1-RFP 20888-262 Student Records FINAL.pdf

Request for Proposal

#20888-262

Student Records Management System

Purchasing Department Wicomico County Public Schools purchasing@mywcps.org mailto:purchasing@mywcps.org

20888-262 Student Records Management System TOC -1

TABLE OF CONTENTS

PROPOSAL DOCUMENTS: The RFP Documents consist of the following:

00030 – Notice to Proposers

00090 – Instruction to Proposers

00095 – Scope of Work

00100 – General Conditions

00110 – Supplementary Conditions

00111 – Technical Proposal Instructions & Form

00115 – Pricing Proposal Form

Attachment A – References

Attachment B – Functional and Technical Requirements List

Rick Konrad Purchasing Manager

410-677-4571 rkonrad@mywcps.org

Business Support Services

NOTICE TO PROPOSERS

The Board of Education of Wicomico County will receive sealed Proposals for RFP 20888- 262 Student Records Management System on March 6, 2026 by 2:00 PM EST.

Proposals received after that time will not be accepted.

This is a multi-step proposal. Step 1 is a review of the Technical Proposals to qualify the proposers. Step 2 is a review of the Price Proposals. The Technical Proposal and Price Proposal are to be in separate files submitted in the electronic portal indicated below.

Brief Description of Work:

• Implementing a secure, scalable Student Records Management System that meets the needs of our diverse school community.

• The primary focus is active students, matriculating through the Pre K-12th grade levels.

• Migrating all existing paper records to digital formats in a systematic, phased approach.

• Ensuring seamless integration with other district systems for enrollment, attendance, and academic performance tracking.

• Providing training and support to staff for effective use of the new system.

Proposal responses must be submitted electronically at:

Euna/Bonfire Portal https://wicomicoschools.bonfirehub.com/portal/?tab=openOpportunities

No Proposer may withdraw their Proposal prior to ninety (90) days of the date and time of RFP opening. The Board of Education may extend the time and place for the opening of Proposals by notification via addendum in the above designated portal.

The Board of Education of Wicomico County reserves the right to reject any or all Proposals and waive formalities, informalities, and technicalities therein. The Board https://wicomicoschools.bonfirehub.com/portal/?tab=openOpportunities reserves the right to contact a Respondent for clarifications and may, at its sole discretion, allow a Respondent to correct any and all formalities, informalities and technicalities in the best interest of the Board.

Certified Minority Business Enterprises (MBE) are encouraged to respond to this solicitation notice but an MBE Plan is not required.

Rick D Konrad Rick D Konrad, NIGP-CPP Procurement Manager purchasing@mywcps.org

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INSTRUCTIONS TO PROPOSERS

1. QUESTIONS & CLARIFICATIONS: If any person who contemplates submitting an offer is in doubt as to the true meaning of any part of the Terms and Conditions, Proposal Documents, and/or Request for Proposal (RFP), they may submit a written request for an interpretation thereof, delivered to purchasing@mywcps.org with a cc to rkonrad@mywcps.org no fewer than seven (7) working days by 4:00 PM EST prior to the time and date the offers are due. Answers will be provided within three (3) working days of the solicitation deadline.

WCPS will not be responsible for any other interpretations or explanations of the Terms, Conditions, and Specifications that are not provided in writing via addendum.

2. EXCEPTIONS: It shall be the responsibility of the Contractor to include with their Proposal a list of exceptions of any deviations from or qualifications of the Terms and Conditions and Specifications. The list must be attached to the Proposal Form - Price. WCPS will not negotiate exceptions after the submission of the Proposal.

Failure to provide a list of all exceptions may result in withdrawal of award.

3. INTERPRETATION OF THE TERM "EQUAL": The Board of Education of Wicomico County (Board) reserves the right to evaluate the quality of articles offered as alternate or equal, and reserves the right to reject any or all articles judged not equal.

4. DETERMINATION OF GRADE OR QUALITY: The Board reserves the right to award an item to other than the lowest price Proposal if, in its judgment, there is sufficient reason to believe that another item is a better grade, quality or that it will better serve the interests of the Board, whether based on product samples, objective test, subjective test, or experience.

5. EVALUATION OF PROPOSALS: The Procurement Manager may request additional documentation during the evaluation of Proposals. This additional information may include, but is not limited to, the following:

A. Schedule of Values.

B. List of sub-contactors.

C. Evidence of licensing of Prime contractor and sub-contractors.

D. Evidence of insurance, bonding.

6. PROPOSAL SUBMISSIONS: All Proposals must include the Proposal Form included in the RFP Documents signed by an officer capable of committing the offeror to contractual relationships.

A. Any Proposal may be withdrawn prior to the RFP’s due date and time; however, all Proposals are considered final after the date and time for receipt of Proposals.

Final Proposals may not be altered, withdrawn, or canceled, for a period of 90 days after the time and date designated for receipt of Proposals.

mailto:rkonrad@mywcps.org

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B. Proposals must be delivered to the Purchasing Department via the submission portal mentioned in the Notice to Proposers.

C. Proposal submissions WILL NOT be accepted through eMaryland Marketplace, fax, email, or regular mail.

7. ANTI-COLLUSION: By signing the Proposal Form, the Proposer understands that, in accordance with the Annotated Code of Maryland Finance and Procurement Article 11-205; a person who, for the purpose of defrauding the Board, acts in collusion with another person in connection with the procurement process is liable for damages.

