RFP_26-009_ERP_SaaS_Cloud_Software_Acquisition__Implementation_and_Support_Services.pdf

De’Nerika Johnson, MBA, CPPO, NIGP-CPP | denerika.johnson@pgcps.org 13300 Old Marlboro Pike | Upper Marlboro, MD 20772 | 301-952 6560

RFP PUR-26-009 New ERP SaaS CLOUD ACQUISITION, IMPLEMENTATION AND SUPPORT SERVICES

REQUEST FOR PROPOSAL

Enterprise Resource Planning (ERP) SaaS Cloud Software Acquisition, Implementation and Support Services

ISSUED BY:

The Department of Purchasing & Supply Services

RFP NUMBER:

RFP PUR-26-009

RELEASE DATE:

July 21, 2025

PRE-PROPOSAL DATE:

QUESTIONS DUE DATE:

August 1, 2025

August 8, 2025, at 11:00 a.m.

PROPOSAL DUE DATE:

September 30, 2025

DIRECT INQUIRIES TO PROCUREMENT: Donna.Parks@pgcps.org Garland.Anderson@pgcps.org Michelle2.Tucker@pgcps.org

To All Prospective Vendors:

Prince George’s County Public Schools (PGCPS) is soliciting proposals from qualified Vendors to provide a comprehensive ERP SaaS Cloud Software Acquisition, Implementation and Support Services. A virtual pre-proposal conference will be held on August 1, 2025, at 11:00 am via Zoom. In order to participate in the pre-proposal conference, you must complete Attachment B - Letter of Interest and submit it no later than 2:00 p.m., July 31, 2025, at 11:00 a.m. to the procurement contacts listed above. While attendance at the pre-proposal meeting is not mandatory, the information presented is informative. All interested Vendors are encouraged to attend.

Only interested Vendors who return the Attachment B – Letter of Interest will receive the Zoom conference link information. The Zoom link will be provided to interested Vendors no later than July 31, 2025, at 5:00 p.m.

Solicitation Documents may be obtained by:

● Download the solicitation by accessing the Prince George’s County Public School Board’s website at the following link: https://offices.pgcps.org/purchasing/bids.aspx

● Download the solicitation by accessing eMaryland Marketplace link: https://ebidmarketplace.com/

Please respond according to the instructions provided in the RFP. Vendors are cautioned not to make changes to any of the terms and conditions or specifications in this solicitation, doing so may render a Vendor’s Proposal unacceptable and subject to rejection.

The Department of Purchasing & Supply Services is not responsible for information obtained from sources outside the Prince George’s County Purchasing Office, including downloads from the County website. Vendors are directly responsible for obtaining updates, changes or addenda either from the updated webpage or by contacting the Purchasing Office for instructions. If the Vendor has questions, they must be in writing and directed to the procurement contacts specified. Failure to adhere to this requirement may subject the Vendor to immediate disqualification.

mailto:denerika.johnson@pgcps.org mailto:Donna.Parks@pgcps.org mailto:Garland.Anderson@pgcps.org mailto:Michelle2.Tucker@pgcps.org https://offices.pgcps.org/purchasing/bids.aspx https://ebidmarketplace.com/

