Download - ENTERPRISE DATA WAREHOUSE AND BUSINESS … DATA... · Enterprise Data Warehouse & Business Intelligence Solution (CIWD) 2 GENERAL CONDITIONS: 1. Proposals are due in Purchasing Shared

Enterprise Data Warehouse & Business Intelligence Solution (CIWD) 1

REQUEST FOR PROPOSAL FOR AN

ENTERPRISE DATA WAREHOUSE & BUSINESS INTELLIGENCE SOLUTION

Request for Proposal #FY150038

April 15, 2015

Purchasing Shared Services is requesting proposals for an Enterprise Data Warehouse & Business Intelligence Solution for Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools. General Conditions and Requirements for this proposal are contained on the following pages.

Proposals are due no later than 2:00 P.M., Central Time, Thursday, May 7, 2015, in Purchasing Shared Services, Bartlett City Schools Administration Offices, 5650 Woodlawn, Bartlett, Tennessee 38134. All proposals must be time stamped in Purchasing Shared Services, Bartlett City Schools Administration Offices, 5650 Woodlawn, Bartlett, Tennessee, 38134, prior to 2:00 P.M., Central Time, Thursday, May 7, 2015. Proposals received after the specified date and time will be considered late and will not be opened. Proposals will not be accepted via any form of electronic media. School Districts reserve the right to reject any or all Request for Proposals, waive defects or informalities in Request for Proposals and to make awards as deemed to be in its best interest. If awarded, awards will be made to the lowest and or best proposer. In compliance with this Request for Proposal, in consideration of the detailed description attached hereto; and subject to all conditions thereof, the undersigned agrees, if this RFP be accepted, to furnish any or all of the items upon which prices have been quoted in accordance with the specifications applying at the price set opposite each item. The undersigned further agrees, if awarded an order or contract, to indemnify, protect, defend and hold harmless the School Districts, its Board Members, agents and employees from all judgments, claims, suits or demands for payment that may be brought against the School Districts agents and employees arising out of the use of any product or article that is provided pursuant to the RFP. Proposer further agrees to indemnify, protect, defend and hold harmless the School Districts, its Board Members, agents and employees from all judgments, claims, demands for payment, or suits or actions of every nature and description brought against the aforementioned alleging injuries and damages sustained by any person arising out of or in the course of the proposer performing or failing to perform the service and/or providing or failing to provide the goods related to this Request for Proposal.

Proposer also certifies that he/she/it does not discriminate against any employee or applicant for employment on the grounds of race, age, color, national origin, religion, sex, disability, genetic information, or any other classification protected by federal, Tennessee state constitutional, or statutory law; and does not and will not maintain or provide his/her/its employees any segregated facilities at any of his/her/its establishments. The School Districts offer educational and employment opportunities without regard to race, age, color, national origin, religion, sex, disability or genetic information.

__________________________________ Terms:_____ Delivery: Days A.R.O. _______ Company Name

__________________________________ _____________________________________ Address Phone Fax ___________________________________ ____________________________________ City State Zip E-mail Address

Names and signatures below certify that you understand and agree to all information in this Request for Proposal. _______________________________________ ____________________________________ Authorized Representative (Print) Signature Date


GENERAL CONDITIONS:

1. Proposals are due in Purchasing Shared Services, Bartlett City Schools Administration Offices, 5650 Woodlawn, Bartlett, Tennessee 38134, no later than 2:00 P.M., Central Time, Thursday, May 7, 2015.

2. Proposals should provide a straightforward and concise presentation, adequate to satisfy the requirements of the Request for Proposal (RFP). Emphasis should be on completeness, clarity of contents and responsiveness to the RFP. Proposals should be structured to respond to the RFP specifications. Format of Request for Proposal response should be as follows:

a. Executive Summary, Company Organization, and Personnel Resumes b. Company Background and Qualifications c. Minimum of Three (3) Client References-1 at least 3 years old in educational community for

whom you have currently provided comparable services for K-12 or higher education. Please include contact name, address, telephone number, and email address.

