1912-27 RFP Data Warehousing And Analytics.pdf

Request for Proposals # 1912-27 Data Warehousing and Analytics

East Hartford Public Schools (EHPS) is seeking proposals from qualified data warehouse companies to design and configure a hosted data warehouse that creates a single data source for comparative and predictive analytics.

Proposals should be addressed as follows:

East Hartford Public Schools, Department of Technology ATTN: Benjamin E. Brown, Chief Information & Technical Officer 734 Tolland Street East Hartford, CT 06108

Proposals must be plainly marked in the lower left-hand corner of the envelope as follows:

PROPOSAL NUMBER: 1912-27

PROPOSAL NAME: Data Warehousing and Analytics OPENING DATE: Friday, October 16, 2026 OPENING TIME: 12:00 PM (Noon)

Questions related to this RFP must be submitted via email to brown.be@easthartford.org no later than Monday, October 5, 2026.

Any addendums, if necessary, will be published on the East Hartford Public Schools website, under Departments, Purchasing, Bids/Requests for Proposals, and State of CT/DAS site by Friday, October 9, 2026.

Proposals must be received at East Hartford Public Schools, Department of Technology, 734 Tolland Street, East Hartford, CT 06108 no later than 12:00 PM on Friday, October 16, 2026. Names of respondents will be publicly read aloud at that time. If attending, access to the building via the front door will only be granted from 11:45 AM through 12:00 PM sharp.

“Schools that are the Pride of our Community”

Thomas Anderson, Superintendent of Schools

Benjamin Brown, CIO mailto:technology@easthartford.org

REQUEST FOR PROPOSALS INSTRUCTIONS AND REQUIREMENTS

These instructions and requirements are standard for all Request for Proposals (RFP) issued by East

Hartford Public Schools. East Hartford Public Schools may delete, supersede or modify any of these standard instructions for a particular Request for Proposals. The Request for Proposals package will describe additional or modified instructions if needed. “Respondent” is used in this document to describe any company or individual providing a proposal in response to this RFP.

1. Proposals must be signed by an authorized representative of the respondent with the authority to bind the respondent to the terms of the proposals and with the acknowledgment that the proposal is made with full knowledge of and agreement with the general specifications, conditions and requirements of this Request for Proposals.

2. Submit Proposal package in a sealed envelope marked with the respondent’s name and address in the upper left‐hand corner. Proposal number, name, opening date and opening time must be marked in the lower left‐hand corner.

3. Proposals received later than date and time specified will not be considered. Amendments to, or withdrawals of, Proposals received later than the date and time set for Proposal opening will not be considered.

4. After the opening of the Proposal, no Proposal can be withdrawn for a period of ninety (90) days.

5. The right is reserved to purchase either by option or the total of options indicated, split awards and act as it seems in the best interest of the East Hartford Public Schools.

6. It is the respondent’s responsibility to check the East Hartford Public School website AND the

State DAS website for changes to the Request for Proposals prior to the Proposal opening. The respondent will be held to the Proposal as submitted, the terms and conditions in the Request for Proposal Package, inclusive of all addenda.

7. East Hartford Public Schools does not illegally discriminate on the basis of sex, sexual orientation, race, religion, national origin, color, creed, ancestry, age, gender (including pregnancy, childbirth and related medical conditions), gender identity or gender expression (including transgender status), marital status, familial status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances.

8. East Hartford Public Schools reserves the right to waive any formalities in Proposals received; to reject any and all Proposals, to waive technical defects and to make such award, including accepting a Proposal, although not necessarily the lowest cost Proposal, as it deems to be in the best interest of the East Hartford Public Schools.

9. East Hartford Public Schools may withhold acceptances of work and payment thereof when it is determined that said work or materials do not meet the specified requirements. Payment will not be made until corrections are made which are acceptable to the East Hartford Public Schools officials and/or their authorized age

10. East Hartford Public Schools may make such investigation as deemed necessary to determine the ability of the respondent to discharge his contract. The respondent shall furnish the East Hartford Public Schools with all such information and data including references of similar projects conducted for other school systems as may be required for that purpose. East Hartford Public Schools reserves the right to reject any Proposal if the respondent fails to satisfactorily convince the East Hartford Public Schools that he/she is properly qualified by experience and has the facilities to carry out the obligations of the contract or Request for Proposal Requirements and to satisfactorily complete the work called for herein. Conditional Proposals will not be accepted.

