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WSH15-12B

School Financial Management Software System Wm. S. Hart Union High School District Proposal Package No. WSH15-12B

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NOTICE

REQUEST FOR PROPOSALS Proposal Package No. WSH15-12B

School Financial Management Software System

WILLIAM S. HART UNION HIGH SCHOOL DISTRICT 21380 CENTRE POINTE PARKWAY SANTA CLARITA, CA 91350

SUBMIT PROPOSALS IN A SEALED ENVELOPE TO: Attn: Diane LeMasters, Contract Specialist

21380 Centre Pointe Parkway Santa Clarita, CA 91350

PROPOSALS ARE DUE NO LATER THAN: FRIDAY, JANUARY 22, 2016, 2PM

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TABLE OF CONTENTS Page(s) No.

Project Title Page ........................................................................................................... 1 Table of Contents ........................................................................................................... 2 Introduction/Purpose ................................................................................................... 3-4 Calendar of Events ......................................................................................................... 5 Instructions for Proposers ........................................................................................... 6-9 Proposal Requirements ........................................................................................... 10-15 Required Proposal Forms ....................................................................................... 16-24 Evaluation Criteria ........................................................................................................ 25 Software Specifications (Attachments A to T, excluding I and O) ........................... 26-72

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INTRODUCTION/PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified companies with expertise in school financial management software systems. The system should be a comprehensive and integrated K-12 education financial and human resource (HR) management software system and should support the day-to-day business needs at the William S. Hart Union High School District (District). Approximately 22,000 students are enrolled in the District's six comprehensive high schools, a continuation school, a middle college high school, an independent study school, six junior high schools, an adult school, and a Career and College Ready/Regional Occupational Program. Additionally, the District operates from a number of administrative facilities, including a Maintenance Building, a Transportation Building, a Business Annex, a Warehouse, and a District Office Building. All District locations are within the Santa Clarita Valley, but not necessarily within the city limits. The District intends to secure a financial and HR system to interface with the Los Angeles County Office of Education’s PeopleSoft and HRS systems, which are the county-required business systems of record for the District. The District desires to implement an independent financial/HR management system to facilitate more efficient business operations, by providing a single, consistent, accurate interface to data and business logic for all departments and personnel, including real-time access to all information with little to no duplicate entry. CURRENT TECHNOLOGY ENVIRONMENT Deploying technology that promotes a positive learning and working environment for students, teachers, and staff is of vital importance to the District. New computers are added each year through various funding sources, and many District schools are recipients of technology grants. The District has over 17,000 endpoint devices, primarily including Windows-based desktops, Chrome books, iPads, and Netbooks. Devices are refreshed as needed, or typically between 4-6 years. Specifically, there are approximately 6,300 Windows desktop computers comprising of Dell workstations mostly running Windows 7 Professional, with some workstations running Windows 8.1 and Windows 10. The District also operates 9,200 Chrome books, 300 Android Tablets, 200 MacOS Devices, and 1,200 Apple iPads.

The District data network consists of 16 separate sites connected via leased fiber at 1 Gbps speeds. Each site consists of multiple buildings connected with multimode fiber and CAT5/5e/6 copper to the desktop. The District uses Novell Netware 6.5 for all file and print sharing. Authentication can be obtained via LDAP. In the Summer 2016, the District plans to move from Novell and LDAP to Microsoft and Active Directory for primary authentication to the network.

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At this time, there are Windows servers on the network, but no Active Directory structure for servers or users to use for authentication. The District’s Internet access is a single 5 Gbps connection and is filtered with a Palo Alto Networks Firewall. All staff and students are subject to the District’s filtering policies, as would any vendor using District’s Internet access. Remote access over the Internet to Company’s servers will be provided on request. CURRENT BUSINESS SOFTWARE ENVIRONMENT Below is a summary of the District’s current business software environment. The District’s intent is to replace these systems with a single integrated financial/HR software management system geared to or suited for K-12 education business needs. Software Version Developer # of

