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Proposal #23-21-12 San Diego Unified School District

Procurement and Distribution DepartmentProcurement Unit

San Diego Unified School District2351 Cardinal Lane

San Diego, California 92123858-496-8013

REQUEST FOR PROPOSAL #P23-21-12ENTERPRISE RESOURCE PLANNING SYSTEMS INTEGRATION SERVICES

SUBMITTED BY(COMPANY NAME)

NOTICE TO BIDDERS

The Board of Education of the San Diego Unified School District of San Diego County, California, invites and will receive sealed proposals until 2:00 p.m. on

August 30, 2002

(DEADLINE DATE)non-public opening

at the offices of the Procurement and Distribution Department, 2351 Cardinal Lane, San Diego, California 92123-3799, for the award of a contract, as follows:

ENTERPRISE RESOURCE PLANNING SYSTEMS INTEGRATION SERVICES

Proposals must be submitted on forms provided by the San Diego Unified School District, including all applicable forms detailed and contained in this package.

Dates Advertised:(1) August 8th, 2002 Procurement Representative: Ms. Phyllis Lewellen

(2) August 15 th , 2002 Telephone: 858-496-8013

PROPOSAL FORM MUST BE SIGNED & RETURNED WITH PROPOSAL

IMPORTANT! MANDATORY PRE-PROPOSAL MEETINGAugust 19, 2002 (reference Page 5)

PROPOSAL SECURITY OF $20,000.00 MUST ACCOMPANY PROPOSAL ( See page 13, paragraph V)

Prepared by Gartner Consulting

Proposal #23-21-12 San Diego Unified School DistrictRequest for Proposal for Enterprise Resource Planning Systems Integration Services

PROPOSAL FORM

Board of EducationSan Diego Unified School DistrictProcurement and Distribution Department2351 Cardinal LaneSan Diego, CA 92123

Re: Request for Proposal No. P23-21-12

To: Members of the Board of Education

The undersigned, doing business under the full and complete legal firm name as set forth below, having examined the Notice to Proposers, Proposal Form, Instructions to Proposers, the General Conditions, the Specifications, the Agreement, and all other documents forming a part of the Proposal package for the above-referenced proposal, hereby proposes to perform the Agreement, including all of its component parts, and to furnish all materials called by them for the entire order for the prices set forth in the quotation sheets contained in said proposal package. The entire proposal package is submitted, together with this Proposal Form.

Name of Company

Legal Status (i.e., sole proprietorship, partnership, corporation)

Tax I.D. Number (Sole Proprietorship only)

Address:

Authorized Representative: Signature

Name (print or type)

Title

Date:

Telephone:

9 August 2002—Page i


“NONCOLLUSION AFFIDAVIT” TO BE EXECUTED BYPROPOSER AND SUBMITTED WITH PROPOSAL

]State of California ]County of ________________________________] ss.

]

____________________________________________________ , being first duly sworn, deposes (Name)

and says that he or she is (Title)

of (Name of Company)

the party marking the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the Proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal.”

I declare under penalty of perjury that the foregoing is true and correct.Executed on _______________________, 200_ at

__________________California.

Signature

TitleSUBSCRIBED BEFORE ME on this day of , 200 .

________________________________Notary Public

My Commission Expires: ________________________________Expiration Date

9 August 2002—Page ii


Table of Contents

Table of Contents

9 August 2002—Page iii


Table of Contents

Table of ContentsI. RULES OF PREPARATION.........................................................................1

A. Introduction.........................................................................................................2B. Request for Clarifications or Interpretations........................................................4C. Contact with District Employees.........................................................................4D. Critical Dates......................................................................................................5E. Pre-Proposal Conference...................................................................................5F. Submission of Proposals....................................................................................6G. Identification of Proposer....................................................................................8H. Rejection of Proposals........................................................................................9I. Amendments.......................................................................................................9J. Other Documents of Agreement.........................................................................9K. Taxes..................................................................................................................9L. Proposal Negotiations.........................................................................................9M. Proposers Interested in More than One Proposal.............................................10N. Telephone Expense..........................................................................................10O. Method of Award...............................................................................................10P. Governing Board Approval................................................................................10Q. Evaluation.........................................................................................................10R. Inspection of Facilities.......................................................................................12S. Independent Price Determination.....................................................................12T. Cost Liability.....................................................................................................12U. Delivery of Documents......................................................................................12V. Proposal Security..............................................................................................13W. Contract Security..............................................................................................13X. Substitute Security............................................................................................13Y. Fingerprinting....................................................................................................14Z. District’s Right to Terminate Process................................................................14AA. Oral Communications Not Binding....................................................................14BB. Proprietary Information.....................................................................................14CC. Conditions of This Proposal..............................................................................14DD. Hours of Work...................................................................................................16EE. Approval to Start Work......................................................................................16FF. Availability of Funds..........................................................................................16GG.Withdrawal of Proposals...................................................................................16HH. Disclosure of Litigation......................................................................................16II. Exceptions to the RFP......................................................................................17JJ. Other General Conditions.................................................................................17KK. Other Obligations..............................................................................................17

II. Background and System Overview.................................................19A. Introduction.......................................................................................................20B. Goals and Objectives........................................................................................20C. Summary of Proposed System.........................................................................21D. Current Environment.........................................................................................21

9 August 2002—Page iv


Table of Contents

E. Project Partners................................................................................................27

III. Technical Requirements...................................................................29A. Technical Requirements...................................................................................30

IV. Proposer Response...........................................................................41A. Introduction.......................................................................................................42B. Administrative Requirements............................................................................43C. Technical Requirements Response..................................................................52

V. Costs..................................................................................................57A. Introduction.......................................................................................................58B. Systems Integration and Implementation Costs................................................59C. Optional Costs..................................................................................................60D. Hourly Rates.....................................................................................................61E. Total Cost Summary.........................................................................................62

Appendix A– ERP Services Agreement.................................................63

Appendix B –Proposed Software Modifications...................................85

Appendix C – Current SDUSD Applications Environment...................90

Appendix D – Current District Operating Environment & Infrastructure94

Appendix E – Required Interfaces........................................................101

Appendix F – Archive & Conversion Requirements...........................106

Appendix G – Overview of Current SDUSD Systems.........................113A. Human Resources Systems Overview...........................................................114B. Financial Systems Overview...........................................................................118

9 August 2002—Page v


I. Rules of Preparation


9 August 2002—Page 1



A. IntroductionThe San Diego Unified School District (“the District”) recently selected PeopleSoft Human Resources Management (v 8.3), Financial Management (v 8.4), and Enterprise Portal (v 8.4) applications based on a Request for Proposal (RFP) process that sought comprehensive software solutions for finance and human resources software. As a result of this selection, the District invites your company to submit a written proposal to provide systems integration services for the implementation of the following modules:

Human Resources Management Human Resources Payroll Time and Labor ePay Benefits Administration eRecruit eProfile

Financial Management General Ledger Receivables for Education and Government Payables for Education and Government Asset Management for Education and Government Budget Planning for Education and Government Cash Management Projects for Education and Government Grants Billing for Education and Government Purchasing for Education and Government Inventory for Education and Government eProcurement for Education and Government

Enterprise Portal Human Resource Management Portal Pack Financials Portal Pack Supply Chain Portal Pack (Purchasing and Inventory) Integration with Collaborative Applications Data Warehouse and Reporting

Specifically, the District seeks a qualified systems integrator, that has implemented PeopleSoft Human Resources Management and Financial Management, in at least one similarly sized school district, or state or local government entity, to provide comprehensive integration, customization,




data conversion, documentation and project management services. Systems integrators are to propose a fixed cost solution based upon the District’s requirements contained in this RFP and any subsequent RFP addenda.

This RFP states the overall scope of services desired, terms and conditions as well as systems implementation experience and qualifications to be provided. The proposal should clearly demonstrate how the District would be provided with the services and support that will best satisfy the District’s requirements. The RFP is organized as follows:

Proposal Forms Section I—Rules of Preparation: Provides a brief background of the Project and the rules of preparation for proposals. Section II—Background and System Overview: Presents a brief background description of the District and its desired approach to implementing the Enterprise Resource Planning (ERP) system. This section also contains a brief description of the existing application and technical operating environment within the District as it relates to the current finance and human resources systems. Section III—Technical Requirements: Provides detailed technical requirements. Section IV—Proposer Response: Requires Proposer responses to administrative requirements, including company background and qualifications, specifications and capabilities of proposed system and services to be provided. Additionally, it requires Proposer responses to the Technical Requirements as detailed in Section III. Section V—Costs: Requires responses for proposal cost information. Appendix A: Provides the District’s implementation services contract language. Appendix B: Provides a summary of the modifications to the delivered PeopleSoft system that the District estimates will be required. Appendix C: Provides a table of the District’s current applications environment. Appendix D: Provides a detailed overview of the District’s current technical operating environment. Appendix E: Provides the list of required interfaces to other District information systems as well as external entities. Appendix F: Provides data archive and data conversion requirements. Appendix G: Provides an overview of District’s Human Resources and Financial Systems.

Your response should clearly detail how your proposed software implementation services can best satisfy the District’s requirements. The District requires a comprehensive service solution with a systems integrator with legal, project management and financial responsibility for services related to the integration and implementation of the software package. One consolidated response with all cost items included in the cost summary shall be submitted. The systems integrator shall be the sole point of contact for the District with regard to system implementation contractual matters.




To ensure a fair and objective analysis of all proposals, the submitted proposal must follow the rules stated within this section and the format established within this RFP. Failure to comply with or complete any portion of this request may result in rejection of a proposal.

B.Request for Clarifications or InterpretationsThe District’s Project Manager is Mr. Michael Casey. The District has hired Gartner Consulting to act as its consultant during system planning and selection. Questions or comments regarding this RFP are to be in writing and submitted to:

Ms. Sandra YamashiroGartner Consulting7676 Hazard Center Drive,Suite 810San Diego, CA 92108(619) 542-4823(619) 542-4801 FaxE-Mail: [email protected]

A prospective Proposer may submit a request for clarification or interpretation of any aspect of the RFP. Any interpretation or correction of the RFP document will be made by Addendum duly issued and a copy of such Addendum will be e-mailed to each person receiving a set of RFP documents. Any addenda issued prior to the opening of the proposal, or forming a part of the documents loaned to the Proposer, for the preparation of its proposal, shall be made part of the RFP.

A copy of the Request for Proposal that the District released for Human Resources, Student Information, and Financial Systems (#P12-107-12) is available to interested Proposers at the District’s web site at www.sandi.net/dwa.

C.Contact with District EmployeesAll Proposers are prohibited from contacting District staff and employees regarding this RFP between the time of issuance of the RFP and issuance of intent to contract letter, unless such contact is made to the District’s Consultant as noted in Section I, Part B of this RFP. Failure to comply with this provision could result in the rejection on a Proposer’s proposal.




D.Critical DatesEvent Date Day/Time

Release RFP 8/09/02 FridayWritten Questions Due for Pre-Proposal Conference 8/15/02 Thurs., 5 p.m. PSTPre-Proposal Conference (Mandatory) 8/19/02 Mon., 1 p.m. PSTDeadline for Written Proposal Inquiries 8/23/02 Fri., 5 p.m. PSTResponse to Written Proposal Inquiries 8/27/02 Tues., 5 p.m. PSTProposal Due Date 8/30/02 Fri., 2 p.m. PSTProposer Evaluation/Selection 9/20/02 FridayContract Negotiation Period 9/06/02-10/11/02Governing Board Meeting/Proposer Notification 10/22/02 TuesdayBegin Implementation 11/04/02 Monday

The District reserves the right to adjust the above schedule, as District needs dictate.

E. Pre-Proposal ConferenceA mandatory Pre-proposal Conference will be held on August 19th, 2002, from 1 p.m. to 3 p.m., PST, at the following District location to allow all Proposers an opportunity to ask questions regarding the RFP. This meeting is mandatory for all Proposers who will be submitting an RFP.

San Diego Unified School DistrictEugene Brucker Education Center 4100 Normal Street, AuditoriumSan Diego, CA 92103

The District will not accept proposals from Proposers that do not attend this proposal conference.

Each Proposer’s participation in this proposal meeting shall be evidenced by the District Representative’s completed sign-in sheet. It shall be each Proposer’s responsibility to sign in.

Failure of any Proposer to receive or examine any form, instrument, addendum or other document shall in no way relieve any Proposer from any obligation with respect to their proposal or to any contract resulting from this proposal. The submission of a proposal shall be taken as conclusive evidence of compliance with this condition. Failure to meet this condition may result in rejection of any offering on this proposal.

Prospective Proposers are encouraged to submit written questions, in advance, of the conference to Sandra Yamashiro at Gartner Consulting. Written questions should be submitted via fax or e-mail by August 15th, 2002 at 5 p.m. PST. During the Pre-proposal Conference, prospective Proposers may raise additional questions. Subsequent to the mandatory Pre-proposal Conference, the District will respond to questions, or clarify issues raised, in writing, as the District deems appropriate. All written responses to questions by any prospective Proposer will be distributed to all prospective Proposers.




F. Submission of ProposalsNo proposal shall receive consideration by the District unless made in accordance with the format describe in Section IV and the submission instructions detailed below.

Each proposal should be prepared simply and economically, and should provide a straightforward, concise description of the Proposer’s ability to meet the requirements of the RFP. Bindings, colored displays, promotional material, etc. will receive no evaluation credit. Emphasis should be on completeness and clarity of content. In addition, the District will look with disfavor upon proposals that seem to be “canned” presentations of promotional materials that do not follow the format required in this RFP, and do not appear to address the District’s particular requirements, and any such Proposers may be disqualified.

In order to evaluate all proposals on a uniform basis, Proposers are required to conform to the proposal instructions, specifications and requirements. Partial responses, qualifications or exceptions to the requested items, term and conditions, or any other part of the proposal may cause the District to deem the proposal as non-responsive, and will be rejected.




Please prepare and submit the following:Table 1. Submission of Proposals

Deliverable to the District No. of Copies Format / TypeOverall Proposal (excluding Cost Proposal) assembled in the following format order:

Proposal Form Non-Collusion Affidavit Proposer Response

(RFP, Section IV) Proposal Bond (with

original only)

One single-sided, signed, unbound marked original

Twenty bound copies (i.e., ringed binders, spiral binders, etc)

Printed on white paper Submitted in separately SEALED

envelope marked “San Diego Unified School District, Proposal No. P23-21-12, Name of Proposer’s Company, Date Due, and Time Due.”

Cost Proposal (RFP, Section V)

One single-sided, signed, unbound marked original

Twenty bound copies (i.e., ringed binders, spiral binders, etc)

Printed on white paper Submitted in separately SEALED

envelope marked “San Diego Unified School District, Proposal No. P23-21-12, Cost Proposal, Name of Proposer’s Firm, Date Due, and Time Due.”

Financial statements for the two most recent fiscal quarters and audited financial statement for the last two years of operation

One Marked “confidential” with firm’s name, and “Proposal No. P23-21-12 --Financial Statement—Attention Phyllis Lewellen”

Additional Systems Integrator Literature

Limited to five sets only Printed or CD-ROM

Complete Proposal (excluding Cost Proposal)

Two CD-ROM

Completed Cost Proposal Two CD-ROM

SEALED PROPOSALS MUST BE RECEIVED AT THE REQUIRED DISTRICT LOCATION NO LATER THAN 2 P.M. PST, AUG 30TH, 2002.

PROPOSERS ARE RESPONSIBLE FOR ENSURING THAT THE FOLLOWING IDENTIFYING INFORMATION APPEARS ON THE OUTSIDE OF THE SEALED ENVELOPE:

Reference to “PROPOSAL NO. P23-21-12”, company or organization name, date due and time due. If delivery service is used which prohibits such markings on their envelopes or package, this information must be placed on the outside of an interior envelope or package.




All proposals shall be submitted to:

Ms. Phyllis Lewellen, Contract SpecialistSan Diego City SchoolsProcurement Unit2351 Cardinal Lane, Building MSan Diego, CA 92123(858) 496-8013(858) 627-7425 faxE-mail: [email protected]

Proposals received after the specified date and time may not be considered. To guard against premature opening, untimely or inadvertent mishandling, sealed proposals shall be submitted, plainly marked with the proposal title, proposal number, Proposer name, and time and date of the proposal submission deadline. Prices quoted in the proposal shall remain fixed and binding on the Proposer for not less than 180 days.

Upon receipt of vendor proposals, each Proposer shall be presumed to be thoroughly familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve Proposers from any obligation in respect to this RFP.

G.Identification of ProposerEach proposal must state the full business address of the Proposer and must be signed by the Proposer with his or her usual signature. Proposals by partnerships must furnish the full name of all partners and must be signed in the partnership name by a general partner with the authority to bind the partnership in such matters.

Proposals by corporations must be signed with the legal name of the corporation, followed by the signature and designation of the president, secretary, or other person authorized to bind the corporation in this matter.

The name of each person signing shall also be typed or printed below the signature. When requested by the District, satisfactory evidence of the authority of the officer signing on behalf of the corporation shall be furnished. A Proposer’s failure to properly sign required forms may result in rejection of proposal.

The District requires all prospective Proposers to acknowledge receipt of this RFP by sending an e-mail immediately confirming receipt to the Procurement Representative (indicated in Section I, Part B) with the following information: company name, address, primary contact (name, address, e-mail address, phone number), and secondary contact (name, address, e-mail address, phone number).




H.Rejection of ProposalsThe District reserves the right to accept or reject any and all proposals and to waive any irregularities or informalities in the proposals or any portion or combination thereof, or award on the basis of the total proposal as may be determined, by the District, is in the best interest of the District.

I. AmendmentsThe terms, conditions, specifications and scope of work contained in this RFP may be amended or modified only with the prior written approval of the District. Any addenda or bulletins issued, by the District Procurement Unit, prior to the opening of the RFPs shall form a part of the specifications issued to Proposers for the preparation of their proposals and shall constitute a part of the contract documents.

Any amendments will be made available to all prospective Proposers by August 27th, 2002, at 5 p.m. PST via contact e-mail address and will be posted on the District’s web site at www.sandi.net/dwa. Amendments will be distributed to prospective Proposers based upon contact information provided by the Proposers at the mandatory Pre-proposal Conference, see section E above.

Proposers who submit proposals without receipt of all addenda issued may be deemed to have submitted proposals not responsive to this RFP solicitation.

J. Other Documents of AgreementProposers submitting proposals that require the District to sign additional Proposer agreement documents must submit all such documents in their entirety and in original form with their proposal. Documents not submitted with proposal will not be reviewed or signed by the District and will not constitute a part of this agreement. Furthermore, any documents requiring District signature are subject to District legal review, revision and approval. Proposers unwilling to accept the District’s revision(s) to documents shall be subject to rejection/disqualification of their proposal.

K.TaxesFor the purposes of this RFP, any applicable taxes, fees or government surcharges shall be itemized separately in the Cost Proposal. Federal excise taxes are not applicable to school districts.

L. Proposal NegotiationsA proposal to any specific requirement of this RFP with terms such as “negotiable,” “will negotiate,” or similar, will be considered non-responsive to that specific item and may render the entire proposal non-responsive and subject to rejection.


http://www.sandi.net./dwa



M.Proposers Interested in More than One ProposalNo person, firm, or corporation shall be allowed to make, or file, or be interested in more than one proposal for the same work unless special conditions indicate otherwise. A person, firm, or corporation who has submitted a sub-proposal to a Proposer, or who has quoted prices of materials to a Proposer is thereby disqualified from submitting a sub-proposal or quoting prices to other Proposers.

N.Telephone ExpenseThe Proposer shall pay for any expense resulting from long distance phone calls related to the Project. The District reserves the right to make “collect” long distance telephone calls to any Proposer, or the Proposer must provide a toll-free telephone number, for any reason related to this proposal (i.e., scheduling, literature, affirmative action information, check work status, place orders, etc.).

O.Method of AwardAward shall be made to the Proposer whose proposal is ranked, by the District’s Evaluation Team, as being the best value to the District. The evaluation, scoring and award decision of the District shall be final.

The District reserves the right to reject any and all proposals, to contract services with whomever and in whatever manner the District decides, to abandon the services entirely, and to waive any informality or non-substantive irregularity as the interests of the District may require.

The District is the sole judge as to which Proposer substantially meets the proposal evaluation criteria, and the requirements of the District.

The District reserves the right to make an award of this proposal any time up to six months from the date of proposal opening.

P. Governing Board ApprovalAny award is subject to the acceptance by the San Diego Unified School District Board of Education at a regularly scheduled meeting.

Q.Evaluation Evaluation of proposals is expected to be completed within 60 days after they are opened. An evaluation team composed of representatives of the District and its consultants will evaluate proposals on a variety of quantitative and qualitative criteria. The proposal selected shall provide the most cost-effective approach that meets the District’s requirements. The lowest price proposal will not necessarily be selected. The District intends to select the most qualified and responsible response that provides the best overall proposal.

Each proposal response will be reviewed based on the criteria set forth in this RFP. The selection process for the Proposer shall be based upon, but not limited to, the following evaluation criteria:




1. Administrative Requirements as set forth in Section IV. Proposal checklist Exceptions to sample District contract Proposer company information References Proposer Questions Contract-related information Statement of Work

2. Technical Requirements Proposer’s ability to meet the following Technical Requirements as detailed in

Section III: Project management and implementation Software modifications and interface development System security Failure recovery Disaster recovery System capacity Testing Training System performance Deployment System operations System maintenance Data conversion and archiving

3. Costs Systems integration services costs Optional costs Total cost summary

Although the low cost Proposer may not necessarily be awarded the contract, costs are an important evaluation criterion.

Additional Scoring: The District reserves the right to select finalists for interviews and negotiations based on the District’s analysis and rating of the proposal package. These discussions will be conducted in order to evaluate company expertise, qualifications, operations and services deemed by the District to be in its best interests.




R. Inspection of FacilitiesThe District reserves the right to inspect the Proposer’s facilities and financial statement to ensure the Proposer’s competence and ability to perform the specified work. The Proposer’s proposal may be rejected as non-responsive if the above inspection reveals any problems or inconsistencies that might jeopardize the success of the required service.

S. Independent Price DeterminationBy submission of a proposal, the Proposer certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, that in connection with this proposal:

A. The prices in the proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such prices with any other Proposer or with any competitor.

B. Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the Proposer prior to award directly or indirectly to any other Proposer or to any competitor.

C. No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition.

Each person signing the proposal certifies that he/she:D. Is the person in the Proposer’s organization responsible within that organization for the

decision as to the prices being offered in the proposal and has not participated (and will not participate) in any action contrary to A, B, and C above; or

E. Is not the person in the Proposer’s organization responsible within that organization for the decision as to the prices being offered in the proposal but has been authorized, in writing, to act as agent for the persons responsible for such decision in certifying that such persons have not participated (and will not participate) in any action contrary to A, B, and C above.

A proposal will not be considered for award if the sense of the statement required in the Cost Proposal has been altered so as to delete or modify A, B and/or C above. If B has been modified or deleted, the proposal will not be considered for award unless the Proposer furnishes with the proposal a signed statement, which sets forth in detail the circumstances of the disclosure and the District determines that such disclosure was not made for the purpose of restricting competition.

T. Cost LiabilityDistrict assumes no responsibility or liability for costs incurred by the Proposer prior to the signing of any agreement resulting from this RFP. Total liability of District is limited to the terms and conditions of this RFP and any resulting agreement.

U.Delivery of DocumentsUnless otherwise specified herein, the successful Proposer shall, within five working days after notice by the District, sign and deliver all bonds, other than the proposal bond, certificates of




insurance, and other required documents. In the event the Proposer to whom an award is made fails or refuses to deliver such documents, the District may declare the Proposer’s proposal deposit or bond forfeited as damages, and may award the work to the next alternative Proposer, or may reject all proposals and call for new proposals.

V. Proposal SecurityProposals must be accompanied by a certified cashier’s check or Proposer’s bond for $20,000.00. The cashier’s check or proposal bond shall be made payable to the order of the San Diego Unified School District. The bond shall be secured by a surety company satisfactory to the District. The cashier’s check or bond shall be given as a guarantee that the Proposer will perform in accordance with the agreement if awarded the work. If the Proposer fails or refuses to timely submit all required documents or otherwise fails or refuses to perform under the agreement, the District reserves the right to declare the proposal bond forfeited and to pursue all other remedies in law or equity relating to such failure to perform. Failure to provide proposal security, or proposal security in the proper amount, may result in rejection of the proposal. Proposers are solely responsible to pay the costs for all bonds. Proposal security in the amount of $20,000.00, and in one of the following forms must be submitted with this proposal:

Proposal bond (including continuous bond) Cashier’s check Certified check Cash: If cash is being submitted as proposal security in lieu of check or bond, cash must be taken by the Proposer, prior to the proposal opening, directly to:

San Diego Unified School District4100 Normal StreetCashier’s Office, Room 3251San Diego, CA 92103

The official receipt for the cash from the District’s cashier must accompany the proposal.

