201-2025-1000-+Data+Migration+RFP.pdf

600 E Boulevard Ave, Dept. 201

Bismarck, ND 58505

REQUEST FOR PROPOSAL (RFP)

RFP Title: School Data Migration

RFP Number: 201-2025-1000-1

Issued: June 25, 2025

TABLE OF CONTENTS

SECTION ONE – INSTRUCTIONS

1.0 PURPOSE OF THE RFP

1.1 DEFINITIONS

1.2 PROCUREMENT OFFICER CONTACT INFORMATION

1.3 RFP SCHEDULE (APPROXIMATE)

1.4 ASSISTANCE TO INDIVIDUALS WITH A DISABILITY

1.5 SECRETARY OF STATE REGISTRATION REQUIREMENTS

1.6 BIDDERS LIST REGISTRATION

1.7 STATE PROCUREMENT WEBSITE – SPO ONLINE

1.8 DEADLINE FOR QUESTIONS AND OBJECTIONS

1.9 PREPROPOSAL CONFERENCE OR SITE INSPECTION

1.10 OFFER HELD FIRM

1.11 OFFEROR RESPONSIBLE FOR COSTS

1.12 TAXES

1.13 SOLICITATION CLOSING – LATE PROPOSALS REJECTED

1.14 AMENDMENT AND WITHDRAWAL OF PROPOSALS

1.15 PROPOSAL OPENING

1.16 PROPOSALS SUBJECT TO NORTH DAKOTA OPEN RECORD LAW

1.17 NEWS RELEASES

1.18 CONFLICT OF INTEREST

1.19 ATTEMPT TO INFLUENCE PROHIBITED

1.20 COLLUSION PROHIBITED

1.21 PROTEST AND APPEAL

1.22 SPECIFICATIONS PREPARED BY NON-STATE PERSONNEL

SECTION TWO – BACKGROUND

2.0 BACKGROUND INFORMATION

2.1 BUDGET

2.2 TECHNICAL ARCHITECTURE OVERVIEW

SECTION THREE – SCOPE OF WORK

3.0 SCOPE OF WORK

3.1 APPLICABLE DIRECTIVES

3.2 REQUIREMENTS

3.3 EXPERIENCE AND QUALIFICATIONS

SECTION FOUR – PROPOSAL

4.0 PROPOSAL PREPARATION

4.1 PROPOSAL SUBMISSION INSTRUCTIONS

4.2 PROPOSAL FORMAT

SECTION FIVE – PROPOSAL EVALUATION

5.0 AWARD

5.1 RESPONSIVENESS

5.2 RESPONSIBILITY

5.3 EVALUATION CRITERIA

5.4 COST PROPOSAL EVALUATIONS

5.5 CLARIFICATIONS OF PROPOSALS – DISCUSSIONS

5.6 RIGHT OF REJECTION

5.7 INTERVIEW OR DEMONSTRATIONS, IF REQUESTED

5.8 THIRD-PARTY SECURITY QUESTIONNAIRE

5.9 BEST AND FINAL OFFERS

5.10 TIE PROPOSALS

5.11 NEGOTIATIONS

5.12 NOTICE OF INTENT TO AWARD

5.13 CONTRACT APPROVAL

5.14 EVALUATION DEBRIEF

SECTION SIX – CONTRACT INFORMATION

6.0 NORTH DAKOTA CONTRACTUAL REQUIREMENTS – BACKGROUND

6.1 STATE CONTRACT TERMS AND CONDITIONS – OFFEROR’S PROPOSED CHANGES

6.2 CONTRACTUAL TERMS AND CONDITIONS – NO MATERIAL CHANGES

Attachments

Attachment 1 Proposal Evaluation Worksheet

Attachment 2 Technology Contract

Attachment 3 Cost Proposal

SECTION ONE – INSTRUCTIONS

1.0 PURPOSE OF THE RFP

The state of North Dakota, acting through the North Dakota Department of Public Instruction (the STATE) is soliciting proposals for professional services to extract data from multiple, statewide PowerSchool instances and align each dataset to the new incoming Student Information System vendor’s (Infinite Campus) pre-defined data schemas.

1.1 DEFINITIONS

For the purposes of this RFP, the acronyms and defined terms are as follows:

Acronym or Term Name or Definitions CTE Career and Technical Education – state agency that provides work ready skills to students Contractor Entity that has an approved contract with the State of North

Dakota CT Central Time Zone DATA Means any information provided to, or collected, generated, stored, or processed by the system. Data includes user identification information and metadata which may contain Data or from which the STATE’s Data may be ascertainable.

DPI Department of Public Instruction District Grouping of schools EduTech Department within ITD that assists K-12 Education with technology needs ETL Extract, Translate, Load – method to pull data from one source and import into another system ITD Information Technology Department IEP Individual Education Plan – education plan tailored to the special needs of the student Infinite Campus Student information system OMB Office of Management and Budget PowerSchool Student information system REA Regional Education Agency RFP Request for Proposal SLDS State Longitudinal Data System Solicitation Closing Deadline for receipt of proposals stated in the RFP Schedule Special Education Unit Entity that provides special education services to districts SPO Office of Management and Budget, State Procurement Office STARS State Automated Reporting System – used by DPI to collect, monitor, and report educational information TieNet System for building and tracking Individual Education Plans

(IEPs)

1.2 PROCUREMENT OFFICER CONTACT INFORMATION

The Procurement Officer is the point of contact for this RFP. Offerors shall direct all communications regarding this RFP to the Procurement Officer. Please do not add the Procurement Officer to any distribution list.

