Addenda forms

ADDENDUM A

EXECUTION OF PROPOSAL

DATE:

The potential offeror certifies the following by placing an "X" in all blank spaces:

_ That this proposal was signed by an authorized representative of the firm.

That the potential offeror has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

That all labor costs associated with this project have been determined, including all direct and indirect costs.

That the potential offeror agrees to the conditions as set forth in this Request for Proposal with no exceptions.

Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within one-hundred and eighty (180) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required.

Authorized Signature Date

Typed Name & Title

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL.

ADDENDUM B

OFFEROR INFORMATION FORM

Mailing Address (Please type or print. Complete all items)

Business Name: _____________________________________________________________ Address: ___________________________________________________________________ City, State, Zip: ______________________________________________________________ Phone: ___________________ Fax: ___________________ Email: __________________

Remittance Address (if different)

Business Name: _____________________________________________________________ Address: ___________________________________________________________________ City, State, Zip: ______________________________________________________________ Phone: ___________________ Fax: ___________________ Email: __________________

Accepted Payment Methods (select all that apply) Check Credit Card/Purchase Card ACH Other: ________________

Other Offeror Information

Federal Business ID: __________________________ or Social Security # ________________

Certification Under penalty of perjury, I certify that:

1. The information stated in this application is factual and true, and

2. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and

3. I am not subject to backup withholding because (a) I am exempt from backup withholding, or

(b) I have not been notified by the Internal Revenue Service that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding.

Certification Instructions: You must cross out Item 3 above if you have been notified by the IRS that you are currently subject to backup withholding because of under reporting interest or dividends on your tax return. For real estate transactions, Item 3 does not apply. For mortgage interest paid, the acquisition or abandonment of secured property, contributions to an individual retirement account (IRA), and generally payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN.

(Representative’s Signature) Date

Please type or print representative’s name

ADDENDUM C

OFFEROR’S REFERENCES

REFERENCE 1:

Organization Name: ___________________________________________________________________

Organization Location (City and State): ____________________________________________________

Organization Type (K-12, Other Public, or Private: ___________________________________________

Products Implemented (attach additional sheets if necessary): ___________________________________

Software Implementation Date: _________________________ Version Implemented: _____________

Name, title, and contact information for an authorized contact:

Name: __________________________________________________ Title: _______________________

Phone: _____________________________________ Email: _________________________________

REFERENCE 2:

Organization Name: ___________________________________________________________________

Organization Location (City and State): ____________________________________________________

Organization Type (K-12, Other Public, or Private: ___________________________________________

Products Implemented (attach additional sheets if necessary): ___________________________________

Phone: _____________________________________ Email: _________________________________

ADDENDUM C (CONTINUED)

OFFEROR’S REFERENCES

REFERENCE 3:

Organization Name: ___________________________________________________________________

Organization Location (City and State): ____________________________________________________

Organization Type (K-12, Other Public, or Private: ___________________________________________

Products Implemented (attach additional sheets if necessary): ___________________________________

Phone: _____________________________________ Email:

Important! This is a vital part of your RFP submission. HCS will verify client references. It is advisable that you inform your reference contact person that you have listed them for reference.

Contractor

Signature Date

ADDENDUM D

CERTIFICATION OF NON-COLLUSION

I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud per the requirements of O.C.G.A. § 50-5-67(e).

I certify that this Proposal is made without prior understanding, agreement, or connection with any member of the government agency letting this public works contract and is in all respects fair and without collusion or fraud per the requirements of O.C.G.A. § 36-91-21(f).

I further certify that the provisions of the Official Code of Georgia Annotated § 45-10-20 et. seq. has not and will not be violated in any respect.

I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this Proposal and certify that I am authorized to sign this Proposal for the Offeror.

The Offeror being sworn disposes and says, its agents, officers, or employees have not directly or indirectly entered into any agreements, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this Proposal.

Company Name: _______________________________________________________________

Address: ______________________________________________________________________

City: _______________________________ State: _________________ ZIP: ______________

Name: _________________________________________Title: _____________________________

Signature: _________________________________________Date: __________________________

ADDENDUM E

CERTIFICATION OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the contractor agrees as follows:

The contractor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin or ancestry. The offeror shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin or ancestry. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event the contractor is not in compliance with this non-discrimination clause, the contract may be cancelled or terminated by the Owner. The Owner may declare the contractor, ineligible for further contracts with the Owner until satisfactory proof of intent to comply shall be made by the offeror.

