Request for Proposal (RFP) · Request for Proposal (RFP) Enterprise Resource Planning (ERP) System and Implementation Services Lakota Local School District, OH Release Date July 17,

Request for Proposal (RFP)

Enterprise Resource Planning (ERP) System and Implementation Services

Lakota Local School District, OH

Release Date July 17, 2019

Pre-Proposal Conference (in-person and/or phone)

July 26, 2019

Due Date August 20, 2019

Page 2 of 38 LAKOTA LOCAL SCHOOL DISTRICT, OH

Table of Contents

SECTION A: RFP INTRODUCTION .......................................................................... 4 A.1 Purpose of the RFP ...................................................................................................................................... 4 A.2 About Lakota Local School District ........................................................................................................... 4 A.3 Project Background ..................................................................................................................................... 6 A.4 Overall Project Scope................................................................................................................................... 7 A.5 Notice to Proposers .................................................................................................................................... 14 A.6 Conditions ................................................................................................................................................... 14 A.7 District’s Rights Reserved ......................................................................................................................... 15 A.8 Communication Regarding this RFP ....................................................................................................... 15 A.9 Pre Proposal Conference ........................................................................................................................... 15 A.10 Inquiries and Requests for Clarification ................................................................................................ 16 A.11 Procurement Schedule ............................................................................................................................. 16 A.12 Evaluation Criteria .................................................................................................................................. 16 A.13 Proposal Submission Instructions ........................................................................................................... 19 A.14 Organization of Proposal ......................................................................................................................... 19

SECTION B: DETAILED SUBMITTAL REQUIREMENTS ....................................... 21 B.1 Executive Summary and Introductory Material ..................................................................................... 21 B.2 Proposed Scope of Vendor Services .......................................................................................................... 21 B.3 Proposed Technical Implementation ........................................................................................................ 22 B.4 Data Conversion ......................................................................................................................................... 23 B.5 Proposed Implementation Plan & Project Management Services & Business Processes .................... 23 B.6 Proposed Training and Documentation Services ..................................................................................... 24 B.7 Proposed Vendor and District Staffing..................................................................................................... 25 B.8 Exceptions to the RFP ................................................................................................................................ 26 B.9 Price Proposal ............................................................................................................................................. 26

SECTION C: CONTRACT TERMS AND CONDITIONS .......................................... 27 C.1 Key Personnel ............................................................................................................................................. 27 C.2 Implied and Express Warranty Remedy .................................................................................................. 27 C.3 System Acceptance ..................................................................................................................................... 27 C.4 Milestones ................................................................................................................................................... 28 C.5 Records ........................................................................................................................................................ 28 C.6 Termination ................................................................................................................................................ 28 C.7 Payment upon Termination ....................................................................................................................... 28 C.8 Indemnification .......................................................................................................................................... 28 C.9 Non-appropriation of Funds ..................................................................................................................... 29 C.10 Insurance ................................................................................................................................................... 29 C.11 Security ..................................................................................................................................................... 32

SECTION D: ATTACHMENTS ................................................................................. 33 D.1 Attachment 1 (RFP Submittal Checklist) ................................................................................................. 33 D.2 Attachment 2 (Signature Page) ................................................................................................................. 34 D.3 Attachment 3 (Addendum Acknowledgement Form) ............................................................................. 35 D.4 Attachment 4 (Company Background) .................................................................................................... 36 D.5 Attachment 5 (Reference Form) ............................................................................................................... 37 D.6 Attachment 6 (Functional Requirements) ................................................................................................ 38 D.7 Attachment 7 (Data Conversions) ............................................................................................................. 38 D.8 Attachment 8 (Staffing) ............................................................................................................................. 38 D.9 Attachment 9 (Cost) ................................................................................................................................... 38 D.10 Attachment 10 (Interfaces) ...................................................................................................................... 38


D.11 Attachment 11 (Vendors Information Security and Compliance) ....................................................... 38 D.12 Attachment 12 (Process Maps_Future) .................................................................................................. 38


Section A: RFP Introduction A.1 Purpose of the RFP

With this Request for Proposal (RFP), Lakota Local School District (District) is accepting proposals to

purchase or otherwise acquire rights to use an Enterprise Resource Planning (ERP) that meets the

requirements identified in this RFP. The District requires that any proposal for an ERP include professional

services necessary to implement the system. The District expects professional services to include, project

management, business process consulting, change management, system configuration, and overall delivery

of the District’s ERP vision.

In the event that all RFP requirements are not met with products and services provided by one firm,

Proposers are encouraged to partner with another firm to submit a joint Proposal. Failure to meet all

requirements will not disqualify a Proposer. However, the District will evaluate each Proposal to determine

its overall fit in the best interests of the District. The Proposer should clearly describe the roles and

responsibilities of each participating vendor.

The District has hired the Government Finance Officers Association (GFOA) to facilitate the selection

process.

A.2 About Lakota Local School District

Lakota Local School District, established in 1956, is the largest suburban public school district in southwest

Ohio, located in the northern suburbs of Cincinnati. The District employs almost 1,800 teachers and support

staff, who serve about 16,500 students who attend 23 schools covering 63 square miles. The K-12 district

services the communities of West Chester and Liberty townships. Lakota is comprised of two high schools

with two freshmen campuses, a career readiness academy, four junior schools, eight elementary schools,

and six early childhood schools. The District has an annual budget of $220 million.

The Lakota Board of Education is responsible for developing policies governing the district or school

operations and educational programs. All of these policies must be consistent with related local, state, and

federal laws for school districts. Lakota Local Schools is governed by a five-member board that hires and

evaluates a superintendent of schools and a treasurer of the board. The board's duties include the following:

adopting an annual budget and appropriation measure; exercising its taxing power to provide funds for the

operation of the district; considering and passing upon the recommendations of the superintendent in all

matters of policy, appointment or dismissal of employees, salary schedules or other personnel regulations,

courses of study, selection of textbooks, or other matters pertaining to the welfare of schools; informing the

public concerning the progress and needs of the schools, and to solicit and weigh public opinion as it affects

the schools.

Board members are elected at large for four-year terms. A member may serve unlimited consecutive terms.

Board members are elected according to a schedule that staggers their term expiration dates. Board Officers

serve a term of one year and may be re-elected by an annual board vote.

Lakota Local School District has two Collective Bargaining Agreements.

For additional information about Lakota Local School District you can go to the About Lakota Local

Schools page on the District’s website located at: https://lakotaonline.com/about_us/about_lakota.

The District serves both their student population and the community at large through a variety of educational

services and activities.

https://lakotaonline.com/about_us/about_lakota


The Lakota Local School District’s Mission: Everything we do is designed to provide a future ready,

student-centered learning experience for every single child.

The Lakota Local School District’s Vision:

WE are … PERSONALIZED

WE are … FUTURE READY

WE are … FISCALLY RESPONSIBLE

WE are … IN THIS TOGETHER

Background Statistics

Fiscal Year (District) July 1 – June 30

Student Enrollment 16,500

Adopted Budget (FY19) (operating) $220 million

Revenues (FY18) $ 235,062,201

Expenses (FY18) $ 221,707,562

W-2’s Issued 2,300

Approximate Number of Full Time Employees (FY18)

Part-time

1,750

250

Number of Schools Total - 23

6 – Early Childhood

8 – Elementary

4– Junior High

2 - Freshman

1– Career Readiness Academy


2 – High

Number of transactions Journal entries – 2,000

Budget adjustments – 500

Offsetting entries – 500

Payments 7,500

Invoices 500

Requisitions – 4,300

Purchase orders – 12,000

Receipts – 8,100

Total – 35,400

A.3 Project Background

The District currently uses the Ohio State Software System for finance, inventory, human resources, state

reporting (EMIS), benefits, and payroll functions (ERP).

A.3.1 Current System (s)

The District, like other organizations in Ohio that currently run on State Software, are being required to

either choose to implement the State’s new software system or choose another ERP system. The District

has chosen to research all options and is thus accepting proposals for ERP systems that will be able to serve

their unique needs. Their current system lacks much of the functionality and integration a modern ERP can

offer. District end users lacked the ability to generate necessary reports out of the system. The lack of

system functionality and integration resulted in the development of multiple custom applications and the

heavy use of other non-State Software systems.