8. ANTI-BRIBERY/DEBARMENT: This procurement is subject to the Annotated Code of Maryland Finance and Procurement Article 16 concerning Debarment of Contractors. By signing this Form of Proposal, the offeror agrees that he understands and is in compliance with Article 16.

9. POLITICAL CONTRIBUTION DISCLOSURE: Election Law Article, §§14-101—14- 108, Annotated Code of Maryland, requires that every person that enters into contracts, leases, or other agreements with the State of Maryland, including its agencies or a political subdivision of the State, during a calendar year in which the person receives in the aggregate $100,000 or more shall file with the State Board of Elections a statement disclosing contributions in excess of $500 made during the reporting period to a candidate for elective office in any primary or general election.

10. ASBESTOS CONTAINING BUILDING MATERIALS: By submitting a Proposal for this project, the Contractor agrees that no asbestos containing building materials will be used in this project by any contractor, sub-contractor, or sub-sub-contractor.

11. TOBACCO-FREE SCHOOLS POLICY: All on site contractors, sub-contractors, and sub-sub-contractors must comply with the Board's tobacco-free schools policy "ADC". The policy states that "the sale or use of tobacco in any form is prohibited in all buildings and all outside seating areas owned or leased by the Board of Education of Wicomico County, at all times (24 hours a day, every day), regardless of whether or not students are present." The policy also states that "the use of tobacco in any form is prohibited on school grounds during the official school day (7 a.m. to 5 p.m.)."

Any contractors, sub-contractors, or sub-sub-contractors "which do not enforce this tobacco-free policy may be ... declared in default of their contract."

12. CHILD SEX OFFENDER NOTIFICATION: Maryland law requires certain child sex offenders to register with the local law enforcement agency. One of the purposes of this law, found in Article 17.792, is to inform school systems when a child sex offender is residing or working in the area. When the child sex offender registers, the local police are required to notify the Superintendent of Schools, and the Superintendent, in turn, is required to send a notice to school principals.

As a Contractor working for WCPS, we require that you do not employ convicted child sex offenders to work on projects for our school system if they, as a result, are required to perform delivery, installation, repair, construction or any other kind of services on WCPS property.

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13. CRIMINAL BACKGROUND CHECK AND WORKER ASSIGNMENT:

A. Effective July 1, 2015, amendments to 6-113 of the Education Article of the Maryland Code further require that a contractor or subcontractor for a local school system may not knowingly assign an employee to work on school premises with direct, unsupervised, and uncontrolled access to children, if the employee has been convicted of, or pled guilty or nolo contendere to, a crime involving:

1) A sexual offense in the third or fourth degree under 3-307 or 3-308 of the

Criminal Law Article of the Maryland Code or an offense under the laws of another state that would constitute an offense under 3-307 or 3-308 of the Criminal Law Article if committed in Maryland.

2) Child sexual abuse under 3-602 of the Criminal Law Article, or an offense under the laws of another state that would constitute child sexual abuse under 3-602 of the Criminal Law Article if committed in Maryland; or

3) A crime of violence as defined in 14-101 of the Criminal Law Article, or an offense under the laws of another state that would be a violation of 14-101 of the Criminal Law Article if committed Maryland, including: (1) abduction; (2) arson in the first degree; (3) kidnapping; (4) manslaughter, except involuntary manslaughter; (5) mayhem; (6) maiming; (7) murder; (8) rape; (9) robbery;

(10) carjacking; (11) armed carjacking; (12) sexual offense in the first degree;

(13) sexual offense in the second degree; (14) use of a handgun in the commission of a felony or other crime of violence; (15) child abuse in the first degree; (16) sexual abuse of a minor; (17) an attempt to commit any of the crimes described in items (1) through (16) of this list; (18) continuing course of conduct with a child under 3-315 of the Criminal Law Article; (19) assault in the first degree; (20) assault with intent to murder; (21) assault with intent to rape; (22) assault with intent to rob; (23) assault with intent to commit a sexual offense in the first degree; and (24) assault with intent to commit a sexual offense in the second degree.

B. Also effective July 1, 2015, amendments to 5-561 of the Family Law Article of the

Maryland Code mandate that each contractor and subcontractor shall require that any individuals in its work-force must undergo a criminal background check if the individuals have direct unsupervised, and uncontrolled access to children.

14. TAXES:

A. Nothing in these Terms and Conditions and Specifications shall be construed as relieving the Contractor of his responsibilities in paying all applicable taxes.

B. Sales of materials used to improve the realty of government entities are taxable.

The Maryland Sales and Use Tax Exemption Certificate of the Wicomico County Board of Education should not be used by contractors performing such work.

15. MATERIALS:

A. Unless explicitly stated otherwise, all specified equipment and material comprising the work of this Contract, as being provided, furnished, or installed, shall imply the inclusion of all components, hardware, and accessories, required for complete installation and satisfactory operation as intended by the

20888-262 Student Records Management System 00090-4 manufacturer. Wherever the method of installation of any material is not explicitly specified, the installation shall be as recommended by manufacturer.

