SAN DIEGO UNIFIED SCHOOL DISTRICT Proposal No. P12-107-12

INSTRUCTIONS TO PROPOSERS —

BACKGROUND

San Diego Unified School District is the eighth largest urban school District in the United States, and the second largest in California. It serves approximately 142,000 students in grades K – 12 at over 180 educational facilities, including 17 charter schools. Our schools run on both traditional and year-round calendars. The total number of full and part-time employees is approximately 25,000. The general fund operating budget for the fiscal year 2001 – 2002 is approximately $1.1 billion. The major administrative offices are located at 4100 Normal Street. In addition, other administrative offices providing support are located at various locations throughout the city.

San Diego City Schools is a dynamic organization that is determined not only to meet the challenge of accommodating the community’s present and future educational needs, but to exceed expectations. The District has adopted aggressive reform strategies for improving student achievement in city schools. This unprecedented system-wide effort drives changes in teaching methods and the measurement of results. Proposition MM, a $1.5 billion bond measure to provide the District with capital to support critically needed school site facility improvements and renovations as well as new school construction, passed in November 1998; a significant amount of work has been completed with a great deal more in progress and scheduled in the future. As the District works to bring about a dramatic reform at virtually every level of education and operations, it is crucial that the District have dependable, efficient, cost effective, and flexible information systems in order to reach its goals.

SCOPE

The purpose of this request for proposals is to provide the San Diego Unified School District with finance, human resources, and student information systems provided by qualified companies that can meet the current and future information systems needs and services requirements of the District. We are seeking proposals from only those companies that can provide comprehensive and complete software solutions for Finance and/or Human Resources and/or Student Information.

The District intends to purchase, install, integrate, and implement all three (finance, human resources, and student information) systems; however, the District reserves the right to purchase one system only, or any combination of systems as determined by the District. Purchase and installation, and subsequent integration and implementation may occur in phases; the District will determine the order of such, as District needs dictate.

Integration and implementation of the system(s) will be addressed in a separate request for proposals to be issued subsequent to this RFP. This RFP includes (but is not necessarily limited to) software and license purchase, installation and testing, as well as software support (including during integration and implementation), and training of District staff.

This request for proposals contains detailed descriptions of the requirements, services required and corresponding levels of service, and the District’s current computing environment. Careful attention will be given to reviewing each proposal received and to contract negotiations with the selected prime proposer(s).

SCOPE--continued

The San Diego Unified School District seeks one or more prime software providers with world-class capabilities and experience in software development, and installations in large, complex organizations, in particular large school Districts. The District encourages firms to propose alternatives (in addition to requirements and specifications outlined herein) to provide the best solutions possible. The selected proposer(s) shall provide the District with needed systems and expertise in order to bring about a transformation of the District’s overburdened and inadequate information technology.

QUALIFIED PROPOSERS

The District will consider only those proposals from Tier 1 companies for the Human Resources and Finance Systems.

GOALS OF THIS PROJECT

The District has undertaken this project in order to:

· Support the District’s mission to improve student achievement, using Information Technology as an enabler, for teaching and learning in the classroom.

· Increase the amount of time that teachers spend engaged in instructional activities by decreasing the time necessary for administrative tasks.

· Implement modern business tools and practices so that more resources can be channeled directly into classrooms and instruction.

· Provide an enterprise solution that will integrate our business processes eliminate or minimize redundancy.

· Provide the most efficient and accurate real time information to users to support data driven decision processes.

· Provide a flexible system for future needs.

Schedule of Significant Dates

February 14, 2002 REQUEST FOR PROPOSAL AVAILABLE TO PROPOSERS

February 27, 2002 PROPOSAL CONFERENCE

A MANDATORY proposal conference will be held at a District site to allow all proposers an opportunity to ask questions of District personnel.

March 29, 2002 PROPOSAL SUBMISSION DATE

Requests for Proposals (complete in their entirety, with the required number of copies) must be submitted before 2 p.m. at the District’s Procurement office located at 2351 Cardinal Lane, Building M, San Diego, California.

April 5, 2002- NOTIFICATION TO FINALISTS

April 12, 2002 Proposal finalists (for each of the three systems identified in this RFP) will be asked to present a demonstration of their proposed system. Proposers will be asked to follow a prepared script that will be made available at the time the invitation is extended. Failure to make the presentation at the time requested will result in rejection of the proposer’s proposal.

