25260047P-AZ_ERP_RFP_Document_-_FINAL.pdf

REQUEST FOR PROPOSAL (RFP) & PROPOSAL ACKNOWLEDGEMENT

POSTING DATE: PURCHASING CONTACT: Amanda Zarko, Sr Procurement Agent December 1, 2025 TELEPHONE: 407-320-0237 EMAIL: 25260047P-AZ@scps.k12.fl.us

RFP NUMBER & TITLE: 25260047P-AZ

Enterprise Resource Planning (ERP) System

The Purchasing Department will be closed from December 22, 2025, through January 2, 2026. We will not be addressing questions regarding this solicitation during this time.

RFP DUE DATE & TIME: January 15, 2026 at 10:00 AM EST Proposal Opening will be via WebEx and dial-in only at meeting number (access code): 2314 405 9754, meeting password: vTBaBEtS356, or call 1-415-655-0003.

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

PRE-PROPOSAL CONFERENCE MEETING DATE & TIME: Voluntary – December 9, 2025 at 9:00 AM EST, via WebEx only.

WEBEX access code: 2307 982 2651, Password: APmhYKBZ996, or call 1-415-655-0003.

The School Board of Seminole County, Florida, solicits your company to submit a Bid on the above-referenced goods and/or services.

All terms, specifications and conditions set forth in this invitation are incorporated by this reference into your response. A Bid will not be accepted unless all conditions have been met. In the event of a conflict between the General Purchasing Terms and Conditions and any subsequent Special Conditions included herein or attached hereto, the Special Conditions will have precedence. All Bids must have an authorized signature in the space provided below. All Bids must be received in the Vendorlink portal, www.myvendorlink.com, by the “Bid Due Date & Time” referenced above. The School Board is not responsible for bidders’ failure to upload their bids by the due date and time.

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR PROPOSAL.

PROPOSALS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE

PROPOSER.

LEGAL COMPANY NAME (AS REGISTERED IN WWW.SUNBIZ.ORG OR AS REGISTERED IN YOUR STATE):

COMPANY NAME: _________________________________________________________________________________________________________

MAILING ADDRESS: _______________________________________________________________________________________________________

CITY, STATE, ZIP: _________________________________________________________________________________________________________

FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): ______________________________________________________________________

TELEPHONE NUMBER: _______________________________________ FACSIMILE NUMBER: _________________________________________

I CERTIFY THAT THIS PROPOSAL IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER PROPOSER SUBMITTING A PROPOSAL FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE TO ALL CONDITIONS OF THIS RFP AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS RFP FOR THE PROPOSER.

TYPED OR

AUTHORIZED SIGNATURE: ___________________________________ PRINTED NAME: _____________________________________________

TITLE: ____________________________________________________ DATE: ______________________________________________________

EMAIL: __________________________________________________________________________________________________________________

(Rev. 5-18-2021)

THE SCHOOL BOARD OF SEMINOLE COUNTY, FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 East Lake Mary Boulevard Sanford, Florida 32773-7127

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I. PURPOSE.

Seminole County Public Schools (SCPS) is the 13th largest school district in Florida and is 57th nationally with more than 59,000 students and nearly 7,000 employees.

The School Board of Seminole County, Florida (SBSC) is soliciting competitive sealed proposals from qualified professional agencies to provide an Enterprise Resource Planning (ERP) solution.

The current ERP system is a highly customized legacy platform that has become increasingly difficult to maintain, costly to update, and supporting the organization’s evolving needs. A modern ERP solution is required to streamline operations, improve efficiency, and support strategic goals.

II. SPECIAL TERMS AND CONDITIONS

1. CONTRACT TERM. The agreement will be effective upon Board approval for a period of ten

(10) years and may be renewed for an additional five-year period upon agreement by all parties.

2. RFP SCHEDULE. Please see Attachment “A,” RFP Tentative Schedule of Events.

3. PRE-SOLICITATION MEETING. A voluntary pre-solicitation meeting will be held for all interested Proposers in accordance with the date, time, and location on page 1, of this RFP.

An overview of the solicitation process and review of scope of services will be conducted including a question and answer opportunity for the Proposers.

III. STATEMENT OF WORK.

Contractor shall, to SBSC’ satisfaction, provide labor, materials, equipment, supervision, and all other items necessary to properly and completely provide software, implementation, integration, training, and ongoing support services to Seminole County Public Schools, in accordance with Attachment L and Written Submittal Requirements detailed in Section V of this RFP document. The objective is to acquire an ERP solution that aligns with our business, technical, and compliance requirements while supporting future scalability. Requirements are described in detail in Attachment L.

IV. EVALUATION CRITERIA AND AWARD.

The recommendation of the Evaluation Committee is advisory only and shall be submitted to the superintendent for review and recommendation for action to the School Board of Seminole County, Florida. The Superintendent reserves the right to recommend that all submittals be rejected, and a new RFP be issued or to submit such other recommendation to the School Board that the Superintendent deems to be in the best interest of the School Board.

