ST. TAMMANY PARISH SCHOOL BOARD

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ST. TAMMANY PARISH SCHOOL BOARD COVINGTON, LOUISIANA REQUEST FOR PROPOSALS ON EARLY CHILDHOOD ENROLLMENT SOLUTION

1.

Written proposals will be received until 4:00 p.m. on Tuesday, April 28, 2015. All proposals shall be either hand delivered or sent by registered or certified mail with a return receipt requested to the St. Tammany Parish School Board Office, 321 N. Theard Street, Covington, Louisiana 70433, in a sealed envelope clearly marked on the outside "REQUEST FOR PROPOSALS ON EARLY CHILDHOOD ENROLLMENT SOLUTION -April 28, 2015". All proposals arriving after the above date and hour will be returned unopened to the proposers.

2.

Proposals may also be submitted electronically. Find proposal related materials and submit electronic responses at www.centralbidding.com.

3.

Proposals submitted will be evaluated by a committee consisting of at least three (3) members appointed by the St. Tammany Parish School Board Superintendent. During the evaluation process, the evaluators may, at their discretion, request any one or all firms/individuals to make oral presentations. Such presentations will provide firms with an opportunity to answer any questions the evaluators may have on a firm's proposal. Not all firms may be asked to make such oral presentations.

4.

An original and six (6) copies of the proposal shall be submitted. Proposal must be signed by a company official duly authorized to sign proposals or contracts. All costs associated with developing, preparing, copying, and participating in the proposal process are entirely the responsibility of the proposer. The St. Tammany Parish School Board will not in any way be responsible for any costs incurred by prospective proposers.

5.

The successful vendor shall furnish a Certificate of Insurance within fifteen (15) calendar days after award but prior to delivery/installation of merchandise. As a minimum the certificate should provide for: a.

General Liability insurance with a minimum of $300,000 combined single limit and $50,000 property damage.

b.

Comprehensive General Automobile Liability insurance with minimum limits of $100,000/$300,000 bodily injury and $50,000 property damage.

c.

Workmen's Compensation with $100,000 employers' liability coverage.

6.

In accordance with Revised Statute 38:2237 A(9), the School Board may reject all proposals when it is deemed that such action is in the best interest of the School Board.

7.

Questions pertaining to this Request of Proposals must be directed to Mr. Louis Boullion, Director of Information Technology, by facsimile to (985) 898-6412 by 4:00 PM on Tuesday, April 21, 2015. .

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St. Tammany Parish School Board Request for Proposal (RFP)

Early Childhood Enrollment Solution 2015

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OBJECTIVE The St. Tammany Parish School Board (STPSB) is inviting proposals from experienced firms to provide a single, simplified and unified online application solution for the St. Tammany Early Childhood Care and Education Community Network. FINANCING The vendor will provide a contract, which includes this Request for Proposal (RFP) and the vendor response, to STPSB. The contract will include complete pricing. If for any reason STPSB loses funding from any source, including approval of the funding budget by the St. Tammany Parish School Board, STPSB is only responsible for the work provided up until the funding loss. INSTRUCTIONS TO VENDORS It is requested that vendors keep their responses concise and to the point, while still providing a complete response to the request. The selection committee will review each response in relation to the evaluation criteria listed in this RFP. Questions concerning this RFP should be directed to Louis Boullion, Senior Supervisor of Information Technology by FAX at (985) 898-6412 before 4:00 PM on, Tuesday April 21, 2015 . St. Tammany Parish School Board must receive and stamp at the address below an original and six (6) copies of the response document by 4:00 PM on, Tuesday April 28, 2015. Please include a contact name, mailing address, email address and telephone number in your response. St. Tammany Parish School Board Early Childhood Enrollment Solution 2015 321 North Theard St. Covington, LA 70433

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PROPOSAL DETAILS Proposals must include the following: •

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Must provide email, phone number, physical address and any other necessary contact information and company overview, including years in business and experience designing Early Childhood Enrollment Solutions for K-12 school districts. Preliminary plan for developing an Early Childhood Enrollment Solution for STPSB, including training and support, implementation and continuing or ongoing maintenance. A complete cost for developing the solution, including overall cost of the project, licensing costs, costs of any products or equipment that may be incurred to develop, implement, and/or support the solution . Also include any recurring license costs, and costs for ongoing support and future development. A list of all hardware and software licenses required to implement and maintain the solution. A timeframe necessary to implement the solution. Details of the database structure and all associated security. Details of experience including length of time in business, number of completed projects, etc. At least three references from recent projects with similar size, scope and technology. STPSB must be able to contact these references.

GENERAL PROPOSAL OBJECTIVES STPSB would like to develop and implement a solution to provide online capabilities and streamline the early childhood enrollment process. The goals for the solution include the following : •

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The solution must work properly on all modern Internet browsers, specifically including but not limited to Chrome, Safari, Firefox, and Internet Explorer (including the last three versions of these browsers). Solution should provide the ability to determine eligibility for programs and schools based on applicant input. Solution should provide the ability to display to applicants available programs and schools along with the number of open enrollment slots at each school. Solution should provide the ability to allow applicants to choose programs and schools in order of preference. Solution should provide the ability to allow applicants to upload documentation. Solution should provide the ability to generate email and text notifications along with workflow alerts to allow communication between applicants and program administrators. Solution should provide the ability to generate reports based on various demographics and factors including, but not limited to applicant qualifications, program/school preferences, and availability. Solution should provide the ability for program administrators to view applications and documentation based on their assigned role . Solution should provide the ability to limit/configure security based on user's role and/or location . Solution should provide the ability to screen and score applicants based on applicant entered data. Solution should provide the ability to convert applicant to enrollee including transfer of data from application to student information system.

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Solution should provide the ability to generate notifications to program administrators and applicant when status changes are entered. The solution should provide the ability for administrators to manage schools, access levels, open slots, user, applicants, and reporting. The ability to expand enrollment capabilities beyond Early Childhood would be a plus. The Solution must employ the following security features: o SSL for secure communication from the client computer to the server o Hashed and/or encrypted storage of personally identifiable data. o Encrypted storage of uploaded photos. The Solution must comply with Louisiana Department of Education Early Childhood Act 3 common enrollment initiatives. The Solution must follow all student information privacy regulations put in place by STPSB, the State of Louisiana, the Federal Government, and all applicable laws.

GENERAL CONTRACT REQUIREMENTS All RFP, contracts and related documents submitted to STPSB by the vendor are governed under the laws of the State of Louisiana. 1. It is understood that the vendor and their representatives shall follow all applicable school district regulations. 2. The contractor should provide a minimum of 3 days of training for administration and general use of the solution. The contractor should provide ongoing support and additional training for any and all new services or features added to the solution in the future. 3. The contractor should provide information on the type of support available for the solution administrators such as a dedicated service phone or internet support and the hours such support is available. 4. Please provide any additional information not included in this request to make the solution complete or to provide additional functionality. 5. All work on St. Tammany School Board property must adhere to all applicable city, parish and state codes and St. Tammany Parish School Board policy including background checks. 6. STPSB reserves the right to terminate any existing contracts with the awarded vendor at any time if dissatisfied with the products or services.

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A committee appointed by the STPSB Superintendent in accordance with the following evaluation criteria table will evaluate all proposals received:

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Evaluation Criteria

30 10 15 35 10

Design and Support Ability Previous Experience Capability to Meet Project Requirements Cost Structure and Recurring Fees Vendor Information Including References Total

100