TABLE OF CONTENTS

Contents

PART I: INTRODUCTION AND BACKGROUND

1. PURPOSE

2. SUMMARY OF SERVICES

3. NON-EXCLUSIVE

4. OFFERORS IN LEGAL PROCEEDINGS WITH PGCPS

5. PERIOD OF PERFORMANCE

6. OPTION TO EXTEND SERVICE

7. CONTRACT TYPE

8. CONTINUITY OF SERVICES

9. BONDING

10. POINT OF CONTACTS

PART II: INSTRUCTIONS TO OFFERORS

1. OFFEROR KNOWLEDGE OF TERMS AND CONDITIONS

2. PROPOSAL SCHEDULE

3. PROPOSAL SUBMISSION REQUIREMENTS

4. PROPOSAL MARKINGS

5. PROPOSAL SUBMISSION LAYOUT

6. BIDDER DELIVERY AND ENVELOPE PACKAGING

PART III: SCOPE OF WORK

1. INTRODUCTION

2. BACKGROUND

3. SCOPE OF SERVICES

4. CURRENT PGCPS WORKFORCE

5. CURRENT TECHNOLOGY ENVIRONMENT

6. CURRENT PRODUCTS, MODULES & LICENSES

7. THIRD PARTY PRODUCTS INTEGRATED WITH ORACLE

8. THIRD PARTY INTERFACE WITH ORACLE

9. DETAILED SCOPE OF WORK

10. SOFTWARE CONTRACT

11. PERIOD OF PERFORMANCE, PGCPS-PREFERRED TIMELINE & THE PROJECT PLAN

11. ELIGIBILITY AND QUALIFICATIONS

mailto:denerika.johnson@pgcps.org

12. PROJECT VISIBILITY AND WORK MODEL

13. PGCPS RESOURCES/COMMITMENTS

14. VENDOR EXPECTATIONS

15. PROPOSED PROJECT PHASES AND EXPECTATIONS

16. CRITICAL REQUIREMENTS FOR IMPLEMENTATION AND CONSULTING SERVICES

17. KEY MANDATORY CRITICAL REQUIREMENTS AREAS

18. OTHER KEY SOLUTIONS NEEDED WITHIN THIS INITIATIVE

19. STATEMENT OF UNDERSTANDING OF PROJECT AND ITS MAGNITUDE

20. ERRORS, OMISSIONS AND LIMITATIONS DISCLAIMERS

21. MILESTONES AND DELIVERABLES

22. ACCEPTANCE BY PGCPS

23. SAMPLE DOCUMENTS

24. DATA SECURITY AND DISASTER RECOVERY

25. ORGANIZATION OF THE VENDOR’S TECHNICAL RESPONSE

26. EXCEPTIONS AND ASSUMPTIONS

27. CANCELLATION

28. POC / ORAL PRESENTATION/ INTERVIEW/ FINALIST DEMONSTRATION

29. ADDITIONAL RIGHTS RESERVED

30. PROJECT ARTIFACTS OWNERSHIP

31. MARYLAND PUBLIC INFORMATON ACT REQUESTS

PART IV: PROPOSAL EVALUATION AND AWARD

1. EVALUATION COMMITTEE

2. EVALUATION PROCESS

3. EVALUATION CRITERIA

4. PROPOSAL AWARD

PART V: GENERAL TERMS AND CONDITIONS

1. PARTNERSHIPS

2. CORPORATIONS

3. SAMPLES

4. PROPOSAL PREPARATION FEES

5. RIGHT TO PROTEST

6. APPEAL OF CONTRACT AWARD DECISION:

7. COMMENCEMENT OF SERVICES

8. ADDENDA

9. STATEMENT OF CONFIDENTIALITY

10. TERM OF AGREEMENT

11. MARYLAND PUBLIC INFORMATION ACT REQUESTS

12. PRE-PROPOSAL MEETING (See the RFP for specific dates and times)

13. PAYMENT TERMS

14. MINORITY BUSINESS ENTERPRISE PROGRAM

15. LOCAL MBE INITIATIVE

16. MINORITY BUSINESS ENTERPRISE PROHIBITIONS

17. E- COMMERCE

18. CYBER LIABILITY INSURANCE

19. LIQUIDATED DAMAGES

20. FINGERPRINT CRIMINAL HISTORY BACKGROUND CHECKS, CHILD PROTECTIVE

SERVICE CLEARANCES, AND SAFE SCHOOLS TRAINING REQUIREMENTS

21. EDUCATIONAL/MEDICAL/PSYCHOLOGICAL RECORDS

22. PROTECTION OF STUDENT RECORDS

23. LEGAL COMPLIANCE

24. EPA COMPLIANCE

25. STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

26. PERSONAL IDENTIFIABLE INFORMATION (PII)

27. OFFEROR PERFORMANCE EVALUATION

PART VI: SPECIAL TERMS AND CONDITIONS

1. REQUEST FOR PROPOSAL

2. GENERAL REQUIREMENTS

3. PRICES

4. ITEM DELIVERY

5. GUARANTEE AND WARRANTIES

6. ANNULMENTS AND RESERVATIONS

7. TERMINATION OF CONTRACT

8. GOVERNING LAW & VENUE

9. CONTRACT TERMS AND CONDITIONS

10. CHANGES IN TERMS OR DELIVERY

PART VII: FINANCIALS/COST PROPOSAL & PRICING

1. FINANCIAL PROPOSAL - CRITICAL

2. PRICING

APPENDIX A – PROPOSAL AND ADDENDA ACKNOWLEDGEMENT

APPENDIX B – PAST PERFORMANCE AND REFERENCES

APPENDIX C - NON-COLLUSION CERTIFICATE

APPENDIX D - DEBARMENT AFFIDAVIT

APPENDIX E - ANTI-BRIBERY AFFIDAVIT

APPENDIX F - CERTIFICATE OF INSURANCE COVERAGE

APPENDIX G - FINANCIAL PROPOSAL TERMS

APPENDIX H - MBE FORM

APPENDIX I – STATE OF MARYLAND TAX CERTIFICATION

APPENDIX J – CERTIFICATION OF COMPLIANCE

APPENDIX K – VENDOR CONFLICT OF INTEREST DISCLOSURE FORM

ATTACHMENT A – COST PROPOSAL FORM

ATTACHMENT B – LETTER OF INTEREST FOR PRE-PROPOSAL CONFERENCE

ATTACHMENT C - ADMINISTRATIVE PROCEDURE 6150

PART I: INTRODUCTION AND BACKGROUND

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 904,430. Prince George's County Public Schools (PGCPS), one of the nation's 20th largest school districts, has 208 schools and centers, has approximately 133,854 students and nearly 22,000 employees and an annual operating budget of $2.3 billion.

The school system serves a diverse student population from urban, suburban and rural communities located in the Washington, DC suburbs. PGCPS is nationally recognized for college and career-readiness programs that provide students with unique learning opportunities, including dual enrollment and language immersion. The Central administration headquarters is located at 14201 School Lane, Upper Marlboro, Maryland.

1. PURPOSE

The Board of Education of Prince George’s County (hereafter referred to as “The Board,” “PGCPS,”, “PGCPS-IT”, “The District,” “School System” or “The School District”) is seeking proposals from qualified Resellers and/or System Integrators (SI) (hereafter referred to as, “System Integrator”, “Vendor,” “Contractor,” “Offeror”, “Respondent”, “Firm,” or “Implementer”) to migrate all PGCPS’ Enterprise Resource Planning (ERP) modules from On-premises Oracle EBusiness Suites (EBS) to a new latest and greatest, comprehensive, integrated Cloud-based Software as a Service (SaaS) ERP Solutions.

DETAILS PROPOSAL APPROACH

Selected vendor to Implement/migrate all PGCPS Oracle ERP modules to a new ERP SaaS Cloud Solution and provide Support/Maintenance:

1.1 PROPOSE/RESELL: Propose and sell the latest and greatest cloud native ERP SaaS software solution for a large K12 Organizations comparable to PGCPS.

1.2 IMPLEMENT/MIGRATE: Provide quotes and proposals to migrate PGCPS from current on-premises Oracle EBS modules to the latest and greatest new ERP SaaS Cloud Solution being proposed.

1.3 SUPPORT/MAINTENANCE: Full Support all through implementation, Post Go live/on-going

Ultra-HYPERCARE support and maintenance of new ERP SaaS Cloud Solution.

Prince George’s County Public Schools has been using the on-premises Oracle e-Business Suite (EBS) as the system of record to support all its departments, including Human Resources, Payroll, Finance, Accounting, Budget Management Services, and other related system needs since 2002.

The current Oracle EBS version is 12.2.10.

The Board of Education of Prince George’s County (The Board) is issuing this Request for Proposal (RFP) to provide comprehensive ERP Modernization: ERP Software as a Service Cloud software acquisition, Implementation of said SaaS as well as post go live support Services as defined in Part III, Scope of Work. These services are to be performed principally for the IT Department; however, services may be requested by other Departments within Prince George’s County Public School system.