The contractor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

Contractor

Signature

Date

ADDENDUM F

BONFIRE SUPPORT INFORMATION

Bonfire is Henry County Schools’ eSource portal provider. Bonfire provides direct support to Offerors.

Bonfire Support Hours are Monday - Friday 8:00am - 8:00pm EST.

Offerors should contact Bonfire via email (Support@GoBonfire.com) to launch a support case.

Alternatively, offerors can call Customer Service at 1-800-354-8010 (ext. #2). Note that if the offeror doesn't get through on the first try and leaves a voicemail, a support ticket will automatically be generated, and the Bonfire support team will respond in a timely manner.

Offerors can also visit https://gobonfire.com/support/ to access tutorials, videos, and other resources which can support the Offeror in completing a submittal.

Note: Henry County Schools utilizes but is not responsible for the operational capabilities of the Bonfire platform. It is the offeror’s responsibility to contact Bonfire for all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain familiarity with the platform and limit risk of technical complications in the offeror’s submittal.

mailto:Support@GoBonfire.com https://gobonfire.com/support/

ADDENDUM G

HENRY COUNTY SCHOOLS PROCUREMENT PROTEST PROCESS

Any Offeror not selected, or otherwise adversely affected by the decision-making process under a competitive procurement, may file written protest. An adversely affected Offeror must file such written protest and exhaust all administrative remedies afforded herein before seeking judicial review of any award of a contract resulting from a competitive procurement. In each instance of protest, the Offeror must demonstrate that it would be eligible to be awarded the contract in the event the protest was successful.

In order to be an adversely affected Offeror with a right to submit a written protest, the Offeror must itself claim to be eligible for award of the contract in the event the Protest were successful and must be next in line for the Award. In addition, the adversely affected Offeror must demonstrate at least one of the following reasons for the Protest:

(a) all higher-ranked Offerors are ineligible for Award of the Contract because their Proposals were nonresponsive;

(b) the School District has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in this RFP;

(c) the School District has abused its discretion in rejecting the Offeror’s proposal as nonresponsive; or

(d) the School District's evaluation of the proposals or its subsequent determination of award is otherwise in violation of Georgia Law.

The written protest shall specify, at minimum:

• the name and address of the protestor;

• appropriate identification of the solicitation;

• any and all grounds upon which the protest is based;

• supporting exhibits, evidence or documents to substantiate any grounds; and

• suggested changes that may remedy the defects.

To be considered, all protests must be in writing and must be submitted to the Superintendent’s Office in an envelope marked as follows: RFP Award Protest. Protests must be timely received by the Superintendent’s Office to be considered. In all cases, the last date for any protest shall be within seven

(7) calendar days after issuance of the Award and such protest must be received by such date (not mailed or in route).

The Superintendent, or the Superintendent’s designee, shall have the authority to settle or resolve a written protest submitted in accordance with the requirements of this Section.

If the protest is not settled or resolved by mutual agreement, the Superintendent shall issue a written decision on the protest in a reasonably timely manner. After the District has issued its response, in the event that the protesting Offeror is still aggrieved, the Offeror expressly agrees that the dispute shall be submitted to the Superior Court of Henry County, to be decided before a Judge without a jury.

ADDENDUM H

ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Request for Proposal and the following Addenda, receipt of all of which is hereby acknowledged by placing an "X" in all blank spaces:

Addendum A – required with submission

Addendum B – required with submission

Addendum C – required with submission

Addendum D – required with submission

Addendum E - required with submission

Addendum F - Informational

Addendum G - Informational

Addendum H – required with submission

Addendum I – required with submission

Addendum J – Informational

Addendum K – required with submission

Addendum L – Informational

______ Addendum M – Informational

______ Addendum N – Informational

______ Addendum O – Informational

______ Addendum P – required with submission

Contractor’s Representative (First and Last Names)

Signature Date

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the Offeror’s receipt of any addendum will result in the rejection of the offer if the addendum contained information which substantively changes the County’s requirements.

