Request for Proposal Managed Information Technology Services

DAYTON BOARD OF EDUCATION Purchasing & Contract Administration 115 South Ludlow Street, 5th Floor Dayton, OH 45402-1812

Bidder’s Conference will be held Tuesday, January 16, 2018 at 9:00 a.m. (local time) IUE Conference Room, 2701 Dryden Road Moraine, OH 45439 Electronic Proposals will be accepted until 12:00 p.m. Monday, February 5, 2018. All submissions must be uploaded to the DPSD Bonfire Public Portal at https://dps.bonfirehub.com/opportunities/6225 See submission instructions, Exhibit “1” of this document

RFP No. Date:

18-863 January 8, 2018

LEGAL NOTICE Dayton Public School District (DPSD) intends to enter into a three (3) year contract with a qualified vendor to deliver managed information services. This initiative is known as the DPSD Managed Information Technology (IT) Services. On January 8, 2018, DPSD will post a formal solicitation for RFP 18-863 Managed Information Technology (IT) Services for the Dayton Public Schools at website: www.dps.k12.oh.us/community/bid-info.html. All interested parties, potential Offerors, and those seeking to do business are hereby notified that this website will be updated periodically to include additional documentation. Interested parties, potential Offerors, and those seeking to do business should continuously check this website to make sure to receive any additional information posted regarding this solicitation. The Director of Purchasing & Contract Administration, Bobby Smith, is the point of contact and he may be reached via email at [email protected]. A Bidder’s Conference will be held, Tuesday January 16 th, 2018 @ 9am, at IUE 2705 Dryden Road Moraine, OH 45402. Attendance is strongly recommended. Proposals to provide Managed IT Services must be uploaded to Bonfire prior to 12:00pm, local time on Monday February 5th. Submission instructions can be obtained at https://dps.bonfirehub.com/opportunites/6225. Firms submitting proposals must be approved by the Human Relations Council of the City of Dayton and must submit with their proposal evidence of such approval. Additionally, the response must include documentation of good faith efforts for utilization of local and economic disadvantaged businesses per the requirements of the DPS Community Inclusion Program. Based on Ohio Revised Code 5719.042, the Dayton Board of Education requires that all firms submit with their proposal an affidavit affirming status of delinquency on property taxes. The Board of Education reserves the right to accept or reject any or all proposals resulting from above. DAYTON BOARD OF EDUCATION Robert C. Walker, President Hiwot Abraha, Treasurer Publication Date: January 8, 15, 2018 Proposals Due: February 5, 2018

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TABLE OF CONTENTS LEGAL NOTICE SECTIONS: 1.0 PURPOSE . . . . . . . . . . . . . . . . . . . . . . . . .

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2.0 BACKGROUND . . . . . . . . . . . . . . . . . . . . . . .

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3.0 CURRENT DPSD IT ENVIRONMENT . . . . . . . . . . . . .

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4.0 SCOPE OF SERVICE . . . . . . . . . . . . . . . . . . . .

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5.0 INSTRUCTIONS TO OFFERORS…... . . . . . . . . . . . .

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6.0 SPECIAL PROVISIONS . . . . . . . . . . . . . . . . . . .

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7.0 INTERVIEWS AND PRESENTATIONS . . . . . . . . . . . .

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8.0 PROPOSAL EVALUATION PROCESS . . . . . . . . . . . .

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9.0 TERMS AND CONDITIONS . . . . . . . . . . . . . . . . .

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10.0 TERMINATION CLAUSES . . . . . . . . . . . . . . . . .

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COMPLIANCE DOCUMENTS

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         

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ATTACHMENT I - GENERAL INFORMATION ATTACHMENT II - PRICE PROPOSAL FORM ATTACHMENT IIA - PRICE SCHEDULE ATTACHMENT III - NON COLUSSION STATEMENT ATTACHMENT IV - DELINQUENT PERSONAL PROPERTY TAXES ATTACHMENT V - HUMAN RELATION COUNCIL LETTER ATTACHMENT VI - REFERENCE SHEET ATTACHMENT VII - PERFORMANCE REQUIREMENT EXHIBIT IP-I THRU IP-V DPS INCLUSION PROGRAM EXHIBIT I - SUBMISSION INSTRUCTIONS

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1.0 PURPOSE The purpose and intent of this Request for Proposal is to solicit Managed Information Technology (IT) Services from a qualified Offeror and to establish a contract through negotiations for continuing development and support of specific IT services for the Dayton Public School District, herein referred to as DPSD. 1.1

IT Management Services Sought

NOC (24x7x365 monitoring, security, support and maintenance ) ● ● ● ● ● ● ● ● ● ● ● ● ● ● ●

Server alert monitoring Server repair Server OS service packs Server OS hotfixes Server BIOS updates as required Firewall and other denoted devices Security administration Antivirus licensing Virus definition and prevention Microsoft patch management Event log monitoring as required Log file maintenance as required Drive space monitoring and remediation Installation and configuration of servers due to disaster Applications including, but not limited to: ○ Network operating systems ○ Microsoft SQL servers ○ Microsoft Exchange servers ○ Microsoft IIS servers ○ Microsoft ISA server ○ Backup ○ All email related support and troubleshooting ○ Major database and critical applications ○ Support and troubleshooting of critical line of business applications

Helpdesk (Monday through Friday 30 minutes prior to school start and 30 minutes after school end) ● Chromebook, workstation, laptop and tablet support and maintenance ● User account administration ● File sharing permission administration ● Basic end user support

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Onsite Support (Monday through Friday 30 minutes prior to school start and 30 minutes after school end) ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ●

Chromebook, workstation, laptop and tablet failure Hard drive failure Memory failure Power supply failure Keyboard and mouse failure Internet service provider management Router management Antivirus management Firewall management VPN management Outside printer management Outside vendor support Online asset management Online case management Automated desktop optimization and management Spyware and Adware removal VPN client management Antivirus software management Software patch management Mail and anti-spam support

2.0 BACKGROUND The Dayton Public Schools District (DPSD) is a large urban school district with approximately 2,400 employees and 13,000 students. The District operates a total of 30 instructional and 3 administrative facilities. As a result of decentralized management philosophy, the expectation of producing higher levels of services in an environment with decreasing resources, the district foresees the necessity to maximize value. DPSD seeks a technology management solution that will provide stable and reliable IT services to students and staff. The Offeror will be responsible for providing the resources necessary to provide these services at a high quality and efficient manner.

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3.0 CURRENT DPSD IT ENVIRONMENT 3.1

Architecture The Offeror shall thoroughly understand the DPSD IT environment and shall demonstrate this knowledge in their Proposal; the Offeror shall be responsible for maintaining/upgrading as well as improving the operational status of the DPSD IT Architecture.

3.2

Organic Support DPSD organic IT support consists of the Director of Assessment and Accountability. This position currently oversees the operations of administrative IT services; contracted IT support staff and Federal E-Rate programs.

3.3

Contractor Support The bulk of DPSD IT support will be contracted. The contracted staff will report to the DPSD Director of Assessment and Accountability.

4.0

SCOPE OF SERVICES 4.1

Current Environment In order for prospective Offerors to size this contract properly, Table 4.1 provides an overview of the number of locations and network devices supported by IT. DPSD IT Profile Approximation

Number

Total number of locations

30

Total number of administrative buildings

3

Total number of instructional buildings

27

Total number of square miles

53

Total number of students

13,000

Total number of employees

2,400

Total number of classrooms

1,024

Total number of network devices

22,000

Total number of Windows servers

49

Total number of routers

1

Total number of switches

510

Total number of AP's

996

Total number of network printers

1,500

Total number of network users

15,000

Average monthly Helpdesk service tickets

1,800

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4.2

Management Activities 4.2.1 Managed Service Plan The Offeror shall describe the managed service approach and method(s) it plans to use to provide the support required in this RFP. After award, the Management Service Plan will become the Offeror’s master plan to fulfill the Contract. It will incorporate other plans required by this RFP. The Managed Service Plan must be as complete as possible at the time of submission. It shall: ● Describe the Offeror’s proposed organization(s) and management structure, graphically and by narrative, responsible for fulfilling the Contract requirements. The Offeror must describe their reporting structure from the corporate level to their DPSD Program Manager. ● Describe the methodologies, processes, and procedures the Offeror’s proposed organization(s) will follow to provide the required support for Help Desk, NOC and onsite support. ● Describe the methodologies, processes, and procedures the Offeror will undertake to adjust levels of operation should the scope of DPSD’s IT Architecture change significantly. ● Define the deliverable review process (e.g. Monthly Report, Contract Annual Report, Status and Performance Reports) and describe how communication and review will be conducted between all parties. ● Describe the Offeror’s methodology for developing and maintaining a schedule for NOC, helpdesk and onsite services. ●

Describe the Offeror’s approach, if applicable, to effectively select and manage its subcontractors. If subcontractor participation is proposed on this effort, the Offeror must include a teaming agreement with all proposed contractors as part of their Proposal.

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Describe the Offeror’s approach to identifying potential problem areas, provide recommended solutions to those problem areas, and any assumptions used in developing solutions.

The delivery requirements for the Management Plan are as follows: ●

The Offeror shall provide a Draft Management Plan with the submission of their Proposal.

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The Offeror shall update the Draft Management Plan and deliver 60 days after Contract start.

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The Offeror shall maintain the Management Plan for the duration of the Contract and provide page changes to DPSD management for review and approval.

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4.2.2 IT Support Services Contractor Transition The Offeror shall work in conjunction with DPSD and the current incumbent contractor to ensure the smooth transition of IT Support Services. The current incumbent contractor is required to provide a smooth transition not to exceed 60 calendar days. Describe the Offeror’s approach to transition. 4.2.3 Monthly Reports The contractor shall submit a Monthly Report based on the agreed upon Service Level Agreements (SLA). The Monthly Report will be due no later than the 10 th day of every month. The Monthly Report may include, but not be limited to: ● ● ● ●

Planned projects System performance summary Fixed asset summary Issues/concerns

4.2.4 DPSD IT Architecture Support The Offeror shall update the DPSD IT Architecture as new technology is implemented or removed. The Offeror shall, in collaboration with DPSD, provide a comprehensive reassessment and update document of the DPSD IT Architecture, due to DPSD no later than 60 days before the expiration of each Contract Year. 4.2.5 Operating Plan The Offeror shall provide an Operating Plan within the Management Plan. The Operating Plan will include a Personnel Profile Summary. Key personnel must be available immediately after the award of the contract. Key onsite personnel shall not be replaced and/or reassigned without DPSD management review and approval. The Offeror shall identify in their proposal if the proposed key personnel is a current employee, a subcontractor, or a potential new hire. The plan shall contain the following information: ●

A transition plan that addresses Paragraph 4.2.2 which includes activities and resources needed during this period.