In accordance with Florida Statute 286.0113, the oral interviews, presentations, and evaluation committee meetings will be exempt from the public meeting requirement (F.S. 286.011) in cases where the following activities occur:

1. Any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation as part of a competitive solicitation, or at which a vendor answers questions as part of a competitive solicitation are exempt from s. 286.011 and s. 24(b), Art. I of the State Constitution.

2. Any portion of a team meeting at which negotiation strategies are discussed is exempt from s.

286.011 and s. 24(b), Art. I of the State Constitution.

A complete recording shall be made of any portion of an exempt meeting. No portion of the exempt meeting may be held off the record. The recording of, and any records presented at, the exempt meeting are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever occurs earlier.

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1. SCORING THE PROPOSALS.

A. The Evaluation Committee may consist of a representative of the Business Advisory

Committee, a School Board Member (Non-voting member), stakeholders from Information Services, Finance, Human Resources, Operations, and Instructional Services, both school and district based. The Purchasing Department will facilitate the process and be the point of contact for all issues. No attempt should be made by Proposers to contact or influence any committee member directly or indirectly. The Evaluation Committee shall score the entire process.

B. An adjectival scoring system shall be applied throughout the evaluation process for the evaluation of the written responses and the oral presentation/informal interviews. A score of zero (0) is the least favorable and a score of four (4) is the most favorable in all sections.

C. The Respondent’s response will be scored by Evaluation Committee members in accordance with the following scale:

0 = Unsatisfactory: Not responsive to the question.

1 = Below Minimum Standards: Responsive to the question but below acceptable standards.

2 = Marginal: Minimal acceptable performance standards and responsive to the question.

3 = Satisfactory: Above minimum performance, Effective and Responsive to the question.

4 = Exceeds Expectations for effectiveness and responsiveness to the question.

NOTE: The Evaluation Committee member’s score will be multiplied by the “weighted value” assigned to the different sections listed here, resulting in the total score for that section.

2. CRITERIA AND WEIGHTS. The weight (multiplier) for each criterion is indicated in parenthesis for each section and is the multiplier that will be applied to the scoring as indicated in 1. B. and 1.C. above.

V. WRITTEN SUBMITTAL REQUIREMENTS.

Proposer shall upload one (1) digital electronic portable document format (PDF) proposal to the VendorLink portal (https://www.myvendorlink.com/) no later than the date and time specified on page 1, of this solicitation. Each response shall be organized and presented in the following sequence and will include the following as a minimum:

**The total number of pages for Tabs 1-7 shall not exceed one hundred thirty (130) pages. Any pages submitted beyond one hundred thirty (130) pages total for these tabs shall not be evaluated or considered as part of the proposal.** Tab 1 – Respondent’s Profile and Submittal Letter – (Non-Scored) RFP Submittal Letter signed by authorized agent of the business/corporation with proof of authorization from business.

A brief profile of the firm, including:

A. A brief history of the business, B. Organizational structure of business, C. Ownership interests, D. Active business venues (counties, states, etc.), E. Present status and projected direction of business, 25260047P-AZ ERP Page 4 of 39

F. Designation of the legal entity by which the business operates and documentation from the appropriate state’s agency confirming firm’s legal entity type (i.e., sole proprietorship, partnership, limited liability partnership, corporation, Limited Liability Corporation, etc.). Respondents who are required to be registered with the Florida Department of State, Division of Corporations or who are incorporated within the State of Florida must furnish their Florida document number, and a screen shot of their “active” status. All registered respondents must have an active status in order to be eligible to do business with the School Board. Respondents doing business under a fictitious name, on page 1, must submit their proposal using the company’s complete registered legal name;

example: ABC, Inc. d/b/a XYZ Company. To register with the State of Florida, visit:

www.Sunbiz.org, and

G. For non-Florida businesses, submit documentation from the state in which the business was formed, including their state’s document number and a screen shot of their current, date-identified “active” status with the submittal.

Tab 2 – Experience of Personnel – (Weight 2.50) The overall qualifications/resumes of the key personnel providing the service requested, including education and training, and experience in services herein addressed

A. The Vendor shall assign qualified and experienced personnel to the District’s ERP implementation. The Vendor’s proposed team must demonstrate the knowledge, skills, and background necessary to ensure a successful project in a K-12 public school environment.

General Personnel Qualifications:

1. All proposed project staff must have direct ERP implementation experience in at least two K-12 or comparable public sector organizations of similar size and complexity.

2. Key personnel must possess expertise in the following areas:

i) ERP project management and governance

ii) Finance, HR/Payroll, and Procurement modules relevant to K-12 operations

iii) Systems integration and data migration

iv) Change management, training, and user adoption

v) Compliance with FERPA, HIPAA (as applicable), and Florida Sunshine Law requirements

3. Vendor must provide a dedicated Project Manager, serving as the primary point of contact, with proven experience leading end-to-end ERP implementations.

B. Florida K-12 Experience

1. At least one (1) key member of the Vendor’s proposed project team must have direct ERP implementation experience in a Florida K-12 school district within the past five (5) years.

2. Florida-specific experience must include familiarity with:

i) Florida Department of Education (FDOE) reporting requirements.

ii) Statewide financial reporting and audit standards.

iii) Payroll and benefits compliance under Florida statutes.

iv) Integration with common Florida K-12 systems or state-mandated reporting tools.

