2-NBISD ISD ERP-SIS Software RFP - Appendix B.xlsx
XLSX spreadsheet 98 KB Posted
- Attached to
- RFP 26-10 ERP / SIS
- Solicitation number
- RFP 26-10 ERP / SIS
- Issued by
- Comal County, Texas
About this file
This document is Appendix B of the RFP 26-10 ERP/SIS submission package for Arlington Independent School District (AISD) in Texas, containing required forms and questionnaires that vendors must complete as part of their proposal response. The RFP seeks a comprehensive Enterprise Resource Planning and Student Information System solution to serve a large K-12 district with 1,348 FTE employees, 1,352 total headcount employees, and 9,658 students across 17 schools and 7 additional district buildings. Vendors must submit responses in Microsoft Excel format and must address all required modules including student information, general ledger, budgeting, accounts payable and receivable, cash receipts, fixed assets, human resources, payroll, benefits, time and attendance, and procurement functions. The district requires a SaaS-based solution with web-based accessibility, mobile app capabilities, and integration with eight identified third-party systems including Frost Bank, TalentEd/PowerSchool, Eduphoria, ClassLink, Canvas, Same Goal, Frontline Education, and Mosaic.
Vendors must provide comprehensive responses including company background information, product specifications, security capabilities, ongoing support models, hosting arrangements, implementation timelines, customer references, and detailed pricing structures. The district requires vendors to support unlimited support costs bundled into proposal pricing with no per-call or per-hour charges, provide levels 2 and 3 support, and offer both optimal and minimal implementation timelines with clearly defined effort hours. Data conversion is required across multiple modules including current year detail and prior year summary data for general ledger, budgeting, accounts payable, accounts receivable, and all human resources functions. Vendors must include all interface development costs in their base bid and provide pricing in a specified format covering one-time costs for application software and services, as well as annual pricing for years one through seven of the contract term.
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Required Forms List Required Forms List
REQUIRED FORMS LIST - Electronic Copy Must be submitted in Microsoft Excel format
| APPENDIX B REQUIRED FORMS: |
| The following forms MUST be submitted as a part of your RFP Response |
| Required Forms List: |
| Vendor Questionnaire |
| References |
| Pricing Questionnaire |
| Pricing Form |
| Effort Hours |
| Interfaces |
| Conversion Data |
Appendix B Arlington Independent School District (AISD) ERP Software Selection RFP &A
Prepared by: Plante Moran &P/
Vendor Questionnaire
| Vendor Questionnaire | |
| Question | Vendor Response |
| Vendor Information | |
| Please provide the following vendor background information. | |
| Company name | |
| Contact name | |
| Contact phone | |
| Contact email | |
| ERP solution name | |
| ERP solution version number | |
| Where is your headquarters located? Where is your closest location to HEB ISD? | |
| Please list your organization's annual sales for the last (3) years: | |
| How long has your proposed solution been commercially available? | |
| How many total employees does your company have? | |
| Please confirm that you agree to incorporate the RFP and your proposal in any contract resulting from this RFP. | |
| Installed base | |
| Please indicate the number of completed installations for your ERP solution for the following categories. | |
| K-12 Districts in Texas | |
| K-12 Districts greater than 25,000 students | |
| K-12 Districts Nationally | |
| All Customers Nationally | |
| Product information | |
| Provide the official software name and proposed version number. | |
| Please provide links to any relevant/available product overview videos or webinars which could provide evaluators with an initial understanding of your proposed system's general capabilities and look/feel. These should be brief - we anticipate conducting detailed product demos later in the evaluation process. | |
| Is all proposed application software provided and supported by your organization? List any third-party products included. | |
| Will the District be required to sign more than one contract document? If yes, please identify all contract documents/parties required. | |
| Is your solution fully-web based? | |
| Does your solution utilize HTML5/responsive web design? | |
| Indicate the number and types of environments included with your proposed solution (production, development, test, training, etc). | |
| Please confirm that your solution is compatible with all modern web browsers, including Chrome, Edge, Safari, Firefox, etc. | |
| Which modules and areas of your system have native mobile apps (downloadable through Apple, Android, Google stores)? | |