ADDENDUM I

Offeror’s Modifications Form

Regarding Addendum J (Sample Copy of HCS Vendor Agreement)

The terms and conditions contained in the solicitation comprise the contract proposed by HCS. HFCS does not intend to make changes to those terms and conditions, unless necessary to clarify the scope of work and/or technical requirements. Offeror may lose points for substantive modifications proposed by Offeror which materially differ from the RFP terms and are likely to, in the opinion of HCS, require substantial legal negotiations to resolve. In addition, failure to accept the terms and conditions may result in significant unacceptable delays in HCS’ ability to award a contract and may result in an Offeror’s proposal being deemed to be nonresponsive. Nonetheless, if an Offeror must propose modifications to any of the contractual terms contained in the solicitation (including Addendum J) the Offeror shall provide the requested information for each proposed modification in the table below. Offerors who submit a proposed or sample contract must still specifically identify each proposed modification using the format below. By completing and submitting this form, an Offeror acknowledges that its proposal may be deemed to be nonresponsive at HCS' discretion.

No. Section #, Paragraph #, title and clause

Modification Proposed and Reason

Proposed Contract Provision to be substituted

Price / Schedule Impact

OFFEROR: (Name of Offeror)

By: (Signature) Date:

(Printed name)

(Title)

NOTES:

1. All cells within a row must be completed for each proposed modification.

2. Section number, paragraph number, title and clause number: Identify section number, paragraph number, title, and clause containing the contract provision in issue.

3. Proposed Modification: Specify proposed modification to contractual term and reason for modification.

4. Proposed Contract Provision to be substituted: Provide proposed contract provision to be used in place of the existing provision, if modification is accepted by HCS.

5. Price/Schedule Impact: Identify impact to schedule and price, if modification is accepted.

THIS FORM IS FOR PROPOSAL EVALUATION ONLY AND WILL NOT BE A PART OF THE CONTRACT.

ADDENDUM J

Sample Copy of HCS Model Vendor Agreement

Informational

[Intentionally Left Blank]

Sample Copy is provided in electronic portal

ADDENDUM K

GEORGIA IMMIGRATION AND SECURITY FORMS

If you are providing service, performing work or delivering goods to the Henry County Board of

Education including, but not limited to schools, warehouses and central offices, the applicable Georgia Security and Immigration Compliance documents found here must be completed, signed, notarized and submitted with your bid/proposal. Failure to provide this document with your bid/proposal will result in the disqualification of the bid/proposal.

1) Henry County Schools shall comply with the Georgia Security and Immigration Compliance Act, as amended, O.C.G.A. § 13-10-90 et. seq.

2) In order to ensure compliance with the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-603 and the Georgia Security and Immigration Compliance Act, as amended by the Illegal Immigration Reform Act of 2011, O.C.G.A. § 13-10-90 et. seq. (collectively the “Act”), the Contractor MUST INITIAL the statement applicable to Contractor below:

(a) ________ (Initial here): Contractor warrants that, Contractor has registered at https://e-verify.uscis.gov/enroll/ to verify information of all new employees in order to comply with the Act; is authorized to use and uses the federal authorization program; will continue to use the authorization program throughout the contract period; Contractor further warrants and agrees Contractor shall execute and return any and all affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-.01 et. seq. [Contractors who initial (a) must attach and return a signed, notarized Contractor Affidavit and Agreement;

or

(b) ________ (Initial here): Contractor warrants that he/she does not employ any other persons, and he/she does not intend to hire any employees or to perform the Contract. [Contractors who initial (b) must attach and return a signed, notarized Affidavit of Exception];

or

(c)_______ (Initial here) Contractor is an individual who is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing when such contract is for services to be rendered by such individual and thus does not have to provide an affidavit.

3) _____ (Initial here) Contractor will not employ or contract with any subcontractor in connection with a covered contract unless the subcontractor is registered, authorized to use, and uses the federal work authorization program; and provides Contractor with all

IMMIGRATION AND SECURITY FORM (Page 2) affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-.01 et. seq.

4) _____(Initial here) Contractor agrees that, if Contractor employs or contracts with any sub-contractor in connection with the covered contract under the Act and DOL Rules 300-10-1-.01, et seq that Contractor will secure from each sub-contractor at the time of the contract the sub-contractor’s name and address, the employee-number applicable to the sub-contractor, the date the authorization to use the federal work authorization program was granted to sub-contractor; the subcontractor’s attestation of the subcontractor’s compliance with the Act and Georgia Department of Labor Rule 300-10- 1-.01, et seq.; and the subcontractor’s agreement not to contract with sub-subcontractors unless the sub-subcontractor is registered, authorized to use, and uses the federal work authorization program; and provides subcontractor with all affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-.01 et. seq.

5) ______(Initial here) Contractor agrees to provide the Henry County School District with all affidavits of compliance as required by O.C.G.A. § 13-10-90 et seq. and Georgia Department of Labor Rules 300-10-1-.01, et seq within five (5) business days of receipt.

