Agenda Item
b. EqualLevel License and Implementation (from January 17, 2024 through January 16, 2025 (Not to exceed $97,600) Updated 2.12.2024
Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Request: It is requested that the Board of Education approve the entry into a contract with EqualLevel to provide an eMarketplace for procurement for a period of one year effective from January 17, 2024 through January 16, 2025 for an amount not to exceed $97,600.
Why: This request will establish an eProcurement Marketplace wherein all district vendors will be listed as available for use. Users within the district will be able to choose from this menu of services, request services, and each request will link to a new requisition within the district’s already established Munis requisition process.
Details: Pursuant to Board Policy DJE C3(b), Exceptions to Competitive Selection, the use of competitive selections measures are not required if the required goods or services are available from only one source and the appropriate information has been obtained to determine the vendor’s single source status.
Financial impact: The contract amount of $97,600.00 will be paid from the general fund GL Code: 100.2500.530000.7200.9990.8010.00.0000 and Capital Outlay fund GL Code: 300.4000.530000.7520.9990.8013.050.0000
$21,000 to be paid for implementation services.
$76,600 to be paid for the annual subscription fee.
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0270
Status: Approved by General Counsel
Marketplace Implementation
Statement of Work
9054325682_SOW_2023.11.28
Statement of Work
Statement of Work
This Statement of Work (SOW), between Dekalb County School District and EqualLevel is an
addendum to the Master Subscription Agreement (“the Agreement” or “MSA”) entered into by
and between Dekalb County School District and EqualLevel as of the last signature date
(effective date) on the initial Order Form that references this agreement.
The SOW is intended to be a planning and control document, not the detailed requirements or
design of the solution.
1.1 Purpose
The purpose of this document is to identify the services to be delivered to Dekalb County School
District for EqualLevel marketplace solution, the scope of these services, the associated fees for
these services, and the milestones on which the services will be delivered. This document also
sets forth the roles and responsibilities of both Dekalb County School District and EqualLevel in
the execution of this SOW.
1.2 Services
The project scope will address the Milestones described in Exhibit 1. Changes to scope will be
made by creating an addendum to this SOW.
1.3 Term
The effective date is as of the last signature date (effective date) on the initial Order Form that
references this agreement. The SOW will expire on the marketplace go live.
1.4 EqualLevel Objectives
The primary objective of the project is to configure and implement the EqualLevel Solution.
• Define ‘to-be’ business processes.
• Configure marketplace environment.
• Integrate external systems and services.
• Test implementations
• Conduct User Acceptance Testing (UAT)
• Train administrators and users
1.5 Implementation Scope
EqualLevel will configure the following marketplace features and functions:
• User Access and Management
o Walkup user access
o Punchout user access
o Optional Single Sign-On access for non-ERP punchout users
o Marketplace Administrator role
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Statement of Work
▪ Full marketplace administration functionality
▪ Administer users, shopper roles, and views
• Site Content
o Single level creation of custom home and category landing page banner
• Shopping Cart Configuration
o Quote-to-cart: for specified contracts
o Define Categories and hierarchy.
o Define Potential Custom Quote Request forms for targeted contracts.
o Real-time search when available for comparison shopping
o Define Transfer cart process to support non Punchout users.
o Cart and supplier level messages, max and min checkout
o Supports payments via Purchase Order or Credit Card/Pcard
• Wave 1 Catalog Management
o Support suppliers in the loading and management of initial catalogs
o Support Third Party Punchout supplier connections
o EqualLevel GO vendor catalog connection
• Supplier Onboarding and Transaction Management
o cXML punchout supplier connections
o EqualLevel GO cXML punchout store connection for catalogs of 50 or more items
As a part of the Marketplace implementation service, the following tasks will be delivered by
EqualLevel.
• Support To-be Business Process Design
o Provide support in establishing future state design, spec and blueprint
o Establish integration flow diagram
• Marketplace Configuration
o Configure Marketplace
o Configure users and business groups.
o Define integration points to Dekalb County School District Financial System
• Integration
o Establish cXML punchout connection between Dekalb County School District
Financial System and Marketplace
o Test and verify data exchange between Dekalb County School District Financial
System and Marketplace
• User Acceptance Testing Support
o Support UAT scripting effort
o Provide support during UAT phase
o Address any issues found during UAT phase.