11. Specifications cannot be relieved by anyone other than an assigned agent for East Hartford Public Schools. All changes must be in writing, signed by agent.

12. The successful respondent will be required to provide proof of insurance as outlined in the

“Indemnification and Insurance Requirements for Construction, Professional, or Labor Services” form included with the Request for Proposals and submit a signed and notarized copy of the

Indemnification section on of the form. No modifications may be made to the Indemnification form.

13. All prices must be F.O.B. delivered unless otherwise specified.

14. The East Hartford Board of Education will not award any work to any company or individual who owes delinquent tax to the Town of East Hartford. Respondents certify by virtue of their signature on the Pricing sheet that neither the bidder nor any business or corporation which the respondent owns an interest in is delinquent in tax obligations to the Town. Verification will be made prior to award.

15. If this RFP is for on‐call services or solicits pricing for multiple years, the terms of this RFP or any resultant award or contract shall apply for at least Three (3) full fiscal years (7/1 to 6/30) unless otherwise specified in this RFP. If mutually agreed between East Hartford Public Schools and the respondent, the term may be extended under the same terms and conditions for two

(2) additional twelve‐ month periods.

16. Any contract or agreement entered into as a result of this RFP process that spans multiple fiscal years shall contain the following “funding out” or “non-appropriation” clause:

East Hartford Public Schools/East Hartford Board of Education (EHPS) reserves the right to terminate this agreement/contract, without penalty, at the end of each fiscal year in the event a funding source relied upon to pay the cost of the agreement/contract does not contain an allocation for the services and/or products contained in this agreement/contract. EHPS will provide notice of termination at least sixty (60) days prior to the end of the fiscal year.

East Hartford Board of Education

INDEMNIFICATION AND INSURANCE REQUIREMENTS FOR

CONSTRUCTION, PROFESSIONAL OR LABOR SERVICES

A. INDEMNIFICATION

BIDDERS AND PROPOSERS ARE REQUIRED TO AGREE TO THE FOLLOWING INDEMNIFICATION

LANGUAGE BY NOTARIZING BELOW

To the fullest extent permitted by law, THE AWARDED BIDDER/PROPOSER agrees on behalf of itself and its successors and assigns, covenants and agrees at its sole cost and expense, to protect, defend, indemnify, release and hold the East Hartford Board of Education, Town of East Hartford, its agents, servants, officials, employees, volunteers and members of its boards and commissions (Collectively the “Board and Town of East Hartford”), harmless from and against any and all Losses (defined below) imposed upon or incurred by or asserted against the Board and Town of East Hartford by reason of bodily injury, personal injury, death, or property damage of whatsoever kind or nature, to any individuals or parties (including, but not limited to the Board and Town of East Hartford, the Awarded Bidder/Proposer, or any other third party) arising out of or resulting from, or alleged to arise out of or arise from Awarded Bidder’s/Proposer’s performance of its work under the contract, but only to the extent such Losses are attributable to the negligent or intentional act, error or omission of the Awarded Bidder/Proposer or any person or organization employed or engaged by Awarded Bidder/Proposer to perform all or any part of the contract. The term “Losses” includes any losses, damages, costs, fees, expenses, claims, suits, judgments, awards, liabilities (including, but not limited to, strict liabilities), obligations, debts, fines, penalties, charges, amounts paid in settlement, foreseeable and unforeseeable consequential damages, litigation costs, attorneys’ fees, expert’s fees, and investigation costs, of whatever kind or nature, and whether or not incurred in connection with any judicial or administrative proceedings, actions, claims, suits, judgments or awards.

