RFP PUR 26-029 ERP Modernization Oracle Fusion Cloud (SaaS).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-26-029

ERP Modernization: Oracle Fusion Cloud (SaaS) License

Acquisition, Upgrade/Migration and Support Services

ISSUED BY:

Department of Purchasing and Supply Services

RFP NUMBER:

RFP PUR-26-029

RELEASE DATE:

October 15, 2025

PRE-PROPOSAL DATE:

QUESTIONS DUE DATE:

November 7, 2025 @11:00 am

NLT November 21, 2025 @ 11:00 am

PROPOSAL DUE DATE:

March 13, 2026 @ 11:00 am

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 Oracle Cloud Software Acquisition, Upgrade of existing on premise, and Support

Services. A virtual pre-proposal conference will be held on November 7, 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 11:00 1.m., November 5, 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 November 6, 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://www.pgcps.org/offices/purchasing/procurement-opportunities

● Download the solicitation by accessing eMaryland Marketplace link: https://procurement.maryland.gov/

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://www.pgcps.org/offices/purchasing/procurement-opportunities https://procurement.maryland.gov/

TABLE OF CONTENTS

Contents

PART I: INTRODUCTION AND BACKGROUND

1. PURPOSE

3. SUMMARY OF SERVICES

4. NON-EXCLUSIVE

5. OFFERORS IN LEGAL PROCEEDINGS WITH PGCPS

6. PERIOD OF PERFORMANCE

7. OPTION TO EXTEND SERVICE

8. CONTRACT TYPE

9. CONTINUITY OF SERVICES

10. BONDING

11. POINT OF CONTACTS

PART II: INSTRUCTIONS TO OFFERORS

1. NEW RFP NOTE:

2. OFFEROR KNOWLEDGE OF TERMS AND CONDITIONS

3. PROPOSAL SCHEDULE

4. PROPOSAL SUBMISSION REQUIREMENTS

5. PROPOSAL MARKINGS

6. PROPOSAL SUBMISSION LAYOUT

7. BIDDER DELIVERY AND ENVELOPE PACKAGING

PART III: SCOPE OF WORK

1. INTRODUCTION

2. BACKGROUND

3. IMPORTANT NOTE REGARDING PGCPS’ EXPECTATIONS, SUGGESTIONS, ETC

4. SCOPE OF SERVICES

5. CURRENT PGCPS WORKFORCE

6. CURRENT ERP TECHNOLOGY ENVIRONMENT

7. CURRENT PRODUCTS, MODULES & LICENSES

8. THIRD PARTY PRODUCTS INTEGRATED WITH ORACLE

9. THIRD PARTY INTERFACE WITH ORACLE

10. OAF APPLICATIONS LIST

11. DETAILED SCOPE OF WORK

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12. SOFTWARE CONTRACT

13. PERIOD OF PERFORMANCE, PGCPS-PREFERRED TIMELINE AND THE PROJECT PLAN 27

14. ELIGIBILITY AND QUALIFICATIONS

15. PROJECT VISIBILITY AND WORK MODEL

16. PGCPS RESOURCES/COMMITMENTS

17. VENDOR EXPECTATIONS

18. MINIMUM REQUIREMENTS GROUPS

19. PROPOSED PROJECT PHASES AND EXPECTATIONS ONCE PROJECT IS UNDERWAY . 45

20. REQUIRED POST GO-LIVE SUPPORT PHASES I & II

21. OTHER CRITICAL RFP INFORMATIONS

22. ORGANIZATION OF THE VENDOR’S TECHNICAL RESPONSE

23. EXCEPTIONS AND ASSUMPTIONS

24. CANCELLATION

25. POC / ORAL PRESENTATION/ INTERVIEW/ FINALIST DEMONSTRATION

26. ADDITIONAL RIGHTS RESERVED

27. PROJECT ARTIFACTS OWNERSHIP

28. MARYLAND PUBLIC INFORMATON ACT REQUESTS

29. OTHER FREQUENTLY ASKED QUESTIONS (FAQs)

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. VENDOR 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 ...............Error!