B. Wherever in the Contract Documents it is provided that the Contractor shall furnish materials or equipment for which no detailed specifications are set forth, such materials or equipment shall be new and of the best grade for the respective purpose for which they will be used when incorporated in the work. Materials specified by reference to a number or symbol of a specific standard, such as A.S.M., Federal Specification, State Standard, Trade Association, or similar standards, shall comply with requirements in the latest revision thereof and any amendment or supplement in effect on the date of Proposal opening.

C. None of the materials to be provided, furnished or installed on this project shall contain asbestos or any other "hazardous substance" as that term is defined by Federal or State law.

16. SUBSTITUTIONS:

A. Only substitutions submitted with the Proposal will be considered. Those submitted after the Proposal date will not be considered.

B. Project Managers review of substitutions shall not relieve the Contractor from complying with the requirements of the drawings and specifications.

17. NONDISCRIMINATION:

A. NONDISCRIMINATION CLAUSE: In accordance with the Annotated Code of

Maryland, State Finance and Procurement Article 13-219, discrimination on the basis of sex, race, age, color, creed, or national origin is prohibited under the terms of this contract by any contractor, sub-contractor, or sub-sub-contractor.

B. Contractors and sub-contractors are required to include similar notification in all sub-contracts for other than standard commercial supplies or raw materials and are required to post notice of this provision so that the notice will be available to the Contractor's and/or sub- contractor's employees and applicants.

18. MINORITY BUSINESS ENTERPRISE PROCEDURES:

A. The Wicomico County Public Schools encourages all qualified Minority Business

Enterprises (MBE) to apply for certification with the Maryland Department of Transportation (MDOT).

B. All qualified MDOT Certified MBE’s are encouraged to respond to this solicitation notice.

C. An MBE Plan is not required for this RFP.

END INSTRUCTIONS TO PROPOSERS

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SCOPE OF WORK

1. PROJECT BACKGROUND:

A. Introduction

Wicomico County Public Schools (WCPS) is committed to advancing educational excellence and operational efficiency through the adoption of modern technology solutions. As part of our ongoing strategy to enhance administrative processes, WCPS is seeking proposals from qualified vendors for the implementation of a comprehensive Student Records Management System. This initiative is central to our vision of digitizing all student records over the next few years, ensuring secure, accessible, and efficient management of vital student information.

B. Strategic Vision

The digitization of student records is a cornerstone of WCPS’s broader strategy to modernize its operations through Data Governance. By transforming legacy paper-based records into digital formats, we aim to streamline workflows, improve data accuracy, and provide immediate access to information for authorized personnel.

This transition supports our goals of improving service delivery to students, families, and staff while reducing administrative overhead.

C. Importance of Digitization in Education

Across the education sector, the digitization of student records is recognized as a vital process for several reasons:

1) Enhanced Accessibility: Digital records enable authorized users to securely access student information from any location, facilitating timely decision-making and support for students.

2) Improved Data Security: Modern systems provide robust encryption, audit trails, and access controls, protecting sensitive student data from unauthorized access and loss.

3) Cost Savings: Eliminating paper-based processes reduces physical storage needs, printing costs, and manual labor, resulting in significant long-term savings for school districts.

4) Regulatory Compliance: Digitized records support compliance with state and federal regulations, including FERPA and HIPAA, by enabling efficient management, retention, and disposal of records.

5) Operational Efficiency: Automated workflows minimize errors and administrative bottlenecks, allowing staff to focus on core educational responsibilities.

6) Disaster Recovery: Digital systems ensure records are backed up and recoverable in the event of physical disasters, safeguarding essential student information.

D. Project Objectives

WCPS’s objectives for this project include:

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1) Implementing a secure, scalable Student Records Management System that meets the needs of our diverse school community.

2) The primary focus is active students, matriculating through the PreK-12th grade levels.

3) Migrating all existing paper records to digital formats in a systematic, phased approach.

4) Ensuring seamless integration with other district systems for enrollment, attendance, and academic performance tracking.

5) Providing training and support to staff for effective use of the new system.

E. Vendor Requirements

We invite vendors to submit proposals outlining their solutions, experience, and approach to supporting WCPS in this transformative journey. Proposals should address:

1) System functionality, security features, and compliance capabilities

2) Migration and implementation strategies

3) Training and ongoing support services

4) Cost estimates and return on investment (Follow WCPS RFP Guidelines)

5) References from similar projects in K-12 education

6) See the attached Functional and Technical Requirements List (Attachment B)

F. Summary

Digitizing student records is not only a progressive step for WCPS but also an industry-standard best practice that brings measurable benefits in efficiency, security, and cost savings. We look forward to partnering with a vendor that shares our commitment to innovation and excellence in education.

END OF SECTION

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GENERAL CONDITIONS

1. DEFINITIONS:

Addendum: Written change or revision to the RFP Documents issued to the prospective Proposers prior to the time of receiving Proposals.

Alternate: The sum to be added to, or deducted from, the Base Pricing Proposal if the change in scope of work as described in Alternates is accepted by WCPS.

WCPS: Wicomico County WCPS of Education / Wicomico County Public Schools also WCBE and WCPS.

Furnish: Purchase and deliver to site of installation.

