly basis. The reports shall include the name of firms, contact persons and expenditures paid each quarter, and shall be submitted to the Director, Division of Business Development and Assistance, 1500 Biscayne Blvd, Suite 128, Miami, Florida The M/WBE Quarterly Expenditure Report may be accessed through the following link: BACKGROUND SCREENING REQUIREMENTS In accordance with the requirements of Sections, , and and ,Florida Statutes, School Board Rules 6Gx13-3F and 6Gx13-4C-1021 as amended from time to time Contractor agrees that, if Contractor receives remuneration for services, Contractor and all of its employees who provide or may provide services under this Agreement will complete criminal history checks, and all background screening requirements, including level 2 screening requirements as outlined in the above-referenced statutes and School Board rules prior to providing services to the School Board of Miami-Dade County. Additionally, Contractor agrees that each of its employees, representatives, agents. subcontractors or suppliers who are permitted access on school grounds when students are present, who have direct contact with students or who have access to or control of school funds must meet level 2 screening requirements as described in the abovereferenced statutes and School Board rules. Pursuant to the 2007 amendments to the JLA enacted by the Florida Legislature, requirements for certain fingerprinting and criminal history checks shall be inapplicable to non-instructional contracted personnel who qualify for exemption from level 2 screening requirements as provided under , Fla.Stat. (2007). In addition, the provisions of , Fla.Stat. (2007) are incorporated herein by reference, and any provisions of this Addendum that may be inconsistent with, contrary to, or determined to be in conflict with , will be superseded by said statute. A non instructional contractor who is exempt from the screening requirements set forth in , or , Florida Statutes, is subject to a search of his or her name or other identifying information against the registration information regarding sexual predators and sexual offenders maintained by the Department of Law Enforcement under and the national sex offender public registry maintained by the United States Department of Justice. Contractor will not be charged for this search. Page 15of 71

16 Further, upon obtaining clearance by Board, if Board deems necessary, Board will issue a photo identification badge which shall be worn by the individual at all times while on Board property when students are present. Contractor agrees to bear any and all costs associated with acquiring the required background screening - including any costs associated with fingerprinting and obtaining the required photo identification badge. Contractor agrees to require all its affected employees to sign a statement, as a condition of employment with Contractor in relation to performance under this Agreement, agreeing that the employee will abide by the heretofore described background screening requirements, and also agreeing that the employee will notify the Contractor/Employer of any arrest(s) or conviction(s) of any offense enumerated in School Board Rules 6Gx13-3F and 6Gx13-4C within 48 hours of its occurrence. Contractor agrees to provide the Board with a list of all of its employees who have completed background screening as required by the above-referenced statutes and who meet the statutory requirements contained therein. Contractor agrees that it has an ongoing duty to maintain and update these lists as new employees are hired and in the event that any previously screened employee fails to meet the statutory standards. Contractor further agrees to notify the Board immediately upon becoming aware that one of its employees who were previously certified as completing the background check and meeting the statutory standards is subsequently arrested or convicted of any disqualifying offense. Failure by Contractor to notify the Board of such arrest or conviction within 48 hours of being put on notice and within 5 business days of the occurrence of qualifying arrest or conviction, shall constitute grounds for immediate termination of this Agreement by the Board. The parties further agree that failure by Contractor to perform any of the duties described in this section shall constitute a material breach of the Agreement entitling the Board to terminate this Agreement immediately with no further responsibility to make payment or perform any other duties under this Agreement COMPLIANCE WITH SCHOOL CODE Contractor agrees to comply with all sections of the Florida K-20 Education Code, Title XLVIII, Florida Statutes as it presently exists, and further as it may be amended from time to time. Further, Contractor agrees that failure to comply with the Florida K20 Education Code shall constitute a material breach of this Agreement and may result in the termination of this Agreement by the Board CONFLICT OF INTEREST Former Miami-Dade County Public Schools employees, classified as Managerial Exempt Personnel, Pay Grade 22 and above, Dade County School Administrators Association, Pay Grade 47 and above, and other equivalent positions, are prohibited from personally representing another person or entity or acting as an agent or attorney for compensation in connection with any matter in which The School Board of Miami-Dade County, Florida, is interested, for two years after the School Board employees service terminates. This provision is pursuant to School Board Rule 6Gx13 4A and Florida Statute (9). The School Board of Miami-Dade County, Florida shall be prohibited from entering into any business relationship or continue an existing business relationship with any person or entity determined to have engaged in violation of the restriction contained in this provision PUBLIC RECORDS LAW Page 16of 71

