Preparation of Request for Proposal
for Educational Institutions
Jerry Jackson
Technology Project Manager
Parkway School District
Preparation of Request for Proposal
for Educational Institutions
A Request for Proposal (RFP) is used for complex
requirements that preclude the use of specific
specifications or requirements. It will contain
functional specifications for which the offeror
must respond with a sealed bid. The objective of
the RFP is to obtain evaluation information to
determine the vendor that can best meet the
requirements for a new or updated application.
Preparation of Request for Proposal
for Educational Institutions
Financial Considerations:
• Cost Benefit Analysis
• Source of Funding
• Financial Tracking
Preparation of Request for Proposal
for Educational Institutions
Cost Benefit Analysis
Comparison of cost to estimated benefit to
determine feasibility of process
Standard accounting process
• Determine cost –
– Cost of product
– Labor and expenses for implementation
– Labor and expenses for post implementation
• Determine Benefit
– Identify all savings or generated revenue
Preparation of Request for Proposal
for Educational Institutions
• Determine total cost or savings for
implementation and ongoing use
• Determine break even point
• Present analysis and obtain approval to
continue process
Preparation of Request for Proposal
for Educational Institutions
Determine potential vendors
• References from other districts
• Internet investigation of possible vendors
• Trade magazines and journals
Preparation of Request for Proposal
for Educational Institutions
Pre-bid Contact
Electronic or telephone contact
• E-mail or call vendors
• Vendor presents general overview of product
Pre-bid conference
• Tele-conference
• Live presentation
Vendors may be given the opportunity to present
overviews of their products or pre-bid demonstrations.
Equity should be provided to all vendors.
Preparation of Request for Proposal
for Educational Institutions
Prepare RFP
• Preparation of formal document
• Receipt of bids
• Scoring
• Awarding the contract
Preparation of Request for Proposal
for Educational Institutions
Preparing the RFP.
In the RFP you should both provide information
and ask for responses.
The information provided should include:
• Proposal dates
• Requirements
• Implementation time frames
• Implementation constraints
Preparation of Request for Proposal
for Educational Institutions
Preparing the RFP(continued)
The information requested should include:
• Capability of meeting requirements
• References
• Implementation plans including implementation
support
• Personnel provided and required
• Live support structure
• Bid
Preparation of Request for Proposal
for Educational Institutions
Establishing time frames
• Issue Date
• Presentation Date
• Due Date
• Open Date
• Decision Date
• Award of Contract
Preparation of Request for Proposal
for Educational Institutions
Issue Date
This is the date the RFP will be sent to the
selected vendors. All requirements must be
complete. All following dates will depend upon
the issue date.
Preparation of Request for Proposal
for Educational Institutions
Presentation Date(s)
Selected vendors should be given the
opportunity to demonstrate their products.
There must be equity among the vendors. Any
opportunity provided to one vendor should be
provided to all vendors.
Preparation of Request for Proposal
for Educational Institutions
Due Date for receipt of RFP
The date and time for receipt must be specified
and strictly adhered to. The method of response
must be identified (electronic, printed, mailed,
hand delivered). Specify whether the bid (dollar
amount) should be sent in a separate envelope
than the proposal. If so, specify the receipt date
for each.
Preparation of Request for Proposal
for Educational Institutions
Open Date.
Specify the date, time and location the RFP will
be opened. If vendors attend the opening, the
only information that should be provided to
them is the name of the vendors that responded
and the names of the vendors that did not
respond. If the Bid and the Proposal are
provided separately, specify the date, time and
location for the opening of each envelope.
Preparation of Request for Proposal
for Educational Institutions
Evaluation and Scoring
• Requirements
• References
• Demonstration
• Other
Preparation of Request for Proposal
for Educational Institutions
Requirements
• Define what the application or process will do
• Formatted as statements such as:
– Application will …..
• Used to allow scoring of applications
• Categorize requirement as:
– Required to do the job (+3)
– If not present, job can continue with work around (+2)
– Not necessary (1)
Preparation of Request for Proposal
for Educational Institutions
Requirements(continued)
Vendor responses can be:
• Meets requirement
• In Beta testing
• In Planning
• Does not meet requirement
• Add on Feature
Preparation of Request for Proposal
for Educational Institutions
Requirements(continued)
Numeric values assigned to each response
Meets Requirement – (+3)
In Beta Testing – (+2)
In Planning – (+1)
Does not Meet Requirement – (0)
Add on Feature – (-1)
Preparation of Request for Proposal
for Educational Institutions
Requirements(continued)
• Total all responses for requirements
• Compare totals
• Rank vendors
• Determine if any vendors are below the
minimum requirement total
• Eliminate vendors as required
Preparation of Request for Proposal
for Educational Institutions
Finance Requirements
Weighting:
3 = Required to do job
2 = If not present, job can
continue with work around
1 = Not necessary
Score:
3 = Requirement Met
2 = Can be implemented
with little effort
1 = Requirement not met
-1 = Add on Feature
Points
General
The ability to view the activity of an account at the same time someone in the building is viewing it.
