Town of Rocky Mount

REQUEST FOR PROPOSALS FOR

Enterprise Resource Planning (ERP) System

April 18, 2018

Town of Rocky MountFinance Department

345 Donald Ave.Rocky Mount, VA 24151

Ph: 540-483-5243

Table of Contents

1.0 PURPOSE

2.0 COMPETITION INTENDED

3.0 CURRENT FINANCIAL SOFTWARE

4.0 SCOPE OF SERVICE

5.0 SUBMITTAL INSTRUCTION – GENERAL

6.0 EVALUATION PROCEDURES

7.0 SPECIAL TERMS AND CONDITIONS

8.0 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS/OFFERORS

9.0 CERTIFICATE OF NO COLLUSION

10.0 REFERENCES

11.0 INSURANCE REQUIREMENTS

12.0 PROPRIETARY INFORMATION

13.0 COOPERATIVE / PIGGYBACK CLAUSE

1.0 PURPOSEThe Town of Rocky Mount, founded in 1873, is located in the central Blue Ridge region of Virginia with a population of 4,800. It is located between the cities of Roanoke and Martinsville on U.S. 220. Acting as the seat of Franklin County, the Town has a mix of residential, commercial, and industrial citizens. The proposed fiscal year 2019 (July 1, 2018 through June 30, 2019) budget includes a $7.4 million general fund and a $4.7 million utilities (water and sewer) fund. The Town has 3,000 water and sewer customers with the monthly average water billed at 23 million gallons and sewer billed at 17 million gallons. The property taxes levied for the 2018 tax year are $1 million. Additional information on the Town can be found on its website www.rockymountva.org.

The primary intent of this Request for Proposal (RFP) is to obtain proposals from qualified firms for an ERP system including application software, implementation services, project management, user and technical training, data conversion, interface development, change management, functional and integration testing, documentation, maintenance and support, and (if applicable) technology infrastructure items (e.g., minor hardware, database licenses). Like leading private companies, the Town of Rocky Mount (Town) is utilizing ERP as a “technology standard”. As such, it is especially interested in proposals from ERP vendors that offer a broad range of modules that they directly manufacture. The enterprise system must be an integrated set of products that rely on a common database and operating system platform and can be, but not necessarily, internet based.

The Town does not discriminate on the basis of race, religion, color, sex, national origin, age, or disability, or against faith-based organizations as defined under the Virginia Public Procurement Act on the basis of such organization's religious or charitable character. Reasonable accommodations will be provided to persons with disabilities, if required.

This procurement is governed by the procedures of the Virginia Public Procurement Act and the procurement procedures of the Town. Where applicable, the meaning of a word or phrase used herein shall be the meaning given in the Virginia Public Procurement Act. Specifically, this procurement of professional services will follow the procedures in Sec. 2.2 of the Code of Virginia.

There is no expressed or implied obligation for the Town to reimburse responding firms for any expenses incurred in preparing proposals in response to this request.

All references to “the Town”, means “the Town of Rocky Mount”.

To be considered, one (1) original proposal, three (3) copies, and one (1) electronic version of the proposal must be received by the Town at 345 Donald Avenue, Rocky Mount, VA 24151 no later than Wednesday, May 16, 2018 at 2:00 p.m. Eastern Standard Time. Offerors shall also submit one (1) electronic version with redacted proprietary information, if any, on a separate thumb drive (labeled) in addition to the required number of proposals listed above. The Town reserves the right to reject any or all proposals submitted.

2.0 COMPETITION INTENDEDIt is the Town’s intent that this Request for Proposal (RFP) permit competition. It shall be the offeror's responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification shall be received by the Purchasing Agent not later than nine (9) calendar days prior to the date set for acceptance of proposals.

