3_11_2010_ESDERP RFP - v1 - DOCS -rfo

8/7/2019 3_11_2010_ESDERP RFP - v1 - DOCS -rfo

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The School District of the City of ErieERP Software RFP #2010 Timeline

Critical Dates:

FP March 9, 2010ERP steering and Oversight Committee March 9, 2010Board workshop March 10, 2010Release RFP March 11, 2010Final Date to Email Questions to Client ( by 1700 EST) March 17, 2010Questions/Answers Posted to website (NLT 1700 EST) March 24, 2010Response Due (by 1400 EST) March 31, 2010

Evaluation Period April 2010Expected Board Approval May 12, 2010Expected Award Date (planned) May 14, 2010


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Table of ContentsCritical Dates: ...................................................................................................................................... 1

SECTION 1:

FORWARD ...................................................................................................................... 3

1.0

STATEMENT OF PURPOSE .................................................................................................................. 3

1.0.1 Determine the Best Vendor ..................................................................................................... 3 1.0.2

Background Information ......................................................................................................... 3

1.0.3

Acknowledgement .................................................................................................................. 3 1.1

CLIENT AND PREMISES ...................................................................................................................... 3

1.2

INSTRUCTION TO VENDORS ............................................................................................................... 4 1.2.1

Examination ............................................................................................................................ 4

1.3

INQUIRIES REGARDING THIS REQUEST FOR PROPOSAL (RFP) ........................................................... 5 1.4

SCOPE , QUALITY OF WORK , GUARANTEE --O VERVIEW ..................................................................... 5

1.5

TYPE OF CONTRACT .......................................................................................................................... 5 1.6

INVOICES AND PAYMENT PROVISIONS FOR SERVICE ......................................................................... 6

1.7

PRIME CONTRACTOR RESPONSIBILITY .............................................................................................. 6 1.9

W ITHDRAWAL OF PROPOSALS .......................................................................................................... 6

1.10

LATE PROPOSALS ......................................................................................................................... 6 1.11

REFUSAL TO ACT ......................................................................................................................... 6

1.12 D ISPUTE AND APPEALS ................................................................................................................ 6

1.13

FORCE MAJEURE .......................................................................................................................... 6 1.14

COLLUSION .................................................................................................................................. 7

SECTION 2: SCOPE ................................................................................................................................... 8

2.0

SCOPE OF PROJECT ............................................................................................................................ 8

2.1

SCOPE OF WORK AND VENDOR RESPONSIBILITIES : ........................................................................... 8 2.1.1

Scope ...................................................................................................................................... 8

2.1.2

Attachments ..........................................................................................................................10 2.1.3

Vendor billing .......................................................................................................................10

2.2

PERIOD OF PERFORMANCE ...............................................................................................................10

SECTION 3: RESPONSE TO PROPOSAL .............................................................................................11

3.0 PREPARATION OF PROPOSALS ..........................................................................................................11 3.1

DEADLINE FOR PROPOSALS ..............................................................................................................12

3.2

PROPOSAL MODIFICATIONS .............................................................................................................12 3.3

EVALUATION CRITERIA ...................................................................................................................12

3.4

UNDERSTANDING OF CRITERIA ........................................................................................................13 3.5

AWARD AND ADMINISTRATION .......................................................................................................13

3.6

EXHIBITS AND DOCUMENTATION .....................................................................................................13 3.7

ADDITIONAL INFORMATION .............................................................................................................13

3.8

ACCOUNT MANAGEMENT ................................................................................................................13

SECTION 4: EXHIBITS ............................................................................................................................14

4.0

RFP RESPONSE CHECKLIST .............................................................................................................14 4.1

EXHIBIT A: COMPANY TYPE , NAME AND BACKGROUND .................................................................15

4.2 EXHIBIT B: RECORD OF VENDOR REFERENCES ...............................................................................16 4.3

EXHIBIT C: ERP REQUIREMENTS AND PRICING SUMMARY ..............................................................17 4.4

EXHIBIT D: OTHER OPTIONS AND INCLUSIONS ...............................................................................18

4.5

EXHIBIT E: NON -COLLUSION AFFIDAVIT ........................................................................................19

Attachments:Attachment (1)(Multiple sheets in MS Excel format) ....1


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Section 1: Forward

1.0 Statement of Purpose It is the intention of the School District of the City of Erie, hereinafterreferred to as Client or ECSD, to contract for products and services toimplement a new HR and Financial ERP Software system for the SchoolDistrict of the City of Erie. The ECSD is only interested in receivingproposals for fixed price contracts.