PROCUREMENT OFFICER: Julie Crispell EMAIL: jcrispell@nd.gov

PHONE: (701) 328-2735

TTY Users call: 7-1-1 mailto:jcrispell@nd.gov

A person or firm interested in submitting a proposal should ensure all communications related to the procurement are only with the designated point of contact. This section does not restrict communication with state officials or any member of the legislative assembly unless the state official or member of the legislative assembly is involved directly with the procurement for which the person is interested or has submitted a bid or proposal (N.D.C.C. § 54-44.4-01.1).

Engaging in unauthorized communication or seeking to obtain information about an open solicitation with any state employee or official other than the responsible Procurement Officer or designee is sufficient grounds for suspension or debarment. [N.D.A.C. § 4-12-05-04(7)]

1.3 RFP SCHEDULE (APPROXIMATE)

EVENT DATE

RFP issued June 25, 2025 Deadline for Submission of Questions and Objections

DATE WILL NOT CHANGE

July 10, 2025, by 11 AM, C.T.

Solicitation Amendment with Responses to Questions issued (if required) July 16, 2025

Deadline for Receipt of Proposals (Solicitation Closing) DATE WILL NOT CHANGE July 30, 2025, by 11 AM, C.T.

Initial evaluation completed August 5, 2025

Interview or Demonstrations, if requested

August 6-7, 2025 Offerors most susceptible for award will be notified by August 5th close of business if State determines it is in its best interest to have an interview or demonstration process as part of the evaluation.

IT Review/TPRM Assessment August 14, 2025

Depending upon proposed tools or solutions, this may be a requirement

Proposal Evaluation completed August 7, 2025 Notice of Intent to Award issued August 7, 2025 Contract Executed August 14, 2025 Contract Start August 14, 2025

1.4 ASSISTANCE TO INDIVIDUALS WITH A DISABILITY

Contact the Procurement Officer, as soon as possible, if an individual with a disability needs assistance with the RFP including any events in the RFP schedule so reasonable accommodations can be made.

1.5 SECRETARY OF STATE REGISTRATION REQUIREMENTS

The North Dakota Secretary of State has registration requirements for individuals and businesses transacting business in North Dakota. If the successful Offeror is determined to have a registration requirement with the North Dakota Secretary of State, they must be registered before the contract award and registration must remain active for the duration of the contract period (N.D.C.C. § 54-44.4- 09.1)

• See the OMB Guidelines to Vendor Registry for more information.

Visit the Secretary of State's Vendor Registration webpage for information on registration requirements and fees. Visit FirstStop, the Secretary of State's business and licensing software, for online form options.

• Check the Business Records database to see if a business is registered.

• Contact Secretary of State's office by email or call 701-328-2900 (choose menu item 2, then option 1).

http://www.legis.nd.gov/information/acdata/pdf/4-12-05.pdf?20130319105642 https://www.ndlegis.gov/cencode/t54c44-4.pdf https://www.ndlegis.gov/cencode/t54c44-4.pdf https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/vendor-reg-guidelines.pdf https://sos.nd.gov/business/vendors.html https://sos.nd.gov/firststop.html https://firststop.sos.nd.gov/search/business mailto:sos@nd.gov

• If you need to register, fees apply.

• Vendors may need to obtain businesses licenses. See the list of licenses required of businesses in the State of North Dakota. The link includes information on who to contact, application fees, renewal dates, and the legal reference.

1.6 BIDDERS LIST REGISTRATION

Individuals or business entities desiring to be notified of bidding opportunities may apply to be placed on the Bidders List. (N.D.C.C. § 54-44.4-09) Bidders Lists are used to notify vendors when solicitations are issued on the State Procurement Office Online system (SPO Online). Placement on the Bidders List does not guarantee a vendor will receive notice of every solicitation (N.D.A.C. § 4-12-05-01). There are no fees to register as a bidder. The online application form requests contact information for the receipt of solicitation notices. The Bidders List application and SPO Online system use commodity codes to identify categories of goods, services, and information technology.

The commodity codes used for this solicitation are: 208-37, 42 / 550-90 / 920-02, 22, 24, 66.

Visit the OMB website for instructions and the online Bidders List Application:

Bidders List Registration Website

For assistance with Bidders List Registration, contact State Procurement Help Desk at 701-328-1728 or infospo@nd.gov.

1.7 STATE PROCUREMENT WEBSITE – SPO ONLINE

This RFP and any related amendment and notices will be posted on the North Dakota Office of Management and Budget website - State Procurement Online system. Offerors are responsible for checking this website to obtain all information and documents related to this RFP:

https://apps.nd.gov/csd/spo/services/bidder/main.htm. Select “Recent Solicitations”. Recent Solicitations are listed by close date.

Notices related to this RFP will be sent to the Bidders List for the needed commodity or service and other known potential offerors.

Offerors not having completed the Bidders List registration may request to receive notices related to this RFP by contacting the Procurement Officer in writing with the following information: RFP title, business name, contact person, mailing address, telephone number, and email address.

1.8 DEADLINE FOR QUESTIONS AND OBJECTIONS

Offerors should carefully review the RFP including all attachments. Offerors may ask questions to obtain clarification, request additional information, or object to material in the RFP. Questions and objections must be submitted to the Procurement Officer in writing by the deadline identified in the RFP schedule. The Procurement Officer may elect to respond to questions received after the deadline. If no deadline is specified, questions or objections must be received at least seven days prior to the proposal receipt deadline – Solicitation Closing.

Questions and objections should include a reference to the applicable RFP section or subsection. Email is the preferred method of submission with the RFP number cited in the email subject line.