April 16, 2002- DETAILED DEMONSTRATIONS FROM FINALISTS

May 3, 2002 Proposers should be prepared to demonstrate their proposed systems using the script provided. The demonstration will occur at the District location.

May 6, 2002- NEGOTIATION PERIOD

June 3, 2002 The District will notify proposer(s) and conduct negotiations for the final contract(s).

July, 2002- GOVERNING BOARD MEETING

September, 2002 Recommended award(s) submitted for Governing Board approval.

Immediately PROPOSER NOTIFICATION

Following Board Contract(s) signed and released to proposer(s)

Approval

Note: The District reserves the right to adjust this schedule for each system as District needs dictate.

Current Operating Environment/Infrastructure

1. WAN/LAN's

The San Diego Unified School District (SDUSD) networking infrastructure is comprised of a single Wide Area Network (WAN) connecting approximately 220 Local Area Networks (LANs). All sites are connected with Frame Relay T1 1.55Mbs (Million bits per second) leased lines to an ATM SONET OC3 155Mbs link. The District connects to the Internet with an ATM SONET DS3 45Mbs link. The District LANs are primarily Ethernet or Fast Ethernet. Protocols supported are TCP/IP (preferred), IPX/SPX, and AppleTalk. The District's Intranet currently connects approximately 45,000+ nodes. All secondary schools (45) and the District Office have fiber optic backbones. Elementary schools are running switched and shared 10/100Mbs Ethernet LAN's. All classrooms in the District currently have at least five Internet ready network connections. With the Prop MM modernization of schools we will see elementary and high schools with a fiber optic gigabit Ethernet backbone from a Layer 3 core switch to each classroom and switched 100mbs Ethernet to the desktop.

2. Hardware

SDUSD runs its legacy applications in a distributed client/server environment with a master backend database on a Storage Area Network (SAN) fiber net environment. The SAN provides 360GB of on-line storage for the Student, Financial, and HR SQL databases. The SAN is fiber connected to four enterprise servers, 2 active and 2 passive failover servers. The SAN provides data transfer rates of 100MBs (Million Bytes per second) from the storage drives to the CPU's. These servers are of the Intel type with 4 XEON CPU's per server running at 550MHz, 4 GB of RAM per server and 1MB of cache per CPU. The servers are running RAID 0 for the operating system for redundancy. As with the servers, the SAN has full redundancy on the storage running RAID 5 for databases, RAID 0 for transaction logs dual fiber channels, dual controllers and dual fiber switches connecting the servers to the storage. All servers sit on a 100Mbs Ethernet network with 10/100 NIC's.

3. Network Operating Systems (NOS) and Databases

The legacy on-line systems run on Windows NT 4 Enterprise edition with service pack 6a. The backend database is Microsoft SQL Enterprise Server 6.5 and 7.0 with service pack 3 and it utilizes 3GB of the 4GB of RAM from each of the active servers. All on-line applications are distributed to approximately 220 Local Area Networks (LANs) that are connected via Novell 5.0 servers at each site to the Districts Wide Area Network (WAN). Part of the student system, which is distributed, that is written in Access 97 is called Aeries. The student Access database resides at each of the servers at the school sites. These Access databases are then uploaded, converted and consolidated to the Districts main SQL student database.

4. Legacy Batch System

The legacy batch environment runs on a client/server environment. Two large enterprise servers with 4 XEON CPU's each with 1GB RAM and 1MB of cache per CPU, and an additional workgroup server with 2 CPU's and 168MB of RAM are sharing a total of 100GB of external storage for output data files and reports.

5. Legacy code language

The legacy on-line and batch applications i.e. Student Information System, Financial System, and the HR system, are written in Fujitsu COBOL, PowerBuilder with some utilities written in C, C++ and in Assembler.

Current Operating Environment/Infrastructure—continued

6. Print System

All of the reports are routed to a printing system based on IBM’s AFP print architecture to support customized legacy forms and reports developed in house to support District printing needs.

· Server – IBM RS/6000 Model 7013-590, 256 MB Ram, 8 GB storage, 370 Channel Adapter card, AIX 4.3

· InfoPrint Manager for AIX, supporting about 500 forms overlays, and 17,000 font objects – supports input data streams of ASCII text, PCL, PDF, Postscript, SAP and output data streams of PCL and AFP.