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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 and experienced Resellers and/or System Integrators (SI) (hereafter referred to as, “System Integrator”, “Vendor,” “Contractor,” “Offeror”, “Respondent”, “Firm,” or “Implementer”) to Provide Oracle Fusion Cloud licensing, deliver full upgrade and migration of all PGCPS’ Enterprise Resource Planning (ERP) modules and all associated Customizations from On-premises Oracle EBusiness Suites (EBS) version 12.2.10 to the most advanced Oracle Fusion Cloud Solutions, and provide extensive post go live Ultra-Hypercare support.

2. DETAILS PROPOSAL APPROACH

Selected vendor to upgrade and migrate all PGCPS Oracle ERP modules and associated customizations to Oracle Cloud and provide Support/Maintenance:

1.1 SELL OR RESELL: Sell or resell the latest and most advanced version of Oracle Fusion Cloud full suite solution for a large K12 Organizations comparable to PGCPS.

1.2 UPGRADE/MIGRATE: Provide quotes and proposals to fully support, upgrade and migrate PGCPS from current on-premises Oracle EBS modules to the latest and most advanced version of Oracle Fusion Cloud (SaaS) solution, including 6 months of Ultra-Hypercare, enhanced/elevated stabilization and transition support period after Go-live.

1.3 SUPPORT/MAINTENANCE: Additional 1-year ongoing Hypercare support and maintenance of the most advanced version of Oracle Fusion Cloud (SaaS) to commence after the 6 months Ultra-Hypercare stabilization period.

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 at the time of this RFP is 12.2.10. However, PGCPS may be on version 12.2.14 by the time this ERP Modernization Oracle Cloud project begins in 2026. For this historical ERP modernization project, and in contrast to the previous RFP approach, PGCPS will only consider the most advanced release of Oracle Fusion Cloud (SaaS) Solutions.

The Board of Education of Prince George’s County (The Board) is issuing this Request for Proposal (RFP) to provide comprehensive ERP Modernization: Oracle Fusion Cloud Software as a Service Cloud software acquisition, upgrade existing on premise EBS to Oracle Cloud 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.

3. SUMMARY OF SERVICES

Through this RFP, the Board of Education for Prince George’s County desires to partner with a qualified system integrator (SI) to sell or resell the latest and most advanced version of Oracle Cloud and/or then, Upgrade and migrate PGCPS to this Cloud platform, train staff including 6 months of Ultra-Hypercare enhanced stabilization and transition support period, and then offer additional one full year post go live Hypercare support. In other words, PGCPS may select a provider for Oracle Cloud license acquisition and upgrade and support services or select one provider for just the Oracle Cloud License acquisition, and then a different provider for the upgrade and support services. Please note that only the Oracle Cloud license can be separated. In other words, upgrade and all support services must be from the same vendor. Vendors can elect to bid on:

(1) Sell or Resell Oracle Cloud Software license - Acquisition (I) (Offer One Service only)

(2) Sell or Resell Oracle Cloud Software license - Acquisition (I), Upgrade and Migration Services

(II), and Support and Maintenance Services (III), (Offer All Three Services)

(3) Upgrade and Migration services (II), and Support and Maintenance Services (III). (Two

Services)

Vendors must clearly state, in legible bold fonts, on the second page of their complete package what options they are offering and proposing.

PGCPS expects a complete picture of the cost of Oracle Cloud acquisitions, cost of migration and upgrade with 6 months Ultra-Hypercare support, and cost of the additional one (1) year hypercare support in one packaged proposal from each vendor.

4. 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.

5. 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.”

6. 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).

7. 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.

8. 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.

9. 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.

10. 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

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.

11. 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 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.

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PART II: INSTRUCTIONS TO OFFERORS

1. NEW RFP NOTE:

Vendors are advised that the previous RFP has been formally cancelled and should not be referenced. The new RFP supersedes all prior versions as it includes many updates. All interested parties must thoroughly review the new solicitation and respond strictly in accordance with the requirements and scope outlined in this new RFP document.

2. 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.

3. PROPOSAL SCHEDULE

Due to the urgent need for this 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

October 15, 2025

Pre-Proposal Registration (Attachment B)

NLT November 5, 2025, @ 11:00 am

Pre-Proposal Conference Date and Time

November 7, 2025 @11:00 am

Questions Due Date and Time

NLT November 21, 2025 @ 11:00 am

Addendum Posting Responding to Questions

December 12, 2025 (approximate date)

Proposal Due Date and Time

March 13, 2026 @ 11:00 am

Evaluation Period

April – May 2026

Vendor Demonstrations -- Demonstrations are to be determined. If Vendor Demonstrations will take place, 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.