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A Personnel Profile Summary, clearly defining skill sets, years of experience and customer work references, along with a resume for each team member proposed.

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A contingency plan that shows the ability to add more staff if needed to meet the Contract’s performance requirements.

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A statement of the Offeror’s ability to be fully staffed for the Contract. 7

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A statement of the Offeror’s ability to provide qualified replacement personnel.

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A statement of the Offeror’s Professional Development Strategy for its staff and its staff’s ability to remain at the leading edge of IT support services relative to the K-12 education industry. The Offeror shall be responsible for the ongoing training costs of its staff.

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A statement of ability to operate and meet all requirements within this RFP.

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A statement of the Offeror’s ability to comply with the regulations of the School Employees Retirement System (SERS).

● The approach of transitioning staff for each Contract Year. The Offeror must consider the budget constraints of DPSD in their operating approach as well as DPSD’s objective of improving the performance and stability of the IT Architecture that may lead to a reduction of resources. 4.2.6 School Employees Retirement System Offerors to this RFP, if awarded the Contract, will be required to comply with the provisions of Ohio Revised Code Sections 3309, et. seq., relating to the Public School Employees Retirement System, and will pay the costs for the employer’s share of contributions for full time onsite employees to the Public School Employees Retirement System. Proof of payment shall be provided monthly to DPSD as part of the monthly report. Selected Offeror is responsible for SERS payment for all subcontractors. 4.2.7 Non-disclosure Stipulation on DPSD Confidential/Proprietary Data The Offeror shall take all precautions necessary and appropriate to ensure the confidentiality of DPSD record information. The Offeror shall limit access to the DPSD records only to its authorized representatives. Except as authorized by DPSD, the Offeror shall not reproduce any DPSD records. DPSD shall have the right to review the Offeror’s procedures for handling DPSD records and may make such inspections, as it deems necessary to ensure that the contractor is safeguarding the DPSD record information adequately. 4.2.8 Supervision/Time & Attendance Accounting In addition to the scope of work for the required support services, the Selected Offeror shall be required to abide by the following: ● Helpdesk operations can be remote or onsite at DPSD Central Office ● Onsite individuals shall be required to work from DPSD buildings, unless another facility is mutually agreed upon. ● The Offeror shall submit monthly invoices, on the 10 th day of each month for the service provided during the preceding month, to the DPSD key contact for their review and approval. The monthly invoices must identify each service type and description of project work charges if applicable. DPSD will process the invoice and submit payment 30 days after receipt. 8

● The Offeror shall be required to provide helpdesk and onsite proposed services covering all working hours of DPSD personnel using IT (7:30 a.m. – 5:00 p.m.). ● The Offeror shall discuss in the proposal if support for DPSD staff after working after hours will be provided. ● The Offeror shall provide support, as required, for after normal working hours at no additional cost to DPSD for critical events. Examples of this support include, but is not limited to: ● Network Outages ● Disaster Recovery ● Testing ● Payroll Processing ● Software Upgrades ● End-Of-Year Processing In the event of unforeseen circumstances identified by DPSD, the Offeror shall provide DPSD, in writing, a formal plan when tasks require working after normal business hours. If overtime is ever required and approved by DPSD, the overtime rate will be at the normal billable hourly rate as depicted in the Offeror’s Cost Proposal. 4.2.9 Performance Requirements The Offeror shall propose performance metrics for the full scope of services. The performance requirements will address NOC, helpdesk and onsite service response time, resolution and network availability. Offeror must complete and submit Attachment VII. The Offeror shall agree to meet the approved performance requirements 90 days after contract start. Performance penalties shall be calculated on a monthly basis as shown below: ● If the contractor meets all performance requirements, no penalty shall be calculated. ● If the contractor misses the Response Time performance requirement, the contractor shall deduct 1% from the monthly DPSD invoice. ● If the contractor misses the Resolution Time, or the End-User Training Satisfaction Rate performance requirements, the contractor shall deduct 2% from the monthly DPSD invoice. ● If the contractor misses the Network Availability performance requirement, the contract shall deduct 5% from the monthly DPSD invoice. ● To ensure that the service level goals and performance measurements can meet the changing business and technology needs of the District, DPSD and the contractor will review the performance requirements on a yearly basis. The Offeror shall deliver Performance Requirements Documentation on a monthly basis to be included in the Monthly Status Report and annually in the Contract Annual Report.

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4.2.10 Exit Plan 90 days prior to the expiration of the Contract Period and/or immediately upon the termination of this Contract for any reason, the contractor shall perform the following: The Offeror shall establish a written plan and timeline (with milestones), acceptable to DPSD Management, for the accomplishment of the Termination Assistance Services and orderly transition of the services, as described in this RFP, from the contractor (“Exit Plan”). The Exit Plan shall include but not limited to: ● ● ● ● ● ● ● ● ● ● ●

Software Development Folders Updated DPSD IT Architecture Status of in-progress projects with all documentation Training Classes and Documentation Disaster Recovery Plan and Testing documentation Process of collecting employee badges, keys, etc. Location and description of all desktop images Contents of IT Documentation Library Process to inactivate all contractor staff network access Administrative passwords of all servers Diagram and documentation of all communication systems

The Offeror shall deliver the Exit Plan to DPSD 90 days prior to the expiration of the Contract Base Period or any of the option years of the Contract, and/or immediately upon the termination of the Contract, as directed by DPSD. Immediately upon expiration or termination of the Contract, the Offeror shall provide the Termination Assistance Services as listed in Paragraph 10.3 of this RFP. 4.3

District Wide IT Requirements The contractor shall provide district wide technical support to maintain/enhance the IT architecture, to deployed applications, both organic and cloud. The Offeror shall provide the support as listed in the Technical Support Requirements, Table 4.3, below. The Offeror shall also provide support to the unique requirements listed within the following paragraphs of this section.

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Support requirements shall include, but are not be limited to:

Technical Support Requirements Development, maintenance and update of interfaces to SunGard Business Systems Enhancement of system performance Ensuring connectivity to databases Ensuring operational status Facilitation of COTS maintenance Installation, implementation, and management of upgrades/updates Installation of new software Maintenance of user security and user profiles Ongoing enhancements of systems performance Table 4.3 Technical Support Requirements Ninety days prior to the end of each year of the contract, DPSD and the contractor shall review support requirements to adjust current and add any new requirement based on DPSD usage and need. 4.3.1 Local Area Network/Wide Area Network/Virtual Local Area Network/ Wi-Fi (LAN/WAN/VLAN/Wi-Fi) Connectivity 4.3.1.1

LAN/WAN/VLAN/Wi-Fi Administration

The Offeror shall administer the various administrative and instructional (school) LANs/VLANs and support their connectivity to the DPSD WAN. Each site contains VLANs for network administration, the DPSD core network, site-specific networks, wireless network, security, HVAC, and IVDL. As a result of this configuration, network traffic can be more effectively managed, secured, and monitored. Support shall include the requirements identified in the Technical Support Requirements table above, as well as: ● Network backup and recovery ● Maintenance of user accounts ● Network configuration management The Offeror shall support the connectivity of client workstations and peripherals (where applicable) to the LAN/WAN/VLAN. This support shall include upgrade/installation of client connectivity software and the facilitation of warranty work for covered hardware and break/fix service for non-warranty hardware, 11

including routers, hubs, switches, and network interface cards (NICs). The contractor shall also provide to DPSD recommendations as to whether it is more cost effective to service or replace non-operational equipment. For the purchase of parts or equipment replacement, the contractor shall submit a purchase request with recommendations to DPSD management for approval/execution. LAN/WAN/VLAN requirements shall include but not be limited to the following areas. ● ● ● ● ● ●

E-Mail Administration Network Design and Architecture Network Tuning Network Cabling Network Wireless Network Printing

Support requirements can be found in the following paragraphs. 4.3.1.2

E-Mail Administration

The contractor shall administer the DPSD district-wide Staff e-mail system across the WAN and both the administrative and instructional LANs providing stability and reliability of the systems. In addition, the Offeror shall support the student e-mail application and maintain accounts. Support shall include technical support identified in Table 4.3, as well as: ● ● ● ● ● ●

System maintenance Account adds/moves/changes Policy creation System Integrations Maintenance of SPAM filter E-mail archiving

The contractor shall provide timely issue response and resolution at each of the email servers across the district, and/or will facilitate issue response and resolution with hosted provider. 4.3.1.3

Network Design and Architecture

The Offeror, in conjunction with DPSD, shall be required to fully understand the requirements of the eTech Ohio K-12 Network which defines a statewide network architecture connecting all K-12 districts in the State of Ohio. The Ohio K-12 Network is a joint effort between eTech Ohio and the Ohio Department of Education (ODE).

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4.3.1.4

Network Cabling

The Offeror shall coordinate with DPSD Facilities and Operations staff to provide maintenance for any DPSD owned existing CAT-5/6 and fiber optic cabling as well as their associated connections throughout the district. 4.3.1.5

Network Printer/Scanner

The Offeror shall maintain and support network printer and scanner connections throughout the district and coordinate services with outsourced printer management company.