1.0.1 Determine the Best VendorThe purpose of this Request for Proposal (RFP) is to determine theVendor that will provide the best full-service solution at the mosteconomical cost and with the best value to implement a new ERP systemfor the School District of the City of Erie.

1.0.2 Background InformationECSD is a public education system serving the City of Erie, Pennsylvaniain grades Pre-K to 12 th grade. The ECSD prides itself on its consistentlyhigh scores and performance. During the past five years, ECSD hasmade AYP and ranked at the top as best urban school district inPennsylvania.

The ECSD currently has total of 23 schools consisting of K-8, middle,high, and alternative sites with total District enrollment of approximately

13,000 students and 1600 employees.

1.0.3 AcknowledgementThe ECSD would like to thank Mr. Bruce Patrou, CIT O of the St. JohnsCounty School District, Florida for collaborating and allowing use of thisRFP.

1.1 Client and Premises

Client: The School District of the City of Erie148 West 21 st StreetErie, Pennsylvania 16502


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1.2 Instruction to Vendors

1.2.1 ExaminationAll vendors who develop, market and support HR and Financial ERP softwarespecifically designed for the US K-12 education environment are eligible torespond to this RFP. The district is seeking a single source K-12 ERP vendorthat can provide enterprise wide HR/Finance software, annual maintenancesupport including updates and enhancements, historical and current dataconversion support, training and all other implementation services needed tomigrate from the existing Bull system. The district is specifically interested inimplementing a turnkey enterprise-level web-based integrated single sourcesolution. The RFP provides vendors with the required minimum specificationsand performance requirements. The Vend ors solution must meet or exceedthe requirements detailed in this document and provide a total fixed-pricesolution for the services identified in the RFP.

The Vendor is to see section 4 for a summary of all items needed ineach vendor response. Failure to provide all of the items requestedmay result in disqualification from consideration.At the time of proposal submission, we will assume that each Vendor isfamiliar with the specifications and requirements and that the Vendorfully understands the scope of all limitations, restrictions, andcoordination of the work. The failure and/or omission of any Vendor toexamine any form, instruction, or document, shall in no way relieve theVendor from an obligation with respect to their proposal.

The Vendors shall include in their respective proposal a fixed-price toaccount for the cost of all items, material, and labor required to provideservices listed in the scope of this RFP.The School Board will approve the successful bidder.The School Board may reject any or all bids or select portions of anybids submitted.Bidders shall not discriminate against any person employed or seekingemployment with the bidder because of race, color, creed, sex ornational origin and shall comply with all applicable ordinances, statutesand regulations of the School District of the City of Erie, theCommonwealth of Pennsylvania or Federal Government relating toEqual Employment Opportunity.


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1.3 Inquiries Regarding this Request for Proposal (RFP) Request for information regarding this RFP, including the procedures,regulations, and/or technical requirements set forth herein, shall be directedonly to the Client. All questions must use electronic mail (Email) and themessage must contain on the subject line minimum your company name andthe words RFP ERP-2010 to the following address:

[email protected]

All questions must be received by the deadline established in the CriticalDates section on page 1 via Email. All questions and answers will be sharedwith all Vendors who have responded to date by posting them on the districtwebsite under the Purchasing Department. Any clarification of the RFPdocuments will be made by an addendum to this RFP and notification willoccur via the district website. It is the responsibility of all vendors to monitorthe district website for all RFP related documents. The Client will issue an

addendum in response to clarifications, for any other reasons consideredadvisable, or in their best interest. Any addendum issued becomes a part ofthe RFP. Attempts by any qualified Vendor to contact the Client in anyfashion other than the single point of contact as noted in Section 1.3 may beviewed as an infringement on the impartiality of the procurement process andmay result in the Vendor being disqualified from this procurement.