Upon written request by the Board and Town of East Hartford, the Awarded Bidder/Proposer shall defend and provide legal representation to the Board and Town of East Hartford with respect to any of the matters referenced above. Notwithstanding the foregoing, the Board and Town of East Hartford may, in its sole and absolute discretion, engage its own attorneys and other professionals to defend or assist it with respect to such matters and, at the option of the Board and Town of East Hartford, its attorneys shall control the resolution of such matters. Upon demand, the Awarded Bidder/Proposer shall pay or, in the sole and absolute discretion of the Board and Town of East Hartford, reimburse, the Board and Town of East Hartford for the payment of reasonable fees and disbursements of attorneys and other professionals in connection with this contract.

THE BOARD and TOWN OF EAST HARTFORD WILL NOT AGREE TO INDEMNIFY THE

AWARDED BIDDER/PROPOSER; SUBCONTRACTOR(S); OR INDEPENDENT CONTRACTOR(S)

STATE OF CONNECTICUT

COUNTY OF: Signature ______________________________________

Name: _________________________________________ Company Name: ________________________________

SEAL HERE: Address: _______________________________________ Date: __________________________________________

Subscribes and Sworn to before me on this ________ day of __________, 202___

Notary Pubic _____________________________

CONSTRUCTION, PROFESSIONAL OR LABOR SERVICES

(cont'd)

Revised 2/2021

B. INSURANCE

NOTE: CERTIFICATE OF INSURANCE WILL BE REQUIRED UPON AWARD AND PRIOR TO START OF

WORK OR ISSUANCE OF PURCHASE ORDER

1. GENERAL REQUIREMENTS

The AWARDED BIDDER/PROPOSER shall be responsible for maintaining insurance coverage in force for the life of this contract of the kinds and adequate amounts to secure all of the AWARDED BIDDER/PROPOSER’S obligations under this contract with an insurance company(ies) with an AM Best Rating of A-VII or better licensed to write such insurance in the State of Connecticut and acceptable to the Board and Town of East Hartford Additional Insured: The East Hartford Board of Education and the Town of East Hartford, its officials, employees, volunteers, boards and commissions must be included as an Additional Insured on the AWARDED BIDDER/PROPOSER’S Insurance Policies (except Workers’ Compensation and Professional Errors & Omissions). Evidence of this must be provided upon inception of this contract and upon renewal of insurance by the AWARDED BIDDER/PROPOSER to the Board and Town of East Hartford in the form of language on a Certificate of Insurance as well as a policy endorsement.

The AWARDED BIDDER/PROPOSER shall provide the Board and Town of East Hartford with a Certificate(s) of Insurance signed by an authorized representative of the insurance company(ies) prior to the performance of this contract describing the coverage and providing that the insurer shall give the Board and Town of East Hartford written notice at least thirty (30) days in advance of any termination, expiration, or any and all changes in coverage. Such insurance or renewals or replacements thereof shall remain in force during the AWARDED BIDDER/PROPOSER’S responsibility under this contract. Failure to provide or maintain any of the insurance coverage required herein shall constitute a breach of the Contract.

2. SPECIFIC REQUIREMENTS:

a) Commercial General Liability Insurance

The AWARDED BIDDER/PROPOSER shall carry Commercial General Liability Insurance (broad form coverage) insuring against claims for bodily injury, property damage, personal injury and advertising injury that shall be no less comprehensive and no more restrictive than the coverage provided by Insurance Services Office (ISO) form for Commercial General (CG 0001 04/2013). By its terms or appropriate endorsements such insurance shall include the following coverage, to wit: Bodily Injury, Property Damage, Fire Legal Liability (not less than the replacement value of the portion of the premises occupied), Personal & Advertising Injury, Blanket Contractual, Independent Contractor’s, Premises Operations, Products and Completed Operations (for a minimum of two (2) years following Final Completion of the Project). Any deviations from the standard unendorsed form will be noted on the Certificate of Insurance.

Type of Coverage: Occurrence Basis Minimum Amount of Coverage: $1,000,000 per occurrence

$2,000,000 aggregate Policy Period: Annual Policy

CONSTRUCTION, PROFESSIONAL OR LABOR SERVICES

(cont'd)

Revised 2/2021

b) Workers’ Compensation and Employer’s Liability Insurance

The AWARDED BIDDER/PROPOSER shall provide Statutory Workers’ Compensation Insurance as required by the State of Connecticut, including Employer’s Liability.

