Great Plains Support and Maintenance Ser
|Level of Government:||State & Local|
|Posted Date:||Feb 8, 2019|
|Due Date:||Feb 28, 2019|
NOTE: Fairfax County Public Schools conducts all procurement activities in accordance with
delegated authority from the Purchasing Agent of Fairfax County Government. Bids and
proposals in response to FCPS solicitations must be delivered to the address above on or
before the date and time stipulated in the solicitation.
Great Plains Support and Maintenance Services
A mandatory pre-proposal conference will be held at 3:00 p.m. on Tuesday, February 12, 2019 at the Fairfax
County Public Schools 8115 Gatehouse Road, Conference Room 4050, Falls Church, Virginia 22042-1203.
The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain
clarification relative to any facet of this solicitation.
Due to the importance of all offerors having a clear understanding of the specifications/scope of work and
requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a
proposal. Proposals will only be accepted from those offerors who are represented at this pre-proposal
conference. Attendance at the conference will be evidenced by the representative’s signature on the
attendance roster. Bring a copy of the solicitation with you. Any changes resulting from this conference will
be issued in a written addendum to the solicitation.
All questions pertaining to this RFP should be submitted in writing to the contract administrator Lorna Moone
at email@example.com no later than February 20, 2019 at 11:00 a.m. Eastern Time.
Office of Procurement Services
8115 Gatehouse Road, Suite 4400
Falls Church, VA 22042
January 29, 2019
REQUEST FOR PROPOSAL TITLE: Great Plains Support and Maintenance
Office of the Comptroller February 28, 2019 11:00 a.m.
CONTRACT ADMINISTRATOR: Lorna Moone
Proposals - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted,
the undersigned offers and agrees, if the proposal is accepted, to furnish items or services for which prices are quoted,
delivered or furnished to designated points within the time specified. It is understood and agreed that with respect to
all terms and conditions accepted by Fairfax County the items or services offered and accompanying attachments shall
constitute a contract.
Note: Fairfax County does not discriminate against faith-based organizations in accordance with the Code of Virginia, §
2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other
basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.
NAME AND ADDRESS OF FIRM:
Federal Employer Identification No:
Federal Social Security No.
Prompt Payment Discount:
State Corporation Commission
(SCC) Identification No.
__% for payment within
___days/net ___ days
By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the conditions set forth
in the General Conditions and Instructions to Bidders as described in Appendix A, the Certification Regarding Ethics in
Public Contracting set forth in Appendix B, and by any other relevant certification set forth in Appendix B.
BUSINESS CLASSIFICATION – Described in Appendix B - CHECK ONE: LARGE (Y) SMALL (B)
MINORITY-OWNED SMALL (X)
MINORITY OWNED LARGE (V)
WOMEN-OWNED SMALL (C)
WOMEN OWNED LARGE (A)
Vendor Legally Authorized Signature
Print Name and Title
Sealed proposals subject to terms and conditions of this Request for Proposal will be received by the Director of the Office of
Procurement Services at 8115 Gatehouse Road, Suite 4400, Falls Church, VA 22042-1203 until the date/time specified above.
AN EQUAL OPPORTUNITY PURCHASING ORGANIZATION
(DPSM32) rev FCPS 12/16
1. SCOPE OF SERVICES:
1.1. The purpose of this Request for Proposal is to solicit sealed proposals to establish a contract or
contracts through competitive negotiation for the provision of support, maintenance and related
services for Microsoft Dynamics Great Plains 2015 for Fairfax County Public Schools (“FCPS”)
to manage the accounting and reporting associated with school activity funds (“SAF”).
1.2. Additional services and software licenses associated with version upgrades beyond Microsoft
Dynamics Great Plains 2015 may be provided at the negotiated rates.
1.3. Offerors shall ensure that a representative who can bind the firm is available for both the finalist
interviews and negotiations.
2. MINIMUM QUALIFICATIONS
2.1. The following are the minimum qualifications an Offeror must meet or exceed, at the time of
submission, in order for FCPS to accept a proposal as responsive. Each Offeror must address
how it meets each of the minimum qualifications when submitting its Technical Proposal. If an
Offeror fails to respond to each qualification, or if FCPS determines from the response that an
Offeror does not meet any one of the minimum qualifications, its proposal shall be deemed non-
responsive and disqualified from further consideration.
a. The Offeror must have been in business for at least five (5) years and must have at least
three (3) previous Microsoft Dynamics Great Plains 2015 Financials implementations with
knowledge of Lifecycle Services, managing application upgrades, and customizing the
b. Offerors must have at least three (3) years experience with K-12 SAF of a public-school
system of similar size.
c. Offerors must have adequate resources of qualified personnel and equipment to comply
with responsiveness requirements.
d. Offeror must be a certified Microsoft partner which has three (3) previous years of Microsoft
Dynamics Great Plains 2015 (or later versions) experience.
