Capital Investment Planning Solution

Request for Proposals Capital Investment Planning Solution RFP # 23-16 Minneapolis Public Schools - Special School District No. 1 1250 West Broadway Ave. Minneapolis, Minnesota 55411-2533 Issued: November 9, 2022 This document contains embedded files required as part of a complete proposal. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 2 of 30 Contents INTRODUCTION ________________________________________________________ 3 CURRENT CAPITAL INVESTMENT PLANNING ENVIRONMENT ____________________ 4 PRIMARY SOLUTION COMPONENTS ________________________________________ 5 RFP SCHEDULE AND CONTACT INFORMATION ________________________________ 7 LETTER OF INTEREST _____________________________________________________ 8 VENDOR QUESTIONS ____________________________________________________ 8 PRE-BID CONFERENCE ___________________________________________________ 9 CONTRACT REQUIREMENTS _______________________________________________ 9

PROPOSAL EVALUATION ________________________________________________ 15 INTRODUCTION TO PROPOSAL SUBMISSION ________________________________ 21 SUBMITTAL 2 - PROPOSED SOLUTION ______________________________________ 24 Section 2.1: Vendor Information __________________________________________ 24 Section 2.2: System Architecture and Infrastructure __________________________ 24 Section 2.3: Project Approach ____________________________________________ 25 Section 2.4: Project Team ________________________________________________ 25 SUBMITTAL 3: CIP REQUIREMENTS WORKBOOK _____________________________ 26 SUBMITTAL 4: PRICING WORKBOOK _______________________________________ 28 SUBMITTAL 5: SAMPLE CONTRACTS _______________________________________ 28 Appendix A: MPS SAMPLE CONTRACT FOR SOFTWARE AND SERVICES ____________ 30 Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 3 of 30 INTRODUCTION Minneapolis Public Schools (MPS) through its Capital Planning, Construction & Maintenance (CPCM) department is seeking proposals from organizations wishing to provide a comprehensive software solution to support the MPS Capital Investment Planning (CIP) function for the next 10 years or more. MPS currently operates multiple facility maintenance and operations software, and the vision is that the CIP solution will join these applications through a federated architecture to provide analysis, recommendations, and lifecycle context for the District’s building-related investments. MPS or Special School District Number 1 (SSD #1) is a school district that is coterminous with the City of Minneapolis, Minnesota. With authority granted by the state legislature, the school board makes policy, selects the superintendent, and oversees the district's budget, curriculum, personnel, and facilities. The District provides over 70 school programs, with approximately 29,000 students and 3,200 teaching staff. This Request for Proposal (RFP) provides relevant information about MPS as well as requirements for both software and the support services to insure successful deployment of the solution. Support services includes all work required to provide a complete and functioning CIP solution including, for example, technology and implementation planning, detailed design, interfaces, software configuration and/or modifications, testing, training, data conversion assistance, end user and technical documentation, project management, and post-implementation maintenance and support. MPS will award the project to a prime contractor, referred hereinto as the Vendor, that acts as the singular source of responsibility to meet all the expectations outlined in this RFP. The prime contractor and any subcontractors it may choose to retain, are expected to meet specific requirements stated in this proposal. The Vendor may provide the software through a dealer relationship or contract with a software vendor to provide software which the Vendor implements. The operational and financial relationship between the Vendor and software developer must be fully described in the proposal. MPS strongly prefers to use CIP software that is already in use by other similar organizations and has proven to operate effectively. The solution must be easy to deploy and demonstrate low startup, operation, and maintenance costs. MPS intends to use a Commercial-Off-the-Shelf (COTS) CIP product that provides industry standard best practices with minimal configuration. MPS intends to award the project, pursuant to the policies of the District and this RFP, to the Vendor whose proposal submittal best meets MPS’s requirements and is within a cost range that is deemed appropriate for this project. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 4 of 30 MPS expects to implement and “go-live” using the selected CIP system by Q4 2023. This RFP is organized into the following sections. RFP Topic Purpose Introduction Provides background on the MPS CIP initiative and an overview of this RFP. RFP Schedule and Contact Information Includes a list of major milestones and target dates for this RFP. RFP Questions Provides specifics on how a Vendor can pose questions about this RFP to MPS. Proposal Evaluation Describes the process and priorities that MPS intends to use to review and evaluate written responses and live demonstrations. Proposal Submission Provides specific instructions for developing and submitting a response to this RFP. A submission is required for the following topics: Letter of Interest Vendors record their intention to submit a response to the RFP. Proposed Solution Includes four sections that ask for information about the Vendor’s proposed solution. CIP Requirements Workbook An embedded spreadsheet with MPS’s requirements for the CIP software. Similar requirements are grouped in tabs. Vendors must respond to each question. CIP Pricing Workbook An embedded spreadsheet with MPS’s requirements for receiving pricing information from Vendors. Sample Contracts Vendor submits (for review) portions of standard contracts relevant to the requested software and services. CURRENT CAPITAL INVESTMENT PLANNING ENVIRONMENT The District has stewardship responsibility for 74 buildings, 8.5M GSF building area and 420 acres of grounds. MPS creates and publishes both annual and 10-year Capital Improvement Plans for how best to improve its facilities with limited resources. The inclusive process that informs this plan considers the school community’s educational needs, health, safety, operations, environment, and the maintenance of existing assets to ensure that students thrive in safe and welcoming learning environments. The Capital Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 5 of 30 Improvement Planning process is central to the District's mission and the effective execution of the District's