3. Vendor must provide documented references from Florida school districts where team members have successfully delivered ERP services.

C. Key Personnel Identification

The Vendor shall provide, at minimum, the following information for all proposed key personnel:

1. Name, title, and role on the proposed project.

2. Resumé or curriculum vitae, highlighting relevant K-12 ERP experience, Florida-specific project experience, and industry certifications.

http://www.sunbiz.org/

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3. Years of experience in ERP implementations, including role and duration of past assignments.

4. Percentage of availability and anticipated level of commitment to this project.

5. Location (onsite, hybrid, or remote), including Florida-based personnel availability.

D. Staffing Stability

1. Vendor must commit that key personnel identified in the proposal will remain assigned to the project unless departure is due to resignation, termination, or circumstances beyond the Vendor’s control.

2. Replacement personnel must possess equal or greater qualifications and experience, subject to District approval.

3. District reserves the right to review and approve/reject any proposed staffing changes during the project lifecycle.

E. Proposal Response Requirements

Vendors must include:

1. Organizational chart of the proposed project team.

2. Resumés for all key personnel, clearly indicating Florida K-12 ERP implementation experience.

3. Description of how the Vendor ensures staffing stability and knowledge transfer throughout the project.

4. Identification of subcontractors, if applicable, with equivalent personnel qualifications.

Tab 3 – Technical and Non-Technical Requirements – (Weight 5.50) The proposed ERP solution must be designed to meet the unique operational, security, and compliance needs of a K-12 school district. Proposers shall demonstrate how their solution meets or exceeds the following high-level technical requirements:

Further, the proposer must complete the spreadsheet of technical and non-technical requirements in Attachment L. The instructions for how to complete the requirements spreadsheet are included in the spreadsheet.

A. System Architecture & Hosting

1. The solution must offer cloud-based Software-as-a-Service (SaaS) or on-premise options.

2. The system must be designed for high availability, with a minimum 99.9% uptime service level agreement (SLA).

3. The solution must support scalability to accommodate District growth in users, schools, and transaction volumes.

4. The solution must provide disaster recovery and business continuity capabilities with defined

Recovery Point Objectives (RPO) and Recovery Time Objectives (RTO) not to exceed industry best practices for public sector ERP.

B. Integration & Interoperability

1. The system must provide standard APIs for integration with third-party applications

2. The system must support secure data exchange protocols, including SFTP and HTTPS.

3. The solution must allow for batch and real-time data interfaces, with configurable job scheduling and error handling.

4. The solution must maintain referential integrity and support data reconciliation and validation reporting.

5. Vendor must provide prebuilt connectors or proven integration experience with commonly used K-12 systems.

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C. Security & Compliance

1. The system must comply with relevant federal and state requirements for data privacy and security.

2. The solution must support multi-factor authentication (MFA) and single sign-on (SSO) using industry standards.

3. All data must be encrypted in transit and at rest using current industry standards.

4. The system must provide role-based security with granular access controls to enforce separation of duties.

5. The Vendor must undergo regular third-party audits and provide evidence of compliance.

6. The solution must include audit logging and monitoring of all system activity, with retention consistent with state record-keeping requirements.

D. Data Management

1. The system must provide centralized data governance tools, including validation, deduplication, and master data management.

2. The solution must support historical data migration from legacy systems and provide tools for ongoing imports.

3. The system must allow District staff to access reporting and analytics without requiring custom programming.

4. The solution must provide tools for ad hoc reporting, dashboards, and data visualization that are accessible to non-technical staff.

E. Performance & Usability

1. The system must be accessible via modern web browsers without requiring client software.

2. The solution must be responsive and mobile-friendly, providing secure access on tablets and smartphones.

3. The system must deliver page loads and transaction responses within acceptable performance standards under peak usage.

4. The user interface must be intuitive and role-based, supporting accessibility standards.

F. Support, Sustainment & Upgrades

1. The system must provide automatic, vendor-managed updates with minimal disruption to District operations.

2. Vendor must provide advance notification of upgrades, release notes, and testing opportunities prior to deployment.

3. The solution must include 24x7 technical support, with defined service-level response and resolution times.

4. Vendor must provide an ongoing roadmap for system enhancements and ensure backward compatibility with District customizations and integrations.

G. Proposal Response Requirements

Proposers must provide:

1. A description of system architecture, hosting environment, and technology stack.

2. Documentation of APIs and integration methods.

3. Evidence of security certifications and compliance attestations.

4. Sample SLAs, including uptime guarantees, RPO/RTO targets, and support commitments.

5. A description of data migration tools, methods, and District support requirements.

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6. A description of system scalability, performance benchmarks, and user interface accessibility.

7. Complete Attachment L (not included in page total)

Tab 4 – Implementation Approach and Project Management – (Weight 4.00)

The Vendor shall provide a comprehensive Implementation Plan that clearly defines the approach, methodology, activities, resources, and timelines required to successfully implement the proposed ERP solution within a K-12 environment. The plan must be realistic, achievable, and tailored to the District’s operational, instructional, and compliance needs.

