School Bookkeeping System

Dr. Diana L. Greene, Superintendent of Schools EVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY. Duval County Public Schools www.duvalschools.org Purchasing Services PH: (904) 858-4848 1701 Prudential Drive, Suite 322 FAX: (904)858-4868 Jacksonville, FL 32207 May 18, 2023 Joshua Shuval, Director of Operations and Risk Management KEV Software Inc. 3000 S. Hulen Suite 124-562 Fort Worth, FL 76109 RE: ITN No. 03-20/TW, School Bookkeeping On Tuesday, December 6, 2023 The Duval County Public School Board approved the renewal and Addendum of ITN No. 03-20/TW, School Bookkeeping for the period of July 1, 2023 through October 31, 2023. If you have any questions about this renewal, please contact Terrence Wright at (904) 858-4859. We look forward to a continued successful partnership. Terrence Wright, Director Duval County Public Schools cc Anita Locke Master Bid File

href="http://www.duvalschooschools.org/" target="_blank">http://www.duvalschools.org/ Dr. Diana L. Greene, Superintendent of Schools Duval County Public Schools www.duvalschools.org 1701 Prudential Drive PHONE: (904) 390-2000 Jacksonville, FL 32207 TDD: (904) 390-2898 Purchasing Services PH: (904) 858-4848 1701Prudential Drive FAX: (904)858-4868 Jacksonville, FL 32207 May 1, 2022 Mr. Joshua Shuval 3000 S. Hulen Street Suite 124-562 Ft. Worth, TX 76109 RE: ITN No. 03-20/LM, School Bookkeeping System Dear Mr. Shuval: The above referenced contract was awarded to your company and expires on April 30, 2022. It is necessary for us to extend this contract with your company until we are able to complete our administrative process. Therefore, in accordance with section 30 of the contract, we are extending the current contract under the same terms and conditions through October 31, 2022. Please let me know if you have any question. Sincerely, Terrence T. Wright a rd http://www.duvalschools.org/ http://www.duvalschools.org/dcps STANDARD CONTRACT ADDENDUM This Standard Contract Addendum (Addendum) is between The School Board of Duval County, Florida, a body politic and corporate (District) and KEV Group, Inc., a Delaware corporation (Contractor). The District and Contractor may be referred to in this Addendum singularly as a Party and collectively as the Parties. Recitals, Background and Purpose This Addendum is to be attached to, and incorporated by reference, into that certain Statement of Work dated July 1, 2020 between the parties (the Agreement); and The District issued ITN No. 03-20/TW (the ITN) dated on or about October 17, 2019, relating to the District's solicitation of proposals for a system for school bookkeeping services; and, The Contractor was the sole proposer to submit a response to the District's ITN; and Pursuant to State Board of Education Rule 6A-1.012(12)(c), F.A.C. and School Board Policy 7.70, if less than two responsive proposals are received, then the District may negotiate on the best terms and conditions or reject all proposals; and after negotiations with the Contractor pursuant to this authority, the District negotiated the best terms and conditions for the services and determined engaging Contractor to provide the school bookkeeping services on a non- exclusive basis is in the best interests of the District in lieu of resoliciting proposals for the services. Notwithstanding anything in the Agreement to the contrary, if there is any conflict or contradiction between the provisions of the Agreement and those in this Addendum, this Addendum will control and Contractor waives any claim to the contrary. NOW, THEREFORE, in consideration of the covenants set forth in this Addendum, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereto agree as follows. ie Incorporation of Recitals. The parties hereto acknowledge and agree that the recitals set forth above are true and correct and are incorporated herein by this reference. 2. Payment Terms. District shall issue payment in accordance with Sections 218.70. et sq. Florida Statutes, Local Government Prompt Payment Act, after receipt of an acceptable invoice, inspection and acceptance of goods and/or services provided in accordance with the terms and conditions of the Agreement. Any penalty for delay in payment shall be in accordance with applicable law. The Districts maximum indebtedness is set forth in Schedule A of the Agreement. 3. Federal Requirements. Intentionally deleted. 4. Representations by Contractor. Contractor represents that: (i) it is duly organized, validly existing and in good standing under the laws of the state of its organization; (ii) it is authorized and in good standing to conduct business in the State of Florida; (iii) it has all necessary power and has received all necessary approvals to execute and perform its obligations in the Agreement; and (iv) the individual executing the Agreement and this Addendum on behalf of Contractor is authorized to do so. 5. Travel Expenses. The District is not responsible for any travel of Contractor. 6. Risk of Loss. All work performed by Contractor pursuant to the Agreement will be at Contractors exclusive risk until final and complete acceptance of the work by District. In the case of any loss or damage to the work prior to the Districts acceptance, such loss or damage will be Contractors responsibility. Delivery of any goods to the District pursuant to the Agreement must be by FOB destination. 7. Insurance. District certifies that it is self-insured pursuant to the provisions of 768.28(16), F.S., for tort liability in anticipation of any claim which it might be liable to pay pursuant to that section. Worker's compensation coverage is also self-insured at levels conforming to statutory requirements. Such liability and workers compensation self-insurance supersedes any insurance obligation imposed on the District in the Agreement. District shall insure that Contractor receives immediate notification of reduction in or cancellation of coverage. Contractor agrees to maintain insurance coverage according to the types and levels of insurance set forth in Exhibit A to this Addendum. 8. Funding Out. Each payment obligation of the District created by the Agreement is conditioned upon the availability of funds that are appropriated or allocated for the payment of services or products. If such funds are not allocated and available, the Agreement may be terminated by the District at the end of the period for which funds are available. The District shall notify the Contractor at the earliest possible time before such termination. No penalty shall accrue to the District in the event this provision is exercised, and the District shall not be obligated or ble for any future payments due or for any damages as a result of termination under this section. 9. Confidentiality of Student Records. Contractor understands and agrees that it is subject to all federal and state laws and District rules relating to the confidentiality of student information. Contractor further agrees to comply with the Family Educational Rights and Privacy Act (FERPA) 34 C.F.R. 99. Contractor shall regard all student information as confidential and will not disclose the student information to any third party. 10. Termination. The District reserves the right to terminate the Agreement at any time and for any reason upon giving thirty (30) days notice to the Contractor (including but not limited to any force majeure event). If said Agreement should be terminated for convenience as provided herein, the District will be relieved of all obligations under said Agreement. The District will be required to pay that amount of the Agreement actually performed to the date of termination. Art: Hold Harmless/Indemnification. Subject to the limitations of 768.28, Florida Statutes, the District agrees to indemnify and hold harmless Contractor from and against any and all claims, suits, actions, damages, or causes of action arising out of the negligent acts of the District arising out of or in connection with the provisions of the Agreement. Contractor agrees to indemnify, hold harmless and defend the District from and against any and all claims, suits, actions, damages, or causes of action arising out of the negligent acts of Contractor arising out of or in connection with the provisions of the Agreement. 12. Governing Law / Venue / Attorneys Fees. This Addendum and the Agreement shall be construed in accordance with the laws of the State of Florida. Any dispute with respect to this Addendum or the Agreement is subject to the laws of Florida, venue in Duval County. Each party shall be responsible for its own attorneys fees and costs incurred as a result of any action or proceeding under this Addendum or the Agreement. 2 13. No Third Party Beneficiaries. The parties expressly acknowledge that it is not their intent to create or confer any rights or obligations in or upon any third person or entity under this Addendum or the Agreement. Nothing herein shall be construed as consent by an agency or political subdivision of the State of Florida to be sued by third parties in any matter arising out of any contract. 14. Sovereign Immunity. Except as otherwise provided by Florida Law, neither the execution of this Addendum or the Agreement by the District nor any other conduct, action or inaction of any District representative relating to the Agreement is a waiver of sovereign immunity by the District. 15. Subcontractors. If Contractor is permitted to subcontract any of the work set forth in the Agreement, Contractor shall ensure that each subcontractor complies with all provisions of the Agreement and this Addendum. Contractor will remain liable for the acts and omissions of such subcontractor(s) and the proper performance and delivery of the products and/or services set forth in the Agreement. 