Holidays: The following holidays are recognized for holiday pay rates

New Years Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day

Install: Fix in place, for materials; and fix in place and connect, for equipment.

Owner: WCPS, authorized employees, and authorized representatives.

Secure: Obtain.

2. CONTRACT DOCUMENTS:

A. The RFP Documents as modified by any addenda and the Proposal shall become the Contract Documents upon award by WCPS.

B. The Contract Documents shall include:

1) Original RFP, Addenda(s), and Exhibits.

2) The completed Technical Proposal Form and the Proposal Pricing Form.

3) And any additional information required with the Proposal Forms.

4) Any modification amending or extending the work shall be proposed and accepted in writing and shall be as binding as if originally included in the Contract Documents.

C. The Contract Documents are complimentary, and anything required by one shall be as binding as if required by all.

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In case of conflicts within the Contract Documents, the order of precedence of interpretation shall be:

1) Original RFP, Addenda(s), and Exhibits.

2) The completed Technical Proposal Form and the Proposal Pricing Form.

3) Any modification amending or extending the work.

D. Should any discrepancy appear or any misunderstanding arise as to the importance of anything contained in the specifications or plans, the matter shall be referred to the Project Manager. Suitable instructions will be given or corrections made when any such error or omission is discovered.

3. USE OF WCPS FACILITIES:

A. The Contractor, sub-contractor, and sub-sub-contractor shall confine their operation to those areas permitted and authorized by the Project Manager. The use of WCPS's facilities (toilets, restrooms, lunchrooms, dumpsters, etc.) and utilities are strictly prohibited unless previously authorized and approved by the Project Manager.

B. The Contractor, sub-contractor, sub-sub-contractor may park only in those areas designated by the Project Manager.

4. SUB-CONTRACTORS:

A. Nothing contained in the Contract Documents shall create any contractual relationship between any Sub-contractor and WCPS. WCPS shall be deemed to be the third party beneficiary of the contract between the contractor and the sub-contractor. If the Contractor does not specify a Sub-contractor for any portion of the work to be performed under this Contract, he agrees to perform that portion of the work with their own forces.

B. The Contractor shall not substitute any other person or firm as a Sub-contractor, other than those listed in the Proposal submitted by them, without the written approval of WCPS. WCPS reserves the right of approval of all sub-contractors proposed for use on this work, and to this end, may require financial, performance and such additional information as is needed to secure this approval.

C. The Contractor shall insert appropriate provisions in all subcontracts pertaining to work on this Project requiring the Sub-contractors to be bound by all applicable terms of the Contract Documents.

The Contractor shall be as fully responsible for the acts and omissions of their Sub-contractors, and of persons either directly or indirectly employed by them, as he is for the acts and omissions of persons directly employed by them.

5. GOVERNING LAW AND VENUE:

The Contract shall be construed in accordance with, and interpreted under, the Laws of the State of Maryland. Any lawsuit arising out of such Contract shall be filed in the

20888-262 Student Records Management System 00100 - 3 appropriate State Court of competent jurisdiction located in Wicomico County, Maryland.

6. CLAIM AND DISPUTES:

A. The Owner shall in no way be obligated to enter into mediation proceedings with a Contractor for any purpose whatsoever. The Owner will reserve unto itself the right to determine what form of litigation and its locations are appropriate at the time the dispute arises.

B. The Owner shall in no way be obligated to enter into arbitration proceedings with a Contractor for any purpose whatsoever. The Owner will reserve unto itself the right to determine what form of litigation and its locations are appropriate at the time the dispute arises.

7. INSURANCE

A. The Contractor shall not commence work under this contract until they have obtained all insurance required under this Article and such insurance has been approved by the Owner.

The Contractor shall provide to the Procurment Division a Certificate of Insurance with their submission indicating the coverages below prior to the start of any work and agrees to maintain such insurance until the completion of the contract. The minimum insurance coverages shall be:

B. Workmen's Compensation: The Contractor shall maintain throughout the life of the contract statutory Workers' Compensation, including Maryland benefits and employer's liability with limits of $100,000/$100,000/$500,000 for all of the Contractor's and any sub-contractor's employees who will be engaged in the work at the sites of the project.

C. Commercial General Liability: The Contractor shall establish and maintain throughout the life of the contract Commercial General Liability Insurance - $2,000,000 each occurrence/general aggregate covering all premises and operations and including Personal Injury, Completed Operations, Contractual Liability and where applicable to the project as determined by the Purchasing Agent, Products and Independent Contractors. The general aggregate limit is to apply per project; and

D. Business Automobile Liability: $2,000,000 Combined Single Limit (Owned, non-owned and hired).

E. WCPS requires a forty-five (45) day notice, in writing, of cancellation, non-renewal or change in insurance coverage affecting this project. This written notice shall be furnished by the Contractor's insurance carrier(s) or insurance agent(s) to WCPS's Purchasing Division.

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F. All Proposers should have current Certificate of Insurance (ACORD certificates) included with the submission. Failure to provide the ACORD certificate may result in the Proposer’s offer being considered non-responsive.

The Certificate of Insurance shall be provided in the RFP submission with the Proposal Pricing Form file. Wicomico County Public Schools shall be named as an additional insured, including its elected or appointed officials, agents and employees.Coverage must be primary with respect to WCPS, its agents and employees.