W. Contract SecurityUpon request by the District, the apparent successful Proposer shall furnish a surety bond, at the Proposer’s expense, in an amount equal to 100 percent of the contract price as security for the faithful performance of this contract and shall furnish a separate bond in an amount equal to 50 percent of the contract price as security for the payment of persons performing labor and furnishing materials in connection with the contract. The aforesaid bond or bonds shall be in a form satisfactory to the District.

X. Substitute SecurityIn accordance with Section 22300 of the Public Contract Code, the District will permit the substitution of securities for any monies withheld by the District to ensure performance under the contract. At the request and expense of the Proposer, securities equivalent to the amount withheld shall be deposited with the District, or with a state or federally chartered bank as an escrow agent, who shall pay monies to the Proposer upon satisfactory completion of the contract.




Security eligible for investment under this Section shall include those listed in Government Code Section 16430 or bank and saving and loan certificates of deposit. The Proposer shall be the beneficial owner of any securities substituted for monies withheld and shall receive any interest thereon.

Y. FingerprintingThis proposal is subject to the provision of Education Code 45125.1. Proposer’s employees are required to submit fingerprints to the Department of Justice in those situations where an employee may come into contact with students at any site. Upon award of this proposal, the successful Proposers will be required to comply with the San Diego City School’s fingerprint requirements (reference Appendix A, page 82, Paragraph 10.16, “Compliance with Education Code/Indemnification”).

Z. District’s Right to Terminate ProcessThe District may terminate the RFP process at any time and for any reason as deemed appropriate by the District. The District makes no commitments, express or implied, that this process will result in a business transaction with anyone.

AA. Oral Communications Not BindingNo oral conversations or agreements with any official or employee of the District or Gartner Consulting shall affect or modify any terms, conditions, or requirements of this RFP. Oral communications by the District or Gartner Consulting to Proposers shall not be considered binding on the District, nor shall any written materials provided by any person other than the District’s Procurement Representative via a formal addendum to this RFP.

BB. Proprietary InformationAll proposals submitted in response to this RFP become the property of the District and, except to the extent otherwise provided by law or court order, are exempt from disclosure. By submitting a proposal, Proposers agree to indemnify the District for costs incurred by the District associated with any challenge to the nondisclosure of proprietary information, and for any damages incurred by Proposers should the District be required by judicial action to disclose proprietary information.

CC. Conditions of This ProposalThe following conditions are applicable to this RFP and your organization’s proposal:

1. This RFP does not commit the District to enter into a service agreement or similar undertaking with the Proposer organization or any other organization and the District shall have the right to reject or accept any proposal or offer, or any part thereof (i.e., any component of any proposed solution) for any reason whatsoever, and to accept other than the lowest offer, in its sole discretion. The District reserves the right to enter into relationships with more than one organization, can choose not to proceed with any Proposer with respect to one or more categories of software and services, and can choose




to suspend the Project or to issue a new RFP for this Project that would supersede and replace this one.

2. Any recommendations or conclusions from this RFP process concerning the Proposer shall not constitute a right (property or otherwise) under the Constitution of the United States or under the laws or regulations of the State of California or any political subdivision thereof, including the District. By submitting a proposal, the Proposer agrees to waive any right it may have to bring any claim, whether in damages or equity, against the District, its agents and employees, with respect to any matter arising out of any process associated with this RFP.

3. Each Proposer shall make the following representations and warranty in its proposal cover letter, the falsity of which might result in rejection of its proposal: “The information contained in this proposal or any part thereof, including its exhibits, schedules, and other documents and instruments delivered to the District, is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead the District as to any material fact.”

4. Except as expressly provided in Paragraph BB, the District is not restricted in its rights to use or disclose any or all of the information contained in Proposer’s organization’s proposal, and can do so without compensation to your organization. The District shall not be bound by any language in Proposer’s proposal indicating the confidentiality of the proposal or any other restriction on its use or disclosure.

5. Any contract(s) awarded as a result of this RFP shall be in full conformance with all statutory or regulatory requirements of the State of California.

6. Any work product, whether acceptable or unacceptable, developed under a contract awarded as a result of this RFP is to be the sole property of the District unless stated otherwise in the definitive service agreement.

7. Timing and sequence of events resulting from this RFP shall ultimately be determined by the District. Inasmuch as the District will likely be purchasing new equipment to support the software systems that are purchased, the time it takes to order and receive equipment may lengthen the time required to complete the overall project.

8. No oral conversations or agreements with any official, agent, or employee of the District shall affect or modify any terms of this RFP, and any alleged oral agreement or arrangement made by a Proposer with any department, agency, official or employee of the District shall be superseded by the definitive service agreement that results from this RFP process. Oral communications by the District or Gartner to Proposers shall not be considered binding on the District, nor shall any written materials provided by any person other than the District’s Procurement Representative.

9. Proposals are subject to rejection if they limit or modify any of the terms and conditions or specifications of this RFP.

10. Proposers shall not issue any news release pertaining to this RFP, or the District’s software implementation without prior written approval of the District’s Procurement Representative, which may be withheld at the District’s sole discretion.

11. By responding, the Proposer shall be deemed to have represented and warranted that its proposal is not made in connection with any competing Proposer submitting a separate




response to this RFP, and is in all respects fair and without collusion or fraud; that the Proposer did not participate in the RFP development process and had no knowledge of the specific contents of the RFP prior to its issuance; and that no employee or official of the District participated directly or indirectly in the Proposer’s proposal preparation.

12. Neither your organization nor any of your representatives shall have any claims whatsoever against the District or any of its respective officials, agents, or employees arising out of or relating to this RFP or these procedures (other than those arising under a definitive service agreement with your organization in accordance with the terms thereof).

DD. Hours of WorkThe successful Proposer(s) shall not limit the number of hours dedicated to successfully complete the requirements of this Project. The successful Proposer(s) will provide unlimited number of hours required to complete the items and services contained in the RFP and agreement(s).

EE. Approval to Start WorkThis RFP does not permit the successful Proposer to perform work or services until the San Diego Schools Board of Education has awarded a contract, a contract agreement is approved and signed by both parties, and all appropriate documentation has been received and approved by the District. No services are to be provided until after a post award conference is held involving both parties, and not until the District’s Project Manager has authorized such.

The District shall not be responsible for work done, or services provided, even in good faith, prior to all of these actions.

FF. Availability of FundsAny and all purchases are contingent upon availability of funds. In the event that sufficient funds are not available for this Project, the District reserves the right to negotiate the scope of this contract, delay implementation, reject all proposals, or award another type of contract other than that required in this RFP.

GG. Withdrawal of ProposalsThe successful Proposer shall not be relieved of the proposal submitted without the District’s consent.

HH. Disclosure of LitigationEach Proposer (and each subcontractor included in the Proposer’s proposal) must include a complete disclosure of any civil litigation, arbitration or proceeding to which it is a party and which is pending or was concluded within one year from the date of this RFP. This is a continuing disclosure requirement. Any such litigation, arbitration, or other proceeding (collectively, “Proceeding”) commencing after submission of a proposal must be disclosed in a written statement to the District’s Procurement Representative within five (5) business days of its




occurrence. Details of settlements that are prevented from disclosure by the terms of the settlement may be annotated as such.

II. Exceptions to the RFPAny exceptions to RFP and the District’s Systems Agreement, Appendix A terms and conditions should be included in writing in the Proposer response.

JJ. Other General Conditions Requirement to Meet All Proposal Provisions—Each Proposer shall respond to all of the specifications and proposal terms and conditions. By virtue of the proposal submission, the Proposer acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the proposal. Non-substantial deviations may be considered provided the Proposer submits a full description and explanation of and justification for the proposed deviations. Whether any proposed deviation is non-substantial will be determined by the District at its sole discretion. Proposal Retention and Award—The District reserves the right to retain all proposals for a period of 180 days after the proposal receiving date (August 30, 2002) for examination and comparison. The District also reserves the right to determine and waive non-substantial irregularities in any proposal, to reject any or all proposals, and to make award as the interest of the District may require.

KK. Other ObligationsThe selected Proposer will be required to enter into a written agreement with the District. The District will require certain contractual obligations, which may include, but are not limited to, the following:

Status Reporting—The selected Proposer will be required to attend weekly on-site status meetings and submit status reports covering such items as progress of work being performed, milestones attained, resources expended, problems encountered and corrective action taken, until final system acceptance. Status reports are to be in format specified by District. Warranty—All workmanship is to be under warranty, for a minimum of one year, from the date of final system acceptance. Final acceptance will be determined by a sign-off approximately 60 days after the “go-live”. The warranty shall require the Proposer to be responsible for all cost of parts, labor, field service, and pick up and delivery related to repairs or corrections during the warranty period. There is to be no cost to the District beyond those identified in the proposal. Costs—All costs should be detailed specifically in Section V, Costs of the RFP. Proposer submission should be for a fixed price solution. Proposers should complete all of the appropriate cost pages and submit Section V, Costs of the RFP. Proposals that do not detail specific costs on the forms provided in Section V, Costs will be considered non-responsive. Other—In the final contract, the District will require terms regarding such matters as performance guarantees for system availability, response time, capacity, and detailed




final system acceptance criteria. Some of the specific guarantees required are identified in Section IV, Proposer Response of the RFP. The selected Proposer should be prepared to negotiate the inclusion of such items within the scope of services and pricing. Laws to be Observed – The selected vendor shall keep itself fully informed of and shall observe and comply with all applicable existing State and Federal laws and County and City ordinances, regulations and codes, and these laws, ordinances, regulations and codes adopted during its performance of the work. Payment Schedules—Payments for the proposed system shall be based on defined deliverables (e.g., scope validation, documentation, training, etc.). No payments will be made in advance of work performed. Upon final system acceptance, no less than 10 percent of the remaining balance of the contact shall be due. Liquidated Damages—The District will include in the contract penalty provisions for non-performance. This will include liquidated damages. Selection—The final award of contract is subject to approval by the District acting through its School Board.



II. Background and System Overview





A. IntroductionThe District is the eighth largest urban school district in the United States, and the second largest in California. It serves approximately 142,000 students in grades K-12 at over 180 educational facilities, including 17 charter schools. The District’s schools run on both traditional and year-round calendars. The District employs approximately 25,000 staff (full and part-time); the General Fund operating budget for the fiscal year 2001-2002 was approximately $1.1 billion. The District has major administrative offices located at 4100 Normal Street as well as supporting administrative offices located at various locations throughout the City of San Diego.

The District is a dynamic organization that is determined not only to meet the challenge of accommodating the community’s present and future educational needs, but also to exceed expectations. In order to meet and exceed expectations, the District has adopted aggressive reform strategies for improving student achievement in city schools. This unprecedented system-wide effort is driving changes in teaching methods and the measurement of results. Proposition MM, a $1.5 billion bond measure passed in November 1998, is providing the District with the capital to support critically needed school site facility improvements and renovations as well as new school construction. To date, a significant amount of work has been completed with a great deal more in progress and scheduled in the future.

As the District works to bring about dramatic reform at virtually every level of education and operations, it is crucial that the District have dependable, efficient, cost effective, and flexible information systems to enable it to reach its goals. The District is seeking to improve the effectiveness of its management information systems through the implementation an ERP system. The implementation of this system will significantly reduce the costs and resource requirements associated with maintaining the District’s numerous and fragmented information systems while improving the delivery of administrative services.

B.Goals and ObjectivesThe District’s overall goals for this Project include the following:

Support the District’s mission to improve student achievement, using information technology as an enabler, for teaching and learning in the classroom.

Increase the amount of time that teachers spend engaged in instructional activities by decreasing the time necessary for administrative tasks.

Implement modern business tools and practices so that more resources can be channeled directly into classrooms and instruction.

Provide an enterprise solution that will integrate the District’s business processes and eliminate or minimize redundancy.

Provide the most efficient and accurate real time information to users to support data driven decision processes.

Provide a flexible system for future needs.




C.Summary of Proposed SystemThrough this Project, the District intends to implement a commercially available and proven ERP system. Through this RFP, the District requires that a systems integrator implement a new ERP system. Subcontractors may be used for portions of the implementation with prior written approval from the District. It is required that the selected Proposer, or systems integrator, and any subcontractors will provide complete system implementation services, including data conversion, software modification and custom development as required, interface development as required, as well as comprehensive project management.

D.Current EnvironmentBusiness Process EnvironmentThere are multiple processes involved in managing the District’s general accounting, budget, human resources, payroll, procurement, and revenue collection functions. District business processes and their respective key activities are listed on the next page.




Table 2 - District Business Processes and Key Activities

Business Process Key ActivitiesHuman Resources SystemsHuman Resources Recruiting/Applicant Tracking

Benefits Administration Leave AdministrationPersonnel ManagementPosition ControlClassification/Compensation ManagementProfessional DevelopmentCredentialing/Licensing/EducationRetirement Administration & Reporting (including PERS/STRS)

Payroll Time Entry Time EntryApprovalAuditing and Internal Controls

Payroll Administration Verification & Audit Payroll Processing

Financial SystemsAccounts Payable Vendor Management

Validate Invoice for PaymentInvoice Data EntryInvoice PaymentReporting

Accounts Receivable Billing CustomersCustomer DunningCustomer Payments

Associated Student Body Student Activities TrackingBudgeting Budget Preparation

Budget ManagementBudget Modification

Cash Management Cash Flow PlanningCash Flow Management

Fixed Assets Asset Utilization PlanningAsset Procurement and Maintenance

General Ledger Chart of Accounts MaintenanceExpenditure and Revenue Management

Position Control Managing PositionsProcurement Requisitioning

PurchasingBids/Proposals QuotesWeb SolicitationsContractsEncumbrance ProcessingReceiving

Risk Management Claims AdministrationFinancial Transaction ProcessingManagement reporting and data modeling

Work Orders Work Order Management




Technology and Process Challenges Systems Integration—The District’s current financial and human resources systems consist of multiple applications that are not fully integrated. This lack of integration often requires information to be recorded in multiple systems throughout the District, which leads to manual tasks and data integrity issues in the business processes described below. Data currently must be shared throughout the District using a limited number of automated interfaces and hardcopy information. Manual Tasks—Manual tasks have proliferated in an effort to record and share information throughout the District. Examples of manual tasks prevalent throughout the District business processes include: Hardcopy routing of documents and approvals Manual transfer of data from forms and hardcopy output to multiple systems,

additional forms, and correspondence (e.g., data from hardcopy timesheets manually entered into payroll system)

Manual calculations Manual crosscheck of disparate system data for auditing, reconciliation, verification,

and manual correction. Data Integrity—The District’s business processes are highly dependent on human intervention and manual tasks that potentially lead to data integrity challenges. The information used throughout the District is dependent on the following: Frequency with which data is updated between systems using automated interfaces Accuracy of data being manually maintained and transferred between systems and

forms Accuracy of manual crosschecks and reconciliation between systems Accuracy of manual calculations. Processing Time—The necessity for duplicate data entry, validation and reconciliation of data increases the time required to complete all of the District’s business processes. Information Access—Data is often entered multiple times in a variety of departmental and enterprise-wide systems. Information that is entered into one system is not readily available throughout the organization.

Application Technology Environment The District relies on a large number of major and minor custom and third party systems to automate the financial management, payroll, and human resources processes. There are nearly 50 financial systems and nearly 25 human resources systems. District technology staff is responsible for supporting these systems. Major systems include:

Financial Database (FDB)—A mainframe legacy system, which was developed internally and converted to client/SQL server as part of Y2K activities. All expenditure reporting takes place in the FDB, using Power Builder applications (e.g., Accounts




Payable, etc.) to create most of the transactions. Source data from these applications is uploaded in batch processes nightly. Payroll System—A mainframe legacy system, which was developed internally, and converted to NT client/SQL server as part of Y2K activities.

A detailed overview of the District’s current financial and human resources systems is included in Appendix C—Current SDUSD Applications Environment and Appendix G – Current SDUSD Systems Overview. Table 4 of Appendix C includes a complete listing of existing systems, detailed by functional area.

Operating Environment and Infrastructure

1. Wide Area Network and Local Area NetworksThe District’s networking infrastructure is comprised of a single wide area network (WAN) connecting approximately 220 local area networks (LANs). All sites are connected with Frame Relay T1 1.55Mbs leased lines to an ATM SONET OC3 155Mbs link. The District connects to the Internet with an ATM SONET DS3 45Mbs link. The District LANs are primarily Ethernet or Fast Ethernet. Protocols supported are TCP/IP (preferred), IPX/SPX, and AppleTalk. The District’s Intranet currently connects approximately 45,000+ nodes. All secondary schools (45) and the District Office have fiber optic backbones. Elementary schools are running switched and shared 10/100Mbs Ethernet LANs. All classrooms in the District currently have at least five Internet ready network connections. With Proposition MM modernization of schools, elementary and high schools will have access to fiber optic gigabit Ethernet backbone from a Layer 3 core switch to each classroom and switched 100mbs Ethernet to the desktop.

2. Hardware The District runs its legacy applications in a distributed client/server environment with a master backend database on a Storage Area Network (SAN) fiber net environment. The SAN provides 360GB of online storage for the student, financial and human resources SQL databases. The SAN is fiber connected to four enterprise servers, two active and two passive failover servers. The SAN provides data transfer rates of 100MBs from the storage drives to the CPU’s. These servers are of the Intel type with 4 XEON CPU’s per server running at 550MHz, 4 GB of RAM per server and 1MB of cache per CPU. The servers are running RAID 0 for the operating system for redundancy. As with the servers, the SAN has full redundancy on the storage running RAID 5 for databases, RAID 0 for transaction logs dual fiber channels, dual controllers and dual fiber switches connecting the servers to the storage. All servers sit on a 100Mbs Ethernet network with 10/100 NIC’s.

3. Network Operating Systems (NOS) and DatabasesThe legacy online systems run on Windows NT 4 Enterprise edition with service pack 6a. The backend database is Microsoft SQL Enterprise Server 6.5 and 7.0 with service pack 3 and it utilizes 3GB of the 4GB of RAM from each of the active servers. All online applications are distributed to approximately 220 LANs that are connected via Novell 5.0 servers at each site to the Districts WAN. The Aeries application, which is part of the student system, is a distributed application that is written in Access 97. The student Access database resides at a server at each




of the school sites. These Access databases are then uploaded, converted and consolidated to the District’s main SQL student database.

A detailed overview of the District’s current technical operations environment is included in Appendix D—Current District Operating Environment and Infrastructure.

Minimum Performance StandardsThe District requires the proposed solution to meet the following minimum performance standards:

System response time—two seconds or less, 98 percent of the time; no operations to exceed three seconds, 99 percent of the time. Online storage—store selected data files indefinitely as well as automated and manual purge dates for other data files. Availability—99.9 percent.

Summary of Recommended HardwareThe District intends to utilize existing PCs, printers and related equipment wherever possible with the PeopleSoft applications. The District will consider acquiring or replacing end-user devices identified by the Proposer(s) as necessary for the successful implementation of the PeopleSoft Human Resources Management (V 8.3), Financial Management (V 8.4) and Enterprise Portal (V 8.4) applications. The District will be responsible for purchasing hardware required for successful implementation of the PeopleSoft Human Resources Management (V 8.3), Financial Management (V 8.4) and Enterprise Portal (V 8.4) applications.

Summary of Proposed Application Software

PeopleSoft Human Resources Management (V 8.3), Financial Management (V 8.4) and Enterprise Portal (V 8.4) applicationsThe District proposes to sign an agreement to purchase the PeopleSoft software application. The following table is a listing of proposed number of users:




Table 3 – Summary of Proposed Application SoftwareApplications Transaction Users Inquiry & Reporting Users

ERP System Accounts Payable 30 100 Accounts Receivable 5 30 Applicant Tracking 30 10 Benefits Administration 5 10 Budget Preparation 500 1,300 Cash Collection 20 50 Cash Management 20 30 Encumbrances 50 100 Fixed Assets 10 30 General Ledger 100 1,500 Grant Management 10 200 Human Resources 45 1,365 Inventory 10 30 Payroll 30 5 Personnel Administration 50 10 Property Management 50 100 Project/Cost Accounting 200 300 Purchasing

(eProcurement)1,500 1,650

Reporting 75 1,650Intranet Access Users

Time and Attendance 35 25,000 Portal Users (employees) 10,800

System InterfacesThe ERP system must provide the necessary automated integration and application interfaces between the ERP application, the internal District applications, and external applications. Complete in-bound and out-bound integration/interfaces between the all applications is required in the solution proposed. See Appendix E, Tables 5a and 5b for a preliminary list of system interfaces required by the District.

Data Conversion ServicesThe District requires data conversion assistance for many of its existing applications. The District will assist the selected vendor in identifying all files to be converted. The District will provide these files in ASCII, Excel, or Access format for vendor conversion. The vendor must convert the District’s ASCII, Excel or Access data to match the new file structure. The District also requires capability to access existing historical files stored electronically. The Proposer should describe the approach to processing historical data from electronic storage. Proposals must include a recommended data conversion strategy in Section IV, Vendor Response, and all




costs associated with data conversion in Section V, Costs. Appendix F provides estimates of the archiving and conversion needs from the District’s perspective. The archiving and conversion information can be used to develop the costs associated with data conversion.

System Migration StrategyThe District recognizes that migrating applications from the existing systems will require careful and detailed planning. Proposers must recommend the proposed phasing, including but not limited to, temporary interfaces required. The Proposer’s proposed implementation schedule should include any recommended “live” dates that are time-sensitive.

A detailed implementation plan and schedule for the migration from the existing applications to the proposed system is required in the Proposer’s Statement of Work, in Section IV, Proposer Response.

E. Project Partners Systems integrator for ERP (TBD) PeopleSoft Quality assurance (TBD).

Systems Integrator for Financial System and Human Resource System ResponsibilitiesThe systems integrator will modify and implement the PeopleSoft Human Resources Management (V 8.3), Financial Management (V 8.4) and Enterprise Portal (V 8.4) applications according to the requirements of the District. Responsibilities of the systems integrator will include, but are not limited to:

Project management Conversion and archiving of existing data Interfaces (in-bound and out-bound) to existing systems Interfaces (in-bound and out-bound) to external entities Software modifications System testing Deployment System operation and maintenance planning

See Section III, Technical Requirements, for additional details.

Financial/Human Resource System Software Vendor-- (PeopleSoft) ResponsibilitiesPeopleSoft has been selected as the software vendor. Specific responsibilities of the software vendor include the following:

Installation of software




Training of the District Project Team and End-User Trainers.

Quality Assurance Vendor (TBD)The District may retain the services of a consulting firm to provide quality assurance activities. Vendors selected to provide software integration or ERP system services will not be considered for the quality assurance services. The following items identify the potential scope of the quality assurance vendor:

Develop quality assurance review process Conduct project deliverable reviews based on quality assurance plan Maintain the requirements traceability matrix Provide consulting services as requested by the District.



III. Technical Requirements





A.Technical RequirementsThis section of the RFP contains the Technical Requirements that the systems integrator shall and should meet as part of this Project. Shall is defined as requirements that the systems integrator must meet, and should is defined as highly desirable, but optional requirements for the systems integrator.

1. Project Management and ImplementationThe District requires that the systems integrator take responsibility for providing extensive project management and implementation services for all systems and applications in the scope of this RFP. The systems integrator is expected to guarantee the successful and timely completion of those aspects of the Project over which it has responsibility. The District intends to take responsibility for meeting its obligations as defined in, and agreed upon, in the project implementation plan.

The systems integrator shall provide PeopleSoft knowledge transfer throughout the implementation to district functional and technical staff. The knowledge transfer should encompass, but not be limited to, configuration, trouble shooting, systems administration, and the development and maintenance of system interfaces. An established methodology for achieving knowledge transfer during implementations should be documented and will be factored in the selection process.

1.1 Project ScheduleContractor shall maintain a detailed project schedule in Microsoft Project 2000.

1.2 Project Quality

1.2.1 Configuration Management

a. Contractor shall develop a configuration management planning document(s) for the Project.

b. Contractor shall perform configuration management throughout the term of the Agreement and according to the configuration management planning document(s) approved by the District Project Manager.