Signature Date

Firm Name: __________________________________________________________

Street/Mailing Address: ________________________________________________

City, State, Zip Code: __________________________________________________

Telephone Number: ___________________________________________________

Email Address: _______________________________________________________

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

______ DAY OF_____________________, 20____

Notary Public My Commission Expires:

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. 13-10-91, and attests under oath that:

(1) the individual, firm, or corporation (“Contractor”) which is contracting with the Henry County Board of Education has registered with, is authorized to use, uses, and will continue throughout the contract term to use and participate in, a federal work authorization program [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L.

99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91, as amended. As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

(2) Contractor’s correct user identification number and date of authorization is set forth herein below.

(3) Contractor agrees that the Contractor will not employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the Henry County Board of Education, unless at the time of the contract said subcontractor:

(a) is registered with and participates in the federal work authorization program;

(b) provides Contractor with a duly executed, notarized affidavit with the same affirmations, agreements, and information as contained herein and in such form as required under applicable law; and

(c) agrees to provide Contractor with notice of receipt and a copy of every sub-subcontractor

Affidavit or other applicable verification procured by subcontractor at the time of contract with the sub-subcontractor(s) within five (5) business days after receiving the said Affidavit or verification.

Contractor agrees to maintain records of such compliance and to provide notice of receipt and a copy of each such subcontractor Affidavit or other permissible verification to the Henry County Board of Education at the time the subcontractor(s) is retained to perform such service or within five (5) days after receiving the said Affidavit or verification, whichever first occurs.

CONTRACTOR AFFIDAVIT AND AGREEMENT (Page 2)

(4) Contractor further agrees to and shall provide Henry County Board of Education with copies of all other affidavits or other applicable verification received by Contractor (i.e.: sub-subcontractor affidavits and all other lower tiered affidavits) within five (5) days of receipt.

EEV/Basic Pilot Program User Identification Number Date of Authorization

If an applicable Federal work authorization program as described above is used, other than the EEV/Basic Pilot Program, please identify the program.

Company Name / Contractor Name Date

BY: Signature of Authorized Officer or Agent Date

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

______ DAY OF_____________________, 20____

SUBCONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10- 91, and attests under oath that:

(1) the undersigned individual, firm or corporation (“Subcontractor”) is engaged in the physical performance of services under a contract with _________________________________ (name of contractor), which has a contract with the Henry County Board of Education.

(2) Subcontractor has registered with, is authorized to use, uses, and will continue throughout the contract term to use and participate in, a federal work authorization program [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A.

13-10-91. As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

(3) Subcontractor’s correct user identification number and date of authorization is set forth herein below.

(4) Subcontractor agrees that the Subcontractor will not employ or contract with any sub-subcontractor(s) in connection with the physical performance of services pursuant to this subcontract or the contract with the Henry County Board of Education, unless said sub-subcontractor:

(a) is registered with and participates in the federal work authorization program;

(b) provides Subcontractor with a duly executed, notarized affidavit with the same affirmations, agreements, and information as contained herein and in such form as required under applicable law; and

(c) agrees to provide Subcontractor with notice of receipt and a copy of every sub-subcontractor Affidavit or other permissible verification procured by sub-subcontractor at the time the sub-subcontractor(s) is retained to perform such service or within five (5) days after receiving the said Affidavit or verification, whichever first occurs.

SUBCONTRACTOR AFFIDAVIT AND AGREEMENT (Page 2)

Subcontractor agrees to maintain records of such compliance and to provide notice of receipt and a copy of each such sub-subcontractor Affidavit or other applicable verification to the Contractor at the time the sub-subcontractor(s) is retained to perform such service or within five (5) days after receiving the said Affidavit or verification, whichever first occurs.

EEV/Basic Pilot Program User Identification Number Date of Authorization

If an applicable Federal work authorization program as described above is used, other than the EEV/Basic Pilot Program, please identify the program.

BY: Authorized Officer or Agent Date

(Subcontractor Name)

Title of Authorized Officer or Agent of Subcontractor

Printed Name of Authorized Officer or Agent

_____ DAY OF _____________________, 20____

AFFIDAVIT OF EXCEPTION

GEORGIA SECURITY & IMMIGRATION COMPLIANCE ACT DOCUMENTS

The undersigned, in connection with a proposed contract or subcontract with the Henry County School District for the physical performance of services under O.C.G.A. 13-10-90, et seq. (the “Contract”), hereby affirms and certifies under penalties of perjury that:

(a) I am a sole proprietor or single member entity; and I do not employ any other persons.