16. Entire Agreement. The Agreement and this Addendum represents the entire agreement between the parties, may only be amended by a written agreement signed by both parties, and supersedes all prior or contemporaneous oral or written agreements and understandings with respect to the matters covered by the Agreement and this Addendum. 17. Public Records Laws. The Agreement and this Addendum shall be subject to Floridas Public Records Laws, Chapter 119, Florida Statutes. Contractor understands the broad nature of these laws and agrees to comply with Floridas public records laws and laws relating to records retention. In compliance with section 119.0701, Florida Statutes, Contractor agrees to: a. Keep and maintain public records required by the District in order to perform the service. b. Upon request from the Districts custodian of public records, provide the District with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in the Chapter 119, Florida Statues or as otherwise provided by law. Cc. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Agreement term and following completion of the Agreement if the Contractor does not transfer the records to the District. d. Upon completion of the Agreement, transfer, at no cost, to the District all public records in possession of Contractor or keep and maintain public records required by the District to perform the service. If Contractor transfers all public records to the District upon completion of the Agreement, Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If Contractor keeps and maintains public records upon completion of the Agreement, Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the District, upon request of the District's custodian of public records, in a format that is compatible with the information technology systems of the District. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTORS DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THE AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS (THE DISTRICTS CONTRACT ADMINISTRATOR) AT THE ADDRESS AND PHONE NUMBER BELOW. 18. Indemnification for Copyright Infringement. Contractor shall defend, indemnify and hold the District and its successors and assigns harmless from and against all third-party claims, suits and proceedings and any and all damages, liabilities, costs and expenses (including reasonable attorneys fees and court costs) incurred as a result of (i) infringement by Contractor of any third- party patent, copyright or trademark or (ii) misappropriation by Contractor of any third-party trade secret in connection with any of the foregoing. 19. Intellectual Property Rights - Use. Contractor represents that it has all intellectual property rights necessary to enter into and perform its obligations in the Agreement. Contractor will indemnify and hold harmless the District from liability of any nature or kind, including costs and expenses for or on account of any copyrighted, service marked, trademarked, patented or unpatented invention, process, article or work manufactured or used in the performance of the Agreement, including its use by the District. If Contractor uses any design, device, materials or works covered by letters, service mark, trademark, patent, copyright or any other intellectual property right, it is mutually agreed and understood without exception that the proposal prices will include all royalties or costs arising from the use of such design, device or materials in any way involved in the work. 20. Technical Specifications. The District's technical specifications set forth in Exhibit B, attached hereto and incorporated herein by this reference, are incorporated into the Agreement. 21. Notices: Agency Administrator. Every notice, approval, consent or other communication authorized or required by the Agreement shall not be effective unless same shall be in writing and sent via hand delivery or overnight delivery (with a receipt), directed to the other party at its address provided below or such other address as either party may designate by notice from time to time in accordance herewith: If to Contractor: KEV Group, Inc. Attn: President 3000 S. Hulen Street Suite 124-562 Ft. Worth, Texas 76109 If to District: With copy to: The School Board of Duval County, Florida Office of General Counsel 1701 Prudential Drive c/o 1701 Prudential Drive Jacksonville, Florida 32207 Room 340 Phone: (904) 390-2115 Jacksonville, FL 32207 Attn: Dr. Diana Greene, Superintendent Phone: (904) 390-2032 Notwithstanding the foregoing, the parties agree that all communications relating to the day-to- day activities shall be exchanged between the respective representatives of the District and the Contractor, which representatives shall be designated by the parties in writing promptly upon commencement of the Services. Once so designated, each partys representative shall coordinate communications and processes as needed for the purposes of conducting the services set forth in the Agreement, as well as the process for routine or administrative communications. The parties shall also reasonably cooperate as to the development (including content and format) of the invoicing and any reports to be provided by Contractor as part of the services. For purposes of the District's representative for the day-to-day activities, the District's Administrator shall be: Duval County Public Schools Attn: Margie McGriff Shannon, Director, Internal Auditing c/o 1701 Prudential Drive Jacksonville, Florida 32207 (904) 858-6330 22. Non-Discrimination. Contractor represents and warrants to the District that Contractor does not and will not engage in discriminatory practices and that there shall be no discrimination in connection with Contractor's performance under the Agreement on account of a persons actual or perceived identity with regard to race, color, religion, gender or gender identity/expression, age, marital status, disability, sexual orientation, political or religious beliefs, national or ethnic origin, veteran status, pregnancy, any other protected status under applicable law, or any other distinguishing physical or personality characteristics. Contractor further covenants that no otherwise qualified individual shall, solely by reason of his/her actual or perceived identity with regard to race, color, religion, gender or gender identity, age, marital status, disability, sexual orientation, political or religious beliefs, national or ethnic origin, veteran status, any other protected status under applicable law, or any other distinguishing physical or personality characteristics, be denied the benefits of, or be subjected to discrimination, or be denied access and services, under any provision of the Agreement. 23. Severability. If any clause or provision of the Agreement or this Addendum is illegal, invalid or unenforceable under present or future laws effective during the term hereof, then the remainder of the Agreement or Addendum shall not be affected thereby; and in lieu of each clause or provision of the Agreement or Addendum which is illegal, invalid or unenforceable, there shall be added, as part of the Agreement or Addendum, a clause or provision as similar in terms to such illegal, invalid or unenforceable clause or provision as may be possible and as may be legal, valid and enforceable. 24. Assignment. Neither the Agreement or Addendum, nor any portion thereof may be assigned by Contractor, in whole or in part, without the prior written consent of the District. 25. Survivorship. Those provisions which by their nature are intended to survive the expiration, cancellation or termination of the Agreement or Addendum, including, by way of example only, the Indemnification and Confidentiality provisions, shall survive the expiration, cancellation or termination of the Agreement and this Addendum. 26. No Gifts or Contingent Fees. It is the policy of the District to not accept gifts, gratuities, or favors of any kind or of any value whatsoever from vendors, members of the staff, or families. Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Contractor, to solicit or secure the Agreement, and that 5 it has not paid or agreed to pay any person, company, corporation, individual for firm, other than a bona fide employee working solely for the Contractor, any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of the Agreement. Contractor further warrants that it, nor any of its directors, employees, officers or agents, nor any of Contractor's respective subsidiaries or affiliates, has taken, is currently taking or will take any action in furtherance of an offer, payment, promise, gifts or anything else of value, directly or indirectly, to anyone to improperly influence or otherwise secure any improper advantage in procuring business in relation to the Agreement and/or this Addendum. For the breach or violation of these provisions, the District shall have the right to terminate the Agreement without liability and/or, at its discretion, to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift or consideration. 