17 It is the practice of The School Board of Miami-Dade County, Florida, to evaluate all Requests For Proposals in a public forum open to the Sunshine, pursuant to Florida Statute and to make available for public inspection and copying any information received in response to an RFP, in accordance with Florida Statute 119, as such any information sent to M-DCPS is being sent into the public domain. No action on the part of the proposer would create an obligation of confidentiality on the part of the School Board, including but not limited to, making a reference in the proposal to the trade secret statutes, Florida Statutes , It is recommended that potential suppliers exclude from their response any information that, in their judgment, may be considered a trade secret CHARTER SCHOOLS Items awarded under this contract shall be made available to Charter Schools approved by the School Board. The School Board is not responsible or liable for any purchases that may be made by Charter Schools PURCHASES BY OTHER PUBLIC AGENCIES With the consent and agreement of the successful Proposer(s), purchases may be made under this RFP by Miami-Dade County, Florida, and other governmental agencies or political subdivisions within the State of Florida. Such purchases shall be governed by the same terms and conditions. This agreement in no way restricts or interferes with the right of any State of Florida Agency or political subdivision to rebid any or all of these items. The School Board is not responsible or liable for any purchases that may be made by Miami-Dade County, Florida, and other governmental agencies or political subdivisions within the State of Florida ASSIGNMENT Awarded vendor(s) may not assign this Agreement. The foregoing shall not be construed to limit awarded vendor s right to use qualified subcontractors in performance of portions of the services provided hereunder. 1.6 PERFORMANCE REQUIREMENTS PROPOSER(S) PERFORMANCE Proposer(s) must have the ability to provide services requested in this Request For Proposals. Proposer(s) will be requested to provide information regarding previous experience and references in the K-12 market. Previous performance on similar contracts may be a consideration in the evaluation process including delivery performance, invoicing, and product performance. Awarded vendor(s) performance on this contract may affect future contract awards based on performance on this contract. 1.7 OTHER REQUIREMENTS OTHER OBLIGATIONS The selected Proposer shall be required to enter into a written Agreement with the Board. The District shall require certain contractual obligations, which may include, but Page 17of 71

18 are not limited to, the following: A. Status Reporting: The selected Proposer shall be required to attend weekly meetings at a location to be determined by M-DCPS, and submit status reports covering such items as progress of work being performed, milestones attained, resources expended, problems encountered and corrective action taken, etc. Status reports will also include a Gantt chart. B. Payment Schedules: Payments for services shall be based on defined deliverables. No payments shall be made in advance of work performed. Payment will be made within thirty days (30) of receipt of invoice. C. Disclosure of Litigation: Each Proposer (and each subcontractor included in the Proposer s Proposal) must include a complete disclosure of any civil litigation, arbitration or proceeding to which it is a party and which is pending or was concluded within one year from the date of this RFP in Section 8, Submittal Forms. This is a continuing disclosure requirement. Any such litigation, arbitration, or other proceeding (collectively, Proceeding ) commencing after submission of a Proposal must be disclosed in a written statement to Procurement Management Services within 30 days of its occurrence. Details of settlements that are prevented from disclosure by the terms of the settlement may be annotated as such OTHER GENERAL CONDITIONS Additional terms and conditions not included in this RFP shall be included by the District in the final Contract and shall be agreed to by both parties. 1.8 EVALUATION AND SELECTION Proposals shall be evaluated for conformance to the requirements of the RFP and on the responsibility and responsiveness of the Proposer EVALUATION Any Contract resulting from this RFP shall be awarded to the responsible and responsive firm(s) whose Proposal represents the best overall value to the District, as determined by the Selection Committee. Proposals shall be evaluated based upon qualifications listed below: Qualification Requirements Proposer(s) and/or Subcontractor(s) shall meet these qualification requirements at the time of Proposal submittal: A. The Proposer and/or Subcontractor shall have conducted SAP implementation Oversight services for a minimum of three (3) years. This would include change, functional, organizational, technical, and project Page 18of 71

19 management assessment monitoring and reporting. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. Additionally, contact information for one Functional Business Lead from the organization is requested. B. The Proposer and/or Subcontractor shall have successfully conducted consulting services for a public agency, preferably a K-12 organization of similar size and complexity, within the last three (3) years. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. Additionally, contact information for one Functional Business Lead from the organization is requested. C. The Proposer and/or Subcontractor shall have prior experience working with large school districts, providing planning or management services. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. D. The Proposer and/or Subcontractor shall have a proven Project Management Methodology. Proposer and/or Subcontractor staff must be a certified Project Management Professional and Business Analysts ITIL certified. E. The Proposer and/or Subcontractor shall have a prominent office located in South Florida, preferably Dade County headquartered. Proposer and/or Subcontractor must provide resources and references from public agencies, K-12 or education institutional clients. F. The Proposer and/or Subcontractor shall have a proven record of implementing operational best practice models. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. G. The Proposer and/or Subcontractor shall have prior experience with Enterprise Resource Planning projects. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. H. The Proposer and/or Subcontractor shall have a proven track record using and understanding the Balance Scorecard, CoBiT, and ITIL frameworks. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. I. The Proposer and/or Subcontractor shall have a proven approach to performing Change Management. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Page 19of 71