3.0 CURRENT FINANCE SOFTWARE

3.1 Town of Rocky Mount’s Financial Software

The Town’s Finance Department currently utilizes the Conduent financial software package implemented twenty-five years ago. It runs on an AS400 in the Town’s Municipal Building. There are five employees in the Finance Department and four cash registers. Currently there are no other departments with access to this software, but the Town would like for there to be connections with our other departments which include Town Manager, Community Development, Police, Fire, Public Works, Water Plant, and Wastewater Plant. Some departments are physically located away from the Town Municipal Building.

Current modules include:General LedgerHR/PayrollUtility BillingCash RegisterBusiness LicenseAccounts ReceivableFixed AssetsBudgetingProcurement

The Town is also seeking a property tax module in the new ERP system. This module will be for billing and tracking payments. Assessments come from the County Commissioner of Revenue office and must be integrated into the Town’s module for property taxes.

The Town would also like a description of the vendor’s capabilities for the processing of credit cards both in person and via the internet. The Town would also like to see the possibility of processing e-checks via the internet.

3.1.1 The Town currently has these third party applications / integrations:

Fuel Master Sensus meter reading

3.2 The Town would also like the vendor to quote separately for hardware requirements for the use of its software package. Suggestions include:

12 desktop (and / or laptop) workstations capable of also accommodating MS Office2 LaserJet printers (print only / black ink only) for reporting and printing checks 1 MICR toner 10 multifunction printers / scanners / copiers for workstations10 bar code readers4 iPad for cash drawer card payments4 PayPal card readers and stands

4.0 SCOPE OF SERVICESThe Town is seeking qualified firms experienced in providing an Enterprise Resource Planning (ERP) System. The ERP System must address the main modules as described in Section 3.0 (Current Finance Software).

The Town desires a system that has the flexibility and capability to meet the Town’s current and future enterprise functions. As part of the implementation strategy, the Town intends that the Contractor complete the design phase before it authorizes the Contractor to proceed on subsequent implementation phases. To accommodate this strategy, the Town is requiring offerors to submit a not-to-exceed price for this project, including both design and implementation phases. Offerors will be required to break out the price for the design phase. Once the Town has accepted the design documents, the Town may, at its sole discretion, choose to complete the remainder of the contract based upon future negotiated task orders. Each future task order will contain an updated project plan and an updated scope of work.

5.0 SUBMITTAL INSTRUCTIONS – GENERAL5.1 Structure of Proposals

Proposers are instructed to submit one (1) original and three (3) hardcopies. Offerors shall also submit one (1) electronic version of the Proposal, and one (1) electronic version with redacted proprietary information (labeled), on a thumb drive to the Town. Information contained in the Proposal shall be stated in a clear and concise manner. The original Proposal shall be bound, and numerically tabbed as follows:

.Tab 1 – Introductory Letter

Provide the name of your firm, primary contact person(s)’ name, office address, telephone number, email address, and website address. Describe the ownership structure of your firm and any affiliated businesses of the firm.

Tab 2– Statement of Experience

a) Provide evidence of a minimum of five (5) years of demonstrated experience in performing comparable work in providing, installing and implementing an Enterprise Resource Planning System (ERP) solution.

Tab 3 – Proposal Work Plan, Approach, Timelines, and Training

a) Provide a detailed description of the Work Plan, Approach, Timeline, and Training that you propose using to meet the objectives described in Section 4.0.

b) Specify the level of involvement and specific tasks you will require from the Town (or end-users) of each objective.

c) Describe the processes to be used and the deliverables to be produced.

d) Describe and address the training needs of the end-users, and the amount of training time required. Training workshops must cover all system components, and any printed or electronic materials required for users.

e) Identify the Project Leaders(s) to be committed to this project and the conditions of the individual’s continued availability for follow-on work.

Once identified, the project leader(s) cannot be changed without the approval of the Town.

