RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System
RACINE UNIFIED SCHOOL DISTRICT 3109 Mount Pleasant Street Racine, Wisconsin 53404-2519 (262) 631-7030
REQUEST FOR PROPOSAL Student Information System RFP #14-016 March 17th, 2014 The Racine Unified School District in Racine, Wisconsin (hereinafter also referred to as “DISTRICT” or “RUSD”) is seeking proposals from qualified individuals and/or organizations, herein after also referred to as RESPONDENT or VENDOR, to provide a Student Information System for the DISTRICT. In responding to this solicitation the RESPONDENT signifies to be fully informed as the extent and character of the equipment and services required and the terms and conditions specified herein. The RESPONDENT represents that the equipment and services can be provided satisfactorily and in complete compliance with the specifications. RESPONDENT agrees that their response to the solicitation and subsequent acceptance by the DISTRICT shall constitute a contract. Responses to this solicitation shall be submitted by mail or as otherwise specified in this RFP.
The
DISTRICT certifies that the responses will not be opened by anyone in the DISTRICT prior to the date and time indicated. Acknowledgement of the receipt of this Request for Proposal should be sent by email to Glenn Schueffner, Supervisor of Purchasing, at
[email protected] so you will be added to the email distribution list for updates, clarifications, and changes, if any.
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System The following attached form(s) MUST be completed and included with your RFP response: A.01 RESPONDENT INFORMATION & CERTIFICATION, A.02 References, B.01 Bid Worksheet (Bid Worksheet.XLSX) and B.02 Bid Form.
TABLE OF CONTENTS Table of Contents ............................................................................................................................................... 2 I.
District Overview ....................................................................................................................................... 3 Background – Racine Unified School District ....................................................................................................................... 3 Schools ................................................................................................................................................................................................. 4
II.
GENERAL INFORMATION ......................................................................................................................... 5 General RFP Information ............................................................................................................................................................... 5 Timeline ............................................................................................................................................................................................... 5 Submittal Requirements ............................................................................................................................................................... 5
III. Scope of Work ............................................................................................................................................ 6 PURPOSE/PROJECT OVERVIEW .................................................................................................................................................. 6 PROJECT SCOPE OF WORK .......................................................................................................................................................... 6 1. Expectations of Vendor Services ...................................................................................................................................... 7 2. Additional Post-implementation Services .................................................................................................................... 8 IV. Terms and Conditions ............................................................................................................................... 9 GENERAL CONDITIONS ................................................................................................................................................................. 9 Questions and Interpretations ................................................................................................................................................. 10 Quality Standards ......................................................................................................................................................................... 10 Safety Requirements.................................................................................................................................................................... 11 Anti-collusion Clause ................................................................................................................................................................... 11 Proprietary Information .............................................................................................................................................................. 11 Brand Names ....................................................................................................................................................................... 12 & 13 Piggyback Purchase Program .................................................................................................................................................. 14 A.01 RESPONDENT INFORMATION & CERTIFICATION ................................................................. Attached A.02 References .................................................................................................................................... Attached B.01 Bid Worksheet (Bid Worksheet.XLSX) ..................................................................................... Attached B.02 Bid Form ....................................................................................................................................... Attached
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System District Overview
Background – Racine Unified School District Racine Unified features rigorous academics, a success orientation for all students, and strong programming in the fine arts, foreign language, career-to-work, physical education, technology, and other electives. Our goal is to educate every student to succeed. Through the Quality District Model, we are working to improve student achievement for all students. With an emphasis on Mastery Learning, we are using a Continuous Progress model - placing students at their point of last success, and moving them forward. This allows for success at all levels and advancement ahead of grade level. We commit to continually improve the effectiveness of our processes, practices and programs in order to satisfy customer expectations and achieve our quality objectives as listed below: Student Achievement
Customer Satisfaction
To continually improve the processes through which students achieve academic success by concentrating on each student's progress toward proficiency in and mastery of defined academic skills.
To continually reduce customer complaints and reach or exceed customer satisfaction goals by achieving our instructional and engagement objectives and improving communication, ease of interaction, and respect for our customers.
Student Engagement
Effectiveness and Efficiency
To continually improve the teaching and learning environment to enhance the potential for academic achievement and to engage all learners in developing skills as communicators, collaborators, problem solvers, quality producers, and responsible citizens.
To continually improve operational effectiveness and efficiency in order to allocate maximum resources to instructional and customer services.