2. SUMMARY OF SERVICES

Through this RFP, the Board of Education for Prince George’s County desires to partner with an Implementation vendor to propose cloud software acquisition and implement said system, train staff on the new ERP SaaS Cloud Solution and more importantly, offer one full year post go live Ultra- Hypercare support.

PGCPS expects a complete picture of the cost of new ERP SaaS Cloud Solution acquisitions, cost of implementation and cost of support in one packaged proposal from each vendor.

3. NON-EXCLUSIVE

The intent of this contract is to provide the Board with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of the Board and is a "Non- Exclusive" use contract. The Board does not guarantee any usage. The Board will not be held to purchase any Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/service listed in the price schedule submitted under Attachment A, Cost Proposal.

4. OFFERORS IN LEGAL PROCEEDINGS WITH PGCPS

PGCPS recognizes the significant costs and imposition on the time of personnel associated with legal proceedings. Accordingly, PGCPS has adopted a process stating that:

“One factor, among others, that is to be considered when awarding a contract or purchase order is the existence of a pending legal dispute – whether in court or an alternative dispute forum – with any Vendor or Offeror which has submitted a Proposal. Before including consideration of the legal dispute as a factor, the Procurement Officer shall seek the advice of the Office of General Counsel regarding the legal dispute and shall obtain the concurrence of the CEO or his designee.”

5. PERIOD OF PERFORMANCE

The term of this Contract begins on the date the Notice of Award is signed by both the Offeror and The BOARD (the “Effective Date”) and shall continue for a period of three (3) years (Initial/Base Term). In its sole discretion, The Board shall have the unilateral right to renew the Contract for five

(5) one-year option periods (each a “Renewal Term”) at the prices established at contract award.

“Term” means the Initial Term and any Renewal Term(s).

6. OPTION TO EXTEND SERVICE

The Board may require continued performance of any services within the limits and at the rates specified in the contract. The option to extend provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 12 months.

7. CONTRACT TYPE

The contract resulting from this solicitation shall be a Fixed Rate requirement. Offerors are encouraged to partner with local Vendors or firms if they don’t meet all the required expertise or MBE requirements. Subcontractor and/or teaming partner information shall be included in the response.

8. CONTINUITY OF SERVICES

The Offeror recognizes that the services under this contract are vital to PGCPS and must be continued without interruption and that, upon contract expiration, a successor, either the PGCPS or another vendor, may continue them. The Offeror agrees to exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor.

9. BONDING

The Offeror may be required to submit a Bid and or a Performance Bond as indicated below.

A. BID BOND (Not Required) If applicable, the bid bond will be in the amount of five percent (5%) as determined by the BOARD and specified in the RFP, to ensure the satisfactory completion of the work for which a contract or purchase order is awarded that may exceed $100K. (COMAR 21.06.07.10). The bond must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY, UPPER

MARLBORO, MARYLAND 20772-9983.

B. PERFORMANCE AND LABOR BOND (TBD)

The awarded vendor(s) will be required to submit a performance and/or labor bond, Cashier’s or Certified Check in the amount of one hundred percent (100%) of the project cost as determined by the BOARD and specified herein to ensure all phases of the project are satisfactory complete for which a contract or purchase order is awarded that exceeds 100K. (COMAR 21.06.07.10).

When applicable, the Board reserves the right to request performance and labor bonds for amounts over or under $100K. The bond, cashier or certified check must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY and mailed to 13300 Marlboro Pike, Upper Marlboro, Maryland 20772-9983 prior to the start of performance.

10. POINT OF CONTACTS

The Offeror’s performance will be under the direction of the Procurement Department, ensuring the Offeror's compliance with the requirements of this contract to include managing the daily activities of the contract, providing guidance to the contract, and coordination. The Offeror shall be accountable to the end users on all matters relating to the scope of work.

PROCUREMENT CONTACTS

Vendors shall submit questions to all Purchasing contacts listed below:

Donna.Parks@pgcps.org Garland.Anderson@pgcps.org Michelle2.Tucker@pgcps.org

PGCPS Purchasing and Supply Services and the Designated Procurement Contact is the Issuing Office and the sole PGCPS Point of Contact responsible for the solicitation prior to contract award.

Correspondence and communication throughout the solicitation, evaluation and contract award shall mailto:denerika.johnson@pgcps.org mailto:Donna.Parks@pgcps.org mailto:Garland.Anderson@pgcps.org be limited to the PGCP Issuing Office, the sole point of contact for purposes related to the services included within this solicitation and/or preparing a proposal in response to the solicitation.

All inquiries related to this procurement must be handled by PGCPS Purchasing and Supply Services officials. Failure to comply with this directive may, at the sole discretion of the Board, result in the disqualification of an offeror from the procurement process.

Performance under an awarded contract will be in the direction of PGCPS Purchasing and Supply Services for all matters related to an awarded contract and contract compliance. The Technical Point of Contact(s) department and information will be provided upon contract award. Offer shall be accountable to the PGCPS Technical Representatives within the end user department for management of daily activities of the contract, contract scope, and project coordination.

PART II: INSTRUCTIONS TO OFFERORS

1. OFFEROR KNOWLEDGE OF TERMS AND CONDITIONS

Before submitting Proposals, Offerors are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting a Proposal. The offeror shall acquaint themselves with all State and Federal governing laws, ordinances, etc. and otherwise familiarize themselves with all matters which may affect the Proposal. The act of submitting a Proposal shall be considered as meaning that the Offeror has so familiarize themselves;

therefore, there shall be no misunderstanding or lack of information. Offerors, or their authorized representatives, are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting Proposals. Failure to do so will be at the Offeror's own risk and Offeror cannot secure relief on the plea of error. Neither law nor regulations make allowance for errors of omission or commission on the part of Offerors.

By submitting an offer in response to this RFP, an Offeror shall be deemed to have accepted all the terms, conditions, and requirements set forth in this RFP. The RFP including all addenda in total shall be incorporated into the contract by reference.

All correspondence concerning the Proposal and contract, including Notice of Award, copy of Contract, and Purchase Order, will be provided electronically.

2. PROPOSAL SCHEDULE

Due to the urgent need for the Solicitation, milestones are listed with target dates. Please adhere to the schedule unless notified by way of an Addendum.