1.4 Scope, Quality of Work, Guarantee--Overview The successful Vendor shall furnish all labor and materials necessary toperform and complete the work called for in the specifications, plans, or otherinstructions attached to or referred to in the resultant contract. Persons

skilled in their respective expertise shall do all work in an industry standardprofessional manner. The successful Vendor shall not be liable for delaysdue to causes beyond their reasonable control. It is the Vendorsresponsibility to bring potential delays to the attention of the Client in advanceso that all program deadlines or submissions can be completed on time.

1.5 Type of Contract All provisions in the RFP shall be incorporated by reference in the finalcontract, if any. The Client is expecting a fixed price contract to be offeredto a Vendor based on the overall best value, costs, functionality, support andterms. The contract will include a package consisting of software licensecosts, software annual maintenance support costs, training costs, dataconversion costs, configuration and setup costs, and testing costs to deliverand implement a fully functional replacement ERP system within the timetablerequested (expected to be from April 2010 to Jun 2011).


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1.6 Invoices and Payment Provisions for Service The Client and vendor will agree upon project milestones across the entireimplementation project. The Client will make payments as each milestone iscompleted and signed off by the client. The payment schedule will bedeveloped with the selected vendor and agreed upon by both parties and willbe a part of the final contract.

1.7 Prime Contractor Responsibility The Vendor will be responsible for meeting all requirements of the RFP. Thevendor may not assign any contractor or successful bid awarded under thisprocess, without the express written approval of the School District. Thevendor shall clearly explain the planned use of any sub-contractors in theirrespective bid (if applicable).

1.8 Site Conditions The District is a tobacco free environment. The use of tobacco products

(smokeless or otherwise) is not permitted anywhere on the school property.Prior to any vendors access to school grounds, each vendor , and individualemployed on school grounds, must have Act 34 and Act 35 securityclearances. Such clearances shall be obtained at the full cost of the vendor.

1.9 Withdrawal of Proposals Proposals may be withdrawn prior to final award by the school board bypresenting a written request to withdraw, signed in the same manner as theproposal and received by the Client prior to proposal board approval.

1.10 Late Proposals Proposals received after the time set for proposal opening will not beconsidered.

1.11 Refusal to Act Receipt of the RFP or submission of an RFP response confers no rights uponthe Vendor nor obligates the Client in any way.

1.12 Dispute and Appeals The Client is the final authority on issues relating to this RFP and contract andthe decision of the Client is final, conclusive, and binding on all partiesconcerned.

1.13 Force Majeure In the event that the performance by either party of any of its obligationsunder this contract is interrupted or delayed by events outside of their control,such as an act of nature, war, riot or civil commotion, then the party isexcused from such performance for the period of time reasonably necessaryto remedy the effects of the events.


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1.14 Collusion Any agreement or collusion among proposing Vendors or prospectiveVendors that is adverse to the client shall render those proposals from suchVendors to be disqualified from submitting further proposals to the Client forfuture services. Each vendor must submit the attached anti-collusion affidavitwith their proposal.


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SECTION 2: SCOPE

2.0 Scope of Project

2.0.1 All administrative services and materials required to fulfill the scopeof the project will be the responsibility of the selected Vendor. Allexpenses related to labor, shipping/postage, travel, lodging, training, andrelated costs where applicable shall be included in Vendors proposal.The Client will not be responsible for costs outside the scope of workunless otherwise reviewed and approved by ECSD in advance.

2.0.2 Vendors shall be responsible for requesting clarification from theClient regarding any work, which the Vendor believes may fall outside thescope of the project. Such requests for clarification, and any response,shall be made in writing and shall become a part of the Vendors proposal.