Users Department

1 PeopleTools 7.63.04 PeopleSoft 132 Business, Purchasing, Budget, Accounts Payable, Payroll, Food Service

2 HRS (IBM Personal Communicator)

5.9 GLINK for Windows, 1992, 1998 Gallagher & Robertson A/S

15 Human Resources, Payroll, Benefits

3 Digital Schools – 2X 2012.9 261 Business, Purchasing, Payroll, Food Services, Facilities, Human Resources, School Site Office Managers, Special Programs, Special Education, Student Services, Technology

4 Blue Bear 6.4 Active Network 20 School Site ASB, Technology

5 SAGE 100 Standard ERP 2013

5.00.1.0 Sage, Inc. 2 Fiscal Services

6 Bassets eDepreciation – Fixed Asset Software

2015-0708

Decision Support Tech, Inc.

2 Facilities, Warehouse, Fiscal

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CALENDAR OF EVENTS

School Financial Management Software System

Proposal Package No.: WSH15-12B CALENDAR OF EVENTS

December 23, 2015 RFP issued

January 11, 2015 Last day for questions/clarifications

January 17, 2016 Last addenda issued

January 22, 2016 Proposals due by 2PM

January 22 – February 5, 2016* District review and proposal screening, software demonstrations, and evaluation

January 25 – 29, 2016* Software demonstrations

February 1 – 5, 2016* Final evaluation & negotiations

February 17, 2016* Anticipated date for Board approval

March 1, 2016* Anticipated contract effective date

*The above Calendar of Events may be revised at District’s sole discretion. Any changes to the Calendar of Events prior to the Submittals Due Date shall be issued by Addendum to this RFP.

SUBMIT PROPOSALS IN A SEALED ENVELOPE TO: WILLIAM S. HART UNION HIGH SCHOOL DISTRICT Attn: Diane LeMasters, Contract Specialist 21380 Centre Pointe Parkway Santa Clarita, CA 91350

PROPOSALS MUST BE SUBMITTED NO LATER THAN: FRIDAY JANUARY 22, 2016 by 2PM

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INSTRUCTIONS FOR PROPOSERS

1 – PREPARATION AND PROPOSAL SUBMISSION

Proposals must address in detail all items in the proposal requirements section of the RFP, and include the required proposal forms as specified. All blanks in the required proposal forms must be appropriately filled in. Additional related information may be included in the proposal, however emphasis should be on conforming to the RFP instructions, responding to the RFP requirements, and providing a complete, clear description of the software and related services. Failure to submit a complete proposal may render the Company non-responsive. Proposals must include all proposed applicable terms and conditions, including but not limited to, written warranties, maintenance/services agreements, license agreements, purchase agreements, and the Company’s standard contract language. All proposals shall be submitted in sealed envelopes bearing on the outside the proposal label included in this RFP. It is the Company’s sole responsibility to verify that the proposal is received in proper time. Any proposal received after the scheduled submittal time will be returned to the Company unopened. Please note the District reserves the right to postpone the submittal deadline and the proposal opening at anytime before the date and time announced in the RFP or subsequent addenda. The Company shall submit one (1) original, and four (4) signed copies of the proposal, for a total of five (5) complete proposal packages, at any time before the submittal deadline of January 22, 2016 at 2PM address as follows:

WILLIAM S. HART UNION HIGH SCHOOL DISTRICT Attn: Diane LeMasters, Contract Specialist 21380 Centre Pointe Parkway Santa Clarita, CA 91350

All proposal preparation costs will be borne by the Company. This RFP does not constitute an offer of employment or a contract for services.

2 – ERASURES, INCONSISTENT OR ILLEGIBLE PROPOSALS

The proposal submitted must not contain any erasures, interlineations, or other corrections unless each correction is suitably authenticated by affixing in the margin immediately opposite the correction the surname or surnames of the persons signing the proposal. In the event of inconsistency between words and figures in the proposal price, words shall control figures. In the event that the District determines that any proposal is unintelligible, inconsistent, or ambiguous,

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the District may reject such proposal as not responsive to the RFP.