| What database does your software utilize? | |
| What strategic alliance(s) have you made to further strengthen your product and services? | |
| Describe your standard software release cycle. What documentation, training, and guidance is provided for updates and new features? | |
| Describe your testing, validation, and deployment approaches for new features or updates. | |
| List any best-in-class K-12 administrative systems that you integrate with for student information, finance, payroll, HR, etc. | |
| What tools are available with your proposed solution to allow integration with other systems/data sources? | |
| Please describe your ability to support required State of Texas financial/human resources reporting. | |
| Security | |
| Does your solution support single sign-on and multi-factor authentication? Describe authentication standards utilized by your solution. | |
| Please list any identity management systems that are compatible with your proposed system. | |
| What security options are available with your proposed solution (read, write, update, add/delete, no-print, etc.)? | |
| Are security levels for your proposed solution assigned by user, role, group, or other? | |
| What added features does the system provide for detection/prevention of system intrusion? | |
| Describe the security audit capabilities of your proposed solution. | |
| What functions or protocols does your proposed system have to protect the privacy of secure and sensitive data (e.g. personally identifiable information, SSN, FERPA, HIPAA, etc.) that it processes or stores? | |
| Please describe how data stored within your proposed solution is encrypted (in-transit and at-rest). | |
| Ongoing support and maintenance | |
| Please describe your proposed support model. If a multi-tier support model is available, please describe it and the related costing (i.e. is "standard" or "premium" support included in your proposal?) | |
| Please confirm that you will provide levels 2 and 3 support, as required by the RFP, and that costs for providing these levels of support are included in your proposal. | |
| Please confirm that all costs for unlimited support are bundled into your proposal pricing, and that no per-call or per-hour support costs will apply. | |
| How many software support staff are available over the phone to troubleshoot problems for your solution? | |
| During what hours is support available over the phone for your solution? | |
| Do you typically limit the number of designated contacts from a customer organization who may call your helpdesk for support? If so, how many contacts are permitted? | |
| Do you offer guaranteed maximum issue response or resolution times as part of your standard SLA? | |
| Do you provide or offer a Customer Success Manager or equivalent role to support customers through implementation and ongoing operations? | |
| Approximately how many staff should the District expect to employ to provide on-going application support? Describe anticipated roles, responsibilities, skill sets, and estimated time commitment in terms of FTEs required. | |
| Describe the availability of local/state/national user-groups for your proposed solution. | |
| Does your solution have active community forums or sites for K-12? Describe. | |
| Hosting | |
| Will your organization host the solution, or will this be managed by a third party? If third-party, who is the hosting provider? | |
| Is your system single-tenant or multi-tenant? | |
| Is the data center that houses the software application servers certified to meet ANSI/TIA “Tier-4” and/or “Tier-3” datacenter specifications? | |
| Where are the primary, secondary, and tertiary data centers for the proposed hosting provide located? | |
| Please confirm that all system data will be stored/hosted in the United States at all times. | |
| Please provide a copy of your proposed Service Level Agreement, including any tiered levels of service, response times, and standard metrics. Please identify any additional costs related to the tiered service level. | |
| Please provide a copy of your most recent SSAE 18 SOC 2 audit report. | |
| Describe your historical system uptime over the last 12 months. | |
| Implementation | |
| Describe the duration (# of months) and phasing of your proposed optimal implementation plan. Your optimal implementation plan should reflect a best-practice/recommended timing of implementation for the District. | |
| Describe the duration (# of months) and phasing of your proposed minimal implementation plan. Your minimal implementation plan should reflect the fastest possible go-live for the District. | |
| Describe the phasing in your proposed implementation model. Is a big-bang or a phased go-live approach utilized? | |
| Describe any project management methodologies utilized by your implementation team (i.e. Agile, Waterfall, Scrum, other). | |