Solicitation Milestones

Milestone Date

Issue RFP Solicitation July 21, 2025

Pre-Proposal Registration (Attachment B) NLT July 31, 2025 @11:00 am

Pre-Proposal Conference Date and Time August 1, 2025 @11:00 am

Questions Due Date and Time NLT August 8, 2025 @ 11:00 am Addendum Responding to Questions August 29, 2025 (approximate date)

Proposal Due Date and Time September 30, 2025 @ 11:00 am

Evaluation Period October - December 2025 Vendor Demonstrations -- Demonstrations are to be determined. Qualified vendors will be advised at a later date the exact date(s) and time(s) for demonstrations. PGCPS reserves the right to only hold demonstrations with those firms in the competitive range.

Early December 2025

Board Approval February 2026 Contract Award March 2026 Project Implementation April 2026

3. PROPOSAL SUBMISSION REQUIREMENTS

To be eligible, Proposals must be received via eMaryland MarketPlace Advantage (eMMA) no later than September 30, 2025, by 11:00 am. The Proposal shall consist of the required documentation for each volume as identified. Offerors shall retain one (1) original copy of the Proposal for their files. PGCPS may request the original notarized documents that were posted electronically before final award execution.

The electronic Proposal shall show the full business address, telephone number, email and fax number of the Offeror and be signed by the person or persons legally authorized to sign contracts and commit the company.

4. PROPOSAL MARKINGS

All Proposals shall be submitted without redactions. All sections of the Proposal that are considered Confidential or Proprietary shall be clearly marked within the Proposal. The Offerors shall provide justification for all confidential or proprietary information. Justification must be on a separate piece of paper and submitted with the Technical Proposal.

5. PROPOSAL SUBMISSION LAYOUT

The completed bid documents(s) should be without interlineations, alterations, or erasures. The bid should present all information in a concise manner, neatly arranged, legible, and in terms understandable for evaluation. All information requested is to be addressed directly and completely. It is more desirable to give additional information than less when the answer could be misinterpreted. The submission layout will include four (4) parts:

GENERAL FORMAT- FIVE-PART SUBMISSION

● Volume I - Technical Proposal

● Volume II - Minority Business Enterprise (MBE)

● Volume III - Cost Proposal

● Volume IV - Appendices

6. BIDDER DELIVERY AND ENVELOPE PACKAGING

The bidder shall deliver their Proposal electronically through eMMA and package their bid in two separate eMMA envelopes as noted below.

A. VOLUME I – TECHNICAL PROPOSAL (Envelope One)

The Technical Proposal shall be submitted in PDF format. Offerors must not include any pricing. Offeror shall include a table of contents and all pages in the technical proposal must be numbered, consecutively from beginning to end and separated by tabs as described below:

1. TAB A – TRANSMITTAL LETTER

Offeror shall include a brief transmittal letter prepared on the Offerors’ letterhead and signed by an individual who is authorized to commit the Offeror to the services and requirements in the RFP and Proposal. This transmittal letter shall include:

a) The name, title, address, telephone number, and electronic mail address of the person authorized to bind the Offeror to the contract and the person who will receive all official notices concerning this RFP.

b) The Offerors’ Federal Tax Identification Number or Social Security Number.

c) The Offerors’ PGCPS iSupplier ID Number must be listed. To obtain an iSupplier

ID number, you must register with PGCPS at https://www.pgcps.org/offices/purchasing/isupplier

d) A brief statement of the Offerors’ understanding of the work to be done, their commitment to perform the work, and a statement of why the firm believes it is best qualified to perform the work specified in RFP.

e) A statement that the Proposal is a firm and irrevocable offer for a period of one hundred eighty (180) days following the closing date for receipt of initial Proposals or the closing date for receipt of a best and final offer, if applicable.

f) The vendor’s proposal shall identify and describe: technical requirements, any hardware, software, processing or other requirements that will be necessary in order for PGCPS and its uses to fully interface with the vendors curriculum, recordkeeping and data management, the recommended technology configuration necessary to efficiently access and perform all online functions and the capacity to support automotive data exchange between the program and PGCPS student information system as appropriate.

2. TAB B – LEGAL CLAIMS

The offer shall identify any claims during the past three (3) years and provide information on any pending litigation, lawsuits etc. The failure to provide accurate information may be determined to be a material breach of any future agreement or contract with The Board. If applicable, the Offeror must state no claims exist.

3. TAB C – EXPERIENCE AND CAPABILITIES

Offeror shall prepare and present a Technical Proposal in such a way as to provide a straightforward description of responses to experience and qualifications, product quality, demonstrated capacity to perform, past performance and references to satisfy the requirements of the RFP.

B. VOLUME II - MINORITY BUSINESS ENTERPRISE (MBE) (Envelope One)

Offerors shall submit MBE information electronically in eMMA under the Technical Proposal folder in a separate file, titled as such. An MBE goal of 15% has been established for the contract representing a percentage of the total Contract dollar value, including all renewal option terms. Minority Businesses included in the Proposal package at the time of opening cannot be changed without prior approval of the Director of Purchasing and Supply Services.

By submitting a response to this RFP, the Offeror acknowledges the overall MBE participation goal and commits to achieving the overall goal by utilizing certified minority business enterprises or will include a full or partial waiver of the overall goal with the Proposal.

https://www.pgcps.org/offices/purchasing/isupplier

1. Offerors shall describe how they intend to meet the MBE goals or justify why the goal cannot be met.

C. VOLUME III – COST PROPOSAL (Envelope Two)

The Offeror cost proposal shall include all labor, delivery, materials, tools, and equipment to perform work.

All pricing shall remain fixed for the full contract term, including renewals thereto unless an escalation or adjustment is included herein. Offerors should not include any portion of their Technical Proposal in its Cost Proposal.

1. Offerors shall provide the Cost Proposal in Excel format (Attachment A). Do not amend, alter, or leave blank any items on the Proposal Form or include additional clarifying or contingent language on or attached to the Proposal Form. Items or costs required to provide the services and deliverables as proposed, but not identified will be the sole responsibility of the Offeror.