4.3.1.6

Internet Support

The Offeror shall maintain district-wide connectivity to the Internet via the WAN in compliance with the terms and conditions of the DPSD Internet Acceptable Use Policy. 4.3.1.7

E-Rate Support

The Offeror shall demonstrate in-depth knowledge and experience with the Federal E-Rate program. DPSD’s annual E-Rate strategy is to continue to apply for local, long distance, Internet service, and data network connectivity. The Offeror shall provide technical consultant services for IT projects to be funded by E-Rate. Consultant services may include, but not be limited to: ● ● ● ●

Requirements analysis Ensuring technical feasibility and compatibility Definition of development/deployment approach Identifying associated cost

The contractor shall not bid on any procurements in which they provided technical consulting services. The Offeror, working in collaboration with DPSD, may provide support to include but not limited to the following: ● ● ● ●

Request for Proposal preparation Proposal evaluation Contract award assistance Post contract award support

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4.3.4 Enterprise Data Management Support 4.3.4.1

PowerSchool (SunGard) Support

The Offeror shall provide support to the DPSD ERP PowerSchool (SunGard) system. The PowerSchool (SunGard) system is a set of hosted services designed to help teachers, administrators, and parents support student achievement. Connectivity to the PowerSchool (SunGard) network is provided by a LAN-to-LAN VPN connection. The Offeror shall have knowledge of the SunGard suite of software solutions and the Offeror’s staff shall have practical experience in the support of the following PowerSchool (SunGard) components: ● eSchoolPLUS ● IEPPLUS ● BusinessPLUS 4.3.4.2

Evaluation of DPSD IT Deployment Needs

The Offeror shall coordinate with DPSD Operations and Facilities staff in the evaluation of the present and future electrical, environmental, and physical security requirements of the DPSD IT architecture and provide DPSD Site Implementation Plans, as needed, outlining those requirements as the architecture continues to evolve. 4.3.5 Client Software Technical Support The Offeror shall provide technical/functional software support for the various client desktops, laptops, and tablets as well as standalone computer equipment and peripherals throughout the DPSD IT Architecture. Support shall include technical support identified in Table 4.3, as well as: ● Operating system upgrades/maintenance ● Deployment of software on workstations (physical and/or remote management) ● Reimaging, if applicable ● Software configuration ● System configuration, if applicable ● Connectivity to DPSD Local Area Network/Wide Area Network/Virtual Local Area Network (LAN/WAN/VLAN) and the Internet, if applicable. ● Maintaining/ensuring full capability of installed software ● Knowledge of the educational processes involved with the given applications ● Knowledge of the DPSD business processes involved with the given applications. This will include provision of Helpdesk support for: ● The standard set of educational software packages approved by DPSD and used by teaching staff and, ● The standard set of administrative software applications, approved by DPSD and used by administrative staff. 14

4.3.5.1

Instructional Software Technical Support The Offeror shall, throughout the term of the Contract, and at the direction of the DPSD Director, provide technical support for new or existing instructional software applications. This will include provision of Helpdesk support.

4.3.5.2

Administrative Software Technical Support The Offeror shall, throughout the term of the contract, and/or at the direction of DPSD Executive Director, provide technical support for new or existing administrative software applications, including version upgrades/updates, to be used by administrative staff. This will include provision of Helpdesk support for the standard set of administrative software applications, approved by DPSD and used by administrative staff.

4.3.5.3

Technical Support of Government Mandated Non-Standard Support The Offeror, in collaboration with DPSD, shall evaluate mandates from state and federal agencies of any non-standard software application that is currently or may, in the future, be mandated by state or federal agencies to be used by departments within DPSD. The Offeror shall, in collaboration with DPSD, reallocate resources to support the implementation and operation of government mandated software.

4.3.8 Information Technology Helpdesk The Offeror shall establish and staff a Helpdesk from 7:30 a.m. – 5:00 p.m. and extended hours if negotiated. Helpdesk will be the first line of support for all IT issues across the district. The Helpdesk will be responsible for providing support to approximately 15,400 users (13,000 students and 2,400 employees) across the full scope of the DPSD IT architecture, receiving an average of 1,800 service tickets per month. Helpdesk staff providing support must have extensive functional knowledge of the instructional and administrative applications utilized throughout the district. 4.3.8.1 Helpdesk Support The helpdesk shall be responsible for receiving service tickets, gathering information on the end user issue. Helpdesk shall provide initial troubleshooting over the telephone, if applicable, before escalating to onsite field service support. Helpdesk staff shall be responsible for contacting end users who have placed service tickets without resolution. Helpdesk staff shall set up, remove, and manage user accounts in accordance to the DPSD Acceptable Use Policy.

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4.3.8.2

Helpdesk Performance Requirements

The Offeror shall provide resolution to Helpdesk tickets as per negotiated SLA, or provide disposition to DPSD as to why timely resolution to the ticket(s) cannot be provided. 4.3.8.3

Help Desk Log and Performance Report

The Help Desk shall maintain a database that logs all tickets, level of support required, response times, resolution times, type of issue reported, and resolution to the issue. The Offeror shall assemble critical Help Desk performance statistics and provide them to DPSD in the Monthly Report. The Monthly Help Desk Performance statistics shall, at a minimum, include the following information: ● ● ● ● ● ● ●

Total number of tickets opened and closed A breakout of tickets requiring support Minimum, maximum, and average response times Minimum, maximum, and average resolution times Types of issues reported Resolution to the issues A recommendation of better operability

The Offeror shall analyze the current DPSD Helpdesk structure, processes, and methodologies and provide DPSD with recommendations for improvements. 4.3.9

Remote Management Technical Support The Offeror shall fully implement and utilize existing remote management systems by which troubleshooting and initial technical support can be executed remotely to reduce response and resolution time.

4.3.10

System Security 4.3.10.1

Automated Backup

The Offeror shall develop and implement policies and procedures to automate the routine backup of all servers across the district. The Offeror shall fully implement existing automatic backup systems by which server backups can be executed with minimal user intervention.

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4.3.10.2

Backup/Disaster Recovery

The Offeror shall develop a DPSD Disaster Recovery Plan and provide Backup/Disaster Recovery technical support ensuring the timely recovery of DPSD Mission Critical Systems (as determined by DPSD) and their data, including annual testing of backup/disaster recovery systems and procedures to ensure operational status. DPSD budget constraints prohibit hot/cold/alternative site services for backup/disaster recovery. The Offeror shall deliver a Disaster Recovery Plan 180 days after contract start. This plan will be updated on an annual basis. Recommendations for disaster recovery services will be implemented 60 days after DPSD approval, pending funding. 4.3.10.3

Comprehensive Computer Virus Protection

The Offeror shall provide and maintain virus protection which at a minimum includes communications, servers, and clients. 4.3.10.4

Data Security

The Offeror shall ensure the security of DPSD confidential and proprietary data through the administration of user accounts and passwords, allowing varying levels of access as directed by DPSD. The Offeror shall also protect DPSD data and the network and architecture from external violations through the maintenance of a secure firewall at the DPSD WAN’s connection to the Internet.

4.3.11 IT Acquisition Support The Offeror shall configure and install at response of end users request, new technology, facilitation of warranty and repair and esurance that equipment is properly tagged and added/deleted to/from inventory.

4.4

Departmental Software Technical Support The Offeror shall provide technical support, maintenance and facilitation of remediation for business software applications. The following table, Departmental Technical Support Cross Reference, and the paragraphs that follow detail the technical support required.

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Departmental Technical Support Requirements, identifies technical support requirements to support the Departmental requirements in this section. Support requirements shall include, but are not be limited to: Departmental Technical Support Requirements Ensure operational status Maintain, and update interfaces to SunGard Business software solutions Facilitation of COTS maintenance Installation, implementation, and management of upgrades/updates Installation of new software Testing (e.g. unit/module, integration, system, regression) Troubleshooting Table 4.4 Departmental Technical Support Requirements 4.4.1 Instructional Applications Technical Support DPSD currently has four dedicated Ed Tech Coaches. These coaches are teachers whose primary responsibility is to work with colleagues to integrate technology and instruction. The Offeror shall serve as a point of escalation for technical issues for the Ed Tech’s to ensure operability of instructional software applications and hardware. 4.4.2 Facilities Support The Offeror shall provide the technical support identified in support and interaction with SunGard eSchoolPLUS as well as:. ● Maintenance, and update of interfaces to the WAN ● Maintenance of the Total Maintenance Application (TMA) used to enter work orders for Operations staff ● Maintenance of the Facilities Department HVAC IES System 4.4.3 Nutrition Services 4.4.3.1

WINSNAP and Computrition Support

The contractor shall provide the technical support identified in Table 4.4, in utilization and interaction with eSchoolPLUS. 4.4.3.2

WINSNAP Connectivity

The Offeror shall support network connectivity to the secondary school lunch points of sale using WINSNAP to allow the electronic transfer of student free, reduced, and full price meal data/counts back to Nutrition Services. The Offeror shall provide the technical support identified in Table 4.4, as well as maintenance of network drops at each school cafeteria location. 18

4.4.4 Transportation Support The Offeror shall provide the technical support for utilization and interaction of PowerSchool (SunGard) and eSchoolPLUS 4.4.4.1

School Bus Maintenance and Service Tracking Software

The Offeror shall provide technical support for Faster for which Transportation can track school bus fuel usage and fleet management maintenance history. 4.4.4.2

School Bus Routing and Tracking Software

The Offeror shall provide technical support to maintain/enhance data interaction between the VersaTrans bus routing system and PowerSchool (SunGard) eSchoolPLUS. The Offeror shall facilitate hardware, software, and connectivity technical support as required by Transportation to operate the VersaTrans system. The Offeror shall provide the technical support for the GPS tracking software Synovia. 4.4.5 Automated IT Inventory The Offeror shall maintain an inventory process to detail the DPSD hardware and software inventory for upload into PowerSchool (SunGard) BusinessPLUS. The Offeror at a minimum should detail inventory: ● ● ● ● ● 4.5

By building (school and support facilities) and by room By recipient and location By age of equipment By type of equipment By warranty status

Instructional Technical Support The Offeror shall provide technical support to the instructional buildings within DPSD to ensure the DPSD IT architecture provides a highly available network for staff and student use. Table 4.5, Instructional Technical Support Requirements, identifies technical support requirements to support the Technical Requirements identified in this section. Support requirements shall include, but are not be limited to:

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Instructional Technical Support Requirements Ensuring operational status Maintain, and update interfaces to PowerSchool (SunGard) Education software solutions Update/maintenance of user reports and queries Facilitation of COTS application maintenance Installation, implementation, and management of upgrades/updates Project installation of new software Provision of end-user training if requested Testing (e.g. unit/module, integration, system, regression) Troubleshooting Table 4.5 Instructional Technical Support Requirements 4.5.1 PlascoTrac Support The Offeror shall maintain existing installations of PlascoTrac deployed district-wide at each school providing connectivity to the network and reporting capabilities to SunGard eSchoolPLUS. PlascoTrac is computer software containing application programs and databases used for entering, tracking and maintaining students' attendance and disciplinary violations. PlascoTrac System consists of the following four modules: ● ● ● ●

PlascoTrac Badge (student identification badges) PlascoTrac Student Tracking PlascoTrac Mobile PlascoTrac Visitor Center

Reference the DPSD IT Architecture for technical details of the PlascoTrac system. 4.5.2 Individual Education Plan (IEP) Support The Offeror shall provide support for the SunGard IEPPLUS used by Special Education teachers and intervention team members throughout the district. The Offeror shall provide the technical support identified in Table 4.5, Technical Support Requirements, and ensure connectivity. 4.5.3 SchoolMessenger Support The Offeror shall provide technical support to maintain the SchoolMessenger attendance/parent callback system as it is deployed at DPSD buildings across the district.