A.3.2 Business Process, Data, Management Issues

Some business processes are not standard across the District departments or agencies. Many processes will

require significant modification and adherence if the District is to be successful in meeting project goals.

As with non-standard business process, there are multiple systems used throughout the District that provide

the same function. For example, multiple asset management and work order solutions are used by various

agencies and departments with entirely separate instances and installs.

A significant goal of this project is to standardize business processes and systems across ALL District

departments and agencies.

The District engaged Government Finance Officers Association (GFOA) for consulting services to assess

financial-related processes and identify future state process improvements and requirements, and to assist

with planning and readiness activities related to ERP implementations. As a part of the process of review

and readiness activities, the District identified process specific teams (process improvement / investigation

teams) that are dedicated to reviewing, documenting, and developing future and improved business

processes. These teams have been tasked to also review existing policies and procedures, and where

appropriate, recommend changes in advance of the implementation.


A.3.3 Project Goals and Objectives

Goal(s): The limited installed functionality and lack of integration between existing systems requires that

staff utilize many shadow systems to support key business processes. With this project, the District aims

to improve business processes, gain efficiencies, simplify and standardize use of systems, and install core

public sector ERP functionality.

The Project’s key goals and success indicators include the following:

Centralization and best practices for district-wide procurement

Standardize and improve business processes

Improved work order and asset management functionality

Improved time and attendance reporting

Utilize system to budget District personnel

Utilize system to track inventory

Utilize system to allow for position control

Utilize system to track professional development and personnel actions

Improved financial reporting and management

Elimination of manual and paper-based record keeping

Utilize system for grant and project tracking and management

Reduce the number of stand-alone and duplicate systems

Objectives: The implementation of the proposed ERP solution must help the District with the achievement

of the following objectives, which will support the project goals as stated above:

Provide an integrated business platform for conducting and/or transacting all ERP business

functions

Re-engineer current business practices toward process standardization

Incorporation of industry best practices and elimination of inefficient past business practices and

policies.

Maintain data integrity with controlled and consistent data entry

Enable access to source data transactions and documents

Provide real-time alerts and flags on non-conformed transactions

Replace manual, paper forms with electronic forms/functionality and enable comprehensive

workflow capability (for review and approval routing)

Provide and utilize user friendly reporting tools that enable staff to meet their information

management and reporting needs

Enhance staff skills to better track and manage their respective projects and programs

The project has collaborated with cross-organizational management and end-users and expects that this

project will result in an enterprise system that meets its needs and greatly reduces the number of offline

tools and spreadsheets in use today.

A.4 Overall Project Scope

The District is seeking a firm to provide the following: The successful Proposer will work with the District

project team to develop plans and methodology to implement a new ERP system. Work tasks include but

are not limited to:

A.4.1 Technical Implementation Services

System design

System implementation, including configuration


Interface Development

Data Conversion

Testing

A.4.2 Project Planning Services

Change Management

Project Planning

A.4.3 Training and Documentation Services

Training resource development

On-site training

Off-site / other training delivery methods

System documentation

A.4.4 Ongoing Software Support

Ongoing Training resource development

Ongoing On-site training

Ongoing Off-site / other training delivery methods

Ongoing System documentation

The District’s contract with the successful Proposer will include a detailed statement of work that outlines

specific Proposer responsibilities within but not limited to the three areas listed here (technical

implementation, project planning, and training and documentation), as well as milestone dates, scope

change procedures, quality assurance methods, etc.

A.4.5 Functional Scope. The new ERP system will be used to support the District’s accounting,

procurement, inventory, budgeting, state reporting (EMIS), time and attendance, human resources,

benefits, and payroll needs. See below table for Business Process / Functional Scope

Functions Process / Activity

Financials General Ledger and Financial Reporting

Project & Grant Financial Management

Accounts Receivable and Collections

Cashiering

Cash Management

Budgeting and Forecasting

Capital Asset Management

Inventory

Procurement

Procurement Cards

Accounts Payable

Vendor Management and Self-Service

Human Resources and Payroll Position Management

Salary Plan Administration

Employee Management and Self-Service

Employee Administration


Onboarding

Benefit Administration

Leave Management

Personnel Evaluations

Risk Management

Time Entry and Attendance

Payroll Calculations

Payroll Processing

A.4.6 Organizational Scope. The organizational scope for the project will include all District

departments and agencies.

See Lakota Local School District organization chart in A.2.

A.4.7 Process Improvement. District staff participated in numerous current and future state process

mapping sessions as input to this RFP. Following is a sampling of the significant changes

anticipated as a result of this project:

All Functions

o Use system workflow vs. email and paper

o Decentralized direct entry and more automated integration

o Reduce redundant and shadow financial processing / tracking

o Use system to query and report financial data

Procure to Payment

o Vendor and contract management

o Workflow approval based on local rules

o Improve purchase card processing, including transaction detail accessibility

o Vendor self-service

o Enhance multi-year purchase / carry-over efficiencies

o Real-time departmental access to budget to actual data

o Improve inventory tracking

o 2 & 3 way matching

o P-Card

Accounts Receivable & Collections

o Enhance customer management and online payments / collections capabilities

o Enable internal and external (customer) self-service

Cash Management

o Improve daily cash management activities and bank account reconciliation

General Ledger

o Maintain current chart of accounts

o Improve budget alignment and integration to improve financial, project and grant


management

o Financial reporting

o Utilize electronic workflow

Budgeting

o Incorporate program and project budgeting

o Implement department planning & budgeting tools, integrated/included with

enterprise budgeting

o Improve alignment between budgeting and actuals for financial management

o Improve transfer, carry-over and multi-year approaches

o Incorporate personnel budgeting

o Utilize workflow for budget adjustments and revisions

o Integration with existing work order system, School Dude

Human Resources

o Incorporate self-service for improved customer service

o Incorporate and improve position control

o Improve and centralize employee file information

o Track and manage employee performance evaluations, discipline, grievances, and

professional development

o Utilize system for time entry and scheduling

o Improve FMLA tracking and management

o Improve workers compensation tracking and administration

o Improved recruitment and applicant tracking

o Integration between financial, budget, benefits, and human resources

Payroll

o Improve leave management, including leave requests

o Utilize system for employee self-service functionality

o Track and calculate overtime to FLSA regulations

o Track data necessary for state (EMIS) reporting

A.4.8 Future State Maps. The District, with the assistance of GFOA, developed future state maps to

achieve all the process improvement goals described above. The process maps are

designed to inform vendors of the functional process that the District anticipates

incorporating in to the ERP system. See Attachment 12 (Process Maps_Future).

A.4.9 Transaction Count Sampling. The number of users currently accessing each application is as

follows (user counts include transaction entry and report-only users, and includes users who access

one or more of the applications):


Metric 2019 estimated

1 Number of end-users 100

2 Number of vendors (Includes one-time vendors) 5,000

3 Number of 1099s 220

4 Number of Transfers/ACHs Processed for Procure to

Pay (want to use system for this)

Budgetary

Payroll

3,000

43,000

5 Manual Wire Transfers 50

6 Number of Checks Processed all bank account

Budgetary

Payroll

9,320

2,500

7 Purchase Orders Processed (2018) 12,000

8 Processed RFPs/PROPOSALs/RFQs 50

9 Invoices Processed 500

Implementation Deliverables. To ensure quality throughout the implementation, the District’s project will

include, at a minimum, the following deliverables. Each deliverable will be the responsibility of the vendor,

in collaboration with District staff designated by the District project manager, and will be formally

presented to the District for review and acceptance sign off. For projects with multiple phases, the District

expects each phase to contain each deliverable.

1. Project Management Plan and Project Schedule – Project Management Plan will include

Communication Plan, and Risk Management Plan components. Project Schedule will detail tasks

for the entire project that includes: task description, resource names, start and due dates, and

predecessors / successors. Tasks on the project schedule will include implementation activity,

deadlines, milestones, sign offs, review periods, and deliverables.

A.4.10 Project Staffing. The District understands that appropriate staffing is important to this project’s

success and is committed to engaging the right resources.