2h Disclosure of Employment of Former District Employees. Pursuant to District Policy all bidders, proposers, consultants, and contractors are required to disclose the names of any of their officers, directors, agents, or employees who serve as agents or principals for the bidder, proposer or contractor, and who within the last two (2) years, have been or are employees of the District. And all bidders, proposers, consultants, and contractors are required to disclose the name of any District employee who owns, directly or indirectly, any interest in the Contractor's business. Such disclosures will be in accordance with current District policies, but will include, at a minimum, the name of the former District employee, a list of the positions the employee held in the last two (2) years of his or her employment with the District, and the dates the employee held those positions. By its signature of the Agreement, Contractor certifies to the District that there are no names to disclose to the District pursuant to this section. 28. Jessica Lunsford Act. All District and Contractor employees, appointees, or agents who come into contact with students as part of the Agreement must submit a background check, in a manner prescribed by District (including compliance with sections 1012.315 and 1012.467, Florida Statutes). Any non-District personnel associated with the Agreement and who may come into contact with students as part of the Agreement will be screened at Contractors expense. Contractor shall not permit persons to provide services to student under this Agreement if any such person does not meet the standards under Florida law and the District's hiring standards concerning criminal background employee history checks. Failure to comply with this provision shall be cause for immediate termination of this Agreement. 29. No Waiver. The failure of either party to enforce any provision of the Agreement will not constitute a waiver of future enforcement of that or any other provisions. 30. Transition Assistance. In order to provide transition assistance to the District in the event the Agreement is terminated or expires, the Contractor agrees that the District may provide written notice to the Contractor retaining the Contractor on the same terms and conditions for a month- to-month extension (for a minimum of one month and a maximum of six months at the District's sole and unilateral discretion). The provisions of this section shall not be applicable if the Agreement is terminated based on an uncured event of default by the District. 31. Publicity. Contractor shall not use the District's name, logo or other likeness in any public event, press release, marketing materials or other public announcement without receiving the District's prior written approval. Contractor shall not host or stage events at District locations without receiving prior approval by the District contract administrator. 32. Facsimile and Scanned Signatures. This Addendum and the Agreement may be executed in one or more counterparts and via facsimile signature, the counterparts and facsimiles of which, 6 when taken together, shall be deemed to constitute an entire and original Addendum and Agreement. The parties further agree that the signature of this Addendum satisfies signature requirements, if any, for the Agreement. IN WITNESS WHEREOF the undersigned have executed this Addendum as noted below. \ / Dr-Diana Greene, Superintendent of Schools and Ex-Officio Secretary to the Board Form Approved: C By: Itt Hhawlacr Office of General Counsel KEV Group, Inc. By: Joshua Shiival, Director of Operations and Risk Management THE SCHOOL BOARD OF DUVAL COUNTY, FLORIDA + Warren A. Goer CaN re Approved by Board on June 16, 2020 EXHIBIT A Insurance Requirements A. REQUIRED INSURANCE. Without limiting any of the other obligations or liabilities of the Contractor, the Contractor shall (and shall also require of any of its subcontractors), at their sole expense, procure, maintain and keep in force the amounts and types of insurance conforming to the minimum requirements set forth herein. Except as may be otherwise expressly specified in this Exhibit, the insurance shall commence at or prior to the execution of the Agreement by the District and shall be maintained in force throughout the term of the Agreement. 1. Workers Compensation/Employers Liability: The Workers Compensation and Employers Liability insurance provided by the Contractor shall conform to the requirements set forth herein. a. The Contractor's insurance shall cover the Contractor (and to the extent its Subcontractors and Sub-subcontractors are not otherwise insured, its Subcontractors and Sub-subcontractors) for those sources of liability which would be covered by the latest edition of the standard Workers Compensation policy, as filed for use in the State of Florida (herein, the State) by the National Council on Compensation Insurance (NCCI), without any restrictive endorsements other than the Florida Employers Liability Coverage Endorsement (NCCI Form WC 09 03), those which are required by the State, or any restrictive NCCI endorsements which, under an NCCI filing, must be attached to the policy (i.e., mandatory endorsements). In addition to coverage for the Florida Workers Compensation Act, where appropriate, coverage is to be included for the Federal Employers Liability Act and any other applicable federal or state law. b. The policy must be endorsed to waive the insurer's right to subrogate against the District, and its members, officials, officers and employees in the manner which would result from the attachment of the NCCI Waiver of Our Right to Recover from Others Endorsement (Advisory Form WC 00 03 13) with the District, and its members, officials, officers and employees scheduled thereon. c. Subject to the restrictions of coverage found in the standard Workers Compensation policy, there shall be no maximum limit on the amount of coverage for liability imposed by the Florida Workers Compensation Act or any other coverage customarily insured under Part One of the standard Workers Compensation policy. The amount of coverage for those coverages customarily insured under Part Two of the standard Workers Compensation policy (inclusive of any amounts provided by an umbrella or excess policy) shall not be less than: $1,000,000 Each Accident $1,000,000 Disease - Each Employee $1,000,000 Disease - Policy Limit d. The Contractor may be relieved of providing Workers Compensation coverage provided an exemption form is submitted from the State Division of Workers Compensation stating the Contractor is exempt from the insurance requirement under F.S. 440. 2. Commercial General Liability. The Commercial General Liability insurance provided by the Contractor shall conform to the requirements hereinafter set forth: 8 a. The Contractors insurance shall cover those sources of liability which would be covered by the latest occurrence form edition of the standard Commercial General Liability Coverage Form (ISO Form CG 00 01) as filed for use in the State by the Insurance Services Office (ISO) without any restrictive endorsements other than those which are required by the State, or those which, under an ISO filing, must be attached to the policy (i.e., mandatory endorsements) and those described below which would apply to the Services contemplated under the Agreement. (1) The coverage may not include restrictive endorsements which exclude coverage for liability arising out of: Sexual molestation, Sexual abuse or Sexual misconduct. (2) The coverage may include restrictive endorsements which exclude coverage for liability arising out of: Mold, fungus, or bacteria Terrorism Silica, asbestos or lead. b. The limits to be maintained by the Contractor (inclusive of any amounts provided by an umbrella or excess policy) shall not be less than: $1,000,000 General Aggregate $1,000,000 Products/Completed Operations Aggregate $1,000,000 Personal and Advertising Injury $1,000,000 Each Occurrence c. The Contractor shall include the District and the District's members, officials, officers and employees as additional insureds on the Commercial General Liability coverage. The coverage afforded such additional insureds shall be no more restrictive than that which would be afforded by adding the District and the District's members, Officials, officers and employees as additional insureds on the latest edition of the Additional Insured Owner's, Lessees or Contractors - Scheduled Person or Organization endorsement (ISO Form CG 20 10) filed for use in the State by the Insurance Services Office. d. Except with respect to coverage for property damage liability, or as otherwise specifically authorized in the Agreement, the general liability coverage shall apply on a first dollar basis without application of any deductible or self-insured retention. The coverage for property damage liability shall be subject to a maximum deductible of $1,500 per occurrence. The Contractor shall pay on behalf of the District or the District's member, official, officer or employee any such deductible or self-insured retention applicable to a claim against the District or the District's member, official, officer or employee for which the District or the District's member, official, officer or employee is insured as an additional insured. 