20 Project Manager or Project Lead J. The Proposer and/or Subcontractor shall have a proven approach to Portfolio Management and Project Management Office management. References shall be provided with proposal identifying the organization, contact name and contact information. Contact name supplied for the organization is requested to have been a Project Manager or Project Lead. K. The Proposer and/or Subcontractor shall have SAP implementation experience. Provide information as to which modules Proposer has implemented with the client, and the size and complexity of the project. Please indicate whether your firm has ever lead a client/team through a major Sarbanes-Oxley compliance audit. References shall be provided with proposal identifying the organization, contact name and contact information SELECTION COMMITTEE Proposals will be evaluated by representatives of the District in order to ascertain which proposal best meets the needs of the School Board. The selection committee will consist of the following individuals or their designees: Deputy Superintendent, Business Operations Executive Officer, Information Technology Services Assistant Superintendent, School Operations Director, Division of Business Development and Assistance Employment and Staffing Officer, Office of Human Resources Controller, Office of Controller Chief Auditor (non-voting) Assistant Superintendent, Procurement Management Services (non-voting) Executive Director, Procurement Representative (non-voting). Evaluation consideration will include, but not be limited to: Responsiveness of the proposal in clearly stating an understanding of the work to be performed; Cost, may not be the dominant factor but will have some significance and will be a particularly important factor when all other evaluation criteria a relatively equal; Primary emphasis in the selection process will be placed on background, qualifications, experience and /or expertise in the area of ERP oversight services; and Past performance. The School District reserves the right to reject any and all proposals submitted. The School Board is not obligated to place any order for services subsequent to the award of this proposal. Page 20of 71

21 1.8.3 SCHEDULE The planned schedule for review of proposals is as follows: Procurement Contract Review Committee February 7, 2008 Mailing of Request For Proposals February 11, 2008 Deadline for Questions February 18, 2008 Opening of Proposals February 26, 2008 Evaluation of Proposals March 10, 2008 Oral Presentations (If required) March 17, 2008 Award Recommendation April 16, 2008 Above dates may vary based on number of submissions and the available resources of staff.. 2. PROJECT OVERVIEW 2.1 MIAMI-DADE COUNTY PUBLIC SCHOOLS PROJECT OVERVIEW M-DCPS BACKGROUND The Miami-Dade County Public Schools District is a $6 billion organization with over 55,000 employees on the payroll. As the fourth largest school district in the country, M- DCPS provides educational services to over 350,000 students in Pre-kindergarten through grade 12, and adult programs. The District: Maintains 193 elementary schools, 56 middle schools, 42 senior high schools, 15 K-8 centers, 16 primary learning centers, 5 specialized centers, 57 charter schools, 16 alternative schools, and 23 vocational/adult education centers. Maintains multiple administration sites. Provides educational services over an area of approximately 1900 square miles. Retains approximately 25,250 full-time certified employees including teachers, Paraprofessionals, Assistant Principals and Principals. In October 2005, the Board received the District Strategic Plan The District s mission is as follows: We provide the highest quality education so that all of our students are empowered to lead productive and fulfilling lives as lifelong learners and responsible citizens. The specific goals of the District s Strategic Plan are as follows: 1. Ensure achievement of high academic standards by all students. Page 21of 71

22 2. Develop our students so that they are able to successfully compete in the global economy. 3. Actively engage family and community members to become our partners in raising and maintaining high student achievement. 4. Reform business practices to ensure efficiency, effectiveness and high ethical standards. 5. Recruit, develop and retain high-performing, diverse, and motivated faculty and staff. To satisfy this District s mission and achieve its goals, the District must leverage technology to respond to an evolving educational setting, rising demands of access to information and interconnection to the larger global community M-DCPS ORGANIZATION CHART Please refer to the following link for the District s Organizational Chart as of February 8, 2008: INFORMATION TECHNOLOGY ENVIRONMENT This section summarizes a description of the District s information technology environment CURRENT INFORMATION TECHNOLOGY ENVIRONMENT OVERVIEW On December 14, 2005 the School Board of Miami Dade County approved the District s Comprehensive Information Technology Blueprint developed by the Celt Corporation. This plan resulted in 80 information technology initiatives which have been combined into 11 strategic recommendations. It will serve as the District s roadmap for developing an integrated technology infrastructure and will provide equitable access, use, and support of information technology resources for all students. After implementation of the technology blueprint, the quality of M-DCPS technology services will ensure that: Students are technologically proficient and academically successful; Teachers are highly qualified and engaging; Administrators are effective and efficient; Support staff is productive; and Parents can be more involved in their child s academic progress. Information Technology Services (ITS) is broken down into six areas: Project Management / Process Engineering (PM/PE), Infrastructure & System Support, Data Security, Technology Delivery, Systems & Programming, and Business & Operational Services. Each area is described below Project Management / Process Engineering (PM/PE) Page 22of 71