3 – MODIFICATIONS

Changes or additions to the proposal form, recapitulations of the work proposal upon, alternative proposals, or any other modification of the proposal form that is not specifically called for in the Proposal Documents may result in the District's rejection of the proposal as not being responsive to the invitation to proposal. No oral or telephonic modification of any proposal will be considered, and a telegraphic modification may be considered only if the postmark evidences that a confirmation of the telegram duly signed by the proposer was placed in the mail prior to the opening of proposals.

4 – EXAMINATION OF PROPOSAL DOCUMENTS

The Company shall thoroughly examine the RFP specifications. The failure or omission of the Company to receive or examine any contract document, form, instrument, addendum, or other record shall not relieve the Company from any obligation with respect to the proposal or to the contract. The submission of a proposal shall be taken as prima facie evidence of compliance with this section.

5 – CLARIFICATION/REQUEST FOR INFORMATION

All requests for information must be submitted in writing. Any oral response to such request or oral representation by any District employee or representative will not alter the RFP requirements or any subsequent contract entered into between the successful Company and the District. Contact by email is preferred. Please transmit any questions relating to this RFP to Leigh Hansen, Director of Purchasing and Warehouse, via email at [email protected] indicating the RFP name in the subject line. The last day to submit questions is January 11, 2016. Interested Companies shall not contact District staff or Governing Board members with questions or suggestions regarding this RFP without first contacting the Director of Purchasing and Warehouse. Any undue pressure or badgering of District personnel may result in the Company’s disqualification.

6 – ADDENDA TO THE DOCUMENTS

The District reserves the right to issue such addenda to the RFP, as needed and at any time within 72 hours of the time fixed for receiving proposals. Any addenda issued for this RFP will be published at www.hartdistrict.org/departments/purchasing. If the Company is unable to download either the RFP or addenda, please contact Leigh Hansen, Director of Purchasing and Warehouse, at 661-259-0033 x332. It is the responsibility of each Company to verify that all addenda have been received and incorporated

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into the Company’s proposal. The number and date of each addendum shall be listed on the company’s proposal in the space provided.

7 – AUTHORIZED SIGNATURES

The proposal must be signed by the person or persons legally authorized to bind the Company to a contract for the execution of the RFP outlined scope of work.

8 – APPLICABLE LAWS

All applicable laws and regulations of the State of California and resolutions, polices, and regulations of the District apply.

9 – DISTRICT’S RESERVATION OF RIGHTS/CONTRACT AWARD

In accordance with Public Contract Code Section 20118.2, the District has determined that a K-12 integrated financial software management system and related-services are not available in substantial quantities to the general public, and therefore, qualifies for procurement through competitive negotiations. The District reserves the right to accept any proposal which it deems most favorable to the interest of the District and to reject any or all proposals or any portions of any proposal submitted which, in its sole opinion, is not in the best interest of the District. All proposals will be subject to a standard review process developed by the District. The District will consider, in addition to price, factors such as vendor financing, performance reliability, standardization, life-cycle costs, delivery timetables, and support logistics, fitness of purchase, manufacturers’ warranties, and other similar factors in the award of the contract pursuant to Public Contract Code Section 20118.2. While price is of the utmost importance, the District is seeking the least costly outcome meeting the District’s needs. The District reserves the right to reject any or all proposals, or to waive any or all irregularities or informalities in any proposals or in the RFP. The contract award, if made by the District, will be made conditionally to one vendor, subject to the Governing Board’s final approval. Although the District’s intends to procure all of the software, services, equipment (if any), and features contained in this solicitation, the District reserves the right to modify the scope of work as necessary. Options selected will be at the District’s sole discretion. The term of the contract will be for five years (60 months), beginning with March 1, 2016, and will be renewed at the District’s discretion for another five-year period (60 months) prior to the end of the initial five-year term.

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The District reserves the right to cancel any contract resulting from the RFP at any time without need for cause upon providing ninety (90) days written notice (“Notice”) to the Company. Any notice required or permitted to be delivered per the contract shall be deemed delivered when mailed by registered or certified mail, return receipt requested, postage prepaid, and addressed to the address appearing on the RFP cover title page (or as subsequently revised or changed).