· Printers –

· IBM 3900-001 channel attached 219 pages per minute continuous feed laser printer

· IBM InfoPrint 60 – cut sheet duplex Ethernet attached IPDS printer

· IBM InfoPrint 6400 – impact printer for multi-part continuous forms, Ethernet attached, IPDS

· Any IP addressable PCL networked laser printer is supported. Currently six are defined, with 2 at remote sites.

· Forms Design and Maintenance – ISIS-Papyrus AFP Designer. Windows based tool for creating, maintaining and compiling forms overlays, page and form definitions, and fonts and images for AFP printing.

· Computer Output

 Computer Operations section of the IT Department monthly printed output ranges between 1.5 and 2.0 million pages. Including Payroll Warrants and Electronic Deposit Notices for 28,000 employees each month, and yearly printing of W-2 forms for all employees, and periodic pre-printing of student Scantron test forms.

 The output is generated from the batch client/server system migrated from the MVS Mainframe, and is split approximately 50/50 between plain text output (line item reports) and output that uses IBM Advanced Function Printing (AFP) capabilities (such as multiple fonts and some graphics).

 The printing environment uses IBM InfoPrint RS/6000 Server with an IBM 3900-001 printer, and IBM IP60 and 6400 printers, and several remote PCL printers for remote on-demand printing of Student Transcripts.

 Some reports are manually converted to PDF format and indexed. These are payroll, budget, and financial reports, placed on a network server and authorized users are allowed access to them.

 Selected reports are output to CDs (previously went to microfiche) using an outside service proposer. These reports are the larger reports (which previously were converted to microfiche) produced from the payroll, budget, and accounting systems.

-Currently, 35 reports are output to CDs: 1 weekly, 7 monthly, 5 bi-monthly, 12 quarterly, 10 annually.

7. Browsers Supported

The District currently supports the Netscape Browser 4.6 and the Microsoft Internet Explorer 5.5.

8. Client workstations

It is estimated that there are approximately 3,500 PC's being used to access the District’s business applications. At the end of year 2000 it was estimated that 1,500 of these PC’s, which are mostly at the school sites in the administrative office are configured with Pentium 166MHz, 96MB RAM and a 2.5GB hard drive, with a 10Mbs-ethernet card. The remaining 2000 is a mix of PC's located in schools and administrative sites with Pentium 200MHz to 1GHz CPU's, 128MB RAM to 512MB RAM and a varied amount of disk space. About 99% of these have 10/100Mbs network ethernet cards. PC's accessing business applications are running Windows NT 4 with service pack 5 or 6a. There are very few Windows 95/98. However, we are now supporting Windows 2000. A Citrix MetaFrame/Terminal Server environment exists that allows Macintosh and laptops to run the Districts business applications (Windows based). Capacity is 300 Concurrent user sessions on 4 Citrix servers and 75 concurrent Terminal server connections on 1 Terminal server. Terminal Services are provided on a limited basis to laptops that roam the District and access our business applications.

Current Operating Environment/Infrastructure—continued

9. Local and Remote Distributed Servers

The average remote server (220 servers) provides delivery of our business applications, user account administration, shared storage, print services, DHCP services (passing out IP numbers to all workstations), automatically pushing application installation/upgrades to the workstations, workstation policies for controlling the desktop, remote control to the desktop. They are Intel 633MHz or 733MHz CPU's, 256MB RAM with RAID 1 2x9GB drives. These servers are running Novell 5.0.

Approximated users connected to the Novell servers: 129 Elementary sites 10 users per site, 48 Secondary sites 40 users per site, 10 Remote admin sites 60 users per site.

The Eugene Brucker Education Center (EBEC) Novell servers (20 servers) provide the same services as mentioned above to the EBEC employees (550+users). The amount of storage provided is approximately 166GB and is used for bulk reports, workstation images and conversions, combined Aeries data, file storage and various databases. In addition several of these servers provide replication and time synchronization to the NDS (Novell directory service).

10. Security

District Internet connection to AT&T is fronted by Checkpoint Firewall-1 on a dual UltraSPARC, 512MB RAM, Sun Enterprise 250 on a 100Mbs Ethernet segment; and a Nortel Contivity 1500 VPN Gateway. All administrative workstations are protected with McAfee VirusScan 4.5.1.

The following describes additional District applications that might be impacted or will impact the DWA's (District wide applications).

11. E-mail system--The current District email system is comprised of the following parts:

11.1. Mail.sandi.net – primary email account server