(b) I do not intend to hire any employees or to perform the Contract.

(c) A true, correct and complete copy of my driver’s license is attached hereto.

If at any time hereafter I determine that I will need to hire employees to satisfy or complete the services under the Contract then before hiring any employees, I will:

(i) immediately notify the School District in writing at: immediately notify the School District in writing at: Contracting Department, Administrative Center, 6201 Powers Ferry Road, Atlanta, Georgia 30339;

and

(ii) register with, participate in and use, a federal work authorization program operated by the United

States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91, as amended; and

(iii) Provide the School District with all affidavits required by O.C.G.A. § 13-10-90 et seq. and Georgia

Department of Labor Rules 300-10-1-.01, et seq.

I agree that I will not employ or contract with any subcontractor(s) to provide services under my contract with the Henry County School District, school, or Henry County Board of Education, unless at the time of the contract said subcontractor:

(i) is registered with and participates in the federal work authorization program;

(ii) provides me with a duly executed, notarized affidavit with the same affirmations, agreements, and information as contained herein and in such form as required under applicable law; and

AFFIDAVIT OF EXCEPTION (Page 2)

iii) agrees to provide me with notice of receipt and a copy of every sub-subcontractor Affidavit or other applicable verification procured by subcontractor at the time of contract with the sub-subcontractor(s) within five (5) business days after receiving the said Affidavit or verification.

If I do contract with such subcontractors, I agree to maintain records of such compliance and to provide notice of receipt and a copy of each such subcontractor Affidavit or other permissible verification (i.e.: sub-subcontractor affidavits and all other lower tiered affidavits) to the Henry County Board of Education at the time the subcontractor(s) is retained to perform such service or within five (5) days after receiving the said Affidavit or verification, whichever first occurs.

Attached hereto is a true and correct copy of my state issued driver's license or state issued identification card. I understand that a driver's license or identification card shall only be accepted if it is issued by a state within the United States and such state verifies lawful immigration status prior to issuing a driver's license or identification card. I understand that the Georgia Attorney General/State Law Department's website posts an annually updated list of the states that verify immigration status prior to the issuance of a driver's license or identification card and that only issue licenses or identification cards to persons lawfully present in the United States.

BY: Printed Name

Signature

_____ DAY OF _____________________, 20____

ADDENDUM L

HENRY COUNTY SCHOOLS PROFILE

Henry County School (HCS) is a mid-sized suburban district located approximately 30 miles south of Atlanta. Governed by a 5-member Board of Education, HCS is comprised of the following physical locations:

• 28 Elementary Schools

• 11 Middle Schools

• 11 High Schools

• 2 Programs (housed in one physical site)

• 8 Administrative/Operational sites o Administration Building o Learning and Support Center o Information Services o Facilities, Nutrition (Operations/Finance) o Distribution Center (Operations) o Transportation Services and bay(Operations) o McDonough Performing Arts Center (Operations) o Fairview Performing Arts Center (Operations)

The district serves nearly 43,000 students and their families. The district employs more than 6,000 full-time benefited employees and independent contractors.

In accordance with its Community-Inspired Strategic Action Plan, Henry County Schools is seeking to acquire and implement an enterprise resource planning system with the capability to integrate the processes of finance, human resources, procurement, and document management. Key figures relating to the volume of activity within the functional areas of finance, human resources, and procurement are provided below to further support Offeror understanding of the scope and size of Henry County Schools.

Key figures relating to Human Resource activity:

• Number of Employees and Independent Contractors: 6,608 o Approximate number of full-time benefitted employees: 5,800 o Approximate number of classified employees with limited computer access (e.g., bus drivers, school nutrition workers): 600

• Number of New Hires (Employees & Contracted Staff) on-boarded (2021): 1,381

• Averages volume of yearly workflow:

o Number of contracts issued: 3390 o Number of benefits processed: 9000+ o Number of FMLA cases: 700+ o Number of Workers Comp cases: 240+ o Number of employees for onboarding: 600 + o Evaluations: Certified 3500+; classified: 2500+ o Number of yearly employment and salary verifications: 1,500 +

Profile continues to next page.