3. PRE-PROPOSAL CONFERENCE:
3.1. A mandatory pre-proposal conference will be held on Tuesday February 12, 2019 at 3:00 P.M.
in the Fairfax County Public Schools Gatehouse Administration Center I, Conference Center
4050, 8115 Gatehouse Road, Falls Church, Virginia 22042-1203. To request reasonable ADA
accommodations, call the Office of Equity and Employee Relations at 571-423-3070,
HRequityfirstname.lastname@example.org or TRS at 711. Please allow seven (7) working days
in advance of the event to make the necessary arrangements.
3.2. The purpose of the pre-proposal conference is to give potential offerors an opportunity to ask
questions and to obtain clarification about any aspect of this Request for Proposal. Offerors may
submit any questions pertaining to the RFP, in writing, prior to the pre-proposal conference to
Lorna Moone email@example.com.
4. CONTRACT PERIOD AND RENEWAL:
4.1. This contract will begin on September 1, 2019, or date of award, whichever is later, and
terminate on August 31, 2024.
4.2. Automatic contract renewals are prohibited. This contract may be renewed at the expiration of
its term by agreement of both parties. Contract renewals must be authorized by and coordinated
through the Office of Procurement Services. FCPS reserves the right to renew the contract for
three (3) additional one-year periods.
4.3. Notice of intent to renew will be given to the Contractor in writing by the Office of Procurement
Services, normally 30 days before the expiration date of the current contract. (This notice shall
not be deemed to commit the County to a contract renewal.)
4.4. The obligation of the County to pay compensation due the contractor under the contract or any
other payment obligations under any contract awarded pursuant to this Request for Proposal is
subject to appropriations by the Fairfax County Board of Supervisors to satisfy payment of such
obligations. The County’s obligations to make payments during subsequent fiscal years are
dependent upon the same action. If such an appropriation is not made for any fiscal year, the
contract shall terminate effective at the end of the fiscal year for which funds were appropriated
and the County will not be obligated to make any payments under the contract beyond the
amount appropriated for payment obligations under the contract. The County will provide the
contractor with written notice of non-appropriation of funds within thirty (30) calendar days after
action is completed by the Board of Supervisors. However, the County’s failure to provide such
notice shall not extend the contract into a fiscal year in which sufficient funds have not been
5.1 FCPS is the largest school system in the Commonwealth of Virginia and the 10th largest in the
United States. The school system consists of approximately 200 schools and work sites serving
almost 186,000 students in grades Kindergarten through 12th grade. Microsoft Dynamics Great
Plain 2015 uses a single database for all schools and work sites to record local school activity
funds. In addition, there are interfaces with several other systems such as e-commerce,
banking, and purchasing. Approximately $100 million in receipts and disbursements are
generated each fiscal year.
6. TASKS TO BE PERFORMED:
6.1. Qualified offerors are encouraged to submit a proposal for the provision of support, maintenance
and related services for Microsoft Dynamics Great Plains 2015 for Fairfax County Public Schools
6.2. Manage the accounting and reporting associated with school activity funds (“SAF”).
6.3. Offerors will provide technical support, ongoing maintenance, and related services for Microsoft
Dynamics Great Plains 2015. (Great Plains will be referred to as GP). This will include
application and system support and underlying technology for GP.
6.4. Offerors will provide GP annual renewal of a total of 125 site licenses including thick clients.
6.5. Offerors will provide annual renewal and application of SSL Security Certificates to all GP
6.6. Offerors will provide maintenance and support for Microsoft eConnect and OSMS GP eConnect
6.7. Offerors will provide maintenance and support for MEM (Multi-Entity Management).
6.8. Offerors will provide maintenance and support for Blue Moon Advanced GL Close.
6.9. Offerors will support Heartland, a Global Payments Company, with eCommerce integration to
6.10. Offerors will provide support to the Teacher Online Purchasing System (TOPS) integration to
6.11. Offerors will provide maintenance, support, and report development for the GP Microsoft SQL
Server Data Warehouse.
6.12. Offerors will provide GP report development in the GP database.
6.13. Offerors will provide core FCPS staff with training that may be associated with upgrades and/or
7. TECHNICAL PROPOSAL INSTRUCTIONS:
7.1. The offeror must submit the Technical Proposal in a separate binder or file, clearly labeled
“Technical Proposal “containing the following information. This information will be considered
the minimum content of the proposal. Proposal contents shall be arranged in the same order
and identified with headings as presented herein.
a. Provide the name of firm submitting proposal; main office address; number of years the
firm has been in continuous operation providing similar products and services. The Offeror
must provide a profile of its organization and all other companies who will be providing
services through a subcontracting arrangement with the Offeror (if any). At minimum, the
Offeror will provide the following information on a single page:
• Number of years in business
• The Offeror must have been in business for at least five (5) years and must
have at least three (3) previous Microsoft Dynamics Great Plains 2015
Financials implementations with knowledge of Lifecycle Services, managing
application upgrades, and customizing the financials modules.
• Number of years involved in services described above
• Offerors must have at least three (3) years’ experience with K-12 SAF of a
public-school system of similar size.
• Total number of employees.
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