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The Offeror shall provide the technical support identified in Table 4.5, Technical Support Requirements, as well as: ● Ensuring connectivity ● Maintenance of interfaces to SunGard ● Menu management for authorized users SchoolMessenger application is the Dayton Public Schools outbound calling software. This software is used to make outgoing calls to students and staff. It has a feature for scheduled re-occurring calls. Dayton Public Schools daily attendance and evening transportation notifications have been setup. School administrators and their office staff can schedule general notifications as needed. 4.5.4 Library Media Centers, Circulation, and Research Support The Offeror shall provide technical support to maintain SirsiDynix Workflow in Library Media Centers across the district. The Offeror shall provide the technical support identified in Table 4.5, and, specifically, maintenance of internet connectivity in support of the SirsiDynix system. INFOhio's library automation software uses integrated library software from SirsiDynix Corp. The software allows member schools to locate materials with a Web-based catalog, loan materials with an integrated circulation component, and manage materials using sophisticated circulation, cataloging, reports and inventory components. 4.6

Deliverables Schedule The Offeror shall develop and submit to DPSD the deliverables as depicted in the table below.

5.0 INSTRUCTIONS TO OFFERORS 5.1

Technical Proposal

The Technical Proposal shall concisely describe the Offeror’s approach to satisfying all of the requirements of this three year contract as depicted in Section 4.0 Scope of Services and the following services. Any Technical Proposal not fulfilling all requirements as defined in this RFP shall be excused from further consideration.

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Help Desk Services: A. B. C. D. E. F. G. H. I. J.

Provide a detailed description of your suggested Helpdesk solution software and features Provide a detailed description of the Helpdesk ticket lifecycle Describe the SLA’s you will hold yourself accountable to and penalty if not met Describe your remote management and monitoring (RMM) solution Provide your average # of open tickets per technician Provide your average # of people staffed at a remote help desk Describe your ticket escalation and dispatch of onsite technicians process Provide an example of a monthly performance report Describe your process of communication with external vendors and manufacturers Describe additional services that would support your response

NOC Services: A. B. C. D.

Describe your process and plan for data backup and disaster recovery What virus protection software would you utilize? Describe how you will provide security for data and other sensitive materials Describe your process for maintaining IT inventory

Onsite Support Services: A. B. C. D.

List manufacturer repair certifications Provide a detailed description of your suggested onsite support structure Provide an organizational chart of proposed onsite support staff Describe what inventory system you will utilize

Describe knowledge and experience with the following programs/applications: A. B. C. D. E. F. G. H. I. J. K. L.

COTS G Suite eSchool Plus EMIS School Messenger Faster (Gasboy) VersaTrans ESRI WINSNAP Synovia PlascoTrac Sirsi Dynex

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Describe in detail your knowledge and experience with the PowerSchool (SunGuard) platform. Both as an organization, as a helpdesk/NOC staff, and as the onsite technicians.

5.2

Past Performance Proposal Offerors shall demonstrate their experience in successfully providing comprehensive IT services that were similar in their nature, size, and scope to this RFP. The Offeror shall also include three (3) Past Performance references from contracts that were completed in the past three (3) years as well as permission from those contacts to discuss their performance. (See Attachment VI )

5.3

Cost Proposal Offerors shall bid this Contract as a Fixed Fee Proposal. The Billable Rate is defined as the total hourly rate that DPSD will be charged for any labor or project work outside the scope of the agreement. A Contract Year is defined as 365 days (e.g., July 1, 2018 through June 30, 2019). The Offeror’s cost proposal should not contain any overtime hours, and reflect DPS administrator holiday calendar

5.4

Attachments Offerors shall complete and submit all requested forms 5.4.1

Attachment I General Information Questionnaire Firms must complete Attachment I - General Information Questionnaire.

5.4.2

Attachment II – Cost Proposal Firms must complete Attachment II and Attachment IIA – Fee Schedule.

5.4.3

Attachment III – Non Collusion Form Per the laws of the State of Ohio, no Respondent may engage in activities with any other firm or organization to manipulate pricing or hinder competition. All Respondent must complete and submit the non-collusion form with the solicitation Response.

5.4.4

Attachment IV –Affidavit of Disclosure of Delinquent Property Taxes Based on Ohio Revised Code 5719.042, the Dayton Board of Education requires that all firms submit with their Qualifications an affidavit affirming status of delinquency on property taxes. The Affidavit affirming that there are no delinquent property taxes must be completed, signed, notarized and submitted with the solicitation response.

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5.4.5

Attachment V –Affidavit for Affirmative Action Hiring Practices Firms submitting Qualifications must affirm that hiring practices meet federal guidelines for affirmative action. Upon contracting, the firm’s Affirmative Action plan must be approved by the Human Relations Council (HRC) of the City of Dayton (or another approved agency) and must submit with their evidence of such approval. Firms interested in bidding for future contracts with DPSD should complete submit application at the link below. Approval by HRC must be received prior to contract.http://www.cityofdayton.org/departments/hrc/Pages/default.aspx.

5.4.6

Attachment VI – References The Respondent shall also include a list of at least three (3) firms on Attachment VI. Respondent shall be given special consideration if the past performances presented demonstrate similar experience in a K-12 school system equal to or larger in size than DPSD. It is the expectation that the DPSD evaluation team will attempt to verify the information on with the contact information as provided. It is the Respondent’s duty to ensure that the contact information provided is accurate and up-to-date at the time of submission, and to notify the references of the potential that DPSD personnel may attempt to make contact and the necessity of a prompt response.

5.4.7

Attachment VII – Performance Requirements Firms must complete AttachmentVII – Performance Requirements

5.5

Contacts The following person will represent the Dayton Public Schools during the Proposal process and the period of performance of the contract: Mr. Bobby Smith 115 South Ludlow Street Dayton, OH 45402-1812 During the period of performance of the contract a DPS Representative will represent DPSD and be the primary contact for matters relating to the contract. The Representative will be designated in writing after the Contract Award.

5.6

Inquiries Inquiries regarding this RFP can be made any time during the inquiry period listed in the Calendar of Events. Offerors may submit inquiries using the following process: ● E-mail inquiries to Mr. Bobby Smith, Senior Contract Specialist at [email protected] ● Responses to inquiries will be made available as described below. Offerors submitting inquiries will not receive a personalized response. 24

Inquiries about a specific portion of this RFP shall reference the relevant part of this RFP, the Paragraph Number and Title for the provision in question, and the page number of the RFP where the provision can be found. The inquiry shall contain the name of the prospective Offeror’s representative who is responsible for the inquiry, the prospective Offeror’s name, and its representative’s business phone number.

5.9

Communication Restrictions From the release of this RFP until a Proposal is selected and the Contract executed, prospective Offerors may not communicate with any DPSD staff or Member of the Dayton Board of Education concerning this RFP except through the inquiry method. This does not apply to communication during the evaluation process if DPSD initiates the communication. If an Offeror engages in any unauthorized communication, DPSD may reject that Offeror’s proposal.

5.10

Bidders’ Conference A Bidders’ Conference will be held at 9:00 AM, on Tuesday, January 16, 2018, at IUE 2705 Dryden Road Dayton, OH 45439. The purpose of this conference is to provide an overview of the RFP to prospective Offerors. Any questions arising from the Offerors’ initial review of this RFP or the Bidders’ Conference should follow the format as defined in Bonfire. Attendance at the Bidders’ Conference is strongly recommended.

5.11

Schedule of Events The schedule for this procurement is given below. If DPSD changes this schedule before the Proposal due date, it will do so through an announcement on the DPSD Web site followed by an amendment to this RFP. It is each prospective Offeror’s responsibility to check the DPSD Web site for current information regarding this RFP. ANY and all notifications regarding this solicitation will be communicated through this channel, including schedule changes.

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Firm Dates RFP Issued

Monday

January 8, 2018

Bidders’ Conference

Tuesday

January 16, 2018

Final Bidder’s Questions

Tuesday

January 23, 2018

Answers to Questions Posted

Friday

January 26, 2018

Proposal Due Date

Monday

February 5, 2018 12:00 p.m. EST Estimated Dates

5.11.1

Proposal Evaluation and Tuesday Interviews Friday

February 6, 2018 through February 16, 2018

Contract Negotiations

Monday Friday

February 19, 2018 through Mar 2, 2018

Contract Award

Tuesday

March 20, 2018

IT Services Transition

Tuesday Saturday

May 01, 2018, through June 30, 2018

Format of Proposals Dayton Public Schools wants clear and concise Proposals. But Offerors should take care to completely answer questions and meet the RFP’s requirements. See Exhibit I All Offerors are on notice that DPSD will not be liable for any costs incurred by an Offeror in responding to this RFP, regardless of whether DPSD awards the Contract through this process, decides not to go forward with the Contract, cancels this RFP for any reason, or awards the contract through some other process or issuing another RFP.

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5.11.2

Proposal Deadline Proposals shall be received no later than Monday February 5, 2018 at 12:00 P.M, EST Dayton Public Schools shall reject any Proposals or unsolicited Proposal amendments that are received after the deadline. Each Offeror shall carefully review the requirements of this RFP and the contents of its Proposal.

5.11.3

Acknowledgement of Binding By submitting a Proposal, the Offeror acknowledges that it has read this RFP, understands it, and agrees to be bound by its requirements. The Offeror also agrees that the Contract will be the complete and exclusive statement of agreement between DPSD and the Offeror and will supersede all communication between the parties regarding the Contract’s subject matter.

5.11.4

Acceptance of Terms & Conditions and RFP Process Dayton Public Schools may reject any Proposal if the Offeror takes exception to the terms and conditions of the RFP, fails to comply with the procedure for participating in the RFP process, or the Offeror’s proposal fails to meet any requirement of this RFP. Dayton Public Schools may also reject any Proposal it believes is not in its interest to accept and may decide not to do business with any of the Offerors responding to this RFP.

5.11.5

Ownership of Proposals All Proposals and other material submitted will become the property of DPSD and will not be returned. Proprietary information may not be included in a proposal or supporting materials because DPSD will have the right to use , except for cost information, any materials or ideas submitted in any Proposal without compensation to the Offeror. Dayton Public Schools will retain all Proposals or a copy of them, as part of the contract file, for at least three (3) years. After the retention period, DPSD will destroy, or otherwise dispose of the Proposals or the copies.

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5.12

Waiver of Defects Dayton Public Schools has the right to waive any defects in any Proposal or in the submission process followed by an Offeror. But DPSD will only do so if it believes that it is in DPSD’ interest and will not cause any material unfairness to other Offerors.

5.13

Amendments to Proposals Amendments to or withdrawals of Proposals will be allowed only if the amendment or withdrawal is received before the Proposal due date. No amendment or withdrawals will be permitted after the due date, except as expressly authorized by this RFP.