Key figures relating to Financial Services activity (inclusive of procurement):

• Account Distribution Code Layout:

Fund – Fiscal Year – Function – Object – Sub Object – Program – Facility – Building – Additional

• General Ledger Accounts:

o Funds: 231, o Functions: 181, o Objects/Sub-objects: 698, o Programs: 300, o Facilities: 92, o Additional Codes: 68

• Bank Accounts:

o Central Office: 15 accounts at 2 banks, o School Nutrition: 1 account at 1 bank, o Schools: 52 accounts at 8 banks

• Number of Financial Services ERP Users: 180

• Number of Invoices Issued / Processed (2021): 36,919

• Number of Purchase Orders Issued (2021): 14,090

• Number of Inventories Maintained: 1 at Central Distribution Center, 1 at each of the 50 school nutrition sites, 1 at the Transportation Shop, and 1 on each of the Maintenance Trucks

• Number of Employee Expense Reports (2021): 827

• Number of Form 1099s Issued (2021): Approx. 214

• Number of Manual Timesheets Processed Monthly: Average of 402 each month

• Number of Payroll Changes (e.g., new hires, retirees, position changes, terminations) Processed

Monthly: Average of 171 each month

• Number of Payroll Exceptions Processed Monthly: Average of 27 each month

• Number of Individual Pay Checks Processed Monthly: Average of 383 paper checks each month, and average of 5,221 direct deposits each month

End of addendum

ADDENDUM M

HENRY COUNTY SCHOOLS BACK-OFFICE APPLICATION LANDSCAPE

HCS Information Services staff manage and provide support assistance for the school district software systems that include:

• Software Systems Unlimited (SSUI): AS400-based ERP System

• Bonfire: Procurement System

• SoftDocs / eTrieve: Enterprise Content and Document Management System

• Websmart

• Applitrack: Recruiting and Hiring, Applicant Tracking System

• Aesop: Substitute & Absence Management System

• Synovia: Transportation Fleet Management System

• Edulog: Transportation Routing System

• School Dude: Facility Maintenance System

• Checkmate

• Clock-in utility

• SharePoint (InfoWise workflows)

• Incident IQ: K-12 Help Desk Software & Asset Management System

• Infinite Campus: Student Information System

• MySchoolBucks (Heartland): Student / Parent Payment System

• Smartsheet: Collaboration and Work Management System

• PD Express: Professional Development System

• Tableau: Analytics System

• Google Sites / Workspace: Collaboration and Work Management System

• Microsoft Office 365: Office Applications Subscription Service

• Microsoft Active Directory: Access and Directory Service

These systems are supported through vendors such as SSUI, Synovia, School Dude and others with access permission levels granted through Active Directory. All HCS employees have established accounts in the school district Active Directory and this provides access to systems they need and the eTrieve system to get to their employee documents (e.g., pay check advices, W-2s).

ADDENDUM N

TECHNICAL SCORED REFERENCE: NARRATIVE PROPOSAL

Note: Offeror responses to below queries must be completed using the provided attachment in the online portal.

Question Set 1 - Offeror Overview Company Background Briefly provide an overview of your company, including:

a. Business history – describe the history of your firm, specifically as it relates to the work performed under this contract. Include the background and history of your executive management.

b. Years of experience in providing services to K-12 school districts for work performed under this contract.

c. Provide a list of school districts that have implemented the solution outlined in your Proposal within the last 3-5 years.

Indicate the individuals that will make up the dedicated team that will support the immediate and ongoing needs of Henry County Schools within your organization, including specific roles to our staff and a brief professional history for each individual. The individuals named will be expected to be available for the HCS implementation with any substitutions subject to the review and approval of HCS.

Past Services Rendered Please describe your experience with K-12 institutions of like size to HCS, including indication of the number of school systems served.

Question Set 2 - Offeror Proposal Solution proposal Please describe the system(s) that are proposed to fulfill the integrated business and systems needs articulated by Henry County Schools. The proposal must outline offeror's recommended changes to HCS's hardware, software, and networks (WAN and LAN) that provides for the best system performance and is most cost effective. . This information must include:

- Recommended database management systems and tools

- Detailed description of network requirements

- Detailed description of printer configurations to support central and distributed printing

- Required environment for Application Development including software development and testing tools

- Recommendations for test environments

- Recommendations for support environments, including self-service and help desk support

- Description of system administration requirements including recommended staff levels for ongoing administration and support

Note: With respect to the associated pricing proposal, the offeror will be required to include fixed license and maintenance agreements (including tools or utilities) required to run the ERP application. Do not include any pricing in this portion of the response.