A. Implementation Plan

The Implementation Plan must, at a minimum, include:

1. Project Phases & Milestones: Detailed breakdown of phases (e.g., planning, configuration, integration, testing, training, go-live, stabilization) with major milestones, deliverables, and acceptance criteria.

2. Work Breakdown Structure (WBS): Task-level descriptions with estimated durations, dependencies, and critical path identification.

3. District and Vendor Roles & Responsibilities: Clear delineation of responsibilities for project leadership, technical staff, functional users, and change management resources.

4. Staffing and Resource Plan: Identification of required Vendor resources (by role, skills, and level of effort) and District resources expected to be committed.

5. Change Management & Communication Plan: Approach for managing stakeholder communications, organizational change readiness, training, and adoption activities.

6. Cutover & Go-Live Strategy: Methodology for data migration, parallel processing (if applicable), cutover sequencing, and rollback contingencies.

7. Stabilization & Transition Plan: Post-implementation support approach, transition to production operations, and knowledge transfer to District staff.

8. The Vendor’s Implementation Plan shall also identify risks, assumptions, and constraints and propose mitigation strategies to minimize disruption to District operations

B. Project Management

The Vendor shall provide a structured Project Management approach aligned with recognized project management best practices.

The Project Management requirements include:

1. Project Governance Structure: Definition of vendor executive sponsor, vendor project manager, district project manager, and key decision-making bodies.

2. Project Management Methodology: Standards, templates, and tools used to manage schedule, scope, cost, risk, issues, quality, and communications.

3. Project Schedule: A detailed schedule showing all tasks, dependencies, resource assignments, and progress tracking.

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4. Progress Reporting: Vendor shall provide weekly status reports including accomplishments, upcoming tasks, risks/issues, decision points, and schedule variance. Monthly executive dashboards should be provided for District Governance Board including Program and Executive Sponsors.

5. Risk & Issue Management: A proactive process for identifying, categorizing, escalating, and resolving risks and issues. Risk register and issue logs shall be maintained and shared with the District.

6. Change Control: Formal change management process for managing scope, timeline, and resource modifications, requiring SBSC approval before changes are implemented.

7. Quality Assurance: Approach to ensuring deliverables meet acceptance criteria, including internal vendor QA processes and SBSC review cycles.

8. Knowledge Transfer & Training of District Staff: Vendor shall mentor SBSC staff to build internal capacity for ongoing governance

Tab 5 – References – (Weight 2.00) Provide a minimum of three (3) reference forms utilizing Attachment “H” from owner representatives for projects that your Firm has provided or is providing services which are similar in scope to this RFP.

References shall be current, dated within one (1) year of this solicitation. The reference from the owner representative must be provided on Attachment “H”, and include details regarding your Firm’s role, level of service provided, etc. References from School Board of Seminole County staff shall not be considered.

Tab 6 – Training and Sustainability – (Weight 4.00) The successful Vendor shall provide a comprehensive Training Program to ensure District staff, administrators, and end users are fully equipped to adopt, use, and maintain the proposed ERP solution effectively.

The Vendor’s approach must demonstrate sensitivity to the unique operational cycles of K-12 education (e.g., fiscal year close, school year start, payroll deadlines) and must support a smooth transition with minimal disruption to District operations.

A. Training Requirements

The Vendor shall deliver a structured training program designed to meet the needs of diverse user groups, including administrators, teachers, finance and HR staff, IT personnel, and executive leadership.

At a minimum, the Training Program shall include:

1. Role-Based Training: Curriculum tailored for specific user roles (e.g., Finance, Payroll, HR, Purchasing, Project Management, Administrators).

2. Training Formats: Combination of instructor-led sessions, train-the-trainer programs, virtual learning modules, recorded videos, and written documentation.

3. Training Materials: Comprehensive, District-branded user guides, quick reference cards, process maps, and FAQs for each functional area.

4. Timing & Delivery: Training must be aligned with project phases and major milestones (configuration, testing, go-live, stabilization).

5. Hands-On Learning: Sandbox or test environment access for practice prior to go-live.

6. Knowledge Transfer to District Staff: Vendor ensure District trainers and IT staff gain sufficient knowledge to continue ongoing training and system administration.

7. Accessibility: Training content must meet accessibility standards.

8. Evaluation & Feedback: Mechanisms for assessing training effectiveness (e.g., participant evaluations, knowledge checks).

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B. Sustainment

The Vendor shall provide comprehensive technical and functional sustainment services to ensure the ongoing success of the ERP implementation.

At a minimum, Sustainment shall include:

1. Help Desk Services: 24x7 help desk with multiple channels (phone, email, web portal, live chat) and tiered escalation.

2. Service Levels: Defined response and resolution times for issues by severity (e.g., Priority 1

– within 1 hour, Priority 2 – within 4 hours).

3. Knowledge Base: Online searchable repository of support articles, release notes, and troubleshooting guides.

4. Ongoing Maintenance: Regular vendor-managed patches, bug fixes, and upgrades with minimal downtime.

5. Post-Go-Live Support (Stabilization): Enhanced support during the first 90 days following go-live, including dedicated resources for rapid issue resolution.