d. Technical Approach to Project e. Financial Considerations f. Project Plan g. Support Services and Training h. Other information as specified or included for consideration i. Completed and Signed Request for Proposal Cover Sheet j. Completed and Signed Certificate of Non-Discrimination Form

k. Completed and Signed Request for Proposal Agreement l. Completed, Signed, and Notarized Hold Harmless Agreement

m. Completed Proposal Pricing Sheets n. Miscellaneous information o. Exceptions

3. Proposer to submit six (6) complete hardcopy sets (original and five (5) copies) and six (6) soft copies of CD and/or USB Memory Key. Responses shall be delivered in a sealed envelope and/or carton clearly marked, “RFP #FY150038-Enterprise Data Warehouse & Business Intelligence Solution”. Time, date and name of RFP must be clearly marked on face of sealed envelope and/or carton. All price quotations and related materials must be received in a sealed envelope.

4. Estimated project timing: RFP Emailed April 15, 2015 Deadline for Questions May 1, 2015 RFP Due May 7, 2015 Committee Evaluation May 11-15, 2015 Proposer’s Presentations May 19-20, 2015 (if required) Committee Recommendation/Award May 22, 2015 Board Contract Approval May 25-29, 2015 Implementation Begins July 1, 2015 or sooner

5. Selection committee will evaluate and select a company using the following criteria:

Experience Personnel Qualifications Understanding of Scope and Intent Project Methodology Completeness of RFP Timing Schedule Cost

6. There is no guarantee as to which district will participate in the award of this RFP. There is no guarantee

as to the total amount of funds in the award of this RFP. Each School District will be invoiced separately and will be responsible for payment of the invoice.


GENERAL CONDITIONS: cont’d.

7. By agreeing to provide goods or services to any school within the School District, you are attesting that you are aware of your obligations under T.C.A. 49-5-413(d) to ensure that all of your employees who have direct contact with students of the School District or to children in the School District’s child care program or who have access to the grounds of any School District when children are present have done the following:

(1) Supplied a fingerprint sample and submitted to a criminal history records check to be conducted by the Tennessee Bureau of Investigation and the Federal Bureau of Investigation prior to having any contact with the School District’s children or entering the grounds of the School District;

(2) Successfully passed the aforementioned criminal history records check. If the criminal history records check indicates that the employee has been convicted of an offense that, if committed on or after July 1, 2007, is classified as a sexual offense in the T.C.A. 40-39-202(17) or a violent sexual offender in the T.C.A. 40-39-202(25) the employee may not enter the grounds of the School District or have direct contact with students of the School District or to children in the School District’s child care program.

The proposer also agrees that if one of your employees commits a sexual offense as defined in 40-39-202 or violent sexual offense as defined in 40-39-202 after you have conducted your initial criminal history check on such employee, said employee will notify you of the offense and you will subsequently not permit that employee to have contact with students of the School District or to children in a School District’s child care program or to enter the grounds of the School Districts. You also agree and understand that your failure to satisfy all of the requirements of T.C.A. 40-39-202(17) will be deemed to be a material breach of this contract which could subject you to breach of contract damages.

8. The successful vendor must carry insurance as specified and must be submitted within five (5) business days from date of request.

1. Worker’s compensation coverage in accordance with the statutory requirement and limits of the State of Tennessee

2. Comprehensive General Liability Insurance for bodily injury (including death) and Property Damage Insurance of $1,000,000.00 per occurrence from a company licensed to write insurance policies in the State of Tennessee

3. Comprehensive automobile liability insurance covering owned, hired and non-owned vehicles with a minimum of Bodily and Property damage of $1,000,000.00 each accident, combined single limit from a company licensed to write insurance policies in the State of Tennessee

4. Excess or umbrella insurance of $1,000,000.00 per occurrence from a company licensed to write insurance policies in the State of Tennessee

5. Professional Errors and Omission/Cyber-Risk Policy

9. Purchasing Shared Services shall be supplied satisfactory proof of coverage of the above required insurance. In addition Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools shall be conspicuously named on the Certificate of Insurance as an additional insured on Auto, GL, Excess and Professional Errors Policies.

10. The successful proposer agrees that they will function as an independent contractor and agrees to indemnify and hold harmless Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools, its Board Members, employees, and agents for any and all claims that may arise out of its duties contracted for pursuant to this RFP.



