San Diego Unified School District Proposal # P12-107-12

Procurement and Distribution Department

Procurement Unit

San Diego Unified School District

2351 Cardinal Lane

San Diego, California 92123

858-496-8013

REQUEST FOR PROPOSAL #P12-107-12

HUMAN RESOURCES, STUDENT INFORMATION, AND FINANCIAL SYSTEMS

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

March 29, 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, or contracts, as follows:

HUMAN RESOURCES, STUDENT INFORMATION, AND FINANCIAL SYSTEMS

Proposals must be submitted on forms prepared by the San Diego Unified School District, including all applicable forms detailed and contained in this package.

Dates Advertised:

(1)February 14, 2002Procurement Representative: Ms. Phyllis Lewellen

(2)February 21, 2002Telephone: 858-496-8013

PROPOSAL FORM (B-1)

MUST BE SIGNED & RETURNED WITH PROPOSAL

IMPORTANT! MANDATORY PRE-PROPOSAL MEETING

February 27, 2002 (reference Page C-14)

PROPOSAL SECURITY OF $20,000.00 MUST ACCOMPANY PROPOSAL

( See page C-34 paragraph 21)

TABLE OF CONTENTS

Proposal Form ………………………………………………………………………………….B-1

Non-collusion Affidavit ………………………………………………………………………..B-2

Background ………………………………………………………………………….…………C-1

Scope .………………………………………………………………………..…………….…...C-1

Qualified Vendors ……………………………………………………………………………...C-2

Goals of this Project ……………………………………………………………………………C-2

Schedule of Significant Dates ………………………………………………………………….C-3

Current Operating Environment/Infrastructure ………………………………………………...C-4

1.WAN/LAN’s ………………………………………………………….……………...C-4

  1. Hardware …………………………………………………………………….……….C-4
  2. Network Operating Systems (NOS) and Database …………………………..…….…C-4
  3. Legacy Batch System ………………………………………………………….……..C-4
  4. Legacy Code Language …………………………………………………….…….…..C-4
  5. Print System ……………………………………………………………………….…C-5
  6. Browsers Supported ………………………………………………………….………C-5
  7. Client Workstations ………………………………………….………………….……C-5
  8. Local and Remote Distributed Servers ……………………………………….……....C-6
  9. Security …………………………………………………………………….……..…..C-6
  10. E-mail system ……………………………………………………………………..…. C-6
  11. District Domain Name Services …………………………………………………..….C-7
  12. Web Hosting Services ……………………………………………………………..…C-8
  13. District Calendaring System ………………………………………………………....C-9
  14. District Directory Service ………………………………………………………..…..C-9
  15. Enterprise Backup System Infrastructure ………………………………………..…..C-9

Goals of Financial System ……………………………………………………………….…….C-10

Goals of Human Resources Management System ……………………………………….…….C-11

Goals of Student Information System ………………………………………………….………C-11

INSTRUCTIONS TO PROPOSERS

1. Proposals ..………………………………………………………………………………..…C-12

2. Identification of Contractor ..……………………………………………………………..…C-12

3. Requests for Information Regarding this RFP …………………………………………...…C-13

4. District Contacts for Technical Information ……………………………………………..…C-13

5. Proposal Conference (Attendance mandatory) on February 27, 2002 ……………………...C-14

6. Proposal Format and Content …………………………………………………………..…...C-14

6.1.Proposal Submittal…………………………………………………………………………..C-16

Section I Description of Firm and Key Staff ……………………………………….…...C-16

Section II Evidence of Responsibility…………………………………………………..C-17

Section III Experience and Qualification of Firm and Individuals ……………..………C-17 Section IV Subcontractors Requirements ..…………………………………………..…. C-18