3. Business Auto Liability. The automobile liability insurance provided by the Contractor shall conform to the requirements hereinafter set forth: a. The Contractors insurance shall cover the Contractor for those sources of liability which would be covered by Section II of the latest occurrence edition of the standard Business Auto Coverage Form (ISO Form CA 00 01) as filed for use in the State by ISO without any restrictive endorsements other than those which are required by the 9 State, or those which, under an ISO filing, must be attached to the policy (i.e., mandatory endorsements). Coverage shall include all owned, non-owned and hired autos used in connection with the Agreement. b. The District and the District's members, officials, officers and employees shall be included as additional insureds in a manner no more restrictive than that which would be afforded by designating the District and the District's members, officials, officers and employees as additional insureds on the latest edition of the ISO Designated Insured (ISO Form CA 20 48) endorsement. C The limits to be maintained by the Contractor (inclusive of any amounts provided by an umbrella or excess policy) shall not be less than: $1,000,000 Each Occurrence - Bodily Injury and Property Damage Combined 4. Professional Liability. The professional liability insurance provided by the Contractor shall conform to the requirements hereinafter set forth: a. The professional liability insurance shall be on a form acceptable to the District and shall apply to those claims which arise out of Services performed by or on behalf of the Contractor pursuant to the Agreement which are first reported to the Contractor within four years after the expiration or termination of the Agreement. b. If the insurance maintained by the Contractor also applies to services other than Services under the Agreement, the limits of insurance maintained by the Contractor shall not be less than $1,000,000 per claim/annual aggregate. If the insurance maintained by the Contractor applies exclusively to the Services under the Agreement, the limits of insurance maintained by the Contractor shall not be less than $1,000,000 per claim/annual aggregate. . Except as otherwise specifically authorized in the Agreement, the insurance may be subject to a deductible not to exceed $15,000 per claim. d. The Contractor shall maintain the professional liability insurance until the end of the term of the Agreement. Through the use of an extended discovery period or otherwise, the insurance shall apply to those claims which arise out of professional services, prior to the expiration or termination of the Agreement which are reported to the Contractor or the insurer within four years after the expiration or termination of the Agreement. 5. Errors and Omissions Liability Insurance covering the liability for financial loss due to error, omission, negligence of employees and machine malfunction in an amount of at least $1,000,000. 6. Electronic Data Processing Special Form Property Insurance on equipment, data, media and valuable papers, including extra expense coverage, with a minimum limit adequate to cover such risks on a replacement cost basis. 7. Employee Dishonesty and Computer Fraud coverage for loss arising out of in in connection with any fraudulent or dishonest acts committed by the employees of the Company, acting alone or in collusion with others, including the property and funds of others in their care, 10 custody or control, in an amount not less than $250,000. This policy shall be endorsed to name the District as an additional insured and as an additional loss payee. B. EVIDENCE OF INSURANCE. Except as may be otherwise expressly specified in this Exhibit, the insurance shall commence at or prior to the execution of the Agreement by the District and shall be maintained in force throughout the term of the Agreement. The Contractor shall provide evidence of such insurance in the following manner: 1. As evidence of compliance with the required Workers Compensation and Employer's Liability, Commercial General Liability, Business Auto Liability, and Professional Liability, the Contractor shall furnish the District with a fully completed satisfactory Certificate of Insurance such as a standard ACORD Certificate of Liability Insurance (ACORD Form 25) or other evidence satisfactory to the District, signed by an authorized representative of the insurer(s) providing the coverage. The Certificate of Insurance, or other evidence, shall verify that Workers Compensation/Employers Liability contains a waiver of subrogation in favor of the District, identify the Agreement, and provide that the District shall be given no less than thirty (30) days written notice prior to cancellation. 2. As evidence of the required Additional Insured status for the District on the Commercial General Liability insurance, the Contractor shall furnish the District with: a. A fully completed satisfactory Certificate of Insurance, and a copy of the actual additional insured endorsement as issued on the policy, signed by an authorized representative of the insurer(s) verifying inclusion of the District and the District's members, officials, officers and employees as Additional Insureds in the Commercial General Liability coverage. b. An original copy of the policy (or policies). 3. Until such time as the insurance is no longer required to be maintained by the Contractor as set forth in the Agreement, the Contractor shall provide the District with renewal or replacement evidence of the insurance in the manner heretofore described no less than thirty (30) days before the expiration or termination of the insurance for which previous evidence of insurance has been provided. 4. Notwithstanding the prior submission of a Certificate of Insurance, copy of endorsement, or other evidence initially acceptable to the District, if requested by District, the Contractor shall, within thirty (30) days after receipt of a written request from the District, provide the District with a certified copy or certified copies of the policy or policies providing the coverage required by this Section. The Contractor may redact or omit those provisions of the policy or policies which are not relevant to the insurance required under the Agreement. C. INSURERS QUALIFICATIONS/REQUIREMENTS: 1. Insurers providing the insurance required by the Agreement for the Contractor must either be: a. Authorized by a subsisting certificate of authority issued by the State to transact insurance in the State, or aA b. An eligible surplus lines insurer under State Statutes. (Except with respect to coverage for the liability imposed by the Florida Workers Compensation Act). 2. In addition, each such insurer shall have and maintain throughout the period for which coverage is required, a Bests Rating of A- or better and a Financial Size Category of VII or better according to A. M. Best Company. 3 If, during the period when an insurer is providing the insurance required by the Agreement, an insurer shall fail to comply with the foregoing minimum requirements, as soon as the Contractor has knowledge of any such failure; the Contractor shall immediately notify the District and immediately replace the insurance provided by the insurer with an insurer meeting these requirements. Until the Contractor has replaced the unacceptable insurer with an insurer acceptable to the District, the Contractor shall be in default of the Agreement. D. Primary and Non-Contributory. The insurance provided by the Contractor pursuant to the Agreement shall apply on a primary basis to, and shall not require contribution from, any other insurance or self-insurance maintained by the District or the District's member, official, officer or employee. E. Additional Remedy. Compliance with the insurance requirements of the Agreement shall not limit the liability of the, Contractor or its Subcontractors or Sub-subcontractors, employees or agents to the District or others. Any remedy provided to the District or the District's members, officials, officers or employees by the insurance shall be in addition to and not in lieu of any other remedy available under the Agreement or otherwise. F. District Approval: Neither approval by the District nor failure to disapprove the insurance furnished by the Contractor shall relieve the Contractor of the Contractor's full responsibility to provide the insurance as required by the Agreement. a2: EXHIBIT B DUVAL COUNTY PUBLIC SCHOOLS TECHNICAL CONSIDERATIONS AND REQUIREMENTS As applicable to the Solution, compatibility and compliance with District supported technical processes and standards contained must be categorized as preferred or acceptable unless negotiated exception or variance is documented herein. The following are areas of critical note: Secure Communication: Client and solution communication is secure for both WAN and non- WAN use. Preferred / Acceptable - All transmission of data is via secure mechanism for both WAN and non-WAN using Industry standard and recognized, properly signed certificates. Unacceptable - Data transmission not using a secure Industry standard mechanism. Compute Resource: District data and processing occurs on dedicated, non-shared resources. Preferred - Non-shared physical resource is provided for District data and processing. Instance may be virtual. Acceptable - Dedicated virtual resource is provided for District data and processing. Instance on shared physical hardware. Unacceptable - District data and/or processing occurs across shared and/or centralized mechanism. Single Sign On (SSO): Solution fully supports ADFS, SLDAP, or Clever. Preferred - Solution currently and actively supports one or more of the District approved SSO mechanisms. Acceptable - Solution does not currently support any of the District approved SSO mechanism but is willing and able to establish such as a required deliverable. Unacceptable - Solution does not support any of the District approved SSO mechanisms and is unwilling or unable to provide such functionality and/or solution provides its own SSO implementation. Data Return: Data is to be provided to the District on a routine basis and in an appropriate manner and format for use within the Student Information System and Data Warehouse systems. e Preferred - Data captured and produced within the solution is available for direct programmatic access or via automated bulk transmission and in an appropriate format on a nightly basis. Acceptable - Data captured and produced within the solution can be made available for bulk transmission and in an appropriate format on a weekly basis. Unacceptable - Data captured and produced within the solution cannot be provided in an appropriate manner or in an appropriate format for use within another system. 