11. Successful proposer will be required to sign a contract with Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools for said services based on RFP specifications and their proposal response, as well as any written and/or electronic communications received from proposer in evaluation process. In addition, include copy of any contract your firm may require with proposal. Negotiations may be undertaken with the proposer whose understanding, qualifications, experience, technical approach, fee schedule and financial terms show them to be best qualified, responsible and capable of performing the work and addressing the needs of the district.

12. The School Districts reserves the right to request any additional information deemed necessary in the evaluation of this RFP. Requested information shall be submitted to Purchasing Shared Services within five (5) business days from date of request.

13. Companies submitting RFPs must, if deemed necessary, be willing to meet with the School Districts at the proposer’s expense, to discuss their proposal. The School Districts shall not bear any costs or obligation with regard to the preparation of the proposal.

14. If at any time Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools are dissatisfied with the quality of service provided, a written notice of the specific problem(s) will be furnished to the proposer by certified letter. If the problem(s) is not corrected to the satisfaction of Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools within thirty (30) business days of this written notice, this entire contract may be unilaterally terminated by Arlington Community Schools with no further obligation on their part. Contract may also be terminated if three (3) or more such occurrences occur within any twelve (12) month period.

15. The General Conditions and Specifications listed in this proposal constitute the total terms and conditions that will be acceptable. The School Districts will not be bound by conditions other than those stated. RFP award will be made to the best responsive company and/or firm meeting the requirements of the School Districts.

16. Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools reserves the right to reject any or all responses, waive defects or informalities in responses and to make awards as deemed to be in its best interest. Award will be made to the best company and/or firm to be determined by the School Districts, if awarded.

17. State whether your firm is certified by State of Tennessee as a drug-free workplace

18. Any exceptions to the General Conditions and Specifications must be clearly stated in the RFP response.

19. Costs not delineated in the RFP response will not be negotiated in the contract.

20. Proposer’s recommendations must be in compliance with all local, state and federal laws and regulations. The successful proposer shall perform its obligations hereunder in compliance with any and all applicable federal, state, and local laws; rules, and regulations, including applicable licensing requirements, according to sound engineering, management and safety practices, and in compliance with any and all reasonable rules of the School Districts relative to the premises. No instructions given in the contract documents shall be construed as an authorization to violate local, state and federal laws and regulations.

21. Any alteration to this RFP document by a proposer will deem that proposer’s response to this RFP as null and void.

22. Any and/all revisions made to this Request for Proposal prior to due date will be posted on the following websites and will be the responsibility of the proposer to check for any and/all revisions: http://www.bartlettschools.org.



23. The School Districts have the right at their discretion to terminate or renegotiate this Agreement due to occurrence of any event or action beyond its control. After such termination of this Contract, the Customer shall have no continuing obligation under the terms of this Contract.

24. The School Districts reserves the right to extend the terms, conditions, and prices of this contract to other

Institutions (such as State, Local and/or Public Agencies, and School Districts) who express an interest in participating in any contract that results from the RFP. Each of the piggyback Institutions will issue their own purchasing documents for purchasing of the goods/services by bidding of this service. Proposer agrees that Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools shall bear no responsibility or liability for any agreements between Proposer and the other Institution(s) who desire to exercise this option.

25. Proposer must state completion date for each section (A, B, and C) on Proposal Pricing Sheet.

Completion date may be a factor in the award of this Request for Proposal. 26. During the period of this contract, no change will be permitted in any of its conditions and specifications

unless the successful proposer receives written approval from Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools.

27. Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School

District, Lakeland School System, and Millington Municipal Schools offers educational and employment opportunities without regard to race, age, color, national origin, religion, sex, disability, genetic information, or any other classification protected by federal, Tennessee state constitutional, or statutory law.

28. Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School

District, Lakeland School System, and Millington Municipal Schools encourages qualified minority and/or women-owned businesses to submit bids. Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools awards bids without regard to race, age, color, national origin, religion, sex, disability, genetic information, or any other classification protected by federal, Tennessee state constitutional, or statutory law.

