Proposal #23-21-12 San Diego Unified School District
Procurement and Distribution Department
Procurement Unit
San Diego Unified School District
2351 Cardinal Lane
San Diego, California 92123
858-496-8013
REQUEST FOR PROPOSAL #P23-21-12
ENTERPRISE RESOURCE PLANNING SYSTEMS INTEGRATION SERVICES
SUBMITTED BY
(COMPANY NAME)
NOTICE TO BIDDERS
The Board of Education of the San Diego Unified School District of San Diego County, California, invites and will receive sealed proposals until 2:00 p.m. on
August 30, 2002
(DEADLINE DATE)
non-public opening
at the offices of the Procurement and Distribution Department, 2351 Cardinal Lane, San Diego, California 92123-3799, for the award of a contract, as follows:
ENTERPRISE RESOURCE PLANNING SYSTEMS INTEGRATION SERVICES
Proposals must be submitted on forms provided by the San Diego Unified School District, including all applicable forms detailed and contained in this package.
Dates Advertised:
(1) August 8th, 2002 Procurement Representative: Ms. Phyllis Lewellen
(2) August 15th, 2002 Telephone: 858-496-8013
PROPOSAL FORM MUST BE SIGNED & RETURNED WITH PROPOSAL
IMPORTANT! MANDATORY PRE-PROPOSAL MEETING
August 19, 2002 (reference Page 5)
PROPOSAL SECURITY OF $20,000.00 MUST ACCOMPANY PROPOSAL
( See page 13, paragraph V)
Prepared by
Request for Proposal for Enterprise Resource Planning Systems Integration Services
PROPOSAL FORM
Board of Education
San Diego Unified School District
Procurement and Distribution Department
2351 Cardinal Lane
San Diego, CA 92123
Re: Request for Proposal No. P23-21-12
To: Members of the Board of Education
The undersigned, doing business under the full and complete legal firm name as set forth below, having examined the Notice to Proposers, Proposal Form, Instructions to Proposers, the General Conditions, the Specifications, the Agreement, and all other documents forming a part of the Proposal package for the above-referenced proposal, hereby proposes to perform the Agreement, including all of its component parts, and to furnish all materials called by them for the entire order for the prices set forth in the quotation sheets contained in said proposal package. The entire proposal package is submitted, together with this Proposal Form.
Name of Company
Legal Status (i.e., sole proprietorship, partnership, corporation)
Tax I.D. Number
(Sole Proprietorship only)
Address:
Authorized Representative:
Signature
Name (print or type)
Title
Date:
Telephone:
“NONCOLLUSION AFFIDAVIT” TO BE EXECUTED BY
PROPOSER AND SUBMITTED WITH PROPOSAL
]
State of California ]
County of ______] ss.
]
______, being first duly sworn, deposes
(Name)
and says that he or she is
(Title)
of
(Name of Company)
the party marking the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the Proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal.”
I declare under penalty of perjury that the foregoing is true and correct.
Executed on ______, 200_ at
______California.
Signature
Title
SUBSCRIBED BEFORE ME on this day of , 200 .