Racine is an urban community located on the beautiful shores of Lake Michigan in southeastern Wisconsin. The community has a strong arts population and supports museums, the Racine Symphony, the Racine Theatre Guild, and numerous arts and cultural events. The lakefront, the marina, and the downtown have become a hub of shops, dining and cultural events and are alive with renewal. With approximately 21,000 students, we are the fourth largest school district in the state of Wisconsin.
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System
Schools 20 elementary schools including 3 magnet elementary schools Bull Fine Arts, Dr. Jones, Fratt, Giese, Gifford, Goodland, Janes, Jefferson Lighthouse, Jerstad-Agerholm, Julian Thomas, Knapp, Mitchell, North Park, Olympia Brown, Racine Early Education Center, Red Apple, Roosevelt, Schulte, SC Johnson, Wadewitz, and West Ridge Elementary Schools 7 middle schools including 2 magnet middle schools and 1 charter middle school Gilmore, Jerstad-Agerholm, McKinley, Mitchell Magnet, Starbuck, Walden III Magnet, REAL Charter School and Keith R. Mack Alternative Program at Winslow 6 high schools including 1 magnet high school, and 1 charter high school Case, Horlick, Park, Walden, REAL Charter School and Keith R. Mack Alternative Program at Winslow Racine Unified features rigorous academics, a successful orientation program for all students, and strong programming in the fine arts, foreign language, career-to-work, physical education, technology and other electives. As a district, we are proud of our diversity and the success that we create for all of the students we serve and proud of our mission to... "Educate Every Student to Succeed."
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System
GENERAL INFORMATION General RFP Information 1.
DISTRICT invites any qualified individual or organization to respond to this solicitation. RESPONDENT must be responsible, regularly and practically engaged in providing the goods or services requested, and possess ample resources for providing the supplies, materials, equipment and/or services identified.
2.
A distribution list for this solicitation will be created and maintained by the DISTRICT. Qualified individuals or organizations may request to be added to the list. DISTRICT reserves the right to prequalify individuals or organizations and to limit the number that may be invited to respond to this solicitation. If the DISTRICT limits the number of individuals or organizations it will be done on a "first come" basis from among those deemed to be qualified.
3.
If you received a copy of the solicitation from a source other than by direct and intentional delivery from DISTRICT, contact the Contact Person identified in Submittal Requirements to be added to the distribution list. Supplements and other communications that may be significant in the response and selection process will only be sent to individuals and/or organizations on the distribution list.
4.
All official communications in regard to this solicitation will be conducted by e-mail. The DISTRICT does not assume any responsibility for integrity or operability of the RESPONDENT’s e-mail system.
Timeline Date March 17rd, 2014 April 7th, 2014 5:00 p.m. CST April 11th, 2014 5:00 p.m. CST April 16th, 2014 4:30 p.m. CST April 17th, 2014 8:00 a.m. CST
TIMELINE FOR RFP Activity Posting of Solicitation Deadline for Questions Delivery of Answers to Questions Bid Deadline Bid Opening
Responsible RUSD Supplier RUSD Supplier RUSD
Submittal Requirements Respondents to this RFP are to submit their Sealed Bid Responses in their entirety by U.S. Mail, courier (UPS, Fedex, etc.), or in person to: Racine Unified School District Attn: Glenn Schueffner 3109 Mount Pleasant Street Racine, WI 53404
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System Responding bidders must provide two (2) hard copies and one (1) electronic copy (CD or Flash Drive only) of their response to the address and individual listed above. Envelopes/packages should include the wording “Sealed Bid – RFP 14-016” on the outside.
I.
SCOPE OF WORK
PURPOSE/PROJECT OVERVIEW RUSD is seeking proposals from experienced, highly qualified, and capable Student Information System vendors to provide a scalable, web-based, integrated application. RUSD is pursuing an application that evolves as technology changes and the functionality of the core components are continuously improving. Vendors responding to this RFP are encouraged to be very specific and detailed in their responses to the defined Scope of Work. In addition to the software application, the awarded vendor will provide an onsite project team to include a project manager, an application specialist that understands both the front-end and back-end of the application, as well as a database resource for complete implementation including ALL configuration and conversion services. RUSD will provide subject matter experts that can define the current business rules during the pre-bid meeting. Awarded vendor shall provide services in accordance with the specifications, requirements and terms and conditions stated herein. Services shall include all labor, materials, tools, specialized equipment, supplies, trained personnel, any necessary insurance, travel and per diem, direct and indirect administrative costs, overhead, any other charges, and all things and services necessary to provide the Student Information System, in accordance with the requirements of this RFP.