Vendor proposals should provide information and recommendations regarding District staff roles, skills

and allocations, based on prior implementation experiences and the District’s requirements, transaction

sizing and other relevant staffing criteria. Vendors are expected to propose staffing recommendations if the

Vendor does not feel the District has identified appropriate staffing based on the Vendor’s experience and

recommendations.

A.4.11 Project Organization. The District has identified the following roles and expects to manage and

support the project using the structure defined below.

These roles represent the assessment and RFP phase.

Project Manager, Functional Lead, SME and Technical staff roles will evolve for implementation

with responsibilities designated for design, testing, training, documentation, etc.


Role Responsibilities

Executive

Sponsor (s) Sets and adopts a common vision.

Defines project goals.

Champions the project to major stakeholders and approval bodies.

Approves changes to project budget.

Steering

Committee Adopts Vision. Acts as change agents if necessary.

Provides general oversight of the project.

Provides advisory and consultative direction for project when requested by

project manager.

Approves any changes to project scope.

Project Manager Responsible for the project plan and project control processes.

Coordinating efforts of the project teams and for planning, organizing and

controlling the development of project deliverables.

Coordinates the day-to-day activities of the project teams and timelines.

Responsible for managing consultant contract, review, and acceptance of

deliverables.

Responsible for the detailed planning of a project.

Review and approve all work product/deliverables.

Resolves issues, reviews deliverables, and communicates project status to the

Steering Committee.

Determines the priority of work assignments and changes.

Manage scope, resources, deliverables and overall project for the District.

Dedicates staff and resources.

Plan and facilitate regularly scheduled meetings.

PIT Team Actively participate in all implementation activities, including design,

prototyping, testing, and training activities.

Work with project team to achieve project deliverables on schedule and

within budget.

Recommend and develop process improvements and process changes.

Work with Project Manager, implementation partner to achieve project

deliverables on schedule and within budget.

Provide process and functional subject matter expertise.

Alert Project Manager to any issues or concerns regarding the project.

Alert Project Manager to any issues or concerns regarding the project scope,

schedule, resources, deliverables.

Department

SMEs

Work with project team to achieve project deliverables on schedule and

within budget.

Provide subject matter expertise when requested.

Document department’s operational processes and procedures as needed.

Help communicate project information, as provided by Project Manager, to

Dept. / Office staff.

Alert Project Manager to any issues or concerns regarding the project.

Work with project team to achieve project deliverables and goals.

A.4.12 Number of Users. End-users will include staff from all organizational units who will perform


functions spanning application administration, transaction entry, transaction approval, transaction

question, operational reporting and management reporting. The following user counts are

estimated. Proposals should include services to complete implementation and any appropriate

training services to prepare all District staff for using the system.

Type of User Estimated User Count

Directors / Executives 15

Purchasing 40

Human Resources 20

Time Entry 2,000

Financial and Payroll 80

Reports Only 50

Technical / Application

Administration 5

A.4.13 Number of Users. The number of users currently accessing each application is as follows (user

counts include transaction entry and report-only users, and includes users who access one or more

of the applications):

Application Approx. User Count

State Software 100

Aesop and Kiosk Time and Attendance 2,000

School Dude (work order system used

by facilities) 300

Desk Pro (work order system used by

IT and Treasurer’s Office) 3,000

Applitrack (applicant management) 150

Meals Plus 150

BenefitSolver 10

PD Express 20

A.4.14 Applications. The following applications are used by the organization for financial functions or

represent applications that may generate a material volume of financial transactions. Information

about their replacement is provided for the proposer’s convenience. The District intends to discuss

the future use and integration of applications during software demonstrations and contract

negotiations.

Functionality Application In Scope for

Replacement

General Ledger, Procurement, AP, Budget

Control, HR, Payroll State Software Yes

Time and Attendance

Aesop Yes, if possible

Time and Attendance Kiosk Yes


Functionality Application In Scope for

Replacement

Student management software E-School No

Food service management/tracking Meals Plus No

Referee management Arbiter No

Employee evaluation tracking (state

system)

Employee Teacher

Performance Evaluation

System (ETPES)

No

Employee PD management PD Express No

Training/PD offerings platform Safe Schools No

Applicant Tracking Applitrack No

Issue Workflow Management Help Desk Under

Consideration

Requisition, purchasing, archival system,

document management SC View Yes, if possible

Procurement platform Equal Level Marketplace Yes, if possible

Benefits BenefitSolver Yes, if possible

Online Payments & Billing EZPay Yes, if possible

Check printing software Edge Yes, if possible

Vendor payment risk mitigation solution eVas No

AR Miscellaneous Yes

Work Order School Dude No

Work Order Desk Pro Yes, if possible

Asset Tracking/Management EIS Yes, if possible

Fuel Tracking Phoenix SQL Lite No

IT Asset Tracking Wasp No

HR and Employee Evaluations Excel/Manual Yes, if possible

Worker’s comp reporting/tracking TPA Base No

A.5 Notice to Proposers

Failure to carefully read and understand this RFP may cause the proposal to be out of compliance, rejected

by the District, or legally obligate the proposer to more than it may realize. Information obtained by the

proposer from any officer, agent or employee of the District shall not affect the risks or obligations assumed

by the proposer or relieve the proposer from fulfilling any of the RFP conditions or any subsequent contract

conditions. Only the format described in the RFP and the attachments included with this RFP will be

accepted as compliant for the submitted proposal. Failure to completely fill out all required attachments

may result in disqualification.

A.6 Conditions

A.6.1 This RFP, its general provisions, and the terms and conditions identified in Section C shall be

incorporated in any agreement resulting from this solicitation, and the RFP and its terms and

conditions, and attachments shall control unless the Agreement expressly provides otherwise.


A.7 District’s Rights Reserved

A.7.1 The District reserves the right to select the proposal(s), which in its sole judgment best meets the

needs of the District.

A.7.2 Ohio Revised Code sections 307.86 and 307.91 permits Lakota Local School District to reject all

proposals, waive technicalities, and to amend the original estimate and to advertise for new

proposals on the required items, products or services. Lakota Local School District reserves the

right to reject any or all of the proposals on any basis without disclosure of a reason. The failure

to make such a disclosure will not result in the accrual of any right, claim or cause of action by

any unsuccessful proposer against Lakota Local School District.

A.7.3 The contracting authority may conduct discussions with proposers who submit proposals for the

purpose of clarifications or corrections regarding a proposal to ensure full understanding of, and

responsiveness to, the requirements specified in the request for proposals.

A.7.4 The District reserves the right to revise the RFP prior to the date that proposals are due.

A.7.5 This RFP does not commit the District to award a contract. All proposals submitted in response

to this RFP become the property of the District and public records, and as such, may be subject to

public review.

A.7.6 The District shall not be liable for any pre-contractual expenses incurred by prospective vendors

or selected contractors, including but not limited to costs incurred in the preparation or submission

of proposals. The District shall be held harmless and free from any and all liability, claims, or

expenses whatsoever incurred by, or on behalf of, any person or organization responding to this

RFP.

As a governmental body, we are tax-exempt.

A.8 Communication Regarding this RFP

All communication from prospective proposers regarding this RFP must be in writing by email to the

address listed in section A.10.1 of this RFP. Communication by telephone or in person will not be accepted.

Attempts by, or on behalf of, a prospective or existing vendor to make telephone or personal contact with

any District employee regarding this RFP, may lead to the elimination of that vendor from further

consideration.

Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the

selection committee, any member of the Board of Education, or any employee of the Lakota Local School

District, OH with regard to the acceptance of a proposal may lead to elimination of that vendor from further

consideration.

A.9 Pre Proposal Conference

A pre-proposal vendor conference will be held at Lakota Central Office and by phone on July 26, 2019 at

9:00 AM (EDT). Attendance at the pre-proposal conference is not mandatory. The pre-proposal conference

for those attending in person will be held at:

Lakota Central Office in the Beckett Conference Room at 5572 Princeton Road, Liberty Township 45011.

Proposers intending to participate remotely should use the below dial-in information.