29. NON-APPROPRIATION OF FUNDS: Notwithstanding any other provision of this Contract, funds for this

Contract are payable from state, federal and or local appropriations. In the event that no funds or insufficient funds are appropriated and budgeted for monetary obligations which would otherwise be due and owing under the terms of this Contract, this Contract shall become null and void. After such termination of this Contract, the Customer shall have no continuing obligation under the terms of this Contract.

30. All questions should be directed to Joe Anderson, Director Purchasing Shared Services, at [email protected], no later than 4:00 P.M., Central Time, Friday, May 1, 2015. ONLY E-MAIL QUESTIONS WILL BE ANSWERED.


CERTIFICATE OF NON-DISCRIMINATION

By submission of this Request for Proposal, the contractor (NAME OF FIRM)

_______________________________________________________________________

certifies that he/she/it does not discriminate against any employee or applicant for employment on the grounds of race, age, color, national origin, religion, sex, disability, genetic information, or any other classification protected by federal, Tennessee state constitutional, or statutory law; and does not and will not maintain or provide for his/her/its employees any segregated facilities at any of his/her/its establishments; and, further, that he/she/it does not and will not permit his/her/its employees to perform their services at any location under his/her/its contract where segregated facilities are maintained.

_______________________________________________________________________

CONTRACTOR’S NAME

_______________________________________________________________________

SIGNATURE

_______________________________________________________________________

DATE

_______________________________________________________________________

Printed or Typed Name of Individual Signing for the Contractor


REQUEST FOR PROPOSAL AGREEMENT

In compliance with the Request for Proposal, in consideration of the detailed description attached hereto; and subject to all conditions thereof, the undersigned agrees, if this Request for Proposal be accepted, to furnish any or all services upon which prices have been quoted in accordance with the specifications applying at the price set opposite each item. The undersigned further agrees, if awarded an order or contract, to protect, defend and hold harmless Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools from any suits or demands for payment that may be brought against it for the use of any product or article that becomes a part of an order or contract, and further agrees to indemnity and hold harmless Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools from any suits or actions of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by any party or parties, or his servants or agents in the course of fulfilling the terms of the contract and/or Request for Proposal.

_______________________________________________________________________

Name of Firm

_______________________________________________________________________

Address

_______________________________________________________________________

City State Zip

________________________________/_______________________________________

Authorized Representative Signature

_______________________________________________________________________

Terms

_______________________________________________________________________

Phone Fax Number

_______________________________________________________________________

E-Mail Address

_______________________________________________________________________

Date


HOLD HARMLESS AGREEMENT

This Hold Harmless Agreement is between ____________________________________ Name of Contractor (hereinafter Contractor), and the School District named in this Request for Proposal.

Contractor agrees that as a condition precedent to “Contractor” being awarded a contract from Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools “Contractor” agrees to indemnify, protect, defend, and hold harmless Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools, its Board Members, agents, and employees from all judgments, claims, demands for payment, suits or actions of every nature and description brought against the School District, its Board Members, agents and employees alleging injuries or damages sustained by any person arising out of or in the course of “Contractor’s” providing goods or services to the School District.

(Name of Contractor)

BY: _________________________________________

TITLE: _______________________________________

State of Tennessee County of Shelby

____________________________________________________ personally appeared before me, the undersigned, with whom I am personally acquainted and who, upon oath, acknowledged that he/she/it executed the within instrument for the purposes therein contained, and who further acknowledge that he/she/it is authorized to execute this interment on behalf of ____________________________________________________.

________________________________________________________

Signature

Witness by hand and Notaries seal at office this _______ day of ________________, year of _________.

_______________________________________________

Notary Public

My Commission Expires: _________________________________________


INTRODUCTION: Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools are committed to providing a single repository of data with appropriate dashboards and metrics so that stakeholders have the information and tools necessary to continuously improve student performance. Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools consist of 33 schools, 106 principals and administrators, 1,920 teachers, and 30,256 students.

TECHNICAL REQUIREMENTS: The School Districts plan to take a phased approach to the data warehouse implementation beginning with student demographic, academic and assessment data followed by staff, financial and operations data.

