MEDFORD SCHOOL DISTRICT 549C

REQUEST FOR PROPOSAL

FOR

GASB 96 SUBSCRIPTION BASED INFORMATION TECHNOLOGY ARRANGEMENTS COMPLIANT

ACCOUNTING SOFTWARE AND INITIAL IMPLEMENTATION SUPPORT

RFP # 23-00-25

MEDFORD SCHOOL DISTRICT

Facilities Office

815 S. Oakdale Avenue Medford, OR 97501

Telephone: (541) 842-3068 Facsimile: (541) 842-1160

DUE DATE & TIME

Wednesday, April 5, 2023 No Later Than 2:00 PM

I. GENERAL INFORMATION:

Medford School District 549C (District) is seeking written proposals from qualified agencies to provide Client or cloud-based software to account for subscriptions in compliance with Government Accounting Standards Board (GASB) Pronouncement Statement No. 96 Subscription Based Information Technology Arrangements (SBITA) for both governmental and business type funds, including reporting at detailed and summary levels, journal entries, and other disclosures, footnotes and implementation services. We are currently using GASB 87 Lease Accounting Software from another provider.

A. The District has approximately 30 Software Based Information Technology Arrangements SBITA’s.

Scope of Work

A. The Contractor shall provide an off the shelf software for GASB 96 accounting and reporting as described in this scope of work.

B. Software shall have updates to accommodate new Lease and SBITA accounting or reporting requirements including changes in generally accepted accounting principles, Governmental Accounting Standards Board standards and Government Finance Officers Association requirements whenever such changes occur.

C. Implementation of GASB 96 will be effective with the District’s financial statements dated June 30, 2023.

These financial statements will include reporting and restating of beginning balances as of July 1, 2022.

Accordingly, the Contractor shall provide implementation of SBITA accounting software initially with all then-current SBITAs to be completed by April 30, 2023, or within 60 days thereafter, and final implementation to be completed by July 30, 2023. The initial implementation work shall be started as early as possible.

D. The Contractor shall train no less than two District users on how to use the software.

E. During the implementation periods, the Contractor shall provide a detailed user manual that covers all functions necessary to comply with GASB 96 including entering and modifying SBITAs and creating and generating reports.

F. The Contractor shall provide maintenance and support year-round including chat, training videos and help articles. End user and technical support shall be available at a minimum of 7:30am – 4:30pm PT.

Support calls are to be handled within three hours, although calls should be handled much faster than that.

G. White Glove Onboarding Implementation Support – For the first year, Contractor will provide initial review and entry of SBITA’s into software program. District will validate work performed by contractor for accuracy.

This is a qualified bid process so while overall costs (that are flexible) are a major factor, consultants who can provide the most experience and scope of services requested will receive higher marks. The District invites interested consultants to complete and submit a proposal.

Medford School District Purchasing Office must receive the original and three (3) copies of the proposal by 2:00 p.m. on Wednesday, April 5, 2023. Proposals must be in a sealed opaque envelope, clearly marked GASB 96 and should be delivered by mail or in person to the following address:

Medford School District 549C Purchasing Office

Attention: Jackie Flory, Purchasing Coordinator 900 Kenyon St.

Medford, Oregon 97501

Proposals should be prepared simply and economically, providing a straightforward, concise description of proposer’s capabilities to satisfy the requirements of the RFP. Special production such as bindings, colored displays, and promotional material are not necessary; however, the proposer should be prepared to present to a selection panel onsite at the District offices. Emphasis should be on completeness and clarity of the content.

Proposals shall be firm for a period of thirty (30) days after the closing date. Each responding proposer may withdraw their proposal if it has not been accepted within thirty (30) days from the RFP closing date.

The award of this contract will be made by the District on the basis of the proposal which, in the District’s sole and absolute judgment, will best serve the best interests and needs of the District. The District reserves the right to accept or reject any or all the proposals, and waive any informalities and irregularities in said proposals.

All proposers must provide the information requested in Section III, Proposal Submission Requirements.

Failure to respond to any or all requested information may result in disqualification by the District.

ADDENDA:

Any changes and/or addenda to this solicitation will be posted on the Medford School District (MSD) website at http://www.medford.k12.or.us/Domain/83. Addenda will not be mailed out and it is the responsibility of the prospective Bidder to consult the website regularly until Bid Closing to avoid missing any Addenda. Failure to acknowledge all addenda may result in declaration of your bid as non-responsive.