1.2.2 Issue Management

a. Contractor shall track all project issues using an automated issue-tracking process. The issue tracking process shall facilitate documentation of the following:1. Issue description2. Issue priority3. Issue status (e.g. open, pending, under investigation, resolved)4. Plan for resolution5. Individual responsible for resolution6. Targeted and actual resolution dates7. Resolution action




b. Issue tracking shall include escalation procedures and a mechanism for reporting high priority problems immediately to the District Project Manager for resolution and closure.

c. Issues can be identified and presented by any member of the project team or by individuals at several levels of the organization during the weekly status meetings. Contractor shall track issue status and report issues to the District Project Manager on a weekly basis.

d. Issue reports generated by the issue tracking system shall become part of the Contractor’s weekly and monthly status reports on a consistent basis.

e. Contractor shall provide, at a minimum, read-only access to the issue tracking system to key District staff as designated by the District Project Manager.

1.2.3 Work Standards

a. Contractor shall use the standard project management, word processing, relational database management, presentation and spreadsheet products used by the District (Microsoft Office), at the version levels specified by the District, in the preparation of all project correspondence and deliverables. Contractor shall upgrade software versions at no cost to the District to remain compatible with the District.

b. Project deliverables should comply, at minimum, with Institute of Electrical and Electronics Engineers, Inc. (IEEE) standards.

c. Documents must be presented to the District in the format specified by the District. Contractor shall propose a format for project documents and gain District approval prior to preparation of the first project deliverable. All project documents shall remain consistent with the approved format.

d. Contractor shall meet with the District Project Manager to review an outline of each project deliverable in advance of its preparation. Contractor shall provide a draft table of contents as part of the outline.

e. Each deliverable shall include an executive summary.f. Deliverables shall be provided to the District by the scheduled dates for their completion.

Contractor must make available all deliverables on the project LAN and supply at least one electronic copy on CD-ROM and 2 hard copies of each deliverable.

g. Deliverables shall contain the following certification: “I certify that this deliverable has been prepared in accordance with the relevant terms and conditions of the Agreement.” Contractor’s Project Manager shall sign deliverables as complete prior to submission to the District for approval.

h. Contractor shall store the project work papers by deliverable number assigned in the Agreement. A copy of all project work papers shall be provided to the District. Project work papers developed in connection with the Project are the property of the District.

i. Contractor shall maintain project workbooks to store work papers not related to specific deliverables. A copy of all project workbooks shall be provided to the District. Project workbooks developed in connection with the Project are the property of the District.

j. Contractor shall maintain District-specific documentation on-line (e.g., business process maps, business rules).




1.2.4 Standards for District Acceptance of DeliverablesDistrict personnel will be responsible for reviewing and approving each deliverable. Each deliverable will require a negotiated District turn-around time to be included in the project work plan.

a. All project documents are to be electronically available to District employees at all times. b. Project deliverables shall be subject to District review and approval prior to acceptance.c. Unless agreed upon otherwise, the District’s review period shall not be less than 10

business days. If revisions to the document are required by the District, Contractor will receive written notification of said changes and reflect them in the document within two business days of receiving the changes. The District may, at its discretion, allow a period longer than two business days in consideration of the scope of the change.

d. Contractor shall not change a deliverable that has been accepted by the District without the approval of the District.

e. Each deliverable shall address all components required by the RFP, the Contractor’s response thereto and any areas identified subsequently through meetings and planning sessions.

f. Each deliverable shall address and be consistent with all components included in the table of contents and the draft outline as presented to the District Project Manager in preparation for development of the document.

g. Each deliverable shall be comprehensive in level of detail and quality consistent with the sample pages presented to the District Project Manager.

h. Each deliverable shall be organized and professional and consistent in style and quality. This means that if the document is the composite work of many people within the Contractor’s organization, the document must be edited for style and consistency. Contractor shall certify in the cover letter that the internal deliverable review process as described in Section IV, Part C, Paragraph 1.2.4, Deliverable Review Process, was utilized.

i. The deliverable shall be presented in accordance with the standards defined by the District, including format, font, etc.

j. In the event the District agrees to accept, on an interim basis, a deliverable with one or more sections left incomplete, the deliverable shall include the date for completion, note the basis for the incomplete portions and the impact of any incomplete sections on project milestones.

1.3 Project Organization and Staffing

1.3.1 District Project StaffThe Project will utilize a Project Director, a Project Manager and subject matter experts (SMEs) provided by the District.

The Project Director will implement the project charter, direct and coordinate customer and stakeholder communications, direct management staff and project activities, approve and accept work products, respond to special requests from the District, participate in change control board decisions and develop contingency plans.




The Project Manager will manage the development and maintenance of project planning documentation, direct and coordinate internal project activities, prepare project management reports, prepare periodic status reports, review work products and attend planning and management meetings.

The SMEs will analyze change requests for impacts to the Project, recommend the priority of changes, participate in application design sessions and assist in the design of user document formats and user screen displays.

1.3.2 Quality Assurance/Independent Verification and Validation The Project may utilize a quality assurance/independent verification and validation (IV&V) vendor provided by the District. Quality assurance/IV&V responsibilities would include tasks such as evaluating all pertinent internal documentation (e.g., project organization, quality assurance plan), training, testing, task and schedule validity. If a quality assurance/IV&V vendor is utilized by the District, Contractor shall work cooperatively with the District’s quality assurance/IV&V vendor.

1.3.3 Contractor Project Staff

a. Contractor shall provide a Project Director for the Project with a minimum of three years experience as a project director and five additional years of experience as a project manager, to perform the following responsibilities:1. Report directly to the District Project Director.2. Ensure that the Project receives the highest level of corporate support, commitment

and oversight. 3. Commit Contractor to all contractual agreements with the District.4. Provide direction to the Project effort.5. Ensure that all staff needs and other resources for the Project are met as required.6. Maintain accountability for staff performance. 7. Manage contractual relationships.8. Administer and ensure resource availability.9. Manage communications for reporting and problem resolution with Contractor

executive staff.10. Manage fiscal reporting.

b. Contractor shall provide a full-time, on-site Project Manager for the Project with a minimum of five years project management experience and at least two years of project management experience on large systems integration projects, to perform the following responsibilities:1. Report directly to the Contractor Project Director and work in close coordination with

the District Project Manager.2. Provide day-to-day management and direction of Contractor resources assigned to the

project.




3. Manage the Project to the current work plans and coordinating the availability of scheduled resources to the Project.

4. Manage all project resources and ensuring that appropriate resources are available throughout the life of the Agreement.

5. Establish and maintain regular communications with the District.6. Provide written monthly status reports to keep the District informed of project

progress versus the work plans. 7. Maintain issue reporting, tracking, escalation and resolution procedures. The

Contractor Project Manager will identify any potential problem areas, recommend solutions and work closely and cooperatively with the District Project Director to resolve issues quickly and fairly.

8. Conduct ongoing reviews with District project team members and ensuring escalation procedures are followed and issues are resolved.

9. Practice change management controls and procedures in coordination with the District.

10. Prepare budgetary updates.11. Ensure the timely development and delivery of quality project deliverables.12. Monitor and maintain the development and implementation schedules.13. Analyze progress and suggest changes as deemed appropriate.14. Oversee preparation of all documents, correspondence and meeting agendas assigned

to the Contractor.15. Develop and implement a quality assurance process to ensure all objectives are met,

milestones are achieved and stakeholders are satisfied.16. Inform the District of any issues that might cause project delays.17. Institute quality control over all deliverables submitted for review.

c. Contractor shall provide a full-time, on-site Technical Project Manager for the Project with a minimum of five years of systems integration project experience and two years of large systems integration project experience, to perform the following responsibilities:1. Facilitate the system design process and ensure that appropriate technical resources

are available to the District project team to expedite the discussion and resolution of system design, interface, testing, development and operations issues.

2. Participate in the system requirements definition and design meetings and the system interface design meetings and will be responsible for the development and finalization of all system design documents.

3. Manage the system development and testing activities and will be responsible for the preparation of all related status reports and deliverables.

d. Contractor shall provide an on-site Organizational Change Project Manager with a minimum of five years of organizational change experience and two years of organizational change experience on large systems integration projects.

e. The proposed Contractor Project Director, Contractor Project Manager, Contractor Technical Project Manager, and Contractor Organizational Change Project Manager




specified in the proposal shall be the same staff that will carry out the work of the Agreement. In addition, the District reserves the right to disapprove the continuing assignment of Contractor or Subcontractor personnel provided to the District under this Agreement. When practical, the District will provide as much notice as possible if personnel are to be replaced, but the District reserves the right to have personnel removed immediately if this is deemed necessary. Any such requests made verbally will be followed by a written request within 24 hours. The District agrees to work with the Contractor management to handle personnel replacements in a reasonable manner. Contractor or Subcontractor will be given a reasonable period of time (not to exceed 5 working days) to present to the District resumes of replacement personnel for District approval.

f. Contractor shall contractually obligate the Contractor Project Director, Contractor Project Manager, Contractor Technical Project Manager, and Contractor Organizational Change Project Manager to the Project.

g. Contractor shall provide a two-week written notice to the District Project Manager and District Project Director if personnel are to be replaced.

h. Contractor shall provide an on-site Training Expert with a minimum of five years of training experience and two years of training experience on large systems integration project experience.

i. In addition to a Contractor Project Director, Contractor Project Manager, Contractor Technical Project Manager, Contractor Organizational Change Project Manager, and Contractor Training Expert, the Proposer shall propose an appropriate mix of systems analysts, systems integrators, network specialists, trainers, operations staff, support staff and any other job classifications deemed necessary and appropriate by the Proposer.

j. Contractor shall maintain an appropriate staffing mix and staffing levels for the duration of the Agreement.

k. For Proposer staff not named in the Proposal that will be providing personal services required in this RFP, Contractor shall agree to provide resumes and obtain District approval before assignment to the Project.

l. Contractor shall not reassign project team members to other projects while in the employment of Contractor if such reassignment will conflict with the work the individual is to perform on the Project. The District recognizes that resignation or other events may cause a project team member to no longer be available to Contractor. If this occurs, then Contractor must be aware that the District reserves the right to approve all staff assigned by Contractor to the Project. This also includes substitutions made between submittal of the final proposal and actual start of the Project, as well as staffing changes that may be made during the course of the Project.

m. Any replacement personnel during the life of the Agreement shall meet or exceed the skill level that the Proposer proposed and was scored on.

1.3.3.1 Subcontractors

a. Contractor shall assume responsibility for coordination, control, performance and payment of Subcontractors, if any.




b. Any Subcontractor that the Contractor chooses to use in fulfilling the requirements of this RFP and that is expected to receive more than 10 percent of the estimated value of the Agreement shall meet all technical requirements and system requirements of this RFP, as applicable.

c. Subcontractors shall meet all prerequisites and standards and shall adhere to the same operational standards and requirements as the Contractor.

d. Contractor shall be responsible for the completion of any work that has been subcontracted.

e. Contractor shall notify all Subcontractors of all Agreement terms and conditions. f. For Subcontractor staff not named in the Proposal that will be providing personal services

required in this RFP, Contractor shall provide resumes and obtain District approval before assignment to the Project.

g. Contractor shall obtain prior written approval from the District prior to subcontracting the performance of any required service after the execution of the Agreement.

1.4 Project Risk

a. Contractor shall manage project risks throughout the life of the Agreement. These may include, but are not limited to, SEI risk management principles. Contractor may also identify any other anticipated risks or potential risks that may impact the Project.b. Contractor shall inform the District Project Director of risks by including an updated risk report with each monthly project status report.

c. Contractor’s risk report shall include the following items:1. Risk monitoring activities2. Risk identification 3. Analysis of risk 4. Proposed risk mitigation measures5. Results of prior risk mitigation measures.

1.5 Project Communication

1.5.1 Monthly Project Management Status Report

a. Contractor’s Project Manager shall prepare and submit monthly project management status reports.

b. Monthly project management status reports shall address the overall project status with respect to the project work plan and shall provide progress information on all completed, ongoing and planned project activities, deliverable status and the next month’s schedule for review and proposed changes to the project work plan. These reports shall summarize any outstanding project issues or obstacles and detail any proposed deviations from planned activities, schedules, budgets, or staffing.

c. Each monthly project management status report shall have a current project schedule attached that incorporates planned and actual start and end dates, percentage complete, dependencies and critical items.




1.5.2 Monthly Risk Status Reports

a. Contractor’s Project Manager shall prepare and submit monthly risk status reports. b. The monthly risk status report shall provide formal written evidence of problems, risks

and issues requiring attention with proposed remedies. c. The monthly risk status report shall be certified to be accurate by Contractor’s Project

Manager and must be approved by the District Project Manager.

1.5.3 Project Status Meetings

a. Contractor’s Project Manager and other Contractor staff as required, shall attend weekly and monthly project status meetings.

b. At project status meetings, Contractor’s Project Manager shall present the current project status.

1.5.4 Stakeholder Communication

a. Contractor shall provide reasonable assistance, at the request of the District, in establishing and maintaining communication liaisons and coordination with internal and external stakeholder groups, government and community organizations and committees, or similar entities that demonstrate an interest in the performance or objectives of the contract.

b. At the request of the District, Contractor shall also participate in consultations with other stakeholder groups at locations throughout the District. These other stakeholder groups include, but are not limited to, District employees, external agency personnel, etc.

1.6 Business Process Reengineering (BPR)

a. Contractor shall develop on-line BPR planning document(s) for the system.b. Contractor shall conduct BPR according to the BPR planning document(s) approved by

the District Project Manager.

1.7 Change Management

a. Contractor shall develop on-line change management planning document(s) for the system.

b. Contractor shall conduct change management according to the change management planning document(s) approved by the District Project Manager.

2. Software Modifications and Interface Developmenta. Contractor shall develop on-line software modification and interface development-

planning document for the system.b. Contractor shall execute software modification and interface development according to

the software modification and interface development-planning document approved by the District Project Manager.

c. Documentation shall at all times reflect the current functionality and capabilities, operating and maintenance procedures and limitations of the system in the form of




professional quality, printable user manuals provided (at no cost to the District) as changes occur. The District must approve all updates supplied.

d. The Contractor shall provide the District with the tools, associated licenses, if applicable and access to all project documents and data throughout the term of the Agreement.

3. System Security a. Contractor shall develop a system security planning document(s) for the system that

conforms to all applicable federal, state and District regulations. b. The system security planning document(s) shall include, but is not limited to, controls to

appropriately manage system security.c. The security plan shall include security management for intended and unintended system,

communications and physical environment breaches.d. The security plan shall include a definitive list of hardware, software, and procedures

required to implement security.

4. Failure Recoverya. Contractor shall develop a failure recovery planning document(s) to ensure continuity of

the critical functions of the system.

5. Disaster Recovery a. Contractor shall develop a disaster recovery and contingency planning document(s) to

ensure continuity of the critical functions of the system.b. The disaster recovery and contingency planning document(s) shall provide for

reconstructing all system elements and functionality when other recovery action is impossible.

c. Contractor shall develop procedures to ensure disaster recovery within timeframes to be mutually agreed upon with the District based on the severity of the disaster.

d. Contractor shall provide means for the safe redundant storage of system backup information.

6. System Capacitya. Contractor shall develop a capacity planning document(s) for the system.b. Contractor shall insure adequate capacity of the system for the life of the Agreement

without regard to the ultimate accuracy of any transaction volume projections provided by the District and in accordance with the capacity planning document(s) approved by the District Project Manager.

c. Capacity planning document(s) shall cover ‘end-to-end’, itemized capacity needs.

7. Testinga. Contractor shall develop a system test planning document(s) for the system that includes,

but is not limited to, a test master plan.




b. Contractor shall conduct system testing according to the system test planning document(s) approved by the District Project Manager.

c. Project system testing shall include, but is not limited to, functional testing, technical testing, performance testing, acceptance testing, capacity testing, disaster recovery testing, and security testing.

8. Training a. Contractor shall develop a system training planning document(s) for the system.

b. Contractor shall provide training according to the system training planning document(s) approved by the District Project Manager.

d. Contractor shall work with the PeopleSoft vendor in the customization of training manuals based on specific District requirements.

9. System Performance a. Contractor shall develop a system performance measurement planning document(s) for

the system.b. Contractor shall conduct performance measurement throughout the life of the Agreement

in accordance with the system performance planning document(s) approved by the District Project Manager.

10. Deployment a. Contractor shall develop a deployment planning document(s) for the system.b. Contractor shall deploy the system according to the deployment planning document(s)

approved by the District Project Manager.

11. System Operationsa. Contractor shall develop a system operation planning document(s) for the system that

includes, but is not limited too, an establishment of a process to record and track problems that affect the system.

b. Contractor shall provide technical expertise, on-line documentation, and training to the district’s help desk staff. Post implementation, the help desk should be able to effectively utilize the training and documentation to resolve level 1 trouble calls.

12. System Maintenance a. Contractor shall develop a system maintenance planning document(s) for the system.b. Contractor shall maintain all project-related software, services and hardware throughout

the term of the Agreement according to system maintenance planning document(s) approved by the District Project Manager.

c. Contractor shall thoroughly document all hardware and software maintenance and updates for the system.

d. Contractor shall provide knowledge transfer during the implementation so that District personnel will be able to handle routine system maintenance and operations by the end of the implementation.




13. Data Conversion and Archivinga. Contractor shall develop a data conversion and archiving planning document for the

system.b. Contractor shall execute data conversion and archiving according to the data conversion

and archiving planning document approved by the District Project Manager.c. The Contractor shall provide the District with the tools, associated licenses, if applicable

and access to all project documents and data throughout the term of the Project.



IV. Proposer Response





A. IntroductionWhile Section I of this RFP establishes the basic content and rules of preparation of the Proposer’s response, this section specifies the format of the Proposer response.

ALL RESPONSES MUST BE SUBMITTED ON THIS FORM OR ITS COPY. FAILURE TO ACCURATELY COMPLETE THE REQUIRED FORMS MAY RESULT IN REJECTION OF A PROPOSAL.

The remainder of Section IV consists of the following subsections: Administrative Requirements: Proposal Checklist - provides a checklist of materials requested to be supplied by the

Proposer. Exceptions – provides a section on exceptions taken to RFP and/or District Services

Agreement. Proposer Company Information - provides a questionnaire to supply general

information about each entity (e.g., subcontractor, partner) that is a party to the proposal. A separate questionnaire should be completed for each entity.

References – provides a section on Proposer references. Proposer Questions - requests general information regarding the Proposer’s general

qualification. Contract-Related Information - requests additional information regarding the proposal

and identifies certain contractual provisions, which the District requires be submitted with the successful proposal.

Statement of Work Technical Requirements – requires specific information regarding the Proposer’s responses to Technical Requirements detailed in Section III.

Additional Proposer responses are required for Section V—Costs, which contains forms to supply all costs associated with the proposal. This section shall be sealed in a separate proposal envelope.




B.Administrative Requirements1.0 ChecklistThe following checklist has been included to ensure Proposer compliance to the required RFP responses. Please indicate whether each item specified is included in your response and cross-reference to the page where the item is located.

ItemIncluded

Y/NProposal Page Refer-

enceProposal Cover Sheet /Form

Proposer Response (RFP Section IV), Including:Administrative Requirements

Proposal ChecklistExceptions to RFP and Sample District Contract Agreement in Appendix AProposer Company InformationReference ListAnswers to Proposer Questions

Technical RequirementsCost Proposal (RFP Section V)Proposal BondAudited Financial Statements

If any of the requested items are not included, please explain the reason. Proposals may be rejected if any requested item is not completed and submitted.

2.0 ExceptionsIdentify any exceptions taken to the RFP and/or the District’s Services Agreement, Appendix A. All exceptions must be documented here regardless if they are referred to elsewhere in the proposal.




3.0 Company InformationThis section must be completed for the systems integrator and all subcontractors included in the proposal.

Company NameLocal AddressHeadquarters AddressCompany Web Site AddressContact Representative(s)

Name TitleTelephone and E-mail Address

3.1. How many years has the company actively provided ERP systems integration services to large school districts? To state and local government entities?

3.2. Which office will serve the District?

3.3. How many years has this office, which will service the District, been operational?

3.4. How many employees/consultants does the company have?Total number of employeesConsultants nationwideConsultants in North AmericaConsultants in public sector/educationConsultants in the office serving the District

3.5. What was the company’s quarterly/annual gross revenue and net profit as a percent of sales for the two most recent fiscal quarters and the previous two fiscal years?

Company:

Quarterly/Annual Gross

Net Profit as a Percent of Sales

Most Recent Fiscal QuarterSecond Most Recent Fiscal QuarterFiscal Year 2001 $ %Fiscal Year 2000




3.6. Provide a copy of the company’s financial statements for the two most recent fiscal quarters and the last two fiscal years (include subcontractors). Indicate attachment name/number.

3.7. Please provide at least one bank reference.

Bank NameContactAddressPhone

3.8. Dun & Bradstreet Number

4.0 Instructions for Reference List:This section must be completed for the systems integrator and all subcontractors included in the proposal. Provide a reference list, with the information indicated in the table below, for 10 sites at which services similar to those required by the District were provided.




Reference list for: <PROPOSER NAME HERE>

Name, AddressContact, Title

Phone Number

Approx. Number of

Employees/Operating

Budget/ Stu-dent Popula-tion Size/No. of End Users

Applications Implemented (Product Name & Version no./

Install Date)

Type of System In-stalled

(Hardware, DBMS, OS)

Systems Inte-grated/

Interfaced (Product Name & Version no.)

Contract Amount

$Start-End Dates of

Implementation1

2

3

4

5




Name, AddressContact, Title

Phone Number

Approx. Number of

Employees/Operating

Budget/ Stu-dent Popula-tion Size/No. of End Users

Applications Implemented (Product Name & Version no./

Install Date)

Type of System In-stalled

(Hardware, DBMS, OS)

Systems Inte-grated/

Interfaced (Product Name & Version no.)

Contract Amount

$Start-End Dates of

Implementation6

7

8

9

10




5.0 Proposer QuestionsThe following questions must be answered in detail. The District believes that the answers to these questions will enable a consistent evaluation of Proposer qualifications. Whenever possible, complete and concise answers, are preferred.

5.1. Please specify the date on which your company received its PeopleSoft Implementation Partner Certification.

5.2. Please list the years since 1990 that your company has received the PeopleSoft Award of Excellence.

5.3. Please indicate the number of PeopleSoft implementations that your company has started and successfully completed. Successful completion is defined as the system installed to the satisfaction of the client. Indicate the number that is school districts and their physical location (e.g., California, etc.).

5.4. Please indicate the number of year’s experience your company has working with PeopleSoft products, specifically, Human Resources Management, Financial Management, and Enterprise Portals products.

5.5. How many consultants are qualified to work in school district implementations (qualified is defined as at least one year of experience)?

5.6. How many consultants are qualified to work on large engagements (qualified is defined as at least one year of experience)?

5.7. What percentage of your staff has been:5.7.1 Developed through training and project experience (and is this their first

application vendor experience)? What is the average length of experience and number of PeopleSoft-specific engagements among your staff?

5.7.2 Redeployed from other vendor initiatives?

5.7.3 Recruited from competitors for experience with this vendor’s products?




5.7.4 Recruited from the general marketplace for experience with this vendor’s products?

5.8. Describe the amount of money, per year, spent on research and development of toolsets and methodologies for PeopleSoft in the last three years; forecast for the next three years.

5.9. Identify what you believe are your top five differentiators in the PeopleSoft application implementation market (potential examples could be fixed-price contracts, “rapid” implementations, globally consistent capabilities, industry templates, innovative knowledge transfer techniques and vendor recognition awards), and explain why you believe you are uniquely positioned.

5.10. Do you have industry (i.e., school district) process templates developed?

5.11. Describe your other industry-specific initiatives around PeopleSoft products (e.g., participation in an industry center of excellence or investment in product extension).

5.12. Describe any PeopleSoft-related table or parameter-configuration tool you have developed. Can clients continue to have access to these tools once your contract to implement the product is finished?

5.13. Describe your capabilities for assisting clients in development of overall architecture, and technical support for the implementation of PeopleSoft products, including Human Resources Management (V 8.3), Financial Management (V 8.4), and Enterprise Portal (V 8.4).




6.0 Contract-Related Information

6.1. Who is the authorized negotiator?

Name/TitleTelephoneE-mail Address

Specific items required in the contract include the following. Any exceptions taken must be documented in the Exceptions Section of the proposal.

6.2. Will you agree to a fixed price contract?

6.3. Will you agree to a milestones based payment schedule?

6.4. Do you accept a payment schedule with at least 10% percent holdback of the entire contract until final acceptance?

6.5. The District requires a guaranteed system availability of 99.9% for the proposed application excluding client initiated downtime. Will you provide this system availability guarantee? If not, explain what system availability will be guaranteed. If guaranteed system availability will not be provided explain why.