The objective in this Request for Proposal (RFP) is to contract with a qualified proposer to provide “off the shelf” services and products necessary to create a longitudinal data warehouse, from a variety of data sources, and make this data available to stakeholder groups through differentiated dashboards based on stakeholder role. The School Districts prefer systems with performance management tools that help the Districts move beyond the data to take action and improve program efficiency. The goal is to define the solution requirements in a clear manner, providing sufficient detail and granularity to allow the successful vendor’s development team to rapidly begin design and implementation. Arlington Community Schools, Bartlett City Schools, Collierville Schools, Germantown Municipal School District, Lakeland School System, and Millington Municipal Schools prefer to award a single contract to the proposer that submits a complete Data Warehouse & Business Intelligence Solution representing the best value with particular attention paid to educator ease of use.

The computing environment is a mixture of Windows servers and Apple XServes. The School Districts use both commercial software and custom applications to serve the data processing needs of schools and administration. While there are multiple applications throughout the Districts, the core applications that are supported by the Information Technology Division are Pearson Powerschool (Student Management System), APECS.net (Human Resources and Financial Systems), Versatrans (Transportation and Routing), Horizon (Nutrition Services Systems), and Alexandria (Library Circulation Systems). There are additional systems that are supported and/or housed throughout the Districts that may be a source for needed data elements. In addition, the solution must integrate with Office 365 cloud email and Google Apps (Gmail) in order to e-mail alerts to administrative staff when effectiveness threshold are breached. The proposed solution should be hosted and managed by the selected vendor and must be a web- based application. The proposed solution will incorporate security features which should include access controls; audit trails, etc. The solution must support encryption for data transfers and should have a hierarchical role based permission structure to manage who can view and make changes to data.

The proposed solution must allow remote access from outside the networks without compromising security. The proposer must provide an overview of the security controls provided in their solution, describe how their solution manages role-based security and how this will be integrated into the proposed single sign-on solution of the Districts.


SCOPE of WORK: The solution will serve as a single repository of data with appropriate dashboards and metrics so that stakeholders have the information and tools necessary to continuously improve student performance. The Districts plan to take a phased approach to the data warehouse implementation beginning with student demographic, academic and assessment data followed by staff, financial and operations data.

GENERAL REQUIREMENTS: The Districts do not have a preferred database platform for the Data Warehouse Solution. The response must include a description of the database platform and tools provided with the warehouse solution along with backup and recovery plans for the Warehouse. The response must describe any value-added tools and documentation that are included with the proposed solution and provide the benefits to the Districts through the use of these tools.

In the current environment, many requests for longitudinal information require technical resources to navigate and integrate data from the various data sets that exist. With the integration of the data sets into a single warehouse, it is the Districts’ expectation that it will be possible for end users to use real-time ad hoc analysis and both real-time and batch reporting tools to obtain information for themselves and perform a variety of multi-dimensional and longitudinal analyses. Particular attention will be paid to ease of use for classroom and building level educators. In addition, it should be possible for Districts technical staff to create read-only queries and reports for use throughout the Districts.

The ad hoc analysis and reporting tools must support the development of an Early Warning System (EWS) that can be used to identify at-risk students based on threshold criteria established by the District. The initial set of leading indicators will be based on attendance, behavior and course completion with additional indicators anticipated in subsequent years. The tools must provide drill down analysis from district to school to grade to classroom(s) to student(s). Thresholds must have the ability to roll-up and be defined at various levels including: by school, by subject area, by grade level, by user defined group, and by teacher. Extensive reporting capabilities are expected and should include tables, charts, graphs, dashboards, and briefing books. The user interface must be easy to use and intuitive. Reports and query results should be printer-friendly and the data warehouse front-end business intelligence layer must be web- enabled and support the creation of standard reports, ad-hoc reports, and role-based dashboards. Reporting outputs should support multiple output types – HTML, XML, PDF, CSV, etc. All components of the solution must be totally compatible with Safari, Firefox, Internet Explorer and Chrome Browser.

The Districts expect to be able to control access to data by stakeholder role. For example, a school administrator would be limited to information about students in his or her school(s).

The proposal must itemize all standard reporting including report descriptions and formats to be delivered. This will only include a list of standard reports as defined by the proposer based on their experience. These reports should be outlined in response to this requirement in a table that lists and defines each report to be delivered.