APPEALS AND PROTEST OF AWARD

Adversely affected or aggrieved Bidders shall have seven (7) calendar days from the date of the Intent-to- Award Announcement within which to file a written protest. All appeals must be in writing and physically received by the Purchasing Coordinator no later than 10:00 a.m. on the seventh (7th) calendar day after the date of the Intent-to-Award Announcement or Bid Results are posted to the website.

APPEAL OF AWARD TO RFP NO. 23-00-25

Medford School District/Purchasing

900 Kenyon St.

Medford OR 97501

Protests submitted after that date will not be considered. Protests must specify the grounds upon which the protest is based.

In order to be an adversely affected or aggrieved Bidder, the Bidder must claim to be eligible for award of the Contract as the lowest responsible and responsive Bidder and that any and all lower Bidders are ineligible to receive Contract award.

An actual Bidder who is adversely affected or aggrieved by the award of the Contract to another Bidder may protest award, in writing, within the timeline established. The written protest shall state the grounds upon which the protest is based. No protest of award shall be considered after the deadline.

Protests must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not grounds for appeal.

No protest against award shall be considered because of the content of solicitation terms and conditions, contract terms and conditions or Specifications after the deadline established for submitting protests of solicitation terms and conditions, contract terms and conditions or Specifications.

Questions, interpretations or clarifications of this RFP must be requested in writing. All questions should be directed to Jackie Flory, Purchasing Coordinator. All questions are due by 4:00 PM on March 30, 2023.

Send questions to Jackie.Flory@medford.k12.or.us. It is the Representative’s responsibility to check our website at http://medford.k12.or.us/Domain/83 for any addenda information.

The Intent to Award will be issued electronically through e-mail, no later than 4:00 P.M. on Friday, April 7, 2023.

http://www.medford.k12.or.us/Domain/83 mailto:Jackie.Flory@medford.k12.or.us http://msd549c.schoolwires.net/Page/2423

II. SCHEDULE OF EVENTS/DATES:

ACTION DATE

Issue RFP March 15, 2023 Final Questions Due March 30, 2023, 4:00 P.M.

Last Addenda Issued March 31, 2023 Proposals Due April 5, 2023, 2:00 P.M.

RFP Committee to Review Proposals Thursday and Friday, April 6 and 7, 2023 Notice of Intent to Award Friday, April 7, 2023, 4:00 P.M.

The district reserves the right to deviate from this schedule.

III. PROPOSAL SUBMISSION REQUIREMENTS:

The proposing agent shall be responsible for preparing an effective, clear, and concise proposal. The proposals must include the following minimum information:

1. Cover letter addressed to Mr. John Petach, Finance Controller, and signed by a person legally authorized to bind the applicant to its proposal. The cover letter must include name of the firm, broker and/or consultant, address, telephone and fax numbers of the firm and email address of the person(s) who are authorized to represent the proposer as well as financial reference: bank name, address, phone, and name and title of bank officer most familiar with the firm’s account. The letter should also include that the agent has made no agreements with any company that places it as the sole agent for such company.

2. Proof of licensure in the State of Oregon;

3. Profile of Firm that includes articulation of experience with public sector accounts of similar size and scope of service;

4. Name, title, and qualifications of proposed consultant(s) with a minimum of five (5) years’ experience in public sector accounts of similar size and scope of service;

5. Name(s), titles, and qualifications of proposed key personnel with experience in public sector accounts of similar size and scope of service;

6. Accounting Software Requirements:

a. Software shall have Government-wide and Fund-based Accounting and Reporting for both the lessee and lessor, and for both governmental and business-type funds.

b. Software shall be able to calculate the right of use asset and lease liability as lessee and lease receivable and deferred inflow as lessor.

c. Software shall have audit trail of individuals making changes.

d. Software shall have amortization table generation. Software must be able to handle payment schedules that change over time, free rent, lease incentives, payments in advance, in arrears, middle of month, monthly, quarterly, annually and calculate interest.