6.6. The District requires that the application response time for any system user not exceed two (2) seconds 98 percent of the time and no operations exceeding three (3) seconds 99 percent of the time. Response time is defined as the time elapsed between depressing the “Enter” key and the appearance of data requested or the next screen during data entry tasks and direct or indexed inquiries. Will you provide this system response time? If not, explain.

6.7. The District requires a 60-day initial system Performance Acceptance testing period from the date the system is fully operational. Do you agree to a 60-day Performance Acceptance testing period?

6.8. Are you willing to subcontract with PeopleSoft for 15% of consulting services?




7.0 Statement of WorkUsing the following outline, please provide a proposed statement of work. In addition, if sub-contractors are proposed, the Proposer must indicate in the statement of work how sub-contractors will be integrated into the Proposer’s proposed approach.

Project Background Project Scope Project Organization Structure (e.g., Proposer and District teams) Staffing (e.g., additional staffing and backfill requirements, etc.) Roles and Responsibilities (e.g., job description, titles, etc.) Other Resource Requirements (e.g., site preparation facilities, electrical, work space,

etc.) Project Methodology Phase (e.g., Project Preparation) Implementation and Task Plans for Project Planning, Business Process Re-

engineering, etc. Deliverables (e.g., Detailed Project Schedule) Assumptions (e.g., time required of team members) Project Management Project Meetings (e.g., status meetings—frequency and attendance) Reports (e.g., status reports—frequency of reports, contents) Project Issues Resolution (e.g., issues database—description of approach to issue

identification, evaluation, resolution, etc.) Project Change Control Approach System Acceptance—User Acceptance and Technical Testing Methodology Document Deliverables Application Deliverables (e.g. system acceptance test and approval process) Project Schedule Payment Schedule based on deliverables and/or milestones




C.Technical Requirements ResponseThe following responses should be developed using Microsoft Word and must follow the format detailed below, including section reference numbers. The Proposer must provide a background and scope of work section preceding the responses to detailed technical requirements

1.0 Project Management and Implementation1.1 Project Schedule: The Proposer must provide a proposed Project Schedule.

1.1.1 The Project Schedule shall be represented in a Gantt chart showing proposed start and end dates of all tasks and subtasks.

1.1.2 The Project Schedule shall show for each deliverable the time period for District review and comment, the subsequent time period for correction by Contractor prior to final submission and deadline for acceptance of the Final version of the deliverable.

1.1.3 The Project Schedule shall provide dates of system migration and District responsibilities and timeframes. The schedule should be based upon the number of months after contract signing and should represent “not to exceed” or guaranteed completion dates. Any contingencies, such as tasks requiring District effort, should be identified.

1.2 Project Quality

1.2.1 Configuration Management: The Proposer shall describe the proposed software configuration management activities to be performed during the life cycle of the software. The response shall include the following:

1.2.1.1 The responsibilities and authorities for accomplishing the planned software configuration management activities, identify the required coordination of software configuration management activities with other activities of the Project and identify the tools and the resources required for the execution of the plan.

1.2.1.2 The methods, procedures and automated software and system tools the Proposer will use to track hardware and software inventories and site-based hardware and software configurations.

1.2.2 Issue Management: The Proposer shall describe its proposed approach to issue management for the Project, including the methods, procedures, and software to be used.

1.2.3 Work Standards: The Proposer shall describe its proposed approach, including specific tools, for the development and maintenance of District-specific documentation (e.g., business process maps, business rules).

1.2.4 Project Deliverable: The Proposer shall describe its internal deliverable review processes for assurance of deliverable quality. In addition to describing the deliverable development process, the Proposer shall include all internal checks and reviews performed prior to deliverable submission and indicate the staff responsible at each stage of review.




1.3 Project Organization and Staffing: The District anticipates that the Proposer will propose a project team composed of the best-qualified staff for the Project. Given the size, scope and complexity of the Project, it is important that the Project be staffed and organized to work most effectively. The Proposer shall provide the following information on the proposed project team for the Project, including all Subcontractor staff:

1.3.1 Provide name(s) and resume(s) of the individual(s) who would potentially be designated the Project Director.

1.3.2 Provide name(s) and resume(s) of the individual(s) who would potentially be designated the Project Manager.

1.3.3 Provide name(s) and resume(s) of the individual(s) who would potentially be designated the Technical Project Manager.

1.3.4 Provide name(s) and resume(s) of the individual(s) who would potentially be designated the Organizational Change Project Manager.

1.3.5 Provide name(s) and resume(s) of the individual(s) who would potentially be designated the Training Expert.

1.3.6 Provide assumptions for estimating the staff resources necessary to meet the needs of the Project, including total number of full time equivalent staff in the various positions proposed, summaries of the number, level and type of staff for each task and subtask in the project work plan.

1.3.7 Provide a list of the names, role/positions, responsibilities, onsite hours per month and duration of assignment for each of your personnel that may be assigned to the Project.

1.3.8 Attach or reference section of resumes showing professional experience and educational qualifications of personnel to be assigned directly to the project team. Indicate the number of years experience with implementing similar systems in large school district implementation and include project references.

1.3.9 Describe your plan in maintaining continuity in the composition of the project team.

1.3.10 A project organization chart that shows all project staff members, staff assignments and the proposed lines of authority and communication within the proposed project team. The project organizational charts must clearly identify the relationship between Proposer and Subcontractor staff.

1.3.11 The Proposer’s management structure and the methods to ensure adequate oversight and executive direction for the Project.

1.3.12 Identify how the project team will interact with the District project team members.

1.3.13 Provide a list of District project team members required to assist in the implementation of the proposed system(s). Include team role, number of people assigned to role type, a brief description of tasks, estimated number of staff hours per role per month, and duration of assignment required.




1.3.14 Describe the skills required minimum level of experience of the District staff.

1.3.15 Describe your proposed approach to skill transfer.

1.4 Risk Management: The Proposer shall describe its proposed approach to risk management for the Project.

1.5 Project Communication: The Proposer shall describe its proposed approach to project communication for the Project.

1.6 Business Process Reengineering (BPR): The Proposer shall provide a detailed description of its proposed approach to BPR during implementation. Include a description of the District’s responsibilities during these efforts.

1.7 Change Management: The Proposer shall provide a detailed description of its proposed approach to change management during implementation.

1.8 System Architecture: The Proposer shall provide a recommended system architecture for the District’s implementation of PeopleSoft Human Resources Management (V8.3), Financial Management (V8.4), and Enterprise Portal (V8.4).

1.9 Implementation Methodology/Approach

1.9.1 Describe the Proposer’s specific implementation methodology. Provide a copy of the overview document for this methodology and the process flows supported by the Vendor software.

1.9.2 Given the information in this document, as well as the Proposer’s experiences with school districts, the Proposer should recommend the implementation strategy that the District should employ. Include rationale and assumptions. The District would like to evaluate the Proposer’s understanding of the rollout issues facing the project team.

2.0 Software Modifications and Interface Development2.1 The Proposer shall describe its approach to validating the modifications necessary

to the Vendor’s standard packages to meet the requirements of the District.

2.2 Describe the proposed approach to developing any required customization and how Vendor would be involved.

2.3 Describe the proposed approach to developing system interfaces.

2.4 The Proposer shall provide a list of proposed deliverables, each with a description and outline of its content.

2.5 The Proposer shall describe the tools used to develop software modifications and interfaces.




2.6 The Proposer shall cite three examples of significant customization around the Vendor’s standard package. The Proposer should identify any assurances provided to the Proposer’s clients, that the code in the examples cited would migrate easily to the next release of the product.

3.0 System SecurityThe Proposer shall describe its proposed approach to system security.

4.0 Failure Recovery The Proposer shall describe its proposed approach to failure recovery.

5.0 Disaster RecoveryThe Proposer shall describe its proposed approach to disaster recovery.

6.0 System CapacityThe Proposer shall describe its proposed approach to system capacity, including:

6.1 The process to be utilized to ensure appropriate capacity of all components of the system, including hardware, software and network components.

6.2 The methodology, tools and type(s) of data required to conduct periodic and ongoing capacity planning. This includes a description of whether the Proposer is using automated tools or an established industry standard capacity methodology or model.

6.3 The content and source(s) of data to be utilized for capacity planning.

6.4 Past and ongoing experience with capacity planning. The Proposer shall describe what lessons have been learned and how such lessons have been applied to the current methodology.

7.0 TestingThe Proposer shall describe its proposed approach to System Testing. The selected systems integrator for the Project must anticipate extensive participation in the testing process by representatives from the District. The District will participate in conducting the tests and assessing test results.

8.0 TrainingThe Proposer shall describe its proposed approach to training.




9.0 System PerformanceThe Proposer shall describe its proposed approach to system performance. Approach should address how system performance will be measured throughout the life the Project, including the proposed methods, tools and techniques for performance measurement.

10.0 DeploymentThe Proposer shall describe its proposed approach to system deployment. Description should include, but not be limited to, the proposed methods, tools and techniques to facilitate deployment and a process for deployment verification.

11.0 System OperationsThe Proposer shall describe its proposed approach to system operations. Description should include, but not be limited to, a description of the proposed system operation process that includes implementation, testing and user support.

12.0 System MaintenanceThe Proposer shall describe its proposed approach to system maintenance. Description should include, but not be limited to, the proposed process for transition to the maintenance phase, problem and modification analysis, modification implementation, maintenance review and acceptance and deployment.

13.0 Data Conversion and ArchivingThe Proposer shall provide a detailed description of its proposed approach to data conversion. All associated conversion costs shall be included in “Other Costs” portion of Section V, Costs of this document.



V. Costs

V. Costs



V. Costs

A. IntroductionThis area contains all one-time and recurring costs for the proposed systems. Proposer’s cost must be fixed priced based on District’s requirements and inclusive of all costs for the proposed system. All costs must be provided on the following cost tables and must be filled out completely. The Cost Proposal must be submitted separate from the other proposal submission documents.

Systems Integration and Implementation Services Optional Costs Total Cost Summary

Note:1.0 Do not include sales tax on any services.2.0 Identify all optional cost items



V. Costs

B.Systems Integration and Implementation CostsDescribe and list all other costs that would be associated with implementation of your system. Costs not otherwise identified will not be accepted in a final contract. The total should agree with the other costs total in the Total Cost Summary.

Finance Human Resources TotalProject ManagementImplementation (excluding Enterprise Portal: Data Warehouse and Reporting)IntegrationTemporary InterfacesPermanent InterfacesBusiness Project Reengineering (BPR) ServicesOut-of-Pocket ExpensesPerformance BondOn-Line District-specific DocumentationEnterprise Portal: Data Warehouse and ReportingOther (specify)

Total Other Costs $ $ $



V. Costs

C.Optional CostsList and describe all optional costs items that could be associated during the implementation of the system.

Options Cost

Total Optional Costs $



V. Costs

D.Hourly RatesFor any item of service that falls outside this contract, stipulate the hourly rates to provide the service. These rates shall be fixed for the duration of the implementation services agreement.

Hourly Rates

Programming $Design $Implementation $Other $



V. Costs

E. Total Cost SummaryProvide a summary of all one-time costs for the system you are proposing. The subtotals carried forward to this page should agree with the detail schedules on the preceding pages.

Financial Modules

Human Resource Modules Total

Systems Integration and Implementation

$ $ $

Total One-time Costs $ $ $

Optional Costs $ $ $

TOTAL COSTS $ $ $



Appendix A – ERP Services Agreement

Appendix A– ERP Services Agreement




SAN DIEGO UNIFIED SCHOOL DISTRICT

AGREEMENT P23-21-12

1. PARTIES AND DATE

1.1 This Agreement is made this ___ day of _________, 2002 by and between The San Diego Unified School District (hereinafter referred to as “DISTRICT”) and ______________ (hereinafter referred to as “CONTRACTOR”), both of which may be referred to as hereinafter as the “Parties.”

WITNESSETH:

The parties do agree as follows:

2. RECITALS

2.1 DISTRICT issued a Request for Proposal (RFP) for an Enterprise Resource Planning (ERP) System dated August 9th, 2002, seeking services to provide the DISTRICT with a comprehensive, fully integrated Enterprise Resource Planning System (ERP), including implementation, integration, conversion, training, customization, documentation and project management services.

2.2 In response to the RFP, CONTRACTOR submitted a written Proposal dated __________ (the “Proposal”).

2.3 In providing ERP to DISTRICT, CONTRACTOR will furnish services, all as more particularly described in the RFP and the PROPOSAL that contain detailed administrative and technical requirements.

3. DEFINITIONS

3.1 Proposal

The term “Proposal” shall mean the formal, written response by the CONTRACTOR to the DISTRICT’s RFP and all subsequent written material clarifying and expanding upon the proposal.

3.2 Application Software

The term “Application Software” or “Application” shall mean the computer programs and documentation, which performs the particular function, which is part of the DISTRICT work to be accomplished through the use of the provided system.

3.3 Enterprise Resource Planning

The term “Enterprise Resource Planning” or “ERP” shall mean the Application Software implemented and integrated under this Agreement which performs the functions of Human




Resources Management (including Payroll, Time and Labor, ePay, Benefits Administration, eRecruit, eProfile), Financial Management (including General Ledger, Receivables, Payables, Asset Management, Budget Planning, Cash Management, Projects, Grants, Billing, Purchasing, Inventory, eProcurement) and Enterprise Portal .

3.4 ERP Application Source Code

The term “ERP Application Source Code” shall mean the files and documents containing the written code that is translated/compiled into executable machine language, excluding third party database engine and operating system programs.

4. TERMS

4.1 CONTRACTOR to Provide Service

CONTRACTOR shall provide all services required to implement and integrate the ERP in accordance with CONTRACTOR’s proposal.

All hardware and software provided by CONTRACTOR shall be fully compatible with existing DISTRICT hardware and software that will be utilized in the application of the CONTRACTOR provided software.

DISTRICT reserves the right to procure any non-proprietary hardware items from alternate sources.

4.2 Key Personnel and Key Positions

4.2.1 CONTRACTOR shall provide the individuals designated as Key Personnel. These individuals will be dedicated to perform the services under this Agreement for the duration of this Agreement unless the individual becomes unavailable to perform as a result of death, illness, disability, termination of his or her employment relationship with CONTRACTOR or DISTRICT elects to reduce staff levels.

4.2.2 If a Key Personnel becomes unavailable, CONTRACTOR shall provide DISTRICT with a resume of a proposed replacement within a ten working day period and will offer DISTRICT an opportunity to interview the replacement. In no event will the interview of the replacement of the Key Personnel take more than five business days following the day the former Key Personnel becomes unavailable, unless expressly waived in writing by DISTRICT. If DISTRICT determines that the replacement proposed by CONTRACTOR does not have the ability and experience to perform the services required under this Agreement, DISTRICT will so notify CONTRACTOR within a two-day period after the interview. In that situation, the process will be repeated until DISTRICT has approved a replacement proposed by CONTRACTOR.

4.2.3 The DISTRICT shall identify Key Positions within 90 days of contract initiation. CONTRACTOR shall provide DISTRICT with resumes of individuals proposed for Key Positions and will offer DISTRICT the opportunity to interview proposed individuals. If DISTRICT determines that an individual proposed by CONTRACTOR does not have the ability




and experience to perform the services required under this Agreement, DISTRICT will so notify CONTRACTOR within a two-day period after the interview. In that situation, the process will be repeated until DISTRICT has approved individuals proposed for Key Positions by CONTRACTOR. Selected individuals will be dedicated to perform the services under this Agreement for the duration of this Agreement unless the individual becomes unavailable to perform as a result of death, illness, disability, termination of his or her employment relationship with CONTRACTOR or DISTRICT elects to reduce staff levels.

4.3 Independent Contractor

DISTRICT is interested only in the results obtained under this Agreement. The manner and means of achieving the results are subject to CONTRACTOR’s discretion and control. CONTRACTOR is an independent contractor for all purposes and is not an employee or agent of DISTRICT. Nothing in this Agreement shall authorize or empower CONTRACTOR to speak for, represent or obligate DISTRICT in any way, other than as specifically authorized in advance in writing by DISTRICT. CONTRACTOR shall be solely responsible for filing appropriate federal, state, and local tax returns, and paying all such taxes or fees, including estimated taxes and employment taxes due, with respect to CONTRACTOR’s receipt of payments under this Agreement.

4.4 Service

DISTRICT hereby agrees to purchase services upon the terms, conditions and provisions of this Agreement.

4.5 Costs for Services

The purchase price to DISTRICT for all fees for all services provided by CONTRACTOR pursuant to this Agreement is $ _________ and is payable as provided herein. This dollar figure includes all costs and fees for services.

4.6 Costs Adjustment

If, during the term of this Agreement, CONTRACTOR provides any equipment, operating software, licensed software, maintenance, training or documentation to any other of its customers at prices less than those specified in this Agreement or the Proposal, DISTRICT shall receive the benefit of those lower prices for any equipment, operating software, licensed software, maintenance, training or documentation received subsequently, and the costs for services and equipment specified in the Proposal or this Agreement shall be reduced accordingly.

4.7 Agreement Components

The Parties’ entire agreement concerning the ERP consists of: (1) this Agreement; (2) the exhibits to this Agreement; (3) the RFP; and (4) the CONTRACTOR’s Proposal as it may be revised by mutual consent of DISTRICT and CONTRACTOR prior to the execution of this Agreement. The Parties’ agreement concerning the ERP shall be interpreted by taking all documents as being cumulative and reading them together. Any contradiction between or among




such documents shall be resolved in favor of this Agreement first, then in favor of the exhibits to this Agreement, then in favor of CONTRACTOR’s Proposal and finally, in favor of the RFP.

4.8 Site Preparation.

DISTRICT shall prepare at its own expense the ERP installation site in accordance with the requirements of CONTRACTOR’s Proposal. CONTRACTOR represents that the minimum and maximum electrical requirements set forth in its Proposal, as well as all other permitted ranges of environmental variations are satisfactory for operation of the ERP. CONTRACTOR shall be responsible for visiting the DISTRICT’s I.T. Department and finance department to obtain information to determine what is necessary to fully prepare the installation site. Upon completion of site preparation by DISTRICT, CONTRACTOR shall inspect the premises and notify the DISTRICT in writing that DISTRICT has complied with such requirements. The cost of any physical or environmental alteration or modification required for the successful installation, operation, and/or maintenance of the ERP (either by CONTRACTOR or DISTRICT) that is attributable to incomplete or erroneous site specifications provided by the CONTRACTOR shall be borne by the CONTRACTOR at no cost to DISTRICT.

4.9 Acceptance

The DISTRICT’s acceptance of the ERP shall be as provided herein.

4.10 Proprietary Rights in Hardware and Manufacturer’s Software

DISTRICT acknowledges that title to, and ownership of, all applicable patents, copyrights and trade secrets in the manufacturer’s software and all other proprietary information pertaining to the design and engineering of the hardware shall remain the property of the various manufacturers. CONTRACTOR shall provide a copy of the Application source code, database schema, macros and scripts to DISTRICT upon installation of the Applications upon the CONTRACTOR provided hardware on DISTRICT site.

4.10.1 CONTRACTOR agrees to maintain and update the source code as changes or modifications are made. In the event that the CONTRACTOR shall cease conducting business in the normal course, become insolvent, make a general assignment for the benefit of creditors, suffer or permit the appointment of a receiver for its business or its assets or shall avail itself of, or become subject to, any proceeding under the Federal Bankruptcy Act or any other statute of any state relating to insolvency or the protection of the rights of creditors, DISTRICT shall have access to the source code for the sole purpose of maintaining and updating the ERP to avoid cessation of service or loss to DISTRICT at no additional cost to the DISTRICT.

4.11 Reliability and Response Time

System reliability uptime shall be no less than 99.9 percent monthly over the five-year proposed life of the system. Response time, which is defined as the interval that elapses from the moment the user presses the “enter” key to the moment the last character of the computer’s reply is received and control is handed back to the computer workstation, shall be no more than 2.0




seconds for 98 percent of all transactions, and no more than 3.0 seconds for 99 percent of all transactions.

4.12 Fixed and Liquidated Damages

If (the work is not completed) in accordance with the terms, conditions, and specifications herein, it is understood that the District will suffer damage. It being impractical and infeasible to determine the amount of actual damage, it is agreed that the Contractor shall pay to the District as fixed and liquidated damages, and not as a penalty, an amount to be determined during contract negotiations, per working day of the delay until the work is completed and accepted, and the Contractor and his surety shall be liable for the amount thereof. Said sums shall be withheld from payment due the Contractor from the District.

4.13 Need for Equipment Due to Emergency

The CONTRACTOR shall make every reasonable effort to assist DISTRICT in procuring use of equipment compatible with that provided under this Agreement to meet emergencies such as major breakdown or unforeseen peak loads.

4.14 Documentation

CONTRACTOR shall provide current, accurate hardware and software documentation for the ERP as specified in RFP. CONTRACTOR shall also provide monthly progress reports of the implementation of the provide Applications.

4.15 Software Enhancements, Modifications and Revisions

Enhancements, modifications, upgrades, and revisions to the software provided under this Agreement shall be provided as part of a Warranty and Maintenance Agreement attached to this Agreement as an exhibit. For purposes of this Agreement, enhancements means all maintenance modifications and major upgrades, new releases, and “fixes” released relating to operating systems and Application software. Updated documentation shall be made available as enhancements are loaded. After the Warranty period, enhancements, modifications, upgrades and revisions shall be provided upon payment of the annual maintenance fee.

4.16 Connection to Other Equipment

DISTRICT maintains the right to connect the equipment herein contracted for, to any equipment manufactured or supplied by others including telecommunications equipment, terminal devices and similar equipment and devices. DISTRICT shall notify CONTRACTOR at least ten (10) days prior to any such connection and if both parties shall deem it necessary for proper maintenance of equipment, CONTRACTOR shall make or supervise the interconnection at DISTRICT’s expense, and if available, supply any interface devices required as described in published CONTRACTOR manuals at published prices, less any governmental discount.




5. IMPLEMENTATION, PAYMENT SCHEDULE AND RELATED SERVICES

5.1 Implementation Schedule

Implementation of the work shall be completed in accordance with the schedule provided in CONTRACTOR’s Proposal.

5.2 Contractor Certification

When the ERP is operational and fully tested by the CONTRACTOR in accordance with all applicable requirements, CONTRACTOR shall then certify to DISTRICT in writing that no liens of any nature are attached to ERP and that no claim or demand exists in favor of materials and/or labor furnished or supplied in the performance of any related work. Thereafter, a two-step acceptance test shall be performed by the DISTRICT, assisted by the CONTRACTOR, in accordance with procedures set forth in Sections 5.3 and 5.4 of this Agreement.

5.3 Functional Acceptance

As soon as possible within _(TBD)_ business days after certification of software delivery by Contractor, DISTRICT shall run the functional tests of each Phase of implementation of the software that DISTRICT deems necessary to determine that the functions of the phase of ERP comply with the specifications contained in the RFP. DISTRICT’s determination that the ERP complies with such specifications shall be deemed functional acceptance of the Phase. Functional Acceptance shall not prejudice DISTRICT’s right to accept or reject the ERP under Section 5.4.

5.4 System Acceptance

System Acceptance of the ERP by DISTRICT shall be in accordance with the following:

5.4.1 Immediately upon completing Functional Acceptance, DISTRICT shall begin the process of acceptance or rejection of each phase of ERP by operating it in accordance with normal operating practices over the business day period to determine if it complies with the specifications contained in the RFP. DISTRICT’s acceptance, conditional acceptance or rejection shall be by written notice given as soon as possible within the business days specified for the Phase.

5.4.2 If a conditional acceptance or rejection is made, DISTRICT’s notice shall set forth in reasonable detail the basis for its determination. The CONTRACTOR shall have twenty (20) business days to correct deficiencies. If CONTRACTOR cannot correct the deficiencies within 20 business days, DISTRICT, upon written notification to CONTRACTOR, may require CONTRACTOR to reduce the amount DISTRICT owes under this Agreement in an amount mutually agreed to by the Parties. If the Parties do not mutually agree upon such an amount within ten (10) business days after CONTRACTOR’s receipt of such notice, then the CONTRACTOR shall correct deficiencies in a timely manner as provided above.




5.4.3 After any correction of deficiencies to the Phase of ERP, any relevant portions of the tests described in the Sections 5.4 and 5.5 shall be run again for purposes of acceptance or rejection of such corrections. If after running such tests, the Phase of ERP still fails to comply with the specifications contained herein, DISTRICT shall have the right to terminate this Agreement immediately and obtain a full refund from CONTRACTOR of all funds expended pursuant to this Agreement and any applicable damages upon delivery of the ERP equipment to the CONTRACTOR.