2. The Offeror shall demonstrate its financial stability. The Offeror shall include a fiscal integrity / financial statement for the last two calendar years. If the Offeror has not had its financial statements audited by an independent accounting firm, the Offeror must submit such un-audited financial statements.

See Part VII, FINANCIAL/COST PROPOSAL & PRICING for DETAILS and additional information**.

D. VOLUME IV - Appendices (Envelope Two)

Offerors shall submit the Appendices electronically in eMMA under the Technical Proposal folder in a separate file, titled as such. The Offeror shall sign, date, and notarize where applicable all appendices identified. Appendices shall be packaged together as one PDF file and delivered under Volume IV.

o Appendix A – Proposal and Addendum Acknowledgement o Appendix B – Past Performance and References o Appendix C – Non-Collusion Certificate o Appendix D – Debarment Affidavit o Appendix E – Anti-Bribery Affidavit o Appendix F – Certificate of Insurance Coverage o Appendix G – Financial Proposal Form o Appendix H – MBE Form o Appendix I – Certificate State of Maryland Tax Certification o Appendix J – Certification of Compliance o Appendix K – Vendor Conflict of Interest Disclosure Form

Failure to provide any of the requested information or documents in this solicitation may render the proposal non-responsive.

PART III: SCOPE OF WORK

1. INTRODUCTION

The Board of Education of Prince George’s County (hereafter referred to as “The Board,” “PGCPS,”, “PGCPS-IT”, “The District,” “School System” or “The School District”) is seeking proposals from qualified Resellers and/or System Integrators (SI) (hereafter referred to as, “System Integrator”, “Vendor,” “Contractor,” “Offeror”, “Respondent”, “Firm,” or “Implementer”) to migrate all PGCPS’ Enterprise Resource Planning (ERP) modules from On-premises Oracle EBusiness Suites (EBS) to a new latest and greatest, comprehensive, integrated Cloud-based Software as a Service (SaaS) ERP Solutions.

DETAILS PROPOSAL APPROACH

The successful Offeror shall implement/migrate all PGCPS Oracle ERP modules to ERP SaaS Cloud Solution and provide Support/Maintenance services:

1.1 PROPOSE/RESELL: The latest and greatest new ERP SaaS software solution for K12

Organizations comparable to PGCPS.

1.2 IMPLEMENT/MIGRATE: Provide quotes and proposals to migrate PGCPS from current on-premises Oracle EBS modules to the latest and greatest new ERP SaaS Cloud Solution.

1.3 SUPPORT/MAINTENANCE: Full Support all through implementation, Post Go live/on-going Ultra HYPERCARE support and maintenance of new ERP SaaS Cloud solution.

Prince George’s County Public Schools has been using the on-premises Oracle e-Business Suite (EBS) as the system of record to support all its departments, including Human Resources, Payroll, Finance, Accounting, Budget Management Services, and other related system needs since 2002. The current version is 12.2.10.

2. BACKGROUND

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 500 square miles, with a residential population of more than 904,430. The Board of Education of Prince George’s County (The Board) is the second largest public school system in the State of Maryland. The Board operates 240 facilities over a ten-mile radius, which includes Pre-k, elementary, middle, and high schools as well as special education centers and alternative schools. The Central administration headquarters is located at 14201 School Lane, Upper Marlboro, Maryland.

PGCPS is nationally recognized for a plethora of programs designed to meet the varied needs of students in preparation for graduation, postsecondary success and economic stability. These include non-traditional programs, Online Campus, career and technology education programs and career-readiness programs. All the programs are designed to provide students with unique and differentiated learning opportunities on their pathway to graduation, and to decrease the number of students who disengage from the district prior to school completion. The Board of

Education works to advance student achievement through community engagement, sound policy governance, accountability and fiscal responsibility. The school system's highest priority is to prepare students to meet the demands of college and careers.

Our vision paints the image of a premier educational environment that values the rich uniqueness of who we are as we develop and equip life-long learners, leaders, empowered proponents of justice and prosperous communities to thrive in the global society.

A culturally responsive district developing distinguished learners, leaders, voices of social justice and advocates for humanity for the world of today, tomorrow, and beyond.

Our mission defines our purpose and the scope of our work. It communicates why we exist and what we hope to contribute to society.

Provide a transformative educational experience anchored by excellence in equity – developing 21st century competencies and enabling each student’s unique brilliance to flourish to build empowered communities and a more inclusive and just world.

3. SCOPE OF SERVICES

Prince George’s County Public Schools (PGCPS) seeks an extremely strong and reliable partner, firm, reseller [System Implementer (SI/Vendor)] and services provider to provide full cycle implementation services. Services include proposing a new, state-of-the-art ERP SaaS Cloud solution, then implement and migrate the district from its on-premises Oracle ERP R12.2.10 to the proposed latest and greatest new ERP SaaS Cloud Solutions.

With emphasis on industry’s best practices and, more importantly, drawing from the Offeror’s prior and similar implementation experiences, the selected vendor will provide all the “Brick-by- Brick” implementation support, including extensive analyzing of the existing system, i.e., Discovery Session, Planning, Designing, Configuring, Building, Testing, Deploying; provide and address all reporting needs; Go-live Ultra Hypercare Support of the new solution, as well as providing Organizational Change Management, Training, Governance, and Project Management services while providing exceptional documentation throughout the entire process from the first day of the start of the project.

PGCPS is expecting a production instance in the new ERP SaaS Cloud Solution that can do all the functions, tasks, and transactions that the on-premises EBS does today while also introducing more functionality, features and enhance technological capabilities to enhance the user's experience. The selected vendor will work directly with the IT–Business Applications team and all other Oracle EBS subject matter experts across all the PGCPS departments.

With this historic project, PGCPS aspires to be on the latest and greatest Cloud ERP Solutions that would significantly enhance its processes and productivity while providing verifiable business operations cost and time savings. Additional goals for this historical project includes improving efficiency through automation of manual processes, remove paper-based processes and eliminating customizations.

The specifications are in the Request for Proposal. Responses submitted must meet or exceed all requirements. Proposals that do not meet or exceed all requirements will be considered non-responsive.