Unless otherwise clearly indicated, the proposal submitted shall beinterpreted to include work described in this RFP to be within the scope ofthe project.

2.1 Scope of Work and Vendor Responsibilities:

2.1.1 Scope The ECSD seeks to contract with a single software vendor to implement areplacement HR/Finance ERP system for the School District of the City ofErie. The following requirements also apply:

a) The current Bull Mainframe and integrated database HR and Financeapplication historical data is to be mapped and converted to the newsystem in detail. The current Mainframe applications have been in usesince the late 1970s.

b) The vendor is to assign an implementation Project Manager who hasextensive conversion experience, has worked for the vendor for atleast 2-3 years and has been approved by the Client in advance. TheClient expects that the vendor to provide a qualified project managerwho has expert technical knowledge of the product, the systemhardware and database, the methods and procedures needed toaccomplish a full HR/Finance conversion, configuration and setup andwho has a very positive track record for success. Too often a relativelynew PM is assigned (or one who just joined the company) who isbehind from the start, not familiar with the conversion tasks, times orprocedures needed to complete the projects tasks and cannoteffectively manage the huge implementation project successfully. ThePM does not have to remain onsite but must be present at key pointsor activities to ensure the project is progressing in order to meet the


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project schedule, resources available and costs. Effective PMcommunication with the ECSD Project lead is critical. The Vendor PMassigned to this project should not be re-assigned at any time duringthe project.

c) The District s Chief Information and Accountability Officer ("CIAO") willserve as the Clients PM for this project.

d) A train the trainer model will be used to train all applicable districtstaff.

e) ECSD expects to further negotiate with the vendor for anycustomizations or enhancements needed to meet implementationgoals. Negotiated tasks, efforts, items and events will be included inthe final contract.

f) ECSD expects to purchase new ERP system hardware to support theimplementation process. Three processing environments are expectedat completion to support Production, Test and Development. A datamigration environment is expected during the conversion period. Theexisting Bull production environment will remain intact during theimplementation process and support any fall back plans.

g) ECSD will provide key IT and functional staff to support theimplementation process in order to meet the agreed upon projectschedule.

h) Each vendor is to complete the attached worksheet (attachment inexcel format).

i) Each vendor is to answer the questions and/or provide the necessaryinformation outlined in the specifications requirements worksheet(attachment in excel format).

j) The vendor will be required to complete a work log for each day ofonsite work. The log shall be submitted to the CIAO each week or

upon departure of each individual. Vendors will not be paid for traveltime.

k) Prior to bid award, each vendor must provide an onsite demonstration,utilizing ECSD supplied data, of their product as outlined in this RFP.The vendor is to have enough functional/technical resources onsiteand available to support the demonstration schedule and lab. Seedemo document.

l) The vendor will perform a full and complete implementation during the2010-2011 school year. The requirement is to go live on May 1, 2011with the new Finance system and July 1, 2011 with the new payroll andHR system.

m) The selected vendor shall provide all implementation services andsupport needed to complete this project. No 3 rd party services may beused without the express written consent, in advance, by the CIAO.

n) The vendor must email any questions about this RFP within the Q&Awindow to ensure their response is accurate and complete. Seesection 1.3.

o) The vendor should price all HR/Payroll/Finance related modules, alongwith full conversion of legacy data, training and all implementationsupport needed to complete the conversion in 10-12 months. See thepricing spreadsheet for more.


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2.1.2 AttachmentsThe following attachments are required and comprise key elements of thisRFP:

ERP Requirements Excel Spreadsheet (attachment 1); contains alist of Yes/No questions related to functional/technicalrequirements, along with software and implementation pricing.Onsite demonstration schedule and description.Anti-Collusion Affidavit

The vendor should take care to understand and complete attachmentswhere indicated.

2.1.3 Vendor billingThe vendor and client will agree upon an invoice or payment schedule thatfollows major milestone completions. Each milestone will be approved bythe CIAO in writing before any payment is made. This payment andmilestone schedule will be created during the contract process. The finalpayment (min 20% of total project cost) will be withheld until the project iscomplete. Billing for software support shall not begin before the projectcompletion or go live, whichever is later. All invoices will be paid by theclient using NET 60 terms.