5.5 Response and Reliability Remedies

If the ERP does not perform within the response time frames and Reliability Standards required by Section 4.11 of this Agreement, DISTRICT shall have the option either to renegotiate the Agreement price or terminate the Agreement and obtain a full refund from CONTRACTOR of all funds expended pursuant to this Agreement and any applicable damages upon delivery of the ERP equipment to the CONTRACTOR.

6. PAYMENT TERMS

Payment of the Agreement price shall be made in installments based on DISTRICT’s acceptance of the progress of CONTRACTOR’s performance by milestone within each Phase. 7. ADDITIONAL TERMS AND CONDITIONS OF THE WORK

7.1 Storage of Materials; Cleaning Up

CONTRACTOR shall be responsible for storage of any materials used in the installation and set-up of ERP, and DISTRICT shall not be responsible for loss of, or damage to, materials, tools, or appliances arising from acts of theft, vandalism, malicious mischief or other causes. CONTRACTOR shall keep the installation site in a clean and orderly condition and shall remove daily any resulting debris.

7.2 Extra Work

No claims for extra work shall be allowed unless DISTRICT has previously approved the same in a written change order.

7.3 Change Orders

Design, development and implementation work on DISTRICT approved change orders: CONTRACTOR and DISTRICT shall negotiate in good faith and in a timely manner as to the price of change orders. If the Parties reach an agreement, this Agreement shall be modified accordingly. The Board of Education must approve change notices.




7.4 Reports

CONTRACTOR shall submit written monthly reports to the DISTRICT’s I.T. Director or designee on the status of its performance in relation to the percentage completed of the milestones required by this Agreement so that DISTRICT is kept informed of its progress.

8. GENERAL PROVISIONS

8.1 Assignment

Neither party shall have the right to assign all or any portion of its rights and licenses granted or delegate any obligations assumed under this Agreement, and any attempted assignment or delegation shall be null and void; provided, however, the CONTRACTOR shall have the right to delegate matters to such subcontractors as provided in CONTRACTOR’s Proposal.

8.2 Termination

This Agreement will terminate or may be terminated as subject to the following conditions:

8.2.1 Termination by DISTRICT

This Agreement may be terminated by DISTRICT for any or all of the following reasons:

8.2.1.1 For any default by CONTRACTOR;

8.2.1.2 For the convenience of DISTRICT;

8.2.1.3 In the event of the insolvency of, or declaration of bankruptcy by, the CONTRACTOR, or

8.2.1.4 In the event sufficient appropriated, otherwise unobligated funds no longer exist for the payment of DISTRICT’s future obligations herein.

8.2.2. Termination for Default

The failure of CONTRACTOR to comply with any material term, condition, or provision of this Agreement shall constitute default. In the event of default, DISTRICT shall notify the CONTRACTOR of the specific act or omission by CONTRACTOR, which constitutes default. The CONTRACTOR shall have ten (10) business days from the date of receipt of such notification to correct such default. Termination for default shall be accomplished immediately upon written notice.




8.2.3 Termination for Convenience

The DISTRICT may terminate this Agreement in whole or in part whenever for any reason DISTRICT determines that such termination is in the best interest of DISTRICT. In such event, DISTRICT shall provide written notice to CONTRACTOR and termination shall be effective as of the date and time specified therein. The Agreement shall terminate without further obligation of DISTRICT as of that date, except the CONTRACTOR shall be paid for all work performed up to that time and DISTRICT shall return all hardware and software components which have not been fully paid for.

8.2.4 Termination for Bankruptcy or Insolvency

In the event CONTRACTOR shall cease conducting business in the normal course, become insolvent, make a general assignment for the benefit of creditors, suffer or permit the appointment of a receiver for its business or its assets or shall avail itself of, or become subject to, any proceeding under the Federal Bankruptcy Act or any other statute of any state relating to insolvency or the protection of the rights of creditors, the DISTRICT shall exercise its right to acquire Application source code held in escrow for the sole purpose of maintaining and updating the ERP to avoid cessation of service or loss to the DISTRICT, and DISTRICT may, at its option, terminate this Agreement. In such event of termination, DISTRICT shall provide written notice to CONTRACTOR and termination shall be effective as of the date and time specified therein.

8.2.5 Termination for Unavailability of Funds

Notwithstanding any other provision of this Agreement, the Parties agree that the charges hereunder are payable by DISTRICT solely from appropriated, otherwise unobligated funds. In the event such funds are determined in the sole discretion of DISTRICT to no longer be available or to be insufficient with respect to the charges payable pursuant to this Agreement, DISTRICT may terminate this Agreement without further obligation of DISTRICT up to the effective date of termination, except CONTRACTOR shall be paid for all work performed to such date.

8.2.6 Procedure upon Termination

Upon termination of this Agreement by DISTRICT, CONTRACTOR shall:

8.2.6.1 Stop work under this Agreement on the date and to the extent specified in the notice of termination;

8.2.6.2 Place no further orders or subcontract for materials, services or facilities, except as may be necessary for completion of such portion of the work under this Agreement as is not terminated;




8.2.6.3 Terminate all orders and subcontracts to the extent that they relate to the performance of work terminated;

8.2.6.4 Assign to DISTRICT, in the manner and to the extent directed by DISTRICT, all of CONTRACTOR’s rights, title, and interest under the orders or subcontracts so terminated, in which case DISTRICT shall have the right, in its discretion, to settle or pay any or all claims arising out of the termination of such orders and subcontracts;

8.2.6.5 Take such action as may be necessary, or as DISTRICT may direct, for the protection and preservation of any and all property or information related to this Agreement which is in the possession of the CONTRACTOR; and

8.2.6.6 Within ten (10) business days from the effective date of termination, deliver to DISTRICT all drawings, computer program source code, computer input and output, analyses, plans, tests, maps, and written materials necessary to the continued performance of the modules of ERP which are in productive use by the DISTRICT.

8.2.7 Payment on Termination for Convenience

If this Agreement is terminated for the convenience of DISTRICT, DISTRICT shall pay CONTRACTOR for services rendered by the CONTRACTOR up to the effective date of termination.

8.3 Confidentiality

8.3.1 During the course of the parties’ relationship, they may have access to confidential information of the other. Confidential information shall not be disclosed, orally or in writing, to any third party without the prior written consent of the owner of such information

8.3.2 CONTRACTOR shall protect confidential information with at least the same degree of care and confidentiality, but not less than a reasonable standard of care, which CONTRACTOR utilized for CONTRACTOR’s information which CONTRACTOR does not wish disclosed to the public.

8.3.3 DISTRICT shall protect confidential information with at least the same degree of care and confidentiality, but not less than a reasonable standard of care, which DISTRICT utilized for DISTRICT’s information which DISTRICT does not wish disclosed to the public.

8.3.4 The Agreement imposes no obligation upon either party (Recipient) with respect to the other party’s (Discloser’s) confidential information which Recipient can establish by legally sufficient evidence: (a) was in the possession of, or was rightfully known by Recipient without an obligation to maintain its confidentiality prior to receipt from Discloser; (b) is or becomes generally known to the public without violation of this Agreement; (c) is obtained by Recipient in good faith from a third party having the right to disclose it without an obligation of confidentiality; or (d) was required to be disclosed by applicable law provided that Recipient notifies Discloser of such requirement prior to disclosure and provided further that Recipient makes diligent efforts to limit disclosure.




8.4 Laws to be Observed

The CONTRACTOR shall perform pursuant to this Agreement in compliance with all federal, state, and local laws.

8.5 Governing Laws; Venue

The validity, interpretation, performance, and enforcement of this Agreement shall be governed by the laws of the state of California. The proper venue shall be the City of San Diego, or if appropriate the Federal District Court sitting in San Diego County, California.

8.6 Permits and Licenses

CONTRACTOR shall procure all permits and licenses necessary to perform pursuant to this Agreement and pay all related charges and fees.

8.7 Taxes, Insurance and Miscellaneous Expenses

All statements of prices, fees and charges payable to CONTRACTOR are net to DISTRICT excluding sales tax, delivery, transit insurance and other expenses of delivery. CONTRACTOR shall cooperate if the DISTRICT elects to self accrue Sales or Use Tax.

8.8 Force Majeure

Neither party shall be responsible for delays resulting from causes beyond the control of the party including, but not limited to, delays resulting from governmental action, inability to obtain services, power failure, acts of God or the failure of any product or service neither manufactured nor provided by the parties.

8.9 No Third Party Beneficiaries

This Agreement is not intended to create any right in or for the public, or any member of the public, any subcontractor, supplier or any other third party, or to authorize anyone not a party to this Agreement to maintain a suit to enforce or take advantage of its terms.

8.10 Anti-Discrimination Standards

It is the policy of the District that in connection with all work performed under contracts, there will be no discrimination against any prospective or active employee engaged in the work because of race, color, ancestry, national origin, religious creed, sex, age, or marital status. The Contractor agrees to comply with applicable federal and California laws, including, but not limited to, the California Fair Employment Practice Act, beginning with Labor Code Section 1410, and Labor Code Section 1735. In addition, the Contractor agrees to require like compliance by any subcontractors employed on the work.




8.11 City of San Diego Business License

Upon award of the contract, vendor shall provide proof of a current City of San Diego business license if the CONTRACTOR or subcontractor(s) is located in, or performs services within City limits.

8.12 Conflict of Interest

CONTRACTOR hereby certifies that no officer, agent or employee of DISTRICT who may have a pecuniary interest in this Agreement has participated in the contract negotiations on the part of DISTRICT.

8.13 Notices

Notices shall be in writing and deemed given when personally delivered or three (3) day after deposited in the United States mail, first class postage prepaid, return receipt requested, addressed to the person to whom notice is given at the addresses set forth below or at any other address designated by notice by a party:

To DISTRICT:

NameTitleAddressPhoneFax

To CONTRACTOR:

NameTitleAddressPhoneFax

9. INSURANCE

9.1 CONTRACTOR shall purchase Industrial Insurance, General Liability, Automobile Liability, and Property Insurance as described below:

9.1.1 Industrial Insurance. It is understood and agreed that there shall be no Industrial Insurance coverage provided for CONTRACTOR or any Subcontractor by DISTRICT. CONTRACTOR agrees, as a precondition to the performance of any work under this Agreement and as a precondition to any obligation of the DISTRICT to make any payment under this Agreement to provide DISTRICT with a certificate issued by an insurer in accordance with _______________.




9.1.2 It is further understood and agreed by and between DISTRICT and CONTRACTOR that CONTRACTOR shall procure, pay for, and maintain the above mentioned industrial insurance coverage at CONTRACTOR’S sole cost and expense. Should CONTRACTOR be self-funded for Industrial Insurance, CONTRACTOR shall so notify DISTRICT in writing prior to the signing of this Agreement. DISTRICT reserves the right to approve said retentions, and may request additional documentation, financial or otherwise, for review prior to the signing of this Agreement.

9.1.3 Comprehensive Public Liability Insurance or Comprehensive Liability Insurance (Bodily Injury and Property Damage) of not less than $1,000,000 combined single limit per occurrence, including but not limited to endorsements for the following coverages: Personal injury, premises-operations, blanket contractual and independent contractor’s liability.

9.1.4 Comprehensive Automobile Liability Insurance (Bodily Injury and Property Damages) on owned, hired, leased, and non-owned vehicles used in connection with CONTRACTOR’S business of not less than $1,000,000 combined single limit per occurrence.

9.1.5 Additional Insured. The DISTRICT, its officers, employees, and volunteers are to be included as insureds as respects damages and defense arising from: activities performed by or on behalf of CONTRACTOR, including the insured’s general supervision of CONTRACTOR; products and completed operations of CONTRACTOR; premises owned, occupied, or used by CONTRACTOR; or automobiles owned, leased, hired, or borrowed by CONTRACTOR. The coverage shall contain no special limitations on the scope of protection afforded to DISTRICT, its officers, employees, or volunteers.

9.1.6 Primary Coverage. The insurance required above shall provide that it is the primary coverage with respect to CONTRACTOR, the DISTRICT, and all other additional insureds.

9.1.7 Cancellation Notice. The insurance required above shall provide that no cancellation or material change in any policy shall become effective except upon thirty (30) days prior written notice to the DISTRICT.

9.1.8 Policy Deductibles. CONTRACTOR shall be responsible for all deductibles in all of CONTRACTOR’S insurance policies. The amount of deductibles for an insurance coverage required herein shall be reasonable and subject to the DISTRICT’S approval.

9.1.9 Claims Made Insurance. In the event CONTRACTOR cannot provide an occurrence policy, CONTRACTOR shall provide insurance covering claims made as a result of performance of this Agreement for not less than three (3) years following completion of performance of this Agreement.

9.2 Acceptability of Insurers

Insurance is to be placed with insurers with a Best’s rating of no less than A. DISTRICT, with the approval of the District’s Risk Manager, may accept coverage with carriers having




lower Best’s ratings upon review of financial information concerning CONTRACTOR and insurance carrier. DISTRICT reserves the right to require that CONTRACTOR’S insurer be a licensed and admitted insurer in the State of California, or on the Insurance Commissioner’s approved but not admitted list.

9.3 Verification of Coverage

CONTRACTOR shall furnish DISTRICT with certificates of insurance and with original endorsements affecting coverage required by this exhibit. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. All certificates and endorsements are to be addressed to the contracting department and be received and approved by DISTRICT before work commences. DISTRICT reserves the right to require complete certified copies of all required insurance policies at any time.

9.4 Subcontractors

CONTRACTOR shall include all Subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each Subcontractor. All coverages for Subcontractors shall be subject to all of the requirements stated herein.

9.5 Miscellaneous Conditions

9.5.1 CONTRACTOR shall be responsible for and remedy all damage or loss to any property, including property of DISTRICT, caused in whole or in part by CONTRACTOR, any Subcontractor, or anyone employed, directed, or supervised by CONTRACTOR.

9.5.2 Nothing herein contained shall be construed as limiting in any way the extent to which CONTRACTOR may be held responsible for payment of damages to persons or property resulting from its operations or the operations of any Subcontractors under it.

9.5.3 In addition to any other remedies, DISTRICT may have if CONTRACTOR fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, DISTRICT may, at its sole option:

9.5.4 Purchase such insurance to cover any risk for which DISTRICT may be liable through the operations of CONTRACTOR under this Agreement and deduct or retain the amount of the premiums for such insurance from any sums due under the Agreement;

9.5.5 Order CONTRACTOR to stop work under this Agreement and/or withhold any payments which become due CONTRACTOR here under until CONTRACTOR demonstrates compliance with the requirements hereof; or,

9.5.6 Terminate the Agreement.

9.6 Workers’ Compensation Insurance




Workers’ Compensation Insurance shall be provided as required by applicable law. Employers’ liability insurance shall be provided in amounts not less than $1,000,000 each accident for bodily injury by accident, $1,000,000 policy limit for bodily injury by disease, and $1,000,000 each employee for bodily injury by disease. Each Workers’ Compensation policy shall be endorsed with the following specific language:

9.7 Cancellation Notice

This policy shall not be canceled or materially changed without first giving thirty (30) days prior written notice to DISTRICT.

9.8 Waiver of Subrogation

The insurance company agrees to waive all rights of subrogation against the DISTRICT, its officers, agents, employees, or volunteers, for losses paid under the terms of this policy which arise from work performed by the named insured for DISTRICT.

9.9 Automobile Insurance

Automobile Liability Insurance covering bodily injury and property damage in an amount no less than $1,000,000 combined single limit for each occurrence.

9.10 Employer’s Liability

Employer’s Liability Insurance covering $1,000,000 per accident for bodily injury or disease.

9.11 Professional Liability

Professional Liability Insurance covering $1,000,000 per claim and aggregate.

10. MISCELLANEOUS PROVISIONS

10.1 Modifications

This Agreement may be modified only by mutual agreement by the Parties in writing.

10.2 Waiver

No term or condition of this Agreement shall be deemed to have been waived, nor shall there be an estoppel against the enforcement of any provision, except by written instrument of the party charged with such waiver or estoppel. No such written waiver shall be deemed a continuing waiver unless specifically stated therein and each such waiver shall operate only as to the specific term or condition waived and shall not constitute a waiver of such term or condition for the future or as to any act other than that specifically waived.




10.3 Headings

The headings of parts, sections and subsections used in this Agreement are included solely for convenience of reference and shall not control the meaning or interpretation of any of the provisions of this Agreement.

10.4 Number and Gender

Whenever applicable within this Agreement, the singular shall include the plural and the plural shall include the singular and a pronoun of one gender shall refer to any appropriate gender.

10.5 Conflicts Between Documents: Order of Precedence

In the event that there is a conflict between the documents comprising the Agreement, the order of precedence shall be as follows:

10.5.1 Contract10.5.2 Statement of Work10.5.3 Cost Workbook10.5.4 Detailed Requirements10.5.5 Implementation Schedule

10.5.6 CONTRACTOR Proposal10.5.7 DISTRICT RFP

10.6 Severability

Unless expressly provided otherwise, the provisions of this Agreement are severable, and the unenforceability of any provision shall not affect the enforceability of any other provision of this Agreement.

10.7 Inurements

The terms of this Agreement shall inure to the benefit of the Parties, including their successors and permissible assigns, if any.

10.8 Counterparts

This Agreement may be executed simultaneously or concurrently in one or more counterparts, each of which shall be deemed a duplicate original but all of which together shall constitute one and the same agreement.

10.9 Entire Agreement




The making, execution and delivery of this Agreement has been induced by no representations, statements, warranties or other agreements except as expressed by the written terms of this Agreement. The parties agree that this Agreement may not in any way be contradicted by a prior or existing course of dealing between them or by any usage of trade or custom.

10.10 Indemnification

CONTRACTOR hereby agrees to hold harmless, indemnify, and defend DISTRICT, its officers, agents, employees and volunteers from any loss or liability, financial or otherwise resulting from any claim, demand, suit, action, or cause of action based on bodily injury including death or property damage, including damage to CONTRACTOR or DISTRICT property or injury to CONTRACTOR or DISTRICT employees, caused by any action, either direct or passive, the omission, failure to act, or negligence on the part of CONTRACTOR, its employees, agents, representatives, or Subcontractors arising out of performance of work under this Agreement by CONTRACTOR, or by others under the direction or supervision of CONTRACTOR, unless such damage, loss, injury or death is caused by the action either direct or passive, the omission, or failure to act or the negligence of the DISTRICT or its employees. Such indemnification shall be conditioned upon DISTRICT giving CONTRACTOR prompt written notice of such claim, and shall not be reasonably withheld unless the timing of such notice shall prejudice contractor’s ability to defend said claim.

Should CONTRACTOR refuse tender of defense, upon determination that the work performed by CONTRACTOR was negligent in any manner or that CONTRACTOR failed to perform any duty set forth in this agreement resulting in the subject litigation CONTRACTOR agrees to pay DISTRICT’s cost related to its investigation and defense.

In determining the nature of the claim against DISTRICT, the incident underlying the claim shall determine the nature of the claim, notwithstanding the form of the allegations against DISTRICT.

10.11 Mediation

Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by the American Arbitration Association, ________________, or otherwise agreed-upon service. The mediator shall be selected by a “blindfold” process.

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meting in mediation and making good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties by no more than 60 days, unless the maximum time is extended by the parties.




10.12 Performance and Payment Bonds

The DISTRICT requires the CONTRACTOR to provide a Performance Bond in the amount of 100% of the contract value and a Payment Bond equal to fifty (50) percent of the contract value within ten (10) working days after notice is received from the DISTRICT that the contract has been awarded. The cost of providing the bond shall be considered as included in the price and no additional compensation will be allowed therefore. If CONTRACTOR fails to provide the bond within the time specified, the DISTRICT may, at its option, determine that CONTRACTOR is in default and terminate the contract in accordance with the clauses of this Agreement entitled “Termination for Default” and “Termination for Convenience.”

10.13 Order of Precedence

In the event of a technical conflict in interpretation between any of the applicable Agreement documents specified below, and all of which are hereby incorporated by reference, any such conflict will be resolved by giving precedence in the following order, most recently dated document first:

a. Amendments, Change Orders, or modifications to the Project Charter, Configuration Plan, or Compliance Matrix;

b. Project Charter, Configuration Plan, and Compliance Matrix upon approval by DISTRICT;

c. This Agreement and any Exhibits, Attachments, or Amendments;

d. Correspondence between CONTRACTOR, DISTRICT, and/or its agents (particularly Gartner) dated later than ______,2002.

e. CONTRACTOR’S proposal and correspondence dated _______,2002.

f. The DISTRICT’S RFP dated ( ) and subsequent Addenda.

10.14 Gratuities

District policy precludes employees from accepting any gratuities from Contractors. Rebates or any other form of commission or discount must be issued to the San Diego Unified School District.

10.15 Conduct of Contractor

The Contractor agrees to inform the District of all the Contractor’s interests, if any, which are or which the Contractor believes to be incompatible with the interests of the District.

The Contractor shall not, under circumstances, which might reasonably be interpreted as an attempt to influence the recipient in the conduct of his duties, accept any gratuity or special




favor from individuals or organizations with whom the Contractor is doing business or proposing to do business, in accomplishing the work under the contract.

The Contractor shall not use for personal gain or make improper use of privileged information, which is acquired in connection with its employment. In this connection, the term “privileged information” includes, but is not limited to, unpublished information relating to technological and scientific development; medical; personnel, or security records of individuals; anticipated materials requirements or pricing actions; and knowledge of selections of vendors or subcontractors in advance of official announcement.

The Contractor or employees thereof shall not offer gifts, gratuity, favors, and entertainment directly or indirectly to District employees.

The Contractor or its employees shall adhere to District policies, including non-smoking policies.

The District reserves the right to request that any contractor’s employee(s), including subcontractors if any, be asked to stop work on this project, and leave District premises, for any reason deemed appropriate by the District; Contractor shall provide an immediate substitute if needed, subject to review and screening by the District.

10.16 Compliance with Education Code/Indemnification

The District has determined under Education Code section 45125.1, subdivision C that in performing services pursuant to this agreement, Contractor’s employees may have contact with pupils. As required under Education Code section 45125.1, subdivision (a), Contractor shall require their employees who will provide services pursuant to this Agreement to submit their fingerprints in a manner authorized by the Department of Justice together with a fee determined by the Department of Justice in order to conduct a criminal background check to determine whether such employees have been convicted of or have charges pending for a felony as defined under Education Code Section 45122.1.

Contractor shall not permit any employee to perform services who may come in contact with pupils under this agreement until the Department of Justice has determined that the employee has not been convicted of a felony or has no criminal charges pending for a felony as defined in Section 45122.1.

Contractor shall certify in writing to the Governing Board of the District to the attention of Phyllis Lewellen, Contract Specialist, Procurement Unit, 2351 Cardinal Lane, San Diego, California, 92121, that all of its employees who may come in contact with pupils have not been convicted of and have no criminal charges pending for a felony, as defined in Education Code section 45122.1. Contractor will provide a listing of employees who may come in contact with pupils. The listing is to be kept current, and the District notified in writing to the Procurement Representative when changes (i.e., additions or deletions) are made.

Contractor shall defend, indemnify, protect, and hold the District and its agents, officers and employees harmless from and against any and all claims asserted or liability established for




damages or injuries to any person or property which arise from or are connected with or are caused or claimed to be caused by Contractor’s failure to comply with all of the requirements contained in Education Code section 45125.1, including, but not limited to, the requirement prohibiting Contractor from using employees who may have contact with pupils who have been convicted or have charges pending for a felony as defined in Education Code Section 45122.1.

It is understood and agreed to by all parties that “employees” shall include any individuals who provide service under this contract that are employed or contracted whether directly or indirectly by the contractor(s), including subcontractors.

10.17 Discounts or Rebates

The District wishes to receive any and all discounts or rebates available to them by the manufacturer, successful contractor, or subcontractors for the items covered under this proposal.Rebates must be listed on the line provided on the proposal form. The District will take payment discounts at the time a progress payment is made to the contractor.

If offered by the contractor, the contractor shall make three payments. The schedule will be as agreed upon by mutual consent of the Proposer and District prior to award recommendation to the Governing Board.

Rebate from Contractor to District: Contractor shall pay San Diego Unified School District 2% of the value of all purchase orders received (less any taxes or discounts) from these other agencies that purchase software, licensing and services against any contract resulting from this RFP as a rebate.