May 2026

Board Approval June 2026

Contract Award August 2026

Project Upgrade and Migration Begins September 2026

4. PROPOSAL SUBMISSION REQUIREMENTS

To be eligible, Proposals must be received via eMaryland MarketPlace Advantage (eMMA) no later than March 13, 2026, 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.

5. 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.

6. 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- FOUR-PART SUBMISSION

● Volume I - Technical Proposal

● Volume II - Minority Business Enterprise (MBE)

● Volume III - Cost Proposal

● Volume IV - Appendices

7. 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.

PGCPS may conduct any necessary investigation to determine the ability of the Vendor to perform the work. The Vendor shall furnish to PGCPS all such information and data requested. PGCPS reserves the right to reject any proposal if the evidence https://www.pgcps.org/offices/purchasing/isupplier submitted by the Offeror or investigation of such Vendor fails to satisfy PGCPS that such Offeror is properly qualified to carry out the obligations of the contract and to complete all requirements contemplated therein.

PGCPS expressly reserves the right to reject the proposal of any Vendors if the investigation discloses that this proposal, in the opinion of PGCPS, has not properly performed such contracts or has habitually and without just cause neglected the payment of bills or has otherwise disregarded their obligations to subcontractors, material suppliers or employees

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 30% 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.

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 and experienced Resellers and/or System Integrators (SI) (hereafter referred to as, “System Integrator”, “Vendor,” “Contractor,” “Offeror”, “Respondent”, “Firm,” or “Implementer”) to Provide Oracle Fusion Cloud licensing, deliver full upgrade and migration of all PGCPS’ Enterprise Resource Planning (ERP) modules and all associated customizations from On-premises Oracle EBusiness Suites (EBS) version 12.2.10 to the most advanced Oracle Fusion Cloud ERP Solutions, and provide post go live Ultra-Hypercare and Hypercare support.

DETAILS PROPOSAL APPROACH

The successful Offeror shall Upgrade and migrate all PGCPS Oracle ERP modules from on-premise oracle EBS to Oracle Cloud (Saas) and provide Support/Maintenance services:

1.1 SELL OR RESELL: Sell or resell the latest and most advanced version of Oracle Fusion Cloud full suite solution for a large K12 Organizations comparable to PGCPS.

1.2 UPGRADE/MIGRATE: Provide quotes and proposals to fully support, upgrade and migrate PGCPS from current on-premises Oracle EBS modules to the latest and most advanced version of Oracle Fusion Cloud (SaaS) solution, including 6 months of Ultra-Hypercare, enhanced/elevated stabilization and transition support period after Go-live.

1.3 SUPPORT/MAINTENANCE: Additional one (1) year on-going Hypercare support and maintenance of the most advanced version of Oracle Fusion Cloud (SaaS) to commence after the 6 months Ultra-Hypercare stabilization period.

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 at the time of this RFP is 12.2.10. However, PGCPS may be on version 12.2.14 by the time this Oracle Cloud project begins. For this historical ERP modernization, and in contrast to previous RFP approach, PGCPS will only exclusively consider the most advanced release of Oracle Fusion Cloud (SaaS).

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. IMPORTANT NOTE REGARDING PGCPS’ EXPECTATIONS, SUGGESTIONS, ETC

This request for proposal is full of PGCPS’ expectations, suggestions and PGCPS proposed dates, flows, project strategy, preferred approach, timeline etc. which are all based on all PGCPS’ last on-premises EBS upgrades. These expectations and propositions are just to give the vendors an idea of what PGCPS-IT has in mind as the client, and/or the least expectation PGCPS would accept. Although some of PGCPS expectations may be non-negotiable, please note that most of these expectations are NOT conclusive and/or should NOT be considered final or considered expert strategies that should trump or override the tried and tested strategies and approaches that the vendors have used and perfected in past Oracle Cloud projects comparable to this PGCPS ERP Modernization. PGCPS expects implementers to have a keen eye of conducting a successful full upgrade and migration to Oracle cloud. It is the vendor’s sole responsibility to lead, guide, advise and steer PGCPS in the right direction and tweak some of these expectations by offering superior best practices alternatives based on industry standard and vendor’s past experiences. In other words, regardless of what PGCPS has stated as their expectations and suggestions, what should be a priority is best practices and drawing on the selected vendor’s prior Oracle Cloud (Saas) upgrade and migration experiences, as well as the vendor asking, “What would make this PGCPS ERP Modernization project very successful, and what would avoid project failure, restart and impasse?”