4. CURRENT PGCPS WORKFORCE

Total Full time and Part time Employees 24,028 Total Full-Time Employees: 18,424 Total Temps/Seasonal/Part-Time: 5,604 Custodial/Maintenance (Union = SEIU): 1,055 Teachers (Union = PGCEA): 10,488 Union ACE/AFSCME: 6,569 Bus Drivers (Includes Bus Attendants and Dedicated Aide) 2,834 Admin (Union = ASASP II, ASASP III and EXECUTIVE) 1,623 Sub Teachers/ Sub Paras etc. 4,936 Number of Active Retirees: 15,031

Note: All the numbers above are constantly fluctuating every day as changes are constantly being made.

PGCPS have 10, 11, 12 months employees with contracts days ranging from 180 Contract days to 261 Contract days depending on the Union and contract agreement. Some employees receive 22 paychecks; some receive 24 paychecks, while some receive 26 paychecks. See below:

Contract Months

Number of Paychecks

Contract Days

10 22 180 10 22 190 10 22 192 10 22 200 11 24 210 11 24 212 11 24 220 12 26 220 12 26 260 12 26 261

5. CURRENT TECHNOLOGY ENVIRONMENT

5.1 Oracle ERP EBS – History and Versions.

5.1.1 In May 2012, PGCPS upgraded from 11i to version R12

5.1.2 In November 2021, PGCPS upgraded from version R12 to version R12.2.10, and this upgrade is now the current environment.

5.2 Current Database Architecture & Version

5.2.1 Oracle EBS Application: 12.2.10

5.2.2 Oracle Database Version: 19.26

5.2.3 Linux Version 8.10

5.2.4 Oracle Apex Version: 22.2

5.2.5 Weblogic: 10.3.6.0

6. CURRENT PRODUCTS, MODULES & LICENSES

Oracle ERP EBS – Modules & Solutions Currently Implemented

6.1 Oracle OAF Pages/Solutions

6.2 Oracle Apex Reports

6.3 Oracle Identity and Access Management.

PGCPS currently uses SSO (Single Sign on) which is a critical authentication system.

Since SSO is a potential point of failure at go live, PGCPS expects vendors to test it thoroughly with small sample user sign-ons, medium sample users signing on, and more importantly, with the heavy weight of thousands of employees signing on. This testing is needed to ensure flawless functionality from the moment the new ERP SaaS Cloud Solution is launched.

6.4 Oracle HRMS Modules

6.5 Human Resources

6.6 Self-Service HR

6.7 Payroll

6.8 Oracle Advanced Benefits

Note: PGCPS recently turned off Advanced benefits for Benefitfocus. OAB is still in

Oracle should PGCPS decide to go back to it. The new ERP SaaS Cloud Solution Advanced Benefit module would also be implemented in the cloud and ready should it need to be turned back on.

6.9 iRecruitment

6.10 Oracle Time and Labor

6.11 Leave Management

6.12 Absence Management

6.13 Timecards / Time entry

6.14 Position Control

6.15 Oracle Financials

6.15.1 General Ledger

6.15.2 Account Payables

6.15.3 Fixed Assets

6.15.4 Account Receivable.

6.15.5 Employee i-expense

6.15.6 Cash Management

6.15.7 Grants

6.15.8 Budget – PGCPS does not have a budget system implemented. The budget team uses an in-house-built customized application within EBS to prepare the budget. As part of this initiative, PGCPS plans to use new ERP SaaS Cloud Solution to build budget.

6.16 Procurement and Supply Chain

6.16.1 Oracle iProcurement - Purchasing

6.16.2 PGCPS has customized PCard (Purchase Card).

6.16.3 Warehouse Management System

6.16.4 Inventory Management system

6.16.5 Order Management System

6.16.6 iSuppler

6.16.7 iSourcing

6.17 Oracle Document Management System and WebCenter Content

6.18 OBIEE/Informatica/Oracle BI Apps

6.19 PGCPS Customizations include Forms Personalization, Custom.pll and Fast Formulas, Web ADI Integrators, APEX reports, Discoverer Views and Reports, Concurrent programs and FSG.

6.20 Integrations with other third-party systems (Food Services, Punchout with purchasing vendors, Payables interface with vendors like Verizon and Pepco, Receivables interface with Banks, and others).

6.21 Reporting Tool

6.21.1 Splash Bi

6.21.2 Discoverer

6.22 Detailed Description of the current products

Product Description Quantity Oracle WebCenter Applications Adapter for Oracle E-Business Suite - Processor Perpetual 4 Oracle WebCenter Capture - Processor Perpetual 4 Oracle WebCenter Forms Recognition - Named User Plus Perpetual 20 Oracle WebCenter Forms Recognition - Processor Perpetual 4 Oracle WebCenter Content - Named User Plus Perpetual 20 Oracle WebCenter Content - Processor Perpetual 4 Oracle Advanced Security - Processor Perpetual 4 Oracle Internet Application Server Enterprise Edition - Processor Perpetual 4 Oracle Internet Developer Suite - Named User Perpetual 2 Express Server - Named User Perpetual 30 Oracle Programmer - Named User Perpetual 2 Oracle Discoverer Desktop Edition - Named User Perpetual 120 Oracle Advanced Security - Processor Perpetual 12 Oracle Internet Application Server Enterprise Edition - Processor Perpetual 4 Oracle Internet Developer Suite - Named User Perpetual 6 Oracle Financials - Application User Perpetual 410 Oracle Database Enterprise Edition - Named User Plus Perpetual 150,975 Oracle Internet Application Server Enterprise Edition - Processor Perpetual 2 Oracle Internet Expenses - Expense Report Perpetual 5,000 Oracle Warehouse Management - Inventory/Shipping User Perpetual 45 Oracle iRecruitment - Employee Perpetual 10,000 Oracle Sourcing for Oracle Purchasing - Application User Perpetual 10 Oracle Procurement Contracts for Oracle Purchasing - Application User Perpetual 10