8. CODES AND REGULATIONS:

A. The Contractor shall be knowledgeable of and comply with all codes, ordinances, regulations or orders of properly constituted authority having jurisdiction over the services provided under this Contract.

B. All services and materials shall be in full accordance with the latest rules and regulations and other applicable State laws or regulations.

9. SAFETY AND FIRE PREVENTION:

A. OCCUPATIONAL SAFETY AND HEALTH ACTS: Contractor(s) whom perform any services under this contract shall fully comply with the provisions of the Federal Occupational Safety and Health Act of 1970 and any amendments thereto and regulations pursuant to the act, and also to the Maryland Occupational Safety and Health Act, Article 89, Sections 28 to 49A inclusive, Annotated Code of Maryland, as amended by Chapter 59, Laws of Maryland 1973 and any regulations pursuant thereto.

B. The Contractor shall take thorough precautions at all times for the protection of persons and property, and shall be liable for all damages to persons or property, either on or off the site, which occur as a result of their prosecution of the work.

C. Contractor shall take extraordinary care to prevent fires and keep all flammable materials and oily rags in tightly closed metal containers. Contractor shall exercise particular care when welding or cutting, and with regard to the disposition of waste materials, the nature and quantity of which might create or increase a fire hazard.

D. The Contractor and Sub-contractors shall comply with Sections 6360, et. seq. of the Labor Code, together with Title 22 with regard to hazardous substances in the work place.

The Contractor and each Sub-contractor shall supply to their employees and, where site is occupied, to WCPS, copies of Material Safety Data Sheets (MSDS) for hazardous substances that may be used in the course of the services, together with notice of actual hazardous substances to which employees may be exposed while performing work and appropriate protective measures.

10. TIME:

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A. It shall be understood that time is of the essence of the Contract, and the Contractor must prosecute their services diligently and regularly at such a rate of progress as to ensure completion of the work within, or sooner than, the time specified.

The Contractor shall commence the work on the date indicated in the Notice to Proceed, and they agree to complete all work described by the Contract Documents within, or sooner than, the number of calendar days required in the Contract or within the regular schedule agreed to.

B. Failure to prosecute the work in a timely manner and according to the work schedule is considered a breach of Contract and is cause for termination of the Contract according to the Article on "RIGHT TO TERMINATE CONTRACT."

11. PAYMENTS:

A. Invoices for payment shall be submitted to WCPS within 60 days of completion of your work - FAILURE TO DO SO MAY RESULT IN FORFEITURE OF PAYMENT AS ALL POs WILL BE CLOSED AT THIS TIME.

B. Send all invoices, correspondence and required documents to the the attention of WCPS Accounts Payable, 2424 Northgate Drive, PO Box 1538, Salisbury, MD 21801. Invoices may also be sent via email to acctspay@mywcps.org.

C. ALL INVOICES MUST REFERENCE THE CONTRACT NAME, NUMBER, AND

PURCHASE ORDER NUMBER. Failure to provide any of this information may result in the return and/or rejection of submitted invoices.

D. WCPS offers the following payment options:

1) ACH payment (preferred)

2) P-Card

3) Physical check

E. Payments Do Not Imply Acceptance of Work: The granting of any progress payment or payments by WCPS or the receipt thereof by the Contractor, shall not constitute acceptance of the work or of any portion thereof, and shall in no way lessen the liability of the Contractor to replace unsatisfactory work or material, whether or not the unsatisfactory character of such work or material was apparent or detected at the time such payment was made.

F. Payment to Sub-contractors and Suppliers: The Contractor shall pay each Sub-contractor and supplier promptly on receipt of each progress payment from WCPS for the materials, labor and equipment delivered to the site or incorporated in the work by each Sub-contractor during the period for which the progress payment is made, less any retention as provided above. In the event of a loss by a Sub-contractor or supplier for which insurance monies are paid, the Contractor shall pay Sub-contractor or supplier a just share thereof.

G. Release: The Contractor and each assignee under an assignment in effect at the time of final payment shall, if required by WCPS, execute and deliver at the time of mailto:acctspay@mywcps.org

20888-262 Student Records Management System 00100 - 6 final payment and as a condition precedent to final payment, a release in form and substance satisfactory to and containing such exemptions as may be found appropriate by WCPS, discharging WCPS, its officers, agents and employees of and from liabilities, obligations and claims arising under this Contract.

12. MODIFICATIONS OF CONTRACT

A. Adjustments To Contract: After award of contract, questions and correspondence relative to request for deviation from the Specifications, Terms or Conditions of the Contract must be directed to the Project Manager.

B. Any adjustment permitted under the terms of this contract will be only as authorized by the Purchasing Division in the form of a contract amendment and/or a written Purchase Order Change Notice.

C. Oral Modifications: No oral statements of any person whom so ever shall in any manner or degree modify or otherwise affect the terms of the Contract. No directive shall be responded to unless direction was made by the Project Manager.

Any changes to the scope of work will be only as authorized by the Project Manager. No other staff member shall be considered authorized.

D. Changes In The Work: WCPS, before the date of acceptance of the work, may order changes in the work (called Modifications) herein required, and may order extra work in connection with the performance of the Contract, and the Contractor shall promptly comply with such orders and any such orders shall be carried out by the Contractor in accordance with the intent of the original Contract specifications.