5.14 Alternate Proposals All Offerors must respond to solicitation requirements. Any alternate proposals must be submitted separately, and marked “Alternate Proposal”. 5.15 Ownership of Deliverables All custom work done by the Offeror and covered by this Contract will be treated as “work for hire” on the behalf of DPSD, with all rights, title, and interest in all intellectual property that come into existence through the Offeror’s custom work being assigned to DPSD. Additionally, the Offeror waives any author rights and similar retained interests in custom-developed material. 5.16 Non-Appropriation of Funds Any Contract resulting from this Request for Proposal is subject to appropriation of funds BY THE DPSD for each fiscal year(s) for services listed herein. No legal liability on the part of DPSD arises until funds are made available for this contract. 5.17 Offer Expiration All offers shall remain open for 120 days following the date established for submission of offers and for such longer time as is mutually agreeable. 6.0

SPECIAL PROVISIONS 6.1

Licenses: The Offeror shall be required to obtain any necessary licenses and permits to comply with all local, federal, state and government codes and ordinances without cost to the DPSD.

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6.2

Non-Waiver of Defaults:

6.3

Any failure by the DPSD to enforce or require the strict keeping and performance of any terms or conditions of the agreement shall not constitute a waiver of such terms and conditions, nor shall it affect or impair the right of the DPSD to avail itself of such remedies as it may have for any breach of the terms and conditions. . Inspection of Facilities: The DPSD may require an inspection tour of Offeror's facilities at the location where the services provided will be initiated.

6.4

Copyright and Patents: Offerors shall hold the DPSD, its officers, agents, servants and employees harmless from liability of any nature or kind because of any copyrighted composition, secret process, patented or un-patented invention, articles or appliances furnished or used under this proposal, and agrees to defend, at its own expense any and all actions brought against the DPSD or themselves because of the unauthorized use of such articles.

6.5

Protection of Data: The Offeror shall take all precautions necessary and appropriate to assure the confidentiality of DPSD official record information. The Offeror shall limit access to DPSD official records only to Offeror's authorized employees, except as authorized by the DPSD, and the Offeror shall not reproduce any of the DPSD's official records. The DPSD shall have the right to review Offeror's procedures for handling the DPSD's records and may make such inspections as it deems necessary to assure that the Offeror is adequately safe-guarding the DPSD's official record information.

6.6

Disclosure of Proposal Information: Proposals submitted become a matter of public record. Where, in the course of making a proposal, an Offeror submits technical or business information which claimed to be confidential, the Offeror shall so indicate. The DPSD shall give consideration to the claim of confidentiality.

7.0

INTERVIEWS AND PRESENTATIONS Interviews and presentations shall be at the discretion and convenience of the evaluation committee. The evaluation committee shall call for such interviews and presentations so as to clarify and better understand Offerors submitted proposal. The Offeror shall be prepared to have in attendance the key personnel as described in Section 4. The evaluation committee will not numerically rank interviews and presentations. Rather, each committee member may decide to revise his or her existing proposal evaluations based on the interviews, presentations, and/or demonstrations as long as information was documented in the original proposal. 29

8.0

PROPOSAL EVALUATION PROCESS 8.1

Disclosure of Proposal Contents DPSD will seek to keep the contents of all Proposals confidential until the Contract is awarded. DPSD will also prepare a registry of Proposals containing the name and address of each Offeror. The registry will be made available for public inspection after the Proposals are opened.

8.2

Rejection of Proposals Dayton Public Schools shall reject any late Proposal. Dayton Public Schools may reject any Proposal that is not in the required format, does not address all requirements of this RFP, or that DPSD believes is excessive in price or otherwise not in its interests to consider or accept. In addition, DPSD may cancel this RFP, reject all the proposals, and seek to execute the contract through a new RFP or other means.

8.3

Proposal Evaluation Overview The evaluation process may consist of up to five distinct phases: 1. The Procurement Representative’s Initial Review 2. The Evaluation Committee’s evaluation of the technical, cost, past performance and compliance proposal 3. Interviews and/or Presentations 4. Negotiations 5. Award If the committee finds that one or more Proposals should be given further consideration at any phase, the committee may select one or more of the highest-ranking Proposals to forward to the next phase. The committee may alternatively choose to suspend from further consideration the lowest scoring Proposals, or any Proposal felt not to be in DPSD’s interest to further consider. The committee may also choose to bypass any or all subsequent phases and make an award based solely on the current evaluation phase. Therefore, award may be made without clarification requests, interviews, presentations, negotiations, or discussions. It is within the purview of the evaluation committee to decide whether any phases are necessary. The committee has the right to eliminate or add phases as deemed necessary to ensure a complete, thorough, and impartial evaluation.

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8.4

Initial Review The Procurement Representative (or designee) will review all Proposals for timeliness, format, and completeness. The Procurement Representative will forward all timely, complete, and properly formatted Proposals to an evaluation committee, which the Procurement Representative will chair. These Proposals will be under active consideration.

8.5

Clarification Requests During the evaluation process, the Contract Representative or the evaluation committee may request clarifications from any Offeror under active consideration and may give any Offeror the opportunity to correct any defects in its Proposal if doing so does not result in an unfair advantage for the Offeror. The Offeror shall have two (2) working days to respond to a DPSD Clarification Request (CR). If the Offeror has not responded to the request within the specified timeframe, the Offeror shall be considered non-compliant and may be withdrawn from active consideration. The Contract Representative and/or their designee via telephone will notify an Offeror of a CR. Once notified, the Offeror shall receive the CR via e-mail for response. The Offeror shall e-mail the CR response directly to the Contract Representative within the timeframe specified above. Receipt by DPSD of the CR response is solely the responsibility of the Offeror. DPSD will not be responsible for non-receipt of CR responses (e.g., e-mail failure).

8.6

Committee Review of the Proposals The evaluation committee will evaluate and numerically score each Proposal that the Procurement Representative has recommended. The evaluation will be according to the evaluation criteria. The evaluation committee may also have the Proposals or portions reviewed and evaluated by independent third parties or other DPSD personnel with technical or professional experience that relates to the Contract or to a criterion in the evaluation process. The evaluation committee may seek reviews of end users of the Contract service, or the evaluation or advice of other DPSD committees that have subject matter expertise or an interest in the Contract. Those Offerors submitting the highest rated Proposals will be scheduled for subsequent phases, if applicable. The number of Proposals forwarded to the next phase will be within the committee’s discretion, but regardless of the number of Proposals selected for the next phase, they will always be the highest rated Proposals from each phase.

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8.7

Selection Considerations Evaluations of proposals will be based on, but not limited to the following criteria: a. Service offering, pricing, quality, and prior experience with K12 school district of relative scope and size b. Value added considerations and benefits to the DPSD; c. The experience, skill level, and availability of proposed personnel from Offeror's organization, as determined solely by the DPSD; d. The Offeror's relevant experience, qualifications, and success in providing a service of the type described in this document; e. The Offeror's reputation for quality service and problem solving within the marketplace; f. The agreement terms proposed by the Offeror that would govern any contract relationship with DPSD; g. The Offeror's capability to provide requested services in a timely manner as agreed upon; h. The Offeror's Past Performance references from three major projects within the past 3 years; i. The firm’s ability to meet good faith efforts of the DPSD Community Inclusion Program. j. The primary goal of this RFP is to ensure that DPSD obtains the highest quality of Managed Information Technology Services at a reasonable cost. The Offeror’s cost proposal will be analyzed and evaluated by utilizing but not be limited to the following criteria: ▪ Completeness: Cost should reflect fulfillment, to the fullest extent possible, of all requirements depicted in the RFP. ▪ Reasonableness: Rates should be commensurate with the skill levels and experience of the staff proposed. ▪ Realism: Costs are compatible with proposal scope and effort, being neither excessive nor insufficient for the effort to be accomplished. k. The firm's Dunn and Bradstreet standing. This RFP asks for responses and submissions from Offerors, most of which represent components of the above criteria. While each criterion represents one part of the total basis for a decision to award the Contract to an Offeror, a failure by an Offeror to make a required submission to meet a mandatory requirement will normally result in a rejection of that Offeror’s Proposal. Weighted Criteria for this solicitation is as follows:  Pricing-20%  Qualifications-45%  Experience-20%  DPS Inclusion Program-10%  Compliance to RFP request-5%

8.8

Financial Ability Part of the Proposal evaluation criteria is the qualifications of the Offeror, which includes as a component the Offeror’s financial ability to perform the Contract.

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This RFP requires the submission of the Offeror’s Dunn and Bradstreet number. In evaluating an Offeror’s financial ability, the weight the committee assigns, if any, to that financial ability will depend on whether the Offeror’s financial position is adequate or inadequate. That is, if the Offeror’s financial ability is adequate, the value assigned to the Offeror’s relative financial ability in relation to other Offerors may or may not be significant, depending on the nature of the Contract. If the evaluation committee believes the Offeror’s financial ability is inadequate, this factor will be critical to acceptance of the Offeror’s proposal, and the committee may reject the Proposal despite its other merits. 8.9

Contract Negotiations The final phase of the evaluation process is Contract negotiations. Negotiations will be scheduled at the convenience of the committee. The selected Offeror(s) must negotiate in good faith. Negotiations may be conducted with any Offeror who submits a competitive proposal, but the committee may limit discussion to specific aspects of the RFP. Any clarifications, corrections, or negotiated revisions that may occur during the negotiations phase will be required in writing and incorporated in the RFP or the Offeror’s proposal as appropriate. Any Offeror whose response continues to be competitive will be accorded fair and equal treatment with respect to any clarification, correction, or revision of the RFP and will be given the opportunity to negotiate revisions to its Proposal based on the amended RFP. But should the evaluation process have resulted in a top-ranked Proposal, the committee may limit negotiations to only that Offeror and not hold negotiations with any lower-ranking Offeror. If negotiations are unsuccessful with the top-ranked Offeror, the committee may then go down the line of remaining Offerors, according to rank, and negotiate with the next highest-ranking Offeror. Lower-ranking Offerors do not have the right to participate in negotiations conducted in such a manner. Any oral modification of a Proposal will be reduced to writing by the Offeror as described below. It is entirely within the discretion of the committee whether to allow negotiations. An Offeror must not submit a Proposal assuming there will be an opportunity to negotiate any aspect of the Proposal. The committee is free to limit negotiations to particular aspects of any Proposal, to limit the Offerors with whom the committee wants to negotiate, or to dispense with negotiations entirely.