If rebate payment is not received by the District within 30 days of the payment due date, the District reserves the right to assess liquidated damages in the amount of $500.00 per day until the check is received by the District. In addition, if the contractor fails to provide any, or all rebates in accordance with this contract, the District reserves the right to make a claim against the contractor’s bond.

10.18 Subcontractors

Contractor shall not contract for or permit any subcontract work to be performed without prior written authorization of the District.

If, in the District’s reasonable judgment, any subcontractors fail to perform the work in strict accordance with the contract, Contractor, after due notice from the District shall discharge the subcontractor, but this discharge shall in no way release Contractor from his obligations and responsibilities under the contract, including adjustment of price.

Contractor hereby agrees to bind every subcontractor by the terms and conditions of this proposal agreement as far as such terms and conditions are applicable to the subcontractor’s work. If Contractor subcontracts any part of this agreement/contract, Contractor shall be as fully responsible to the District for acts and omissions of his subcontractor and of persons either




directly or indirectly employed by the contractor. Nothing contained in these contract documents shall create any contractual relation between any subcontractor and the District.

10.19 System Functionality

The Implemented Solution must provide similar functionality to the current systems, as of the Contract Effective Date, including a level of automation not less than that of the current systems, and although the Contract generally states the requisite specifications, attributes, and functionalities of the Fixed Price Application, the scope of the ERP Initiative shall also include all other specifications, attributes, and functionalities reasonably related to those set forth in the Contract or otherwise necessary to create an appropriate ERP system for the District.

10.20 Contractor’s Power and Authority

CONTRACTOR warrants that it has full power and authority to grant the rights herein granted and shall hold DISTRICT harmless from and against any loss, cost, liability, and expense including reasonable attorney fees arising out of any breach of this warranty. Further, CONTRACTOR agrees that it will not enter into any arrangement with any third party which might abridge any rights of DISTRICT under this Agreement.

In Witness Whereof, the parties have caused this Agreement to be executed on their behalf by their fully authorized representatives.

CONTRACTOR SAN DIEGO UNIFIED SCHOOL DISTRICT

Signature Signature

Title Title

Date Date

Company Name



Appendix B: Proposed Software Modifications

Appendix B –Proposed Software

Modifications




The District estimates the following changes will be required to the delivered PeopleSoft system. Estimate the time and cost required for each item. Further discussion of these changes may take place as part of contract negotiations. Item Features Complexity

Human Resources

1 Process transfer of on-line official university transcript records into system.

Assume that transcripts are available in a standard format, and that an interface needs to be written to import the data to the PeopleSoft HR system.

2 PhotoID system to include recording and storage of personnel data.

Use standard PeopleSoft functionality to store images in the database. Write an application to store additional information associated with the digital photos.

3 Creation and encoding of badges A third party Badge vendor will be used to accept an electronic feed from the PeopleSoft database. Develop appropriate functionality to track badge related information and to send the information to the badge-producing device.

4 Documentation of employee skills, education, honors, special projects, licenses, certificates, languages, and course enrollment evaluations.

Generate a table linked to employee data that records and reports on specified information related to certifications.

5 CA Basic Educational Data System (CBEDS) collection reporting requirements, e.g., total years of educational experience, highest level of education and certification information. Relational databases update information for annual reporting.

Include collection of data and automatic notification of 'renewal' timeframes (i.e. the Certification must be renewed every 2 years).

Assume that an electronic feed must be imported from data tables in another SQL Server database to update the information for the Annual Reports.

6 Credential registration screen with download capabilities with commission on teacher credentialing or County Office of Education database using State of California credential codes.

Additional District fields available for temporary documents and certification requirements.

Develop the Credential registration panel and table with PeopleTools, and include a download capability to export the data in a format required by the county office of education, and import data from county education agencies.

The additional fields would be for internal district use. The requirements associated with commission information may change over time, so the feature should include effective-dated logic.

7 Notification of process for credential/certificate requirements

Report to be generated from the credentialing data recorded above. Automatic e-mail of notifications for expiring credentials.




Item Features Complexity

8 Interface student system and employee system to create monitoring lists of class assignment/credentials/certificates registered for each teacher.

The PeopleSoft System Integrator will be responsible for developing exports of PeopleSoft data to be used in the Student System (running on SQL Server).

The Student Information System Integrator will generate exports from the student information system.

The district is looking for a function to monitor what teachers are certified to teach what classes in the student system. Since credentialing information will be stored in PeopleSoft (above), reports / queries are required in PeopleSoft to list matches / required skills.

8 Supplemental credentials screen for district trained and intern documentation. Fields for compliance data; test dates, subject matter competency/courses completed, BTSA completion, individualized program specifications. Additional user defined fields for planning of district intern programs and compliance rules.

Use the PeopleSoft Competency Management module as a base, define what modifications would be required to accommodate the additional information listed. Assume the 'compliance rules’ are not complex.

9 Determination of training needs. Training goals and requirements for specific jobs and positions can be catalogued by department, function, position title and activity. Comparisons of requirements to individuals in or applying for positions can be made to determine the training requirements for individual groups. Various sources for training information and educational opportunities can be related to the goals and requirements to point users to best sources for employee education.

Use the Administer Training Module as the foundation additional fields could be added to accommodate special client requirements. 'Training Plans' can be created in the application.

Benefits10 Reports based on STRS and PERS

requirements.Define where PeopleSoft provides the ability to store STRS and PERS data in the application, and whether custom fields are required. Generate reports and exports for reporting STRS and PERS information.

Position Control11 Budget variance reported via on-line

AlertsDevelop on line Budget alerts using PeopleCode.





Payroll District procedures and union rules require several non-standard payroll calculations. When possible, district internal processes will be changed to handle standard payroll processing. However, union rules and CA ed code may require modifications to Payroll.

12 Pay split over a pay period when employees are not working. For example, a teacher may work 187 days within 11 months but be paid over 12 months.

Provide a modification to pay teachers over 12 months, even if 12 months are not worked.

13 System must be able to do calculation of new and one time pay.

The District has many cases where the salary must be recalculated for an employee. These cases include late starts, mid period changes to assignment, terminations, FTE or days to work etc.

The system must provide the ability to correctly determine the new salary particularly the first month of salary based on change.

Early ends may be handled with existing functionality. Late starts will require a modification.

14 Employees view their taxable wages and taxes withheld for current quarter-to-date, prior quarter-to-date and year-to-date

Create a panel with appropriate security to permit employees to view the accumulated payroll data.

Procurement15 Interface with inventory to update

inventory quantity and cost.Permit update of Inventory data from Procurement

16 Ability to re-route requisitions to initiate in house budget transfer to eliminate use of purchase orders when SDUSD is the vendor.

Identify SDUSD

17 For Book Buying - Access to textbook information, textbook stock information and library book information from requisition staging area, SDCS databases (for "TOO-LOO" items)

A possible solution would be to load District textbook items into a PeopleSoft catalog using existing date import tools.

18 For Book Buying - Allow school/departments to enter the "TOO", "LOO", and "Non-Stock" database part numbers into the requisition, to allow for "Auto-Fill" capabilities

Link to custom tables during requisition processing.





19 Ability for multiple web and e-mail links to be associated to the vendor information database, to access from the vendor file and access from the requisition screen.

Depending on the actual requirement, the District can have multiple web address and access the vendor look up from the requisition. This is intended for eProcurement activities once contracts have been established with suppliers. Users would access vendor sites directly to procure materials.

20 Interface with distribution for delivery tracking purposes.

Track deliveries from within PeopleSoft by linking to existing distribution systems.

Budgeting21 Cash Management Integration The district requires “cash drawer” functionality

– to handle POS type transactions and receipt generation.

22 Ability to calculate benefit rates and project estimate changes when rates change.

Permit “what if” analysis of budget generation as some input variables change.

23 The system will provide a process to summarize journal entries requiring Board approval and exporting the data into the Board Agenda format.

The ed code requires reporting on transactions that exceed a certain dollar value. This process is cumbersome, and must be automated.

24 Be able to change budget data either by replacing the individual data or by net change.

Mass change or change and replace items in the budget.

Accounts Receivable25 Auto generate bank deposit slips and

County Treasury Deposit Permits Auto-generate Bank Deposit Slips. Create a custom report and button to have deposit slips generated from the panel used for cash receipts.

County Treasury Deposit Permits. Same as above, but a different format is required for county treasury deposit permits.

Accounts Payable26 Automatic generation of W-9 for 1099

vendors including tracking.Generate a report in W9 format to eliminate the need to re-key or manually enter information.

27 The system can support document imaging of expenditure vouchers and checks.

This will require a third party vendor’s imaging system, but the system integrator will be asked to assist in the set-up and deployment of linking digital documents to PeopleSoft panels.

Fixed Assets28 The fixed asset module feeds to risk

management to ensure insurance information is captured.

Extract information from Asset Management for export to the Risk Management software

29 Threshold settings: $5000 limit for depreciated assets and $500 for inventoried assets

Write PeopleCode to key functionality off Asset values – items over $5000 must have depreciation set up.



Appendix C: Current SDUSD Applications Environment

Appendix C – Current SDUSD Applications

Environment




Table 4 - Existing Application-Related Technology

San Diego Unified School DistrictExisting Technology – Financial and HR Processes

Business Area Application Name VendorInstall Date

Operating System DBMS

FINANCIAL SYSTEMS

Accounts Payable developed internally

Windows SQLServer 6.5

Advantage General Ledger

Micro Information Products (MIP)

6/02 Windows2000 SQLServer2000

AP - Food Services developed internally


Automated Fueling System

E.J. Ward, Inc.

Board Agenda developed internally


Budget Development File (BDF)

developed internally

SQLServer 6.5

Budget Development File (BDF) - Account Balances


windows SQLServer 6.5

Budget Financial Reporting



Budget Utility developed internally


Document Express MHC

Electronic Forms Routing Authorization (EFRA)



Equipment Inventory developed internally


Excel Microsoft Windows

Expedition Primavera Windows Sybase

Financial Accounting developed internally


Financial Data Base (FDB)



Financial Data Base (FDB) - Account Balances



Financial Data Base (FDB) - Suspense Clearing



Financial Query developed internally


Fixed Assets developed internally


Food Service Warrants developed internally


Forms Utility developed internally


FoxPro

Horizon Library System Apitex Unix Sybase

IMC Cataloging developed Windows SQLServer 6.5







internally

IMC Circulation developed internally


IMC Utility developed internally


Job Cost developed internally

SQLServer 6.5

Journal Vouchers developed internally


Library Book developed internally


Livescan developed internally


Material Services developed internally


Medical Billing Maximus Windows Access

MBA General Ledger Micro Business Application (MBA)

DOS-based proprietary

New School Provisioning System


SQLServer 6.5

Payroll Deduction Vendor Maintenance System (PDVMS)



Personnel Development Budget Development (PBDB)


SQLServer 6.5

Police Dispatch developed internally


P3 Primavera Windows Btrieve

Purchasing developed internally


Purchasing Vendor Maintenance System (PVMS)



Quickbooks Pro

Reconcile developed internally


School Controller Blue Bear Software

Windows proprietary

Supply Order Entry developed internally


Suretrak Primavera Windows Btrieve

Textbook developed internally


Vendor Maintenance developed internally


Work Order Maximo Windows 98 CenturaSQLbase

HUMAN RESOURCES







Personnel AA Tracking developed internally

NT SQL Server

AIS developed internally

NT SQL Server

Certificated Salary System


NT SQL Server

Clearinghouse County Program

(Employee Data) developed internally

NT SQL Server

(Credential Registration) County Link

(Credential Reports) Access

FileMaker Pro Windows

Live Scan 3rd Party NT SQL Server

(Time for Subs/Hourly) PDF-Acrobat

Novell

SearchSoft NT SQL Server

Sigma 3rd Party DOS

Seniority Layoff System developed internally

NT SQL Server

SIMS (SAMS) VIP 3rd party NT Btrieve

TALX 3rd party

Payroll Timekeeping developed internally

NT SQL Server

Payroll developed internally

NT SQL Server

Benefits Info on SDUSD benefits Web

Reports (On-Line C/S Benefits)


NT SQL Server

(Benefits Batch) developed internally

NT SQL Server

Workflow Forms (Forms Routing) developed internally

NT SQL Server

Miscellaneous (Payroll Vendor Maintenance)


NT SQL Server

(Police Dispatch) developed internally

NT SQL Server



Appendix D – Current District Operating Environment & Infrastructure

Appendix D – Current District Operating

Environment & Infrastructure




Operating Environment & Infrastructure1. Client workstationsIt is estimated that there are approximately 3,500 PC’s being used to access the District’s business applications. At the end of year 2000 it was estimated that 1,500 of these PC’s, which are mostly at the school sites in the administrative office are configured with Pentium 166MHz, 96MB RAM and a 2.5GB hard drive, with a 10Mbs-ethernet card. The remaining 2000 is a mix of PC’s located in schools and administrative sites with Pentium 200MHz to 1GHz CPU’s, 128MB RAM to 512MB RAM and a varied amount of disk space. About 99% of these have 10/100Mbs network Ethernet cards. PC’s accessing business applications are running Windows NT 4 with service pack 5 or 6a. There are very few Windows 95/98. However, the District is now supporting Windows 2000. A Citrix MetaFrame/Terminal Server environment exists that allows Macintosh and laptops to run the Districts business applications (Windows based). Capacity is 300 Concurrent user sessions on 4 Citrix servers and 75 concurrent Terminal server connections on 1 Terminal server. Terminal Services are provided on a limited basis to laptops that roam the District and access its business applications.

2. Legacy Batch SystemThe legacy batch environment runs on a client/server environment. Two large enterprise servers with 4 XEON CPU’s each with 1GB RAM and 1MB of cache per CPU, and an additional workgroup server with 2 CPU’s and 168MB of RAM are sharing a total of 100GB of external storage for output data files and reports.

3. Print SystemAll of the reports are routed to a printing system based on IBM’s AFP print architecture to support customized legacy forms and reports developed in house to support District printing needs.

Server – IBM RS/6000 Model 7013-590, 256 MB Ram, 8 GB storage, 370 Channel Adapter card, AIX 4.3

InfoPrint Manager for AIX, supporting about 500 forms overlays, and 17,000 font objects – supports input data streams of ASCII text, PCL, PDF, Postscript, SAP and output data streams of PCL and AFP.

Printers IBM 3900-001 channel attached 219 pages per minute continuous feed laser printer IBM InfoPrint 60 – cut sheet duplex Ethernet attached IPDS printer IBM InfoPrint 6400 – impact printer for multi-part continuous forms, Ethernet attached, IPDS

Any IP addressable PCL networked laser printer is supported. Currently six are defined, with 2 at remote sites.




Forms Design and Maintenance – ISIS-Papyrus AFP Designer. Windows based tool for creating, maintaining and compiling forms overlays, page and form definitions, and fonts and images for AFP printing.

Computer Output Computer Operations section of the IT Department monthly printed output ranges between 1.5 and 2.0 million pages. Including Payroll Warrants and Electronic Deposit Notices for 28,000 employees each month, and yearly printing of W-2 forms for all employees, and periodic pre-printing of student Scantron test forms. The output is generated from the batch client/server system migrated from the MVS Mainframe, and is split approximately 50/50 between plain text output (line item reports) and output that uses IBM Advanced Function Printing (AFP) capabilities (such as multiple fonts and some graphics). The printing environment uses IBM InfoPrint RS/6000 Server with an IBM 3900-001 printer, and IBM IP60 and 6400 printers, and several remote PCL printers for remote on-demand printing of Student Transcripts. Some reports are manually converted to PDF format and indexed. These are payroll, budget, and financial reports, placed on a network server and authorized users are allowed access to them. Selected reports are output to CDs (previously went to microfiche) using an outside service Proposer. These reports are the larger reports (which previously were converted to microfiche) produced from the payroll, budget, and accounting systems. Currently, 35 reports are output to CDs: 1 weekly, 7 monthly, 5 bi-monthly, 12

quarterly, 10 annually.

4. Browsers SupportedThe District currently supports the Netscape Browser 4.6 and the Microsoft Internet Explorer 5.5.

5. Local and Remote Distributed ServersThe average remote server (220 servers) provides delivery of our business applications, user account administration, shared storage, print services, DHCP services (passing out IP numbers to all workstations), automatically pushing application installation/upgrades to the workstations, workstation policies for controlling the desktop, remote control to the desktop. They are Intel 633MHz or 733MHz CPU’s, 256MB RAM with RAID 1 2x9GB drives. These servers are running Novell 5.0.

Approximated users connected to the Novell servers: 129 Elementary sites 10 users per site, 48 Secondary sites 40 users per site, 10 Remote admin sites 60 users per site.

The Eugene Brucker Education Center (EBEC) Novell servers (20 servers) provide the same services as mentioned above to the EBEC employees (550+users). The amount of storage provided is approximately 166GB and is used for bulk reports, workstation images and




conversions, combined Aeries data, file storage and various databases. In addition several of these servers provide replication and time synchronization to the NDS (Novell directory service).

6. SecurityDistrict Internet connection to AT&T is fronted by Checkpoint Firewall-1 on a dual UltraSPARC, 512MB RAM, Sun Enterprise 250 on a 100Mbs Ethernet segment; and a Nortel Contivity 1500 VPN Gateway. All administrative workstations are protected with McAfee VirusScan 4.5.1.

The following describes additional District applications that might be impacted or will impact the District wide applications.

7. E-mail systemThe current District email system is comprised of the following parts:

7.1. Mail.sandi.net – primary email account serverCompaq ProLiant 1600/400 2 x Intel Pentium II 400Mhz (SMP) 320MB RamBSD/OS Unix operating system72 GB Raid storage in 2 external enclosures Sendmail, Qpopper, Imapd,Internet Protocols supported: POP3, IMAP, SMTP, (HTTP for account administration

only)Approx. 12,000 active accounts for District staff; average messages/day are about 72,000Support for any email client that supports POP or IMAP protocols

7.2. Directory.sandi.net – email directory serverIBM PC Server 3202 x Intel Pentium 90 MHz 128MB RamBSD/OS Unix operating systemSoftware: Sendmail, Procmail, CSO/Qi Ph server, Majordomo List server, FTP server for

batch system, email relay hub for mail.sandi.net (MX server)MajorCool web interface for managing email lists – http://lists.sandi.netWeb interface to email directory – http://directory.sandi.net

7.3. Pager.sandi.net – email to alphanumeric pager gatewayCompaq Prosignia 300Intel Pentium 90 MHz 64 MB RamDial-out analog modem Free BSD UnixSoftware: Sendmail, QpopperPurpose: to provide an email address that formats and routes the message to

alphanumeric pagers. Used by IT support staff and Superintendent’s Office. Available to any District staff with an alphanumeric pager.




7.4. Smtp01.sandi.net, smtp02, and smtp03 – email gatewaysIBM 300 GL Pentium 133 MHz 64 MB Ram, IBM Netfinity ServersBSD/OS UnixSendmail, and anti-spam email filtersPurpose: to relay email into and out of sandi.net domain and filter out dangerous and

unwanted email spam. Mail routing done via DNS MX records.

8. District Domain Name Services – DNSThe District owns two domain names, either of which may be used and are interchangeable:

Sdcs.k12.ca.us Sandi.net

8.1. Primary DNS server – ns1.sandi.netIBM 320 Server Intel Pentium 90, 128MB RamWin NT 4 SP6aBind for NT 4.9.7

8.2. Secondary DNS ServersNs2.sandi.netSun Sparc 20 - 112MB Ram, 6GB diskSolaris 7Bind 8.xNs3.sandi.net (edtech.sandi.net)Sun E250 Server 1GB Ram, 3- 18GB disks2 x Sparc II 450 MHz processorsAdditional secondary DNS services provided ATT Network systems at ns.cerf.net

9. Web Hosting ServicesThe IT department maintains several web server for departments and schools to host their web services. Support is provided for FTP and MS FrontPage accounts. In addition, ASP support with either MS Access or MS SQL Server database support is provided.

www.sandi.net – (prod032.sandi.net) Dell PowerApp.web 120 with 2-Pentium III 1GHz processors, 1 Gb SDRAM, 108 GB

Raid storage, rack mountedPrimary District web server, used by webmasters in the Communications OfficeWindows 2000, IIS v.5.0, FTP, FrontPage, ASP, MS Access

Prod031.sandi.net Dell PowerApp.web 100, 650 MHz Pentium III, 256MB ram, 18 GB storage, rack mountPrimary production web server for schools, and departments needing advanced ASP

support Windows 2000, IIS v.5.0, FTP, FrontPage, ASP, MS Access

Dev031.sandi.net Dell PowerApp.web 100, 650 MHz Pentium III, 256MB ram, 18 GB storage, rack mount




Development ONLY web server for schools, and departments needing advanced ASP development support and testing

Windows 2000, IIS v.5.0, FTP, FrontPage, ASP, MS Access

www2.sandi.net IBM 520 Server w/2x Intel Pentium 200, 128MB Ram, 6 GB Raid storageWin NT4 Sp6a, Netscape Enterprise server 3.6, Netscape Livewire server side

applications (School Boundaries web application)Production web server for most of the schools. FTP and FrontPage accounts supported.

www-internal.sandi.netIBM 320 Server, 2x Intel Pentium 90, 128MB Ram, 6 GB Raid storageWin NT4 Sp6a, Netscape Enterprise server 3.6, Netscape Livewire server side

applications (PTS web application)Internal Only web server for IT and other department content.Support for FTP, and FrontPage Accounts

www-bu.sandi.netIBM 320 Server, 2x Intel Pentium 90, 128MB Ram, 6 GB Raid storageWin NT4 Sp6a, Netscape Enterprise server 3.6, Netscape Livewire server side

applications (PTS web application)Backup webserver for www2.sandi.net, web content is mirrored from www2.sandi.net to

this server nightly.

10. District Calendaring SystemCalendar01.sandi.netSun E250 2 x UltraSPARC II 450 MHz, 256 MB Ram, 8 GB Storage, Solaris 7Netscape Calendar Server 4.0, and web access to calendarCalendar server for District staff.

Ldap-master.sandi.netSun E250 2 x UltraSPARC II 450 MHz, 256 MB Ram, 8 GB Storage, Solaris 7OpenLDAP directory server compatible with Netscape Directory 3.1 serverProvides directory services for Calendar server. Synchronized with the Active Employee

DB nightly.

Calendaring ClientsNetscape Calendar for Win or MacNetscape Calendar Express web interface – http://www.calendar.sandi.net/cgi-bin/nscal/

login.cgi

11. District Directory ServiceThe District uses NDS for its directory service. The directory service is a database that simplifies the management of and use of the network. It enables the administrator to more easily administer and respond to the user demands and problems.




12. Enterprise Backup System InfrastructurePROD300:Purpose: Full data backup to tape for (IT support systems), NT Servers (46), NetWare

Servers (19), Unix Servers (5), SQL data base servers (4), select workstations – certain folders (190). School aeries data base disk copies (175)

Hardware: Netfinity 5100, CPU (2) 933MHZ, RAM 1GB, HD Internal (2) 9.1GB, HD External Raid 72GB. Qualstar AIT1 external tape library with 4 tape drives and 80 tape slots. Current AIT1 tape inventory is 401 used tapes and 49 new tapes.

Software: NT 2000 Server, SQL 2000 server, Arcserve 2000 advanced edition and backup client agents to support each of the operating systems backed up.

Backup volume: 900GB weekly

Current running capacity: 90%

Hours of active backups: Mon – Fri: 8:30am – 9:30am, 11:00am – 12:00pm, 6:00pm – 6:00am; Sat: 8:30 am – 9:30am; Sun: 12:30am – 11:30pm

EBU-MASTER and EBU-NW: (ebu-nw is being replaced by ebu-master)

Purpose: Full data backup to disk of remote NetWare (admin servers) (6), School NetWare server user folder (175). This data is then backed up to tape by PROD300.

Hardware: Netfinity 5100, CPU (2) 933MHZ, RAM 1GB, HD Internal (2) 9.1GB, HD External Ra id 72GB.

Software: NetWare 5.0, ArcserveIT 6.6

Backup volume: counted with tape volume above

Hours of active backups: Mon – Fri: 6:00pm – 12:00am; Sat: 6:00am – 11:30pm



Appendix E – Required Interfaces





Table 5a – Appendix E – System Interfaces (Internal to District)

Application Name

Data Transfer To/From

ERP Data Type Developer LanguageOperating

System DatabaseHardware Platform

Financial

Food Services To/From AP, GL Transactions


PowerBuilder Windows SQLServer 6.5

Intel

Automated Fueling System

To/From AP, GL Transactions

E.J. Ward, Inc.