Join By Phone: 1-415-655-0002

https://gfoa2.webex.com/gfoa2/j.php?MTID=m4e219605cb506f2844e7b63f705f6f0e

Meeting number (access code): 803 193 370

https://gfoa2.webex.com/gfoa2/j.php?MTID=m4e219605cb506f2844e7b63f705f6f0e


A.10 Inquiries and Requests for Clarification

A.10.1 In an effort to maintain fairness in the process, inquiries concerning this procurement, including

questions related to technical issues are to be directed through email to the following contact.

Questions over the phone will not be accepted:

Contact: Adam Zink

Title: Internal ERP Project Manager

Email: [email protected]

A.10.2 All questions concerning the RFP must reference the RFP page number, and section heading.

Questions will be answered and posted to Current RFP Openings in the form of addenda to the

RFP. When addenda are issued, all firms that have registered as a proposer will be notified through

email.

A.11 Procurement Schedule

The expected procurement schedule is listed below. The District reserves the right to change the

procurement schedule. If changes are made, proposers will be notified by the District in the form of an

addendum to this RFP, emailed directly to all registered proposers and posted on the District’s website.

Procurement Schedule

07/16/2019 RFP released

7/22/2019 Vendor questions due (prior to pre-proposal (10:00 AM EDT))

07/26/2019 Pre-proposal conference – 9:00 AM (EDT)

07/29/2019 Last day to accept questions and requests for clarification on the

RFP - by 4:00 PM (EDT)

08/02/2019 Answers to submitted questions provided by addenda

08/20/2019 Proposals due – 2:00 PM (EDT)

09/23/2019 Vendors selected for software demonstration and interviews are

notified

10/08 – 10/10

10/15 – 10/17

10/22 – 10/24

Software Demos and Implementation Services Interviews

11/20 – 11/21/19 Onsite Discovery

January 2020 Complete contract negotiations and Statement of Work (SOW)

02/17/2020 Implementation starts

A.12 Evaluation Criteria

The District will review Proposals received as part of a documented evaluation process. For each decision

point in the process, the District will evaluate Proposers according to specific criteria and will then elevate

a certain number of Proposers to compete in the next level. Proposers not previously elevated may be

elevated at a later date.

mailto:[email protected]

https://lakotaonline.com/cms/one.aspx?portalId=216799&pageId=261065


The sole purpose of the Proposal evaluation process is to determine which Proposer best meets the District’s

needs and provides the best chance for successful completion of the District’s goals.

The District will appoint a committee that will evaluate Proposals to select the Proposal that is responsive,

responsible and the most advantageous to the District. The District will select one or more Proposers for

discovery and final contract negotiations.

The District will not reimburse Proposers for costs associated with submission of Proposal and/or steps in

the evaluation process.

A.12.1 Evaluation Criteria

The Proposal evaluation criteria, which will be developed by the District prior to opening of Proposals, are

standards that measure how well a Proposer’s approach meets the desired requirements and the needs of

the District. The criteria that will be used to evaluate Proposals may include, but are not limited to the

following:

Cost

Scope

Implementation Approach

Business Process Expertise

Ohio Public School Experience Knowledge

Past & current experience with Ohio Public K-12 Schools and References

Proposed Integration to Other Modules / Systems in scope

Overall Understanding of the District’s Needs and Project Risk Mitigation

Project Management Approach

Skills/Experience of proposed consultants

Acceptance of Contract Terms and Conditions

Training Process and Documentation

Post Implementation Support

Compliance with state (EMIS) reporting requirements

Compliance with Ohio Auditor of State reporting requirements

The District reserves the right to determine the suitability of Proposals based on any or all of these criteria

or other criteria not included in the above list.

A.12.2 Evaluation Steps

A.12.2.1 Responsiveness to Written Proposals

A preliminary evaluation by the District shall determine whether each received proposal is complete and

compliant with the all instructions and/or submittal requirements in the RFP. Any proposals that are

incomplete or that do not comply with the instructions and/or submittal terms and conditions may be

rejected and excluded from further consideration. Proposals that are compliant will advance to the written

evaluation stage.

A.12.2.2 Proposal Evaluation

Proposals will be evaluated in accordance with the criteria set forth in the RFP. The District’s Selection

Committee shall rank the Proposers. Rankings will determine those Proposers elevated to the competitive

Interview stage.


A.12.2.3 Software Demonstration and Competitive Interviews

Software demonstrations and interviews for Proposers will be held on site at the District’s offices. The

District expects to elevate up to three Proposers for interviews. The District may expand or decrease the

number of competitive interviews if, the number of Proposals or the quality of the Proposals warrants an

increase or decrease of the number of Proposers interviewed. It is required that key members of the

Proposer’s implementation staff proposed for this project be present at the interview and lead presentation

of any implementation topics. To avoid unnecessary delays, the District expects that Proposers will be

available for interviews on the dates identified on the anticipated Proposal schedule. Proposers should

identify any potential issues or conflicts in their response to this RFP.

A.12.2.4 Discovery

After interviews, it is expected the District will elevate up to two Proposers for Discovery. Discovery

sessions will consist of an additional on-site meeting with elevated Proposers to focus on refinement of

implementation issues and begin development of a statement of work. Each elevated Proposer team will

receive a Request for Clarification (RFC) letter that will ask Proposers to clarify any necessary parts of the

initial Proposal. In addition, the RFC letter will identify a schedule for the on-site Discovery session that

will include a detailed discussion of implementation issues.

It is the expectation of the District that all key project team members will be available for the on-site

Discovery sessions. Failure of key project team members to be present at the Discovery sessions may result

in disqualification.

A.12.2.5 Negotiations

Upon satisfactory completion of the Discovery process, the District will select a finalist Proposer to enter

into contract negotiations.

A.12.3 Notice of Award

Notice of the Award of contract will be given to all Proposers submitting Responsive Proposals. Final award

will depend upon the execution of an acceptable contract, and if required, may be withdrawn by the District

at any time prior to execution of the contract by the District.

A.12.4 Contract Award

During negotiations, the District may require any additional information it deems necessary to clarify the

approach and understanding of the requested goods or services. Any changes agreed upon during contract

negotiations will become part of the final contract. The negotiations will identify a level of work and

associated fees and costs that best represent the goods and services required.

This RFP, its general provisions, and the terms and conditions identified in Section C, Terms and

Conditions shall be incorporated in any agreement resulting from this solicitation, and the RFP and its

terms and conditions, plus attachments shall control unless the Agreement expressly provides otherwise.

Award is not final until execution of contract.

1) Contract Award. The contract for this RFP will be awarded upon approval by the School Board.


A.13 Proposal Submission Instructions

A.13.1 Proposals are to be submitted in sealed packages by August 20, 2019 at 2:00 PM (EDT). Late

submittals will not be accepted.

Submittal Address:

Lakota Local School District

Attention Adam Zink

5572 Princeton Road, Liberty Township, Ohio 45011-9726

A.13.2 Proposers are required to submit ONE (1) hard copy and THREE (3) electronic copies (via USB

mobile media) of the proposal in a sealed package that is clearly labeled with the proposer’s

company name and the RFP name.

A.13.3 Failure to comply with the requirements of this RFP may result in disqualification. Proposals

received subsequent to the time and date specified above will not be considered. Please note the

following as part of the submittal process.

A.13.4 Signature of the proposal by the proposer constitutes acceptance by the proposer of terms,

conditions, and requirements set forth herein.

A.13.5 Emailed or faxed proposals will not be accepted.

A.13.6 Use the Submittal Checklist (Attachment 1) to ensure that all required documents, forms, and

attachments have been completed and submitted as instructed.

A.13.7 By submitting a proposal, the proposer is providing a guarantee to the District that, if chosen, it

will be able to provide the proposed products and services during the period discussed in the RFP.

A.13.8 All proposals shall be treated as public record.

A.14 Organization of Proposal

The proposal must be organized into the following major sections. Specific instructions for each section

are provided in Section B of this RFP. Any required attachments must be included in the proper section as

indicated by the instructions.