| Will you provide a PMP-certified project manager to lead the District's implementation? | |
| Do you recommend go-live on particular fiscal calendar days (i.e. on first day of fiscal year, on a new quarter, etc.)? Explain. | |
| To what extent will your implementation staff be onsite for this project (provide an estimated percentage). Which activities will be onsite? | |
| Please indicate if your project management is onsite, remote or a mixture. If a mixture, please indicate the estimated percentage onsite. | |
| Please indicate if your project manager is dedicated to this project, or will be shared across projects. If shared, indicate the percentage of time dedicated to this project . | |
| Would your organization plan to train all end-users, or would you use a train-the-trainer methodology? | |
| Will you perform your training services onsite or remotely? If a combination, indicate what percentage of training activities will be onsite. | |
| Describe your approach to testing. Who will be responsible for developing test scripts, performing various tests, etc. (vendor or District)? | |
| Who (vendor or District) is responsible for data extracts from the existing system? | |
| Who (vendor or District) is responsible for data validation and cleanup? | |
| Please confirm that the vendor is responsible for the data import itself. | |
| Describe any alternative approaches (from your proposed base-bid approach) to data conversion that the District may wish to consider, as well as the potential benefits of alternative approaches. |
Appendix B Arlington Independent School District (AISD) ERP Software Selection RFP &A
Prepared by: Plante Moran &P/
References
| References | |
| REFERENCES | |
| Please provide customer references of K-12 organizations utilizing the SaaS version of the proposed software, with installed modules similar to those requested and who have been using the software for at least two (2) years. K-12 Districts in the state of Texas are preferred. | |
| Reference #1 | Response |
| Reference Name: | |
| Enrollment: | |
| Contact Name: | |
| Phone Number: | |
| Installed application systems including current version and modules utilized (briefly describe): | |
| Implementation dates: | |
| SaaS or On-premise? | |
| Reference #2 | Response |
| Reference Name: | |
| Enrollment: | |
| Contact Name: | |
| Phone Number: | |
| Installed application systems including current version and modules utilized (briefly describe): | |
| Implementation dates: | |
| SaaS or On-premise? | |
| Reference #3 | Response |
| Reference Name: | |
| Enrollment: | |
| Contact Name: | |
| Phone Number: | |
| Installed application systems including current version and modules utilized (briefly describe): | |
| Implementation dates: | |
| SaaS or On-premise? | |
| Reference #4 | Response |
| Reference Name: | |
| Enrollment: | |
| Contact Name: | |
| Phone Number: | |
| Installed application systems including current version and modules utilized (briefly describe): | |
| Implementation dates: | |
| SaaS or On-premise? | |
| Reference #5 | Response |
| Reference Name: | |
| Enrollment: | |
| Contact Name: | |
| Phone Number: | |
| Installed application systems including current version and modules utilized (briefly describe): | |
| Implementation dates: | |
| SaaS or On-premise? | |
| SUBCONTRACTORS, IMPLEMENTERS, AND RESELLERS | |
| Will a subcontractor, implementer, or reseller be used? | |
| If Yes, name of subcontractor, implementer, or reseller | |
| Have you worked with this subcontractor, implementer, or reseller within the last 12 months? | |
| Responsibilities to include: | |
| Provide three (3) customer references (including contact names and phone numbers) for similar work performed by each subcontractor you will use on this project: | 1 |
| 2 | |
| 3 |
Signature:
Printed Name:
Appendix B Arlington Independent School District (AISD) ERP Software Selection RFP &A
Prepared by: Plante Moran &P/
Pricing Questionnaire
| Pricing Questionnaire | |
| Pricing Questionnaire | Vendor Response |
| Explain all factors that could affect licensing fees. | |
| Describe the basis for your software licensing (e.g. site license, # of named user licenses, # of concurrent user licenses, # of employee licenses etc.), as well as the number of licenses provided in your base bid proposal. | |
| Indicate what type of license is offered for any proposed third party products (named user, concurrent user, installed copies, processor-based, etc.), as well as the number of licenses provided in your base bid proposal. | |
| Are all fees for proposed third-party or best-of breed software applications included in your proposal? | |
| Is your solution subscription based or perpetual license based? | |
| Please confirm that your proposed professional services costs are based on hourly rates that will not change through the term of the implementation. | |