Section V Proposed Methodology for Providing Services ..…………………………….C-18

Section VI References/Users Groups ..…………………………………………………..C-19

TABLE OF CONTENTS

INSTRUCTIONS TO PROPOSERS—Continued

Section VII System Overview …………………………………………………………C-20

Section VIII Subsystems Detail ………………………………………………………C-23

Section IX Technical Environment ..………………………………………………...C-23

Section X Areas of Special Interest ..…………………………………………………C-25

Section XI Compatibility with Other Software Systems ..…………………………… C-25

Section XII Additional Information and Comments ..………………………………....C-26

Section XIII Pricing ………..……………………………………………………….…C-26

Section XIV Scope of Work (Requirements) ..…………………………………….….C-27

Instructions for Responding…………………………………………………………..C-28

7.Rejection of Proposals ..……………………………………………………………………..C-29

8.Amendments .……………………………………………………………………………….C-29

9.Other Documents of Agreement …..………………………………………………………..C-29

10.Taxes ………………………………………………………………………………………C-29

11.Proposal Negotiations ……………………………………………………………………...C-29

12.Contractors Interested in More Than One Proposal ……………………………………….C-29

13.Telephone Expense ………………………………………………………………………...C-29

14.Method of Award …………………………………………………………………………..C-30

15.Screening and Evaluation of Proposals ……………………………………………………C-31

16.Evaluation, Selection, and Award…………………………………………………………..C-32

17.Inspection of Facilities……………………………………………………………………...C-33

18.Independent Price Determination…………………………………………………………..C-33

19.Cost Liability………………………………………………………………………………..C-33

20.Delivery of Documents……………………………………………………………………...C-34

21.Proposal Security…………………………………………………………………………… C-34

22.Contract Security……………………………………………………………………………C-35

23.Substitute Security…………………………………………………………………………..C-35

24.Fingerprinting………………………………………………………………………………C-35

25.District’s Right to Terminate Process………………………………………………………C-35

26.Oral Communications Not Binding………………………………………………………...C-35

27.Proprietary Information…………………………………………………………………….C-35

28.Conditions of This Proposal………………………………………………………………..C-36

29.Order Quantities…………………………………………………………………………….C-37

30.FOB Point…………………………………………………………………………………..C-37

31.Hours of Work……………………………………………………………………………..C-37

32.Approval to Start Work or Deliver Software……………………………………………….C-37

33.Other Agencies……………………………………………………………………………..C-38

34.Availability of Funds……………………………………………………………………… C-38

35.Withdrawal of Proposals…………………………………………………………………... C-38

TABLE OF CONTENTS

GENERAL CONDITIONS

1.Insurance…………………………………………………………………………………….D-1

2.Accident Reports………………………………………………………………………….…D-2

3.Excuse for Non-Performance—Force Majeure Clause……………………………………..D-2

4.Assignment……………………………………………………………………………….…D-3

5.Prevailing Law………………………………………………………………………………D-3

6.Non-Discrimination…………………………………………………………………….…..D-3

7.Governing Law and Venue………………………………………………………………… D-3

8.Cost Records………………………………………………………………………………D-3

9.Gratuities…………………………………………………………………………………..D-3

10.Conduct of Contractor…………………………………………………………………….D-3

11.Compliance with Education code/Indemnification……………………………………….D-4

12.Audit and Inspection of Records………………………………………………………….D-4

13. Disputed Charges/Billing………………………………………………………………….D-5

14. Right to Acquire Software and Services…………………………………………………..D-5

15. Confidentiality…………………………………………………………………………….D-6

16. Subcontractors…………………………………………………………………………….D-6

17.Limitation of Actions………………………………………………………………………D-6

18. Patent, Copyright and Trade Secret Protection…………………………………………….D-7

  1. Installation………………………………………………………………………………….D-7
  2. Invoicing……………………………………………………………………………………D-7
  3. Proprietary Information…………………………………………………………………….D-8
  4. Records Disclosure…………………………………………………………………………D-8
  5. District’s Representative for Work/Project Manager……………………………………… D-8
  6. Default…………………………………………………………………………………….. D-8
  7. Grounds for Termination………………………………………………………………….. D-9