10 – CONTRACT NEGOTIATIONS/FORFEITURE FOR FAILURE TO EXECUTE The District reserves the right to enter into exclusive discussions with the Company whose proposal is deemed most advantageous for the purpose of negotiation. In the event an agreement is not reached, the District reserves the right to enter into negotiations with the next highest ranked Company without the need to repeat the RFP process. In the event the selected Company fails or refuses to execute the contract within seven (7) calendar days from the date of receiving notification that the Governing Board has awarded the contract to the Company, the District may procure the system(s) and related-services from the next highest ranked Company or request new proposals.

11 – SUBCONTRACTS

There shall be no subcontracting or joint venture of any services, marketing, or other activities by the Company unless specifically approved in advance in writing by the District’s authorized designee. The Company shall act as the single provider for all products and services in the contract resulting from this RFP. The Company shall designate a single point of contact.

12 – ANTI-DISCRIMINATION

It is the policy of the District that in connection with all work performed under this contract, there be no discrimination against any prospective or active employee engaged in the work because of race, color, ancestry, national origin, religious creed, sex, age, marital status, physical disability, mental disability, or medical condition. The Company agrees to comply with applicable Federal and California laws including, but not limited to, the California Fair Employment and Housing Act, beginning with Government Code Section 12900, and Labor Code Section 1735 and the American with Disabilities Act, 42 U.S.C. and 12101, et seq.

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PROPOSAL REQUIREMENTS

1 – GENERAL

Please provide a response for each section per the format listed below. Use additional sheets as necessary. Brochures, advertisement, and any additional literature submitted cannot replace or be used in lieu of direct responses to each section. Proposals must address all items, and incomplete proposals will be considered non-responsive.

2 – COMPANY PROFILE

Please provide a cover letter profiling the following information regarding the Company (a Company representative authorized to bind the firm by contract must sign the letter):

a. Business background, history, corporate address, telephone, fax, website, and branch offices. If multiple branches, please indicate which office would service the William S. Hart Union High School District.

b. Explanation of major Company changes planned during the next 12

months.

c. Description of Company’s ownership structure (provide an organization chart).

d. Number of years in business, and summary of experience developing K-

12 financial and human resource management systems, including a brief discussion of any previous experience interfacing with the Los Angeles County Office of Education PeopleSoft and HRS systems.

e. Names of principal owners, partners, and/or officers, and total number of

employees.

f. Name and title(s) of the primary account contact(s), including a brief description of qualifications and experience in handling software implementation in K-12 local education agencies.

g. Subcontract Information (if applicable).

h. List of school districts utilizing the Company’s software, and percentage of

clientele that are K-12 local education agencies.

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i. List any recent industry awards, certifications, and/or acknowledgments received.

j. Explanation of unique features that set proposed software product from

competitors.

k. Description of the Company’s approach to maintaining customer satisfaction, including philosophy on ongoing software development and client training.

3 – IMPLEMENTATION PLAN

The Company shall include in its proposal a detailed implementation plan,

addressing, at a minimum, the following areas (the plan should be as detailed as possible based on this RFP’s information and the Company’s past experiences with other school district clients):

Installation: The plan must provide a description of the system, its design, and

the data conversion and implementation timelines for each phase of implementation.

Integration: The plan must include how the vendor will assist the District with

integrating and phasing-in the proposed software solution with the District’s other software applications noted herein to be replaced with the proposed solution.

Data Conversion: The implementation plan must include how the Company will assist the District in converting the currently active and electronically archived data files of the current financial management software solution. Any costs for data conversion efforts must be included with the Company’s proposal and identified by module.

4 – TRAINING PLAN

The Company shall provide a recommended training plan addressing various levels of understanding and use (i.e. from low to high level), including hands-on training using live equipment. Training sessions shall be conducted in District-provided facilities. The District desires the Company’s training on each module; however the actual Company-provided amount will be determined by what is economically feasible for this project. Please describe in detail the Company’s recommended training approach, plan, and who (district staff) should be trained, including a recommended training schedule. The training may start as early as thirty (30) days prior to the system implementation date (just-in-time-training), and must be completed by the date

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the system is phased-in. In addition, training must be available after initial implementation to provide additional assistance as needed. Include a discussion on how the Company addresses training needs after implementation (e.g. annual conferences, training specific to the release of software revisions, development of District staff into “expert” or “super users” of the system or a specific module, etc.), and for the initial runs of major District functions (e.g. accounts payable check runs, month-end close, year-end close, budget revision, etc.) In the event the Company holds an annual conference for end-users, the Company shall provide for up to four (4) District staff to attend the Company’s annual conference at no charge, including travel, meals, hotel, and registration for full admittance for the contract’s duration.