Tab 4 – Proposed Enterprise Resource Planning (ERP) System

a) Provide a description of the proposed ERP System. This must include a summary description of the system’s capabilities to meet the Town’s requirements. The purpose of this summary is to ensure the Town has a high-level understanding of the proposed system.

b) Offerors shall describe any assumptions made in proposals in detail.These should include any assumptions related to the current Town’s technical environment, project management approach, and the Town’s resources available during implementation and support phases.

Tab 5 – System Support

a) Provide a description of the support available for the proposed system.Offerors must include a summary description of the support system’s operations and capabilities and any potential limitations.

b) Provide technical support hours, the average resolution time for incidents, events, and problems, and a Service Level Agreement sample.

Tab 6 – Project Cost Proposal

1. Provide a not-to-exceed price for a complete Turnkey Project Cost.Cost must be broken down to include both design and implementation phases.

a) Identify the key cost drivers that you expect to influence the costs of this project and your ability to contain them.

b) Provide yearly maintenance cost, yearly percentage increases or decreases, and yearly customizations increases or decreases, if any.

.Tab 7 – Exception to the RFP.

All exceptions shall be clearly identified and a written explanation shall

include the scope of the exception, ramification of the exception for the Town, and a description of the advantages to be gained by the Town as a result of these exceptions. The Town reserves the right to accept or reject any exceptions.

Tab 8 – Certificate of No Collusion from the vendor should be included.

Tab 9 – References

At least three (3) References should be provided with particular emphasis on proximity to the Town of Rocky Mount and of comparable size to the Town of Rocky Mount utilizing similar software modules. References should include contact name, title, address, phone number, e-mail address and number of years using the vendor’s software.

Tab 10 –Insurance Requirements

Vendor agrees to procure and maintain in effect insurance policies in the amount and with the type of coverage shown below.

1. Errors and Omissions insurance protecting the contractor and its employees in an amount not less than $1,000,000.

2. The contractor shall certify that it carries workers’ compensation insurance for its employees.

3. Commercial General Liability insurance on an “Occurrence Basis” with limits of liability not less than $1,500,000 per occurrence and / or aggregate combined single limit personal injury, bodily injury, and property damage.

4. Motor Vehicle Liability, with limits of liability not less than $500,000 per occurrence combined single-limit bodily injury and property damage. Coverage shall include all non-owned vehicles, and all hired vehicles.

Tab 11 –Vendor should state if any Proprietary Information is included in their response.

Tab 12 – Cooperative / Piggyback Clause

For the term of the Agreement(s) resulting from this Request for Proposal, and any mutually agreed extensions pursuant to this request for bids/proposals, Vendor will allow a public corporation or agency (including any county, town, city, municipality or other public agency or authority) within the State of Virginia, the right to purchase identical software & services under the same scaled pricing matrix and at the same terms and conditions (“piggyback”) as the Town.  Acceptance or rejection of this clause will have no effect on the outcome of this RFP.  

Vendor acknowledges its intent to extend this clause based upon signature hereof:  ________________

Failure by Proposer to supply all information required may result in the proposal being rejected by the Town, at its option. The Town will not be liable for any costs incurred by the Proposers in preparing, submitting or presenting the proposal or in satisfying any demonstration or other requirements.

SUBMITTAL AND RECEIPT OF PROPOSALS: Each proposal must be received in the Town of Rocky Mount’s Finance Department, located at the Town’s Municipal Building at 345 Donald Avenue, Rocky Mount, VA 24151 no later than 2:00 p.m. Eastern Standard Time Wednesday, May 16, 2018.

Each proposal mailed, delivered or sent by a parcel service must be addressed to:

ATTN: Linda Woody, Finance Director

Proposal not received in the Town’s Finance Department by the date and time requested, for any reason whatsoever, will be rejected as untimely.

Each proposal will be time stamped upon its receipt and will be retained unopened in a secure location until the time and date set for the receipt of the proposals. The time for the receipt of proposals shall be determined by the time stamp in the Finance Department.