Section

Number Section

1 Executive Summary and Introductory Material

2 Proposed Scope of Vendor Services

3 Proposed Technical Implementation

4 Data Conversion

5 Proposed Implementation Plan & Project Management Services & Business Processes

6 Proposed Training and Documentation Services

7 Proposed Vendor and District Staffing

8 Exceptions to the RFP

9 Price Proposal



Section B: Detailed Submittal Requirements

So that competing proposals can be compared equally, proposers must assemble their proposals in strict

adherence to the layout requirements identified in Section A.14. Failure to follow all proposal layout

requirements may result in disqualification. Proposals should be prepared as simply as possible and provide

a straightforward, concise description of the proposed products and services to satisfy the requirements of

the RFP. Attention should be given to accuracy, completeness, relevance, and clarity of content. Proposals

must address the following questions and contain the following Sections.

B.1 Executive Summary and Introductory Material

(Proposal Section 1.0) The introductory material must include a title page with the RFP name, name of the

proposer, address, telephone number, the date, a Letter of Transmittal, and a Table of Contents. The

executive summary should be limited to a brief narrative (less than 2 pages) summarizing the proposal. The

summary should contain as little technical jargon as possible and should be oriented toward non-technical

personnel.

B.1.1 Complete Attachment 1 (RFP Checklist)

B.1.2 Complete Attachment 2 (Signature Page)

B.1.3 Complete Attachment 3 (Addendum Acknowledgement Form)

B.2 Proposed Scope of Vendor Services

(Proposal Section 2.0) Each proposal must provide information about any firm involved with this proposal

including implementation vendor, and/or any third party vendors so that the District can evaluate the

proposer’s stability and ability to support the commitments set forth in response to the RFP. The District,

at its discretion, may require a proposer to provide additional supporting documentation or clarify requested

information.

This section of the Proposal should include a general discussion of the following:

B.2.1 Proposer’s summary understanding of the project and the District’s specific goals.

B.2.2 Role of the Proposer in the Project.

B.2.3 Complete Attachment 4 (Company Background)

B.2.4 Complete Attachment 5 (Reference Form)

B.2.5 Role of any Third Party firms. All Third Party firms (implementation and/or software) need to

complete Attachment 5 (Reference Form)

B.2.6 All functional requirements listed in Attachment 6 (Functional Requirements) responded to with

a positive response (anything except “N”) are considered to be in scope.

B.2.6.1 List and describe all software products and any necessary services required to accomplish the

District’s goals and meet the requirements of the RFP.

B.2.6.2 Identify any additional recommendations regarding modules the District may consider.


B.3 Proposed Technical Implementation

(Proposal Section 3.0) Each proposal must provide information about the software proposed in response

to the District’s RFP and the District’s functional requirements.

B.3.1 Complete Attachment 6 (Functional Requirements).

Responses to the functional requirements should be completed to identify both the

capability of the software and the scope of the implementation.

Indicate the proposed scope of the project by coding each requirement using the following

response codes.

Functional Requirements Responses

Column F: Available Responses

Y Requirement Met and Proposed (Standard features of software)

Y-ND

Requirement Met and Proposed (not standard feature of software but

Proposer can deliver)

N Requirement Not Met with Proposal

I Need More Information/Discussion

Excluding some requirements from scope of Proposer’s services will NOT eliminate the

Proposer from contention. The District will evaluate the Proposal as a whole including

price/value comparisons when evaluating Proposals.

B.3.1.1 All positive responses (Y and/or Y-ND) will be considered in scope. The requirements responses

submitted will become part of the agreement. Proposers are expected to warrant that

implementation services will include all positive responses (every response except “N” and “I”).

B.3.1.2 Indicate the module or product that is required to meet the requirement.

o Indicate the phase of the project that the functionality will be implemented.

o Include in the Cost Proposal

B.3.1.3 The District will clarify any requirements with the response of “I” during the evaluation process.

Immediately following initial interviews, Proposers would be expected to re-submit Attachment 6

(Functional Requirements).

B.3.1.4 Failure to provide some requirements or excluding some requirements from scope will NOT

eliminate the proposer from contention. The District will evaluate the proposal as a whole including

price/value comparisons when evaluating proposals.

B.3.1.5 The requirements responses submitted will become attached to the software license and

implementation services contract. Proposers are expected to warrant both software and

implementation of all positive responses (every response except “N”).


B.3.1.6 Identify any hardware, or other products not included in this Proposal that would be required to

operate any of the proposed solutions contained in this Proposal.

B.3.2 Describe the technical environment (network architecture and technical specifications) required

for the project.

B.3.3 Interfaces to the District’s existing systems are critical to the project success.

B.3.3.1 Complete Attachment 10 (Interfaces).

B.4 Data Conversion

(Proposal Section 4.0) The District understands the level of effort required to convert data and is interested

in converting only essential data required for the new system. Proposers are required to complete

Attachment 7 (Data Conversion) and indicate the proposed data conversions that are included in scope.

B.4.1 Please provide your recommended best practices and recommendations regarding data conversion.

For example, do you recommend converting only current year and prior fiscal year summary data?

B.4.2 Complete Attachment 7 (Data Conversion).

B.5 Proposed Implementation Plan & Project Management Services & Business Processes

(Proposal Section 5.0) The proposed implementation plan and project management services are critical the

success of the implementation.

B.5.1 Describe the proposed implementation plan. Address the following:

B.5.1.1 Proposed phasing for roll-out of software modules.

B.5.1.2 Explanation of advantages AND risks associated with this plan

B.5.1.3 Plan for leveraging the District’s investment in readiness and its governance structure to: a)

facilitate necessary business process changes and b) make configuration decisions

B.5.2 Describe the Proposer’s approach to delivering comprehensive project management services.

Address at least the following project management services:

B.5.2.1 Prepare and present detailed project plans to Project Team, Steering Committee, and other advisory

groups.

B.5.2.2 Monitor project plan time line

B.5.2.3 Identify and mitigate risks, and provide a risk management plan

B.5.2.4 Collaborate with District staff

B.5.2.5 Facilitate necessary business process modifications

B.5.2.6 Achieve the District’s goal of maintaining work/life balance for staff involved in implementation

B.5.2.7 Oversee third party Firms

B.5.2.8 Negotiate mid-project change orders

B.5.2.9 Ensure quality

B.5.1 Purchasing: The District is planning to centralize sourcing in Procurement after departments


submit their requisitions/PO. Describe your recommended process for purchase requisition and

purchase order entry and approvals. Please provide any map/flow chart and any supporting

explanation or system documentation identifying your recommendations for the District, including

the role / stakeholder involved with the process. Recommendations should be based on best

practices, previous experience and understanding of District’s needs. The District wants to

enhance and improve all purchases (contract managements, NIGP commodity codes, discounts,

etc.) Please provide any recommendations regarding how this implementation will allow the

District to improve its strategic purchasing and sourcing.

B.5.2 Receiving & Invoice Processing: Describe your recommended process for receiving and

accounts payable invoice processing. Please provide a process map/flow chart and any supporting

explanation or system documentation identifying your recommendations for the District.

Recommendations should be based on best practices, previous experience and understanding of

District’s needs.

B.5.3 Personnel Budgeting: Describe your recommended process for personnel budgeting. Please

provide a process map/flow chart and any supporting explanation or system documentation

identifying your recommendations for the District. Recommendations should be based on best

practices, previous experience and understanding of District’s needs.

B.5.4 Process Improvement/Process Re-Engineering Opportunities: For Proposer planning

purposes, the District has identified areas that will require significant process re-engineering. To

ensure effective system configuration and process improvements, the District would like

Proposers to identify the method for process re-engineering and proposed resources for the

following areas:

Procurement

o Centralized sourcing (requisitions will be entered at the departments, not purchasing)

Human Resources

o Recruitment & Applicant Tracking

o Position Control & Personnel Budgeting

o Goals & Performance

o Career & Succession

o Learning

o Health & Safety

Time Entry & Payroll

B.6 Proposed Training and Documentation Services

(Proposal Section 6)

B.6.1 Provide an overview of proposed training plan/strategy, specifying how and when training is to

be delivered for both on-site and off-site training and web training services for the core project

team, end users, and technology personnel.

B.6.2 Provide an overview of proposed training plan/strategy for support staff for post go-live

troubleshooting training. The District expects Proposers to develop and update District specific

training materials.

B.6.3 Provide an overview of proposed approach to documentation services.