Responses to questions and requests for clarifications will be distributed as a solicitation amendment, unless the question can be answered by referring the offeror to a specific section of the RFP.

1.9 PREPROPOSAL CONFERENCE OR SITE INSPECTION

The STATE will not hold a preproposal conference or site inspection for this RFP.

https://www.ndsu.edu/agriculture/extension/extension-topics/leadership-and-civic-engagement/business-leadership-and-resources-2 https://www.ndlegis.gov/cencode/t54c44-4.pdf https://www.ndlegis.gov/information/acdata/pdf/4-12-05.pdf https://www.omb.nd.gov/doing-business-state mailto:infospo@nd.gov https://apps.nd.gov/csd/spo/services/bidder/main.htm

1.10 OFFER HELD FIRM

Offerors must hold proposals firm for at least 90 days from the deadline for receipt of proposals (Solicitation Closing). The STATE may send a written request to all offerors to hold their offer firm for a longer time period.

1.11 OFFEROR RESPONSIBLE FOR COSTS

Offeror is responsible for all costs associated with the preparation, submittal, and evaluation of any proposal including any travel and per diem associated with demonstrations and presentations.

All proposals and other material submitted become the property of the STATE and may be returned only at the STATE's option.

1.12 TAXES

The STATE is not responsible for and will not pay itemized local, state, or federal taxes. Purchases of tangible personal property made by a state government agency is exempt from sales tax. The state sales tax exemption number is E-2001, and certificates will be furnished upon requested by the purchasing agency. The contractor must provide a valid Vendor Tax Identification Number as a provision of the contract.

The purchasing agency will determine if services provided under this contract are 1099 reportable. The purchasing agency may require the contractor to submit a W9.

The state tax exemption number should not be used by contractors in the performance of a contract.

A contractor or service provider performing any contract, including service contracts, for the United States Government, State of North Dakota, counties, cities, school districts, park board or any other political subdivisions within North Dakota is not exempt from payment of sales or use tax on materials, tangible personal property, and supplies used or consumed in carrying out contracts. In these cases, the contractor is required to file returns and pay sales and use tax just as required for contracts with private parties. Contact the North Dakota Tax Department at 701-328-1246 or visit its website at https://www.nd.gov/tax/tax-resources/ for more information.

A contractor performing any contract, including a service contract, within North Dakota is also subject to the corporation income tax, individual income tax, and withholding tax reporting requirements, whether the contract is performed by a corporation, partnership, or other business entity, or as an employee of the contractor. In the case of employees performing the services in the state, the contractor is required to withhold state income tax from the employees' compensation and remit to the state as required by law. Contact the North Dakota Tax Department at 701-328-1248 or visit its website for more information.

1.13 SOLICITATION CLOSING – LATE PROPOSALS REJECTED

An offeror is responsible for ensuring its proposal is received by the STATE prior to Solicitation Closing identified in the RFP schedule. A solicitation amendment will be issued if the proposal receipt deadline is changed. An offeror may contact the Procurement Officer to inquire whether its proposal has been received. Proposals delivered late will be rejected pursuant to N.D.A.C. § 4-12-08-13.

1.14 AMENDMENT AND WITHDRAWAL OF PROPOSALS

Offeror may amend, supplement, or withdraw proposal prior to the Solicitation closing deadline. No changes will be accepted after the Solicitation closing deadline. After the Solicitation closing deadline, Offeror may make a written request to withdraw proposal and provide evidence that a substantial mistake has been made, and the STATE may permit withdrawal.

1.15 PROPOSAL OPENING

A public opening will not be held.

This is a formal sealed Request for Proposal (RFP) process. Proposals will be secured and held unopened until the Solicitation Closing deadline. Per N.D.A.C § 4-12-08-04, the openings may be made public at the discretion of the purchasing agency. If a public opening is held, only the names of Offerors https://www.nd.gov/tax/tax-resources/ http://www.legis.nd.gov/information/acdata/pdf/4-12-08.pdf?20130424100739 https://www.legis.nd.gov/information/acdata/html/4-12.html that submitted proposals can be revealed at the opening, and each proposal will be opened in a manner to avoid disclosure of the contents to the competing Offerors.

1.16 PROPOSALS SUBJECT TO NORTH DAKOTA OPEN RECORD LAW

All proposals and other material submitted become the property of the STATE and may be returned only at the STATE's option. All proposals and related information, including detailed cost information, are exempt records and will be held in confidence until an award is made, in accordance with N.D.C.C.

§ 54-44.4-10(2).

Offerors may make a written request that trade secrets and other proprietary data contained in proposals be held confidential. Material considered confidential by the offeror must be clearly identified, and the offeror must include a brief statement that sets out the reasons for confidentiality.

See the North Dakota Office of the Attorney General website for additional information.

After award, proposals will be subject to the North Dakota open records law. Records are closed or confidential only if specifically stated in law. If a request for public information is received, the Procurement Officer, in consultation with the Office of the Attorney General, will determine whether the information is an exception to the North Dakota open records law, and the information will be processed appropriately.

1.17 NEWS RELEASES

Offerors shall not make any news releases related to this RFP without prior approval of the STATE.

1.18 CONFLICT OF INTEREST

Under state laws and rules, a state employee or official shall not participate directly or indirectly in a procurement when the state employee or officials knows of a conflict of interest. Potential conflicts of interest include state employees or their immediate family members employed by the firm, seeking employment with the firm, or with a financial interest in the firm. Potential conflicts of interest will be addressed in accordance with N.D.A.C. § 4-12-04-04., N.D.C.C. § 12.1-13-03.