Amount of Coverage: Coverage A: Statutory Coverage B (Employer Liability):

$500,000 Each Accident $500,000 Disease, Policy Limit $500,000 Disease, Each Employee

c) Commercial Automobile Liability Insurance

The AWARDED BIDDER/PROPOSER shall carry Commercial Automobile Liability Insurance insuring against claims for bodily injury and property damage and covering the ownership, maintenance or use of any auto or all owned/leased and non-owned and hired vehicles used in the performance of the Work, both on and off the Project Site, including loading and unloading. The coverage should be provided by Insurance Services Office form for Commercial Auto Coverage (CA CA0001 10/2013) or equivalent. “Auto” (symbol 1 or equivalent) is required. Any deviations from the standard unendorsed form will be noted on the Certificate of Insurance.

Type of Coverage: Occurrence Basis Minimum Amount of Coverage: $1,000,000 combined single limit Policy Period: Annual Policy

d) Umbrella Liability Insurance

The AWARDED BIDDER shall carry an umbrella liability insurance policy of $10,000,000.

3. PROFESSIONAL SERVICE CONTRACTOR REQUIRMENTS

(e.g., Architects, Engineers, et al.)

The AWARDED BIDDER/PROPOSER shall carry Errors & Omissions coverage in the minimum amount $1,000,000 per claim/$1,000,000 annual aggregate for all professional services contracts. If the insurance coverage is written on a Claims-Made basis, an extended reporting period of at least 3 years after substantial completion of the project is required. Increased coverage limits may be required based on the scope, price and duration of the work to be performed. The East Hartford Board of Education or Town of East Hartford will inform the AWARDED BIDDER/PROPOSER as to the required limits for this insurance as soon as practicable, and has sole discretion of the limits to be required.

CONSTRUCTION, PROFESSIONAL OR LABOR SERVICES

(cont'd)

Revised 2/2021

4. SUBCONTRACTOR REQUIREMENTS:

The AWARDED BIDDER/PROPOSER shall require all subcontractors and independent contractors to carry the coverages set forth in section B. INSURANCE and will obtain appropriate Certificates of Insurance before the subcontractors and independent contractors are permitted to begin work.

The AWARDED BIDDER/PROPOSER shall require that East Hartford Board of Education and The Town of East Hartford, its officials, employees, volunteers, boards and commissions be included as an Additional Insured on all subcontractors and independent contractors’ insurance (except Workers’ Compensation and Professional Errors & Omissions) before permitted to begin work.

The AWARDED BIDDER/PROPOSER and all subcontractors and independent contractors and their insurers shall waive all rights of subrogation against the East Hartford Board of Education and Town of East Hartford, and its officers, agents, servants and employees for losses arising from work performed by each on this contract.

THE EAST HARTFORD BOARD OF EDUCATION OR TOWN OF EAST HARTFORD

RESERVES THE RIGHT TO AMEND THE AMOUNTS OF COVERAGE REQUIRED AND

TYPE OF COVERAGE PROVIDED BASED ON THE FINAL AGREED UPON SCOPE OF

SERVICES

AFFIRMATIVE ACTION / EQUAL OPPORTUNITY POLICY STATEMENT

East Hartford Public Schools is an Equal Opportunity Employer and will not transact business with firms that are not in compliance with all Federal and State Statutes and Executive Orders pertaining to non‐ discrimination.

This form is required to be filled in (enter company name above lines below), signed and returned with any Invitation to Bid, Request for Proposal, or other public solicitation document in order to transact any business with East Hartford Public Schools.

__________________________ will not make employment decisions (including decisions related to hiring, assignment, compensation, promotion, demotion, disciplinary action and termination) on the basis of race, color, religion, age, sex, marital status, sexual orientation, national origin, alienage, ancestry, disability (including pregnancy), genetic information, veteran status or gender identity or expression, except in the case of a bona fide occupational qualification.

It is the policy of _____________________________ that any form of discrimination or harassment on the basis of race, religion, color, national origin, alienage, sex, sexual orientation, marital status, age, disability (including pregnancy), genetic information, veteran status or gender identity or expression, or any other basis prohibited by state or federal law is prohibited.