| Please provide standard hourly rates (to be used for potential add-on work) and indicate if the rates will vary over the term of the contract. If they will vary, indicate the maximum change by percentage over the term of the contract. | |
| Are implementation services fees in your proposal fixed fee, time & materials, or not-to-exceed? | |
| Are travel & expenses costs included in your proposed implementation services fees? Are the costs listed a fixed fee and not-to-exceed figure, or an estimate (with expenses billed as incurred)? | |
| Please confirm that your proposed solution and pricing includes all required modules as listed in the RFP, and Appendices A, B, and C. | |
| Are all fees for required interfaces (see Interfaces tab) included in your proposal? | |
| Are all fees for required data conversions (see Data Conversion tab) included in your proposal? |
Appendix B Arlington Independent School District (AISD) ERP Software Selection RFP &A
Prepared by: Plante Moran &P/
Pricing Form
| Pricing Form | |||
| Bid Information | Vendor Response | ||
| Please confirm that your total costs as listed in the tables below are the Grand Total for your bid and that there are no other costs that are not incorporated on these pages. If there are additional costs that are not incorporated, please detail them here, identifying the cost and what page it can be found on in the proposal. | |||
| Name of Company | |||
| Authorized Signature | |||
| Printed / Typed Name of Authorized Signer | |||
| Date | |||
| Bid Summary | Summary Pricing - SaaS Solution | Comments | |
| One Time | |||
| Application Software | |||
| Other | |||
| Services | |||
| One-Time Grand Total | |||
| Annual | |||
| Year 1 | |||
| Year 2 | |||
| Year 3 | |||
| Year 4 | |||
| Year 5 | |||
| Year 6 | |||
| Year 7 | |||
| 7-Year Grand Total | |||
| Optional Software | |||
| Year 1 | |||
| Year 2 | |||
| Year 3 | |||
| Year 4 | |||
| Year 5 | |||
| Year 6 | |||
| Year 7 | |||
| 7-Year Grand Total | |||
| SaaS Model | One-Time Pricing | Annual Pricing | Comments |
| Application Software | |||
| Core Software | |||
| Reporting & analytics | |||
| Document management | |||
| General ledger | |||
| Budgeting | |||
| Accounts receivable and invoicing | |||
| Cash receipts | |||
| Accounts payable | |||
| Employee expense reimbursement | |||
| Purchasing | |||
| Fixed assets | |||
| Grant & project accounting | |||
| Human resources | |||
| Position control | |||
| Payroll | |||
| Benefits | |||
| Time & attendance | |||
| Employee self-service | |||
| Substitute management | |||
| Other - Required | |||
| Other (list item in description) | |||
| Other (list item in description) | |||
| Other (list item in description) | |||
| Year 1: | |||
| Year 2: | |||
| Year 3: | |||
| Year 4: | |||
| Year 5: | |||
| Year 6: | |||
| Year 7: | |||
| Other | |||
| Hosting | |||
| Disaster Recovery | |||
| API's | |||
| Storage | |||
| Encryption | |||
| Standard Reports | |||
| Other | |||
| Year 1: | |||
| Year 2: | |||
| Year 3: | |||
| Year 4: | |||
| Year 5: | |||
| Year 6: | |||
| Year 7: | |||
| Services | One Time | Annual | |
| Project Management | Indicate not-to-exceed or time & materials | ||
| Software Design | Indicate not-to-exceed or time & materials | ||
| Software Configuration | Indicate not-to-exceed or time & materials | ||
| Data Conversion | Indicate not-to-exceed or time & materials | ||
| Training | Indicate not-to-exceed or time & materials | ||
| Testing | Indicate not-to-exceed or time & materials | ||
| Travel & Lodging | Indicate not-to-exceed or time & materials | ||
| Interface Development (see Interfaces tab) | Indicate not-to-exceed or time & materials | ||
| Other | Indicate not-to-exceed or time & materials | ||
| Total | |||
| Optional Software & Services | One Time | Annual | |
| Student activity accounting | |||
| Software | |||
| Services | |||
| Recruiting & applicant tracking | |||
| Software | |||
| Services | |||
| Professional development | |||
| Software | |||
| Services | |||
| Performance management & evaluation | |||
| Software | |||
| Services | |||
| Additional software options/value-added modules | |||
| Software | |||
| Services | |||
| Additional software options/value-added modules | |||
| Software | |||
| Services | |||
| Optional Data Conversion - per additional year | |||
| Year 1: | |||
| Year 2: | |||
| Year 3: | |||
| Year 4: | |||
| Year 5: | |||
| Year 6: | |||
| Year 7: |
Appendix B Arlington Independent School District (AISD) ERP Software Selection RFP &A
Prepared by: Plante Moran &P/
Effort Hours
| Effort Hours |
| Vendors are required to provide estimated numbers of hours included for implementation services in their base bid proposal. Estimated hours must be provided, regardless of whether vendors have quoted professional services on a fixed fee or time & materials basis. Failure to provide estimated hours/levels of effort may factor into evaluation of vendor proposals. |