business plan. MPS CPCM has determined that the District would benefit significantly from the implementation of an integrated software solution to generate, manage and update multi-year capital plans. Currently, CPCM uses manual and non-integrated software solutions to develop the CIP. Implementing purpose-built software presents the opportunity to significantly increase the overall efficiency of the process and, especially, the ability to more fully explore the alternative inputs and competing goals needed to provide optimum and defensible solutions. There is a high level of interest among all user groups in a comprehensive Capital Investment Planning Solution with enhanced capabilities and functionality. The key stakeholder interests have been identified as: • CPCM – District Master Planning to provide annual and longer-range capital investment planning. • CPCM – Maintenance and Operations including continuous facilities support, maintenance, and repair activities. • CPCM – Project Management including planning and management of capital renewal and new construction activities. • Student Accounting – Informing and receiving guidance concerning forecasting the need to provision space for teachers and student occupiers. • Students and Teachers – Providing safe and welcoming environments for learning. PRIMARY SOLUTION COMPONENTS The proposed CIP Solution requires both current state of the art capabilities and the demonstrated ability to maintain that state over the life of the solution through developer commitment and technical skill. MPS envisions a solution that will include, but is not limited to, the following components but MPS also expects the successful Vendor to offer for discussion capabilities that meet the District’s needs within its organizational and financial capabilities. A detailed description of the requirements for the software components is provided in PROPOSAL SUBMITTAL 3, CIP REQUIREMENTS WORKBOOK. In general, these requirements include: • System-wide Capabilities – An accessible and efficient user interface including portal/dashboard features, context-aware help, advanced query and reporting features, configurable workflow automation including both internal and external notifications, file storage and transfer. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 6 of 30 • Team Collaboration – Multi-user concurrent access, team communication both internally and with external (non-system users) parties. • Capital Planning – The core functionality of the solution. • Asset Inventory – including hierarchal locations, buildings, and equipment inventory at all levels of the portfolio with extensive out of the box and extensible metadata fields. • Asset Management (consistent with strategic capital planning). • Ability to define MPS priorities and use prioritization to suggest capital investment actions. • Scenario Development, quantification, and comparisons. • Funding sources, modeling, and tracking. • Capital Requests including event and outcome tracking. • Budgeting including alternative tactics and strategies. • Cost Estimating using industry, historical local, and MPS-experience values. • Requirements including both inventory-based deferred and forecasting capabilities. • Mobile device support across the platforms supported by MPS. • Physical and data security appropriate to the MPS environment and risk profile. • Future Scope items, which are not currently required but are capabilities of the solution and consistent with the District’s lower-priority needs. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 7 of 30 RFP SCHEDULE AND CONTACT INFORMATION RFP Schedule The proposal process milestones are noted in the table below. MPS will issue an Addendum to this RFP if it is necessary to change any of these dates or times. All listed times are Central Time (CT). Proposal Process Milestones Dates Request for Proposal Issued November 9, 2022 Closing Date for Written Questions November 23, 2022 Letter of Interest Due November 23, 2022 Responses to Questions Posted November 29, 2022 Proposals Due December 6, 2022 Short List Vendors Notified Demonstration Scenarios provided to Vendors December 16, 2022 Live Demonstration January 9-13, 2023 Recommendation for Award January 27, 2023 MPS Board Approval February 14, 2023 Contract Award ca. February 15, 2023 Contract Negotiation ca. 2 weeks Implementation Begins ca. March 1, 2023 MPS CIP Procurement Manager The primary point of contact for the CIP proposal is: Minneapolis Public Schools 1250 West Broadway Ave. Minneapolis, MN 55411 E-mail: RFX@mpls.k12.mn.us The only contact prior to the RFP response submission that a Vendor should have with the CIP Procurement Manager are through the following: a) Letter of Interest (required) b) RFP Questions. (optional) In any event, only communications that are documented via e-mail shall be considered valid. mailto:RFX@mpls.k12.mn.us Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 8 of 30 Proposal Distribution No other distribution of the proposal shall be made by the organization. It is the sole responsibility of the Vendor to assure that the proposal is delivered to RFX@mpls.k12.mn.us on December 6, 2022 by 2:00 p.m. Withdrawal of Proposals A proposal may be withdrawn by the Proposer prior to the date and time for submittal of proposals by means of a written request signed by the Proposer or its properly authorized representative. Such written request must be delivered to RFX@mpls.k12.mn.us. This written request can be either electronic or a hard copy format. LETTER OF INTEREST In order for a Vendor to record their intention with the CIP Procurement Manager and receive updates, including questions submitted by all participating firms, to this RFP, Vendors must use the template provided in PROPOSED SOLUTION, Submittal 1: Letter of Interest. The Letter of Interest may accompany the Vendor Questions template or be submitted on its own. In all cases, the letter must be e-mailed to the CIP Procurement Manager and must be received by the date/time indicated on the Proposal Process Milestones schedule. This will allow the District to prepare for Vendor submissions as well as provide timely information to interested parties. This document is a mandatory document. If it is not submitted by the required date/time, the Vendor will not be able to participate in the CIP RFP response. VENDOR QUESTIONS Vendors will have an opportunity, but are not required, to submit questions about this Request for Proposal. Vendors who wish to submit questions must use the Vendor Questions Template document attachment below. MPS will try to answer all reasonable questions, but may, at its own discretion, combine several questions into one, or decline to answer a question. Every question and answer will