The proposal must also describe the custom reporting, ad-hoc reporting, dashboards and analysis tools available with the proposed Warehouse and the extent to which they meet the Districts’ expectations for a robust and flexible reporting solution. The response must also describe how this reporting solution addresses FERPA requirements.


The proposed solution would additionally support the ability to create and manage performance plans with scheduling, notifications, progress monitoring measures and reminders. Plans would define tasks, the owner of each task, due dates and any associated attachments / documents for each step. Plans could include IEPs, instructional interventions, educator evaluations, professional growth, SIP, operational project plans, etc. SECURITY AND SECURITY ADMINISTRATION: The proposed solution will incorporate security features which should include access controls; audit trails, etc. The solution must support encryption for data transfers and should have a hierarchical role based permission structure to manage who can view and make changes to data. The proposed solution must allow remote access from outside the networks without compromising security.

The proposer must provide an overview of the security controls provided in their solution, describe how their solution manages role-based security and how this will be integrated into the proposed single sign-on solution of the Districts.

PROJECT APPROACH AND PLAN: The proposer will be responsible for development and maintenance of the project task plan and schedule, based on the approach, methodology and tools used successfully by the proposer in previous engagements. The proposer will be responsible for regular reporting of progress against the plan, recommending corrective actions to be taken in the event of unanticipated changes to the plan or schedule, and regular updates to the plan and schedule to accommodate any changes.

To minimize cost and reduce risk, the Districts believe it is important for the successful proposer to use their methodology, applying it to the particular needs of the Districts. The “how” of the project should, therefore, be provided by the proposer, using a proven methodology, approach and work plan that the proposer has used successfully in other PreK-12 Warehouse implementations.

Post-implementation Deliverables: Final Scope Document Final Project Work Plan

The proposal must describe the proposer’s philosophy, methodology, and approach to this project and to project management; describe the methods, tools, and techniques the proposer intends to use in providing project management services; provide a description of key methods or techniques; provide a high-level project plan and schedule (identifying major milestones and deliverables); describe the proposer’s approach to managing the schedule, controlling costs, mitigating risk, and limiting "scope expansion" to the project. The Districts expect both the project plan and the schedule to undergo significant refinement during the planning phase of the project. For each major milestone and deliverable, the proposer shall identify the roles and responsibilities of Proposer and District staff in the completion of each deliverable.


PROJECT STAFFING: The proposal is responsible to provide and maintain sufficient numbers of qualified management, technical and functional staff to meet the needs of this project and provide the services outlined in the proposer’s response to this RFP. The proposer is also responsible for development of a detailed resource plan for both proposer and Districts’ staff, which defines the staffing and staff organization, identifies all team participants and their roles and responsibilities.

Post-implementation Deliverables: Detailed Resource Plan

Proposers must describe the proposed management structure and identify key personnel who will be assigned to this project. Resumes for all key personnel shall be included. Because project methodologies may differ, the proposal must outline Districts staffing needs based on the proposer’s methodology and describe the recommended working and reporting relationships between District and Proposer staff. KNOWLEDGE TRANSFER: Knowledge transfer is a continuous process designed to enable the Districts to properly support the operation and continuous improvement of the Warehouse without the support of external consultants. The proposer will be responsible for development of a knowledge transfer plan for the project team. Through training, workshops and mentoring relationships, the proposer will be responsible for educating the project team in the methodology and task plan to be used on the project, the architecture and design of the warehouse, and the skills and techniques needed for ongoing maintenance and expansion of the system. The Districts believe that knowledge transfer should be in integral part of the overall project plan that incorporates classroom training, one-on-one coaching and directed work experience. The plan should identify the knowledge and skills team members need to acquire, the methods to be used to obtain these skills, and a mechanism for tracking progress.

Post-implementation Deliverables: Knowledge Transfer Plan

The proposal must describe the proposer’s knowledge transfer philosophy, the approach that will be used in the project and a discussion of how this approach will ensure competent Districts workforce that will be able to take ownership and run the completed system. The project work plan must identify key milestones in the knowledge transfer process and identify major deliverables of this process.