______
Notary Public
My Commission Expires: ______
Expiration Date
9 August 2002—Page 2
Proposal #23-21-12 / San Diego Unified School DistrictRequest for Proposal for Enterprise Resource Planning Systems Integration Services
Table of Contents
Table of Contents
Table of Contents
I. Rules of Preparation 1
A. Introduction 2
B. Request for Clarifications or Interpretations 4
C. Contact with District Employees 4
D. Critical Dates 5
E. Pre-Proposal Conference 5
F. Submission of Proposals 6
G. Identification of Proposer 8
H. Rejection of Proposals 9
I. Amendments 9
J. Other Documents of Agreement 9
K. Taxes 9
L. Proposal Negotiations 9
M. Proposers Interested in More than One Proposal 10
N. Telephone Expense 10
O. Method of Award 10
P. Governing Board Approval 10
Q. Evaluation 10
R. Inspection of Facilities 12
S. Independent Price Determination 12
T. Cost Liability 12
U. Delivery of Documents 12
V. Proposal Security 13
W. Contract Security 13
X. Substitute Security 13
Y. Fingerprinting 14
Z. District’s Right to Terminate Process 14
AA. Oral Communications Not Binding 14
BB. Proprietary Information 14
CC. Conditions of This Proposal 14
DD. Hours of Work 16
EE. Approval to Start Work 16
FF. Availability of Funds 16
GG. Withdrawal of Proposals 16
HH. Disclosure of Litigation 16
II. Exceptions to the RFP 17
JJ. Other General Conditions 17
KK. Other Obligations 17
II. Background and System Overview 19
A. Introduction 20
B. Goals and Objectives 20
C. Summary of Proposed System 21
D. Current Environment 21
E. Project Partners 27
III. Technical Requirements 29
A. Technical Requirements 30
IV. Proposer Response 41
A. Introduction 42
B. Administrative Requirements 43
C. Technical Requirements Response 52
V. Costs 57
A. Introduction 58
B. Systems Integration and Implementation Costs 59
C. Optional Costs 60
D. Hourly Rates 61
E. Total Cost Summary 62
Appendix A– ERP Services Agreement 63
Appendix B –Proposed Software Modifications 85
Appendix C – Current SDUSD Applications Environment 90
Appendix D – Current District Operating Environment & Infrastructure 94
Appendix E – Required Interfaces 101
Appendix F – Archive & Conversion Requirements 106
Appendix G – Overview of Current SDUSD Systems 113
A. Human Resources Systems Overview 114
B. Financial Systems Overview 118
I. Rules of Preparation 1
A. Introduction 2
B. Request for Clarifications or Interpretations 4
C. Critical Dates 4
D. Pre-Proposal Conference 5
E. Submission of Proposals 5
F. Supplemental Instructions or Changes 5
G. Taxes 5
H. Minority and Women’s Business Enterprises 7
I. Cost of Preparation of Proposal 7
J. Other Obligations 7
K. Demonstrations 8
L. Evaluation 8
M. Exceptions To The RFP 10
N. Confidentiality Of Documents 10
O. Contact With City Employees 10
P. Other General Conditions 11
II. Background and System Overview 12
A. Introduction 13
B. Current Environment 21
C. Volumes 34
D. Goals and Objectives 40
E. Summary of Proposed System 41
III. Business Functional and Technical Requirements 49
A. Application Requirements Instructions 50
IV. Vendor Response 51
A. Introduction 52
B. Checklist and Vendor Services 54
C. Vendor General Information 56
D. Proposal/Contract Information 60
E. Related Hardware and System Software 63
F. Application Software 71
G. Implementation and Project Management 78
H. Warranty and Maintenance 81
I. Installation and Training 83
J. Statement of Work 85
9 August 2002—Page 2
Proposal #23-21-12 / San Diego Unified School DistrictRequest for Proposal for Enterprise Resource Planning Systems Integration Services
I. Rules of Preparation
I. Rules of Preparation
A. Introduction
The San Diego Unified School District (“the District”) recently selected PeopleSoft Human Resources Management (v 8.3), Financial Management (v 8.4), and Enterprise Portal (v 8.4) applications based on a Request for Proposal (RFP) process that sought comprehensive software solutions for finance and human resources software. As a result of this selection, the District invites your company to submit a written proposal to provide systems integration services for the implementation of the following modules:
· Human Resources Management
- Human Resources
- Payroll
- Time and Labor
- ePay
- Benefits Administration
- eRecruit
- eProfile
· Financial Management
- General Ledger
- Receivables for Education and Government
- Payables for Education and Government
- Asset Management for Education and Government
- Budget Planning for Education and Government
- Cash Management
- Projects for Education and Government
- Grants
- Billing for Education and Government
- Purchasing for Education and Government
- Inventory for Education and Government
- eProcurement for Education and Government
· Enterprise Portal
- Human Resource Management Portal Pack
- Financials Portal Pack
- Supply Chain Portal Pack (Purchasing and Inventory)
- Integration with Collaborative Applications
- Data Warehouse and Reporting
Specifically, the District seeks a qualified systems integrator, that has implemented PeopleSoft Human Resources Management and Financial Management, in at least one similarly sized school district, or state or local government entity, to provide comprehensive integration, customization, data conversion, documentation and project management services. Systems integrators are to propose a fixed cost solution based upon the District’s requirements contained in this RFP and any subsequent RFP addenda.
This RFP states the overall scope of services desired, terms and conditions as well as systems implementation experience and qualifications to be provided. The proposal should clearly demonstrate how the District would be provided with the services and support that will best satisfy the District’s requirements. The RFP is organized as follows:
· Proposal Forms
· Section I—Rules of Preparation: Provides a brief background of the Project and the rules of preparation for proposals.