8.10

Failure to Negotiate The negotiations will normally be held to correct deficiencies in the preferred Offeror’s Proposal. If negotiations fail with the preferred Offeror, the committee may negotiate with the next Offeror in ranking. Alternatively, the committee may decide that it is in the interests of DPSD to negotiate with all the remaining Offerors to determine if negotiations lead to an adjustment in the ranking of the remaining Offerors. From the opening of the Proposals to the award of the Contract, everyone working on the behalf of DPSD to evaluate the Proposals will seek to limit access to information contained in the Proposals solely to those people with a need to know the information. They will also 33

seek to keep this information away from other Offerors, and the evaluation committee will not be allowed to tell one Offeror about the contents of another Offeror’s Proposal in order to gain a negotiating advantage. Before the award of the Contract or the cancellation of the RFP, any Offeror that seeks to gain access to the contents of another Offeror’s Proposal may be disqualified from further consideration. Negotiated changes will be reduced to writing and become part of the contract file open to inspection to the public. The written changes will be drafted and signed by the Contractor and submitted to the evaluation committee. The negotiated changes to the successful Offeror proposal will become part of the Contract. If an Offeror fails to provide the necessary information for negotiations in a timely manner, or fails to negotiate in good faith, DPSD may terminate negotiations with that Offeror. 8.11

Contract Award DPSD intends to award a contract resulting from this solicitation to the responsible Offeror whose Proposal represents the best value to DPSD in accordance with the factors stated in the RFP. Best value may not necessarily be the lowest cost. DPSD defines best value as a combination of a sound and qualified Technical/Management Proposal with a thorough, and reasonable Cost that best meets the needs of DPSD.

9.0

TERMS AND CONDITIONS All conditions and provisions of the RFP are deemed to be accepted by the firm and incorporated by reference in the statement of qualifications and will apply to subsequent maintenance agreement arrangements.

9.1

Late: Late proposals will be accepted; but will not be considered for this project; however, they may be filed for future requirements.

9.2

Indemnity: The firm shall indemnify the DPSD all damage caused to the DPSD property as a result of the negligent actions or wrongful acts of the firm, its employees, servants, and/or agents. The firm shall indemnify and hold harmless the District, its employees, servants and/or agents from all claims, demands, actions, suits, or proceedings initiated by third parties arising from the negligence of the firm, its employees, servants, and/or agents.

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9.2.1 Protection of Persons and Property: The firm shall take all reasonable precautions for safety and reasonable protection to prevent damage, injury, or loss to all of his employees and other persons.

9.3

Liability Insurance Before starting any work under the agreement, the firm shall except, as otherwise approved by DPSD, take out and maintain at own cost and expense, the following insurance. Such insurance shall be with companies and with limits satisfactory to DPSD, and not less than required by law. 9.3.1 Worker’s Compensation: The selected firm agrees to furnish an official certificate or receipt of the Industrial Commission of Ohio showing payment of necessary premiums to the State Insurance fund when such certificates are required in the Request for proposal. 9.3.2

General Liability:

The selected firm shall carry general liability (to include): Contractor’s Liability and Product Liability, and Personal Injury and Property. Bodily Injury, including Personal Injury and Damage of $1,000,000.00 for each occurrence/or as required by law, whichever is greater. 9.3.3

Automobile Liability: The selected firm shall carry automobile liability, including non-ownership and hired car coverage as well as owned vehicles, bodily injury and damage of $1,000,000.00 for each occurrence or as required by law, whichever is greater.

9.3.4 Certificates of Insurance: Certificates of insurance which are acceptable to DPSD legal department shall be filed with the District prior to the commencement of any work. These certificates shall contain a provision that coverage afforded under the policies will not be canceled unless a fifteen day (minimum) prior written notice has been given to the District. Alternate Bids for insurance requirements may be submitted however, it shall be at the sole discretion of the District to accept the alternate.

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9.4

Applicable Regulations All services provided shall comply with all applicable federal, state and local regulations.

9.5

Governing Law Any agreement resulting from this Request for proposal is subject to the DPSD’s policies and other applicable federal, state, and local laws. The Offeror hereto expressly agree that this Agreement will be construed and enforced in accordance with the laws of the State of Ohio. The Offeror shall obtain Bureau of Criminal Identification and Investigation (BCII) reports on all Offeror staff who will be working with DPSD students within the MITS contract. Only those Offeror staff members whose backgrounds are compliant with all relevant Ohio laws will be permitted to participate on the contract. The Offeror will maintain strict confidentiality regarding the pupils of Dayton Public Schools. Any research or writing based in whole or part upon this effort shall not be published without the written consent of the other party, except that the parties may share information for educational purposes or for the purposes of presentation at educational conferences provided complete anonymity is maintained regarding personally identifiable student information. The parties shall comply with the Family Educational Rights and Privacy Act, 20 U.S.C Section 1232g, as applicable.

9.6

Equal Opportunity The firm to whom the agreement is awarded shall comply fully with the provisions of Sections 153.59 and 153.60, Revised Code of Ohio, relative to discrimination and intimidation of employees. The firm agrees that it will not discriminate against any employees or applicant for employment, because of race, sex, color, creed, national origin, or ancestry, which action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, rates for pay or other forms of compensation, and selection for training, including apprenticeship. The firm further agrees to post in conspicuous places available to employees and applicants for employment, notices, to be provided by the City of Dayton, setting forth the provision of this equal opportunity employment clause. The firm agrees in its solicitations for employees, to state that all qualified applicants will receive consideration for employment without regard to race, sex, color, creed, national origin or ancestry. The firm agrees to cooperate fully with the DPSD to ensure that the provision of this equal opportunity employment clause is being carried out.

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10.0

TERMINATION CLAUSES

10.1

Termination for Convenience: DPSD may terminate the agreement, in whole or in part, whenever it is determined that such termination is in the best interest of the District, without showing cause, upon giving 90 days written notice to the firm. DPSD shall pay all reasonable cost incurred by the firm up to the date of termination. The firm shall not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination.

10.2

Termination for Default: When the firm has not performed or has unsatisfactorily performed the repairs DPSD may terminate the agreement for default. Upon termination for default, payment may be withheld at the discretion of DPSD. Failure on the part of a firm to fulfill the agreement obligations shall be considered just cause for termination of the agreement. The firm will be paid for work satisfactorily performed prior to the termination less any excess costs incurred by the Dayton Board of Education in procuring and completing the terms of the agreement. If at any time during the term of the agreement, the school district determines that the firm has not kept and observed the conditions of the agreement, and has not corrected the breach within five (5) working days following receipt of written notice, DPSD shall have the right, in its sole discretion to terminate said agreement upon five (5) days additional written notice.

10.3

Termination Assistance In the event of the expiration or termination of the Contract resulting from this RFP for any reason, the contractor shall (1) cooperate with DPSD in effecting the orderly transfer of the services to a third party or the resumption of the services by DPSD (2) transfer, license, or obtain for DPSD, as appropriate, any tools and equipment used by the contractor in the provision of the services that are not used exclusively for DPSD’s account (tools and equipment used exclusively for DPSD’s account shall be owned by DPSD), and (3) continue to perform those services and deliverables requested by DPSD in accordance with this Contract (the “Termination Assistance Services”). With respect to the Termination Assistance Services to be provided in connection with the expiration of the Term, such services will be provided during the last 12 months of the Term during, and as part of, the performance of the services hereunder at no additional cost. Termination Assistance Services in all other events of termination shall be provided for up to 180 days after the effective date of the termination. The allocation of costs associated with termination shall consist of only the labor hours specified as necessary per DPSD for Termination Assistance, and there shall be no additional costs to DPSD other than specified. Notwithstanding the reasons for any termination of this Contract, termination shall have no effect on the parties’ rights and obligations under: Ownership and Licensing, Confidentiality, and Limitation of Liability.

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ATTACHMENT I General Information Questionnaire 1. Respondent Information: Provide the following information regarding the Respondent. (NOTE: Co-Respondents are two or more entities proposing as a team or joint venture with each signing the contract, if awarded. Sub-contractors are not Co-Respondents and should not be identified here. If this proposal includes Co-Respondents, provide the required information in this Item #1 for each Co-Respondent by copying and inserting an additional block(s) before Item #2.) A Sub-contractor teaming agreement shall be required for all sub-contractors with proposal submission. Respondent Name: (NOTE: Give exact legal name as it will appear on the contract, if awarded.) Principal Address: City:

State:

Zip Code:

Telephone No.

Fax No:

Website address:

Year established:

__

_

Provide the number of years in business under present name: Social Security Number or Federal Employer Identification Number: Comptroller’s Taxpayer Number, if applicable: (NOTE: This 11-digit number is sometimes referred to as the Comptroller’s TIN or TID.)

Dun and Bradstreet Number_________________________________________________ Business Structure: Check the box that indicates the business structure of the Respondent. Individual or Sole Proprietorship. If checked, list Assumed Name, if any: Partnership Corporation If checked, check one: __ For-Profit ___ Nonprofit ___Domestic ___Foreign Also, check one: Other If checked, list business structure:

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Printed Name of Contract Signatory: Job Title: (NOTE: This RFP solicits proposals to provide services under a contract which has been identified as “High Profile”. Therefore, Respondent must provide the name of person that will sign the contract for the Respondent, if awarded.) Provide any other names under which Respondent has operated within the last 10 years and length of time under for each:

Provide address of office from which this project would be managed: City: Telephone No. Annual Revenue: $

State:

Zip Code: Fax No:

Total Number of Employees: List Percentage of Employees that reside in the following: DPSD

_% City of Dayton

_% Montgomery County

% Ohio

%

Briefly describe other lines of business that the company is directly or indirectly affiliated with:

List Related Companies:

2. Contact Information: List the one person who DPSD may contact concerning your proposal or setting dates for meetings. Name: Address: City: Telephone No.

Title: State:

Zip Code: Fax No:

Email:

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3. Does Respondent anticipate any mergers, transfer of organization ownership, management reorganization, or departure of key personnel within the next twelve (12) months? Yes

No

4. Is Respondent authorized and/or licensed to do business in Ohio? Yes

No

If “Yes”, list authorizations/licenses.

5. Where is the Respondent’s corporate headquarters located? _____________________________________________________________ 6. Local/County Operation: Does the Respondent have an office located in Dayton, Ohio? Yes

No

If “Yes”, respond to a and b below: a. How long has the Respondent conducted business from its Dayton office? Years____ Months____ b. Choose only one (1) Is the firm headquartered in the following: DPSD? City of Dayton Montgomery County Ohio 7. Debarment/Suspension Information: Has the Respondent or any of its principals been debarred or suspended from contracting with any public entity? No Yes If “Yes”, identify the public entity and the name and current phone number of a representative of the public entity familiar with the debarment or suspension, and state the reason for or circumstances surrounding the debarment or suspension, including but not limited to the period of time for such debarment or suspension.