13 Custom Solution Development: Adherence to District programming standards source control: .net 2-4, HTTPS, XSD, XML, SOAP, VS2012+, TFS, MS-SQL (note that Custom Solution Development is offered at an additional cost to be mutually agreed-on pursuant to a duly authorized and executed amendment between the District and the Contractor). e Preferred - Development language is within District standards and District TFS can be used for source control. e Acceptable - Development language is within District standards. District TFS cannot be used for source control. e Unacceptable - Development language is not within District standards. Data Integration: The District provides data via Clever or via secure bulk transfer. e Preferred - Solution is integrated with Clever. e Acceptable - Solution supports secure FTP transfer of bulk data and/or supports encrypted data transfer. e Unacceptable - Secure FTP or other secure automated transfer of data is not supported and/or data must be manually imported into solution. Classroom Student Response System: The District utilizes a student response system that allows input from classroom clickers and scanners devices to centralized cloud based solution. e Preferred - If the solution incorporates student's assessments the solution should integrate with the Districts student response system currently All in Learning. e Acceptable - If the solution incorporates student's assessments the solution supports exports in a format that is unloadable into the Districts Student Information System currently FOCUS School Software. e Unacceptable -Solution does not support any integration with the Districts Student Response system or Student Information System. Installed Component Compatibility: Multiple platforms are in use throughout the District. Windows 7, 8.1, 10, Mac OS X (Leopard +), IOS 5+ e Preferred - Solution and any required plugin or non-browser-native functionality is fully compatible across all District operating systems and browsers e Acceptable - Solution and any required plugin or non-browser-native functionality is compatible across all District operating systems but with a single browser. e Unacceptable - Solution and any required plugin or non-browser-native functionality is not compatible across all District operating systems OR requires a different browsers on each. Installed Component Deployment: The District utilizes SCCM for installation of software and updates. e Preferred - Solution provides SCCM compatible package for installation of locally required files OR does not require any locally installed components. e Acceptable - Solution does not provide native SCCM compatible installation package but vendor will work with District to ensure such function as condition of implementation. e Unacceptable - Solution deployment requires manual installation or deployment. Browser Compatibility: Web solutions are compatible with IE 11+, Chrome 40+ e Preferred - Solution and any required plugin or non-browser-native functionality is fully compatible across all District platforms and browsers 14 e Acceptable - Solution and any required plugin or non-browser-native functionality is compatible across all District platforms but with a single browser. e Unacceptable - Solution and any required plugin or non-browser-native functionality is not compatible across all District operating systems OR requires a different browser on each platform. Roles/Permissions: Solution allows for automated role/permission assignment based on standard identity information such as job code, title, and group affiliation. e Preferred - Role/Permission assignment is internally defined and assignment is automated. Data feed is automated. e Acceptable - Role/Permission assignment and/or definition relies on externally defined data feed. Data feed is automated. e Unacceptable - Role/Permission assignment process is manual. Roster Assignment: Solution allows for automated rostering from automated data feed. e Preferred - Roster assignment is fully automated from automated data feed. Teachers and/or administrators can make adjustments within solution. e Acceptable - Roster assignment is fully automated from automated data feed. Changes can only be made via automated data feed. e Unacceptable - Rosters are manually maintained Service Level Agreement: Negotiated and expressly documented SLAs include defined severity levels for bugs/defects as well as terms for financial repercussion. SLAs are included as part of any contract or agreement. e Preferred - Vendor and solution related affiliates support negotiated SLAs with defined severity levels and terms with financial impact. SLA is included in contract or agreement. e Acceptable - Vendor and/or solution affiliates support a standard, documented SLA which can include financial impact. SLA is included in contract or agreement. e Unacceptable - Vendor and/or solution affiliates do not support documented SLA language OR do not include terms with financial impact OR do not include such within contract or agreement. Support: Multiple support paths are provided for technical and administrative needs and for intended audience. e Preferred - Phone AND web based support is available for District technical/administrative needs AND for intended audience (teacher, student, parent). Support is available inside and outside of normal school days/times. e Acceptable - Phone AND web based support is available for District technical/administrative needs AND for intended audience (teacher, student, parent). Support is available during normal school days/times. e Unacceptable - Phone AND/OR web based support is not available for District technical/administrative needs AND for intended audience (teacher, student, parent). Training: Training and support documentation is available e Preferred - Training is available via live instructor and web based tutorials and support/help resources are available. e Acceptable - Web based tutorial and support/help resources are available. 15 e Unacceptable - No tutorials available. Support/help resources are available. Backup and Disaster Recovery: Documented and verified DR plan is included with solution. e Preferred - DR plan is documented and includes offsite restoration. Backup routine is flexible. Backup and restoration is on-demand capable. e Acceptable - DR plan is documented but may not include offsite restoration. Backup routine may be flexibility. Backup and restore may not be on-demand capable. e Unacceptable - DR plan is not formalized or may not exist. Backup and restore may not be available or may be limited. 16 STATEMENT OF WORK This STATEMENT OF WORK (the Statement of Work), dated effective July 1, 2020 (the Statement of Work Effective Date), is entered into by and between KEV Group Inc., a Delaware corporation with its principal place of business at 3000 S. Hulen Street Suite 124-562, Fort Worth, TX, 76109, USA (KEV), and The School Board of Duval County, Florida, having its principal place of business at 1701 Prudential Drive, Jacksonville, Florida, 32207, United States (the District or Client and together with KEV collectively, the Parties) (the respective address of KEV and the District being referred to as the Legal Address of each). WHEREAS KEV has developed several software and web-based solutions for school level accounting, online payment processing, and tracking of student obligations and other related services; AND WHEREAS the District desires to license such software and web-based solutions from KEV pursuant to this Statement of Work; AND WHEREAS the Parties agree that this Statement of Work and the Products and Services to be provided hereunder (collectively, the Service Offering) are subject to the terms and conditions of the Service Level Agreement dated May 8, 2020 (herein defined as the SLA, and in the Service Level Agreement defined as the Agreement), a copy of which is available on kevgroup.com/sla (the Website), and is expressly incorporated herein by reference. NOW THEREFORE, in consideration of the mutual covenants and promises contained herein and of other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties hereby agree as follows: ARTICLE 1. ASSOCIATED CONTRACT DOCUMENTS. 1.1. This Statement of Work, the Schedules attached hereto, and the documents referred to herein, including the SLA, represent the entire and integrated agreement of the Parties all of which together shall be considered one and the same agreement. ARTICLE 2. DEFINITIONS. 2.1. Defined Terms. Capitalized terms used, but not defined, herein have the respective meanings ascribed to them in the SLA. ARTICLE 3. TERM 3.1 Statement of Work Term. The Statement of Work shall be in effect for an initial two (2) year term (the Term). Thereafter, there are five (5) potential annual renewals on the same terms and conditions, with each renewal to be automatically effectuated upon the Districts written notice to KEV no later than sixty (60) days prior to the expiration of the then-term. ARTICLE 4. FEES & TIMING 4.1 Fees. The fees for the Service Offering are set forth in Schedule A hereto. 