Persons employed by the State of North Dakota, or within one year thereafter, may be prohibited from acquiring a pecuniary interest in a public contract or transaction. Offerors should review N.D.C.C. § 12.1-13-02 to ensure compliance and avoid such conflict(s) of interest.

1.19 ATTEMPT TO INFLUENCE PROHIBITED

Offerors must not give or offer to give anything to a state employee or official anything that might influence or appear to influence procurement decisions. Suspected attempt to influence will be handled in accordance with N.D.A.C. § 4-12-04-05.

1.20 COLLUSION PROHIBITED

Offerors must prepare proposals independently, without collusion. Suspected collusion will be handled in accordance with N.D.A.C § 4-12-04-06.

1.21 PROTEST AND APPEAL

An interested party may protest a solicitation pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12- 14-01. When a solicitation contains a deadline for submission of questions and objections, protests of the solicitation will not be allowed if these faults have not been brought to the attention of the Procurement Officer before the specified deadline.

An offeror that has submitted a response to a solicitation and is aggrieved may protest an award or notice of intent to award pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-02. The protest must be submitted in writing to the Procurement Officer during the protest period, which is seven calendar days beginning the day after the notice of intent to award is issued.

The protestor may appeal the decision of the Procurement Officer to the Director of Office of Management and Budget (OMB) within seven calendar days after receiving notice of the decision pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. §4-12-14-03.

https://www.legis.nd.gov/cencode/t54c44-4.pdf?20130423161738 https://www.legis.nd.gov/cencode/t54c44-4.pdf?20130423161738 https://attorneygeneral.nd.gov/open-records-meetings http://www.legis.nd.gov/information/acdata/pdf/4-12-04.pdf?20140130144222 https://www.legis.nd.gov/cencode/t12-1c13.pdf https://www.legis.nd.gov/cencode/t12-1c13.pdf https://www.legis.nd.gov/cencode/t12-1c13.pdf http://www.legis.nd.gov/information/acdata/pdf/4-12-04.pdf?20140130144222 http://www.legis.nd.gov/information/acdata/pdf/4-12-04.pdf?20140130144222 http://www.legis.nd.gov/cencode/t54c44-4.pdf?20130417132347 http://www.legis.nd.gov/information/acdata/pdf/4-12-14.pdf?20130417132435 http://www.legis.nd.gov/information/acdata/pdf/4-12-14.pdf?20130417132435 http://www.legis.nd.gov/cencode/t54c44-4.pdf?20130417132347 http://www.legis.nd.gov/information/acdata/pdf/4-12-14.pdf?20130417132435 http://www.legis.nd.gov/cencode/t54c44-4.pdf?20130417132347 http://www.legis.nd.gov/information/acdata/pdf/4-12-14.pdf?20130417132435

1.22 SPECIFICATIONS PREPARED BY NON-STATE PERSONNEL

When a purchasing agency has specifications prepared by someone other than a state employee or official on behalf of the state, that person or business entity must be excluded from submitting bids or proposals in accordance with N.D.A.C. § 4-12-06-06..

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.ndlegis.gov%2Finformation%2Facdata%2Fpdf%2F4-12-06.pdf%3F20140130144222&data=05%7C01%7Cblbentley%40nd.gov%7Cc5103847b8b94b563ea508db5d4f8449%7C2dea0464da514a88bae2b3db94bc0c54%7C0%7C0%7C638206368316998745%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=V8rIehC3U%2Bndp%2Bzw9UhH1bZhUAMtcRcBUq9wU1k6n1A%3D&reserved=0

SECTION TWO – BACKGROUND

2.0 BACKGROUND INFORMATION

NDDPI works to transform education in North Dakota by fostering a culture of success. Superintendent Kirsten Baesler drafts and communicates state education policy and provides advice and assistance for school districts in interpreting and complying with state and federal laws and regulations that affect public education. NDDPI governs roughly 120,000 K-12 Public School students, 9,000 K-12 teachers, 167 K-12 school districts, and 400 K-12 schools, 31 Special Education Units, 17 Career and Technology Centers, 6 Regional Education Associations, and 2 other state institutions throughout the state.

Our agency is conducting this solicitation in alignment with a significant shift from State-hosted on-premises implementations of PowerSchool & TieNet across multiple districts, career and technical institutes, regional education associations, and special education units, to a statewide cloud-based implementation of Infinite Campus.

North Dakota Local Education Agencies (LEAs) have varying levels of technical knowledge, resources, and support. While our larger districts may be able to accomplish some of the data extraction and cleansing activities on their own, many others will require additional guidance and support. There is a seven-person support team within the North Dakota Information Technology (ITD)-EduTech department that will assist the awarded vendor with this process. The State determined it was best to augment their manpower to expedite the extraction and eventual migration of data. The ITD-EduTech team will not be expected to cleanse data or perform the data extract on behalf of LEAs.

Links to additional information:

• NDDPI Homepage

• ND K12 School Map/Information

• Career and Technical Education Information

• Regional Education Associations Information

• School for the Deaf Information

• Vision Services Information

• Special Education Directory

2.1 BUDGET

The funds for payment of this contract are already appropriated and identified. Proposals priced at more than $250,000 will be rejected.

2.2 TECHNICAL ARCHITECTURE OVERVIEW

PowerSchool/TieNet Server Location All PowerSchool servers are centrally located in a server farm hosted by ITD on site in Bismarck, ND.

Please refer to the Hosting Services paragraph for more details. The TieNet system is a single, cloud hosted application on PowerSchool owned/leased servers.