B.6.4 Describe documentation the District can expect at the conclusion of the project.


B.7 Proposed Vendor and District Staffing


B.7.1 Summarize the proposed plan for staffing for the project. Proposers should reference Section A.4.9

Project Staffing for a listing of likely District resources devoted to this project. Using Attachment

8 (Staffing) indicate planned staffing for:

B.7.1.1 Proposer staffing for project:

B.7.1.1.1 Number of staff that the Proposer will assign to the project

B.7.1.1.2 Approximate dedication to the project of each resource and approximate time work will be

completed on-site vs. off-site

B.7.1.1.3 Major roles and responsibilities for each resource

B.7.1.2 Proposer’s expected District staffing for the project including:

B.7.1.2.1 Assumed participation in the project (average portion of FTE) including all time spent working

on the project (time spent with and without Proposer consultants)

B.7.1.2.2 Assumptions about prior skills / competencies of resources

B.7.1.3 Staffing for Technical Implementation. Responsibility for Major Tasks

Identify the major tasks for the technical implementation. Indicate proposed responsibilities for District,

Proposer, and third party Firm(s) for at least the following:

B.7.1.3.1 System design

B.7.1.3.2 Data conversion

B.7.1.3.3 Interface development

B.7.1.3.4 System installation and configuration

B.7.1.3.5 User Setup, Authentication and Management processes

B.7.1.3.6 Coordination of third party products (included in Proposal)

B.7.1.3.7 Back up / Disaster recovery

B.7.1.3.8 Post go-live support

B.7.1.3.9 Report development

B.7.1.3.10 Testing (including script)

B.7.1.3.11 Training

B.7.1.3.12 Documentation

For tasks to be performed by District staff, include the necessary skills required, and whether or not the

Proposal includes the necessary training.

B.7.1.4 Staffing for Project Management Services:

B.7.1.4.1 Role of the Proposer’s project manager

B.7.1.4.2 Expected role of the District’s project manager

B.7.1.4.3 On-Site presence of Proposer’s project manager


B.8 Exceptions to the RFP

(Proposal Section 8) All requested information in this RFP should be supplied by Proposers. All

exceptions to the terms and conditions shall be clearly identified in this section, with a written explanation

of the exception and an alternate language (if applicable). The District, at its sole discretion, may reject any

exceptions or specifications within the Proposal.

Any material exceptions to the RFP including those to the terms and conditions listed in Section C: Contract

Terms and Conditions will be clarified prior to elevation to the next phase.

B.9 Price Proposal


B.9.1 Complete and submit Attachment 9 (Cost)

B.9.1.1 Proposers shall use the format presented in this RFP.

B.9.1.2 Attachment 9 (Cost) should include total price for all software and services. If third-party products

or services are included, do not provide a separate version of attachment 9 (Cost) for each third-

party product or service.

All pricing must be submitted as fixed by milestone, with travel included. Costs listed as “to-be-

determined” or “estimated” will not be considered or scored.

All service costs must be provided on a task or completion basis with costs assigned to each

milestone, deliverable and/or task. Proposers are required to fill in deliverables and tasks under the

provided headers (project initial knowledge transfer, process analysis/system design, system build,

testing, training, and closure) Proposers may provide additional detail to further explain

deliverable/task costs.

For services under a milestone arrangement, the District compensates the Proposer a fixed amount

for the completion of major milestones. Proposers are to provide all work effort and assumptions

used to calculate a fixed fee for each milestone. The scope of the project will be defined by the

statement of work and detailed functional requirements included as attachment 6 (Functional

Requirements).

B.9.1.3 Provide a schedule of all payments necessary to complete the proposed scope. Proposers must

submit implementation costs as fully-loaded rates that include all necessary travel and other

expenses. By submitting a Proposal, Proposers acknowledge that all pricing (including travel) must

be a fixed fee or included in the implementation milestones.


Section C: Contract Terms and Conditions Below are standard contract terms and conditions that the District expects to be part of an agreement with

the finalist proposer(s). Please indicate your willingness to comply with each condition by noting any

exceptions per the instructions in section B.8 of this RFP. Contract terms in the final agreement shall include

but not be limited to those listed below.

C.1 Key Personnel

The District requires assurances as to the consistency and quality of vendor staffing for its project. Key

points of the District’s key personnel provision include:

C.1.1 The District shall have the ability to interview and approve key personnel proposed by the vendor.

C.1.2 The District shall have the right to dismiss key personnel from the project.

C.1.3 Vendor key personnel may not be removed from the project without the District’s approval.

C.2 Implied and Express Warranty Remedy

The Proposer will expressly warrant that the proposed and implemented system will conform in all material

respects to the in scope requirements and specifications as stated in this RFP including the functional

requirements in Attachment 6 (Functional Requirements) for a period no less than 12 months after final

acceptance. The rights and remedies provided herein are in addition to and do not limit any rights afforded

to the District by any other clause of this Proposal.

The District requires that the vendor commit to repair any function not working in the system during the

life of the warranty. In the event a problem cannot be fixed or a mutually agreed upon workaround

developed, the vendor will refund the full amount paid for the implementation costs for the

phase/component of the project containing the deficiency.

C.3 System Acceptance

For purposes of acceptance of the system (or portions thereof), the District intends to use a two-staged

acceptance procedure for each phase and for the entire project. Key points include:

C.3.1 “Conditional Acceptance” will occur at or prior to go-live. The District will have up to forty-five

(45) days to test the system (“pre-live testing”) before going live.

C.3.2 The District will have a 90-day period after Conditional Acceptance to “live test” the system. Live

testing is the District’s opportunity to verify that the system complies with the functional

requirements and any other written specifications delivered to the District by the vendor during

the course of the project.

C.3.3 If after the live testing the system performs in accordance with the system specifications (including

the design document and functional requirements), the District will issue “Final Acceptance.” The

90-day time frame for Final Acceptance shall be extended if problems are found in the live test.

Specifically, the District expects to document the date the problem is found and the date it is

certified as fixed. The acceptance period would pause when issues are reported and would restart

on the date the problem is certified as fixed. The warranty period shall begin at the time of Final

Acceptance.


C.4 Milestones

The District requires that all payments be based on successful completion of milestones. After the District’s

acceptance of the milestone, the vendor will invoice for any applicable milestone payments. Milestone

payment amount shall either be a fixed fee or hourly based on the amount of time spent on the milestone

up to a not-to-exceed limit. Payments will only be made upon successful completion of milestones.

C.5 Records

Vendor shall keep and maintain full and complete documentation and accounting records concerning all

services performed that are compensable under this Agreement and shall make such documents and records

available to the District for inspection at any reasonable time. Vendor shall maintain such records for a

period of four (4) years following completion of work hereunder.

C.6 Termination

Notwithstanding any other provisions hereof to the contrary, the contract may be terminated as follows:

C.6.1 The parties, by mutual written agreement, may terminate the Contract at any time.

C.6.2 Either party may terminate the contract if the other party is in breach of any provision hereof which

breach continues for more than 30 days after a notice describing the breach has been given unless,

in the case of a breach which cannot be cured within such 30-day period, the breaching party

immediately initiates and diligently prosecutes a plan of curative action that is acceptable to the

non-breaching party. Notwithstanding the foregoing, termination for a recurring breach may be

made if the breach is uncured within seven (7) days after the second notice in any twelve-month

period and immediately, without opportunity for cure, in the third or any subsequent notice of

breach in any twelve-month period.

C.6.3 The District may terminate the Contract on any date specified in a notice if funding for the Services

becomes unavailable or if the District determines that termination of the Contract is required by

the public interest.

C.7 Payment upon Termination

If the contract, or any portion thereof, is terminated before completion of all items of work in the contract,

payment will be made for the actual items of work completed under the contract, or by mutual agreement,

for items of work partially completed. No claim for loss of anticipated profits will be allowed.