Must be able to generate these amortizations for lease agreements that do not provide amortization information.

e. Software shall be able to report in excel the journal entries required for entire life cycles of leases; commencement, interim, modification, impairment, extension and termination, and lease modification. District does not intent to interface journal entries directly from the software into District’s General Ledger.

f. Software shall have reports to use GASB 96 SBITA disclosures in the financial statement footnotes. Leases in governmental and business-type funds must be reported separately for GASB 96.

g. Software shall export and import lease data through a mechanism such as MS Excel.

h. Software shall have the ability to upload signed copy of leases and other documentation.

i. Software shall have alert notifications for lease deadlines and renewals.

j. Software shall have the ability to allocate Master Service Agreement-type leases to multiple funds and to both governmental and business-type funds.

k. Web based software preferred.

7. References of current clients;

IV. MINIMUM QUALIFICATIONS:

1. Any proposer must be licensed to provide services in the State of Oregon;

2. Demonstrated experience in servicing public sector accounts of equal size, complexity, and scope;

3. Medford School District is an Equal Opportunity Employer. Each service provider must comply with federal, state and local Equal Employment Opportunity requirements.

V. SELECTION PROCESS:

1. Each proposal received will be evaluated to determine if it meets the stated requirements. Failure to meet these requirements will be cause for eliminating the proposal from further consideration.

2. The District reserves the right to reject any and all proposals, to waive any technicalities, informalities and irregularities, to accept or reject all parts of the proposal, and to be the sole judge of the suitability of the proposals offered.

3 Proposals will be evaluated generally on the following criteria, evaluation will include, but not be limited to, the following weighted criteria:

a. Qualifications of the firm 20%

b. Qualifications of assigned firms staff 20%

c. Ability to meet scope of work and service required 20%

d. Fees charged and cost effectiveness of the proposed services 25%

e. Completeness of Proposal 15%

4 All submittals in response to this RFP are public records and available for inspection and copying upon request. Any portions of the RFP submittal marked as confidential will not be made public without consent of the consultant prior to the award of the contract.

5 A review committee of qualified professionals will be appointed by the Superintendent or his designee.

The proposals received will be evaluated by the review committee. The review committee will submit a recommendation to the Superintendent.

VI. TERMS AND CONDITIONS:

1. Term of Agreement: The District anticipates selecting the Consultant to commence services immediately upon award and to continue for at least three (3) years unless terminated earlier in accordance with the provision of the Agreement.

2. Withdrawal of RFP: Proposals may be withdrawn before the RFP submittal deadline by submitting a written request to Brad Earl, Chief Financial Officer. Re-submittal before the RFP submittal deadline can be made, however, they may not be re-submitted after the deadline.

RFP Costs: All costs incurred in the preparation and presentation of the RFP shall be the responsibility of the responding party to the RFP. All documents submitted as part of the RFP will become property of the District. Requests for specific material to be returned will be considered. Any material submitted that is confidential must be clearly marked as such. The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.” Therefore, non-disclosure of documents or any portion of a document submitted as part of a response may depend upon official or judicial determination made pursuant to the Public Records Law.

3. During the term of any resulting contract, the successful Consultant shall maintain in full force, at its own expense, from insurance companies or entities with an A.M. Best rating of A- or better that are authorized to transact the business of insurance and issue coverage in the State of Oregon.

4. Medford School District Contacts: The designated individual responsible for coordination of the RFP is John Petach, Finance Controller. Any questions relating to this RFP should be directed to Jackie Flory at Jackie.Flory@medford.k12.or.us in writing only.

The following forms must be signed and returned with your Proposal:

Exhibit A – Vendor Information Exhibit B - Certificate of Compliance with Tax Laws Exhibit C – Signature Page

EXHIBIT A

VENDOR INFORMATION

Company Name _______________________________________________________________

Address ______________________________________________________________________

City, State, Zip ________________________________________________________________

Phone ________________________________________________________________________

Fax __________________________________________________________________________

E-Mail _______________________________________________________________________

Name (printed) & Title __________________________________________________________

Signature _________________________________________ Date: _______________________

Proposals are to be received at the Facilities Office of the Medford School District 549C, 815 S. Oakdale Ave, Medford, OR 97501 in a separate sealed package clearly identified as “GASB 96” and to the attention of Jackie Flory, no later than 2:00 p.m., Wednesday, April 5, 2023. It is the responsibility of the sender to verify receipt of the Proposal by the District.

Specifications may be obtained at the Purchasing Office, or by calling 541-842-3780, by e-mailing Jackie.Flory@medford.k12.or.us or by accessing the purchasing webpage at http://wwwmedford.k12.or.us/Domain/83.