DATABASE ADMINISTRATION: The proposer will be responsible for assisting in the initial system, database and security set up. During the project, the proposer will be responsible for supporting District staff with administration during the project. This support will include analysis and recommendation for installation of all interim and final configurations of the Warehouse. It is the District’s intent to perform the system, database and security administration activities after on- the-job training and knowledge transfer from the proposer has been completed. In the response the proposer will describe how the Warehouse and environment will be configured and managed during implementation.


TECHNICAL ENVIRONMENT: The proposed solution should be hosted and managed by the selected vendor and must be a web- based application. The proposal must provide a standard architectural framework of the network and hardware configuration needed to support each of the aforementioned scenarios. Additionally, the proposal must contain a diagram representing the major components and relationships of the solution. Include network capacity considerations and to support the proposed software components.

DATA REQUIREMENTS: The proposer will work with the Districts to develop an inventory of the data to be included in the Warehouse, identifying the mapping of source to target for each data element in the Warehouse, along with a definition of each element and the frequency of update in the Warehouse. In addition, the proposer will develop a timeline for migration and update of the data during the project.

Post-implementation Deliverables: Data Source Inventory Data Migration Plan

The Districts request that the proposer include in its response an approach to reviewing existing internal and external data sets and reporting requirements and provide a recommended approach to migrating this data to the warehouse. The proposer must address how the Districts will participate in this process, project how many District staff will be needed and for what timeframe.

DATA QUALITY AND STANDARDS Data standards are expressed as standard data definitions, code and value sets, business rules and technical specifications. The Districts believe that adherence to existing data standards will increase data interoperability, portability, and comparability. The current quality assurance processes of the Districts are very time consuming and labor intensive. To the extent possible, these processes should be automated in the transform and load steps of building the Warehouse. The proposer will work with the Districts to ensure that data quality and standards compliance are automated to the maximum extent possible.

Post-implementation Deliverables: Data Transformation Business Rule Documentation

The proposer’s proposal must describe the approach that will be used to develop the business rules related to data quality and standards compliance, and describe the tools and technologies that are part of their proposed solution.


USER AND SYSTEM DOCUMENTATION: The Districts believe that quality documentation is one key to minimizing the need for extensive training and is critical to the long-term maintenance of the Warehouse once the proposer’s work is complete. Visibility into the content of the Warehouse and the source of each data element and how any calculated values are derived is required.

Post-implementation Deliverables:

Reporting Users Guide Warehouse Administration Documentation Warehouse Data Dictionary

The proposer’s proposal must describe the extent and nature of all documentation that will be included with their solution. Additionally, end user support documentation should be integrated into the web portal.

DATA CONVERSION: The proposer will be responsible for data mapping, data translation, and assisting the Districts with identifying problem areas within system data. The Vendor will perform data loading and assist the Districts with data validation and cleansing as necessary. The solution must allow for manual entry of data in addition to the automated data loads.

Below is a list of identified data sources to be converted. While this list represents major sources of data, additional analysis of the District’s application data will be required to identify other conversions that will be needed.

Data System Database Type

Pearson Powerschool – Student Management System

Oracle 12c (during the 2014-2015 school year.)

APECS.net – ERP System Microsoft SQL Server 2008 R2 (SP2)-10.50.4000.0 (x64), Microsoft SQL Server Reporting Services Version 10.50.4000.0, Windows Server 2008 R2 Datacenter 64-bit w/Service Pack 1 Operating System

Alexandria – Library Circulation System SQL Server 2005

My Learning Plan – Professional Development Tracking System

External Data Source

TCAP, ACT, SAT, AP, IB, Easy CBM, iStation and Writing Test– Student Assessment Systems



Systems that may be utilized in the future: AimsWeb, USATest Prep, Amplify Beacon


The Vendor should provide its conversion recommendation and assumed scope (areas to convert and level of historical data) based on its experience with similar implementation projects for PreK-12 organizations.

Post-implementation Deliverables: Data Load Documentation

The Vendor shall describe the recommended approach for planning, design, programming, and testing data load activities. The Vendor must distinguish between Districts’ and Vendor responsibilities and describe the mechanisms and tools included in their solution that will be used to execute the conversion.