5 – EQUIPMENT/HARDWARE

The Company shall provide the District with all compatible and recommended equipment (e.g. hardware, software, etc.) for the proposed software application, as well as a list of all recommended configuration options for running the software application, including all operating systems, networking systems, and database systems for use with the proposed software. The Company may present a price for the necessary equipment to run the proposed software, however, the RPF’s purpose is to acquire an integrated K-12 financial management software, rather than equipment; thereby the District reserves the right to acquire necessary equipment separately from another supplier.

6 – ONGOING SERVICE OPTIONS

The District requires the Company to promptly resolve system problems, as well as to respond promptly to service calls. The Company must include the options and costs for the following types of services: technical support, help-desk support, maintenance and/or software subscription services (upgrades to the application software, such as patches, new releases, etc.). In addition, the Company must make a recommendation complete with costs for the services to best meet the District’s needs. In addition to technical support that may be provided via the website and email, at a minimum, the District is looking for ongoing support options that are available from 6AM to 6PM (PST), Monday through Friday, from a center staffed by the Company’s personnel and a response time of no more than two hours.

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7 – CONTRACTOR PERSONNEL

The Company shall identify the name/title of each person assigned to the project, including the project manager, with a brief summary (resume) of each person’s qualifications. The Company’s designated project manager shall be the sole point of contract with the District, including coordinating the implementation plan with the District’s designated project manager (Director of Fiscal Services).

8 – ACCEPTANCE TESTING

Module Acceptance Testing: Each module shall be accepted when installed in complete conformance to the RFP requirements and specifications and operated without defect for 120 days following implementation.

System-wide Acceptance Testing: The system, in its entirety, shall be accepted when installed in complete conformance to RFP requirements and specifications and operated without defect for 120 days following when the last module has completed a successful acceptance test.

9 – SYSTEM DOCUMENTION

The Company shall include system documentation for the proposed software application(s). This documentation will be used to assist in determine the Company’s technical compliance with the RFP specifications, and may include system diagrams, feature information, brochures, or other-related documents.

10 – PIGGYBACK AGREEMENT (OPTIONAL)

Public Contract Code section 20118 allows cooperative purchasing between public agencies in the State of California. For the term of the Contract and any mutually agreed extension pursuant to this RFP, and at the option of the successful proposer, the District specifies that other public school districts, community college districts or other public agencies in the State of California may purchase, lease-purchase or rent the identical item(s) at the same or lower price and upon the same terms and conditions (hereinafter referred to as “Piggyback”) pursuant to Public Contract Code sections 20118. Unless incidental to the lease or purchase, labor for installation is specifically excluded from the Piggyback bid. The District waives its right to require such other public entities to draw their warrants in favor of the District and authorizes each district/ agency to make payment to the successful bidder. Each Proposer shall indicate on the Proposal form whether it will honor other public agency orders in accordance with the contract term and conditions. The District will not have any responsibility or liability for orders issued by other public agencies.

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11 – REFERENCES

The Company shall name a minimum of three (3) references from K-12 local education agencies that have used and implemented the Company’s software system and related-services during the last three (3) years. Please include contact name, title, telephone number, email address, contract amount, enrollment size, total operating budget, software system(s) and/or modules used, and how many years of service. References demonstrating current experience interfacing with the Los Angeles County Office of Education PeopleSoft and HRS systems are preferred. References are to be listed on the reference form included in the “Required Proposal Forms” section herein. The District may reasonably inquire from provided references the Company’s experience and responsiveness relating to these RFP requirements. The proposal’s submission constitutes the Company’s permission for the District to verify all submitted information. In the event the reference check reveals concerns about the Company’s past performance and ability to successfully perform the contract, the District may at its sole discretion select the next highest-ranked Company whose reference check validates the Company’s ability to successfully perform. In conducting the reference check, the District may include itself as a reference if the Company has performed work for the District (even if the Company did not identify the District as a reference).