2.1.4 Prime Contractor ResponsibilityThe selected vendor shall be required to assume all responsibility for thesoftware delivery, testing, data conversion, implementation support,training and warranty support of the system and will be the sole point ofcontact. Subcontractors may not be used to supplement any effort unlessit has the express written consent of the client well in advance.

2.2 Period of Performance

The expected period for this implementation, which includes dataconversion, training, hardware and software support, softwareconfiguration, program management and software customizations, willoccur during the 2010-2011 school year. The requirement is to have thenew system officially go live on 1 July 2011 (the start of the new fiscalyear).


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SECTION 3: RESPONSE TO PROPOSAL

3.0 Preparation of Proposals

3.0.1 Proposals shall be made on Vendors stationary

3.0.2 Proposals shall be signed in ink and in longhand with the nametyped below the signature. Where Vendor is a corporation, proposalsmust be signed with the name of the corporation followed by the name ofthe state of incorporation, legal signature of an officer authorized to bindthe corporation, together with a copy of authorization, an attestingsignat ure to that officers signature, and the seal of the corporation.

3.0.3 Proposals shall be submitted with one original clearly markedoriginal and three copies clearly marked copy.

3.0.4 Verbal proposals will not be considered. Vendor shall assume fullresponsibility for timely delivery of their proposal.

3.0.5 Each proposal must be accompanied by a Bid Bond from an A-Rated, at a minimum, Surety company authorized to do business in theCommonwealth of Pennsylvania in an amount of ten percent (10%) of thetotal proposed amount of the contract.

3.0.6 The vendor which is awarded the contract must be able to producewithin twenty (20) days of the award a Performance Bond from an A-Rated, at a minimum, Surety company authorized to do business in theCommonwealth of Pennsylvania in an amount of one hundred (100%) ofthe total proposed amount of the contract, or, at the discretion of theECSD, other adequate surety to guarantee the satisfactory performance ofthe contract.

3.0.7 The vendor which is awarded the contract must be able to producewithin twenty (20) days of the award a Maintenance Bond from an A-Rated, at a minimum, Surety company authorized to do business in theCommonwealth of Pennsylvania for the period of one (1) year from thedate that the work performed under the contract is determined to be

complete.

3.0.8 The vendor which is awarded the contract must be able to producewithin twenty (20) days of the award a Payment Bond from an A-Rated, ata minimum, Surety company authorized to do business in theCommonwealth of Pennsylvania in an amount of one hundred (100%) ofthe total proposed amount of the contract which is to be performed bysubcontractors.


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3.1 Deadline for Proposals The proposals, one original (marked original) an d three copies (markedcopy), shall be submitted in a sealed envelope clearly marked The SchoolDistrict of the City of Erie Purchasing Dept, ERP Software RFP #2010 anddelivered in person, by courier or by US Mail by the deadline established inthe critical dates section of this RFP.

One (1) original and three (3) copies to:

The School District of the City of EriePurchasing Dept148 W 21 st Erie, Pennsylvania 16502

NOTES: ECSD will not be responsible for delays in the US Mail or courier service.

3.2 Proposal Modifications Proposal modifications will be accepted from Vendors prior to the deadline.Modifications, in triplicate, must be submitted in writing and delivered to theClient with the same binding signature as the original submittal.

3.3 Evaluation Criteria Each Vendors bid will be evaluated based on, but not limited to, the followingfactors:

Vendor Experience and ReferencesEach vendor will provide documentation to show experience and strengthsin the K-12 environment. Each vendor must provide at least 3 referencesfrom clients where similar work/service is being provided, include the pointof contact (POC) name, title, phone number and e-mail address. Eachvendor is required to provide a single solution to support and fulfill thisproject.

Software, Implementation and Annual Maintenance CostsThe proposed total cost will be an important evaluation criterion.