E. Cost Breakdown: The Contractor shall provide all cost information requested by the Project Manager so that a Change may be processed.

13. HOLD HARMLESS:

A. The Contractor shall, to the fullest extent permitted by law, defend, indemnify and hold harmless WCPS, its elected or appointed officials, employees, and agents from and against any and all claims, damages, losses and expenses including, but not limited to, attorney's fees arising out of or a result of the performance of this contract.

B. Such indemnification shall extend to all claims, demands, or liabilities occurring after completion of the project as well as during the progress of the work.

14. CONTRACTOR’S GUARANTEE:

By offering a Proposal, it is mutually understood and agreed between the Owner and Contractor that the Proposer (Contractor):

A. Certifies that materials used in the work conform to the Specifications contained herein.

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B. Guarantees their work against defects in materials and workmanship for a period of two (2) year from the date of final acceptance by WCPS.

C. Certifies that any and all liens for labor and materials used in this contract have been resolved or will be resolved, should they be filled, and that the Contractor shall settle any and all claims without annoyance to the Owner.

D. Guarantees that they will comply with all federal, state, county, or city codes, laws, regulations, and ordinances appropriate to their services and has obtained and paid for any license, permit, or certificate required in the performance of their work.

15. DAMAGE:

The Contractor shall be held responsible for, and shall be required to make good at their own expense, any and all damages done or caused by them or their agent(s) in the execution of this contract.

16. CLEANUP:

A. The Contractor shall keep the premises clean and free from accumulation of waste materials and rubbish. This clean-up shall be done on a daily basis to the satisfaction of the Project Manager.

At the completion of the workday, the contractor shall remove all waste materials and rubbish from the premises at their expense. WCPS's disposal containers shall not be available for use unless specifically authorized, in advance, by the Project Manager. The Contractor shall not locate on WCPS property any on-site waste or disposal containers unless specifically authorized, in advance, by the Project Manager.

B. The Contractor shall remove all tools, equipment, and surplus materials on a daily basis. Rubbish and debris shall be removed from the work area and disposed of in a neat and legal manner.

C. Final cleaning, such as sweeping, dusting, vacuuming, dry and wet mopping, polishing, sealing, waxing and other finish operations shall be required on newly installed work.

At the time of acceptance, all marks, stains, fingerprints, dust, dirt, splattered paint and blemishes resulting from the various operations shall be removed throughout the building. Stair treads and risers shall be wet-mopped. Glass shall be left clean and polished both inside and outside. Plumbing fixtures and light fixtures shall be washed clean. Hardware and other unpainted metals shall be cleaned and all building papers and other temporary protections shall be removed throughout the building, or portion of the building where Contractor was involved, all to the satisfaction of the Project Manager.

END OF GENERAL CONDITIONS

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SUPPLEMENTARY CONDITIONS

1. INTENT: These Conditions and Specifications are intended to cover Student Records

Management System for the Wicomico County Public Schools (WCPS). The successful Proposer is to provide labor, material, freight, equipment and supervision as necessary to successfully perform this contract.

2. PERIOD OF CONTRACT:

A. The Contract period shall begin upon award and remain in full force and effect until June 30, 2029, unless terminated or extended by the WCPS.

B. In addition, the Contract shall have two (2) one-year options of renewal. The options must be mutually agreed upon.

C. Price adjustments must be approved by the Project Manager and Purchasing Department as outlined in these Contract documents.

D. All billing must be submitted within sixty (60) days of project completion.

3. RFP DOCUMENTS:

The RFP Documents consist of those documents listed in the table of contents of this RFP packet as well as any and all addenda.

4. METHOD OF PROPOSAL:

A. The RFP documents and the signed Proposal Forms with documentation and appropriate attachments are to be submitted as an offer via the specified solicitation portal.

B. Responses must be submitted on the basis of Technical Proposal Form as well as Price

Proposal Form submitted as two separate files in the designated slot in the portal.

C. Prices quoted shall not include Federal Excise or State Sales and Use taxes, or any other taxes from which WCPS is exempt. Exemption certificates will be furnished upon request.

5. BASIS OF AWARDING:

A. This RFP will be scored based on the following criteria:

1) System Functionality including: scalability, design, integration, user interface and security.

2) Migration, Implementation & Project Management Plan

3) Training and ongoing support services.

4) Experience including references from similar projects in K-12 education (Attachment

A).

5) Cost estimates.

20888-262 Student Records Management System 00110 - 2

B. WCPS reserves the right to reject any or all offers and waive formalities, informalities and technicalities in any offer.

C. In awarding the contract, consideration may be given to any previous performance for WCPS as to the quality of service and merchandise and with regard to the Contractor’s ability to perform, should he be awarded the contract.

D. WCPS reserves the right to accept that offer which, in its judgment, best serves the interests of WCPS, without regard to the same being the lowest price offer.

6. LIQUIDATED DAMAGES:

After successfully setting an agreed upon price and schedule with the Owner, if there is a project delay at the Contractors fault, the Owner may impose Liquidated Damages of up to $150 per calendar day until completion of project. See General Conditions for additional information concerning Liquidated Damages.

