Addendum No. 2 Page 1 of 8 25260047P-AZ ERP

REQUEST FOR PROPOSAL (RFP) – ADDENDUM No. 2

ADDENDUM POSTING DATE: PURCHASING CONTACT:

January 9, 2026 Amanda Zarko, Senior Purchasing Agent Email: zarkoaz@scps.k12.fl.us Phone: 407-320-0237

SOLICITATION TITLE & NUMBER: 25260047P-AZ

Enterprise Resource Planning System (ERP)

SOLICITATION OPENING DATE & TIME:

January 21, 2026 at 10:00 A.M. EST

NOTE: SOLICITATIONS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED.

The following items are updated to reflect the revisions and are hereby incorporated into the solicitation documents, RFP No. 25260047P-AZ, Enterprise Resource Planning System (ERP).

A. REQUEST FOR INFORMATION

Q1. Vendor has significant K-12 school system ERP experience and will showcase our expertise and experience in our response. Would the School Board score this requirement appropriately based on the broadened experience for vendors with proven K-12 ERP implementations outside of Florida?

A1. Guidelines for scoring vendor/personnel experience have been included in the RFP and will be followed by the Selection Committee.

Q2. Can the district please provide your anticipated/preferred project start and go-live dates so that we can provide a realistic project plan?

A2. Preferred project Start Date is July 1, 2026, or as soon as contract and procurement activities are complete.

A go-live date has not been selected. The district’s current plan anticipates a phase-in approach beginning within 12 months of project start date. However, please propose a project plan based on your best recommendation for successful implementation of your solution.

Q3. Will SCPS allow for the use of offshore services for non-key personnel?

A3. While SCPS does not allow its data to be stored offshore, there are no policies against using offshore resources (via VPN or other secure connection).

Q4. Can you please share a current landscape diagram, that shows all your existing systems and interfaces, as well as current sizing of all your environments?

A4. All pertinent information about systems and integrations required are in Attachment L.

Q5. What is the expected number of SCPS users by workstream? This metric is important to ensure consistency for pricing comparison of the proposed Technology Subscription Licensing between respondents.

A5. All employees at SCPS will be required to use at least some features, such as leave requests and other self-service functions. SCPS has approximately 7500 employees.

THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 East Lake Mary Boulevard Sanford, Florida 32773-7127 mailto:zarkoaz@scps.k12.fl.us

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Q6. For any/all expected and/or required 3rd Party System interfaces, can SCPS please provide details of type of data being sent to the interfacing external system, as well as the 3rd Party System to interface to?

A6. See Attachment L

Q7. Please describe key findings from any operational assessments you have conducted to understand your technology requirements as well as how new technology may drive improvement in other aspects of your organization (e.g, process, staffing, decision-making).

A7. See Attachment L

Q8. What other aspects of your operations (e.g., processes, staffing, decision-making) do you hope to improve by leveraging new technology?

A8. See Attachment L

Q9. Can SCPS please describe your current operational environment. To what degree might current processes be considered best practices? Please describe any external operational benchmarking that may have been conducted.

A9. See Attachment L

Q10. What is SCPS’s expectations and plans for engaging stakeholders in the leadership, decision-making, and work of this initiative?

A10. SCPS expects all key stakeholders to be fully involved in the successful implementation of this initiative.

Q11. Has SCPS identified a core team (e.g., sponsors, steering committee, project managers, project leads, subject matter experts, etc.)? If so, what capability will they bring to the project? What gaps in capability may exist?

A11. Yes, executive leadership, administrators, and staff from several departments are collaborating on this implementation.

Q12. Can SCPS please describe any experience key project leaders and subject matter experts may have with enterprise technology implementation? With process improvement and process re-engineering?

A12. Not required information to propose or is outside the scope of engagement

Q13. Can SCPS please describe the organizational experience with past change initiatives, including the type of project, success/struggles, lessons learned?

A13. Not required information to propose or is outside the scope of engagement

Q14. Does SCPS currently conduct employee training or is it outsourced?