C.8 Indemnification

Vendor agrees to accept all responsibility for loss or damage to any person or entity, including the District,

and to indemnify, hold harmless, and release the District, and the School Board, other elected officials, its

officers, agents, and employees, from and against any and all losses, penalties, damages, settlements, costs,

charges, professional fees, or other expenses or liabilities of every kind and character arising out of or

relating to any and all claims, liens, liabilities, demands, obligations, actions, proceedings, or causes of

every action of every kind and character in connection with or arising directly or indirectly out of any result

agreement and/or the performance thereof. Vendor agrees to provide a complete defense for any claim or

action brought against the District based upon a claim relating to Vendor’s performance or obligations

under this Agreement. Vendor’s obligations under this Section apply whether or not there is concurrent

negligence on the District’s part, but to the extent required by law, excluding liability due to the District’s

conduct. The District shall have the right to select its legal counsel at Vendor’s expense, subject to Vendor’s

approval, which shall not be unreasonably withheld. This indemnification obligation is not limited in any

way by any limitation on the amount or type of damages or compensation payable to or for the Vendor or

its agents under workers' compensation acts, disability benefits acts, or other employee benefit acts.


C.9 Non-appropriation of Funds

The complete installation of system is contingent on budgetary funding from the annual District budget.

Funding may be allocated in phases over several fiscal years. In the event sufficient funds are not

appropriated for the payments required to be made under the Agreement in future fiscal years, the District

has exhausted all funds legally available for payments to become due under this Agreement, funds which

have been appropriated for purposes of this Agreement are withheld and are not made available to District,

or an appropriation of funds for the next fiscal years has been made for purposes of this Agreement, but

prior to actual release, such appropriation has been withdrawn then the District at its sole discretion may

terminate the Agreement at the end of the then current fiscal year, as the case may be without penalty or

additional expense of any kind whatsoever. If non-appropriation occurs, the District agrees to deliver

written notice to the vendor of such early termination at least 30 days prior to the end of the then current

fiscal year.

C.10 Insurance

The District requires the successful proposer to purchase and maintain Comprehensive General Liability

Insurance during the life of the contract with limits

C.10.1 Comprehensive General Liability Insurance:

C.10.2 A minimum of bodily injury liability limits of $500,000 each occurrence, $1,000,000 aggregate

C.10.3 Property Damage liability of $500,000 each occurrence, $1,000,000 aggregate

C.10.4 Professional Liability and Errors and Omissions in a minimum $1,000,000 each claim and

$2,000,000 aggregate.

C.10.5 Workers Compensation Insurance: Coverage A - Statutory coverage, Coverage B - $100,000 each

accident.

C.10.6 Comprehensive Automobile Liability $500,000. Bodily injury and property damage combined per

occurrence (no aggregate).

Lakota Local School District will require the Certificate of Insurance evidencing the coverage before

commencing work in connection with the contract. Failure to provide and continue in force such insurance

shall be deemed a material breach of the contract.

LAKOTA LOCAL SCHOOL DISTRICT CONTRACTOR INSURANCE

C.10.7 INSURANCE

C.10.7.1 The CONTRACTOR shall purchase and maintain such insurance as will protect him from

claims set forth below which may arise out of or result from the CONTRACTOR'S execution of

the WORK, whether such execution be by himself or by any SUBCONTRACTOR or by anyone

directly employed by any of them, or by any one for whose acts any of them may be liable:

C.10.7.1.1.1 Claims under workmen's compensation, disability, benefit and other similar employee

benefit acts;

C.10.7.1.1.2 Claims for damages because of bodily injury, sickness or disease or death of his employees;

C.10.7.1.1.3 Claims for damages because of bodily injury, sickness or disease or death of any person

other than his employees;


C.10.7.1.1.4 Claims for damages insured by usual personal injury liability coverage which are sustained

(1) by any person as a result of an offense directly or indirectly related to the employment of

such person by the CONTRACTOR, or (2) by any other person; and

C.10.7.1.1.5 Claims for damages because of injury to or destruction of tangible property, including loss

of use resulting there from.

C.10.7.2 Certificate of Insurance acceptable to the OWNER shall be filed with the OWNER prior

to commencement of the WORK naming OWNER as additional insured. These Certificates shall

contain a provision that coverages afforded under the policies will not be canceled unless at least

thirty (30) days prior WRITTEN NOTICE has been given to the OWNER.

C.10.7.3 The CONTRACTOR shall procure and maintain, at his own expense, during the

CONTRACT TIME, liability insurance as hereinafter specified;

C.10.7.3.1.1 Comprehensive General Liability and Property Damage, Contractor's Protective Liability,

Contractual Liability, Completed Operations-Products, Automobile Bodily Injury and property

Damage, owned and non-owned and hired vehicles and Owner's Protective Liability. The latter

policy shall name as the insured the OWNER. If excluded from CONTRACTOR'S standard

coverages, the following shall be deleted for policies provided under the CONTRACT

DOCUMENT EXCLUSIONS:

(1) "Underground Operations" (2) "Third Party Beneficiary" and (3) "Collapse" - where exposure

is determined. Bodily Injury Liability and Property Damage Insurance shall cover the use of

"Explosives" if used in performance of the CONTRACT. Insurance should be placed with a carrier

with an AM Best Rating of at least an A-.

The types and minimum limits of insurance shall be as follows:

Commercial General Liability Insurance - General Aggregate Limit - $2,000,000 Products-

Completed Operations-Aggregate Limit - $2,000,000 Personal and Advertising Injury Limit -

$1,000,000 Each Occurrence Limit - $1,000,000 Comprehensive Automobile Liability Bodily

Injury & Property Damage Liability Limit Each Occurrence - $1,000,000

The above minimum coverages may be obtained through the primary insurance or any combination

of primary and umbrella insurance. In addition, the General Aggregate Limit shall be required on

a per project basis.

C.10.7.4 The CONTRACTOR shall acquire and maintain, if applicable, Fire and Extended

Coverage Insurance upon the PROJECT to the full insurable value thereof for the benefit

of the OWNER, the CONTRACTOR, and SUBCONTRACTORS as their interest may appear. This

provision shall in no way release the CONTRACTOR or CONTRACTOR'S surety from

obligations under the CONTRACT DOCUMENTS to fully complete the PROJECT.

C.10.7.5 The CONTRACTOR shall procure and maintain at his own expense, during the

CONTRACT TIME, in accordance with the provisions of the laws of the state in which the work

is performed, Workmen's Compensation Insurance, including occupational disease provisions, for

all of his employees at the site of the PROJECT and in case any work is sublet, the CONTRACTOR

shall require such SUBCONTRACTOR similarly to provide Workmen's Compensation Insurance,

including occupational disease provisions for all of the latter's employees unless such employees

are covered by the protection afforded by the CONTRACTOR. In case any class of employees

engaged in hazardous work under this contract at the site of the PROJECT is not protected under

Workmen's- Compensation statute, the CONTRACTOR shall provide, and shall cause such

SUBCONTRACTOR to provide, adequate and suitable insurance for the protection of his

employees not otherwise protected.


C.10.7.6 The CONTRACTOR shall secure, if applicable, "All Risk" type Builder's Risk Insurance

for Work to be performed. Unless specifically authorized by the OWNER, the amount of such

insurance shall not be less than the CONTRACT PRICE totaled in the PROPOSAL. The policy

shall cover not less than the losses due to fire, explosion, hail, lightning, vandalism, malicious

mischief, wind, collapse, riot, aircraft and smoke during the CONTRACT TIME, and until the

WORK is accepted by the OWNER. The policy shall name as the insured the CONTRACTOR,

and the OWNER.

C.10.8 INDEMNITY

C.10.8.1 PROFESSIONAL LIABILITY

Relative to any and all claims, losses, damages, liability and costs, the CONTRACTOR agrees to

indemnify and save the Lakota Local School District, its officials and employees (herein after

"District") harmless from and against any and all suits, actions or claims for property losses,

damages or personal injury claimed to arise from a negligent act, error or omission by the

CONTRACTOR or its employees.