______________________ will also take affirmative action as called for by applicable laws and Executive

Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

_________________________________ will remain in full compliance with the above while under contract with or performing work for East Hartford Public Schools.

Signed _______________________________

_____________________________ Business Address

Name/Title of Company Officer

Date Phone

Information Technology Department

Data Warehousing and Analytics

Background East Hartford Public Schools (EHPS) is seeking proposals from qualified data warehouse companies to design and configure a hosted data warehouse that creates a single data source for comparative and predictive analytics.

Summary East Hartford Public Schools (EHPS) serves approximately 6,200 students across 15 schools and two administrative buildings. EHPS is seeking proposals from qualified vendors to design, configure, implement, and host a secure, comprehensive K–12 data and analytics platform focused on student achievement and academic success. The proposed solution should integrate student data from multiple District systems into a centralized environment that supports business intelligence, reporting, longitudinal analysis, performance monitoring, and data-informed instructional and strategic decision-making. EHPS welcomes proposals from vendors that demonstrate the experience, technical capabilities, security standards, and qualifications necessary to meet the requirements outlined in this Request for Proposals

(RFP).

Questions related to this RFP must be submitted via email to brown.be@easthartford.org no later than Monday, October 5, 2026.

Any addendums, if necessary, will be published on the East Hartford Public Schools website, under Departments, Purchasing, Bids/Requests for Proposals, and State of CT/DAS site by Friday, October 9, 2026.

Proposals must be received at East Hartford Public Schools, Department of Technology, 734 Tolland Street, East Hartford, CT 06108 no later than 12:00 PM on Friday, October 16, 2026. Names of respondents will be publicly read aloud at that time. If attending, access to the building via the front door will only be granted from 11:45 AM through 12:00 PM sharp.

mailto:technology@easthartford.org

Required Services/Scope of Work EHPS is requesting a detailed solution for developing a longitudinal data warehouse using multiple source-data locations, with the ability to create dashboards and perform analytics. The data will be available to district leadership to support informed decisions based on accurate analysis. The preferred solution will include performance-management tools that help the district move from data analysis to actions that improve program efficiency. The solution must directly connect synchronized data and ad hoc datasets from siloed systems and blend them into one cohesive dataset.

Desired State EHPS is soliciting proposals from qualified vendors interested in providing an integrated student data warehousing and dashboard-creation solution for districtwide implementation. At a minimum, the system must pull existing student data from the PowerSchool Student Information System, DIBELS interim assessments, state end-of-year assessment files including SAT, SBAC, and NGSS, the MUNIS Financial System, and other datasets into one data warehousing solution for use in day-to-day operations.

The system must provide reporting tools that allow district staff to generate and distribute customizable dashboards. EHPS requires a turnkey solution that includes installation, conversion of existing datasets, consultation, and training for the ongoing development of new integrations and dashboards. The successful vendor must provide appropriate software, sufficient districtwide licenses, future software upgrades and enhancements, training, ongoing support, and required agreements.

The solution must comply with applicable federal and State of Connecticut laws, including FERPA and Connecticut student data privacy requirements.

Solution Specifications

• The solution shall provide a centralized, secure K–12 data warehouse that supports business intelligence, analytics, reporting, and informed decision-making.

• The solution shall integrate with PowerSchool and the District’s assessment, attendance, discipline, special education, intervention, enrollment, graduation, learning management, and other applicable systems.

• The solution shall support automated data exchanges through APIs, secure file transfers, database connections, and other industry-standard integration methods.

• The solution shall allow EHPS to add future systems and data sources without requiring a complete platform redesign.

• The solution shall support the migration and storage of agreed-upon current and historical District data.

• The platform shall include tools for data validation, reconciliation, cleansing, deduplication, and identification of incomplete or conflicting information.

• The solution should provide role-based dashboards for District leaders, school administrators, instructional leaders, data teams, and other authorized users.

• Authorized users shall be able to analyze information at the district, school, grade, program, subgroup, classroom, and individual student levels.

• The platform shall support longitudinal analysis, achievement-gap analysis, early-warning indicators, customizable dashboards, data visualizations, and drill-down reporting.