• Training Support
o Provide Marketplace Admin training support to Dekalb County School District
designated resources.
• Supplier Onboarding (Wave 1)
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Statement of Work
o Assist in assessing supplier eCommerce capability.
o Punchout capable suppliers onboarding
o Migrate existing customer managed catalogs and Punchout connections.
Exhibit 1 - Milestones
Milestone Date Event Completion Criteria
Implementation Kick-Off EqualLevel and Dekalb
County School District project
members and stakeholders
introduced. Project scope,
deliverables, timeline
explained.
Marketplace Admin training delivered Training of Dekalb County
School District Admins
Marketplace environment configured Dekalb County School District
project team members have
access to the test/staging
marketplace environment
Integration testing completed If external system integration
is in scope, integration is in
place and working per
specification.
Wave 1 Supplier Onboarding completed Dekalb County School District
has signed off on the Wave 1
Suppliers onboarding effort.
Marketplace implementation verification Dekalb County School District
completed confirm that configuration
meet defined Business
Requirements
User Acceptance Testing (UAT) completed Dekalb County School District
validation against the in-scope
requirements is complete.
EqualLevel and Dekalb County School District roles and responsibilities include but are not
limited to the following:
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Statement of Work
1.6 EqualLevel Responsibilities
• Coordinate and lead all meetings, workshops, and training sessions per the attached project
plan.
• Provide up to two web-based training sessions to Client’s full-time Administrative
employees.
• Provide project management, including coordination and management activities, issue
tracking, and bi-weekly status reporting to Client.
• Coordinate Client acceptance testing.
• Provide configuration options to the Client offering configuration choices.
• After initial training is completed, prepare the Solution for go-live.
• Provide issue resolution according to the severity levels and response times as outlined in
the Agreement.
• Provide overview of Level II and III support to Dekalb County School District
1.7 EqualLevel Key Personnel
Name Role Email
Carrie Russell EqualLevel Management Representative crussell@equallevel.com
Ryan Libunao Project Lead rlibunao@equallevel.com
Kelly Sullivan Supplier Enablement Lead ksullivan@equallevel.com
Jawanza Manteen Integration Lead jmanteen@equallevel.com
1.8 Dekalb County School District Responsibilities
Dekalb County School District agrees to undertake at its sole expense, the following
responsibilities:
• Assignment of an internal dedicated project manager to manage the internal deliverables
during implementation.
• Assignment of Marketplace Administrator(s).
• Support as required for all buyer implementation calls.
• Provide technical and functional access for integration to third party systems.
• Develop and implement test scripts for client acceptance.
• Plan, coordinate, and participate in training sessions.
• Plan and direct the production deployment (Go-live).
1.9 Assumptions
• To be defined
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Statement of Work
1.10 Risks
The project risks will be identified and tracked to closure during the implementation phase.
Risk Rating
(W- Watch, Impact/
Ref M- Mitigate, Probability Mitigation
# A – Address) Risk Description Description of Impact Rating Plan
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Statement of Work
Marketplace Implementation Cost
One time only, initial marketplace implementation cost for set up and integration of the Dekalb
County School District Guided Buying marketplace.
Description Price Notes
Marketplace Implementation & Integration
Marketplace Setup and Configuration $14,500 Fixed Price Delivery
Marketplace Integration to ERP $3,500 Fixed Price Delivery
Single Sign On $3,000 Fixed Price Delivery
Training
Administrator Training Included Online webinar session
One hour webinar
Launch Day Webinars Included
session
Additional End User Webinars $500 per One hour webinar
ODC
Travel and Lodging NA
Optional Support and Services Work
EqualLevel provides optional support and services work to meet customer needs beyond the
initial scope of the marketplace implementation.
Description Price Notes
Custom development
and integration work.
Statement of Work
Marketplace Customization Work $175/hour (SOW) shall be provided
to Dekalb County School
District prior to starting
work.
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