be shared to all respondents. All questions and MPS responses will be posted to the MPS Procurement website. Posted questions will include questions submitted by all Vendors who have submitted their Letter of Interest but will not identify their origin. MPS Procurement Website: RFX@mpls.k12.mn.us mailto:RFX@mpls.k12.mn.us mailto:RFX@mpls.k12.mn.us mailto:RFX@mpls.k12.mn.us Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 9 of 30 Responses to questions may lead to a change to this RFP. In that case an addendum to the RFP will be posted to the MPS Procurement website and a notification sent to registered Interested Vendors. Only information provided by formal written addenda will be binding. Oral and other interpretations or clarifications are not binding unless stated in RFP Addenda. INSTRUCTION: Open this file and save it using the format “MPS RFP 23-16_Vendor Name_Questions”, where Vendor Name is the name of the company submitting questions. Complete the file as requested and e-mail it to the MPS CIP Procurement Manager no later than the date and time noted in the RFP Schedule. MPS CIP Vendor Questions Template.d PRE-BID CONFERENCE A pre-bid conference is not scheduled for this RFP. Vendors are advised to read the RFP carefully and submit VENDOR QUESTIONS if needed. CONTRACT REQUIREMENTS MPS Sample Contract MPS has provided its standard contract in Appendix A. Shortlisted Vendors should be prepared to review the MPS contract and disclose any issues that would prevent their agreeing to that contract for the software and services requested for the CIP initiative. Vendor Sample Contracts Proposal Submission, Submittal 5, requests samples for MPS review of the Vendor’s standard contracts for software licensing, and implementation and support services. Sample contracts should contain at least the following content: • Software Licensing • Software Maintenance • Services • Service Level Agreement for SaaS • Service Level Agreement for Support Services Financial Statements Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 10 of 30 MPS reserves the right to ask shortlisted Vendors for a copy of the Vendor’s audited financial statements for last two years. If the financial statements are not provided, the company must at least provide a letter signed by an independent third-party CPA that provides a synopsis of assets, liabilities, and equities. Changes MPS may, from time to time, request changes in the Scope of Services to be performed by the Vendor. Such changes, including any increase or decrease in the amount of Vendor’s compensation, which are mutually agreed upon by and between MPS and the Vendor, shall be incorporated in written amendments to the Vendor contract. Exception to Specifications Although the specifications in the requirements section represent MPS’s anticipated needs, there may be instances in which it is in MPS’s best interest to permit written exceptions to specifications and accept alternatives. It is extremely important that Vendors make very clear where an exception is taken to the specifications and how alternatives will be provided. Therefore, exceptions, conditions, or qualifications to the provision of MPS’s specifications must be clearly identified as such, together with the reasons, and provided in writing in the PROPOSAL SUBMISSION. If the Vendor does not make it clear that an exception is taken, MPS will assume the proposal is responding to and will meet the specification as written. Personnel The Vendor will secure all personnel required to perform the services. Such personnel shall not be employees of or have any contractual relationship with MPS. MPS’s Rights MPS reserves the right, in its sole discretion, to reject all proposals and reissue this RFP at any time prior to execution of a final contract; to require, in any RFP for similar products and/or services that may be issued subsequent to this RFP, terms and conditions that are substantially different from the terms and conditions set forth in this RFP; and/or to cancel this RFP with or without issuing another RFP. Contract Term It is the intent to award the services contract(s) for an initial one-year period with the option to renew it for an additional one-year period for a possible total contract term of two-years. The decision to renew the contract(s) will be at the sole discretion of the District and agreed upon by both parties. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 11 of 30 Proposers must agree to fix services contract fees for the first one (1) year. If the organization intends to revise its fee schedule after the initial one-year period, it must give written notice to the District 90 days in advance of any fee change. Fees may be changed only on the contract expiration date with 90 days’ notice. These fees are subject to negotiation and approval by the District. It is the intent of the District to award a software lease agreement with an associated software maintenance agreement in effect for the duration of the software lease agreement. The lease agreement period and any subsequent renewals are subject to negotiation and approval by the District. No Obligation to Buy Receipt of the Vendor’s proposal shall not indicate any obligation or commitment for payment. Any financial transactions will take place under a separately negotiated process and signed agreement. Disposition of Proposals The contents of the proposal and any clarifications to the contents submitted by the Vendor and accepted by MPS shall become part of the contractual obligation and be incorporated by reference into the ensuing Vendor contract. Cost Incurred in Responding This solicitation does not commit the District to pay any costs incurred in the preparation and submission of proposals or in making necessary studies for the preparation thereof, nor to procure or contract for services. Effective Period of Proposals Proposals must state the period for which the proposal shall remain in effect (i.e., how much time the District has to accept or reject the proposal under the terms proposed). Such period shall not be less than 120 days from the proposal date. Any submitted proposal shall, in its entirety, remain a valid proposal for six (6) months after the proposal submission date. Restricted Discussions/Submissions From the date of issuance of the RFP until MPS takes final action, the Vendor must not discuss the proposal or any part thereof with any employee, agent, or representative of MPS except as expressly requested by the MPS CIP Procurement Manager in writing and as stipulated in this RFP. Violation of this restriction may result in REJECTION of the Vendor’s proposal. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 12 of 30 Independent Parties Except as expressly provided otherwise in the contract resulting from this RFP, if any, MPS and the selected Vendor shall remain independent parties and neither shall be an officer, employee, agent, representative or co-partner of, or a joint venture with, the other. Performance Investigations As part of its evaluation process, MPS may make investigations to determine the ability of the Vendor to perform under this RFP. MPS reserves the right to reject any proposal if the Vendor fails to satisfy MPS that it is properly qualified to carry out the obligations under this RFP. Severability If any provision of any contract resulting from this RFP is contrary to, prohibited by, or deemed invalid by applicable laws or regulations of any jurisdiction in which it is sought to be enforced, then said provision shall be deemed inapplicable and omitted and shall not invalidate the remaining provisions of such contract. Conflict of Interest/Code of Ethics The Vendor agrees that no member of the governing body, officer, employee or agent of MPS shall have any interest, financial or otherwise, direct or indirect, in the contract. Employee Involvement/Covenant Against Contingent Fees The Vendor hereby certifies that, to the best of its knowledge and belief, no individual employed by the Vendor or subcontracted by the Vendor has an immediate relationship to any employee of MPS who was directly or indirectly involved in any way in the procurement of the contract, if any, resulting from this RFP or goods or services thereunder. Violation of this section by Vendor shall be grounds for cancellation of such contract. The Vendor also warrants that no person or selling agency has been employed, engaged or retained to solicit or secure any contract resulting from this RFP or any advantage hereunder upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, or in exchange for any substantial consideration bargained for, excepting that which is provided to the Vendor’s bona fide employees or to bona fide professional commercial or selling agencies or in the exercise of reasonable diligence should have been known by MPS to be maintained by the Vendor for the purpose of securing business for Vendor. In the event of the Vendor’s breach or violation of this warranty, MPS shall, subject to Vendor’s rights, have the right, at its option, to annul any contract resulting from this RFP without liability, to deduct from the charges otherwise payable by MPS under such contract the full amount of such commission, percentage, Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 13 of 30 brokerage, or contingent fee, and to pursue any other remedy available to MPS under such contract, at law or in equity. Hold Harmless The Vendor agrees to defend, indemnify and hold harmless MPS, its officers and employees, from any liabilities, claims, damages, costs, judgments, and expenses, including attorney’s fees, resulting directly or indirectly from an act of omission of the Vendor, its employees, agents or employees of subcontractors, in the performance of any contract resulting from this RFP by reason of the failure of the Vendor to fully perform, in any respect, all of its obligations under this contract. MPS agrees to defend and hold harmless, insofar as the law allows, the Vendor, its officers and employees, from any liabilities, claims, damages, costs, judgments, and expenses, including attorney’s fees, resulting directly or indirectly from an act or omission of MPS or its employees in the performance of any contract resulting from this RFP or by reason of the failure of MPS to fully perform its obligations under this contract. Data Practices The Vendor agrees to comply with the Minnesota Government Data Practices Act and all other applicable state and federal laws relating to data privacy or confidentiality. The Vendor will immediately report to MPS any requests from third parties for information relating to the Vendor contract. MPS agrees to promptly respond to inquiries from the Vendor concerning data requests. The Vendor agrees to hold MPS, its officers, department heads, and employees harmless from any claims resulting from the Vendor’s unlawful disclosure of data protected under state and federal laws. Causes for Termination Causes for termination of the agreement may include any of the following: Failure to promptly and faithfully provide the services required at the prices indicated in the Proposal; violation of any law governing services provided to the District; failure to cooperate upon receiving any reasonable request for information or service; or improper actions of the officers or employees, which in the opinion of the District, would adversely affect its interest, or endanger the structure of the proposing organization such as a spin off or merger which materially affects the terms of this agreement. The District may terminate the agreement without cause on 90 day notice. The District may terminate the agreement with cause on 30-day notice. Ownership of Materials All materials prepared for MPS by the Vendor and for which Vendor has been paid shall be remitted to MPS by the selected firm upon completion, termination or cancellation of the Vendor contract if any. The Vendor shall not use, willingly allow, or cause to have such Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 14 of 30 materials used for any purpose other than performance of the Vendor‘s obligations under the contract without the prior written consent of MPS. It will be further agreed that all right, title and interest in all copyrightable material which the Vendor shall conceive or originate, either individually or jointly with others and which arises out of the performance of the Vendor contract, will be the property of MPS and are by the contract assigned to MPS along with ownership of any and all copyrights in the copyrightable material. Where applicable, works of authorship created by the Vendor for MPS in performance of the contract shall be considered "works made for hire” as defined in the U.S. Copyright Act except as provided in this provision. Assignment The successful proposer shall not assign, transfer, convey, or otherwise dispose of the contract, or right, title of interest, or power to execute such a contract to any person, firm, or corporation without the previous consent in writing by the District. Nondiscrimination The Vendor will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, sex, national origin, affectional preference, disability, age, marital status, status with regard to public assistance or status as a disabled veteran or to one of the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination, rates of pay or other forms of compensation; selection for training, including apprenticeship. The Vendor shall agree to post in conspicuous places, available to