On-site Software Demonstration and Delivered functionality

Selected Vendors will be required to perform an onsite demonstration. Ademonstration document outlines the schedule and topics to be covered.The vendor should have enough functional and technical staff to supportboth the daily schedule and the open lab (used for any follow-on questionsnot covered during the demo).


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Vendor support, user groups, local or regional presences, degreeto which the application is used by other Pennsylvania Public SchoolDistricts

Each vendor should outline the support factors that enhance the value oftheir product to include: software support models, state or regionalenhancement development hours available, product use by otherPennsylvania Districts, plans for Pennsylvania or regional support officelocations, annual user group activity, etc.

3.4 Understanding of Criteria The award, if any, shall be made to the Vendor who, in the sole discretion andopinion of the Client offers the best solution, and/or offers the optimum blendof evaluation criteria, including, but not limited to, those criteria listed above.By submitting a proposal, the Vendor signifies that they understand andaccept the criteria upon which their proposal will be evaluated and the solediscretion of Clients evaluators to determine ranking in these categories.Award for this contract will be based on the highest level of functionality atthe lowest cost for the district.

3.5 Award and Administration The Client will award and administer any contract which may result from thisRFP.

3.6 Exhibits and Documentation

The Vendor shall respond to this RFP by supplying a cover letter, completing,and returning the Checklist and Exhibits in the order stated on the checklistincluded in Section 4: Exhibits.

3.7 Additional Information The Vendor may add or include other pertinent information, not specificallyrequested, which they feel may serve to substantiate the capabilities of thework proposed or the Vendors ability to fulfill the obligations imposed. TheClient reserves the right to request additional information from the Vendor toclarify any response. A checklist is provided to assist the Vendor incompleting all bid response documents.

3.8 Account Management The Vendor must also identify who will serve as the Account manager andliaison with the client.


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SECTION 4: EXHIBITS

4.0 RFP Response Checklist

Please return RFP response with items in this order:VendorCheck-

list

Required RFP submittal ItemsItems listed below reference:

Max responsesize

8.5 x 11 paper

Company Cover Letter 1 page

Complete cover page of the RFP Terms/conditionsthat includes company name, address andsignature of agent.

1 page

Exhibit A Vendor Background and Strengths.Provide Company Address and type of corp., andother important information to include a discussionof vendor strengths. Include elements listed inExhibit A.

1-5 pages

Exhibit B Record of Vendor references(Complete the References Spreadsheet)

1-2 pages total:

Exhibit C ERP Requirements and Pricing(Complete Exhibit C of this RFP )(includes theattachment ERP Requirements spreadsheet) MSExcel file contains multiple tabs (includes Pricing).

Approx 10-15pages

Exhibit D Other Options and Inclusions 1-10 pagesExhibit E - Non-collusion affidavit 2 pages

Copies of entire RFP one (1) Original and 2 Copies See above

Any Proposal Addendums (as issued, if applicable) See above


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4.1 Exhibit A: Company Type, Name and Background

Company Data:

Company Name: ________________________________________ (Name ofVendor (Corporation) Submitting Response to Bid).

A Corporation organized and existing under the laws of the State of_______________. A Partnership consisting of _______________________

Or an Individual trading as __________________________________________;

Having principal offices in the City of __________________________________.

Company Background:

Provide a short narrative of your company background and experience in the K-12 environment. Discuss your strengths in the area of computer product salesand support.


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4.2 Exhibit B: Record of Vendor References Note: (minimum of 3 similar clients (size/ scope) required for reference checks)

Vendor Reference information (summary format):

Provide a summary in a table format of the following elements, (use a word tableor excel spreadsheet to display (similar to the example below):

Client 1-( example ) Client 2 Client 3

Client name ABC County Schools

Client Address 123 Toy St, Someplace,Pennsylvania

Client POC Bob L. Toys

POC Title MIS Director POC phone (814) 555-5555

Client size comparedto ECSD

13,500 students, 1600 employees

How long have theyused your application

3 years, 2001-present

Modules in use HR, Payroll, GL, AP, AR, Budget,etc.