12 – PRICING QUOTED

The Company shall use the pricing sheet forms included herein to show all costs associated with each module and the proposal as a whole for the five-year term. The District understands that technology is constantly changing and upgraded. For this RPF, the Company is to propose based on current available software. The Company warrants that its quoted pricing shall remain valid for a ninety (90) day period or until the proposal’s enacting contract is accepted by the District’s Governing Board. The quoted pricing should cover the full five-year (60 months) contract term, as well as the discretionary five-year (60 months) extension.

13 – SOFTWARE SPECIFICATIONS

Please submit the following exhibit questionnaires detailing information regarding the proposed software specification requirements. The Company’s responses to this section must be comprehensive and complete. Additional descriptions may be included where necessary and must be included on questions marked with an asterisk (*). All documentation supporting answers to questions must be cross-referenced to the question number. Please do not reference pre-printed documentation in the responses. Please provide an explanation if an answer is not available or is unknown. Some questions are open-ended, and others ask for a response as follows:

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(Y) = Yes

(QY) = Qualified Yes. A written explanation of all qualifications to the answer must be provided and cross-referenced to the question number.

(N) = No Please answer each question according to the Company’s current software version only. Do not include any software functions for future releases or beta test software. General System Administration / Functionality – Summary of Exhibits: A – General B – Technical C – Security D – Workflow E – Report Writer/Query F – Accounts Payable G – Accounts Receivable H – Budget/Position Control J – Chart of Accounts K – Bid/Quote/Contract Management L – Financial Reporting M – Fixed Assets N – General Ledger P – Grant Management Q – Warehouse/Inventory R – Purchase Order/Requisition S – Vendor T – Human Resource/Payroll

14 – FINANCIAL STATEMENT The Company shall provide independently audited financial statements for the

most recently completed fiscal year, as well as an organizational annual report for the last year. If audited financial statements are not available, please provide unaudited financial statements along with certification from the Company’s accountant that the information accurately reflects the Company’s current financial status.

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REQUIRED PROPOSAL FORMS

The following items must be completed and submitted with Company’s proposal in the following order or as instructed in the RFP: 1) Proposal Label 2) Company Profile Letter

3) Company Proposal Form 4) Company Proposal Details (including, but not limited to, implementation plan, training plan, and system documentation) 5) References List 6) Pricing Sheet(s) 7) System Specification Questionnaires (Exhibit A through Exhibit T – excluding Exhibit I & O) 8) Financial Statement 9) Any Addenda Confirmations

10) Non-Collusion Declaration

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COMPANY PROPOSAL FORM TO THE GOVERNING BOARD OF THE DATE ___________________ WILLIAM S. HART UNION HIGH SCHOOL DISTRICT The undersigned, having carefully examined the entire proposal documents and requirements, including but not limited to, the Instructions, Proposal Requirements, and all Forms and Exhibits. SCHOOL FINANCIAL MANAGEMENT SOFTWARE SYSTEM PROPOSAL PACKAGE NO. # WSH15-12B ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ (Name and Address of Proposer) Hereby proposes and agrees to furnish all item(s), equipment, apparatus, personnel, transportation, labor and materials, including all applicable taxes, permits and licenses necessary to complete the above named project in strict conformity with the Request for Proposal (RPF), including all work specified in addenda numbered and dated: For School Financial Management Software System and related Company-Managed Maintenance, Training, and Implementation Services, as specified in the RFP and addenda (if any). Total Year 1 Cost ($____________) Total Year 1-5 Cost ($____________) Public Contract Code Section 20118 Piggyback Agreement (circle one) Yes or No If yes, and if Proposer is successful in securing another Agency to utilize this contract, indicate the additional funds that will be made available to the District. ($____________) Company acknowledges the District may award the Contract to the highest rank proposer considering other noted factors in addition to price pursuant to Public Contract Code Section 20118.1. The Company understands the District reserves the right to reject the proposal, and that the proposal shall remain open and not withdrawn for the period specified in the RFP.