6. Dedicated Account Management: Named Vendor account manager responsible for District relationship management, escalations, and roadmap planning.

7. System Monitoring: Proactive monitoring of performance, integrations, and security with alerts to District IT staff.

8. Feedback & Continuous Improvement: Ongoing support program must include regular check-ins, performance reviews, and opportunities for system/process optimization.

C. Proposal Response Requirements

Vendors must include the following in their proposal response:

1. Training methodology, curriculum overview, and sample training schedule.

2. Description of role-based training programs and delivery methods.

3. Examples of training materials (user guides, quick reference cards, e-learning).

4. Description of sustainment services, including SLA targets and escalation procedure

5. Sample post-go-live support plan and stabilization strategy.

6. Description of knowledge transfer approach for District staff.

7. Evidence of training and support services provided for prior K-12 ERP implementations.

8. Completed Attachment L (not included in page count)

Tab 7 – Pricing and Financing (Weight 3.00) The Vendor shall provide comprehensive, transparent, and itemized pricing, inclusive of all software, services, training, support, and ongoing costs required to successfully implement and sustain the ERP system. SBSC also requires Vendors to propose financing options to accommodate multi-year budgeting and public sector procurement constraints. Financing options are informational only and will not be scored. Please complete Attachment M, Pricing Workbook, to provide pricing details. Pricing will be scored using an average cost method. The average of all firms’ prices will be determined, and individual firm pricing will be scored based on their variance from the average as follows:

Within 5% of average = 4 points Greater than 5% but less than 10% = 3 points Greater than 10%, but less than 20% = 2 points Greater than 20%, but less than 30% = 1 point Greater than 30% = 0 points

A. General Pricing Expectations

1. Pricing must be all-inclusive, with no hidden or unspecified costs.

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2. All fees must be presented in U.S. dollars, including applicable taxes, surcharges, or additional charges.

3. The Vendor shall clearly specify one-time vs. recurring costs, and identify payment schedules and terms.

4. Any volume-based, user-based, or transaction-based pricing models must be explicitly defined.

5. Pricing shall remain firm for the duration of the contract unless otherwise specified and mutually agreed upon

B. Financing Options (Not Scored) The Vendor shall provide a description of all available financing models, including but not limited to:

1. Multi-Year Payment Plans: Options to spread implementation and licensing costs over multiple fiscal years.

2. Subscription Models: Annual or multi-year SaaS subscription pricing with fixed or capped escalation rates.

3. Lease-to-Own Arrangements: If applicable, terms for leasing hardware, software, or infrastructure with end-of-term ownership transfer.

4. Deferred Payment Options: Possibility of deferring certain payments until after go-live or project milestones.

5. Cooperative Financing: Availability of financing through consortium agreements, state contracts, or other cooperative purchasing programs.

6. Interest, Fees, and Terms: Disclosure of any interest charges, financing fees, or administrative costs associated with financing.

C. Pricing Categories

Vendors shall itemize pricing in the following categories:

1. Software Licensing / Subscription Fees

2. Implementation & Professional Services

3. On-Prem and Cloud (SaaS) Solution Options

4. Support & Maintenance

5. Optional Modules & Enhancements

6. Other Costs (e.g., travel, third-party services)

7. Financing Options (multi-year cost breakdowns, interest rates, total cost comparison vs.

upfront payment).

D. Proposal Response Requirements

Vendors must provide:

1. Completed Pricing Workbook – Attachment M - itemizing costs by category. (not included in page count)

2. Total cost of ownership (TCO) for a 5-year period, including implementation, support, and financing scenarios.

3. Identification of financing terms and conditions, including sample amortization or payment schedules.

4. Disclosure of assumptions on which financing is based (e.g., number of users, interest rates, contract duration).

5. Distinction between mandatory and optional financing models.

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This is the initial pricing. The short-listed firms may be provided the opportunity to submit a Best and Final Fee Schedule as defined in the definitions and in Section 5.0, Oral Interview or Presentation Evaluation Criteria, Item 8.

Tab 8– Confidential Materials, Performance and Payment Bond, Audited Financial Statements, and Litigation Information - Weighted Value: Pass/Fail (a score of Fail for this section will disqualify your submittal). Confidential materials shall be submitted in this section – any materials that Respondent asserts as “trade secrets” shall be segregated, clearly labeled and accompanied by an executed Non-Disclosure Agreement for Confidential Materials (Attachment “E”) and provided in a separate envelope and/or flash drive.

Confidential materials shall be submitted in this section – any materials that Respondent asserts as “trade secrets” shall be segregated, clearly labeled and accompanied by an executed Non-Disclosure Agreement for Confidential Materials (Attachment “E”) and provided in a separate envelope and/or flash drive.

A. Financial Stability. Each Respondent is required to submit documentation to demonstrate that their business is fiscally and operationally sound, with sufficient human and financial resources necessary to (1) fulfill the implicit and explicit contractual obligations identified in this solicitation and (2) provide the level of services required by the specifications that result from the solicitation process. Respondent shall submit the following documentation with their submittal to avoid disqualification.