PROJECT SCOPE OF WORK The proposed product will provide RUSD stakeholders with the necessary tools required for efficient and comprehensive data collection, data reporting, system management and real-time student information that enables informed decisions. Vendors must include a proposed implementation plan based on performing all data conversions from the current SIS application, training and assisting with the configuration of the software and hardware, mentoring the RUSD development team during the rewrite of all major 3rd party interfaces, training a small core group on the functionality of the core modules within the system and developing a training plan for the project. Vendors must complete the implementation, conversion, training, and turn over the system for production to RUSD by July 1, 2015.
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System
1. Expectations of Vendor Services Onsite Implementation Lead Deliverable: Complete GAP Analysis documentation regarding District requirements and application functionality. Onsite Project Manager for the duration of the project Deliverable: Detailed Project Plan utilizing Systems Development Life Cycle (SDLC) capturing all internal and external tasks; weekly status reporting. Onsite application specialist for the duration of the project Deliverable: Assist with the design/build of system tables and configurable elements within the application. Provide the RUSD team with a thorough understanding of each configurable element and how it correlates with the functionality of the module and the business rules that support each function. Work with the RUSD team to understand the functionality of each module and share best practices for training and supporting. Onsite Technical Database resource during the Planning & Design phase Deliverable: Data Dictionary/ Relational Data Base structure. Assist RUSD application development team with the definition of all data elements and support for database questions that arise during the major 3rd party interface rewrites. Onsite Hardware/Software Technical resources during implementation and post implementation support. Assist RUSD System Engineers with the configuration of hardware. Experienced conversion resources necessary to write/execute a complete conversion of all current and historical data for both current and withdrawn students. Quality assurance plan indicating check points in order to validate data conversion. Multiple “Sandbox” environments for testing and training. These “Sandbox” environments will be permanent environments for RUSD to utilize as we deem necessary with the ability to refresh the “Sandbox” data on demand. Core Group Training (i.e. SIS Support, State Reporting Dept., SIS Development, Instructional Technology Specialists)
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System Train the Trainer” models with access to all user documentation. Training for Core Group on the maintenance capabilities for customization of existing training tools and materials. Full access to any User Group Conferences, On-line User Sharing Portals, etc.
2. Additional Post-implementation Services Provide timely, up-to-date, State of Wisconsin Data Collection changes with documentation on how changes affect existing functionality. 2nd level Telephone Help Desk Support available 7 am - 7 pm CST, 5 days per week to respond within 4 hours with a resolution within 24 hours. After hours and/or weekend support during scheduled release upgrades. Release notes and database change documentation. If release upgrade scheduled by vendor, release notes and database change documentation provided no less than 10 business days in advance of upgrade. If release upgrade scheduled by vendor, vendor shall agree to schedule all upgrades with consideration of RUSD’s assessment and operational calendar.
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System
II.
TERMS AND CONDITIONS
GENERAL CONDITIONS DISTRICT does not discriminate on the basis of religion, sex, race, national origin, age, color, political affiliation, membership in the National Guard, state defense force component of the United States military or state military forces, pregnancy, marital or sexual orientation, or physical, mental, emotional, or learning disability or handicap prohibited under state or federal law.
ancestry, creed, or any reserve parental status, or other bases
1.
This solicitation is to assist DISTRICT in the selection of a qualified individual or organization (RESPONDENT) to provide products and/or services as described herein.
2.
DISTRICT reserves the right to reject any or all responses or portions thereof and to accept any responses or portions thereof that may be the most advantageous. Further, the DISTRICT reserves the right to waive technicalities.
3.
RESPONDENT may include additional information and data that is believed to be helpful to DISTRICT in the evaluation of the product or services identified herein.
4.
Responses should be prepared simply and economically, providing a straightforward and concise explanation of RESPONDENT’s {or product’s} capabilities that will satisfy the identified requirements. Fancy bindings, colored displays, and promotional material are neither necessary nor desired; however, literature describing the RESPONDENT’s background and experience and/or the characteristics and features of product or services, may be included.
5.
RESPONDENT shall submit responses on the forms and in the manner specified and shall respond to each specification.
6.
All costs for preparing and submitting responses are entirely the responsibility of the RESPONDENT and will not be chargeable in any manner to the DISTRICT.
7.
The DISTRICT reserves the right to amend the contents of this solicitation. The intent of such amendments is directed toward finding the best solution available at the associated cost. If it becomes necessary to amend any part of this specification an addendum will be provided to all RESPONDENTS on the distribution list. Each addendum will be numbered (i.e. Addendum #).
8.
If additional data is necessary to provide clarification of provisions in this solicitation, a supplement will be provided to all RESPONDENTS on the distribution list. Each supplement will be numbered (i.e. Supplement #).
9.