4.2 Timing. The Parties commit to implement the Products according to the agreed-upon Implementation Timeframe, the details of which are attached hereto as Schedule B. The District agrees that it shall pay all fees specified in Schedule A according to the terms and conditions of this Statement of Work and the Standard Contract Addendum. Subject to the foregoing, the Parties hereby agree that the Service Offering shall be completed by July 31, 2020 (the Implementation Deadline). At the full completion of such Implementation Deadline (including but not limited to the Districts testing and acceptance of, and receipt of all training for, the software as a solution), KEV will then begin invoicing the District for the Service Offering on an annual basis. To be clear, the entirety of the Products are currently implemented at the District with the exception of School Cash Forms. Therefore these payment terms are applicable only for School Cash Forms, the remainder of annual fees for other Products are payable upon signing this Statement of Work, and payment of all fees are due pursuant to the provisions of the Florida Prompt Payment Act. ARTICLE 5. DISTRICT RESPONSIBILITIES AND RESTRICTIONS 5.1. The District shall be responsible for the following: (a) In a secure manner, and in accordance with the Districts internal privacy policies and procedures, ensure all student data is correct and uploaded to the KEV database as required and described and supported by KEVs Implementation Department; (b) Ensure that substantially all Student Items are available (as reasonable) to be paid online; (c) Communicate to principals and key school staff that online payments are an important initiative for the school district; (d) Establish, monitor and evaluate goals and/or targets to encourage school bookkeepers and principals to adopt and use the Products; and ARTICLE 6. INCLUSIONS AND EXCLUSIONS 6.1. Inclusions. The following products and services are included in this Statement of Work: (a) School Cash Register; (b) School Cash Catalog; (c) School Funds Online; (d) School Cash Accounting; (e) School Cash Online (f) School Cash Forms; (The products listed in clauses (a) through (f) being referred to collectively as, the Products). 6.2 Other Terms and Conditions. See that certain Standard Contract Addendum between the parties dated of even date herewith. IN WITNESS WHEREOF, the Parties have executed this Statement of Work as of the date first above set forth. The Parties agree that this Statement of Work may be executed via counterpart and facsimile signature, the counterparts and facsimiles of which, when taken together, shall constitute an entire and original Statement of Work. THE SCHO L BOARD OF DUVAL COUNTY, FLORIDA By: Dr. Diana Greene, Superintendent of Schools and Ex-Officio Secretary to the Board Warren A. Jones, Chat Form Approved: Approved by Board on June 16, 2020 Byz Office of General Counsel KEV Group, Inc. _ By: in, JoshyiaShuval Director of Operations and Risk Management tN PAE estiaatt (Quantity Description Unit Price Amount School Cash Suite Softwar 161 scs Orn asn sure solar $1,250 s201,250 PROMO 52% Discount 161 ISCS " ($650) ($104,650) School Cash Forms 161 ISCF $300 $48,300 [Total Cost $144,900 | te rk rae ; a Oy a ee (Quantity Description Unit Price [Amount 1 rR School Cash Forms Training and Implementation 52,000 52,000 [Total Cost $2,000 Payment Terms The prices above are for the Annual Recurring Software fees and Onetime Training and Implementation Costs. Commencing with the third annual renewal (if any), the parties agree that subsequent Annual Recurring Software Fees may be increased upon KEVs prior written notice to District delivered at least sixty (60) days prior to the commencement of any renewal term, and any such increase shall not exceed the lesser of (a) the Consumer Price Index for All Urban Consumers (CPI-U) U.S. City Average as published by the Bureau of Labor Statistics, U.S. Department of Labor (or any replacement index thereafter published) or (b) three percent (3%). The procedure for calculating any increase using the CPI-U Index is set forth in Schedule A-1 attached hereto and incorporated herein by this reference. The one-time Training and Implementation Cost of $2,000 along with the aggregate sum of the Annual Recurring Software Fees of $144,900 for 20-21 and 21-22 will be payable as follows: payment of the net amount of $96,600 for the School Cash Suite Software annual recurring costs is due July 1, 2020, and payment of the $2,000 one-time Training and Implementation shall be due after KEVs completes the delivery of these services. After Implementation of School Cash Forms (including the Districts receipt of all training and the Districts completion of testing and acceptance of the software as a solution, which acceptance shall not be unreasonably withheld by the District), the Districts payment of the Annual Recurring Software Fees for the School Cash Forms is due upon the Districts acceptance of the same and pursuant to the provisions of the Florida Prompt Payment Act. The parties agree that the annual fee of $48,300 for the School Cash Forms for the first contract year shall be prorated from the Districts acceptance date through June 30, 2021 to calculate the cost of the partial first year of implementation. Commencing July 1, 2021 and thereafter annually, the Annual Recurring Software Fees of $144,900 (as may be adjusted by the lesser of the CPI or 3% provisions noted above in year 3) are due July 1. In order to facilitate credit/debit card payment processing, KEV shall utilize the Districts selected vendor for merchant processing services. The District reserves the right to change or add to its list of preferred payment providers at its sole discretion and will communicate such changes or amendments to KEV as soon as possible. Prices are shown above exclude merchant processing fees, which are paid for by the District directly. Tr KEV will charge the District a fee of 2.0% + $0.05 per item to all items processed within School Cash Online (the Transactional Fee). This fee will be invoiced on a monthly basis to District. Please refer to additional Payment Terms and Conditions in the following link: KEV will also charge the District $10 per month per each gateway account maintained to facilitate payment processes via Authorize.Net. As of the date of this Statement of Work, District requires 161 gateway accounts for its services for a monthly total of $1,610. w SCHEDULE A-1 CPI Rate Adjustment Rate Adjustment The parties shall use the rates in the second contract year and adjust the rates for subsequent renewal annual terms using the second contract year rates as follows. Commencing on the third contract year (which would be the first annual renewal term, if any), and any annual renewal term thereafter, the rates will be adjusted by the change in the CPI Index (as defined below). The parties acknowledge that there may be a normal time delay in reporting price change data, which delay (if any) might necessitate retroactive adjustments in the payments arising under the annual fees for any annual renewal term as adjusted pursuant to this Schedule. As used in this Schedule: (a) CPI" means the Consumer Price Index for All Urban Consumers (CPI-U): U.S. city average, All items (1982-84=100), Not seasonally adjusted, as published by the Bureau of Labor Statistics, United States Department of Labor (or the replacement index therefor published by the Bureau of Labor Statistics or its successor if the Consumer Price Index has been discontinued, or if there is no such replacement index, a reasonably comparable index selected by the District). (b) Commencing on the third annual anniversary of this Statement of Work, the rates for the third contract year and any annual renewal thereafter shall be the rates due for the contract year ending the prior contract year, adjusted as follows. Using the CPI published for the period of May 31, 2021 as the Basic Index, the rates shall be adjusted to the quotient obtained by dividing (C) into the product of (A) multiplied by (B), where (A) is the CPI for the period of May 31 in the immediately preceding Contract Year for which the adjustment is being computed; where (B) is the rate for the second Contract Year (prior to any adjustment) and where (C) is the Basic Index. For example, if the second Contract Year rate is $100, and assuming the Basic Index (October 31, 2012 CPI) is 177, and assuming the October 31, 2013 CPI is 181, then the following applies: (A = 181) x (B= $100) = $102.26 (C=177) (c) When the rates are adjusted under these provisions, the District shall provide to the Contractor a detailed written statement of the Districts calculations pursuant to this Schedule. The parties agree that the rate adjustment pursuant to this Schedule shall be rounded to the same level of detail as the rate set forth in the first Contract Year. The Contractor shall have fifteen (15) days to specifying in writing to the District any reasonable objection to such calculation as set forth in this Schedule, and in the event no objection is made, then the rate adjustment shall be conclusive. In the event of Contractors reasonable disagreement regarding the calculation in accordance with this Schedule, the District shall continue to pay the prior Contract Year rates until such disagreement is resolved, in which case, the District shall pay the difference as reasonably agreed upon by the parties (such agreement to be conclusive). In the event the parties cannot reach a reasonable agreement within sixty (60) days, then the Superintendents designee shall conclusively determine the issue. The following Implementation