A14. Both

Q15. Does SCPS have the infrastructure in place for training - standard course materials and approach and learning management system?

A15. Yes

Q16. Is the goal of the implementation to standardize processes across the District, or will these decisions be handled on an individual department level?

A16. Standardize across the District.

Q17. How many benefit plans does SCPS administrate?

A17. See Attachment L

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Q18. How many bargaining units are there (unions, etc)?

A18. Not required information to propose or is outside the scope of engagement

Q19. Within the current SCPS ERP Solution - Is there an established enterprise data warehouse? Please provide detail on database, tools used, etc.

A19. Not required information to propose or is outside the scope of engagement

Q20. Of the total number of employees, are any of these “seasonal”? If not, would you anticipate the need to include these seasonal employees for time capture or payroll?

A20. All employees, regardless of contract structure, would be included in time and payroll.

Q21. What are the biggest challenges/pain points for SCPS current ERP system?

A21. See Attachment L

Q22. What system does SCPS currently use to track grievances and claims?

A22. Not required information to propose or is outside the scope of engagement

Q23. What system does SCPS currently use for recruiting activities?

A23. Not required information to propose or is outside the scope of engagement

Q24. What system does SCPS currently use to onboard new employees?

A24. Not required information to propose or is outside the scope of engagement

Q25. When is Benefits Open Enrollment?

A25. Not required information to propose or is outside the scope of engagement

Q26. What is SCPS's current EDM system and do you intend to keep it?

A26. Not required information to propose or is outside the scope of engagement

Q27. Does SCPS require Labor Relations Management as part of the new solution?

A27. See Attachment L

Q28. What is the total PO-based spend today?

A28. Not required information to propose or is outside the scope of engagement

Q29. What is the total non-PO based invoice spend (including pcard purchases)?

A29. Not required information to propose or is outside the scope of engagement

Q30. What solution does SCPS currently use for budget preparation?

A30. While most budget preparation activities are currently outside our current ERP, budget ledgers and budget journals (amendments) are retained in the ERP. The Budget ledger is utilized as part of the internal control system to restrict overages.

Q31. How many users does SCPS currently have in their budget preparation system? Does SCPS anticipate any change to the number of users?

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A31. Not required information to propose or is outside the scope of engagement

Q32. Does SCPS anticipate retracting data from the budget preparation system back to the HR system (e.g., updates to personnel salaries, positions)?

A32. See Attachment L

Q33. Does SCPS require two-way updates (i.e., forecasting updates budget but budget also updates forecast)?

A33. See Attachment L

Q34. To date, have you viewed a demo of any specific product offerings?

A34. Not required information to propose or is outside the scope of engagement

Q35. Has SCPS had presentations or demonstrations over the past 1-2 years on potential new ERP Solutions?

A35. Not required information to propose or is outside the scope of engagement

Q36. Is there any established and approved SCPS Budget for this Project?

A36. Not required information to propose or is outside the scope of engagement

Q37. How many FEINS does SCPS have?

A37. One.

Q38. Can SCPS please provide the following?:

1.Total Number of FSA Accounts?

2. Total number of DCFSA Accounts?

A38. Not required information to propose or is outside the scope of engagement

Q39. Can SCPS please provide the following information?:

1.Total number of eligible employees:

2.Total number of Medically Enrolled Employees:

3. Total Number of Ineligible employees:

4. Average number of employees on COBRA per Month:

5. Total number of 1095 Statements sent last year:

6. Total number of Retirees under 65:

a. Eligible to enroll:

b. Enrolled in Medical:

c. Enrolled in Life only:

7.Total number of Retirees over 65:

a. Eligible to enroll:

b. Enrolled in Medical:

c. Enrolled in Life only:

A39. See Attachment L for all information pertinent to this proposal

Q40. How many Retiree pay for benefits via Direct Bill vs. Pension? How many Pension payroll files are required to support H&W benefit deduction withholding?

A40. Not required information to propose or is outside the scope of engagement

Q41. Please provide a list of integrations that should be assumed, which vendors will require them and any other applicable information (if there are others than those listed on Attachment L, Interfaces Tab.