Respondents are required to submit the following checked items (if both 1 and 2 are checked then Respondent may submit either 1 or 2):

1. Preferred Documentation: Respondent shall provide a commitment letter from their surety with their submittal. Commitment letter shall:

a. be written by a surety that (1) holds a certificate of authority authorizing it to write surety bonds in Florida with a minimum A.M. Best’s Rating of “A-” (or industry equivalent),

b. be on the surety’s letterhead,

c. be countersigned by a licensed Florida agent appointed by the surety, and

d. state that the surety will provide a fidelity bond. The actual amount of the fidelity bond will be established during the negotiation phase.

The surety shall also maintain a current certificate of authority as an acceptable surety on Federal bonds in accordance with U.S. Department of Treasury Circular 570, current revision. If the amount of the bond exceeds the underwriting limitations set forth in Circular 570, in order to qualify, the net retention of the surety company shall not exceed the underwriting limitation in Circular 570 and the surety shall provide evidence satisfactory to the Board that the amount in excess of the net retention is protected by co-insurance, reinsurance, or other methods in accordance with Treasury Circular 297, Revised September 1, 1978 (31 CFR Section 223.10, Section 223.11).

IMPORTANT: The required value of the bond may increase or decrease during the negotiation phase and/or contract term if the contract value changes. SBSC shall determine the actual amount of the bond, based upon the final specifications agreed in the award. Surety will be required to provide fidelity bond through a licensed Florida agent within ten

(10) days after the Board’s approval of the final agreement.

2. Substitute Documentation: Audited Financial Statements.

a. Submit the Respondent’s two (2) most recent fiscal years’ complete, audited Financial Statements, including income statement, balance sheet, statement of owner’s equity, statement of cash flows, management analysis and discussion, and financial notes sections.

b. Provide the name, title, address and phone number of the financial officer of the Respondent responsible for providing this information.

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c. The Respondent’s audited financial statements will be evaluated by the District’s Chief Financial Officer(s) and/or designee(s) to determine the Respondent’s ability to meet the implicit and explicit contractual obligations identified in this solicitation and provide the level of services required by the specifications that result from the solicitation process.

3. No Financial Documentation Required.

B. Pending Litigation Disclosure. Each respondent is required to provide disclosure of any current or pending litigation on the Respondent’s letterhead. Respondent shall disclose any material changes in the business operations of the Respondent, including without limitation any pending bankruptcy proceedings, bankruptcies, receiverships, mergers, acquisitions, stock acquisitions or spin-offs which have occurred within the last three (3) years and any material pending or threatened litigation. If appropriate, discuss the impact of these changes on the Respondent’s financial or managerial ability to perform the noted tasks under this Contract.

Tab 9– Exceptions to Draft Services Agreement (Non-Scored) Provide any exceptions to the District’s standard agreement (Attachment “K”). In addition, respondents must provide any and all documentation or agreements that you anticipate requesting the School Board to incorporate into the final agreement or sign as a result of this RFP award.

Tab 10 – Addenda (Non-Scored) Any addenda issued subsequent to the release of this solicitation must be signed and returned with the firm’s proposal. Failure to return signed addenda may be cause for the proposal to be considered non-responsive.

Tab 11– Required Documents Attach evidence of required insurance coverage or proof of insurability in the amounts indicated. If available, a properly completed ACORD Form is preferable. Final forms must contain the correct solicitation and/or project number and School Board of Seminole County, Florida contact person. Firms that have owner/operators that have filed a "Notice of Election to be Exempt" shall submit a copy with the proposal. Incorporated and unincorporated Firms that qualify for an exemption under the Florida Worker’s Compensation law in Chapter 440 Florida Statutes shall submit an executed waiver relieving the School District of liability in the event they are injured while providing goods and/or services to the School District.

Respondent shall provide the following documents in order listed below (Non-Scored):

Request for Proposal (RFP) & Proposal Acknowledgement (page 1) Attachment “B” Drug Free Workplace Certification Attachment “C” Certification Regarding Debarment, Suspension Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions Attachment “D” Conflict of Interest Form: All respondents shall properly complete, have notarized and attach with their proposal the attached notarized disclosure statement.

Attachment “E” Non-Disclosure Agreement for Confidential Materials.

All materials that qualify as “trade secrets” shall be segregated, clearly labeled and accompanied by an executed Non-disclosure Agreement for Confidential Materials shall be submitted in this section.

Attachment “F” Certification Statement Prohibition against Contracting with Scrutinized Companies Attachment “G” Emergency/Storm related Catastrophe Agreement

Attachment “I” Prohibition Against Contingent Fees Attachment "J” Vendor Affidavit Regarding the Use of Coercion for Labor and Services

VI. ORAL INTERVIEW OR PRESENTATION EVALUATION CRITERIA

After an evaluation of the proposals, the evaluation committee may conduct interviews or presentations from a short list of vendors. If this is determined, your company will be contacted for the interview or presentation, which may occur on the date listed in Attachment “A.” Again, this is an optional interview or presentation that will be determined by the evaluation committee. The purpose of these sessions is to validate written proposal responses, assess the Vendor’s understanding of the District’s needs, and

25260047P-AZ ERP Page 13 of 39 evaluate the Vendor team’s ability to successfully deliver the proposed ERP solution in a K-12 environment.