C.10.8.2 NON-PROFESSIONAL LIABILITY

To the fullest extent permitted by law, the CONTRACTOR shall indemnify and hold harmless the

Lakota Local School District, its officers, officials and employees {hereinafter "District"), or any

of them from and against claims, damages, losses and expenses, including but not limited to

attorneys' fees arising out of the acts or omissions of the CONTRACTOR, provided that such claim,

damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to

or destruction of property (other than the Work itself) including loss of use resulting there from,

but only to the extent caused in whole or in part by the acts or omissions of the CONTRACTOR,

any SUBCONTRACTOR(s} of the CONTRACTOR, its agents, or anyone directly employed by

them or anyone whose acts they may deem liable, regardless of whether or not such claim, damage,

loss or expense is caused in part by a party indemnified hereunder. Such obligation shall not be

construed to negate abridge, or reduce other rights or obligations of indemnity which would

otherwise exist as to a party or person described in this paragraph 22.2. It is understood and agreed

that this indemnification obligation is enforceable to the full extent permitted by Ohio Revised

Code Section 2305.31.

C.10.8.3 It is expressly understood and 'agreed that these indemnification obligations are

enforceable to the full extent permitted by Ohio Revised Code Section 2305.31. In any and all

claims against the District by any employee of the CONTRACTOR, and any

SUBCONTRACTOR(s) of the CONTRACTOR, agent or anyone directly or indirectly employed

by any of them or anyone for whose acts any of them may be liable. CONTRACTOR hereby

expressly waives the immunity provided to CONTRACTOR by Article II, Section 35, of the Ohio

Constitution and Ohio Revised Code Section 4123.74 and 4123.741, all regarding worker's

compensation immunity, so that this indemnification obligation may be enforced by the Lakota

Local School District against CONTRACTOR in those instances.

C.10.8.4 If the CONTRACTOR subcontracts with the District, the CONTRACTOR share require

its SUBCONTRACTORS to indemnify the Lakota Local School District in accord with Article 22.

C.10.8.5 CONTRACTOR Responsible - The CONTRACTOR expressly understands that the

insurance requirements as outlined above are minimum requirements to be met under the contract

and does not in any manner represent that the limits, coverage or policy forms are sufficient or

adequate to protect the interest or liability of the CONTRACTOR and/or its

SUBCONTRACTORS.


THE FOLLOWING MUST BE INCLUDED (IN THE SPECIFIED AREAS) ON ALL

INSURANCE CERTIFICATES:

DESCRIPTION OF THE PROJECT AND LOCATION: you may use a generalized listing of the

duties to be performed under this certificate of insurance. Example: "Projects Executed for the

Lakota Local School District”.

CERTIFICATE HOLDER: Lakota Local School District, 5572 Princeton Road, Liberty Township,

Ohio 45011-9726.

C.11 Security

Lakota Local School District will require district’s “Vendor Information Security Contract/Contract

Addendum” signed and completed by CONTRACTOR and CONTRACTOR subcontractors commencing

work in connection with the contract. Failure to provide and continue in force this agreement shall be

deemed a material breach of the contract. Proposers must complete Attachment 11 (Vendors Information

Security and Compliance).


Section D: Attachments

D.1 Attachment 1 (RFP Submittal Checklist)

REQUIRED SUBMITTALS

Submittal Checklist

Section Item Submitted Required

Format

B.1 Executive Summary & Introductory Materials

D.2 Attachment 2 (Signature Page)

D.3 Attachment 3 (Addendum Acknowledgement Form)

B.2 Proposed Scope of Vendor Services

D.4 Attachment 4 (Company Background)

D.5 Attachment 5 (Reference Form)

B.3 Proposed Technical Information

D.6 Attachment 6 (Functional Requirements) Microsoft Excel

(.xls or .xlxs)

D.10 Attachment 10 (Interfaces) Microsoft Excel

(.xls or .xlxs)

B.4 Data Conversions

D.7 Attachment 7 (Data Conversion) Microsoft Excel

(.xls or .xlxs)

B.5 Proposed Implementation Plan & Project Management

Services & Business Processes

B.6 Proposed Training and Documentation Services

B.7 Proposed Vendor and District Staffing

D.8 Attachment 8 (Staffing) Microsoft Excel

(.xls or .xlxs)

B.8 Exceptions to the RFP

B.9 Price Proposal

D.9 Attachment 9 (Cost) Microsoft Excel

(.xls or .xlxs)

C.11 Attachment 11 (Vendors Information Security and

Compliance)

PDF

To be submitted with completed proposal and include in Excel or Word format (not pdf).

Attachment 6 (Functional Requirements)

Attachment 7 (Data Conversion)

Attachment 8 (Staffing)

Attachment 9 (Cost)

Attachment 10 (Interfaces)


D.2 Attachment 2 (Signature Page)

The undersigned proposer having examined this RFP and having full knowledge of the condition

under which the work described herein must be performed, hereby proposes that the proposer will

fulfill the obligations contained herein in accordance with all instructions, terms, conditions, and

specifications set forth; and that the proposer will furnish all required products/services and pay

all incidental costs in strict conformity with these documents, for the stated prices as proposed.

Submitting Firm: _______________________________________________________________

Address: ______________________________________________________________________

City: ___________________________State:_______________ Zip: ______________________

Authorized Representative (print):________________________ Title: _____________________

Authorized Signature: ____________________________ Date: __________________________

Contact Information:

Name: ________________________________________________________________________

Title: ________________________________________________________________________

Address: ______________________________________________________________________

City: ___________________________State:_______________ Zip: ______________________

Email: ____________________________________

Phone # ____ (____) - ________

Cell Phone # ____ (____) - ________

Fax # ____ (____) - ________


D.3 Attachment 3 (Addendum Acknowledgement Form)

This page is used to acknowledge any and all addenda that might be issued. Any addendum issued within

five days of the solicitation due date, will include a new due date to allow for addressing the addendum’s

issues. Your signature indicates that you took the information provided in the addendums into consideration

when providing your complete response.

Please sign and date

ADDENDUM NO. 1 Acknowledgement

Signature Date


Signature Date


Signature Date


Signature Date


Signature Date

If no addenda were issued, indicate below, sign the form and return with your response.

_____________________________________________

Firm

_____________________________________________

Authorized Signature


D.4 Attachment 4 (Company Background)

Complete one form for each firm included in the proposal.

Company Background

Company Name:

Location of corporate headquarters:

Proposer Experience

# of years in business:

# of years providing systems/services to public sector:

# of clients (total)

Last five most recent contracts and software installed

Market Focus:

Identify other industries serviced (other than local

government)

If not Primary Proposer

# of past projects partnering with primary Proposer

Official Partnership status/certification (if applicable)

About the Company

Number of Total Employees:

Number of Employees Providing Implementation

Services (if applicable)

Number of Employees Supporting Product (Maintenance

and Support) (if applicable)

Customer Base:

# of public sector clients:

# of new public sector clients in the last 3 years:

# of local government clients:

# of ERP clients in Ohio:

# of school district clients:

Typical size of districts/municipalities served:


D.5 Attachment 5 (Reference Form)

Please provide five (5) public sector references for the software and implementation that are recent and

where project scope was similar to the District’s RFP. These references should be sites where the proposed

software was installed, and is “live.” Please use the following format in submitting references.

GENERAL BACKGROUND

Name of Client:

PROJECT MANAGER/CONTACT: TITLE:

PHONE: E-MAIL:

Software Program/Version:

Summary of Project:

Number of Employees: Size of Operating Budget:

PROJECT SCOPE Please indicate (by checking box) functionality installed:

Financials Budgeting

HR Time Entry

Payroll

TECHNOLOGY INFORMATION

Hosted? Yes_______ No________ If yes, hosting provider_______________

IMPLEMENTATION INFORMATION

Project Duration:

Initial Go-Live:

Describe Role on Project:

Project Challenges:

Major Accomplishments:


D.6 Attachment 6 (Functional Requirements)

(See separate Excel Spreadsheet)

D.7 Attachment 7 (Data Conversions)


D.8 Attachment 8 (Staffing)


D.9 Attachment 9 (Cost)


D.10 Attachment 10 (Interfaces)


D.11 Attachment 11 (Vendors Information Security and Compliance)

(See separate PDF)

D.12 Attachment 12 (Process Maps_Future)

Proposers can review for future state business processes. (See separate PDF)

Documents

Request for Proposal (RFP) · Request for Proposal (RFP) Enterprise Resource Planning (ERP) System and Implementation Services Lakota Local School District, OH Release Date July 17,