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8. Surety Information: Has the Respondent ever had a bond or surety canceled or forfeited? Yes__ No___ If “Yes”, state the name of the bonding company, date, amount of bond and reason for such cancellation or forfeiture. 9. Bankruptcy Information: Has the Respondent ever been declared bankrupt or filed for protection from creditors under state or federal proceedings? Yes____ No__ If “Yes”, state the date, court, jurisdiction, cause number, amount of liabilities and amount of assets. 10. Disciplinary Action: Has the Respondent ever received any disciplinary action, or any pending disciplinary action, from any regulatory bodies or professional organizations? Yes __ No If “Yes”, state the name of the regulatory body or professional organization, date and reason for disciplinary or impending disciplinary action. 11. Previous Contracts: a. Has the Respondent ever failed to complete any contract awarded? Yes _ No If “Yes”, state the name of the organization contracted with, services contracted, date, contract amount and reason for failing to complete the contract.

b. Has any officer or partner proposed for this assignment ever been an officer or partner of some other organization that failed to complete a contract? Yes _ No_ If “Yes”, state the name of the individual, organization contracted with, services contracted, date, contract amount and reason for failing to complete the contract.

c. Has any officer or partner proposed for this assignment ever failed to complete a contract handled in his or her own name? Yes _ No _ If “Yes”, state the name of the individual, organization contracted with, services contracted, date, contract amount and reason for failing to complete the contract.

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ATTACHMENT II PRICE PROPOSAL FORM

OFFEROR:

TO:

THE DAYTON BOARD OF EDUCATION 115 S. Ludlow Street Dayton, OH 45402-1812

The base Rate will be used for evaluation and budgetary purposes and should not be construed as a guaranteed cost. Identify separate cost for in detail as “Attachment IIA. DPSD will pay only for services provided.

Cost Proposal Matrix Year 1

$

Year 2

$

Year 3

$

Option Year 4

$

Option Year 5

$

Total Price

$

Maximum Hourly Rate (for projects outside contract scope) $

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ATTACHMENT IIA

Pricing Schedule SERVICES

Annual Cost

NOC Services

$

Help Desk Services

$

Onsite Support Services

$

The undersigned as Offeror declares that the only parties interested in this proposal as principals are named herein; and that this proposal is made without collusion with any other person, firm or corporation; and that no officer or agent of the owner is directly or indirectly interested in this proposal. Offeror hereby attests that any agreement for services required by DPSD resulting from this solicitation will be provided at the rates as submitted on the firm’s proposed Pricing, Attachment I and Pricing Schedule, Attachment IA. Any amendment, increases or elimination of offerings, subsequent to this agreement must be agreed upon by both the Offeror and DPSD.

Firm Name:_______________________________________________________________ Firm’s City/State address_________________________________________ Zip________________________ Signature of authorizedAgent__________________________email________________________phone_____________ Print Name/Title_____________________________________date________________________ Signature of authorizedAgent__________________________email________________________phone______________

Print Name/Title____________________________________date ______________________

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ATTACHMENT III NON-COLLUSION STATEMENT DECLARATION UNDER PENALTY OF PERJURY

The undersigned declares that: he/she holds the position indicated below as a corporate officer or the owner or partner in the business entity submitting these Proposals; that the undersigned is informed of all the relevant facts surrounding the preparation and submission of these Proposals; that the undersigned knows and represents and warrants to the Dayton Public School District that these Proposals are prepared and submitted without collusion with any other person, business entity or corporation; and, that the Firm submitting these Proposals is the only person, business entity, or corporation with any interest in the resultant contract. I declare under penalty of perjury that the foregoing is true and correct. FIRM: _________________________________________

BY: _________________________________________ (Signature) TITLE: _________________________________________

ADDRESS: _________________________________________

DATE: _________________________________________

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ATTACHMENT IV AFFIDAVIT ON DISCLOSURE OF DELINQUENT PERSONAL PROPERTY TAXES (R.C. 5719.042) State of Ohio County of Montgomery The undersigned being duly authorized officer (s) or owner (s) of (company) do solemnly swear or affirm that charges of personal property taxes of any county in which the Dayton Board of Education has territory (have) (have not) been made against (company). ___________________________________ Signature of Officer or Owner

Sworn or affirmed to before me and subscribed in my presence this _____________________ day of ___________________________ ___________________________________ Notary Public My Commission Expires _____________________

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ATTACHMENT V

ATTACH

46

ATTACHMENT VI REFERENCE SHEET Please complete this sheet on at least three (3) clients to whom you have furnished similar services being proposed, within the last five (5) years.

CLIENT’S NAME:

CLIENT’S ADDRESS:

CONTACT PERSON CONTACT PHONE

(

CONTACT EMAIL

)

/ /

@

DOLLAR VOLUME OF SALES:

CONTRACT DURATION:

BRIEF DESCRIPTION OF PRODUCTS/SERVICES PROVIDED:

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ATTACHMENT VII

Performance Requirement Category

Response Time - Defined as elapsed time in business hours from when a helpdesk ticket is forwarded to an action group to the first client contact (voicemail, email or onsite visit) Resolution Time - Defined as elapsed time in business hours and/or days from initial escalation to an action group to the resolution of the problem Network Availability - Computed on a monthly basis and excludes scheduled maintenance Customer Satisfaction Score - average customer satisfaction score obtained from completed surveys at completion of service ticket. (survey software at offeror’s discretion)

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Metric

EXHIBIT IP I PROPOSAL SUBMISSION INSTRUCTIONS for DPS COMMUNITY INCLUSION PROGRAM EDBE PARTICIPATION Dayton Public Schools Community Inclusion Program has two major initiatives. The first is the utilization of disadvantaged firms in Dayton Public Schools contracts. The District has a goal of 35% participation with Economically Disadvantaged Business Enterprises (EDBE). Each contractor is expected to utilize good faith efforts to solicit and engage EDBE(s) as vendors/suppliers to meet this goal. Please review the criteria for Good Faith Effort Determination IV included in Exhibit IP included with this document. The EDBE Participation form, located in Exhibit IP section of the Proposal specifications, should be used to record participation of EDBE subcontractors. The completed form should be submitted at the time Proposal, and should contain all relevant data, including EDBE name, types of service or supplies, or construction, amount of contract to EDBE and % of EDBE contract to base Proposal. If the proposal does not include a firm price, the anticipated scope of service and estimated percentage to base Proposal should be indicated. WORKER UTILIZATION In addition to the EDBE goal, the Dayton Public Schools’ Community Inclusion Plan has a goal, when applicable, for 25% of on-site workforce associated with the procurement to be Dayton Public Schools District residents. Estimated percentage of on-site workforce should be entered in the appropriate section of the EDBE/Workforce participation form. FORM COMPLETION The EDBE/EDGE Provider and Workforce Participation form should be completed as indicated above, and must be signed by an authorized company agent and witnessed and signed by a public notary. The Proposal should provide copies of request for quotes, phone logs, fax verification forms and other supporting documents which can be used in the determination of good faith efforts (See Good Faith Effort Determination IV document) Upon award of contract, firms will be required to complete a manpower utilization form for on-site hours worked by all staff, where applicable. SPECIAL NOTE: There will be certain conditions, such as sole source, industry related restrictions, availability of resources that could adversely affect, or eliminate the potential of utilization of EDBEs. In all cases, the Proposal should submit the Provider and Workforce participation form, indicating any limitations for consideration and determination of good faith effort by the DPS evaluation team. Failure to submit the form could be lead to the determination of “Proposal non-responsiveness”, or “no good faith effort”. VENDOR CERTIFICATION The DPS Community Inclusion program uses race/gender neutral measures to meet good faith effort goals for subcontracting. Currently the District will accept the City of Dayton PEP certification for S/DBE firms http://www.cityofdayton.org/departments/hrc/Pages/ContractCompliance.aspx as well as, State of Ohio EDGE http://eodreporting.oit.ohio.gov/searchEDGE.aspx certification toward our inclusion goals. Visit the respective links for a list of current certified contractors. A copy of the certification of each firm listed on the EDBE/Workforce Participation form is to be submitted with the form. CONTACT INFORMATION Any questions regarding the Community Inclusion Program, certified EDBEs or required documentation for Proposal submission should be addressed to: Terri Allen, Director; DPS Purchasing & Contract Administration [email protected] 49

EXHIBIT IP II DEFINITIONS TO PROVIDERS FOR DPS COMMUNITY INCLUSION PROGRAM 1.0 Diversity and Inclusion Goals/Outreach to Economically Disadvantaged Business Enterprises and Local Businesses and Local Residents 1.1 Purpose. The Owner is committed to assuring that all qualified workers, providers of goods and services, suppliers, contractors, subcontractors have an equal opportunity to participate on the Project and have established The Community Inclusion Program (the “Program”) in furtherance of this commitment. In addition to the foregoing, the Program is established for four primary purposes: (1) equal opportunity for employment on all Projects; (2) promoting the participation of Economically Disadvantaged Business Enterprises (as defined in capable of providing labor, materials, and services in connection with the Project; (3) advancing local economic revitalization, and achieving non-discrimination in the award and administration of Project contracts to include Local Businesses; and (4) to provide meaningful job opportunities for workers whose tax dollars fund the construction who are Local Residents. 1.2 Goals. The goal of the Program is to achieve 35% participation in the project at all levels by Economically Disadvantaged Business Enterprises. Further, the goal as it relates to on-site workforce participation by Local Residents is twenty-five percent (25%) participation. While the Owner encourages Economically Disadvantaged Business Enterprises and Local Businesses to participate in the Project as Prime Proposals, all Proposals, whether they are themselves an Economically Disadvantaged Business or not, are required by the Program to use good faith efforts to locate and engage the services of Economically Disadvantaged Business Enterprises and (to employ Local Residents) that are ready, willing, and able to supply labor, materials, and services in connection with the Project. These goals are not race-based or gender-based quotas or set-asides. Each Proposal must demonstrate its good faith efforts to meet or exceed these goals. Although, failure of a Proposal to meet these goals shall not be a reason for rejection of Proposal, failure to meet good faith effort requirements will be considered in the determination of Proposal responsiveness and/or responsibility. 2.0

Definitions

2.1 “Economically Disadvantaged Business Enterprise” or “EDBE” means an enterprise that is at least 51% owned and controlled directly or indirectly by one or more individuals, each with a personal net worth equal to or less than $750,000. Personal net worth includes any personal net worth of the individual’s spouse but does not include (1) the individual’s ownership interest in the enterprise being considered in connection wit h the contracting opportunity or (2) the individual’s equity in his or her primary residence. Additionally, a contingent liability does not reduce an individual’s personal net worth. For purposes hereof, the word “enterprise” means a sole proprietorship, joint venture, partnership, limited liability company, or corporation that has been in business for at least one year prior to the date of contract award and that meets the size limitations of the Small Business Administration set forth in 13 CFR 121.201. Currently the District will accept certifications from both the City of Dayton S/DBE and State of Ohio EDGE, as certification for the DPS Community Inclusion Program.