HCS expects a level of "real-time" integration of key systems, to include: budget, procurement, project management, inventory management, grant management, fixed assets, human resources, and payroll. Real time" is defined as the ability for all authorized users to view and access data immediately upon posting of this data.

Describe the level of integration between all systems in the proposed solution.

Project and Change Management Describe offeror's approach to project management. This discussion shall include information about overall project management techniques, issue management approaches, quality control, risk identification and mitigation, status reporting, meeting facilitation, and staffing.

Describe offeror's approach, tools and techniques for managing the people-side of change.

Design, Installation, and Integration Describe offeror's approach to determining how the system can best be designed/configured to meet HCS'

ADDENDUM N (CONTINUED)

Note: Offeror responses to below queries must be completed using the provided attachment in the online portal.

processing needs and business objectives through business process analysis.

Describe offeror's services and activities associated with the initial product installation, integration, and quality assurance methods.

Describe offeror's services related to HCS implementation support including developing account code structure, designing system administration and operational procedures, establishing security functions, and developing an implementation plan.

Describe offeror's services and methodology to address the identification and development of standard interfaces for the new ERP application, and any specialized interfaces that may be required by state or federal regulations including the Georgia Department of Education.

Describe offeror's services associated with reports analysis development services including reports needs analysis, report design, development, and testing, utilization of data warehouse and analysis tools, user training requirements.

Describe offeror's services and methodology to address any required customization requirements. This section should also describe how any application customizations carry forward into future releases of the system.

Testing and Data Conversion HCS expects the vendor to have robust testing procedures and plans to ensure that the system meets requirements and that defects do not escape to the end user. The vendor will take the lead in testing the system with assistance from District staff. The provider should perform load testing and regression testing with input from the District contact and produce documented and approved test results before migration into the production environment for the initial go-live and for any future releases.

In consideration of outlined expectations, describe offeror's approach to testing the application including the development of user acceptance test plans, system testing, and user testing. This should include a recommendation of the system testing environments.

Explain how the vendor will provide an automated troubleshooting procedure in which defects and fixes will be identified and remediated.

How are critical problems or issues that impact the implementation schedules of any component and/or District primary business functions must have a reliable and technically sound response that allows the District staff to interact directly with the solution provider's application developers and analysts in order to achieve a rapid solution?

When does the vendor fix bugs and provide solutions in a timely fashion and provide status reports during testing and implementation?

Describe test plans to include testing of all system integration points (e.g. data transfers)?

Describe offeror's services and methodology to address all data conversion requirements associated with the implementation of the new ERP application, to include, but not limited to: Employee records, Compensation data, Leaves of absence, Employment history, General ledger accounts, Journal entries, Accounts payable transactions, etc.

Training and Support HCS seeks to understand an offeror's approach to ensuring adequate training for different staff types to include: (1) Heavy system users, (2) General system users, (3) System Administrators, and (4) System Developers. Training methods for General System Users should be covered through recorded trainings that can be viewed online, user guide documentation, access to content sensitive help, and train-the-trainer. Methods for all other categories should include in-person training as well as other training methods.

In consideration of outlined expectations, describe offeror's approach to meeting the HCS training requirements

Note: Offeror responses to below queries must be completed using the provided attachment in the online portal.

that support user system acceptance and include an outline of the Vendor's approach to change management that identifies key success factors and risks associated with training and change management. Training requirements include:

- Development of a comprehensive training plan

- Establishing ""Train the Trainer"" programs

- Training documentation

- Training needs assessments

- Training evaluation processes

- Training certification processes

The offeror should specify if they are proposing a third-party to provide training and/or change management services. " List training to include the utilization of process flows, all screens and execution of all reports.

How is a separate curriculum developed for the ad-hoc reporting utility to enable users to develop their own ad hoc queries without assistance from IT personnel?

What training will include the designated Department of Information Technology personnel? The curriculum and documentation must include utilization of any end-user tools for both System Administrators and System Developers as applicable to the system proposed.

Who and how will Vendor provide training sessions within (3) months after implementation to clarify questions from staff and address custom configurations?

Describe offeror's post-implementation support processes including technical, functional, and operational support.

Please also include description of the offeror's process to support the following:

- Legal, regulatory, and tax updates required by local, state, or federal agencies

- Fixes required for integration into upgrades infrastructure

- Periodic new system releases including support for process updates, training and change management HCS seeks for the awarded offeror to provide direct technical support to end users through the period of system stability as defined in Section B. 7 – Performance Holdback. . Thereafter, support will be transitioned to HCS to provide technical support to end users, while the offeror will continue technical support to system administrators.