North Dakota State Government Technical Environment In overview North Dakota's technical environment consists of Windows based desktops and a variety of server platforms connected via an IP based network. Desktop support is provided by the individual state agencies with the Information Technology Department (ITD) providing the statewide network and support for most of the server platforms.

https://www.nd.gov/dpi/ https://www.nd.gov/dpi/%22%EF%B7%9FHYPERLINK%20%22https:/insights.nd.gov/Education/MapSearch?mode=search&srch=&srchlvl=all&srchtitle1=All&srchstatus=All https://www.cte.nd.gov/ https://ndrea.org/ https://www.ndsd.nd.gov/ https://www.ndvisionservices.com/ https://www.nd.gov/dpi/sites/www/files/documents/SpeEd/Special%20Education%20Directory.pdf

Desktop Environment The desktop standard is an Intel platform running Windows 10 or higher. End User support is provided through a central help desk; this service is available 24x7x365.

Network Services As specified in ND Century Code Chapter 54-59-02, ITD is directed to provide network access to government, K12, higher education, and political subdivisions. The statewide network is known as the North Dakota Statewide Technology Access for Government and Education network (STAGEnet).

Within state government, ITD provides full network services to the desktop. Entities located in larger cities are served with dark fiber metro networks, while other sites are connected with either provider Ethernet Transport Services (ETS) or broadband with VPN, with speeds varying from 50 megabit to 10 gigabits. The core of STAGEnet consists of a 100 Gigabit Ethernet ring between Bismarck, Fargo, Grand Forks, and Minot. STAGEnet also provides both 802.1x authenticated Wi-Fi as well as open guest Wi-Fi in many locations throughout the state.

Additionally, STAGEnet provides full layer 7 IDS/IPS capabilities, including malware detection, sandbox detonation, and various other network-based security defenses. All user traffic passes through an IDS/IPS gateway before communicating with any other site in STAGEnet or the internet.

The STAGEnet datacenters are built using zero trust methodology, in that no server can communicate with any other device without an explicit security policy in place to allow it. ITD uses a combination of cloud-hosted and on-premises datacenters.

Directory Services/Authentication ITD provides a single Microsoft Active Directory network domain that provides agencies with a single network sign-on. All agency computers utilizing the State’s Active Directory are members of the state forest, NDGOV. Each agency comprises an Organizational Unit (OU) within NDGOV. ITD provides the necessary Domain controllers and Global Catalog servers for authentication services. State user accounts are synchronized with an Azure Active Directory (AAD) instance providing a centralized identity provider service for State users and supports OpenID Connect, OAuth2, and SAML integrations. ITD also utilizes Microsoft conditional access with multi-factor, utilizing smartphone-based authentication where possible.

In addition, for public user authentication ITD provides a federated identity provider service backed by Azure B2C. The service provides public users the ability to create and maintain their own identities and supports single sign on (SSO) across State services via the standard OpenID Connect integrations.

Hosting Services Most state agencies receive hosting services from ITD. ITD utilizes both MS Windows server as well as Red Hat Linux server operating systems. MS SQL server is the preferred database platform, with limited Oracle and MySQL DB deployments also available.

ITD in addition to on-premises hosting, ITD utilizes Microsoft Azure Commercial and Microsoft Azure Government services.

Productivity/Unified Communications Environment The State of North Dakota leverages all components of the Microsoft productivity suite, including but not limited to Exchange online, Teams voice, SharePoint, Power BI, and OneDrive.

SECTION THREE – SCOPE OF WORK

3.0 SCOPE OF WORK

NDDPI is conducting this solicitation in alignment with a significant shift from State-hosted on-premises implementations of PowerSchool and TieNet across multiple districts, career and technical institutes, regional education associations, and special education units, to a statewide cloud-based implementation of Infinite Campus.

At a minimum, vendors are being asked to assist all North Dakota Local Education Agencies with their PowerSchool/TieNet data extraction and data cleansing activities to ensure successful data import to their new Infinite Campus instance. This activity would be led and performed by the LEAs, with the awarded vendor providing guidance, coordination, and support of LEA effort.

Vendors may additionally choose to lead and perform the data extracting and/or data cleansing activities for the LEAs, if they possess the knowledge, resources, and capacity to do so. Vendors should clearly indicate their intended approach in their responses to the professional services requirements section.

The awarded vendor will be provided with Infinite Campus’ pre-defined data schema, with which all LEA datasets will need to align. The scope of this proposal does not include importing data to Infinite Campus, only extracting, cleansing, and aligning to the Infinite Campus data schemas. The importation of data will be the responsibility of Infinite Campus during the project’s LEA implementation phase.

3.1 APPLICABLE DIRECTIVES

This information technology project is subject to the following:

• N.D.C.C. § 54-10-28 related to the state auditor’s authority to conduct information technology compliance reviews.

• N.D.C.C.§ 54-59 related to the Information Technology Department

• If applicable, N.D.C.C. §§ 54-35-15.2, 54-35-15.3, and 54-35-15.4 related reporting to and review by the Legislative Council Information Technology Committee.

3.2 REQUIREMENTS

If the Offeror is successful, the Offeror agrees that it shall comply with all requirements throughout the full term of the Contract. Offerors must provide a full response to each requirement without cross-reference in other sections of the proposal.

Offerors must use the same format and maintain numbering provided by the STATE to respond to each requirement. A.1., A.2., A.3., B.1., B.2., etc.

The Offeror Response must include all specific references and supportive materials as described in the Offeror Response.

The STATE reserves the right to determine whether the supportive materials submitted by the Offeror demonstrate the Offeror will be able to comply with the Requirements.