Intel

Board Agenda From Text developed internally


Intel

Expedition To/From Project Accounting Primavera Windows Windows Sybase Intel

FoxPro To/From FoxPro Windows SQLServer 6.5

Intel

Horizon Library System

To GL Transactions Apitex Unix Unix Sybase Intel

Job Cost To/From Project Accounting developed internally

Batch Windows SQLServer 6.5

Intel

Livescan To/From SQL Server developed internally


Intel

Medi-cal Billing To/From Accounts Receivable

Maximus Windows Windows Access Intel

New School Provisioning System

To/From ASCII Text developed internally

Realia COBOL Windows SQLServer 6.5

Intel

Quickbooks Pro

To/From Project Accounting Windows Intel

School Controller

To/From General Ledger Blue Bear Software

Windows Windows proprietary Intel

Supply Order Entry

To/From EProcurement developed internally

COBOL/ Windows


Intel

Suretrak To/From Project Accounting Primavera Windows Windows Btrieve Intel

Textbook To/From ASCII Text developed internally

COBOL/ Windows


Intel

Work Order To/From Project Accounting Maximo Windows 98 Windows CenturaSQLbase

Intel

Human Resources

Substitute fingerprint clearance

To/From Human Resources Clearinghouse

Browser-based

Intel

Fingerprint clearance

To/From Human Resources Live-Scan Windows Windows SQL Server ?.?

Intel

Time for Subs/Hourly

To/From Time and Attendance

PDF-Acrobat Novell Novell Intel

Certificated Applicants

To/From Human Resources SearchSoft Browser-based

SQL Server 7.x

Intel

Classified Applicants

To/From Human Resources Sigma PC-DOS based

PC-DOS based

Intel

Classified Layoff

To/From Human Resources Seniority Layoff System - Developed

Windows Windows SQL Server 6.5

Intel




Application Name

Data Transfer To/From

ERP Data Type Developer LanguageOperating

System DatabaseHardware Platform

Internally

Substitute calling/records

To/From Btrieve SEMS VIP Windows Windows NT

Btrieve d/b Intel

Employee Verification

To/From Human Resources TALX Windows Intel

Routes sub timecards

To/From Time and Attendance

Timekeeping - Developed Internally

Windows Windows SQL Server 6.5

Intel

Payroll

Samslink (Substitute Management Interface)

To Time and Attendance

Windows Intel

Professional Development

Student Information System

To/From Human Resources Access Windows Windows Intel




Table 5b – Required Interfaces—External Systems (Non-District)

Job NameTo/From

ERP Job Description Output File Name / FormatLX021P From NEA June Deduction Tape L.X021T02(+0)LX032P From Mission Federal Credit Union deductions L.X032D04.DATLX042P From California Coast Credit Union deductions L.X042D02.DATLX052P From First Financial Federal Credit Union deductions L.X052D03.DATLX061P From SDEA summer files L.X061D04.DATLX062P From SDEA files L.X062T10(+0)LX062P From SDEA files L.X062T12(+0)LX062P From SDEA files L.X062T11(+0)LX063P From SDEA Visiting Teachers file L.X063T10(+0)LX063P From SDEA Visiting Teachers file L.X063T12(+0)LX063P From SDEA Visiting Teachers file L.X063T11(+0)LX072P From ESP/NEA files L.X072D04.DATLX072P From ESP/NEA files L.X072D06.DATLX072P From ESP/NEA files L.X072D14.DATLX072P From ESP/NEA files L.X072D05.DATPP004P From Certificated Monthly Payroll P\P004T04(+0)PP005P From Hourly Payroll P.P005T03(+0)PP006P From Special Payroll P.P006T04(+0)PP007P From Classified Monthly Payroll P.P007T03(+0)PP008P From RCF Payroll P.P008T04(+0)PP009P From Series 16 Voids P.P009T05(+0)PP014P From Electronic Deposit file Monthly P.P014T01(+0)PP014P05 From Electronic Deposit file Hourly P.P014D01.DATPP015P From Summer Session Payroll P.P015T03(+0)PP017p From PERS Retirement Final P.P017T03(+0)PP019P From W2's P.P0192NOS(+0)PP019P From W2's P.P019T08(+0)PP019P From W2's P.P019T02(+0)PP019P From W2's P.P019T03(+0)PP034P From Qtr EDD UI & State Tax Withholding P.P034T02(+0)PP061P From Earning Register PP0612.SEP(+0)PP061P From Earnings History PP0611.SEP(+0)PP065P From Food Services Monthly Payroll P.P065T03(+0)PP067P From Deduction Recap & Register PP0671.SEP.DATPP067P From Deduction Recap & Register PP0672.SEP.DATPP067P From Deduction Recap and Register; Unum

Payments; Metlife PaymentsMETLIFE.PP067D06.DAT




Job NameTo/From

ERP Job Description Output File Name / FormatPP067P From Deduction Recap and Register; Unum

Payments; Metlife PaymentsP.P067D51.DED76417.DAT

PP075P From Retroactive Payroll P.P075T04(+0)PP086P From Board Member Monthly Payroll P.P086T04(+0)PP109P From Series 16 Voids Year-End P.P109T05(+0)PP116P From STRS Address Report P.P116T03(+0)PP117P From MR-87 Reporting P.P117T07(+0)PP160P From PERS Address Report P.P160T02(+0)PP216P From Final STRS Retirement P.P216T04(+0)PP217P From Final STRS Retirement-ADJ P.P217T04(+0)PP218P From PERS Retirement Police Off. P.P218T03(+0)PR125P From County Retirement P.R125T03(+0)PR125P From County Retirement P.R125T04(+0)PR127P From TALX interface P.R127D16(+0)PR132P From Fixed Charges 2nd Close P.R132T04.DATPR132P From Fixed Charges 2nd Close P.R132T05.DATPR132P From Fixed Charges 2nd Close P.R132T09.DATPR233P From Final Benefits Premium Processing: VEBA, VSP P.R233D75.DATPR233P From Final Benefits Premium Processing: VEBA, VSP P.R233D76.DATPR244P From Eligible Employees for SDCS Dental Plan HANDLERS.PR244D02.DATPR375P From Tri-ad Flexible Spending Data file P.R375D10.DATPR534P From Benefit PMT Systems Archive Report P.PR534SEP.DATPR590P From County Directory file P.R590D05.DATPR701P From Extract of desired employees P.R701D06.DATPR710P From SDCS Bargaining Unit #2 & #3 members data TSOBU2.PR710D05.DATPR710P From SDCS Bargaining Unit #2 & #3 members data TSOBU3.PR710D07.DAT



Appendix F – Archive & Conversion Requirements





Table 6 – Existing Data Table Profile (Conversion Requirements)

Database Name Table Name Rowcountap budget_control 520894ap contract 4303ap contract_budget 6760ap employee_advance_claim 12806ap employee_advance_payee 16141ap history_1099_detail 3403ap history_1099_payee_address 498ap history_1099_summary 516ap parent_vendor 39291ap payment_control 515180ap sharon_vendor_info 862ap vendor 33676ap vendor_address 39050ap vendor_address_orphans_delete 216ap vendor_history 55204ap vendor_history_1099 42836ap voucher 1197829ap voucher_line 1512751ap voucher_line_budget 1593978ap voucher_line_detail 1841972applicant_id applicant_address 17557applicant_id applicant_category 29900applicant_id applicant_cert_supplement 21856applicant_id applicant_comments 19186applicant_id applicant_exam_results 955applicant_id applicant_exam_schedule 890applicant_id applicant_information 21695applicant_id applicant_interview 17090applicant_id applicant_second_language 22727applicant_id applicant_teaching_preference 21859applicant_id applicant_telephone 23112applicant_id certificated_ranking 21876applicant_id credential_apptrack 23862applicant_id credential_major_apptrack 27416applicant_id position_title 1006assignment_auth aatrak 16809assignment_auth aatrak_old 16230credentials agency_validation 713credentials credential 280credentials credential_authorization 333credentials credential_authorization_valid 409credentials credential_renewal 243credentials credential_renewal_validation 840credentials credential_subject 307credentials district_validation 1131credentials state_credential_info 280credentials subject_validation 1752




Database Name Table Name Rowcountcredentials t06 409credentials t07 840credentials t12 1277credentials t13 475employee_education cbeds_information 3481employee_education degree_major 32388employee_education degree_major_validation 749employee_education educational_degree 23258employee_education educational_units 164432employee_education institution_code_validation 1642employee_education long_notes 3536employee_education notes 333employee_education sdcs_person_ssn 48000employee_education stipend_information 23247financial agenda_item 5480financial chart_of_accounts 1597financial fund_data 6175financial journal_entry 87151financial journal_item 2008649financial reconciles 118232financial_tracking jobs 553financial_tracking programs 613financial_tracking tasks 1509food_services food_services_phone_no 293food_services invoice 76464food_services invoice_archive 36457food_services school 235forms budget_approvers 1422forms budget_approvers_supplement 289forms form_approvals 517856forms forms_administrators 494forms forms_approvers 4487forms proxy 559hr_salary_projection assignment 251721hr_salary_projection dbntr_employee 82136human_resource action_form 369human_resource active_employee_searchsoft 13435human_resource area_prefix_validation 1113human_resource area_zip_validation 306human_resource assignment 339819human_resource bargaining_unit_benefit 920human_resource benefit 337028human_resource calendar 182316human_resource cobra_benefit 35335human_resource cobra_master 13405human_resource cobra_payment_history 59337human_resource cobra_prior_payment_history 88755human_resource credential 54952human_resource dbntr_employee 83913




Database Name Table Name Rowcounthuman_resource dbntr_payment_allocation 3504human_resource dbntr_prior_payment_alloc 3778human_resource deduction 85552human_resource direct_deposit 31822human_resource fund_code 2094human_resource hepatitis_log 15571human_resource location 869human_resource log_file 788human_resource master_descriptor 13794human_resource object_benefit_code 3461human_resource p07_description 492human_resource pay_calc_hist 593human_resource pay_calc_processing 593human_resource position_title 1390human_resource premium_history 1477150human_resource rates_table 5147human_resource salary_schedule 16086human_resource tb_employee_gary 1942human_resource teacher_inc_over_zero_abs 4186human_resource teacher_inc_zero_abs 14572human_resource temp_ssn_asnid_pts25682 407human_resource timekeeping_batch_temp 899human_resource user_login 398livescan aa_budget 58347livescan aa_budget_archive 28836livescan applicant_agency_invoice 2236livescan applicant_agency_payment 2169livescan applicant_fingerprint 95544livescan applicant_fingerprint_archive 35859livescan login 553master_descriptor bargaining_unit_benefit 920master_descriptor budget_charge 4089master_descriptor fund_code 2094master_descriptor location 869master_descriptor master_descriptor 13794master_descriptor object_benefit_code 2851master_descriptor p07_description 492master_descriptor position_title 1390master_descriptor salary_schedule 16086material_services account_record 2145436material_services application_posting_control 16786material_services bargaining_unit_benefit 1115material_services budget_charge 4089material_services budget_control_record 235material_services budget_development 571178material_services budget_parameters 6638material_services buyer_requisition_assignment 240734material_services delivery 639material_services delivery_location 411




Database Name Table Name Rowcountmaterial_services equipment 91825material_services equipment_archive 18028material_services equipment_archive_group 13714material_services equipment_archive_less500 86879material_services equipment_prioryear_adj 1306material_services fdb_transaction 18122568material_services fdb_transaction_archive 6735730material_services financial_control_record 810material_services fund_code 2094material_services gas 1424material_services item_manufact_code 325material_services job_cost_validation 5347material_services library_master 2738material_services location 869material_services master_descriptor 13794material_services material_catalog_spec 23005material_services material_chronicle 848185material_services material_equipment 5288material_services material_forecast 3073material_services material_generic 7497material_services material_nonstock 3266material_services material_order_detail 157631material_services material_orders 41356material_services material_purchase 11622material_services material_specification 54503material_services material_stores 3061material_services object_benefit_code 3474material_services po_history 60515material_services po_history_rejects 1930material_services po_info 175419material_services po_note 129775material_services po_price 340393material_services po_shipping_info 525903material_services po_text 1493003material_services position_title 1390material_services purchase_record 237492material_services reconciles 824672material_services requisition_record 230251material_services salary_schedule 16086material_services stock_price 437material_services suspense 30048material_services textbook_curriculum 749material_services textbook_master 1701material_services user_login 2831material_services vehicle 1026material_services vehicle_archived 598material_services vendor_address_old_format 39050material_services vendor_old_format 33644office_depot_ordering office_depot_order 2021




Database Name Table Name Rowcountposition_control assignment 285518position_control assignment_increment 285518position_control classification_seniority 16857position_control classification_seniority_old 16857position_control position 132555position_control position_budget 338687position_control position_budget_increment 338687position_control position_increment 132555position_control position_pay_add_increment 17362position_control position_pay_additive 17362position_control position_title 1052purchasing book 5184purchasing buyer_assignment 475298purchasing codes 207purchasing commodity_buyer 247purchasing commodity_code 6800purchasing encumbrance_transaction 409247purchasing encumbrance_transaction_ctl 856purchasing item_catalog 7907purchasing material_delivery 610purchasing preliminary_encumbrance 16338purchasing purchase_instructions_history 34025purchasing purchase_order 127325purchasing purchase_order_budget 402597purchasing purchase_order_budget_history 166075purchasing purchase_order_history 30484purchasing purchase_order_instructions 133904purchasing purchase_order_item 405purchasing purchase_order_line 400971purchasing purchase_order_line_history 165285purchasing purchase_order_notes 107435purchasing purchase_order_receipt 389777purchasing requisition 118619purchasing requisition_budget 420414purchasing requisition_line 416004purchasing requisition_notes 48458purchasing vendor_instructions 1493seniority seniority_card 4682stock_ajl annual_issues_0001 212378stock_ajl annual_issues_0102 199636stock_ajl annual_issues_9900 215962timekeeping sl_actbudget 730timekeeping sl_actduty 1269timekeeping sl_action 2646767timekeeping sl_activity 1216timekeeping sl_attendee 25581timekeeping sl_budget 207882timekeeping sl_budgetstore 1449timekeeping sl_duty 200184




Database Name Table Name Rowcounttimekeeping sl_loginaccess 4552timekeeping sl_loginini 1026Timekeeping sl_loginini_tc 988Timekeeping sl_prodloc 260Timekeeping sl_sams_error 2102Timekeeping sl_samsrec 579080Timekeeping sl_thirdapprover 200Timekeeping sl_timecard 197859Timekeeping tk_login 1287Timekeeping tk_login_audit 93826Timekeeping tk_tmploc 714



Appendix G: Overview of Current SDUSD Systems

Appendix G – Overview of Current

SDUSD Systems




A. Human Resources Systems Overview Subsystems:

BenefitsPayrollPersonnelPosition Control

SDUSD Human Resources systems are mainly comprised of 30-year-old legacy mainframe code that was recently migrated to the client/server platform during the Y2K conversion. This includes Payroll, Personnel, and Benefit systems. Other “stand alone” applications have been bought or built over the past decade using PowerBuilder, MS Access, and other miscellaneous development tools. There is no true integration between any of these systems. Sharing of data between the systems is not automatic. Each area is responsible for the entry of data for their respective departments. There are some data transfers through manual interfaces or system upload/download programs.

Benefits OverviewSDUSD offers basic medical, dental, and life insurance to all active monthly employees and their dependents. Employees are eligible for these benefits on the first day of the month following the month in which they were hired. Certificated employees’ eligibility dates are dependent upon their contract and the signing date of that contract.

In addition to Social Security benefits, classified employees are entitled to the benefits of the Public Employees Retirement System (PERS). Certificated employees receive benefits from the State Teachers Retirement System (STRS), but are ineligible to participate in Social Security. Payments into PERS and STRS are calculated on specific gross wages as a pre-tax deduction. All District employees are eligible to participate in Tax Sheltered Annuities (403b). For the most part, 403b’s follow most of the same rules and regulations as 401k plans. The District also contributes one percent (1.00%) of some employee’s annual earnings to a 401(a) plan

Monthly employees working half time or less may purchase medical benefits. For example, an employee working .25 FTE would pay 6/8 of premium and the district would pay 2/8. Job-sharing employees share benefits and may share in any proportion based in their agreement, not on the percentage of time worked. They may purchase additional life insurance and Accidental Death and Dismemberment insurance. Employee contributions are required to participate in these programs. Retirees and surviving dependents may also purchase benefits. The district may bill people for these premiums.

The Benefits department also administers the Consolidated Omnibus Budget Reconciliation Act (COBRA) program. When an employee leaves their job, notification of the COBRA program is sent to the employee. If they desire to purchase this insurance, they submit an application to the Benefits department. The department prints payments slips for the employees and monitors premiums due and payments made.




Open Enrollment Processing Open enrollment is available in November of each year. This is the only time changes to benefits are allowed for active employees except for certain life events such as the birth of a child. The third party administrator, VEBA, sends a report to SDUSD of all changes entered by the employees through their web site or hard-copy forms.

Payroll Overview

Time and Labor CollectingSubstitute teachers are tracked through a subsystem (SEMS) with electronic time cards sent to Payroll. School site personnel gather daily absence information from the SEMS system.

Most of the district uses paper time cards and time sheets, which are received via intra-district mail from the school sites and departments. They are sorted and distributed to the appropriate Payroll Technician.

Time Cards: Time cards must have budget approval prior to processing for payment. Once approved, the technician enters an assignment ID on each card and batches in lots of 100 accompanied by a batch header form and sends to Data Entry. After input, the time cards are returned to the technician for verification and filing.

Warrant ProcessingThe “normal” warrants processing is done twice a month. The processing of the warrants for monthly employees is started one week prior to the end of the month and paid on the last day of the month for work performed that month. The processing of warrants for hourly employees is started at the end of the month and paid on the 10th of the following month. The exception to this process is during the month of December. Rather than having the checks for teachers dated December 31, they are dated for the first “special” payroll in January.

California Education Code controls the timing of paydays for Certificated and Classified employees. There are specific rules for each group.

Special payrolls are processed, typically weekly, to correct errors or other necessary adjustments and are always printed warrants (no electronic deposits).

Once Fiscal Control approves the accuracy of the payroll, the warrants are distributed to the employees and the information is electronically sent to the banks for the electronic deposits. The banks must receive the transmissions within the legally required time frame.

Occasionally it is necessary to process a payroll warrant outside of the normal or special payroll runs. When this happens, Fiscal Control writes the check from a separate cash account referred to as the Revolving Cash Fund. A copy of the Revolving Cash Form accompanies the warrant to the employee and is used as the pay stub. During special Revolving Cash Form payroll runs, a warrant will be printed payable to the Revolving Cash Fund to re-pay the manual warrant.




On a quarterly basis, IT produces files for state and federal tax reporting and payment, and sends to the county for reconciliation. On an annual basis, IT prints W-2 forms for employee tax reporting.

Retroactive Payments: Due to cost of living adjustments and contract agreements, retroactive payments are generated for groups or all District employees. The payments are made on specific types of monies earned.

Personnel Overview

Applicant TrackingThe district is in the process of implementing SearchSoft, an applicant tracking system. This is being done as a three-phase project.

Phase 1, for certificated non-management positions, is currently up and running. Phase 2, for management positions, is very close to going live. Phase 3, for classified positions, is scheduled to go live by the end of the calendar year.

CredentialsRegistration of state issued credentials, permits, waivers or certificates is currently processed by viewing official registration records by County link or Commission on-line data. This data is copied and "re-keyed" into the district credential database. Additionally authorized district staff issue and document temporary certificates for employees renewing credentials or applying first time through the district application process. Other types of district earned certificates are also entered into the database. This data generates reports for district monitoring, and notices to employees regarding their credentialing needs or deadlines. The system requirements for district certification records are much greater now, based on recent legislation involving school districts in the process of training and recommending credential issuance directly to the Commission staff.

EducationCertificated employee salary placement and advancement criteria are based on certifications, university earned degrees and creditable upper division or graduate units from accredited universities. The district currently maintains educational information on a separate system (PowerBuilder) which is not integrated with the existing HRMS SQL database. Updating the payroll system requires manual processing. Classified educational information is not maintained on any district system.

DemographicsDemographic information on district employees is maintained and viewed from the “employee master” display screen located in the client/server application. The employee demographic data is kept in an employee table in SQL Server. Each independent system requires input of the same demographic information.




EvaluationsAn annual report from the client/server database is mailed to site administrators (via personnel) listing names of certificated staff members requiring performance evaluations for the school year. Classified management receives a computer generated evaluation report for each classified employee due for an evaluation based on date constraints in the system. The necessity to track performance outside of normal evaluations requires use of a separate File-Maker Pro database. All documentation is completed manually and retained in the personnel file.

Post and BidThe Post and Bid (transfer) process is used by certificated employees to seek and secure changes in their classroom teaching assignments within the district. Currently, this process is held in February, May and July in order to meet staffing needs for the ensuing school year. Human Resource Services Division posts known vacancies on the district web-site. All applicants (current employees) apply on-line for consideration. Awarding of positions is based upon criteria specified in the posting, e.g.: seniority, credential authorizations, and major or minor university degrees.

Substitute StaffingA third party vendor, e-SCHOOLS, is used for notification of absences, contacting substitutes by telephone, visually documenting on the computer screen and running reports. A separate timekeeping system routes substitute teacher timecards for payroll processing.

Position Control OverviewThere is no position control currently utilized by the district at this time. When a new position is created or a position becomes vacant, a paper Assignment Authorization form is completed. This form must be routed through various departments for approval or processing, but there is currently no tracking capability. The volume of these forms is such that it is nearly impossible for the originating party to locate their Assignment Authorization form when it appears to be “stuck” somewhere. This is an area that nearly everyone interviewed expressed concern and requested an on-line form with approval routings.

There is a definite requirement for a “Position Control Management System.” This system would drive the system by position, rather than employee. The system should allow staff to attach data to the positions and move employees in and out of those positions. Personnel should be able to track specific information related to a position, such as salary or standard hours, regardless of whether an employee fills it. And they should be able to use data specific to each position as the basis for organizational planning, recruitment, career planning, and budgeting.




B. Financial Systems OverviewSubsystems:

Accounts PayableAccounts ReceivableAssociated Student Body (ASB)BudgetCash ManagementFixed AssetsGeneral LedgerPosition ControlProcurementRisk ManagementWork Order (Job Cost)Miscellaneous (Fiscal Control, Food Services, Mandated Costs)

The current financial system is very complex and inefficient. The technology ranges from old legacy systems to client server systems that have been implemented as recently as 1999. There is no true integration between any of these systems. Data are moved via batch uploads and downloads creating an extensive need for reconciliation between systems. Data integrity and duplication of effort dominate individual roles and responsibilities throughout the district. Ad-hoc reporting is generally accomplished using Infomaker. Often, information is exported from those queries into Excel for various needed reports.

Accounts PayableAccounts Payable processes all payments for disbursements other than payroll. Vouchers are entered on a client-server system developed internally that went into production in 1994. The system was developed with the PowerBuilder application development tool. There is no automated integration to the general ledger system but there are batch uploads from the Accounts Payable system to the Financial Database (FDB). Budgets are a key driver for Accounts Payable but no integration to the budgets/appropriations Financial Database (FDB) system exists.

Encumbrance AccountingThe District applies the encumbrance accounting model to the outstanding liabilities. The Accounts Payable and Budget departments ensure encumbrances are set and released appropriately. Encumbrances are released after contractual obligations are met. Cash position analysis/forecasting is extremely important to the school District and is directly related to the amount of monies that are encumbered.




Voucher ProcessingAccounts Payable utilizes a manual 3-way match for invoices that have Purchase Orders and Receipts Data. Integrity is accomplished by comparing adding machine tape of batched invoices to the proof report run in the Accounts Payable system. Invoice volume is high – an estimated 15,000 vouchers/invoices per month. Accounts Payable processed approximately 230,000 vouchers/invoices last year.

Currently, all paid invoices with supporting documentation are scanned. This equates to approximately 40,000 documents monthly. The scanning system has 3 indexes and reads a bar code for indexing. Archived documents must be accessible for at least 5 years.

Procurement Cards ProcessingThere are approximately 900 procurement cards distributed throughout the District. Personnel needing to purchase items pertaining to their school site have the authority to charge the purchase using the procurement cards. The site is responsible for reconciling, gathering appropriate approvals and assigning the proper budget charge numbers. Procurement card statements are matched against the original receipt at the school site. After reconciliation is completed the documents are forwarded to Budget and then to Accounts Payable for payment. Accounts Payable will then issue a warrant directly to the credit card company.

ReportingAll vendors providing a service to the district are reviewed to determine status as an in-state or out-of-state vendor. 1099 forms must be sent annually to any vendor whose service totals $600.00 or more for the year. A withholding of 7% must be done on each of these vendors who are not exempted by completing a form 590 provided by the district and whose payments equal $1501 or more.