| Services | Total Hours - | |
| Minimal Timeline | Total Hours - | |
| Optimal Timeline | Fixed Fee or | |
| Time & Materials | Comments | |
| Project Management | ||
| Software Design | ||
| Software Configuration | ||
| Training | ||
| Testing | ||
| Data Conversion | ||
| Other | ||
| Total |
Appendix B Arlington Independent School District (AISD) ERP Software Selection RFP &A
Prepared by: Plante Moran &P/
Interfaces
| Interfaces |
| Note: Vendors must provide pricing for development of the following interfaces in their base bid using the row indicated in Appendix A - Pricing Form. If vendors have the capability to replace any of these interfaces using base bid software, they should explain this using the comments field. |
| Item # | Product | Description | Import (to ERP), Export (from ERP), or bi-directional? | Interface development included in base bid? | Comments |
| 1 | Frost Bank | Bank deposit and check information must be imported from FROST to ERP for bank reconciliation. | Bi-Directional | ||
| 2 | TalentEd/Powerschool Hire Enterprise (Applicant Tracking) | New hire demographic information must be imported from TalentEd/PowerSchool Applicant Tracking to ERP for creation of personnel records. | Export | ||
| 3 | Eduphoria (Professional Development) | Employee demographic information must be exported from ERP/SIS to Eduphoria for employee/account setup. | Export | ||
| 4 | ClassLink | Staff and student demographic and class rostering information must be exported from SIS to Classlink. | Export | ||
| 5 | Canvas | Staff and student demographic and class rostering information must be exported from SIS to Canvas. | Export | ||
| 6 | Same Goal | Staff and student and staff information must be exported from SIS to Same Goal | Export | ||
| 7 | Frontline Education - Location Analytics, Student Analytics, Health Office Anywhere | Staff and student demographic and class rostering information must be exported from SIS to Frontline Education. | Export | ||
| 8 | Mosaic | Staff and student demographic and class rostering information must be exported from SIS to Mosaic. | Bi-Directional |
Appendix B Arlington Independent School District (AISD) ERP Software Selection RFP &A
Prepared by: Plante Moran &P/
Data Conversion
| Data Conversion |
| Vendor is required to provide conversion of the data listed in the table below. |
| Module | Data | Conversion years requested | Requested years/data included in base bid? (indicate yes/no) |
| Student Information System (SIS) | |||
| General Ledger | Current year detail, prior year summary | Current/open/active, year-to-date, and prior year data | |
| Budgeting | Budget detail | Current/open/active, year-to-date, and prior year data | |
| Accounts Payable | Current year payables and 1099s | Current/open/active, year-to-date, and prior year data | |
| Accounts Payable | Vendor payment summary history | Current/open/active, year-to-date, and prior year data | |
| Accounts Receivable & Invoicing | Open invoices, current receivables activity | Current/open/active, year-to-date, and prior year data | |
| Cash Receipts | Cash receipts and point-of-sale activity | Current/open/active, year-to-date, and prior year data | |
| Fixed Assets | Capital and depreciable assets | Current/open/active, year-to-date, and prior year data | |
| Procurement | Open purchase orders, open multi-year/year-to-date purchase orders, ongoing contracts, existing vendors | Current/open/active, year-to-date, and prior year data | |
| Position Control | Current positions | Current/open/active, year-to-date, and prior year data | |
| Human Resources | Master employee file | Current employees all history, 5 years inactive employees | |
| Payroll | Payroll & compensation data | Current/open/active, year-to-date, and prior year data | |
| Recruiting & Applicant Tracking | Current applicants information | Current/open/active, year-to-date, and prior year data | |
| Benefits | Benefits elections, benefits data | Current/open/active, year-to-date, and prior year data | |
| Time & Attendance | Employee leave balances | Current/open/active, year-to-date, and prior year data |
Appendix B Arlington Independent School District (AISD) ERP Software Selection RFP &A
Prepared by: Plante Moran &P/
Key Volumes Key Volumes
| Item | Count |
| # of employees (FTE) | 1,348 |
| # of employees (headcount) | 1,352 |
| # of students (headcount) | 9,658 |
| # of schools | 17 |
| # of additional district buildings | 7 |
| # of general ledger accounts | 8,388 |
| # of journal entries (annually) | 12,887 |
| # of AP checks (annually) | 6,224 |
| # of vendors | 21,749 & 9,463 active |
| # of purchase orders (annually) | 7,800 |
| # of W-2s (annually) | 3,600 |
Appendix B Arlington Independent School District (AISD) ERP Software Selection RFP &A
Prepared by: Plante Moran &P/
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