SCOPE OF WORK

1.Human Resources System Overview………………………………………………………..E-1

Benefits …………………………………………………………………………………..E-1

Payroll ……………………………………………………………………………………E-2

Personnel ………………………………………………………………………………… E-3

Position Control ………………………………………………………………………….E-4

2. Financial System Overview…………………………………………………………………E-5

Accounts Payable…………………………………………………………………………E-5

Accounts Receivable……………………………………………………………………..E-6

Associated Student Body…………………………………………………………………E-7

Budget……………………………………………………………………………………E-7

Cash Management………………………………………………………………………..E-9

Fixed Assets………………………………………………………………………………E-11

TABLE OF CONTENTS

SCOPE OF WORK--Continued

General Ledger………………………………………………………………………….E-11

Position Control…………………………………………………………………………E-11

Procurement…………………………………………………………………………….E-12

Risk Management………………………………………………………………………E-12

Work Order (Job Cost)…………………………………………………………………E-13

Miscellaneous…………………………………………………………………………..E-14

Fiscal Control…………………………………………………………………………..E-14

Food Services…………………………………………………………………………..E-15

Mandated Costs…………………………………………………………………………E-17

3.Student Information System Overview……………………………………………………..E-18

Student…………………………………………………………………………………E-19

Enrollment………………………………………………………………………………E-22

Scheduling………………………………………………………………………………E-24

Attendance………………………………………………………………………………E-25

Assessment………………………………………………………………………………E-27

Special Education……………………………………………………………………….E-29

Transportation…………………………………………………………………………..E-31

  1. Time Frames………………………………………………………………………………... E-33
  2. Training…………………………………………………………………………………….. E-33
  3. Contractor’s Project Manager and Staffing………………………………………………….E-34
  4. Customization/Modifications of Software………………………………………………….E-35
  5. Guarantee of Operations……………………………………………………………………..E-35

9. Software Package……………………………………………………………………………E-35

9.1.Most Favored Nations……………………………………………………………………..E-35

9.2.Software Package Specifications…………………………………………………………. E-35

9.3.Definition of Documentation………………………………………………………………E-36

9.4.Availability of Documentation and Future Rights…………………………………………E-36

9.5.Duplication Rights…………………………………………………………………………E-36

9.6.Rights to Future package Options…………………………………………………………E-36

9.7.Run Time……………………………………………………………………………….….E-36

9.8.Rights to Modify Source…………………………………………………………………..E-36

9.9.Compliance with Standards………………………………………………………………... E-36

9.10.Guarantee of Ownership…………………………………………………………………..E-37

9.11.Term of License and Renewal…………………………………………………………….E-37

9.12.Quiet Enjoyment………………………………………………………………………….E-37

9.13.Acceptance Method………………………………………………………………………E-37

9.14.Period of Free Maintenance………………………………………………………………E-38

9.15.Freedom of Use……………………………………………………………………………E-38

  1. Project Progress Reports…………………………………………………………………… E-39

TABLE OF CONTENTS

SCOPE OF WORK—Continued

  1. Training/Services and Supplies……………………………………………………………E-39
  2. Availability of Training Materials………………………………………………………..E-39
  3. Rights to Teach Internally…………………………………………………………………E-39

12.Costs and Charges…………………………………………………………………………E-39

12.1. Method of Payment………………………………………………………………………..E-39

12.2. Price Protection Prior to Delivery…………………………………………………………E-39

12.3. Price Protection for Maintenance………………………………………………………….E-39

12.4. Response Time for Off-Site Support………………………………………………………E-39

12.5. Emergency Response………………………………………………………………………E-40

12.6. Penalty Clause…………………………………………………………………………….. E-40

12.7. Payment…………………………………………………………………………………… E-40

12.8. Charges by Type………………………………………………………………………….E-40

12.9. Delivery…………………………………………………………………………………..E-40

12.10.Delivery Failure………………………………………………………………………….E-41

12.11.Availability of Funds…………………………………………………………………….E-41

12.12.Liquidated Damages……………………………………………………………………..E-41

13. Software Source Code Access……………………………………………………………..E-41

  1. Discounts or Rebates………………………………………………………………………E-42
  2. Change Notices/Process for Needed Changes……………………………………………..E-42
  3. Warranty…………………………………………………………………………………… E-43
  4. Contract Usage Reporting…………………………………………………………………E-43

18. Proposed Pricing……………………………………………………………………………E-44

ENCLOSED APPENDICES:

A—Human Resources Current systems

B—Human Resources System Requirements

C—Financial Current Systems

D—Financial System Requirements

E—Student Information Current Systems

F—Student Information System Requirements

G—All Systems Requirements

H—Public School Districts Within the State of California

A-1