employees and applicants for employment, notices to be provided by MPS, setting forth the provisions of this nondiscrimination clause. In addition, the selected firm will, in all solicitation or advertisements for employees placed by or on behalf of the selected firm, state that all qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, ancestry, sex, national origin, affectional preference, status as a disabled veteran or veteran of the Vietnam era, and comply in all other aspects with requirements of the Minneapolis Code, Chapter 139, Supp. 1976. All materials produced will include proper Equal Opportunity information as required. The Vendor agrees to abide by the requirements and regulations of The Americans with Disabilities Act of 1990 (ADA), the Minnesota Human Rights Act (Minn. Stat. C.363), the Minneapolis Civil Rights Ordinance (Ch 19), and Title VII of the Civil Rights Act of 1964. These laws deal with discrimination based on race, gender, disability, religion and sexual harassment. In the event of questions from the Vendor concerning these requirements, MPS agrees to promptly supply all necessary clarifications. Violation of any of the above laws can lead to termination of the Vendor contract. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 15 of 30 Affirmative Action Requirements The Vendor shall agree, in writing, to comply with all applicable equal opportunity and affirmative action laws, directives and regulations of the federal, state and local governing bodies or agencies thereof, specifically including Chapter 139 of the Minneapolis Code of Ordinances. The Vendor will be required to submit an affirmative action plan for approval prior to initiation of the contract services with MPS. Compensation No reimbursement will be made for any expenses incurred by the Vendor, except for expenses specifically described in the Vendor contract. Payments will be made by MPS to the Vendor upon satisfactory completion of the specific work as mentioned in the Scope of Services and/or Vendor contract. No payment will be made for any incomplete, inaccurate, or defective work until same has been satisfactorily remedied at no additional cost to MPS. The Vendor will not be reimbursed for parking and liability insurance premiums. Audits The Vendor will agree that MPS, or any of their duly authorized representatives, at any time during normal business hours and as often as they may reasonably deem necessary, shall have access to and the right to examine, audit, excerpt and transcribe any books, documents, papers, and records that are relevant and involve transactions relating to the Vendor contract. Entire Agreement The Vendor’s written submission in response to this RFP shall be considered the Vendor’s formal offer. The content of the RFP, the Vendor’s submission in response to the RFP and the resulting contract, if any, shall be the entire agreement between the successful Vendor and MPS. It is understood and agreed that nothing herein or in the resulting contract is intended nor should be construed as in any way creating or establishing the relationship of co-partners between the parties hereto, or in any manner whatsoever. The Vendor, if any, is, and shall remain, an independent contractor operating in accord with the terms and conditions of the rights granted as a result of this RFP. PROPOSAL EVALUATION MPS will conduct a fair and impartial evaluation of all proposals received in response to this RFP by the proposal due date and time specified. Reasonably Qualified Proposals Each proposal received will be initially qualified by CIP project managers and sponsors to evaluate its completeness and responsiveness, to determine if the proposed system Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 16 of 30 architecture(s) is acceptable to MPS’s Information Technology Department, and to assess if the proposed cost is within MPS’s budget. Evaluation Process Proposals that are deemed to be reasonably qualified will be fully evaluated by the CIP Evaluation Team. The CIP Evaluation Committee consists of CIP project managers and staff with detailed knowledge of MPS asset management objectives. That team will review proposals, score responses, and recommend a short list of Vendors, no more than three, that will be invited to participate in a live demonstration based, in part, on scenarios provided to the Vendor by MPS. Evaluation Criteria The criteria for evaluation of the proposals include, but are not limited to, the following: • Ability of the Vendor to provide an CIP software solution as required by this RFP. • Ability of the Vendor to provide services related to the capital investment planning system as required as required by this RFP. • Ability of the Vendor to cite and provide reference for CIP implementation projects that have been completed for other public-school districts and/or similar. • References to work for previous/current clients on projects with similar requirements and of similar scope. • Ability of the Vendor to provide a competitively priced proposal. • Reputation and longevity of the Vendor in the CIP marketplace along with the financial stability of the Vendor. • Vendor willingness and ability to negotiate a contract acceptable to MPS. • Willingness to renew contract for additional optional years. Cost to MPS is a material factor, but not the sole or necessarily the determining factor in Proposal Evaluation. MPS may, in its sole discretion, award a contract resulting from this RFP to a person or entity other than the responsible and qualified Vendor submitting the lowest price. The contract will be awarded to the Vendor whose proposal MPS determines, in its sole discretion, is the most advantageous to MPS and in MPS’s best interest. Proposal evaluation will include assessment of the Vendor’s qualifications, technical solutions, cost proposals, and such other information and investigations as MPS deems necessary and appropriate. MPS in its sole discretion, may, but shall not be required to, reject without further consideration the proposal of any Vendor that has not demonstrated, in MPS’s sole judgment, that it satisfies the qualifications criteria provided in the Proposal Format and Submittals section of this RFP. MPS reserves the right, in its sole discretion and without notice to Vendors, to modify this evaluation procedure as it may deem to be in MPS’s best interest. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 17 of 30 The CIP Evaluation Committee reserves the right to reject any or all proposals or to conclude that there are no satisfactory proposals and discontinue evaluations. MPS reserves the right to determine the best proposal submitted in the interest of MPS. Live Demonstrations Vendors whose proposed products and services are of significant interest to MPS will be invited to participate in a live demonstration at MPS headquarters in Minneapolis at no cost to MPS. MPS shall not be required to permit any Vendor to make such a demonstration. The live demonstration will be scripted to provide MPS with a detailed understanding of the product and the potential for developing a working relationship with the service provider. Scenarios and a detailed agenda will be provided to vendors several weeks in advance of the scheduled live demonstration. At that time, MPS will also indicate if it will provide its own data to be used in the demonstrations or if use of Vendor provided data will be acceptable. MPS is estimating a duration of at least one day for each live demonstration. Additional on-site or web demonstrations of the proposed solution may be required before the CIP Evaluation Committee makes a final recommendation. Live demonstrations will be scored by the CIP Evaluation Committee, though other MPS staff will be invited to view the demonstrations. The results of live demonstrations, discussions, and the information provided in the proposal will be used to evaluate the product fit, completeness of the solution, and the vendor qualifications. General Information about Proposal Submission, Evaluation and Selection MPS may ask for additional information about a company and its work on previous contracts. Vendors may choose not to submit information in reply to MPS’s request. Failure on the part of the Vendor to submit information may lead MPS to discontinue further consideration of a particular proposal. MPS may use sources of information not supplied by the Vendor concerning the abilities to perform this work. Such sources may include, for instance, current or past customers of the organization; current or past suppliers; articles from trade magazines; news releases and related publications; articles from other published sources such as industry newsletters or from non-published sources made available to MPS. MPS may, at any time, investigate a Vendor’s ability to perform the work. MPS reserves and in its sole discretion may, but shall not be required to, exercise the following rights and options with respect to the proposal submission, evaluation and selection process under this RFP. MPS reserves the rights to: Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 18 of 30  Reject any or all proposals or parts of proposals, to negotiate modifications of proposals submitted, to accept part or all of the proposal on the basis of consideration other than lowest cost and to negotiate specific work elements with a Vendor into a project of lessor or greater expense and reimbursement than described in the Request for Proposals, or the Vendor’s reply  Reject any proposals if, in MPS’s sole discretion, the proposal is incomplete, the proposal is not responsive to the requirements of this RFP, the Vendor does not meet the qualifications set forth in the RFP, or it is otherwise in MPS’s best interest to do so  Supplement, amend, substitute, or otherwise modify this RFP, including schedule, at any time prior to selection of one or more Vendors for negotiation  Reject the proposal of any Vendor that, in MPS’s sole judgment, has been delinquent or unfaithful in the performance of any contract with MPS or with others, is financially or technically incapable or is otherwise not a responsible Vendor  Reject as non-responsive or otherwise non-compliant with the requirements of this RFP, any Proposal, which in MPS’s sole judgment, is incomplete, is not in conformity with applicable law, is conditioned in any way that is unacceptable to MPS, deviates from this RFP and its requirements, contains erasures, ambiguities, or alterations, or proposes or requires items of work not called for by this RFP  Waive any informality, defect, non-responsiveness and/or deviation from this RFP and its requirements that is not, in MPS’s sole judgment, material to the proposal  Permit or reject at MPS’s sole discretion, amendments (including information inadvertently omitted), modifications, alterations and/or corrections of proposals by some or all of the Vendors following proposal submission  Request that some or all of the Vendors modify proposals based upon MPS’s review and evaluation  Request additional or clarifying information or more detailed information from any Vendor at any time; before or after proposal submission, including information inadvertently omitted by the Vendor  Inspect and otherwise investigate projects performed by the Vendor, whether or not referenced in the proposal, with or without the consent of or notice to the Vendor  Waive and/or amend any of the factors identified in this RFP as pertaining to the Vendor’s qualifications Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 19 of 30 • Upon submission, all proposals become the property of MPS, which retains the right to use any concept or idea presented in any proposal submitted, whether or not that proposal is accepted • Vendors are held legally responsible for their proposals and proposal budgets. Vendors are not to collude with other Vendors and competitors or take any other action that will restrict competition. Evidence of such activity will result in rejection of the proposal • Negotiate contract terms contemporaneously and/or subsequently with any number of Vendors as MPS deems to be in its best interests • Request any additional information at any stage of the Request for Proposals process. Compliance shall be at the proposer’s expense Recommendation for Award The CIP Evaluation Committee will recommend to MPS Procurement staff who shall forward such recommendation to the Board of Directors that an award be made to the responsible Vendor whose best and final offer is determined by the CIP Evaluation Committee to be the most advantageous to MPS taking into consideration the relative importance of price and other evaluation factors. Award of Contract The District reserves the right to award by Service Area or as a whole, whichever is deemed most advantageous to the District. The selected firm(s) shall be required to enter into a written contract or contracts with the District in a form approved by legal counsel for the District. This RFP and the proposal, or any part thereof, may be incorporated into and made a part of the final contract(s). The District reserves the right to negotiate the terms and conditions of the contract(s) with the selected Proposer(s). Notifications of Unsuccessful Vendors The Director of Business Services, on behalf of the Evaluation Committee, shall notify all Vendors of the award recommendation and the date the approval is placed on the School Board Agenda. Notification will occur after the Finalists’ Presentations and no later than one (1) week prior to the School Board agenda. Contract Negotiations Negotiations may include all aspects of services and fees. After a review of the proposals, and in-person presentations, the District intends to enter into contract negotiations with the selected organization(s). If a contract with the selected organization is not finalized Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 20 of 30 within 30 days, the District reserves the right to open negotiations with the next ranked organization(s). Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 21 of 30 INTRODUCTION TO PROPOSAL SUBMISSION Proposal responses delivered by a vendor shall consist of the following five electronic submittals. Printed responses are not of interest to MPS, though vendors must verify that it is easy for MPS to print submitted files if they so choose. All submittals except Submittal 1: Letter of Interest must be e-mailed together to the CIP Procurement Manager in accordance with the schedule as noted. Submittal 1: Letter of Interest (Due no later than Nov. 23, 2022) Submittal 2: Proposed Solution • Section 2.1 -Vendor Information • Section 2.2 – System Architecture and Infrastructure • Section 2.3 – Project Approach • Section 2.4 – Project Team Submittal 3: CIP Requirements Workbook Submittal 4: Pricing Workbook Submittal 5: Vendor Sample Contracts Appendix A – MPS Sample Contract Developing Submittal 1: Letter of Interest A response to this section is mandatory. Vendors must use the template provided below to record their intention with the CIP Procurement Manager and receive updates, including questions submitted by all participating firms, to this RFP. The Letter of Interest may accompany the Vendor Questions template or be submitted on its own. In all cases, the letter must be submitted by e-mail to the CIP Procurement Manager and must be received by the date/time indicated on the Proposal Process Milestones schedule. This will allow the District to prepare for Vendor submissions as well as provide timely information to interested parties. This document is a mandatory document, if it is not submitted in person or by e-mail by the required date/time, the Vendor will not be able to participate in the CIP RFP response. Please open and complete the following embedded document. The submitted file must be named “MPS RFP 23-16_Vendor Name_Letter of Interest” where Vendor Name is the name of the Vendor submitting the proposal. MPS CIP Letter of Interest.docx mailto:RFX@mpls.k12.mn.us Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 22 of 30 Developing Submittal 2: Proposed Solution Developing the Proposed Solution requires response to each of four sections representing MPS’s categories of interest. Section 2.1 - Vendor Information Section 2.2 - System Architecture and Infrastructure Section 2.3 - Project Approach Section 2.4 - Project Team Vendors must develop their responses using the embedded Microsoft Word file for each section. The files have been designed to facilitate consistency of vendor responses. Vendors may choose to open and save the embedded files for each section as a means for developing their response. When a Vendor is satisfied with their response, the content of the Word files for each section shall be used to create one Proposed Solution file in PDF format for submission. The PDF file must be named “MPS RFP 23-16_Vendor Name_Proposed Solution” where Vendor Name is the name of the Vendor submitting the proposal. This submittal must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. The embedded file for each section begins with general instructions and a grid that identifies the category and provides space for the vendor to fill in information about who is responding. All questions are posed in blue, bold, italicized text. After each question, there is an area for the vendor’s written response. In some cases, Vendors are asked to add responses to a table. The grid and question text shall be left as is and included as part of the Vendor’s submittal. The grid will help to identify category changes in the consolidated final submittal. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 23 of 30 Developing Submittal 3: CIP Requirements Workbook Specific instructions for completing this submittal are included in the embedded CIP Requirements Workbook file. The submitted file must be named “MPS RFP 23-16_Vendor Name_Requirements Workbook” where Vendor Name is the name of the Vendor submitting the proposal. The CIP Requirements Workbook must be submitted as a completed version of the attached workbook still in native Excel format. This submittal must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. Developing Submittal 4: Pricing Workbook Specific instructions for completing this submittal are included in the Pricing Workbook file. The submitted file must be named “MPS RFP 23-16_Vendor Name_Pricing Workbook” where Vendor Name is the name of the Vendor submitting the proposal. The Pricing Workbook must be submitted as a completed version of the attached spreadsheet still in native Excel format. This submittal must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. Developing Submittal 5: Sample Contracts A response to this section is mandatory. The vendor shall submit portions of their standard contracts for MPS review. This should not be construed as MPS’s willingness to sign an agreement supplied by the vendor. Please submit sample contract content for the following: • Software Licensing • Software Maintenance • Services • Service Level Agreement for SaaS • Service Level Agreement for Support Services MPS preference is for Samples to be published to .PDF format and grouped together into one file named “MPS RFP 23-16_Vendor Name_Sample Contracts” where Vendor Name is the name of the Vendor submitting the proposal. Contract Type should be clearly indicated on each page of the .PDF. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 24 of 30 These submittals must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. SUBMITTAL 2 - PROPOSED SOLUTION The SUBMITTAL 1: Letter of Interest is required earlier in the schedule in order to notify MPS of a Vendor’s intent to submit a proposal. The following Submittals 2 through 5 make up the body of a Vendor’s proposal and should be submitted together before the deadline listed in the Schedule. SUBMITTAL 2 contains four sections. These will be evaluated together by reviewing material provided in response to questions contained in each of the following four templates. Section 2.1: Vendor Information A response to this section is mandatory. Please open and complete the following embedded document. Specific instructions for completing this submittal are included in the embedded file. The submitted file must be named “MPS RFP 23-16_Vendor Name_ Vendor Information” where Vendor Name is the name of the Vendor submitting the proposal. This submittal must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. MPS CIP Vendor Information.docx Section 2.2: System Architecture and Infrastructure A response to this section is mandatory. Please open and complete the following embedded document. Specific instructions for completing this submittal are included in the embedded file. The submitted file must be named “MPS RFP 23-16_Vendor Name_System Infrastructure” where Vendor Name is the name of the Vendor submitting the proposal. This submittal must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 25 of 30 MPS CIP Infrastructure.docx Section 2.3: Project Approach A response to this section is mandatory. Please open and complete the following embedded document. Specific instructions for completing this submittal are included in the embedded file. The submitted file must be named “MPS RFP 23-16_Vendor Name_Project Approach” where Vendor Name is the name of the Vendor submitting the proposal. This submittal must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. MPS CIP Project Approach.docx Section 2.4: Project Team A response to this section is mandatory. Please open and complete the following embedded document. Specific instructions for completing this submittal are included in the embedded file. The submitted file must be named “MPS RFP 23-16_Vendor Name_Project Team” where Vendor Name is the name of the Vendor submitting the proposal. This submittal must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. MPS CIP Project Team.docx Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 26 of 30 SUBMITTAL 3: CIP REQUIREMENTS WORKBOOK Completion of the CIP Requirements Workbook is mandatory. Specific instructions for completing this submittal are included in the CIP Requirements Workbook (see embedded document below). Vendors are advised to maximize the workbook window and verify 8 tabs are visible before beginning. Vendors should carefully review the instructions before completing their responses. Failure to follow the instructions may lead to disqualification of a proposal. Responses to questions posed in the CIP Requirements Workbook will have a significant bearing on MPS’s evaluation of proposed solutions. Supporting, concise, and relevant comments are encouraged to help MPS understand your response. The CIP Requirements Workbook embedded below includes 8 tabs that provide instructions and identify the functional and technical CIP software requirements developed by MPS. Instructions – The CIP Requirements Workbook includes a tab with detailed instructions that describes how the CIP Requirements Worksheet must be completed. System-Wide Functions – requirements to support implementation of the business functions required elsewhere in the RFP. • Query • Reporting • Dashboard • Notifications and Alerts • User Interface • User Help • Document Management • Computer Aided Design (CAD) and Building Information Modeling (BIM) integration • Graphic Media • Workflow Team Collaboration – requirements support team communication and shared work. • Team Communication • Team Collaboration Capital Planning • Portfolio • Asset Inventory • Asset Management • Ranking Strategy Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 27 of 30 • Scenarios • Funding • Budgeting • Capital Request • Requirements • Cost Estimating File Transfer and Storage – requirements for moving information between MPS’s federated systems that provide and receive CIP data. • Upload • Download • Storage • Sharing • Archive Mobile - requirements for access to a broad set of CIP functionality through mobile devices Technical and Security– requirements for system architecture, performance, and other technical expectations: • Architecture • Performance • Configuration • Integration • Security CIP Future Scope – to determine if the Vendor can provide features for or integrate with functions planned for future CIP phases • Project Management • Maintenance Management • Geospatial Information Systems (GIS) The submitted file must be named “MPS RFP 23-16_Vendor Name_Requirements Workbook” where Vendor Name is the name of the Vendor submitting the proposal. The CIP Requirements Workbook must be submitted as a completed version of the attached workbook document. This submittal must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. MPS CIP Requirements_Workbo Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 28 of 30 SUBMITTAL 4: PRICING WORKBOOK Completion of the CIP Pricing Workbook is mandatory. Specific instruction for completing this submittal is included in the CIP Pricing Workbook. Vendors are advised to maximize the workbook window and verify 2 tabs are visible before beginning. Vendors should carefully review the instructions before completing their responses. Failure to follow the instructions may lead to disqualification of a proposal. The Pricing Workbook will be used to evaluate and compare price proposals from Vendors. The Pricing Workbook asks for costs in several categories including: Software Licensing, Services, and Maintenance. Hardware costs are not to be included in the Pricing Workbook. All costs to MPS for a complete solution shall be fully documented. The submitted file must be named “MPS RFP 23-16_Vendor Name_Pricing Workbook” where Vendor Name is the name of the Vendor submitting the proposal. The Pricing Workbook, in the original MS Excel 2016 (.xlsx) file format, must be submitted as a completed version of the attached workbook. This submittal must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. MPS CIP Pricing Workbook.xlsx SUBMITTAL 5: VENDOR SAMPLE CONTRACTS Submit example copies of the Vendor’s standard contracts related to software procurement, implementation, and operations. This should not be construed as MPS’s willingness to sign an agreement supplied by the vendor. Exemplars should contain at least the following content: • Software Licensing • Software Maintenance • Services • Service Level Agreement for SaaS • Service Level Agreement for Support Services Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 29 of 30 MPS preference is for samples to be published to .PDF format and grouped together into one file named “MPS RFP 23-16_Vendor Name_Vendor Sample Contracts” where Vendor Name is the name of the Vendor submitting the proposal. The Contract Type should be clearly indicated on each page of the .PDF. These submittals must be e-mailed, along with all other submittals, to the CIP Procurement Manager in accordance with the schedule as noted. Request for Proposals MPS RFP 23-16 - Capital Investment Planning Solution Minneapolis Public Schools Page 30 of 30 Appendix A: MPS SAMPLE CONTRACT FOR SOFTWARE AND SERVICES