Definitions of Rating

• Core – Requirements that must be addressed by the offeror

• Essential – Requirements for which a short-term work-around may be developed, but over the long run, the requirements must be addressed

• Desired – Requirements which may be valuable to certain constituencies, however, are not mandatory to address http://www.legis.nd.gov/cencode/t54c10.pdf http://www.legis.nd.gov/cencode/t54c59.pdf?20140415135308 http://www.legis.nd.gov/cencode/t54c35.pdf

Offeror must provide services for all Core requirements and a significant portion of Essential and Desired requirements.

A. Professional Services The State seeks the following professional services to achieve the objectives of this project:

Rating

Data Extraction Services

A.1. Offeror to describe in detail the proposed strategy for assisting 167 school districts (400 schools), 17 Career and Technology Centers, 6 Regional Education Associations and 2 State Institutions with the extraction of standard PowerSchool data from on-premises PowerSchool instances.

**Vendor should clearly indicate if they plan to “assist” each LEA with extraction efforts or if they intend to perform the extraction “on behalf of” each LEA**

Core

Offeror Response:

A.2. Offeror to describe in detail the proposed strategy for assisting 31 Special Education Units with the extraction of standard TieNet data from cloud-based TieNet solution.

**Vendor should clearly indicate if they plan to “assist” each LEA with extraction efforts or if they intend to perform the extraction “on behalf of” each LEA**

Core

Offeror Response:

A.3. Offeror to describe in detail the proposed strategy for assisting in the extraction of custom PowerSchool data schemas LEA’s may have in place (outside of PowerSchool’s standard schema).

**Vendor should clearly indicate if they plan to “assist” each LEA with extraction efforts or if they intend to perform the extraction “on behalf of” each LEA**

Desired

Offeror Response:

Data Cleansing and Schema Alignment Services

A.4. Offeror to describe in detail the proposed strategy for assisting in the alignment of extracted standard PowerSchool data to Infinite Campus’ pre-defined data schemas.

**Vendor should clearly indicate if they plan to “assist” each LEA with cleansing/alignment efforts or if they intend to perform the activity “on behalf of” each LEA**

Core

Offeror Response:

A.5. Offeror to describe in detail the proposed strategy for assisting in the alignment of custom data PowerSchool data schemas LEA’s may have in place (outside of PowerSchool’s standard schema) to Infinite Campus’ pre-defined data schemas.

Desired

**Vendor should clearly indicate if they plan to “assist” each LEA with cleansing/alignment efforts or if they intend to perform the activity “on behalf of” each LEA**

Offeror Response:

A.6. Offeror to describe in detail the proposed strategy for assisting in the alignment of extracted TieNet data (Standard) to Infinite Campus’ pre-defined data schemas.

**Vendor should clearly indicate if they plan to “assist” each LEA with cleansing/alignment efforts or if they intend to perform the activity “on behalf of” each LEA**

Core

Offeror Response:

B. Project Management

B.1

The Technology Contract - Attachment 2 includes provisions related to Project Management.

The State’s project manager will direct and manage the project. The contractor’s project manager and lead consultants will manage on a day-to-day basis and report to the STATE’s project manager.

Contractor shall be responsible for the project management related tasks/information.

Example tasks below.

1. Collaborate in the development of detailed schedule with fixed deadlines to include:

a. A work breakdown structure;

b. Schedule including tasks, activities, activity duration, sequencing and dependencies;

c. Completion date of each task;

d. Milestones; including entrance and exit criteria for specific milestones;

2. Collaborate in the development of the Human Resources Plan to include:

a. Staff assigned and their location and schedule;

b. The project resources required;

c. Resource allocation percentage by role;

d. Contractor’s resources;

e. STATE’s resources.

3. Collaborate in the development of a Communication Plan including: a plan for generation, documentation, storage, transmission and disposal of project information.

4. Collaborate in and review of the Risk Management Plan to ensure that risks are identified, planned for, analyzed, communicated and acted upon effectively.

5. Collaborate in the development of the Training Plan, if necessary.

6. Provide a Quality Management Plan to include the methodology for maintaining quality of the code and workmanship, and related subcontractor(s) activities where appropriate.

7. Provide a Test Management Plan which describes how the Contractor, and the STATE shall verify the work meets the requirements.

8. Collaborate in the development of the Transition Plan. This plan shall describe the steps necessary to turn the final deliverables over to the STATE. The plan shall contain sufficient information to assure that all necessary steps are identified and that each step has sufficient resources assigned.

9. Collaborate in the development of the Project Closeout Report.

Offeror must acknowledge that they understand the STATE's Project Management Standards and will follow them.

Describe your strategy for accomplishing Project Management requirements as related to this project. Offerors should outline the specific related tasks proposed to meet the requirements of the RFP. This section should contain specific tasks that will be completed under C. Contract Deliverables and Estimated Schedule.

Offeror Response:

B.2

Provide examples of project management methodologies, tools, and templates used in previous projects that support the offeror’s ability to function successfully, including work breakdown structure and schedule.

C. Contract Deliverables and Estimated Schedule

C.1

The STATE has identified the following deliverables which are significant work products or milestones in the project. The STATE requests these deliverables be addressed in the Contract Schedule, as a minimum. The following deliverables may be modified based on contractor’s implementation strategy. The deliverables should describe the nature of support provided to the LEA in preparation for extraction, during extraction process and after extraction. These deliverables will be identified within the Scope of Work in the Technology Contract – Attachment 2.