System conforms to GAAP and is GASB compliant, OPEB Compliant
Real-time integration exists among all modules with a drill-down capability available in all applications that can be
performed outside of a pre-defined path
Users of the drill-down capability can drill from one application into another
Drill down capability is available within electronic reports and the reporting tool is available to report on information
from all applications
Drill-down is available from a browser interface, from within other industry standards such as Microsoft Excel and
Crystal Reports
Field and form help available
Provide the ability to define "short cut" data entry keys with predefined account distributions
Ability to define workflow capabilities
Application workflow capabilities provide event monitoring, allowing for the electronic notification of the occurrence
of certain processing or data values
System enforces data logic so transactions occur in the correct order
Ability to move while within one screen to a related screen and return, without losing data input on the first screen
Ability to maintain security restrictions at the fund level, at any level of the account string
System supports validation and authentication devices (i.e., biometrics, tokens, and certificates).
Allows user to attach notes or memos to transactions
System maintains audit trail of changes made
Provides modifiable K12 specific portals/dashboards out of the box
Provides modifiable K12 automated work/process flows out of the box
Provide integrated reporting suite for ad-hoc reporting
Provide for the modification of presentation layer screens without the customization of source code
Provide system tools for integrating the financial system with other third party systems sub as sub finders and time
entry programs
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Preparation of Request for Proposal
for Educational Institutions
References
Vendors will provide references in the RFP. You
should determine which of the references you
will contact. You should also use the internet to
determine districts not on the vendor list that
use the product. Contact both groups and use a
pre-established form to document responses.
Preparation of Request for Proposal
for Educational Institutions
General
How long has the vendor been in business?
3 = > 10
2 = 5 - 10
1= < 5
3
Is the vendor a second party reseller?
3=N
2=Y
What is the size of the vendor company?
3 = > 50
2 = 10 - 50
1 = < 10
3
Was the product the vendor is representing developed for
education uses
3=Y
1=N
3
References ( 3 = Good, 2 = Average, 1 = Poor)
Reference 1 - Springfield
How would you rate the vendor on knowledge of product
How would you rate the vendor on implementation support
Did the vendor return calls/email promptly
Was the vendor available during off hours if needed
How would you rate the vendor on live support
What is your overall rating for the vendor
Reference 2
How would you rate the vendor on knowledge of product
How would you rate the vendor on implementation support
Did the vendor return calls/email promptly
Was the vendor available during off hours if needed
How would you rate the vendor on live support
What is your overall rating for the vendor
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Preparation of Request for Proposal
for Educational Institutions
Miscellaneous Forms
Preparation of Request for Proposal
for Educational Institutions
PROPOSAL NUMBER:
DATE E-MAILED TO
VENDOR:
09-123
APRIL 16, 2009
RFP OPENING DATE:
Date:
Time:
May 4, 2009
11:00 a.m. Prevailing Central Time
GOODS / SERVICE AREA:
INTEGRATED FINANCIAL / HUMAN RESOURCE
MANAGEMENT SYSTEM
CONTRACT PERIOD:
Unspecified
Location: Parkway School District
Purchasing Department
363 North Woods Mill Road
Chesterfield, Missouri 63017
DIRECT INQUIRIES TO:
Jerry Jackson
Technology Project Manager
e-mail: jjackson2@pkwy.k12.mo.us
Parkway School District
455 North Woods Mill Road
Chesterfield, MO 63017
RETURN BID TO:
David Torrance
Purchasing Manager
Parkway School District
Purchasing Department
363 North Woods Mill Road
Chesterfield, Missouri 63017
PH: 314-415-8258 FAX: 314-415-8252
Preparation of Request for Proposal
for Educational Institutions
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This REQUEST FOR PROPOSAL contains the following:
1.
INFORMATION FOR VENDORS -- The section referred to as "Information for
Vendors" contains general information about the District's business procedures.
2.