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The undersigned fully understands that the contract will be formed upon the acceptance the District’s acceptance of this proposal, and that the undersigned further agrees to promptly execute and deliver to the District a written memorial of the contract. IMPORTANT NOTICE If the proposer or other interested person is a corporation, please provide the legal corporation name. If the proposer or other interested person is an individual, state first and last names in full. This document must list names of person or persons authorized to bind the proposing Company. If the proposer is a corporation, the undersigned hereby represents and warrants that the corporation is duly incorporated and is in good standing in the State of California and that ________________________________, whose title is _______________________________, is authorized to act for and bind the corporation. Name of Proposer ________________________________________________________________ Type of Organization ________________________________________________________________ Signed by ________________________________________________________________ Title of Signer ________________________________________________________________ Address of Proposer ________________________________________________________________ Telephone Number ________________________________________________________________ If proposer is a corporation, affix corporation seal.

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PROPOSER REFERENCES AND RESPONSIBILITY INFORMATION The District expressly reserves the right to reject the proposal of any proposer who, upon investigation, has been determined to fail to complete similar contracts in a timely fashion or in a satisfactory manner. Such rejection would, if applicable, be based upon the principle that the proposer is "non-responsible" and poses a substantial risk of being unable to complete the work in a cost-effective, professional and timely manner. In performing the above-described responsibility determination, the District reserves the right to utilize, and proposer agrees to provide the District with, all possible sources of information in assisting the District to make its determination, including but not limited to: inquiries to regulatory state Boards and agencies; Dun and Bradstreet credit reports; proposer’s most recent financial statements (unaudited or audited, as requested by the District); inquiries to companies and public entities for which the Company has previously performed work; reference checks and examination of all public records. The proposer must also demonstrate ability to provide item(s) similar in nature and specifications to the needs the William S. Hart Union High School District. This ability shall be shown by furnishing the names, current phone numbers, address, points of contact, Contract amount, brands of equipment sold and maintained, Company will name a minimum of three (3) references with similar size and scope as the District, in the K-12 marketplace, with whom the company has sold and maintained equipment during the last 5 years. All three (3) references must encompass an interface with Los Angeles County Office of Education PeopleSoft and HRS systems and must be located in Southern California. FAILURE TO FURNISH THE REFERENCES AND OTHER INFORMATION AS REQUESTED (IN THE COMPLETE FORMAT REQUIRED) MAY CAUSE YOUR PROPOSAL TO BE REJECTED AS NON-RESPONSIVE.


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REFERENCES LIST FORM Reference #1

Agency Name: _________________________________________ Address: ______________________________________________ Name of Contact and Phone Number: _______________________ Contact E-Mail address: __________________________________ Contract $ Amount: ______________________________________ Is the Contract current? __________________________________ Enrollment Size/Total Operating Budget? _____________________ Software Modules/System Utilized? _________________________ Number of Years Used? __________________________________ Interfacing with LACOE Systems? __________________________

Reference #2


Reference #3



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NON-COLLUSION DECLARATION TO BE EXECUTED

BY PROPOSER AND SUBMITTED WITH PROPOSAL

I am the ________________________ of ___________________________________, (Title) (Name of Proposer)

the party making the foregoing Proposal.

The proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The proposal is genuine and not collusive or sham. The proposer has not directly or indirectly induced or solicited any other proposer to put in a sham proposal, or to refrain from submitting a proposal. The proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the bid price, or of that of any other proposer. All statements contained in the proposal are true. The proposer has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a proposer that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the proposer.

I declare under penalty of perjury under the laws of the State of California the foregoing is true and correct and that this declaration is executed on this _________ day of ____________________ 20___ at __________________.