The contractor shall develop an estimated schedule for accomplishing the Scope of Work, including these specific deliverables. The STATE and contractor will agree upon expectations and acceptance criteria for deliverables.

Upon award, the successful offeror’s proposed project schedule will be reviewed and refined during the planning phase.

1. Coordinate meetings with individual stakeholders (DPI, NDIT, EduTech, District, REA, Special Education Units, CTE)

2. Data analysis/design determination

3. Export Data from existing system

4. “Clean” data with assistance from ITD’s EduTech department and school staff

5. Provide upload file based on template from Infinite Campus

6. Report status and progress of migration

7. Confirm data transferred correctly

8. Make corrections if necessary

9. Report completed to state

Offeror must submit a draft schedule that addresses the deliverables and milestones specifically described in the Scope of Work. The proposed schedule may incorporate other deliverables, work products, milestones, or work breakdown that the offeror feels are significant in the project.

The draft work schedule will cover both offeror and the STATE tasks and responsibilities.

Describe any expectations from the STATE related to each deliverable or milestone.

The draft schedule must contain:

• A timeline in the number of days or weeks with start and stop dates for deliverables;

• The number of STATE staff required to perform work in proposed schedule.

3.3 EXPERIENCE AND QUALIFICATIONS

Offerors must provide a full response to each requirement without cross referencing other sections of the proposal. Offerors must use the table format and maintain numbering provided by the state to respond to each requirement. Offerors must use the same format and maintain numbering provided by the STATE to respond to each requirement. D.1., D.2., D.3., D.4.

D. Offeror Experience and Project Team

D.1

Offeror must have performed similar work for a comparably sized government entity within the previous five years.

Offeror must have experience working with sensitive data transfers from one large solution to another. Preference will be given to offerors with student information system knowledge and experience, particularly PowerSchool.

Describe the number of years the offeror has provided the type of work requested in this RFP.

Describe specific experience of their firm in completing similar projects. Provide a description of the project, approximate time frame of the project, and contact information for the customer.

D.2

Executive Contact:

Offeror must provide a designated executive level contact that will act as a point of contact for any issues that need escalation or to discuss the needs of the STATE. This point of contact will be required to participate in any requested demonstration or presentation requested during the RFP process. They will discuss how the contract will be supported and how the Offeror and STATE will work together to ensure a successful outcome.

D.3

Project Team:

Provide a narrative or organizational chart that describes the organization of the proposed project team. Provide information for key project team members, including:

1. Description of anticipated work they will perform and approximate estimated hours.

2. Resume or description of the relevant education, training, experience, skills and qualifications.

3. If the offeror has vacant positions, identify the job description and minimum qualifications for staff members to be recruited.

4. Subcontractors. If an offeror intends to use subcontractors, the offeror must identify in the proposal the names of the subcontractors and the portions of the work the subcontractors will perform. Provide a statement that the offeror will ensure that the subcontractor has or will obtain any required licenses and registrations, including registration with the North Dakota Secretary of State; and

5. Joint Venture. If submitting a proposal as a joint venture, offeror must submit a copy of the joint venture agreement that identifies the parties involved and its rights and responsibilities regarding performance and payment.

D.4

References:

Provide three references for similar projects the offeror has completed. Offerors must include the name of a contact person, address, email, and telephone number. Offerors are instructed to notify the reference that the STATE will be contacting them. Evaluation will be impacted if the STATE is unable to contact the reference or the reference does not timely provide the requested information.

SECTION FOUR – PROPOSAL

4.0 PROPOSAL PREPARATION

The STATE discourages overly lengthy and costly proposals. An offeror must prepare its proposal using the prescribed proposal format and provide all the requested information; this will enable the proposal to be evaluated fairly and completely. If an offeror submits more than one proposal, each proposal must be prepared in accordance with these instructions.

Each proposal will include a Technical Proposal and a Cost Proposal prepared in accordance with these instructions.

The Technical Proposal and a Cost Proposal must be submitted as separate documents, clearly labeled with the name of the Offeror, and marked “Technical Proposal” and “Cost Proposal.”

Costs must not be revealed in the Technical Proposal. Options may be discussed in the technical proposal, but all cost information must be in the Cost Proposal only.

DO NOT submit documents that are embedded into proposal documents or that contain links to documents on an external website.

4.1 PROPOSAL SUBMISSION INSTRUCTIONS

UPLOAD RESPONSE THROUGH THE STATE PROCUREMENT ONLINE SYSTEM (SPO ONLINE)

Offeror must electronically submit proposals through the State Procurement Office Online system (SPO Online) by the Solicitation Closing deadline.

DO NOT WAIT UNTIL THE “LAST MINUTE” TO SUBMIT A RESPONSE. Recommend uploading response 24 hours prior to the Solicitation Closing deadline.

Offeror must begin the electronic submission process well in advance of the Solicitation Closing deadline to allow for transmission and resolution of any technical difficulties. Be advised that the STATE is not responsible for an Offeror’s failure to timely submit a proposal due to any technical difficulties. If you experience any technical difficulties contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701.328.2740.

If documents are in the process of being uploaded when the Solicitation Closing deadline occurs, the upload process will stop. The attempted submission will not be uploaded successfully and is ineligible for consideration. The STATE takes no responsibility for electronic submissions that are captured, blocked, filtered, quarantined, or otherwise prevented from uploading by any anti-virus or other security software.

1. This solicitation is posted on SPO Online at: https://apps.nd.gov/csd/spo/services/bidder/main.htm

2. Select “Recent Solicitations” and find this solicitation. Solicitations are listed by close date.

3. Use “Upload Response” to upload a maximum of five (5), clearly labeled documents before the Solicitation Closing deadline provided in the RFP Schedule.