Technical support shall include end user system inquiries, troubleshooting end user system issues, system administrator inquiries and requests, and addressing reported system issues.

Outline offeror's approach to meeting the HCS user support requirements ensuring that end users receive effective support for ERP applications. This includes description of:

- After hours, on-shore technical support

- Agreement that offeror will provide reporting on technical support requests and resolutions, including but not limited to time to resolve, issue category, resolution.

- Offeror approach to developing and implementing a comprehensive help desk plan, inclusive of identifying Help Desk software system requirements and options, including the integration of any existing Help Desk software

- Offeror approach to establish and effectively transfer help desk operations to HCS

Question Set 3 - Offeror Proposal: Finance Functionality General Ledger Describe how the system can provide soft closing, ability to allow multiple periods open at the same time, and systematic year-end close with the ability to allow multiple closings. At a minimum, the provided description should detail:

Note: Offeror responses to below queries must be completed using the provided attachment in the online portal.

- How the solution supports either a fiscal year adjusting period outside of core 12-month fiscal cycle (e.g., 13 periods) or the specific identification of year end closing entries;

- How the solution accommodates prior period and prior year adjustments, with the ability to secure and lock down these adjustments;

- How the solution generates year-end closing entries which zero out all revenue and expense/expenditure accounts, posts the net loss / gain to retained earnings, and carries forward the balance on the balance sheet accounts;

- How the solution supports close of systems/ledgers (including multiple ledgers simultaneously) at pre-defined times while others remain open for period processing (e.g., close AP prior to closing GL) and to process manual journal entry adjustments to any open accounting period;

- How the solution supports month-end close process so that account balances at month end are balanced and adjusted and reports produced that are representative of the school district's true financial position.

Describe the workflow process for fiscal and calendar year end, inclusive of all core finance processes (e.g., accounting, payroll, etc.

Describe how the system will be used to create file uploads, automated data reconciliations, and other reporting to meet various agency reporting requirements, including but not limited to requirements of Georgia Department of Education (GADOE), Georgia Department of Audits (DOAA), GA and US Department of Labor, Social Security Administration, and IRS Describe how the system will support multiple bank accounts utilized in a consolidated general ledger Describe how the system may integrate with specialized Bank Reconciliation/Treasury Management functions designed to support AP Check, Payroll check and general account reconciliation activities Describe how the system can support flexible segment options for the general ledger account string/chart of accounts, including but not limited to, character flexibility, organizational changes, mixed characters, full account string shortcuts, department rules, etc.

Describe how the system supports "drill downs" from general ledger summary balances to detail transactions and referenced supporting documents.

Journal Entries Describe how the system will allow for justification data and background to be entered by departments as supporting content to stay with line entries Describe how the system supports journal entry posting with a reference number to allow for cross referencing for journal entries (e.g., grants) and support journal entry categories to sort or search entries under identifiers Describe how the system supports manual, recurring, automatically recorded, reversal and auto-reversal journal entries Budgeting Describe how the budget system performs projections, forecasting and "what-if" scenarios that can build multiple preliminary budget versions for management review and ultimate approval. Include how the budget system leverages position control and approved salary schedules to manage all approved HCS positions.

Describe how the budget system tracks the current status of budgets vs. actuals from budget inception data until data is archived. This should include:

- drill down capability to monitor variance at multiple levels of the account string,

- position budgeting, and

- capability to create and track changes (e.g., budget amendment) for up to 5 years after event.

Describe how the system supports establishing budget limits, as well as, tracking and managing of encumbrance amounts (including amounts that cross a fiscal year). Please include a description of any controls/notifications that prevent overspend at requisition entry.

Note: Offeror responses to below queries must be completed using the provided attachment in the online portal.

Please describe standard reports available and on-demand reporting capabilities to support self-service by budget managers.

Payroll Describe the workflow process of receiving requests to update payroll definitions, assessing the request and submitting the changes for review.

Describe the process of updating annual salary schedules, including the ability to leverage market-based salary studies.

Describe the process for monthly and ad hoc payroll initiation, calculation, review, approval and distribution along with the recording of payroll and benefit amounts in the general ledger.

Describe the ability to calculate involuntary deductions/court orders based on applicable federal and state laws.

Describe how Leave Without Pay deductions are calculated and applied to an employee monthly pay check.

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