• Reports shall be exportable in commonly used formats and capable of being scheduled for authorized distribution.

• The solution shall support single sign-on, multifactor authentication, role-based access, audit logging, and timely account deactivation.

• District data shall be encrypted both in transit and at rest.

• The solution shall comply with FERPA, COPPA, applicable Connecticut student data privacy requirements, EHPS policies, and the district’s required Student Data Privacy Agreement.

• The solution shall be scalable, browser-based, compatible with District-supported devices, and compliant with applicable digital accessibility standards.

• The solution should include appropriate development, testing, training, and production environments.

• The vendor shall describe the proposed hosting model, system architecture, system-availability commitments, performance standards, backup procedures, and disaster-recovery capabilities.

• EHPS shall retain ownership of all District data, reports, configurations, and District-developed content.

• EHPS shall be able to export its data at any time in a complete, usable, and commonly accepted format.

Service Requirements

• The vendor shall provide a detailed implementation plan identifying project phases, deliverables, responsibilities, dependencies, risks, and milestone dates.

• The anticipated implementation period should be approximately six to twelve months, followed by a 30–90-day stabilization period.

• The vendor shall assign a dedicated project manager and participate in regularly scheduled project-status meetings with EHPS.

• The vendor shall conduct discovery sessions with district leadership, instructional staff, data owners, and technical personnel.

• The vendor shall document the district’s current systems, reporting processes, analytical needs, business rules, data definitions, and key performance indicators.

• The vendor shall provide a finalized requirements and solution-design document for District approval before configuration begins.

• The vendor shall provide data mapping, migration, cleansing, validation, reconciliation, and deduplication services.

• The vendor shall identify all required third-party access, licensing, vendor coordination, and related costs.

• The vendor shall provide a comprehensive testing plan covering integrations, data accuracy, functionality, security, accessibility, and system performance.

• EHPS shall conduct user acceptance testing, and all critical defects shall be corrected before the system is placed into production.

• The vendor shall provide end-user training for District leadership, school-level leaders, data teams, and other authorized users.

• The vendor should provide technical and administrative training for EHPS Information Technology staff.

• Training should include user guides, technical documentation, recorded sessions, and train-the-trainer resources.

• The vendor shall provide implementation support and ongoing technical support following production launch.

• The proposal shall define support hours, response and resolution times, escalation procedures, system-availability commitments, and procedures for addressing failed data integrations.

• The vendor shall provide ongoing software updates, security patches, platform enhancements, and routine maintenance.

• The vendor shall provide complete system architecture, dataflow, integration, configuration, administrative, and security documentation.

• The vendor shall develop and maintain a data dictionary identifying data sources, definitions, calculations, and business rules.

• The vendor shall provide knowledge transfer to EHPS technical staff so the district can effectively administer and support the solution.

• The vendor shall demonstrate successful experience implementing data warehouse and analytics solutions in K–12 school districts.

• The vendor shall provide references from school districts of comparable size and complexity.

• The proposal shall identify the implementation team, each team member’s qualifications, and their experience integrating with PowerSchool and other K–12 systems.

• The proposal shall separately identify all one-time and recurring costs, including implementation, configuration, integration, migration, licensing, hosting, training, support, maintenance, and professional services.

• The vendor shall provide multi-year pricing and disclose costs for optional modules, additional integrations, users, storage, dashboards, and future enhancements.

• Payments should be tied to the successful completion and District acceptance of established project milestones.

• The vendor shall disclose all subcontractors, third-party hosting providers, relevant security certifications, material security incidents, and data-breach notification procedures.

• The vendor shall not sell, monetize, disclose, or use District data for unauthorized purposes.

• Upon contract termination, the vendor shall return or securely destroy all District data, provide written certification of its destruction, and offer reasonable transition assistance.

Training Requirements

Following implementation and successful deployment of the platform, the selected vendor must provide comprehensive end-user training for district leadership, school-level administrators, and other designated users. The vendor must also provide technical training for EHPS Information Technology staff covering system administration, configuration, user management, integrations, security, troubleshooting, maintenance, and ongoing platform support. Training may be delivered in person or virtually and must include supporting documentation and reference materials.