PHASED SCALABILITY: Requirements to deliver additional subject areas should be incorporated into subsequent phases unless necessary to deliver any of the aforementioned functionality. Documentation on the implementation of additional data stores within the Warehouse should be included within this phase.

TESTING: The Vendor is responsible for developing the test plan and supporting documents, which identify the processes, tools, tasks and materials to be used for system and acceptance testing of the system. The plan and supporting documents must be reviewed and approved by Districts’ technical staff. The Vendor is further responsible for documenting the successful execution of the test plan and any modifications that were required for successful execution. Although user acceptance testing is a Districts responsibility, the Vendor will be responsible for development of the acceptance test plan and for the development of the acceptance test scripts. The Districts will modify the acceptance test scripts as required.

Post-implementation Deliverables: System and Acceptance Test Plans Documentation of Successful Test Execution User Acceptance Test Certification

The response must describe the Vendor’s approach to testing and include an outline of a test plan that will be developed by the Vendor. At a minimum, the outlined test plan will need to address what will be tested; who will perform the testing; when the testing will be conducted; how the testing will be performed; how will the District know when testing is complete; and what will be produced from the test.


POST IMPLEMENTATION SUPPORT: The Vendor is required to provide post implementation support for the system. The support for the system will address post implementation problem analysis and fixes, and technical support for general Warehouse administration and maintenance.

The proposal must describe the Vendor’s philosophy and approach to providing the technical and functional post implementation support requested and identify the resources it would make available to the Districts to provide this support. The response must describe the services included in any standard maintenance agreement available to the Districts, and how services above and beyond the standard maintenance agreement may be obtained.


Purchasing Shared Services

Bartlett City Schools Administration Offices

5650 Woodlawn Bartlett, Tennessee 38134

Proposal Pricing Sheet

1. Your signature below verifies proposer has received and carefully examined the General Conditions and Specifications for this project. Successful proposer shall provide all labor, materials, permits, and supervision to successfully complete each project.

2. The Districts plan to take a phased approach to the data warehouse implementation beginning with student demographic, academic and assessment data followed by staff, financial and operations data. Provide pricing to reflect this phased approach.

A. Student, Academic and Assessment

Arlington Community Schools (4 schools, 4,500 students) $________________

Bartlett City Schools (11 schools, 8,487 students) $________________

Collierville Schools (8 schools, 8,000 students) $________________

Germantown Municipal School District (5 schools, 5,678 students) $________________

Lakeland School System (1 school, 865 students) $________________

Millington Municipal Schools (4 schools, 2,726 students) $________________

Total Lump Sum (6 Districts, 33 Schools, 30,256 Students): $________________


Purchasing Shared Services Bartlett City Schools

Administration Offices 5650 Woodlawn

Bartlett, Tennessee 38134




B. Staff








C. Financial & Operational









Purchasing Shared Services Bartlett City Schools

Administration Offices 5650 Woodlawn

Bartlett, Tennessee 38134




Grand Lump Sum Total for all Districts for A, B, and C $________________

State % of discount that would be applied to each district should all districts participate in the award of this RFP ___________________

Projected Completion Date: ________________________

_________________________________________________

Company Name


All price quotations and related materials must be received in a sealed envelope. Time, date and nature of RFP must be clearly marked on face of sealed envelope. Attach label below to the outside of your RFP submission.

All RFPs must be received and time-stamped in Purchasing Shared Services, Bartlett City Schools, Administration Offices, 5650 Woodlawn, Bartlett, TN 38134, prior to stated date and time on RFP Cover Sheet. RFPs received after the specified date and time are considered late and will not be opened.

FIRM NAME

___________________________________

___________________________________

___________________________________

PURCHASING SHARED SERVICES

RFP #FY150038 BARTLETT CITY SCHOOLS

5650 WOODLAWN

BARTLETT, TN 38134

RFP DUE

Date: _________________________________

Time: _________________________________

Nature

of RFP ________________________________

Download - ENTERPRISE DATA WAREHOUSE AND BUSINESS … DATA... · Enterprise Data Warehouse & Business Intelligence Solution (CIWD) 2 GENERAL CONDITIONS: 1. Proposals are due in Purchasing Shared

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