SCORING: An adjectival scoring system shall be applied throughout the evaluation process for the evaluation of the written responses and the oral presentation/informal interviews. A score of 0 is the least favorable and a score of 4 is the most favorable in all sections.

The Respondent’s response will be scored by Committee members in accordance with the following scale:

0 = Unsatisfactory: Not responsive to the question.

1 = Below Minimum Standards: Responsive to the question but below acceptable standards.

2 = Marginal: Minimal acceptable performance standards and responsive to the question.

3 = Satisfactory: Above minimum performance, Effective and Responsive to the question.

4 = Exceeds Expectations for effectiveness and responsiveness to the question.

All presentations shall include at minimum:

1. Understanding of District Needs (Weigh 2.50)

• Demonstrates clear understanding of K-12 operational, financial, HR/Payroll, and compliance requirements.

• Addresses Florida-specific mandates, reporting, and audit requirements (if applicable).

• Tailors presentation to the District’s context rather than providing a generic product overview.

2. Demonstration of Proposed Solution (Weight 5.00)

• ERP solution functionality aligns with District requirements as stated in the RFP.

• Demonstrates user interface, role-based workflows, dashboards, and reporting relevant to K-

12.

• Shows integration capabilities with Student Information Systems, Human Resources

Information Systems (HRIS), and other District applications.

• Provides realistic examples of how end users (teachers, principals, HR/payroll staff, finance staff) would interact with the system.

3. Project Management Approach and Implementation Readiness (Weight 5.00)

• Clearly explains proposed implementation methodology, including project phases, timeline, and deliverables.

• Describes change management and training strategies for K-12 staff and administrators.

• Explains resource commitments, both Vendor and District, and readiness to begin implementation on the proposed schedule.

4. Support and Long-Term Partnership (Weight 4.00)

• Describes ongoing support structure (help desk, escalation process, service levels).

• Shows commitment to continuous improvement and system updates.

• Presents evidence of successful long-term partnerships with other school districts.

5. Personnel Experience and Team Fit (Weight 2.00)

• Introduces key project personnel, including Project Manager and functional leads.

• Demonstrates experience with K-12 ERP implementations, with preference for Florida district experience.

• Exhibits effective communication skills, professionalism, and ability to work collaboratively with

District stakeholders.

6. Responsiveness and Quality of Presentation (Weight 3.00)

• Presentation is clear, organized, and engaging.

• Vendor responds accurately and directly to evaluator questions.

• Materials provided (slides, handouts, demonstrations) are professional and well-prepared.

7. References Interviews (Weight 3.00)

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All references will be contacted and interviewed using a structured and consistent set of questions.

Vendors will be evaluated based on the following criteria:

• The quality of the implemented technical solution matched the features and characteristics of what was described in the proposal and demonstrations.

• Implementation provided effective support, communication and a positive working relationship.

• Change orders and issues were managed promptly and effectively utilizing efficient communication and resolution.

• Communication was consistent, transparent and timely throughout implementation and has continued during sustainment and support.

8. Best and Final Offer (BAFO) Fee Schedule – (Weight 3.50) The best and final fee schedule proposed for the services as outlined in this Request for Proposal, clarified through addenda and short-list meeting discussions. The BAFO should be delivered to the Purchasing Representative as instructed in writing by the Purchasing Representative. List any relevant services that are within the scope of services outlined in this solicitation. BAFO pricing will be scored using an average cost method. The average of all firms’ prices will be determined, and individual firm pricing will be scored based on their variance from the average as follows:

Within 5% of average = 4 points Greater than 5% but less than 10% = 3 points Greater than 10%, but less than 20% = 2 points Greater than 20%, but less than 30% = 1 point Greater than 30% = 0 points

VII. ATTACHMENTS

“A” RFP Tentative Schedule of Events “B” Drug Free Workplace Certification Form “C” Certification Regarding Debarment, Suspension Ineligibility and Voluntary Exclusion - Lower Tier

Covered Transactions “D” Conflict of Interest “E” Non-Disclosure Agreement for Confidential Materials “F” Certification Statement Prohibition against Contracting with Scrutinized Companies “G” Emergency/Storm related Catastrophe Agreement “H” Reference Form “I” Prohibition Against Contingent Fees “J” Vendor Affidavit Regarding the Use of Coercion for Labor and Services “K” Draft Services Agreement (Separate Document) “L” Detailed Requirements Workbook (Reference for scoring Tab 3) “M” Pricing Workbook (Reference for scoring Tab 7) “N” Data Sharing and Privacy Agreement (if applicable)

Exhibits to Draft Services Agreement:

“C” Report of Unsatisfactory Materials and/or Service

GENERAL PURCHASING TERMS AND CONDITIONS

***Please Read Carefully***

These general terms will apply to all purchases by the District as a result of an award hereunder. In the event of a conflict between this section and subsequent sections herein, the provisions of any subsequent sections shall be specific to the goods or services requested and shall have precedence.

