RFP Deadline Extended to December 22, 2023
Please note that the proposal due date for a new Human Resource/Finance Enterprise Resources Planning (ERP) System has been extended to December 22, 2023. Find the full request for proposals and more information below.
Human Resource/Finance Enterprise Resources Planning System
Project Scope
The San Mateo County Office of Education (SMCOE) and twenty-three (23) school districts are considering purchasing a new Enterprise Resources Planning (ERP) Software System. Currently, all school districts in San Mateo County use a single county-wide ERP solution. For the purpose of this Request for Proposal (RFP), references to SMCOE include all of the Local Education Agencies (LEAs), and the terms are used interchangeably.
SMCOE is therefore soliciting proposals for a comprehensive, fully integrated ERP that is preferably cloud-based, and that not only meets the requirements set forth in this RFP, but is also flexible and scalable in order to meet its future business and technology needs.
SMCOE will only entertain proposals for an ERP that is fully integrated or intends to be fully integrated as of December 2024 and operational in California school districts. The purpose of this RFP is to provide interested vendors with sufficient information to enable them to develop and submit proposals for application software that will fulfill the specified information processing needs of SMCOE and the LEAs.
Tentative Procurement and Implementation Schedule
| Process | Date(s) |
|---|---|
| RFP Release Date | November 8, 2023 |
| RFP Advertisements (Sacramento Bee, San Mateo Daily Journal) | November 10, 17 and 24, 2023 December 1 and 8, 2023 |
| Due Date for All Written Questions and Inquiries | November 22, 2023, 4:00 PM (PST) |
| SMCOE posts responses for vendor clarification requests on the SMCOE website | December 1, 2023 |
| Proposals Due | Revised December 22, 2023, 4:00 PM (PST) |
| Proposal Evaluations | December 8, 2023 - February 15, 2024 |
| Software Demonstrations | January 16, 23, and 29, 2024 |
| Finalize Proposal Evaluations | January 31, 2024 - February 7, 2024 |
| Anticipated Award Date | February 29, 2024 |
Access the Request for Proposal (RFP)
Access the Enterprise Resources Planning (ERP) software Request for Proposal (RFP) through the links below. The proposal is due December 22, 2023.
| Request for Proposals (RFP) | Date Posted | Proposal Due Date |
|---|---|---|
| Request for Proposal | November 8, 2023 | December 22, 2023 |
RFP Appendices
| Appendices | Name |
|---|---|
| Appendix A | LEA Information and Computing Environment |
| Appendix B | Client References Form (Excel Spreadsheet) |
| Appendix C | General System Requirements (Excel Spreadsheet) |
| Appendix D | General Finance Requirements (Excel Spreadsheet) |
| Appendix E | General Payroll and Human Resources Requirements (Excel Spreadsheet) |
| Appendix F | COE Finance Requirements (Excel Spreadsheet) |
| Appendix G | COE Payroll Requirements (Excel Spreadsheet) |
| Appendix H | Technical Requirements (Excel Spreadsheet) |
| Appendix I | Cost Proposal (Excel Spreadsheet) |
|
Proposal Submittal Form Non-collusion Affidavit Form |
Kevin Bultema
Deputy Superintendent, Business Services
Email: kbultema@smcoe.org
Phone: (650) 802-5511
Lorrie Owens
Chief Technology Officer, Integrated Technology Services
Email: lowens@smcoe.org
Phone: (650) 802-5579