SPECIFICATIONS -- The section referred to as "Specifications and Proposal
Form" contains specific information for the vendor regarding subject services to be
procured. Please complete and sign this section and mail or hand deliver in a
sealed envelope to the Parkway School District Purchasing Department only (no
other location permitted), 363 North Woods Mill Road, Chesterfield, Missouri
63017 no later than the date and time of the RFP opening. NO EXCEPTIONS.
Please return original and two (2) copies of all pages. Late RFPs will be returned
unopened to the vendor.
3.
"NO-PROPOSAL" RESPONSE FORM -- Should your company decline to
propose, please fill out and return this form. Failure to respond may result in
removal of your firm's name from the vendor list for future proposals.
Preparation of Request for Proposal
for Educational Institutions
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PARKWAY SCHOOL DISTRICT
INFORMATION FOR VENDORS
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PROCEDURE - GENERAL INFORMATION:
Parkway School District is seeking proposals as indicated on cover page. Proposals will be received at the Parkway School District Purchasing
Department, 363 North Woods Mill Road, Chesterfield, Missouri 63017, until 11:00 a.m. Prevailing Central Time on the date stated on the cover page
at which time all proposals will be publicly opened.
When submitting the proposal, the vendor must:
Sign the proposal. By signing, the vendor indicates full knowledge and acceptance of the GENERAL SPECIFICATIONS, the PROPOSAL, and DISTRICT
REQUIREMENTS. The proposal must be completed in the name of the vendor, corporate or other, and must be fully and duly executed by an
authorized person. (See the "Vendor Signature Section" of the SPECIFICATIONS AND PROPOSAL FORM.)
If the District is unexpectedly closed on the scheduled bid opening date due to weather or other unforeseen problems, the bid opening will
automatically occur on the next regular working day at 11:00 a.m. prevailing central time.
Proposals may not be withdrawn after scheduled time for the receipt of proposals. Errors or omissions can be corrected by a telephone call with a
follow-up in writing until 11:00 a.m. PCT (Prevailing Central Time), May 4, 2009 and shall then be deemed final, conclusive and irrevocable, and shall
not be subject to correction or amendment.
Mail or hand carry sealed proposal to David Torrance, Purchasing Manager, Parkway School District, 363 North Woods Mill Road, Chesterfield,
Missouri 63017.
Preparation of Request for Proposal
for Educational Institutions
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LENGTH OF AGREEMENT:
AGREEMENT MODIFICATION:
COMPANY REFERENCES, SUBCONTRACTING AND WARRANTIES:
EVALUATION:
BASIS OF AWARD:
The District's policy is to award a bid based upon the "lowest and best" bid/proposal. However, the District will also strive to select proposals which
best fulfill the District's overall needs. In making the award, the District will take the following factors into consideration:
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the extent to which the proposals meet or exceed specifications and function;
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any prior experience or history between the District and vendor;
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the financial strength of the company; and
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other factors deemed significant by District officials.
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DOMESTIC PRODUCTS PROCUREMENT:
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VENDOR CONTACT:
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PAYMENT & BILLING:
TAX EXEMPT STATUS:
TOBACCO FREE ENVIRONMENT:
VENDOR INDEMNIFY:
SECURITY IDENTIFICATION:
Preparation of Request for Proposal
for Educational Institutions
SPECIFICATIONS AND PROPOSAL FORM
PROPOSAL NUMBER:
09-123
VENDOR INFORMATION:
REQUEST FOR PROPOSAL
OPENING:
MAY 4, 2009
11:00 A.M.
GOODS / SERVICE AREA:
INTREGATED FIANANCIAL / HUMAN
RESOURCE MANAGEMENT SYSTEM
COMPANY TELEPHONE NUMBER:
Company
Name:
Address:
VENDOR'S NAME:
(please print)
OFFICIAL TITLE:
VENDOR'S SIGNATURE:
COMPANY FAX NUMBER:
Preparation of Request for Proposal
for Educational Institutions
• 1. Prepare your RFP using ink or typewriter and return original and one
(1) copy of all pages of this SPECIFICATIONS AND PROPOSAL FORM.
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• 2. Sign the RFP. By signing, you indicate full knowledge and acceptance
of the general information, the proposal specifications, and District
requirements. The proposal must be completed in the name of the
vendor, corporate or other, and must be fully and properly executed by an
authorized person.
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• 3. Mail or hand deliver this SPECIFICATIONS AND PROPOSAL FORM
document in a sealed envelope to the Parkway School District Purchasing
Department only (no other location permitted), 363 North Woods Mill
Road, Chesterfield, MO 63017 no later than the date and time of the RFP
opening. NO EXCEPTIONS. Late RFPs will be returned unopened to the
vendor.