Timeline for School Cash Forms implementation by KEV (no later than July 31,2020 and inclusive of functionality for any applicable District department), is set forth below, and the Districts payment of the Implementation and Training Costs shall be due to KEV upon completion of all deliverables: Dates Task Responsible Team Comments session 2** Auditor June week 2-3 | Finalize Paper work District Sign Statement of Work sty weak 1] Aa vial tool and develop ey a July week 2 see i Forms traming ee oeuits internal Introduction and field review July week 2 School Cash Forms training KEV/Districts Internal @aloulation:enid' Logie July week 3 School Cash Forms training session 3** KEV/Districts Internal Auditor Reg form review session July week 4 Extended Day Registration form launch Districts Internal Auditor Parents can fill out the online form ** Notwithstanding the weekly schedule noted above, the parties understand and agree that training shall not commence unless and until the Contractor completes the installation of the School Cash Forms. Upon the Districts testing and acceptance of the School Cash Forms and completion of all training, the Parties agree Implementation Timeline is completed and that the annual service fees for the School Cash Forms commence (including the commencement of the Recurring Annual Software Fees for the School Cash Forms). June 16, 2020, Regular Board Meeting Title 26. SCHOOL INTERNAL ACCOUNTS ACTIVITY SOFTWARE WITH ONLINE PAYMENT CAPABILITIES Recommendation That the Duval County School Board approve the agreement for school internal accounts activity software with KEV Group, Inc. The the Duval County School Board authorize the Chairman or Vice-Chairman and the Superintendent to execute the agreement upon approval by the Office of General Counsel. Description KEV Group's School Cash Accounting is a web-based School Activity Fund accounting software solution. As a web-based software, hosted by KEV Group, it will continue to provide real time reporting and information for the schools and the District. A main feature of the software is that it provides a fully integrated online e-commerce solution (School Cash Online) for managing electronic methods of payments. Also, it will continue to assist in maintaining the District's Master Vendor List and 1099 reporting. KEV Group has successfully and satisfactorily provided Internal Accounts software for Duval County Public Schools under the prior contract, for which the District exercised the annually renewal options for three years. The District issued an Invitation to Negotiate for these services, and KEV Group was the sole responder. It is in the best interest of the District to award the agreement instead of resoliciting proposals. Gap Analysis KEV Group provided detailed information which indicated that they clearly understood the scope of the anticipated services as outlined in the Invitation To Negoatiate. Responses to the Committees questions during the interviews provided assurance that the actual outcome would meet the School Boards expected outcome for internal accounts software. Additional information requested was promptly provided and was found to be sufficient. Additionally, KEV Group provided clear deliverables and pricing, with multiple options. Option Two was selected modifications from the District, including maintaining the old pricing structure and retaining Bank of America (BOA) as the provider of merchant services. Previous Outcomes KEV Group has successfully and satisfactorily provided Internal Accounts software for Duval County Public Schools under the prior contract. Their team has extensive experience in the industry (over 23 years) as well as extensive knowledge of our District. They have established an amicable working relationship with staff at schools throughout the district, specifically with the Internal Audit staff. Additionally, their pricing structure has been determined to be reasonable. Based on the companys service under the prior contract and the information submitted in the proposal, it is ascertained that KEV Group will continue to provide schools with access to internal account software and comply with the District's technical requirements. Finally, there is no indication that re-soliciting would result in additional proposals being submitted by other firms. Expected Outcomes KEV Group will continue to provide internal accounts software, with an integrated set of modules including online payments and the electronic receipting of cash. New features include customized forms, which will allow online registration for Extended Day/Community Education. Strategic Plan Goal Strategic Plan Goal Ensure Effective, Equitable & Efficient Use of Resources. Financial Impact $96,600 annual software fees for Cash Online Payments $48,300 School Online Forms $2,000 School Cash Forms Training and Implementation $10 per month per account (approximately 170) 2% plus 5 cents for each transaction Contact Michelle Begley, Chief Financial Officer, 904-390-2888 Attachments 1. SOW - Duval County Schools (agenda rev) 2. KEV Group Duval Addendum final gooJL aD Ww Purchasing Department 1701 Prudential Drive Jacksonville, FL 32207 PH (904) 858-4848 FAX (904) 858-4868 January 15, 2020 SCHOOL BOOKKEEPING SYSTEM ITN NO. 03-20/TW RECOMMENDATION FOR AWARD DATE DUE: November 14, 2019 Pursuant to the responses received and the subsequent interviews, it is the recommendation of the district to enter into contract negotiations with: KEV GROUP Any actual or prospective bidder, proposer or contractor who is aggrieved in connection with the intended award of a contract may file a protest and shall deliver its written notice of protest to Assistant Superintendent, Operations, or designee (hereinafter Hearing Officer) immediately, but no later than two (2) working days after recommendation of award, if not to the apparent low bidder, which will initiate the 48-hour notice requirement. The written protest with documentation shall be delivered to the Hearing Officer no later than 2 p.m. on the 4" calendar day immediately following the notice of intent to award recommendation as is appropriate. If that day is a School Board non-workday, the protest shall be delivered no later than 9 a.m. the next Duval County School Board (DCSB) work day. Protests shall be presented with specificity, and every issue shall be fully documented. INVITATION TO NEGOTIATE (ITN) ITN NO. 03-20/TW School Bookkeeping System DUVAL COUNTY PUBLIC SCHOOLS BASIS FOR THE SELECTION OF THE VENDOR: KEV Group provided detailed information which indicated that they clearly understood the scope of the anticipated services as outlined in the ITN. Responses to the Committees questions during the interviews provided assurance that the actual outcome would meet the School Boards expected outcome for internal accounts software. Additional information requested was promptly provided and was found to be sufficient. Additionally, KEV Group provided clear deliverables and pricing, with multiple options. Page 1 of 6 ITN No. 03-20/TW, School Bookkeeping System INVITATION TO NEGOTIATE (ITN) ITN NO. 03-20/TW School Bookkeeping System Anticipated Schedule: ITN Release Date: October 17, 2019 Response Due Date: November 14, 2019 by 4:00pm EST Submit Response To: Submit via e-mail to Terrence Wright: wrightt@duvalschools.org Finalist Interviews: December 4, 2019 Location and Time to be Determined Demonstrations: December 18th, 2019 eile re http://www.duvalschools.org/dcps Page 2 of 6 ITN No. 03-20/TW, School Bookkeeping System 1701 Prudential Drive Jacksonville, Florida 32207 Duval County Public Schools ITN: School Bookkeeping System ITN No. 03-20/TW 1.1 Purpose: Duval County Public Schools (DCPS or the District) is seeking to enter into negotiations with a contractor to provide comprehensive web-based internal accounts and student activity software for use by District schools, administrative offices and parents. 1.2 General Information About DCPS: Duval County Public Schools operates 161 schools, approximately 12,700 employees, and services approximately 120,000 students. The school district is committed to providing high quality educational opportunities that will inspire and prepare every student for success in college or a career, and life. The county covers approximately 918 square miles and is populated by nearly 900,000 residents. 1.3 General Information About Current System: The software system presently in use by the District is KEV School Cash Accounting. The number of transactions for fiscal year 2018-19 was 78,000 a transaction amount of $66,000,000. 