4. 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 upgrade and migration services. Services selling or reselling Oracle Cloud License, then upgrade/migrate the district from its on-premises Oracle ERP R12.2.10 to the most advanced version of Oracle Cloud ERP.

With emphasis on industry’s best practices and, more importantly, drawing from the Offeror’s prior and similar upgrade and migration experiences, the selected vendor will provide all the “Brick-by-Brick” upgrade and migration 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 of 6 months and Hypercare of 12 months 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.

At Go-Live, PGCPS is expecting a production instance with latest and most advanced version of Oracle Cloud solution available that can perform all the functions, tasks, and transactions that the current on-premises Oracle EBS does while also introducing more functionality, artificial intelligence (AI), Oracle Cloud Mobile Apps, features and enhance technological capabilities that would improve PGCPS processes and user’s experience significantly. 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 Oracle 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 include improving efficiency through automation of manual processes, removing paper-based processes and eliminating as many 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.

5. 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

6. CURRENT ERP TECHNOLOGY ENVIRONMENT

6.1 Oracle E-business Suites (on-premises) – History and Versions.

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

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

6.2 Current Database Architecture & Version

6.2.1 Oracle EBS Application: 12.2.10

6.2.2 Oracle Database Version: 19.26

6.2.3 Linux Version 8.10

6.2.4 Oracle Apex Version: 22.2

6.2.5 Weblogic: 10.3.6.0

7. CURRENT PRODUCTS, MODULES & LICENSES

Oracle E-business Suites (On-Premises) – Modules & Solutions Currently Implemented

7.1 Oracle OAF Pages/Solutions

7.2 Oracle Apex Reports

7.3 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 latest and most advanced version of Oracle Cloud is launched.

7.4 Oracle HRMS Modules

7.5 Human Resources

7.6 Self-Service HR

7.7 Payroll

7.8 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 Oracle Cloud ERP solution’s Advanced Benefit module would also be upgraded and migrated in the cloud and ready should it need to be turned back on.

7.9 iRecruitment

7.10 Oracle Time and Labor

7.11 Leave Management

7.12 Absence Management

7.13 Timecards / Time entry

7.14 Position Control

7.15 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 comprehensive Oracle Cloud EPM module to build budget.

7.16 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

7.17 Oracle Document Management System and WebCenter Content

7.18 OBIEE/Informatica/Oracle BI Apps

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

7.20 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).

7.21 Reporting Tool

6.21.1 Splash Bi

6.21.2 Discoverer

7.22 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.

7.23 PGCPS Account String Structure

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

7.23.2 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

7.24 Data Warehouse

7.24.1 Data Warehouse System

7.24.2 MicroStrategy 2023 (Version 11.3.9)

7.24.3 Oracle Data Integrator - 12C (Version 12.1.3)

8. THIRD PARTY PRODUCTS INTEGRATED WITH ORACLE

8.1 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

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 are also fully integrated with the latest version of Oracle Cloud that we are upgrading to.

9. THIRD PARTY INTERFACE WITH ORACLE

9.1 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.

9.2 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.

10. OAF APPLICATIONS LIST

10.1 HRMS & PAYROLL

Application Name Details

Custodian Late

Payments Pay the Late payments for the Custodians

EBS Front Line

Application Redirect the IRC's to the Front Line

HB486 Application HB486

Long Term Leave Apply the long term Leave

Reasonable Assurance Reasonable Assurance

Leave of Absence Leave of Absence

Sick and Safe Sick and Safe

Voluntary Resignation Voluntary Resignation

Deduction Enrolment Deduction Enrolment

Employment Verification Employment Verification

Language Preference Language Preference

Personal Information Personal Information

Summer School

A…