Preparation of Request for Proposal
for Educational Institutions
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REQUEST FOR PROPOSAL
Integrated Financial / Human Resource Management System
Proposal # 09-123
Parkway School District is soliciting Requests for Proposal (RFP) for an Integrated Financial / Human Resource Management System, including software, implementation services,
implementation training and technical support. Software requirements include accounting, accounts payable, payroll, human resources, fixed assets, and warehouse modules. A
detailed list of module requirements and specific elements for inclusion in the RFP are enclosed.
INQUIRIES: All inquiries for information shall be made to Jerry Jackson, Technology Project Manager, by e-mail at jjackson2@ pkwy.k12.mo.us.
RESPONSES: Responses will be received until 11:00 a.m. PCT (Prevailing Central Time), May 4, 2009. All proposal packages shall be submitted in a sealed envelope to: Parkway School
District Attn: Dave Torrance, Purchasing Manager, 363 N. Woods Mill Road, Chesterfield, MO 63017.
NOTE TO VENDORS: Parkway School District will not endorse nor promise the purchase of any software package described in response to this RFP. The District will use the information
derived from this request along with selected demonstrations of requested software to determine the winning proposal. Any information designated as “proprietary” will be used for the
purpose of evaluating the RFP responses to the District and will remain confidential information with the District.
EVALUATION PROCESS: All response to this RFP will be reviewed for responsiveness prior to evaluation and scoring. All responses submitted to Parkway School District will be evaluated
by committee, consisting of selected members of the district. The evaluation committee will judge the merit of the answers to the questions received in accordance with general criteria
defined herein.
Due to the evaluation procedure for the RFP, lowest total cost proposed may or may not indicate the successful award. The total cost proposed constitutes only one of several evaluation
criteria. Parkway School District will assign weighing factors to each item that requires a response, unless the question is for informational purposes only. Parkway School District will
score all responses according to those weighting factors. Total scores will then be calculated, and the responses will then be ranked in descending order of their total score. Product
demonstrations may be requested and will be used as part of the decision. Parkway School District will then make a recommendation determined, in its sole discretion, to be in the best
interests of the District.
For this Request for Information, the Proposals will be scored based on the following criteria:
System Functionality
User Interface and Ease of Use
Implementation and Professional Services and Support
Reporting and Data Analysis Capabilities
Other
Preparation of Request for Proposal
for Educational Institutions
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The District seeks a system with complete RESPONSE STRUCTURE: All responses need to include the following structure:
Transmittal Letter
Table of Contents
Executive Summary
General Requirements
Network Hardware
Implementation Services and Support
Partnerships/References
Required Functionality Responses
Cost Summary Worksheet and Detail(s)
Appendices, as appropriate
GENERAL REQUIREMENTS:
Name of company.
Name of software product for financial management / human resources system.
What is the current version of your system?
How long has the current version been in place? In production mode?
How many years has your company been in business?
integration between General Ledger, Purchasing, Receiving, Accounts Payable, Accounts Receivable, Cash Receipts, Payroll, Human Resources, Fixed Assets, Budgeting, and Warehouse
Inventory. List all modules available, which are included in the base system (and which are optional), and the level of integration between each module.
See appendix A for detailed requirements
The District also desires complete integration between Human Resources applications (Position Control, Applicant Tracking, Professional Development, Payroll, Leave and Absences,
Deductions and Benefits. List all modules available, which are included in the base system (and which are optional), and the level of integration between each module.
Describe the level of integration of core Finance and Human Resource applications. Describe capabilities for “drilling” from summary to detail information, as well as drilling from one
application to another without returning to the menu.
Does your system include interfaces with related 3rd party products (e.g. time-card systems, automated sub calling systems, on-line banking, procurement cards, bar-code scanning
systems, etc.)? Describe what is available and discuss pricing options for such interfaces.
Preparation of Request for Proposal
for Educational Institutions
Cost variation analysis
Cash requirements forecast
Vendor return material authorization
Receiving log
Provides vendor list containing vendor information.
Provides product list indicating primary and secondary vendors, items currently on order, and departments
that have ordered product.
Lost charges report is provided in the system.
Value of inventory shows by inventory center and category the value of inventory for a center for a specified
real-time period.
Automatically prompts buyers to reorder items based on inventory on-hand levels.
Total inventory for each item can be viewed on-screen, with on-hand quantities for each location displayed.
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Recommended order levels can be calculated using daily usage, vendor lead time and safety inventory.
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If the inventory on-hand is insufficient to fill an inventory request, the item and shortage amount is noted on
a shortage report, which prints automatically.