Changing laws and complex reporting requirements make this function time consuming. The current method of flagging/tracking withholding activity is extremely inefficient. The current system is not easily customized and has forced users to find manual workarounds.

The District is in compliance with the California Independent Contractor Reporting Law, DE542.

Warrant ProcessingReimbursement claims are sent to the Budget Analysts who are responsible for checking if funding is appropriate for the activity and if funds are available. After approval the source documents are forwarded to Accounts Payable for the warrants to be issued. Warrants are issued twice weekly and sent to their respective vendors. The warrants are drawn against the County, which acts as a clearinghouse for the District.

Accounts ReceivableApproximately 70% of revenues are attributed to the Average Daily Attendance (ADA) that is handled within the Pupil Accounting Department. The California Department of Education funds




the District based upon ADA. Typical Accounts Receivable functions do not apply to this funding source.

Activities that are tracked through Accounts Receivable systems include: facilities rentals which generate income by utilizing the grounds of closed school sites as a leasing asset (tracked using Lotus 1-2-3) and invoices from activities such as warranty recovery (tracked in a FoxPro database). The district also bills various school districts for use of the LiveScan fingerprinting system. This receivable data is maintained entirely in the LiveScan system. There is no requirement for data to be extracted from these systems, except at year-end when all outstanding receivables are accrued and entered via a manual journal. Additionally, catering activities of Food Services are billed via the MBA Accounts Receivable Module.

Associated Student Body (ASB)Some schools have retail stores where various items can be purchased. The software utilized is called School Controller by Blue Bear Software. It is used to track all student purchases by means of a Student Identification Card (SIC), which has a barcode that corresponds to a number unique to each student. When a student purchases an item the SIC card is scanned. Income data gathered from the Blue Bear Software is manually entered into Quickbooks Pro. These reports are reviewed by financial accounting monthly but are not recorded until year-end where they are entered as part of the consolidated financials.

Check Processing at School SitesQuickbooks Pro is utilized for the record keeping of the Associated Student Body (ASB) for each school site. All cash transactions deposits or expenditures are handled by the School Financial Clerk/Secretary. Funds are reconciled to the bank statement on a monthly basis. SDUSD requires that any money received for the ASB must be counted and deposited the same day. Checks are written for fundraisers, yearbooks, picnics, etc. as required. The schools maintain a chart of accounts for the ASB within the Quickbooks system. These accounts are debited/credited accordingly depending on the fundraising requirements.

ReportingSchool Sites generate numerous reports on a regular basis from the Blue Bear Software program. Some examples include:

Paid Fees per Semester Outstanding wood shop fees per semester Student Clothing Purchases Student dance entrance fees Register income per account

The current system does not have the capability to allow the school sites to view or update their current Accounts Payable status online. School sites are sent hard copy reports every two weeks that provide them with their Fund/Budget status.




Budget

Budget DevelopmentBudgets drive the financial operations through out the district. The Budget Development File (BDF) is a standalone system using client/server software. The budget development process is initiated by rolling over the BDF from the previous year and making changes/additions/adjustments (including enrollment adjustments, Special Education Growth, salary and benefits changes, program increases, deletion of discontinued programs, etc.) and other requirements as specified on the Discussion Paper and adopted by board approval. The Budget Systems Analyst administers all activity and coordinates with the appropriate information technology staff, administrative staff, site staff, and budget/financial staff. Upon approval of the budget development file, the file is rolled over into the Financial Database as Original Positions/Appropriations and posted to the General Ledger System. The J200 is completed in accordance with this process and sent to the State.

Budget ReportingThe Budget Department distributes hard copy reports to every school site and department twice a month. These reports are utilized by sites and departments to review current financial activity. Many sites and departments track budget activity in Excel and compare information to hard copy reports they receive. The financial activity that is tracked in Excel is often allocated into sub-categories, e.g., departments, groups, clubs and activities.

Salary Projections Encumbrance SystemSalary Projection Encumbrances are calculated in the system. The Personnel Development Budget Development (PDBD) system provides salary projection data for the next fiscal years budget. After completion of the salary projection the budget file will be updated for the next fiscal year.

Expenditure ReportingAll expenditure reporting takes place in the Financial Database (FDB), which was a mainframe legacy system converted to Client/Server during Y2K. Power Builder Applications are used to create most of the transactions. Source data is uploaded in batch processes nightly. Manual reconciliation is performed to ensure that the uploaded data is correct.




Source systems for Expenditure transactions are: Accounts Payable B-Warrants Fixed Charges Job Costing Journal Vouchers Material Control Payroll

Journal Voucher SystemThe journal voucher system is a Powerbuilder application that is used to post the following transactions to the Financial DataBase:

Appropriations Encumbrance Corrections Expense Corrections Positions Abatements Accept, Budget and Spend Original Appropriations

A batch upload process is completed daily. Information is exported from the journal voucher system and uploaded to the Financial Database.

This system also works hand-in-hand with the Board Agenda Program, which is also a Powerbuilder application. Extractions are made from the journal voucher system based on set criteria. The extraction is used to prepare the financial section of the board agenda, which is presented, for approval to the Board of Education.

Cash Management

Cash Receipts ProcessingThe district Cashier (Fiscal Control Department) maintains a Cash Receipts database, which is a stand-alone Omnis database on a Macintosh computer. When money is brought in to the district, the Cashier enters the various data into the system, and then prints out a receipt on a pre-numbered receipt form. One of the unique data elements maintained by this system is sub-code. Sub-codes are used to provide for classification of different types of cash receipts within a given ledger account number. At the end of the day, a report is run which totals all cash received for each fund. The Cashier then manually types on either a County Treasury form called a Deposit Permit (for most funds), or on a bank Deposit Ticket (for other funds). These forms contain the




total dollars to be deposited into each fund at either the County Treasury, or the particular bank account. The money collected for that day is then matched with that Deposit Permit or Deposit Ticket and stored in a vault until it is picked up the next day. Once the Deposit Permits are approved by the County Auditor and Controller's office, the cash is deposited, and the forms are assigned a transaction number and are returned to the district. The data on these documents are then manually input into Cash Receipts Journals (spreadsheets) for the affected funds. The Cashier also runs various reports off the system on a daily, weekly, and monthly basis for the Financial Accounting and Budget departments. The data contained in these reports are entered electronically into the Financial Database (for expenditure abatements or appropriations additions), and manually into Cash Receipts Journals and the Accounts Receivable system.

In addition, there are various other types of cash receipts, which do not flow through the Cashier's database. Some examples of these include: apportionments from the San Diego County Treasury (Interest, Property Taxes), the California Department of Education (Lottery), the U.S. Department of Education (Title I), etc. These apportionments are placed by the County Treasury into the various District funds. When this occurs, the District receives an apportionment document as notification, and the data is manually input into a Cash Receipts Journal.

Cash transfers are another type of cash transaction. The Requisition for Cash Transfer form is used to transfer cash into or out of a fund. It is also used to transfer cash between funds of the district for various purposes. These requisitions can be prepared either by the Financial Accountants (Financial Accounting Department) or by the County Treasury. Once these forms are approved by the County Auditor and Controller's office, the cash is moved, and the forms are assigned a transaction number and are returned to the district. The accountants then manually input the data into Cash Receipts Journals for the affected funds.

Other source documents that the District receives for notification of cash activity include: debit memos, overage warrant notification, cancelled warrant notification, and Deposit Permits prepared by the County Treasury for wire transfer deposits into district funds from other agencies. These are all handled similar to the processes described above.

At the end of the month, the Financial Accountants manually enter the summary totals of the Cash Receipts Journal for each fund to that fund's Cash Receipts journal entry form in the MBA General Ledger program. The entry is then posted to the general ledger.

Cash reconciliationAfter all cash transactions are posted to a particular fund's ledger, the accountant responsible for that fund manually reconciles the general ledger cash balance to the hard copy of the monthly cash statement for that fund as provided by the County Treasury or bank.

Cashflow projectionsEach year, the District engages in a short-term borrowing known as TRANS (Tax and Revenue Anticipation Notes). The California Education Code allows school districts to issue these notes to cover temporary cashflow deficits, in anticipation of future receipt of property tax and other




revenues. A requirement for issuance of these notes is the preparation of actual and projected cashflow schedules for unrestricted General Fund cash.

COPS (Certificates of Participation) are issued by the district from time to time for the purpose of financing capital projects. A requirement of the issuance is to monitor cash outflow to ensure that projects are progressing on a timely basis, in line with original issuance forecasts, in order to avoid or minimize possible arbitrage liability to the IRS.

There is a requirement to produce cashflow schedules on all capital project issuances to enable cash monitoring on a current and continuing basis through project completion.

Cash balance monitoringThe General Fund cash balances are monitored daily to ensure that there are sufficient funds available to cover anticipated expenditures. General Fund cash balances are also monitored to ensure that required TRANS draw-down funds have been received in a timely manner. Cash balances of other funds are also reviewed periodically to ensure that there are sufficient funds available to cover anticipated expenditures.

There is also a month-end statement of cash on hand for all funds, which is prepared each month for the Board of Education to review.

InvestmentsCash on deposit in excess of immediate operational needs is invested on a long- or short-term basis. There exists a need to identify and monitor cash available for investment as well as the point in time in the future when investments will need to be converted back into cash. This need exists for the District's Cafeteria Fund, Trust Fund, and Facilities Funds.

Revolving Cash FundsSchool sites and specified admin/program offices are authorized a Revolving Cash Fund (RCF). These funds are part of the General Fund and as such are board authorized. Any requested increase in a site's RCF balance is subject to board authorization. A temporary loan to a RCF account is also subject to board approval.

Each site maintains their RCF funds in a unique checking account at US Bank. The purpose of the RCF account is the direct purchase of supplies and materials (usually less than $50). The original receipt(s) and SDUSD district claim form are then submitted to the Accounts Payable unit for reimbursement. After the claim is processed, the RCF reimbursement warrant is sent to the school site. The site will subsequently send this reimbursement warrant to the district Cashier for re-deposit at US Bank.

At the end of the school year, all RCF accounts should reflect the full authorized balance (including claims in process/deposits-in-transit).




Each RCF account is locally reconciled every month. The Fiscal Control department conducts a yearly audit of ALL RCF accounts. At the end of the fiscal year, the total of all authorized RCF balances outstanding is reconciled to the general ledger of the General Fund.

Fixed Assets

Asset Tracking Land and building assets are tracked using a manual book called the Asset Ledger. This ledger is maintained by the Financial Accounting department and is updated periodically.

Asset InventoryEquipment inventory is considered an asset if its average value is $500.00 or greater. This equipment inventory is maintained in an internally developed Powerbuilder client/server application.

General LedgerThe MBA general ledger system is the system used by the Financial Accounting and Food Services Accounting Departments, and is standalone. It requires accountants to extract data from various hardcopy reports and spreadsheets, and re-key them as summarized journal entries into this system on a monthly basis in order to meet Management reporting and Statement of Operation requirements. Thirty to forty percent (30 to 40%) of the general fund accountant’s time is spent entering data.

The District is in the process of converting the Chart of Accounts to meet the Standardized Account Code Structure (SACS) requirements by the end of June 2002.

Special Projects DatabaseThe Special Projects Database is a FoxPro program-driven database, which maintains the subsidiary ledger for all Special Projects (Grants) of the district. This subsidiary ledger contains Revenue, Expenses, and Appropriations for each project, and is manually updated by inputting data off hardcopy reports generated by the Cash Receipts, Financial Database, and Board Agenda Systems.

Financial ReportingDistrict reporting occurs multiple times during the fiscal year. Information is reported to school sites, departments, federal, state and county agencies. Information is retrieved using several tools, including production runs through the Information Technology Department and desktop ad-hoc reports using Infomaker. Reports are typically generated from data collected manually and entered on Excel spreadsheets or entered into the California Department of Education software.

The District is required to be compliant with Governmental Accounting Standards Board (GASB) Statement 34 Reporting by June 30, 2002.




Position ControlThe Budget Department manually compares budgeted to filled positions to determine if position requests can be processed. Funding source is also used in determining if position classification can be processed.

ProcurementThe current purchasing applications that were developed internally generally meet the District’s needs, and are relatively user friendly.

Requisition ProcessingRequisition processing is done using the EFRA (Electronic Forms Routing Authorization) system. This system is a “home grown” application with a windows/client server user interface that was deployed in March 1999. It is used to process requisitions throughout the district.

When users create requisitions in the system, they are automatically routed to the appropriate supervisory and budget individuals for approval. EFRA provides an efficient method of processing requisitions into purchase orders. There are free form notes available on the requisition and these are copied to purchase orders. Requisitions may be processed to multiple buyers/purchase orders. Requisition history is available for users to see where the requisition is in the approval/placement process, and what the current status is.

The Budget Utility within EFRA permits users to see the status of requisitions. One problem is that school sites have no access to this application.

Purchase Order ProcessingThe system provides standard purchasing functionality and generally meets the needs of the buyers and the central receiving unit.

Standard Vendor remarks are available. Vendor inquiries are available, but the search capability is limited. Currently, the vendor search will only work to list all purchase orders for a vendor if the spelling is exact, or if the vendor number is used.

Manual intervention is required to indicate that a shipment is to be directed to stock receiving. Currently, buyers manually write an “S” in front of the purchase order to indicate that the order should go to stock receiving.

Users can access requisitions used to create the purchase order from the purchase order, but the purchase order cannot be accessed from the requisition.

An electronic automatic interface exists between Procurement and Accounts Payable. Currently, Procurement is very limited in the access to information about payments made against purchase orders and contracts.




Work FlowWork Flow is built into the EFRA system. When requisitions are entered, they are automatically routed to the proper supervisory and budget approvers. However, the EFRA system is not tied to a Human Resources database so that organizational changes are manually updated.

Risk ManagementThe Risk Management Department consists of eight employees who perform a variety of functions relating to Property and Liability, Workers’ Compensation, Safety, Unemployment Insurance, and budget preparation. All of these functions are performed using a variety of systems. In the procurement of insurance and claims processing this department relies on data extracted from current District systems that include, but are not limited to, the following: Financial Database, Accounts Payable, EFRA (Electronic Forms Routing Authorization), and subsystems of the HRMS (Human Resources Management System). This department also utilizes stand-alone systems. There is no automated integration to any of the systems.

Liability ClaimsRisk Management investigates third party liability claims filed against the District. Claims data, such as identifying information, notes, reserve updates, legal status, and payment history must be manually input into the CCAPS (Complete Claims Management Processing System). This department has been using the DOS based CCAPS Risk Management Information system since 1991. Information compiled into the CCAPS database is utilized to determine funding requirements and loss history data. While CCAPS can provide for some basic summary reports, such reports are extremely limited and cannot be exported into other programs for the creation of meaningful management reports.

Workers’ CompensationRisk Management receives, via fax, reports of injury/illness from the site where the injury/illness occurs. Manually inputs numerous data elements found on the faxed report and the HRMS into the DAVID system. The information is electronically sent to the district’s third party administrator who investigates and processes payments using a district checking account. The third party administrator requires updated attendance and payroll information on an ongoing basis. As with all claim payments, temporary disability payments are processed by the third party administrator. For salaried employees who have Industrial Accident Leave, Sick-Time or Vacation benefits available, the temporary disability check is sent to the district’s Fiscal Control Office and manually adjusted to the available benefits as indicated in the HRMS.

SafetyRisk Management is involved with safety training, education and investigation/response.




Unemployment Insurance Cost ControlRisk Management investigates and responds to unemployment insurance claims, researches employment data in the HRMS Mainframe system, to include employment, payroll, and benefit data. It records and tracks all claim status within an Excel spreadsheet, and responds to California legal decisions and correspondence using Microsoft Word.

Work Order (Job Cost)The main program where project costing is an essential requirement is the Maintenance and Operations. Proposition MM general obligation bond measure has generated an increasing amount of activity for the current job cost process. This proposition provides $1.5 billion for new/existing school construction, modernization, refurbishment, and repair. Program Management analyzes cost and schedules control for these construction projects within the District. Program Management also manages acquisition strategies for contracting.

Time and Labor is uploaded from MAXIMO to the Job Cost System. Manual reconciliation takes place to ensure that all the data uploaded/downloaded correctly.

Material – Material charges for project costing enter the Job Cost System via three methods:1. Expenses charged to projects that have flowed through Accounts Payable2. Material charged to projects via the Maximo (Work Order System)3. Material CPG System Inventory/Stock Requests system

Material charges are keyed from reports generated from the job cost system and entered into the Primavera 3 system. These current systems do not interface with the Financial Database or the General Ledger.

Miscellaneous

Fiscal ControlThe Fiscal Control Department is responsible for a variety of functions related to payroll, accounts payable, and financial accounting. Customer support and problem resolution is a major function for this area.

Benefit AccountingBenefit Accounting posts and deposits benefit payments received from retiree and COBRA participants. It reconciles monthly cashier deposit analysis report, Financial Accounting general ledger and database trust fund balances and activity for District medical, dental and life insurance plans. It also audits and verifies validity of premium refunds and adjustments requested by Benefits. It processes refunds per request by benefits. It calculates and processes reimbursement of premium payments to District from the trust fund.




Payroll Warrant Distribution, Stop Payments, Cancellations and Returned WarrantsWarrants are distributed either through the US mail or to district sites via the internal mail service. Customer service is provided to employees who do not receive their warrants; stop payments on warrants are processed and then replacement warrants are issued. Manual checks are issued through the Finance Division revolving cash fund account. Cancelled/voided warrants are posted in a batch mode to update the employee database and to send a file to the County to update their check reconciliation system. Returned warrants are also processed.

Balance, Audit and Initiate Printing of Payroll WarrantsSummary and detail payroll reports are audited to validate totals, various tax and retirement calculations, and issue date. Payroll summary are posted to a spreadsheet and balance to the control record change summary (employee database totals). Printing of warrants is initiated, including running a test to audit warrants for accuracy.

Electronic Deposit of PayrollElectronic deposit entry is set up via a pre-note. The monthly and hourly payrolls include electronic deposit to employee’s bank accounts. A downloaded file is processed through our bank’s software and transmitted to the bank for employee direct deposit. Recalled items are monitored and processed as appropriate.

OverpaymentsOverpayment documents from payroll are audited, posted to a database program (File Maker Pro) and summary reports prepared each month for financial accounting. The database contains records for each employee with an overpayment and the activity associated with the overpayment. An Excel file is also created for posting a journal voucher for budget, to send to payroll, and from which to post an abatement batch in the payroll system.

GarnishmentsRecords on tax levies, wage assignments and garnishments are received and maintained. Payrolls are audited for proper deductions on these mandatory deductions. Funds for mandatory deductions are disbursed to appropriate agencies. Customer support is provided to employees, agencies and payroll technicians relative to the garnishment process.

Voluntary Payroll DeductionsReports and checks for employee voluntary deductions are validated and distributed. Employee bond deduction records are maintained; reports are made and funds are disbursed to the Federal Reserve. Employee 403(b) deductions are maintained – setting up, modifying, and deleting deductions, and monitoring year to date deductions relative to legal limits. Deduction adjustments are processed; changes in laws and regulations are implemented; files are maintained per IRS regulations.




Retirement ReportingThe district employees may belong to either the PERS or STRS retirement systems depending on job classification. Daily edit list for proper retirement coding of new assignments is reviewed. Changes are made as is necessary. Time worked for mandatory membership for hourly employees is monitored. New members are enrolled and reported. Customer support is provided for new members.

Retirement reporting to PERS and STRS is audited and prepared. Customer support for retirement-related questions and problems is provided. Edits from STRS and PERS are reviewed/audited and applicable changes are made. Employee contributions and service credit issues are researched and analyzed. Deposits to STRS and PERS for employee and employer contributions are made.

Worker’s CompensationAccounting is provided for all payroll related workers compensation payments. Temporary disability and vocational rehabilitation payments are audited and disbursed. Customer support is provided for all workers compensation laws, regulations, requirements and procedures to District employees, other District staff and legal counsels.

Accounts PayableFood services and accounts payable payments are audited. Emergency accounts payable checks from the finance division revolving cash fund account are prepared. Accounts Payable deductions are balanced on a monthly basis.

Tax ReportingTax payments from each payrolls summary report are calculated. Federal and state tax payments are made on a semi-weekly basis. Quarterly and annual payroll tax reports are filed with the IRS and the EDD. Employee W2 records and any adjustments as filed with corrected W2’s and W2c’s are maintained. Customer support is provided regarding payroll taxes, social security, Medicare and W2 information.

Procurement CardsDistrict procurement card files with the bank are maintained. Related activities include employee customer service regarding the cards, set up, deletions, dollar limits and maintenance of documents.

Bank ReconciliationsAll third party employee benefit vendor bank accounts – workers compensation, group dental, and flexible spending accounts – are reconciled. The bank account used for electronic deposit transmissions and the finance division revolving cash fund account is also reconciled.




Food ServicesFood Services Accounting acts as its own company within the District overseeing its fiscal accounting that includes income, expenditures, payments and claims for subsidy. They are responsible for Accounts Payable, Accounts Receivable, balancing/reconciling the bank statements, statements of operations for the Food Services Department and the 24 Preparation Kitchens.

The Food Services Accounting department consists of 9 employees and they distribute disbursements to approximately 1475 payees. Food Services Accounting receives up to 10,000 invoices per month from the 24 Food Payment contracts. Payment is made to other vendors via purchase orders and contracts. All telephone bills covering each school are processed for payment as well as all employee mileage. Prepaid meals (1200 refunds per year) are refunded to parents as requested. The total Food Services fiscal activity was approximately $39 million in Fiscal year 2000/2001. Food Services Accounting relies on information from the student information system (AERIES) and the Point of Sales (POS) system. This information is currently extracted manually from both systems and has no interface with the Food Services Accounting systems.

Preparation KitchensFood Services prepares and distributes food for multiple schools. Deliveries are made utilizing special carts that maintain the temperature for the food. Food Services owns the vehicles that handle the distribution of prepared foods.

Snack/Lunch ProgramsFood Services Accounting is responsible for claiming the subsidy for all the lunches/snacks that are distributed within the District for the After School Reading Program, the 6-6 Program, Child Development, and the National School Lunch Program. There is a great amount of reconciliation involved in tracking these programs because the Food Services Accounting department must ensure that they are not over claiming subsidy reimbursement. The reconciliation involves analyzing the number of snacks/lunches delivered to the site vs. the number of snacks/lunches consumed at the site. They must also analyze the number of students in attendance at the time of snack/lunch consumption and ensure the numbers are reasonable.

General LedgerThe MBA General Ledger system is used to produce the Statement of Operations and other financial reports for Food Services Accounting. Food Service is set up as a subsidiary of the District within the general ledger system. Journals are predominantly entered manually into the General Ledger system from subsidiary ledgers/journals that are tracked via Excel spreadsheets.

Food Service Accounting is set up within the General Ledger system as a separate entity from the District with its respective financial statements. Data from this entity is entered into the General Ledger by the Food Service Finance Supervisor and the Senior Financial Accountant from Excel spreadsheets.




Food Services pay the salaries for all its employees. Food Services Accounting reimburses the District for payroll expenses incurred from their operation. Food Services Accounting also reimburses the District for all of the fixed charges that belong to employees of Food Services.

Check Processing In June 2001 a system change was implemented to provide Food Services Accounting the capability to utilize the Document Express Accounts Payable system for check printing. Food Services Accounting has its own checking account and will generate check runs using their account specifics. Invoices will be entered in batches to the Food Services Accounts Payable system and will be processed in a similar manner as the District. The Food Payment is processed in batches and balanced by vendor on a monthly basis. A check is then rendered by the 15th of the following month to all Food Payment vendors. Purchase orders, other contracts, reimbursements, mileage and utilities are paid weekly as received.

Investment AccountFood Services Accounting has its own investment account that they monitor and distribute depending upon their cash requirements.

BudgetFood Services Accounting is responsible for creating and maintaining their budget.

Mandated CostsThe Mandated Cost Unit is an arm of the Financial Accounting Department in the Finance Division managing all state-mandated activity for the district. The Mandate Cost Unit is responsible for evaluating legislation and regulations for potential reimbursable state-mandated programs, filing Test Claims and representing the district at hearings before the Commission on State Mandates. Financial Accountants are required to extract, gather, analyze, collect and compile cost date; calculate time based on salaries and activity logs; file annual reimbursement claims; provide reimbursement to the school sites; respond to audits of claims. Reports are generated and utilized by departments and sites to review current financial activity and calculate next fiscal years budget.