2.0 Responsibilities: DCPS will: o Provide hardware, Internet access, and compatible Internet browser for software; o Provide student information for fee payment component of software Contractor will: o Provide schools with access to software Internal Funds accounting system Online payment (credit card) of student activity fees Electronic receipting (optional) of cash collections o Provide training and support to designated personnel Page 3 of 6 ITN No. 03-20/TW, School Bookkeeping System o Comply with DCPS technical requirements Security Non-disclosure Agreement Vendor and solution related affiliates will sign and comply with DCPS approved NDA. Secure Communication All transmission of data is via secure mechanism for both WAN and non-WAN use. Industry standard, recognized, properly signed certificates are used. Computer Resource Dedicated virtual resources is provided for DCPS data and processing. Instance on shared physical hardware. Integration SSO Support (ADFS, SLDAP or Clever) Solution currently and actively supports one or more of DCPS approved SSO mechanisms. Data Return Data captured and produced within the solution is available for direct programmatic access or via automated bulk transmission and in an appropriate format on a nightly basis. Custom Solution Development (DCPS programming standards source control: .net 2-4, HTTPS, XSD, XML, SOAP, VS2012+, TFS, MS-SQL) Development language is within DCPS standards and DCPS TFS can be used for source control. Data Integration Solution supports secure FTP transfer of bulk data and/or supports encrypted data transfer. Usability Installed Component Compatibility (Windows 7, 8.1, 10, Max OS X (Leopard+), IOS 5+) Solution and any required plugin or non-browser-native functionality is fully compatible across all DCPS operating systems and browsers. Browser Compatibility (IE 11+, Chrome 40+) Solution and any required plugin or non- browser-native functionality is fully compatible across all DCPS platforms and browsers. Roles/Permissions Role/Permission assignment and/or definition relies on externally defined data feed. Data feed is automated. Service / Function Service Level Agreement Vendor and solution related affiliates support negotiated SLAs with defined severity levels and terms with financial impact. SLA is included in contract or agreement. Support Phone AND web based support is available for DCPS technical/administrative needs AND for intended audience. Support is available inside and outside of normal school days/times. Training Training is available via live instructor and web based tutorials and support/help resources are available. Backup and Disaster Recovery DR plan is documented and includes offsite restoration. Backup routine is flexible. Backup and restoration is on-demand capable. 3.0 Scope of Services: Contractors accounting system module for Internal Funds must: Page 4 of 6 ITN No. 03-20/TW, School Bookkeeping System o Allow for centralized system of management controls that includes, but is not limited to: Centralized Chart of Accounts (name and number) Centralized Vendor Set-up Centralized ability to limit and/or prevent user-level adjustments/changes to transactions Required fields for transactions that include descriptions System generated alerts to end users regarding system availability Access controls to prohibit transaction updates by end users during year-end processing or system updates o Allow for centralized reports that include, but are not limited to: Vendor Payment History (vendor name and/or number) 1099 Reporting (Summary and Detailed, unduplicated) Summary Reports by Vendor (name and/or number) Summary of Bank Reconciliation Reports Summary Trial Balance Reports by Account (name/number, school name/number) Detailed General Ledger Reports (transaction number/type, school name/number, date, description, account name/number, etc.) Each type of report to easily be exported to Excel, Adobe, and other formats o Allow for user-level reports that include, but are not limited to: Bank Reconciliation Reports Summary Trial Balance Reports by Account (name/number) Detailed General Ledger Reports (transaction number/type, school name/number, date, description, account name/number, etc.) Non-sufficient Funds Checks (life cycle from deposit reversal to claim settlement) Each type of report to easily be exported to Excel, Adobe, and other formats o Allow for view only access to reports for auditors that include, but are not limited to: Centralized and school-level Vendor Payment History (Summary and Detailed) Centralized and school-level Cash Receipts History (Summary and Detailed) Contractors accounting system module for Internal Funds should: o Provide either through a contractor provided module or a third-party compatible software the ability to accept payments for student activity fees via credit card o Provide either through a contractor provided module or a third-party compatible software the ability to issue electronic tickets for athletic and other events for which an admission is charged o Provide for compatibility with: District ERP system for centralized vendor set-up Community Education Registration program involving collection of fees for student and/or adult activities Contractor will provide professional services, including database setup, installation services, implementation and training as follows: o Professional Services Provide and setup accounting system for Internal Funds centrally and at schools Provide and setup (or if provided by a third-party, coordinate setup) payment system for student activity fees via credit card o Database Setup Coordinate with prior contractor the export of data from predecessor system to Contractors system Coordinate with successor contractor the export of data to new system from Contractors system o Installation Services In accordance with DCPS technical requirements, assist with testing of speed and functionality prior to implementation of system o Implementation Page 5 of 6 ITN No. 03-20/TW, School Bookkeeping System Work with DCPS prior to, during, and after implementation to ensure that system functionality adheres to DCPS technical requirements and scope of services Provide analysis and design services in the configuration, customization and development of the system to meet DCPS requirements o Training Services Onsite training for designated personnel responsible for training or auditing school-based staff Webinar training for school-based staff 4.0 Guidelines For Response: Please provide the requested information in the following format: TAB 1: Overview of Firm: A narrative which profiles the background, experience and qualifications of the Firm, a history of the development of the Firms internal accounts and activity software and how you measure the effectiveness of your implementations. TAB 2: System Description: Provide a complete, detailed description of the capabilities and functionalities of the proposed system. Describe the system ability to integrate with online payments and District-level management services. Provide detail on the operation learning curve for new users, the system reporting capabilities (including customization) and how payments and fund transfers are accomplished. Describe the technical support provided for the system and how enhancements and upgrades are handled. Describe how the system is used by parents and what features are available for parental use, including payments. Describe the security systems in place to assure all data and transactions are safe. TAB 3: Cost: Provide a complete and inclusive breakdown of costs that would be incurred with implementation of the system, either in total or module-by-module, if applicable. Include purchase, system maintenance, upgrade, annual expenditures and any and all other costs that would be involved with operation of the system by the District. Respondents are advised that if the District elects to pursue any of the follow-on options, any and all items, including cost, are subject to negotiation, at the discretion of the District. TAB 3: Current Implementations: Identify a minimum of three clients where your companys system has been implemented. At least one implementation must be in the State of Florida. All implementations referenced shall be recent (within the past three years) and be verifiable. Information provided for each client should be as follows: Clients name, address, contact person, contact phone # and Email, implementation timeline (beginning installation and go live), and a project summary including an overall evaluation of the success of the implementation. TAB 4: Contact Information: Please provide all applicable contact information, as well as a brief resume for key individuals within your Firm who would be assigned to the District for implementation. 5.0 Process: All proposals received by the deadline will be reviewed. Interviews and negotiations with the finalists are scheduled for December 4, 2019 (but subject to change). It is DCPS sole discretion to determine the number of finalists to be interviewed. It is anticipated that upon the success of negotiations, an agreement will be reached to provide a Page 6 of 6 ITN No. 03-20/TW, School Bookkeeping System School Bookkeeping System. The finalist(s) will be notified in advance of the time and location. Following the interviews, a demonstration of the proposed system will be required. The demonstration will take place December 18th,2019. Proposers will be notified if they have been selected for the demonstration phase of the process. 6.0 General Terms and Conditions: 1. The District may, at its sole and absolute discretion, reject any and all, or parts of any and all Proposals; re- advertise this ITN; postpone or cancel, at any time, this ITN process; or waive any irregularities in this ITN, or in the Proposals received as a result of this ITN. The District also reserves the right to request clarification of information from any Proposer. 2. All expenses involved with the preparation and submission of Proposals to the District or any work performed in connection therewith, shall be borne by the Proposer. No Payment will be made for any responses received, any other effort required of or made, or expenses incurred by the Proposer. 3. The contract terms and conditions stipulated in this ITN are those desired by the District and preference will be given to those Proposals in full or substantial compliance therewith. However, after allowance for any deviations, all Proposals will be considered. Proposers are cautioned that restrictive deviations from the desired program must be clearly stated in the Proposal response.