Backorders are tracked due to temporary inventory-out situations.
Once backordered supply is received, a process is available to release it to the original requestor, if still
required.
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641
637
1897
Preparation of Request for Proposal
for Educational Institutions
Vendor
Costs
Company A
Conversion
Year 2
Year 3
Year 4
Year 5
Total
Comments
$546,934
$92,920
$92,920
$92,920
$92,920
Subject to 5% increase per year
Subject to 5% increase per year
Subject to 5% increase per year
Subject to 5% increase per year
$918,614
Conpany B
Conversion
Year 2
Year 3
Year 4
Year 5
$766,896
$51,956
$51,956
$51,956
$51,956
$974,720
Company C
Conversion
Year 2
Year 3
Year 4
Year 5
$1,541,000
CCCCCC provides a perpetual license to the
software, as long as you remain current with
your maintenance agreement, access to the
most current software is always free. Some
firms choose to do smaller upgrades on a more
frequent basis (such as upgrading from 9.0 to
9.1) others wait 4 or 5 years to perform an
upgrade. It really depends on if the new
features in the latest release appeal to you.
The annual fee for software maintenance and
support is a percentage of your purchase cost.
At our initial estimate for software in our RFP
response, your annual support fee would be
about $148,000.00 per year. This would be
unchanged in years 2 through 5. This fee would
be the only cost we would expect the district
to incur during that period.
$148,000
$148,000
$148,000
$148,000
$2,133,000
Preparation of Request for Proposal
for Educational Institutions
Vendor
Vendor
Impleme
Impleme year
year 11 year
year 22 year
year 33 Three
Three
ntation
year
ntation
year
total
total
Company A
Company A
0
0
Company B
Company B
Company C
Company C
Company D
Company D
Company E
Company E
4,000.00
4,000.00
4,495.00
4,495.00
4,000.00
4,000.00
52,679.50
52,679.50
11,840.00 11,840.00 11,840.00 39,520.00
11,840.00 11,840.00 11,840.00 39,520.00
16,800.00 16,800.00 16,800.00 54,895.00
16,800.00 16,800.00 16,800.00 54,895.00
19,200.00 19,200.00 19,200.00 61,600.00
19,200.00 19,200.00 19,200.00 61,600.00
11,056.10 11,056.10 11,056.10 85,847.80
11,056.10 11,056.10 11,056.10 85,847.80
Company E
Company E
Company B
Company B
Company C
Company C
Company D
Company D
Company A
Company A
52,679.50
52,679.50
4,000.00
4,000.00
4,495.00
4,495.00
4,000.00
4,000.00
0
0
11,056.10 11,056.10 11,056.10 85,847.80
11,056.10 11,056.10 11,056.10 85,847.80
11,840.00 11,840.00 11,840.00 39,520.00
11,840.00 11,840.00 11,840.00 39,520.00
16,800.00 16,800.00 16,800.00 54,895.00
16,800.00 16,800.00 16,800.00 54,895.00
19,200.00 19,200.00 19,200.00 61,600.00
19,200.00 19,200.00 19,200.00 61,600.00
0
25% of gross pay of
0
25% of gross pay of
contracted subs
contracted subs
Company A
Company A
0
0
Company B
Company B
Company D
Company D
Company E
Company E
Company C
Company C
4,000.00
4,000.00
4,000.00
4,000.00
52,679.50
52,679.50
4,495.00
4,495.00
All estimates based on 1600
All estimates based on 1600
teacher potentially needing a
teacher potentially needing a
sub
sub
0
0
0
0
11,840.00 11,840.00 11,840.00 39,520.00
11,840.00 11,840.00 11,840.00 39,520.00
19,200.00 19,200.00 19,200.00 61,600.00
19,200.00 19,200.00 19,200.00 61,600.00
11,056.10 11,056.10 11,056.10 85,847.80
11,056.10 11,056.10 11,056.10 85,847.80
16,800.00 16,800.00 16,800.00 54,895.00
16,800.00 16,800.00 16,800.00 54,895.00
Numeric
Numeric
Value
Value
25% of gross pay of 2.34
25% of gross pay of 2.34
contracted subs
contracted subs
2.52
2.52
2.89
2.89
2.77
2.77
2.89
2.89
2.89
2.89
2.52
2.52
2.89
2.89
2.77
2.77
2.34
2.34
25% of gross pay of 2.34
25% of gross pay of 2.34
contracted subs
contracted subs
2.52
2.52
2.77
2.77
2.89
2.89
2.89
2.89