Oracle Advanced Benefits - Employee Perpetual 20,000 Oracle Internet Application Server Enterprise Edition - Processor Perpetual 4 Oracle SOA Suite for Oracle Middleware - Processor Perpetual 4 Oracle Internet Application Server Enterprise Edition - Named User Plus Perpetual 20 Oracle SOA Suite for Oracle Middleware - Named User Plus Perpetual 20 Oracle Identity Manager Connector - Oracle E-Business - Connector Perpetual 1 Oracle Adaptive Access Manager - Employee User Perpetual 13,000 Oracle Identity Manager Connector - Microsoft Active Directory - Connector Perpetual 1 SQL*Plus - Named User Multi Server 2 EDI Gateway - Computer 1 Oracle Financials - Application User Perpetual 520 Oracle Financials & Sales Analyzers - Application User Perpetual 30 Oracle Grants - Application User Perpetual 10 Oracle Human Resources - Person Perpetual 25,000 Oracle iProcurement - Purchase Line Perpetual 150,000 iSupplier Portal - Purchase Line Perpetual 150,000 Order Management - Order Line Perpetual 2,750,000 Payroll - Person Perpetual 25,000 Oracle Project Billing - Application User Perpetual 10 Oracle Project Costing - Application User Perpetual 10 Oracle Purchasing - Application User Perpetual 10 Oracle Self-Service Human Resources - Person Perpetual 25,000 Time Management - Person 25,000 Oracle Identity and Access Management Suite Plus - Non Employee User - External Perpetual 132,975 Oracle Identity and Access Management Suite Plus - Employee User Perpetual 18,000 Oracle Diagnostics Pack - Processor Perpetual 12 Internet Application Server Java Edition - Processor Perpetual 24 Oracle Tuning Pack - Processor Perpetual 12 Configuration Management Pack - Processor Perpetual 12 Oracle Data Masking and Subsetting Pack - Processor Perpetual 38 Oracle Database Vault - Processor Perpetual 32 Oracle Audit Vault and Database Firewall - Processor Perpetual 32 Oracle Advanced Security - Processor Perpetual 32

Above numbers are approximate quantities. Vendors should allow for variances.

6.23 PGCPS Account String Structure

6.23.1 PGCPS is a non-profit organization that operates only one chart of account.

6.23.2 PGCPS Account String Structure

Sample Account String – 0200.0.202.1511.5622.0000.00111

Fund = 0200 Funding Source = 0 Function = 202 Program=1511 Project = 5622 Core Service = 0000 Sub-Object = 5561 Cost Center = 00111

Concatenated Account Description = SCHOOL OPERATING RESOURCE.DEFAULT.MID-

LEVEL ADMINISTRATION.OFFICE OF THE PRINCIPAL.OFFICE OF THE

PRINCIPAL.DEFAULT.OFFICE SUPPLIES.VANSVILLE ELEMENTARY

6.24 Data Warehouse

6.24.1 Data Warehouse System

6.24.2 MicroStrategy 2023 (Version 11.3.9)

6.24.3 Oracle Data Integrator - 12C (Version 12.1.3)

7. THIRD PARTY PRODUCTS INTEGRATED WITH ORACLE

7.1 Tax Engine: PGCPS uses Vertex Tax Engine

Version – Vertex Payroll Tax Q Series

The vertex Tax Engine Q Series ensure that payroll tax calculations in Oracle EBS are accurate, up to date and compliant with all jurisdictions. It handles updates seamlessly and on every biweekly payroll and it calculates federal, state and local Payroll taxes.

Segment Number

Segment Name

Length Type Description Length

Description Type

Comments

1 Fund 4 Number 240 Alphanumeric 2 Funding

Source 1 Number 240 Alphanumeric

3 Function 3 Number 240 Alphanumeric 4 Program 4 Number 240 Alphanumeric 5 Project 4 Number 240 Alphanumeric 6 Core

Service/RFU 4 Number 240 Alphanumeric This is Reserved for

Future Use. Value is mostly 0000

7 Sub-Object 4 Number 240 Alphanumeric 8 Cost Center 5 Number 240 Alphanumeric

PGCPS plans to continue using the Vertex Tax Engine. However, PGCPS is open to other low-cost alternatives that is also fully integrated with the new ERP SaaS Cloud Solution that is being proposed.

8. THIRD PARTY INTERFACE WITH ORACLE

8.1 Financials Interfaces

Interface Description Details

PCard PCard Transactions from JP Morgan Chase

Bank places the file with Pcard transactions daily. PGCPS process load the transactions into Oracle custom tables

AP

Forensics/NXG

Invoice Validation Process

Report sends invoice data from AP to the NXG financial analytics tool

Foodcare Invoices for Daycare food providers

School Funds Online

School Expenses for

SFO report with expenses loaded into AP invoice interface table

School Funds Online Vendor information

PGCPS provide SFO with daily updated vendors information

School Funds Online Monthly Journal file

SFO provides the monthly expenses report, and PGCPS loads the data into custom table for processing

AP Payments Payment files to Truist PGCPS provides files with payments to the Bank - each payment batch

SUA – Single Use Accounts

SUA payments to JPMorgan Chase

PGCPS provides the files with SUA payments to the bank - daily or weekly.

SUA – Single Use Accounts

Reconciliation files from JPMorgan Chase

PGCPS receives the file with cleared transactions by vendors from the bank and loads it into GL reconciliation interface tables to reconcile the SUA payments.

Pepco Interface Utility Invoices PGCPS Receive Electronic bills/invoices from Pepco to process in AP for payment.

Oracle Supplier Network Invoices

Vendors XML the invoices data and Oracle automatically load them into AP invoice interface tables.

Print shop Printshop Charges for WebCRD

Web CRD provides the files with completed Printshop orders and PGCPS loads the data into GL interface tables to charge the departments.

Postage Charges for Postage Postage tool delivers the report with postage charges, and PGCPS loads the data into GL interface tables to charge the departments.

Color Print Charges for color Print and Copies

Tool for managing Color Prints delivers the report with color print, and PGCPS loads the data into GL interface tables to charge the departments.

8.2 HRMS/Payroll/Benefits Interfaces

Interface Name Interface Description

Neopost Using this third-party tool to process the Payroll CheckWriter file to print the address barcode on the checks

PGCEA Inbound

Will get the file and process the file to load the union dues element. We have around 4 interfaces for different PGCEA file processing

PGCEA Outbound will send the PGCEA deduction information eDoctrina – employee evaluation tool.