4. Offeror must upload their Technical Proposal and Cost Proposal in separate files.

5. The maximum file size allowed is 50mb per file.

6. There is a 50 character file name limitation for the document being uploaded.

7. There is 75 character limit in the TITLE field within SPO Online.

8. All SPO Online field entries must be alphanumeric. Dashes and underscores are allowed;

however, the system DOES NOT accept other special characters such as apostrophe, & symbol, quotation marks, etc.

9. DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files.

mailto:infospo@nd.gov https://apps.nd.gov/csd/spo/services/bidder/main.htm

10. Offeror will receive an email confirmation from infospo@nd.gov that the upload response was received including the “File Description” for the uploaded files. Review this email to ensure all files were successfully uploaded. If Offeror DOES NOT receive an email confirmation, the upload was NOT successful, and the files will need to be uploaded again. If Offeror does not receive an email confirmation after the reattempt, contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701.328.2740.

Visit https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/spo-electronic-response-external-job-aid.pdf for the SPO Electronic Response Job Aid which describes how to submit an electronic response.

4.2 PROPOSAL FORMAT

A. TECHNICAL PROPOSAL – FORMAT THE PROPOSAL WITH THE FOLLOWING LABELED

SECTIONS

Section 1 – Cover Letter Proposals shall include a cover letter signed by an individual with authority to bind the offeror that includes the following:

1. The name of the offeror, name of the person to contact regarding the proposal, email address, telephone number, and mailing address.

2. A statement that the offeror has read and agrees to comply with the requirements stated in this Request for Proposal.

3. A statement that the offeror’s proposal accurately describes the information technology services being offered to the STATE.

4. A statement indicating whether the offeror or its employees or subcontractors working on the contract have an apparent or actual conflict of interest. (Offerors are instructed to review the “Conflict of Interest” provisions in the RFP Section 1 Instructions.)

Section 2 – RFP Amendments Provide signed copies of Solicitation Amendments issued by the STATE, if they were required to be acknowledged by offerors.

Section 3 – Scope of Work Provide all information required and requested in RFP Section 3.2. Requirements. Offerors must provide a full response to each requirement without cross-referencing other sections of the proposal. Offerors must use the same format and maintain numbering provided by the STATE to respond to each requirement.

1. Professional Services (A1-A6)

2. Project Management (B1-B2)

3. Contract Deliverables and Estimated Schedule (C1) Section 4 – Experience and Qualifications Provide all information required and requested in RFP Section 3.3 Experience and Qualifications. Offerors must provide a full response to each requirement without cross mailto:infospo@nd.gov mailto:infospo@nd.gov https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/spo-electronic-response-external-job-aid.pdf https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/spo-electronic-response-external-job-aid.pdf referencing other sections of the proposal. Offerors must use the table format and maintain numbering provided by the state to respond to each requirement.

1. Offeror Experience and Project Team (D1-D4) Section 5 – Contract Provisions The proposal must include a copy of the Technology Contract – Attachment 2 completed according to the instructions in the attachment.

Offerors are not to submit their own standard terms and conditions with their proposals. Offeror MUST address the specific language in the attached contract and submit any proposed changes or additional terms and conditions an offeror seeks to present for consideration by the STATE. Offerors are instructed to not include cost information in the Technology Contract.

If the proposal includes any proposed additional terms and conditions, such as software licensing agreement, maintenance agreement, or third-party agreement, these agreements must be included in the proposal.

Section 6 – Open Records and Confidentiality The state of North Dakota has broad open records laws. Proposals received are exempt from open record requirements until an award is made, in accordance with N.D.C.C. § 54-44.4-10(2).

After award, proposals are subject to the North Dakota open records laws. Proposals or portions of proposals may be confidential only if specifically stated in law.

Offerors are instructed not to mark their entire proposal as “confidential.”

Offeror must provide one of the following in their proposal:

• Provide a statement indicating that their proposal does not contain any confidential information; or

• Make a written request to hold confidential any trade secrets and other proprietary data contained in its proposal. Offeror must clearly identify the material considered confidential and explain why the material is confidential. See the North Dakota Office of the Attorney General website for additional information. https://www.legis.nd.gov/cencode/t44c04.pdf and https://attorneygeneral.nd.gov/open-records-meetings

If the STATE receives a request for public information, the Procurement Officer, in consultation with the Office of the Attorney General, shall determine whether the information is an exception to the North Dakota open records laws, and the information shall be processed accordingly.

B. COST PROPOSAL – FORMAT THE PROPOSAL WITH THE FOLLOWING LABELED

SECTIONS

Cost proposals must be submitted electronically in a separate file from the technical proposal.

Offorer must complete the Cost Proposal – Attachment 3 Cost proposals must provide a total proposed cost for completing the requirements of this RFP.

Include a detailed itemization of the cost proposal (e.g. breakdown of the implementation costs, post-implementation costs, direct and indirect expenses, total number of hours at various hourly rates, overhead, travel, etc.).

All costs must be stated in U.S. currency. Any commodities being imported must be identified, and the price must include any applicable customs, brokerage agency fees, and duties.

If selected, all the pricing submitted either in the Cost Proposal or any Best and Final Offer Cost proposal will be added to any resulting contract.

Offeror should describe any discount terms for prompt payment. Discounts for prompt payment will not be considered in evaluating costs.

http://www.legis.nd.gov/cencode/t54c44-4.pdf?20131002103938 https://www.legis.nd.gov/cencode/t44c04.pdf…