Any RESPONDENT that contacts any School Board member, any member of DISTRICT staff, or any member of the selection team, with the intent to influence selection decisions, will be disqualified from further consideration.
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System
Questions and Interpretations All questions must be sent electronically to Glenn Schueffner (
[email protected]) by the date indicated in the time table. The subject of the email should clearly state “Question Re: RFP #14-016.” Answers will be returned electronically to all participants on the distribution list. To be included in any supplement(s) to address questions submitted, each question must follow the sequence of the RFP document and reference the number/section of the document. 1.
Responses to the questions may result in a supplement or addenda. Supplements and/or addenda will be sent to all RESPONDENTS on the distribution list. All supplements and addenda so issued shall become part of the specifications. RESPONDENT’s shall acknowledge receipt of said supplements and / or addenda.
2.
RESPONDENT shall carefully examine the contents of this solicitation and any subsequent addenda or supplements. Failure to do so shall not relieve RESPONDENT of the obligation to fulfill the terms of the project herein identified.
3.
DISTRICT shall be not be responsible for oral interpretations given by a DISTRICT employee, representative or other individual. The issuance of a written addendum or supplement is the only official method where interpretations, clarifications or additional information can be given that would change the terms and conditions of this solicitation.
Quality Standards 1.
RESPONDENT shall note any deviation or exceptions from the specifications on the submitted response. If proposing an item other than specified, include the trade name, identification or model number and appropriate brochures.}
2.
RESPONDENT shall notify DISTRICT of any omission, contradictions or conflicts in the specifications prior to the Due Date. If the RESPONDENT does not notify the DISTRICT of any such conditions, it will be assumed that the RESPONDENT has included all necessary items to fulfill the purpose of the solicitation.
3.
The successful RESPONDENT shall assume full responsibility for the protection and safekeeping of project materials stored on premises, if any.
4.
DISTRICT adheres to ISO 9001:2000 standards. As such, RESPONDENTS are required to:
provide timely responses and effective corrective action on identified non-conformance and customer complaints.
provide the specified services / products to a specific minimum level.
provide evidence of preventive action to continually improve the level of service.
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Safety Requirements 1.
Where applicable, the successful RESPONDENT shall provide Material Safety Data Sheets.
2.
RESPONDENT shall comply with federal, state, and local fire and safety codes and requirements that are applicable to the project.
Anti-collusion Clause 1.
During the preparation and submission to this solicitation, RESPONDENT is prohibited from directly or indirectly entering into any combination or arrangement with any person, firm or corporation, or entering into any agreement, or participate in any collusion, or otherwise take any action in the restraint of free competitive bidding in violation of the SHERMAN ACT (15 U.S.C. Section 1).
2.
In responding to the solicitation, RESPONDENT certifies that this submittal is not the result of, or affected by, any act of collusion with, or any act of, another person or persons, firm or corporation engaged in the same line of business or commerce.
3.
In responding to the solicitation, RESPONDENT certifies that no person acting for, or employed by, DISTRICT has an interest in, or is concerned with, this submittal and that no person or persons, firm or corporation other than the RESPONDENT, have an interest in this proposal.
Proprietary Information 1.
RESPONDENT is advised that most records and documents in the possession of the school DISTRICT are subject to the state’s Open Records law. Trade secrets or proprietary information submitted in response to this solicitation will be protected by the DISTRICT to the extent permitted by law.
2.
RESPONDENT must provide a statement that identifies the data or other material to be protected and the reasons why protection is necessary. Such trade secrets or proprietary information should be submitted in a separate, sealed, envelope clearly marked PROPRIETARY. If such a submittal is being made, RESPONDENT must so indicate on the official submittal sent to DISTRICT.
3.
DISTRICT reserves the right to submit such information to its legal counsel for determination of the DISTRICT’s right to deny an Open Record’s request. The determination of DISTRICT’s legal counsel shall be final and binding on RESPONDENT.
4.
A statement by RESPONDENT that the entire submittal is proprietary and/or a statement that pricing/costs are to be protected cannot be honored. RESPONDENT will be requested to remove any such statement(s) in order to be eligible for further consideration. References may be made within the body of the submittal to proprietary information; however all information contained within the body of the submittal, not under separate cover and labeled proprietary, shall be deemed a public record.
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System
Brand Names 1.
Unless otherwise provided, the name of a certain brand, make, manufacturer, or definite specification is to denote the quality standard of the article desired. The RESPONDENT is not restricted to the specific brand, make, manufacturer, or specification named but it is to set forth and convey the general style, type, character, and quality of article desired. The decision of DISTRICT shall be final as to whether an item other than specified is in fact "equal."