Creates employee’s information from Oracle and transfer the file to eDoctrina.

BenefitFocus - Inbound and Outbound

One Inbound interface -- Will get the file from BenefitFocus and process the file to create element entries. 2 Outbound interfaces. One will send the employee demographic information and another one will send the payroll deductions

Frontline Recruiting Inbound and Outbound interfaces.

AESOP Inbound and Outbound interfaces.

Sedgwick Outbound and inbound interface. PGCPS send demographics and they send us back the claims.

TSA 403, TSA 457

retirement plans Outbound interface.

MSDE - Maryland State Department of Education Outbound interface.

CRDC – Civil Rights Data Collection Outbound interface.

IDM

Sends the information to the Identity Management system.

Views are customized

Synergy Outbound interface.

9. DETAILED SCOPE OF WORK

Critical Note: This is an Oracle on-premises E-business Suites migration and implementation to brand-new ERP SaaS Cloud Solution initiative/project. In other words, no work has been done for/or towards this ERP Modernization Project at the time of the RFP. This gives the selected implementation partner a clean slate for a comprehensive brick-by-brick implementation. PGCPS has been on-premises Oracle EBS for 22 years. This is not a project rescue or restart. It is a first attempt to go to a new ERP SaaS Cloud Solution with zero tolerance or room for failure.

The successful partner/implementer is required to conduct a seamless brick-by-brick implementation of all the three (3) core pillars of the new ERP SaaS Cloud Solution inclusive of:

• Human Capital Management (HCM)/Payroll

• Financials/Enterprise Resource Planning (ERP)

• Budgeting and Forecasting/Enterprise Performance Management (EPM)

New Modules: The district is looking for seamless brick-by-brick implementations of all the core modules within all three (3) core pillars listed above as well as integrating them seamlessly together with the new modules as referenced below. The modules below are considered new because the district does not currently have them implemented and/or fully integrated into the on-premises Oracle EBS. However, the full implementation of these modules and all other critical modules in the new ERP SaaS Cloud Solution being proposed is a must for this project.

• Contracts Module

• Projects Module

• Grants Module

Rightsizing Licenses and Modules – Offeror must confirm modules and license needs after the rigorous Discovery sessions with all PGCPS departments and subject matter experts. As a cost savings measure and waste mitigation strategy, PGCPS expects vendor to only propose/recommend and only implement modules that are absolutely needed while only using the licenses that are absolutely necessary.

10. SOFTWARE CONTRACT

PGCPS will consider purchasing the ERP software subscriptions through the implementation vendor. However, PGCPS reserves the unequivocal right to purchase subscriptions as a stand-alone purchase from a different vendor via a cooperative agreement or directly from the software provider before or after implementer’s contract award.

Note: As of the time of this RFP, PGCPS has not completely defined the scope of the new ERP SaaS Cloud Solution Subscriptions.

11. PERIOD OF PERFORMANCE, PGCPS-PREFERRED TIMELINE AND THE PROJECT PLAN

11.1 Period of Performance

The initial contract period will begin approximately April 2026. The agreement will have an initial duration of three (3) years from the date of commencement.

DESIRED TIMELINE - New ERP SaaS Cloud Solution will go live on the dates below:

• Phase 1 – Start Implementation of HCM/Payroll in April 2026 and Go Live - March 30, 2027.

• Phase 2 – Start Implementation of ERP Finance in April 2026 and Go Live - June 30, 2027. (Actual Go live JULY 1, 2027, which is the beginning of our new Fiscal year)

• Phase 3 – Start Implementation of EPM Budgeting and forecasting in April 2027 and

Go Live - February 20, 2028.

Note: The above proposed forecasted dates and sequences of phases are all PGCPS suggestions. PGCPS will be relying on the selected implementer’s expert advice, feedback and suggestions regarding this timeline as long as it sets the project up for success and it is the interest of PGCPS. PGCPS will also be looking for clarity and realism of timeline in the Offeror’s proposal response.

11.2 The Project Plan

The above dates and forecast are PGCPS’ proposed plan and completion date of the implementation. It is imperative that the selected Offeror’s project plan be based on the Offeror’s prior New ERP SaaS Cloud Solution implementation experiences. Offeror’s must propose and recommend the most efficient and optimized forecast dates and project plans that align with industry’s best practices and are the best fit for a district similar to PGCPS whose yearly fiscal year end is always JUNE 30th. In other words, PGCPS fiscal year is July 1st to June 30th of the following year. For example, the current fiscal year at the time of this RFP is July 1, 2025, to June 30, 2026, with the upcoming fiscal year being July 1, 2026 to June 30, 2027.

PGCPS will review the Offeror’s proposed project plan and forecast before making a decision.

Project plan and methodology must be detailed to include dates, milestones, and deliverables.

Project plan must include major milestones, key deliverables across all modules indicating critical path and dependencies.

12. ELIGIBILITY AND QUALIFICATIONS

PGCPS will only accept, review, and evaluate proposals from authorized/certified implementation firms that desire to offer the required implementation services who meet the following eligibility and qualifications requirements as follows:

12.1 Documented evidence of Offeror’s authorization/certification as a reseller and/or implementer for the specific ERP system proposed confirming the vendor’s qualification.

12.2 Documented evidence of the Offeror’s experience of a minimum of ten (10) years of experience within the past 15 years delivering and migrating school districts and other government agencies of comparable in size to PGCPS from on-premises ERP to new ERP SaaS Cloud Solution as indicated in the scope of work for similar-sized organizations. Vendors shall provide copies of the fully executed contracts between the vendor and the referenced school district utilized to demonstrate experience.

Evidence of Offeror’s proposed team and staff demonstrating a minimum of seven (7) years of successful experience within the past seven (7) years with the New ERP SaaS Cloud Solution the vendor is proposing/reselling.

12.3 Offeror have demonstrated evidence of migrating a minimum of two (2) school districts similar in size to PGCPS.

Offeror’s who do not meet the above eligibility and qualifications minimum standards may not be evaluated and the vendor’s proposal may be rejected.

13. PROJECT VISIBILITY AND WORK MODEL

As with most public entity projects, this is an ultra-high priority initiative…