(Signature)

(Typed Name) Seal of Notary _____________________________

Notary Public


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PROPOSAL LABEL FORM

WILLIAM S. HART UNION HIGH SCHOOL DISTRICT SCHOOL FINANCIAL MANAGEMENT SOFTWARE SYSTEMS Proposal Package Number: WSH15-12B Company: Telephone/ Contact: Contents Must Include: (Please Check Each Box)

Company Profile Letter

Company Proposal Form

Company Proposal Detail

Implementation Plan

Training Plan

System Documentation

Reference List

Pricing Sheet(s)

Specification Questionnaires (Exhibit A through T – Excluding I & O)

Financial Statement

Addenda, if applicable

Non-Collusion Declaration Proposals Due: Friday, January 22, 2016, no later than 2:00 p.m. Attention: Diane LeMasters, Contract Specialist William S. Hart Union High School District 21380 Centre Pointe Parkway Santa Clarita, CA 91350 Each Company must complete the information on this sheet and affix this sheet to the outside of the proposal envelope by gluing or taping.


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MODULE PRICING SHEET FORM The Company shall use this pricing sheet to show all costs associated with each module in the proposed software. In addition to cost information, please include any and all discounts on the pricing sheet. If there is no cost associated with a worksheet category, please indicate with the word “included” in the appropriate space provided. If additional lines are required, please insert as needed. Completed by:________________________________ Module: ___________________ Company Name: ________________________________________________________

Amount Year 1 Year 2 Year 3 Year 4 Year 5 Total

(Years 1-5)Hardware (if any) Software Software Customization Installation Services Integration Services Other Services Maintenance and Support: -Initial -Annual

Licensing Cost: -Initial -Annual

Software Subscription Costs: -Initial -Annual

Other (please list) Other (please list) Less: Educational Discount Less: Pre-Payment Discount Less: Other Discount (please list)

Total $ $ $ $ $ $


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PROPOSAL PRICING SHEET FORM The Company shall use this pricing sheet to show all costs associated with the proposal as a whole. This worksheet should be used to obtain a combined yearly total for each cost on the module pricing sheets. Completed by:_______________________________ Modules: All Modules Combined Company Name: ________________________________________________________

Amount Year 1 Year 2 Year 3 Year 4 Year 5 Total

(Years 1-5)Hardware (if any) Software Software Customization Installation Services Integration Services Other Services Maintenance and Support: -Initial -Annual

Licensing Cost: -Initial -Annual

Software Subscription Costs: -Initial -Annual

Other (please list) Other (please list) Less: Educational Discount Less: Pre-Payment Discount Less: Other Discount (please list)

Total $ $ $ $ $ $


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EVALUATION CRITERIA

Pursuant to Public Contract Code Section 20118.2, the District is not required to award a contract to the lowest Proposer but rather will consider proposals based on criteria established herein. Awards will be made to the responsive and responsible firm whose proposal is viewed by the District as most advantageous to its program, taking into account all pricing and other pertinent factors in accordance with the following evaluation criteria.

A selection committee shall rank the proposals and make recommendation to the Governing Board for the contract award, based on the following considerations:

1. Phase One: Initial Inspection – The committee will evaluate each offer received for responsiveness to the proposal specifications. Proposals that adhere to the format and are deemed as reasonably accepted, best meeting the software specifications requirements, will continue to Phase 2.

2. Phase Two: Software Demonstration – Offers meeting Phase 1 evaluation will be invited to demonstrate the proposed software product. The District will contact each Company to schedule an appointment (tentatively scheduled for January 25-29).

3. Phase Three: Proposal Evaluations – The selection committee will evaluate

each offer according to the following:

CRITERIA Possible Points Overall Product Quality 50 points

(System Specifications/Functionality, Ease of Use, Product Flexibility, Demonstration)

Company Capacity 25 points (Support and Maintenance, Training Capacity,References, Experience, Reputation, RFP Compliance, Implementation Plan)

Total District Five-Year Cost 15 points

Technical Environment Compatibility 10 points

Total Points 100

4. Phase Four: Proposal Negotiations – The District will invite up to two top scoring proposers for negotiations.

5. Phase Five: Software Selection – The contract award, if any, shall be made by the Governing Board to the Company whose proposal is determined by the selection committee to be in the District’s best interest, taking into consideration price and the evaluation factors set forth in the RFP.