7. TERMINATION:

A. Breach:

1) Should Contractor fail to fulfill in a timely and proper manner its obligations under this contract or if it should violate any of the terms of this contract, WCPS shall have the right to immediately terminate the contract.

2) Such termination shall not relieve Contractor of any liability to WCPS for damages sustained by virtue of any breach by Contractor.

B. Convenience:

1) The Contract may be terminated by WCPS in whole or in part at any time, in the best interest of the Board. If the Contract is terminated before normal completion, the Contractor will be paid for all work performed up to that point in the Contract.

2) Notice: In termination of the Contract WCPS will typically provide thirty (30) days written notice to Contractor.

RFP 20888-262 Student Records Management System 000111 - 1

TECHNICAL PROPOSAL INSTRUCTIONS

1. General:

All responses to the Technical Form of solicitation must include the following information in the sequence and format prescribed in this section. Failure to submit any of the required information may result in the submission being declared non-responsive.

A. Submit one (1) electronic of the file in the Electronic Solicitation Portal as per the Section 00030 – Notice to Proposers.

B. Format - Provided in PDF format for all files.

2. Required Elements:

The information requested below is to be provided in this format. Respondents shall carefully read the information below and submit a complete response to all required elements. Incomplete responses may be considered non-responsive.

A. Cover Letter with company background

B. Project Narrative and Implementation Plan

1) Provide a detailed narrative outlining the product capabilities and capacities.

See Attachment B for requested Project Requirements.

2) Provide a detailed proposed implementation plan.

3) Provide a detailed account of the product features and its ability to meet the goals of this project.

C. Project Staffing and Schedule

1) Provide a detailed project schedule including implementation and training.

2) Provide a staffing plan including list of Project Team member(s).

D. Specification sheets for all software products being provided.

E. Project Experience

1) Submit information on the form supplied (Attachment A) of three (3) successfully completed projects with similar scope which have achieved substantial completion within the past five (5) years.

a. Note the projects listed must be of similar type and size

b. Identify the project location and cost

c. Provide a reference for each project

2) Provide a resume(s) of the firm’s project lead(s) including their past experience with similar projects.

F. Proposal Form

Provide a signed copy of the TECHNICAL PROPOSAL FORM.

RFP 20888-262 Student Records Management System 000111 - 2

TECHNICAL

PROPOSAL FORM

(DO NOT INCLUDE PRICE INFORMATION)

Wicomico County Public Schools:

We have examined and understand the Conditions and Specifications for the

Addendums Acknowledged:

Check

_______ Addendum 1 Dated ________________

_______ Addendum 2 Dated ________________

_______ Addendum 3 Dated ________________

_______ Addendum 4 Dated ________________

Other(s) ______________________________________________________________

We agree to furnish and deliver those items for which our Proposal is accepted, in compliance with the terms, conditions, and specifications contained therein, at the prices set opposite each item on the price proposal sheets supplied in a separate PDF file.

NOTE: This offer is binding until 90 days after this submission.

DOCUMENTS REQUIRED TO BE SUBMITTED WITH THE TECHNICAL FORM OF

PROPOSAL:

Item Yes No

Technical Proposal as per above Item 2 _____ _____

Technical Proposal Form – signed _____ _____

Specifications Sheets _____ _____

Attachment A – Project References _____ _____

See next page for signatures

RFP 20888-262 Student Records Management System 000111 - 3

Signature Page

Company Name _____________________________________________________________

Address _____________________________________________________________ City/State/Zip _____________________________________________________________

Phone Number ________________ Email _______________________________

Name (Printed) Title

Signature Date

RFP 20888-262 Student Records Management System 00115-1

PRICE PROPOSAL FORM

Board of Education of Wicomico County:

We have examined and understand the Conditions and Specifications for furnishing the software for a Student Records Management System for the Wicomico County Public Schools (WCPS).

We agree to furnish and deliver those items for which our Proposal is accepted, in compliance with the terms conditions, and specifications contained therein, at the prices set opposite each item on the attached proposal sheets.

This offer is binding and cannot be withdrawn until 90 days from this submission.

Company Address

Date Signature of Official

Telephone Number (Printed) Name of Official

Fax Number Title of Official

E-Mail Taxpayer I.D. Number

DOCUMENTS REQUIRED TO BE SUBMITTED WITH THE PRICING PROPOSAL FORM:

Item Yes No

Pricing Proposal Sheet (SIGNED) _____ _____

Certificate of Insurance _____ _____

Certificate of Good Standing (Maryland) _____ _____

Exceptions _____ _____

RFP 20888-262 Student Records Management System 00115-2

PRICING SHEET

Timeframe Description Cost

Year-1 New Enrollment Document Capture

Cumulative Folder, PreK-12

Document Management with Retention Scheduling

Document Exchange Services for Transcripts and Transfers

Implementation/Training/Support

Year-2 Annual Support and Maintenance

Year-3 Annual Support and Maintenance

TOTAL COSTS OVER THREE (3) YEARS

Additional or Enhanced Services (List Below) Cost

NOTE: Breakdowns of above or enhanced services can be attached to this sheet as needed.