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A41. See Attachment L

Q42. Can SCPS please articulate what specific goals and objectives in undertaking the Project define Success for the School District?

A42. Refer to RFP

Q43. Can SCPS provide visbility as to what existing ERP System Solutions are currently in use (and/or supporting ERP Systems) it intends to keep/maintain as well as which would require interface and integration to/from the new ERP Solution?

A43. See Attachment L

Q44. Is there a preferred go-live date and preferred approach such as Big Bang or phased?

A44. Preferred project Start Date is July 1, 2026, or as soon as contract and procurement activities are complete.

A go-live date has not been selected. The district’s current plan anticipates a phase-in approach beginning within 12 months of project start date. However, please propose a project plan based on your best recommendation for successful implementation of your solution.

Q45. What is the current Database platform and Database Size?

A45. Not required information to propose or is outside the scope of engagement

Q46. Please provide year on year database growth history on current infrastructure.

A46. Not required information to propose or is outside the scope of engagement

Q47. Please provide details about the current data retention policy. Is there currently a purge process in place? If so, please provide the retention period and if the same retention policy is expected after the new implementation.

A47. Not required information to propose or is outside the scope of engagement

Q48. What is SCPS's current rostering solution? Does SCPS intend to keep or replace this solution?

A48. Not required information to propose or is outside the scope of engagement

Q49. How many users are authorized to issue contracts for SCPS?

A49. Not required information to propose or is outside the scope of engagement

Q50. For General Requirement GR-1000, "It is required that the vendor has successfully implemented an ERP in multiple Florida K12 systems," would SCPS consider vendors that have implemented ERP for K-12 experience outside of the state of Florida, in particular, if those K-12 clients were larger than SCPS?

A50. SCPS will not pre-qualify proposers based on scenarios. Guidelines for scoring experience have been included in the RFP and will be followed by the Selection Committee.

Q51. Is a remote service delivery model acceptable for the consulting team?

A51. Please propose based on your best recommendation

Q52. Does SCPS have any in-house Change Management capabilities and/or resources that they will leverage on this implementation? If a Change Management person/team will be provided, please describe the role(s) and duties of the person/team.

A52. Please propose based on your best recommendation

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Q53. How distributed are the impacted stakeholders in terms of organization (across Business Entity, Department, Team, etc.), geographic locations, etc.? Please describe.

A53. All activities are conducted within the boundaries of Seminole County, FL.

Q54. Are there any on-going or upcoming initiatives and/or projects that will impact end users' capacity to adopt the changes of this implementation? If so, please describe.

A54. Not required information to propose or is outside the scope of engagement

Q55. Does SCPS have any in-house testing tools available? If so, please name the solution and if it will be completely or partially used.

A55. Not required information to propose or is outside the scope of engagement

Q56. What roles and % of time commitment will be provided by SCPS in the project? For Example: please provide whether these team members are full time, part-time, etc. (i.e. 1 FTE, .5 FTE, .25 FTE, etc.) and a summary of their responsibilities. For example, SCPS's Project Lead may be 1 FTE, while a SCPS Budgeting Lead may be .5 FTE (.5 Full Time Equivalent).

A56. Please propose based on your best recommendation

Q57. Are there any third-party applications currently being implemented or will be implemented and integrated with your current landscape prior to the go-live of this ERP Transformation? If so, please list the name of the application and provide the planned go-live date.

A57. See Attachment L

Q58. Please confirm whether you plan to keep or replace TMA systems.

A58. See Attachment L

Q59. How many years of historical data do you absolutely need to migrate to the new ERP system?

A59. Please propose based on your best recommendation

Q60. What report design/writing applications/tools do you use today?

A60. Today, a combination of Oracle Business Intelligence, Power BI, Excel, SQR. If these tools are not best for your proposed solution, please propose additional/alternative tools.

Q61. You mention HIPAA compliance. Please share what kind of PHI your applications store.

A61. See Attachment L

Q62. What are your SLAs or expectations for issue resolution?