2.
If an item other than the specified brand is proposed, the RESPONDENT must give the trade name of the article, manufacturer's name, and detailed specification of item offered. Otherwise, it is assumed RESPONDENT is proposing the identical item as specified. The burden of proof as to whether an item is “equal” is the responsibility of the RESPONDENT.
3.
Bids on equipment must be standard new equipment, of latest model, and in current production, unless otherwise specified.
4.
DISTRICT is a smoke free environment. RESPONDENT shall assure that their representatives will refrain from smoking while on school grounds.
5.
DISTRICT is a drug free environment. RESPONDENT shall assure that their representatives will refrain from the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance while on school grounds.
6.
DISTRICT is exempt from federal and state excise and sales taxes. All prices quoted shall reflect the tax-exempt status. Tax exemption certificates, if required, will be provided upon request.
7.
It is expressly understood that performance of this solicitation by DISTRICT shall be contingent upon the availability of funding. Such funds are appropriated by DISTRICT on an annual basis. In the event funding is not adequate, the continuation of the project will be dependent on the parties reaching mutual agreement as to adjustments in the goods and/or service to be provided and the associated costs.
8.
RESPONDENT shall pass to DISTRICT clear and unrestricted title to all equipment purchased for this project upon payment of the purchase price.
9.
All equipment must be approved by Underwriters Laboratories or a recognized equivalent certification agency. Equipment for trade-in shall be dismantled by the successful RESPONDENT and removed at RESPONDENT expense.
10. All regularly manufactured stock electrical items must meet the following minimum requirements:
National Electrical Code
Standard Rules of the American Institute of Electrical Engineering
National Electrical Management Association
O. S. H. A.
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11. The successful RESPONDENT shall submit to DISTRICT all invoices promptly upon completion of the requirements for installation, delivery, and acceptance of the goods and services required under this project. Invoices shall not include any costs other than those identified in the executed purchase order issued upon award of this project or any subsequent changes made in writing by the DISTRICT. All shipping costs are the RESPONDENT’s responsibility, except to the extent such charges are identified in the executed purchase order or change orders. Contractor's invoices shall include the purchase order number. 12. Payment terms shall be net 60 days. Payment of invoices will be processed promptly by DISTRICT for items received in accordance with the specifications. Payment shall not preclude the DISTRICT from making a claim for adjustment on any item later found not to have been in accordance with the conditions of this solicitation. Payment will be made on an adjusted price basis for any items used or accepted from a delivery later found to be inferior. Partial payments on a total order will be made only by a special arrangement with DISTRICT. 13. Acceptance of a preferred proposal does not constitute an order. Orders shall only be made following issuance of a purchaser order. Shipments shall be made as specified on the purchase order, conforming to this solicitation, specification and the general conditions. 14. It is the practice of school DISTRICT to notify only the RESPONDENT that is selected to provide the supplies, materials, equipment or services identified herein. The DISTRICT may, at its option, post results. 15. All prices specified in response to this solicitation shall remain effective for a period of not less than 45 days following the Due Date. 16. Selection recommendations and final selection will be made in accordance with the procedures and criteria identified in the specifications. 17. A contract for services will be negotiated with the RESPONDENT who submits the preferred proposal, following evaluation of all responses. In no way does the submission of a completed RFP by a respondent bind the Racine Unified School District to enter into any form of agreement. Business will only be awarded if and when the District and a respondent agree on all final terms and conditions and execute a legally binding contract.
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RACINE UNIFIED SCHOOL DISTRICT RFP #14-016 Student Information System
Piggyback Purchase Program 1.
This commodity has been selected to potentially be made available for use by other units of local government in Wisconsin. These subdivisions include cities, towns, villages, school and special districts who are members of V.A.L.U.E. in Local Government. A current list of members is available at www.value4gov.org (select FAQ).
2.
The use of this contract, by the above units of government, will be optional.
3.
Sales to the above units of government, by the contractor, shall be optional.
4.
Any resulting contract is solely between supplier and third party unit of government. Billings for items purchased under this agreement shall be directed to the governmental agency purchasing these items or services.
5.
This agency shall not be responsible for any problems, which may arise between other units of government and the contractor as a result of any sales and/or purchases made.
6.
Participation will not be considered in making of awards under this inquiry.
After reviewing the RFP responses and conducting any initial meetings deemed necessary, the District will determine whether or not it is in the best interest of the organization to continue discussions with one or more vendors. If it is determined that RUSD will continue discussions with specific vendors, the process to be followed during the final phases of the vendor selection process will be clearly communicated.
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