The titles used are for convenience only; the Proposer is responsible for understanding and complying with all terms and conditions herein.

1. DEFINITIONS.

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A. The School Board of Seminole County Florida may be referred to as the “Board”, “School Board” or “SBSC” herein. The School Board of Seminole County Florida is also known as “Seminole County Public Schools” (SCPS).

B. The term “Proposer” or “Respondent” shall refer to the company, individual, or organization that responded to this solicitation.

C. The term “Contractor” shall refer to any successful awardees hereunder.

2. DISTRICT DEMOGRAPHICS. The School Board of Seminole County Florida (SBSC) has approximately 7,000 employees and over 59,000 students. The District currently operates a total of 78 schools and ancillary facilities.

3. CONTACT / LOBBYING. All questions for additional information regarding this RFP must be directed to the designated Procurement Agent noted on page one. Prospective Proposers, their employees, agents or representatives shall not contact nor lobby any member of the Seminole County School Board, Superintendent, members of the Evaluation Committee, or staff regarding this RFP prior to posting of the final tabulation and award recommendation on the website. Any such contact shall be cause for disqualification and rejection of your proposal.

4. CONFLICT OF INTEREST. Proposer is subject to the provisions of Chapter 112 Florida Statutes. The Proposer must disclose with their response the name of any company owner, officer, director, agent or representative who is also an employee of the School Board or their immediate family which owns any interest of any amount in the Proposer’s company, partnership, or agency.

5. POSTING OF RFP CONDITIONS / SPECIFICATIONS. This RFP will be posted for review by interested parties on the VendorLink website and this link can be located on the District’s website: “https://www.scps.k12.fl.us/district/departments/purchasing/comp-solicitations-contracts/” and will remain posted up to and including the Due Date of this RFP. In accordance with Florida Statutes 120.57(3), with respect to a protest of the terms, conditions, and specifications contained in a solicitation, including any provisions governing the methods for ranking bids, proposals, or replies, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. Failure to file a specification protest within the time prescribed in Florida Statutes 120.57(3) will constitute a waiver of proceeding under Chapter 120, Florida Statutes.

6. ADDENDA, CLARIFICATIONS & INTERPRETATIONS.

A. Any questions concerning terms, conditions or specifications will be directed to the designated Procurement Agent referenced on the Proposer’s Acknowledgement. Any ambiguities or inconsistencies shall be brought to the attention of the designated Procurement Agent in writing at least ten (10) workdays prior to the due date of the RFP.

Failure to do so, on the part of the Proposer will constitute an acceptance by the Proposer of any consequent decision.

B. An addendum to the RFP shall be issued and posted for those interpretations that may affect the eventual outcome of this RFP. It is the Proposer’s responsibility to assure the receipt of all addendum issued. No person is authorized to give oral interpretations of, or make oral changes to the RFP. Therefore oral statements given before the RFP due date will not be binding. The School Board will consider no interpretations binding unless provided for by issuance of an addendum. Addenda will be posted to VendorLink, the School Board’s third party notification service, and this link is accessible on the Purchasing and Distribution Services’ website at “https://www.scps.k12.fl.us/district/departments/purchasing/comp-solicitations-contracts/” at least five workdays prior to the due date. The Proposer shall acknowledge receipt of all addenda by signing and enclosing said addenda with their proposal.

C. The School Board reserves the right to allow for clarification of questionable entries, and for the Proposer to withdraw items with obvious mistakes.

https://www.scps.k12.fl.us/district/departments/purchasing/comp-solicitations-contracts/

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7. RFP OPENING AND FORM. RFP openings will be public on the date and time specified on the Proposer’s Acknowledgment form. All RFPs received after the time indicated will be rejected as non-responsive and returned unopened to sender. It is the Proposer’s sole responsibility to ensure their RFPs are received timely; SBSC is not responsible for late or missed delivery by third party delivery services. RFPs by Email, fax, telegram, or verbally by telephone or in person will not be accepted. The public opening will acknowledge receipt of the RFPs only, details concerning pricing or the offering will not be announced.

8. SOLICITATION DOCUMENTATION & PUBLIC RECORDS. Meetings involving Oral Presentations by Proposers or negotiations are closed to the Public. Responses to this solicitation, and recordings of oral presentations or negotiations shall become “public records” upon award recommendation or thirty (30) days after the solicitation due date, whichever is earlier and shall be subject to public disclosure consistent with Chapter 119 Florida Statutes.

Proposers must invoke the exemptions to disclosure provided by law in response to this solicitation, and must identify the data and other material to be protected, and must state the reasons why such exclusion from public disclosure is necessary.

9. SOLICITATION CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL.

A. Public Record. All responses received in response to this solicitation shall be considered a public record pursuant to Chapter 119 Florida Statutes.

B. Redacted Copies. The Proposer must clearly identify any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119 Florida Statutes, the Florida Constitution or other authority. The Proposer must also simultaneously provide the School Board with a separate redacted hard copy and electronic copy of its response.

1) The redacted copies shall contain the School Board’s solicitation name, number, and the…