Required Documentation Contractors shall demonstrate experience implementing a cloud-based enterprise data warehouse solution. The contractor shall demonstrate successful implementation of a cloud-hosted data warehouse for at least three organizations and a minimum of five years of experience implementing data warehousing solutions for public or private entities. The proposal shall summarize the number of cloud-based, vendor-hosted implementations and the time required to move each solution from conception to production. EHPS reserves the right to contact hosted clients to discuss and verify the information submitted by the contractor.

Proposals

Respondents must provide the following in their response to this RFP:

1. General information and company history

2. Explain how your proposal will meet the needs of EHPS

3. Completed “Project References” Form

4. Pricing submitted using “Appendix A – Pricing”

5. Completed required submittal forms as outlined in this Request for Proposals

6. The vendor’s SPIN number on the pricing sheet

Other Considerations

• The initial contract term shall be three (3) years, with two (2) optional one-year extensions.

Pricing is fixed through Year 3. The vendor may submit an escalation percentage to be applied in Year 4; the escalated rate will remain in effect through Year 5.

• East Hartford Public Schools is exempt from Connecticut sales tax. Do not include sales tax in any submitted pricing.

Selection Process Firm(s) will be selected based on the overall quality of the RFP response, applicability to the needs of EHPS, relevance of experience, strength of references, and pricing. EHPS may select firms to attend in-person interviews to determine the best fit between the firm and the needs of East Hartford Public Schools. Selected firms may also be required to demonstrate the proposed solution's capabilities and use from both end-user and technical-user perspectives.

CONTRACT REFERENCES

In the interest of securing competent contractors, we are requiring the following information be provided with your proposal. Failure to provide this information may jeopardize your firm being awarded this project.

Please provide three references for contracts of similar size and scope:

Contract #1

Contract Name: _______________________ Customer Name/Organization/Phone Number#: _____________________________________ Date Contract Completed: ________________ Description of Contract:

Contract #2

Contract Name: _______________________ Customer Name/Organization/Phone Number#: _____________________________________

Contract #3

Contract Name: _______________________ Customer Name/Organization/Phone Number#: _____________________________________

Appendix A – Pricing

I, WE, the undersigned, hereby agree to furnish and deliver the requested services at the prices named herein, subject to and in accordance with the Request for Proposals and Specifications, all of which are made a part of this Proposal.

All pricing must separately identify one-time and recurring costs and must exclude Connecticut sales tax. Pricing is fixed for Years 1 through 3. Proposers may submit an optional escalation percentage to be applied beginning in Year 4; the escalated rate will remain in effect through Year 5. Attach a detailed pricing sheet if additional detail is required.

Vendor SPIN Number: ______________________________

1. One-Time Implementation Costs Item Cost Project management and implementation services $ System configuration and setup $ Data integrations (PowerSchool, DIBELS, state assessment files, MUNIS, other sources) $

Data migration, cleansing, validation, and historical data conversion $ Initial training (end-user and technical) $ Other one-time costs (describe): ______________________ $

TOTAL ONE-TIME COSTS $

2. Annual Recurring Costs (Years 1–3) Item Year 1 Year 2 Year 3 Software licensing (districtwide) $ $ $ Hosting $ $ $ Support and maintenance $ $ $ Other recurring costs (describe): ______________ $ $ $

TOTAL ANNUAL RECURRING COSTS $ $ $

3. Optional Escalation (Years 4 and 5) Description Percentage (%) Proposed Annual Escalation Rate for Year 4 % Proposed Annual Escalation Rate for Year 5 %

4. Optional and Additional Services Item Unit Price Additional data source integration Per integration $ Additional dashboard or report development Per hour $ Additional user licenses Per user, per year $ Additional data storage Per ________ $ Professional services / consulting Per hour $ Optional modules (list and price each; attach sheet)

5. Total Proposed Cost (One-Time + Annual Recurring, Years 1–3): $______________________

SUBMITTED BY:

Vendor Contact Person

Written signature Title

Address

Telephone#

Email Date

Tax Collector verification:

No delinquent taxes owed by the awarded proposer to the Town of East Hartford

CONTRACT REFERENCES