23 The Program Management and Process Engineering area oversees the development and application of standards for new projects and ongoing operations and the implementation of continuous improvement plans. It supervises the collection of metrics that measure the business practices of ITS and assists in the development of the services required for project implementation, planning, monitoring, evaluation and feedback. It oversees the updating of information on the IT policies and procedures that describe the various acquisition, installation, operation and support activities for the various technology elements Infrastructure & System Support Infrastructure & Systems Support (ISS) has various mission critical areas which assist schools, district offices and school site support centers. ISS supports instructional and administrative applications and/ or equipment. This is accomplished by the following seven areas: Project Management/ Regional Center Support Teams: Coordination and implementation of technology for new construction, renovations, additions and upgrades. Design, implement, maintain and support of telephone and network infrastructure systems. Coordinate and implement the installation, maintenance and support of network infrastructure, computers, peripherals and instructional/ administrative applications necessary to effectively sustain the District s educational and administrative support programs. SBAB Executive Support Team: Ensures that high level district staff and Board Members are properly supported. System User Support/ Network Support: Provide schools, district offices and school site support centers with first level technical support on the use and operation of applications such as Electronic Gradebook, Student Scheduling, MacSchool, ISIS, MSA, , P-Synch, VACS, Payroll, data/ telecommunications systems, computer hardware, peripherals, interfaces with district telecommunications and hardware service providers and other Business and Instructional applications critical to maintaining adherence to State Statues and Board Rules. Add Moves and Changes (AMC): Interfaces with school and district staff on the processing of adds/ moves/ changes to their data/ telecommunications systems. Inventory/ Warehousing Control: Process requisitions in order to maintain adequate stock of equipment which is used to provide the highest level of service to all district departments and schools. Complete annual reconciliation of assets against the districts Property Control System. Telecommunications: Supports and maintains a variety of telecommunication services ranging from traditional voice (e.g., telephone) services to key systems, public address systems, and others. Records and Forms Management: (RCFM) is the custodian for all district records (student transcripts) and official forms. RCFM is responsible for the efficient and secure management of school district information in accordance to Board Rules and State Statutes Data Security IT Security encompasses all technology areas. Major components of District IT security Page 23of 71

24 include access control and management for user systems and data and the provision and management of remote access. Security also includes multiple systems for controlling both inbound and outbound Internet communications via firewall and Intrusion Detection Systems (IDS), virus control, , spam avoidance, virtual private network (VPN) deployment, management, and more. As security is intertwined with all IT technology areas, there are direct security implications in all framework areas Systems & Programming Systems & Programming has the technical programming staff necessary to provide system analysis, program design, programming, testing, documentation, and implementation of new and revised applications to the school district. Systems and Programming is divided into eight functional areas covering all of the district's mainframe systems, Database Administration and Multi-platform development. The eight areas are listed below: Student Services. Financial Services Human Resources. Business Services. Business Solutions. Facilities Solutions. Student Solutions. Enterprise Architecture. Database Administration falls under the Enterprise Architecture area and deals with all the electronic methods for saving, storing, accessing, and archiving District data. The District currently maintains the following types of data repositories: An Enterprise Data warehouse that is built on Microsoft SQL with Informatica ETL and COGNOS BI. Business Enterprise databases that is proprietary to the business applications. Many of these are housed on a large IBM mainframe in either Adabas or VSAM. SQL databases that house information from other District systems and serve as intermediate repositories for data to ensure the security of the enterprise system and/or serve as a query data repository Business & Operational Services The Business & Operational Services area consists of the technology components that allow users and systems to interconnect with each other. It also includes other infrastructure technologies necessary for enterprise system to work. The primary components are: Wide Area Network (WAN): The District s WAN consists of a high-speed, hub and spoke design. The hub being the M-DCPS ITS Data Facility which provides access to district hosted applications like and Grade Page 24of 71