A62. Please propose based on your best recommendation

Q63. How do you enforce budget availability today?

A63. See Attachment L

Q64. How many funds and grants do you manage, and how strict are their restrictions?

A64. Not required information to propose or is outside the scope of engagement

Q65. How much of your payroll is fund/grant driven?

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A65. Not required information to propose or is outside the scope of engagement

Q66. If a requirement is partially fulfilled, will partial points be assigned?

A66. Scoring will be done in accordance with Section IV of the RFP document – beginning on page 2.

Q67. What are your most critical regulatory reports (GASB, state, DOE, federal grants, board)?

A67. See Attachment L

Q68. Would SCPS consider accepting a partial solution from any Respondent, at its discretion, based on any combination or configuration of modules—such as a single module, multiple modules, only the Financial modules, only the Human Resources modules, etc. or the Full Suite of modules?

A68. Award will be made to highest ranked vendor through evaluation. Each submission will be evaluated against all of the requirements that are outlined in Attachment L.

Q69. How many employees should we quote, who will use the system to report their time, leave, or both?

A69. SCPS has approximately 7500 employees who will use self-service functions.

Q70. Is there a need to allow employees to use the time and attendance system for time off requests and the viewing of their leave balances?

A70. See Attachment L

Q71. What self-service tools would be important to have available for employees from the physical time clocks, mobile apps, or WebClock?

A71. See Attachment L

Q72. Are there any employees who work multiple positions and could possibly receive a blended or weighted overtime based on their different rates of pay?

A72. See Attachment L

Q73. Would it be helpful to the District to track additional duties of other employees such as teachers who provide afterschool tutoring, or collect tickets at a sporting event? If so, are they included in your employee count?

A73. See Attachment L

Q74. Would it be helpful to the District to track time spent on grants for such areas as Title 1, etc.? If so, are these employees included in your employee count?

A74. See Attachment L

Q75. How does the district want employees to clock in/out? Via physical time clock that is wall mounted, via WebClock, or mobile app?

A75. See Attachment L

Q76. What type of time clock devices would be desired to quote? ID number, Bar Code Swipe, Magnetic Swipe, RFID/Proximity, or Biometric Finger?

A76. Please propose based on your best recommendation

Q77. How many physical time clock devices are desired for the quote in the RFP?

A77. Not required information to propose or is outside the scope of engagement

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Q78. What type of badge is utilized for labor/trade staff? Proximity (RFID), Bar Code, Magnetic Strip?

A78. Not required information to propose or is outside the scope of engagement

Q79. For 9 and 10 month employees, are they on stretch or annualized pay? If so, are you just reporting the exception of their hours to the payroll system?

A79. See Attachment L

Q80. Are there any instances where the District would use comp time instead of overtime? And vice versa? If so, is that an employee choice?

A80. Not required information to propose or is outside the scope of engagement

Q81. What is your current process for tracking and reporting employee’s hours, and what challenges are you facing with it?

A81. See Attachment L

Q82. With successful current-version deployments across many K-12 districts nationally, complemented by over 30 live Public Sector clients in Florida, will you accept this deep national K-12 expertise combined with our substantial Florida Public Sector presence as sufficient to satisfy the client reference requirements?

A82. No - the Selection Committee will still require references

The original Request for Proposal (RFP) documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents. If you should have any questions regarding this addendum, please do not hesitate to contact Amanda Zarko, Senior Procurement Agent at 25260047P- AZ@scps.k12.fl.us or by phone at 407.320.0237.

Sincerely, Jason Wysong, Ed.D.

Coordinator of Purchasing and Distribution Services

Acknowledgment of Addendum No. 2 by Vendor:

This addendum shall be completed by the Vendor and returned with the submittal. If submittal has already been submitted, this addendum must be added to the submission in Vendorlink.

This is to acknowledge receipt of this addendum, which will become part of the RFP document.

NAME (TYPED OR PRINTED) TITLE

SIGNATURE VENDOR NAME

DATE PHONE NUMBER

***END OF ADDENDUM NO. 2***