Other pertinent metrics(optional)

Implementing benefits online


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4.3 Exhibit C: ERP Requirements and Pricing Summary The undersigned person declares that they are legally authorized to bind the firmhereby represented, and that the firm being represented is authorized to dobusiness in the Commonwealth of Pennsylvania, and hereby certifies that theyhave examined and fully comprehend the requirements of specifications herein.

We propose to furnish all services listed in this RFP and guarantee that ifthe contract is signed with us, we shall furnish said services in accordance withyour scope/responsibilities/expectations and requirements unless otherwiseindicated.

Company: __________________________________________________

Address: __________________________________________________

City/State: __________________________________Zip code: ________

Phone Number: _________________________ Date: ________________

Print Name: __________________________________________________

Authorized Signature: ___________________________________________

Title: ______________________________________

(Officer/Position in the Company)

Is the person listed above to be the Primary POC regarding questions regardingthis response: Yes/No (circle)

If no, then please provide the RFP Response POC:

Name: ________________________________ Phone: __________________

Email: _________________________________ Title: ____________________

1. Each vendor should complete the ERP Requirements and pricingspreadsheet attachment as a part of this exhibit and response.

2. The vendor is responsible to notify ECSD during the Emailquestion period for any clarification needed regarding any RFPrequirements (includes the contents of all RFP documents).


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4.4 Exhibit D: Other Options and Inclusions

The vendor is to provide documentation that describes other options and pricingthat is not included in the Requirements/Pricing Spreadsheet. Other options andinclusions are also mentioned in the Requirements Spreadsheet on the last tab,labeled Pricing2 & Options.

Other options may include:

1. A number of free customization development hours2. Include Pennsylvania state reports identified in the Requirements

Section3. Offer fixed annual support costs for a longer period of time4. Offer a regional or Pennsylvania sales/support office5. Offer discounted development hours for advance purchase6. Offer free hardware sizing, configuration and setup support7. Offer other incentives and discounts


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4.5 Exhibit E: Non-Collusion Affidavit

Contract/Bid No.____________State of :

County of :

I state that I am of [Title] [Name of my firm]

and that I am authorized to make this affidavit on behalf of my firm, and its owners,directors, and officers. I am the person responsible in my firm for the price(s) and theamount of this bid.

I state that:

(1) The price(s) and amount of this bid have been arrived at independently andwithout consultation, communication or agreement with any other contractor, bidder orpotential bidder.

(2) Neither the price(s) not the amount of this bid, and neither the approximate price(s)nor approximate amount of this bid, have been disclosed to any other firm or person whois a bidder or potential bidder, and they will not be disclosed before bid opening.

(3) No attempt has been made or will be made to induce any firm or person to refrainfrom bidding on this contract, or to submit a bid higher than this bid, or to submit anyintentionally high or noncompetitive bid or other form of complementary bid.

(4) The bid of my firm is made in good faith and not pursuant to any agreement ordiscussion with, or inducement from, any firm or person to submit a complementary orother noncompetitive bid.

(5) _________________________; its affiliates,[Name of my firm]

subsidiaries, officers, directors and employees are not currently under investigation byany governmental agency and have not within the last four years been convicted or found


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liable for any act prohibited by State or Federal law in any jurisdiction, involvingconspiracy or collusion with respect to bidding on any public contract, except as follows:

I state that[Name of Firm]

understands and acknowledges that the above representations are material and important,and will be relied on by the School District of the City of Erie in awarding the contract(s)for which this bid is submitted. I understand and my firm understands that anymisstatement in this affidavit is and shall be treated as fraudulent concealment from theSchool District of the City of Erie of the true facts relating to the submission of bids forthis contract.

_________________________________[Name and Company Position]

SWORN TO AND SUBSCRIBEDBEFORE ME THIS ____ DAY

OF , 20__

My Commission ExpiresNotary Public

# 885557.v1

3_11_2010_ESDERP RFP - v1 - DOCS -rfo

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