Oregon Revised Statutes (ORS) regulations governing public entities require that questions regarding this proposal need to be submitted in writing via e-mail, fax, and regular mail so that all potential vendors may be equally apprised of project parameters and any addenda.

http://wwwmedford.k12.or.us/Domain/83

EXHIBIT B

CERTIFICATE OF COMPLIANCE WITH TAX LAWS

CONTRACTOR DATA AND CERTIFICATION

Name (tax filing): ____________________________________________________________________

Address: ___________________________________________________________________________

Citizenship, if applicable:

Non-resident alien ____ yes ____ no

Business Designation (check one):

_______ Corporation ________Partnership

_______Sole Proprietorship _______ Governmental/Non-Profit

Federal Tax ID#______ -______ - ______OR SSN______ - ______- ______

Above payment information must be provided prior to contract approval. This information will be reported to the Internal Revenue Service (IRS) under the name and taxpayer I.D. number submitted. (See IRS 1099 for additional instructions regarding taxpayer ID numbers.) Information not matching IRS records could subject contractor to 31 percent backup withholding.

Certification: I, under penalties of perjury, do hereby certify that (a) the number shown on this form is my correct taxpayer ID (or I am waiting for the number to be issued to me) and (b) I am not subject to backup withholding because (i) I am exempt from backup withholding or (ii) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified me that I am no longer subject to backup withholding.

I, the undersigned also (a) agree to perform the work required by Exhibit A in accordance with the terms and conditions (listed on the front and back side hereof and made part of this contract by reference); (b) certify under penalty of perjury that I/my business am not/is in violation of any Oregon tax laws; and (c) certify I am an independent contractor as defined in ORS 670.600.

I, the undersigned, being first duly sworn, hereby certify under penalty of perjury that I am authorized to act on behalf of _________________________ [insert Proposer’s name] and to the best of my knowledge, __________________[insert Proposer’s name] is not in violation of any Oregon Tax Laws. For purposes of this Certificate, “Oregon Tax Laws” are those laws and programs listed in ORS 305.380(4), namely ORS Chapters 118, 314, 316, 317, 318, 320, 321 and 323 and Sections 10 to 20, Chapter 533, Oregon Laws 1981, as amended by Chapter 16, Oregon Laws 1982 (first special session); the elderly rental assistance program under ORS

310.630 to 310.706; and any local tax laws administered by the Oregon Department of Revenue under ORS 305.620. I will continue to comply with the tax laws of this state, or a political subdivision of this state, during the term of the public contract, and provide that my failure to comply with the tax laws, of this state or a political subdivision of this state, before I have executed the public contract or during the term of the public contract is a default for which the contracting agency may terminate the public contract, and seek damage and other relief available, under the terms of the public contract or under applicable law.

Contractor’s Authorized Agent:

Signature/Title

Print Name Date

Contractor: ___________________________________________________

Contact Person: ________________________________________________

Address: _____________________________________________________

Address: _____________________________________________________

Phone: _______________________________________________________

Email Address: ________________________________________________

EXHIBIT C

SIGNATURE PAGE

SIGNATURE OF FIRM’S DULY AUTHORIZED REPRESENTATIVE FOR THIS PROPOSAL MUST BE SIGNED IN INK BY AN AUTHORIZED REPRESENTATIVE OF THE FIRM; ANY ALTERATIONS OR ERASURES TO THIS PROPOSAL

MUST BE INITIALED IN INK BY THE UNDERSIGNED AUTHORIZED REPRESENTATIVE.

The undersigned agrees and certifies that (s)he:

1. Has read and understands all Proposal instructions, specifications, and terms and conditions contained herein;

2. Is an authorized representative of the Proposer, that the information provided in this Proposal is true and accurate, and that providing incorrect or incomplete information may be cause of Proposal rejection or contract termination;

3. Is bound by and will comply with all requirements, specifications, and terms and conditions contained herein;

4. Will furnish the designated item(s) and/or service(s) in accordance with the contract if awarded to Proposer.

5. Proposer will provide its Federal Tax Identification number or Social Security Number with Proposal submission.

6. The proposer hereby acknowledges the requirement to carry or indicates the ability, to obtain the insurance required by the contract documents. Indicate in the affirmative by initialing here: _________

7. The proposer hereby acknowledges awareness of addendum posted to our website regarding this RFP Indicate in the affirmative by initialing here: _________

Signature/Title

Print Name Date

Facilities Office