· Section II—Background and System Overview: Presents a brief background description of the District and its desired approach to implementing the Enterprise Resource Planning (ERP) system. This section also contains a brief description of the existing application and technical operating environment within the District as it relates to the current finance and human resources systems.
· Section III—Technical Requirements: Provides detailed technical requirements.
· Section IV—Proposer Response: Requires Proposer responses to administrative requirements, including company background and qualifications, specifications and capabilities of proposed system and services to be provided. Additionally, it requires Proposer responses to the Technical Requirements as detailed in Section III.
· Section V—Costs: Requires responses for proposal cost information.
· Appendix A: Provides the District’s implementation services contract language.
· Appendix B: Provides a summary of the modifications to the delivered PeopleSoft system that the District estimates will be required.
· Appendix C: Provides a table of the District’s current applications environment.
· Appendix D: Provides a detailed overview of the District’s current technical operating environment.
· Appendix E: Provides the list of required interfaces to other District information systems as well as external entities.
· Appendix F: Provides data archive and data conversion requirements.
· Appendix G: Provides an overview of District’s Human Resources and Financial Systems.
Your response should clearly detail how your proposed software implementation services can best satisfy the District’s requirements. The District requires a comprehensive service solution with a systems integrator with legal, project management and financial responsibility for services related to the integration and implementation of the software package. One consolidated response with all cost items included in the cost summary shall be submitted. The systems integrator shall be the sole point of contact for the District with regard to system implementation contractual matters.
To ensure a fair and objective analysis of all proposals, the submitted proposal must follow the rules stated within this section and the format established within this RFP. Failure to comply with or complete any portion of this request may result in rejection of a proposal.
B. Request for Clarifications or Interpretations
The District’s Project Manager is Mr. Michael Casey. The District has hired Gartner Consulting to act as its consultant during system planning and selection. Questions or comments regarding this RFP are to be in writing and submitted to:
Ms. Sandra Yamashiro
Gartner Consulting
7676 Hazard Center Drive,
Suite 810
San Diego, CA 92108
(619) 542-4823
(619) 542-4801 Fax
E-Mail:
A prospective Proposer may submit a request for clarification or interpretation of any aspect of the RFP. Any interpretation or correction of the RFP document will be made by Addendum duly issued and a copy of such Addendum will be e-mailed to each person receiving a set of RFP documents. Any addenda issued prior to the opening of the proposal, or forming a part of the documents loaned to the Proposer, for the preparation of its proposal, shall be made part of the RFP.
A copy of the Request for Proposal that the District released for Human Resources, Student Information, and Financial Systems (#P12-107-12) is available to interested Proposers at the District’s web site at www.sandi.net/dwa.
C. Contact with District Employees
All Proposers are prohibited from contacting District staff and employees regarding this RFP between the time of issuance of the RFP and issuance of intent to contract letter, unless such contact is made to the District’s Consultant as noted in Section I, Part B of this RFP. Failure to comply with this provision could result in the rejection on a Proposer’s proposal.
D. Critical Dates
Event / Date / Day/TimeRelease RFP / 8/09/02 / Friday
Written Questions Due for Pre-Proposal Conference / 8/15/02 / Thurs., 5 p.m. PST
Pre-Proposal Conference (Mandatory) / 8/19/02 / Mon., 1 p.m. PST
Deadline for Written Proposal Inquiries / 8/23/02 / Fri., 5 p.m. PST
Response to Written Proposal Inquiries / 8/27/02 / Tues., 5 p.m. PST
Proposal Due Date / 8/30/02 / Fri., 2 p.m. PST
Proposer Evaluation/Selection / 9/20/02 / Friday
Contract Negotiation Period / 9/06/02-10/11/02
Governing Board Meeting/Proposer Notification / 10/22/02 / Tuesday
Begin Implementation / 11/04/02 / Monday
The District reserves the right to adjust the above schedule, as District needs dictate.
E. Pre-Proposal Conference
A mandatory Pre-proposal Conference will be held on August 19th, 2002, from 1 p.m. to 3 p.m., PST, at the following District location to allow all Proposers an opportunity to ask questions regarding the RFP. This meeting is mandatory for all Proposers who will be submitting an RFP.