ATTACHMENT A

REFERENCE FORM

(FOR SUBMISSION WITH BID/PROPOSAL)

WCPS RESERVES THE RIGHT TO CONTACT ANY REFERENCES LISTED.

1. Name of Project: ________________________________________________________

a. Location of Project: ________________________________________________

b. Description of Project:

c. Was Project completed within Budget? _____

d. Was Project completed within agreed design and construction timetable?

e. Contact Information:

Name: ________________________________

Title: _________________________________

Phone Number: _________________________

Email: _________________________________

2. Name of Project: ________________________________________________________

a. Location of Project: ________________________________________________

b. Description of Project:

c. Was Project completed within Budget? _____

d. Was Project completed within agreed design and construction timetable?

e. Contact Information:

Name: ________________________________

Title: _________________________________

Phone Number: _________________________

Email: _________________________________

3. Name of Project: ________________________________________________________

a. Location of Project: ________________________________________________

b. Description of Project: ______________________________________________

c. Was Project completed within Budget? _____

d. Was Project completed within agreed design and construction timetable?

e. Contact Information:

Name: ________________________________

Title: _________________________________

Phone Number: _________________________

Email: _________________________________

4. Name of Project: ________________________________________________________

a. Location of Project: ________________________________________________

b. Description of Project: [NEXT PAGE]

c. Was Project completed within Budget? _____

d. Was Project completed within agreed design and construction timetable?

e. Contact Information:

Name: ________________________________

Title: _________________________________

Phone Number: _________________________

Email: _________________________________

5. Name of Project: ________________________________________________________

a. Location of Project: ________________________________________________

b. Description of Project:

c. Was Project completed within Budget? _____

d. Was Project completed within agreed design and construction timetable?

e. Contact Information:

Name: ________________________________

Title: _________________________________

Phone Number: _________________________

Email: _________________________________

Factors Project Requirements

Centralized Repository: The system must provide a centralized storage solution for all types of documents related to student information. WCPS will define the document types.

Metadata Management: Ability to tag documents with metadata for efficient categorization and retrieval.

Search Functionality: Robust search capabilities to locate documents quickly using various criteria such as keywords, metadata, and document types.

Version Control: Maintain a history of document versions and allow users to access previous versions as necessary.

Access Control: Secure access to documents based on user roles and permissions, ensuring sensitive information is protected. Ability to manually create as many custom roles as required.

Retention Schedules: Ability to establish retention dates based on document type, with workflow or ability to review documents before destruction.

System Integration: Seamless integration with the existing Student Information System (SIS) – to facilitate the automatic exchange of documents.

File Format Support: Support for a wide range of file formats, including PDFs, Word documents, Excel spreadsheets, images, and more.

Batch Processing: Capability to handle bulk uploads and processing of documents to improve efficiency.

Automated Workflows: Automated workflow management for document editing, OCR, barcode/lead sheet removal, or page deletion.

User-Friendly Interface: Intuitive and easy-to-navigate interface for users of varying technical proficiency.

Customizable Dashboards: Personalized dashboards for different user roles to enhance user experience and efficiency.

Mobile Access: Mobile-friendly interface or application to allow users to access documents on the go.

Notifications and Alerts: Real-time notifications and alerts for document updates, approvals, and deadlines.

Seamless document editing: The ability for specific users to remove pages or rotate pages efficiently or in bulk as needed.

Data Encryption: Ensure all data is encrypted both in transit and at rest to protect against unauthorized access.

Audit Trails: Comprehensive logging of all document activities to maintain an audit trail for compliance purposes.

Regulatory Compliance: Adherence to relevant data protection regulations such as, Maryland COMAR, FERPA, and HIPAA.

Backup and Recovery: Regular backups and disaster recovery plans to safeguard against data loss.

ATTACHMENT B (Page 1 of 3)

20 Accessibility: User interface complies with ADA-508, WGAG and VPAT formats

Document Sharing: Secure sharing of documents with internal and external stakeholders. Internal sharing should be seamless and not require temporary passwords/usernames.

22 Collaborative Editing: Real-time collaborative editing of documents by multiple users.

Commenting and Annotations: Enable specific users to comment on and annotate documents for better collaboration.

Capacity to securely transfer withdrawal and alumni records for graduated students or to receiving institutions.

The system provides built-in support for electronic signatures (e-signature), enabling users to sign, submit, and verify documents digitally.

Scalability: The system should be scalable to accommodate future growth in document volume and user base. No license/usage limit for concurrent staff users.

The solution must accommodate matriculation records for students from Pre-K through 12th grade, as well as all related alumni records.

Modular Design: Modular architecture to allow for easy integration of additional features and components.

Cloud Compatibility: Cloud-based/SaaS deployment options to provide flexibility and remote access.

30 Browser – Support for Google Chrome Browser or Microsoft Edge Browser.

Does the customer have access to the databases that support the product, and are those databases Microsoft SQL?

API Support: Comprehensive APIs to facilitate integration with the Follett Aspen Student Information System and other third-party applications.

Data Synchronization: Ensure real-time synchronization of data between the document management system and the SIS. Deactivate/graduate students after graduation or withdrawal as well as add new students upon enrollment.

34 Staff Rostering: Ability to update staff users security roles/site access using a CSV.

Single Sign-On (SSO): Integration with existing…