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2.2 “EDGE Certification” means an enterprise that having met the criteria of the State of Ohio’s Encouraging Diversity Growth and Equity is a certified EDGE business. 2.3 "Local Resident" means (a) a person who resides in the school district of the Owner; (b) a person who resides in Montgomery County 2.4 "Local Business" means (i) a business entity having its principal place of business in the territory of the school district of the Owner; (ii) a business entity having its principal place of business in the City of Dayton; or (iii) a business entity having its principal place of business the County of Montgomery, without limiting or expanding the definition of Local Business or Local Resident, the Owner’s stated purpose relating to Local Business and Local Resident participation is to provide meaningful contracting/subcontracting and job opportunities for business and individuals whose tax dollars fund the construction. Related, but secondary, purposes and goals are to include those who are a Local Resident or Local Business described in (b), and (ii) and (iii), of this Section 1.2.3. 3.0 Good Faith Efforts. Each Proposal must make good faith efforts to locate, engage, and retain Economically Disadvantaged Business Enterprises and Local Businesses in connection with the Project. The Proposal’s compliance with the requirement to make these good faith efforts shall be a matter of low Proposal responsibility.. Each Proposal will be required to complete the DPS EDBE Participation Form (contained within this Project Manual and following these Instructions to Proposals) to: (i) provide a list of supplier/subcontractors said low Proposal intends, in good faith, to use who are Economically Disadvantaged Business Enterprises and/or an EDGE Business; or (ii) provide a description of a joint venture said low Proposal intends, in good faith, to enter into with an Economically Disadvantaged Business Enterprises and/or an EDGE Business; or (iii) certify as to good faith efforts made; including but not limited to all EDBE/EDGE contractors contacted, if not used, reason why; attempts to negotiate with EDBE/EDGE contractor, attempts to carve out a smaller scope of work for which the EDBE/EDGE contractor can perform., and the intent to use local residents. (A complete list of criteria for determining good faith efforts is contained within this Project Manual and following these instructions to Proposals.) The DPS Participation Form must be signed by an authorized agent of the company, as well as signed and sealed by a certified notary public, documenting the attempts to meet the goals of utilization of Economically Disadvantaged Business Enterprises and/or EDGE Business. 4.0 Forms Required. Each Proposal shall submit with the Proposal, a DPS EDBE/EDGE Provider and Workforce Participation Form indicating the Proposal fulfills the requirement of the DPS Community Inclusion Program. All Proposals who are awarded a contract may be required to submit periodic reports during the term of the Contract to the Office of Diversity or a Program office to be established by the Owner. If this proposal results in contracted firms employees working at a DPS site, a Manpower Utilization form will be required monthly (see copy in this section). All Proposals who are awarded a Contract with the Owner may be required to submit a Contract Completion Survey (to be provided by the Owner after all work is completed. Failure to provide any requested information about utilizing Economically Disadvantaged Business Enterprises, Local Businesses and Local Residents during the Contract term, can be a determination of contractual deficiency and may require a remedy, or contract termination as determined by the owner.

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5.0 Race-Neutral Devices: The Owner supports the use of race-neutral devices to aid Economically Disadvantaged Business Enterprises and Local Businesses in the Proposalding process, to the extent that such devices are legal and economically feasible. In order to facilitate the participation of such businesses, the Owner will do the following: 5.1 Advertise and promote the availability of Project prime contracts, subcontracts and employment in a broad-based manner to include Economically Disadvantaged Business Enterprises and Local Businesses; 5.2 Hold meetings and provide other resources to acquaint Economically Disadvantaged Business Enterprises and Local Businesses with the requirements and Scope of Work, and coordinate such efforts with organizations familiar with and willing to reduce the problems Proposals may experience in getting quotes from Economically Disadvantaged Business Enterprises and Local Businesses in the course of Proposalding the Work; 5.3 Provide apprenticeship support and referral resources to Local Residents who maintain a certain level of participation and are actively seeking licensure and assistance; 5.4 Publicize capacity building programs in a broad-based manner for the purposes of notifying Economically Disadvantaged Business Enterprises, Local Businesses and Local Residents and coordinate efforts with other organizations such as MCBAP, SCOMBC, and NAACP, among others, in the Dayton area that have capacity building programs; 5.5 Break down the scope of large prime Contracts within the Project into smaller contractual parts to facilitate the participation of Economically Disadvantaged Business Enterprises and Local Businesses; 5.6 Arrange adequate time for the submission of Proposals and specifications review so as to facilitate the participation of Economically Disadvantaged Business Enterprises and Local Businesses; 5.7 Require Proposals on Project prime contracts to use good faith efforts to locate and engage the services of Economically Disadvantaged Business Enterprises, Local Businesses and Local Residents ready, willing and qualified to supply labor, materials and services in connection with the Project. The Goals include no less than thirty-five (35%) participation of Economically Disadvantaged Business Enterprises. and Local Businesses and twenty-five percent (25%) workforce participation by School District Residents. 5.8 Develop and implement outreach programs for the economically disadvantaged business community; 5.9 Actively seek out and include qualified Economically Disadvantaged Business Enterprises and Local Businesses on Proposal invitation publications that are also available to the public in general and ensure that Goals are understood by all Proposals; and 5.10 Provide resources and information to Economically Disadvantaged Business Enterprises, Local Businesses and Local Residents seeking opportunities to participate on this Project.

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EXHIBIT IP III

53

EXHIBIT IP IV GOOD FAITH EFFORTS DETERMINATION DPS and/or it authorized compliance agency will utilize the following factors, as consistent with Ohio Revised Code 123:2-16-09 in the determination of a vendor’s good faith efforts to meet the goals of the DPS Community Inclusion program. Determination of good faith efforts will be made by information provided on and with the DPS EDBE/EDGE Participation form to be completed and provided with the respondents bid. Additional supporting documentation may be required at the request of the Diversity Office. 1. The bidder utilized reasonable and available means to identify and solicit all certified EDBE/EDGEs* business enterprises that have the capability to perform the work of the contract by providing copies of written notification that their interest in the subcontract is solicited. 2. The bidder must provide evidence of efforts to divide the work into economically feasible portions of the contracted work to increase the likelihood of the participation by EDBE/EDGEs certified business enterprises. 3. Evidence that the bidder provided all appropriate certified EDBE/EDGE business enterprises with adequate information about the plans, specification and requirements of the contract in time for EDBE/EDGE certified business enterprises to bid on the project. 4. The bidder negotiated in good faith with interested certified EDBE/EDGEs business enterprises. To demonstrate good faith negotiations, the vendor shall provide the evidence of such negotiations, including but not limited to: 5. Names, addresses, dates, and telephone numbers of the EDBE/EDGEs certified business enterprises considered. 6. A description of the information provided to the EDBE/EDGEs bidder regarding the RFP/Bid specifications for portions of the work to be performed. 7. A statement of the reasons why additional agreements with EDBE/EDGEs were not reached. 8. Copies of written quotes from all EDBE/EDGEs seeking subcontract work with prime at the time of the bidding 9. The bidder or vendor shall properly evaluate an interested certified EDBE/EDGE business enterprise as being qualified for the work of the contract. A bidder must give equal consideration to an EDBE/EDGE certified business enterprise regardless of it’s standing within an appropriate industry, membership, or affiliation in a business, union, social or political group. A written statement of the reasons an EDBE/EDGE’s quote was not accepted, must be documented and submitted. 10. Evidence that the bidder utilized the services of the District and/or its authorized representative and/or organization that provides vendor assistance in the identification and recruitment of EDBE/EDGE certified business enterprises.

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11. The bidder utilized the list of qualified EDGE certified business enterprises as provided by the equal employment opportunity division of the department of administrative services.** 12. Evidence of efforts to assist EDBE/EDGE’s who need assistance in obtaining bonding and/or insurance which the bidder requires. *EDBE/EDGE; Dayton Public Schools will accept State of Ohio EDGE certification as well as other EDBE, SDBE certifications. Any question regarding acceptable certification should be addressed to the Director of Purchasing & Contract Administration **Imperative to the determination of good faith efforts is the vendor’s attempt to identify and engage EDBE/EDGE certified business enterprises. Consistent with this effort will be the vendor’s contact of the District’s Purchasing Office at 937-542-3020.

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EXHIBIT I Submission Instructions to Suppliers Bonfire Software Please follow these instructions to submit via our Public Portal. In order to prepare a submission, please log in. If you do not have a Bonfire account, you can create an account by clicking the Log in / Register button on the website at the link below. Vendors new to this process are encouraged to watch the short video completely before starting. 1. Prepare your submission materials. and upload the following requested information Name

Type

# Files

Requirement

Attachment I General Information

PDF

Multiple

Required

Attachment II Cost Proposal

PDF

Multiple

Required

Attachment IIA Pricing Schedule

PDF

Multiple

Required

Attachment III Non collusion

PDF

Multiple

Required

Attachment IV Tax Affidavit

PDF

Multiple

Required

Attachment V HRC Letter

PDF

Multiple

Required

Attachment VI References

PDF

Multiple

Required

Attachment VII Performance Requirement

PDF

Multiple

Required

Section 4.0 - 4.6 Requirement Response

PDF

Multiple

Required

4.2.1 Managed Service Plan

PDF

Multiple

Required

4.2.5 Key Personnel Resumes

PDF

Multiple

Required

4.2.5 Representative Resumes

PDF

Multiple

Required

Section 5.1 Technical Proposal

PDF

Multiple

Required

Sub-contractor Teaming Agreements

PDF

Multiple

Optional

Requested Documents: 56

Please note the type and number of files allowed. The maximum upload file size is 100 MB. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

2. Upload your submission at: https://dps.bonfirehub.com/opportunities/6225 Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Feb 05, 2018 12:00 PM EST. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes: Each item of Requested Information will only be visible after the Closing Time. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Need Help? Dayton Public Schools uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at [email protected] for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

END

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