Each offeror is responsible for assuring that its proposal is stamped by the Finance Department personnel by the deadline indicated.

In determining whether a mailed proposal is timely, no consideration will be given to the date of the postmark.

Each late proposal shall be returned unopened to the offeror.

COMMENTS: It is the Town’s intent that this RFP promote competition. Each offeror is responsible for advising the Town if any language, requirements, specifications, or other elements of this RFP inadvertently restrict or limit the requirements stated in this RFP to a single source. The notification must be received by the Town’s Finance Department not later than nine (9) calendar days prior to the date set for the receipt of the proposals. A review of such notifications will be made.

The Town solicits comments from all offerors concerning this RFP.

QUESTIONS: Any questions pertaining to the Scope of Service, or other solicitation documents must be received in writing by the Town’s Finance Department, beforeWednesday, May 16, 2018, 2:00 p.m. Eastern Standard Time to:

Linda Woody, Finance DirectorTown of Rocky Mount

345 Donald Ave.Rocky Mount, VA 24151

Phone: 540-483-5243

e-mail: lwoody@rockymountva.org

6.0 EVALUATION AND SELECTION PROCESS

Offerors are to make written proposals, which present the Offeror’s qualifications and understanding of the work to be performed. Offerors are asked to address each evaluation criteria and to be specific in presenting their qualifications. Proposals should be as thorough and detailed as possible so that the Town may properly evaluate your capabilities to provide the required services.

Selection of the successful Offeror will be based upon submission of proposals meeting the selection criteria. The minimum selection criteria will include the following:

Criteria Description

Maximum Score

Proposed Enterprise Resource Planning (ERP) System

A clearly demonstrated understanding of the work to be performed and completeness and reasonableness of the proposing firm’s plan for accomplishing the requested services

30 points

Experience

This criterion considers (1) demonstrated experience in performing comparable work, (2) the results of reference checks, and (3) the offeror’s experience in providing the services solicited by this RFP as set forth in the offeror’s response

30 points

Project CostA complete Turnkey Project Cost to include both design, implementation and data conversion.

20 points

Ongoing CostsThe cost of on-going support, maintenance, service and customizations. 20 points

TOTAL POSSIBLE POINTS

100 POINTS

The Evaluation Team will independently read, review and evaluate each proposal and a recommendation will be made on the basis of the criteria listed within this section.

Once each member of the committee has independently read and rated each proposal, based on the criteria listed above, a preliminary evaluation rating will be developed which indicates the group’s collective ranking of the highest rated proposals in a descending order. At this point, the evaluation team will conduct interviews with the top ranked firms. During the interview process, non-binding price proposals and costing data can be discussed. Once these interviews and discussions are completed, including the non-binding estimates of cost, the committee will finalize the rankings, including consideration of costs of services. Final negotiations for a binding estimate of cost will begin with the top ranked firm. If a contract acceptable to the Town cannot be negotiated at a price considered fair and reasonable, negotiations shall be terminated with the top ranked firm and negotiations will then proceed with the next highest ranked firm until an agreement is reached. The Evaluation Team will conduct all subsequent negotiations and will make a recommendation to the Town.

Each Offeror, by submitting a proposal in response to this Request for Proposals, represents that the Offeror has read and understands the Scope of Service and has familiarized itself with all Federal, State and Local laws, ordinances, rules and regulations that in any manner may affect the cost, progress or performance of the contract work.

The estimated time table for this project is as follows:

May 16, 2018 – Proposals Due 2:00 p.m. May 2018 – Proposal Review / Selection of final firms

June 2018 – Interviews with final firms June 2018– Contract AwardJuly 2018 - Project Kickoff & PlanningAugust 2018 - Needs AnalysisSeptember 2018 - System ConfigurationOctober 2018 - Data ConversionNovember 2018 - Verify ConversionDecember 2018 – End User Training January 2019 – Live Operations

7.0 SPECIAL TERMS AND CONDITIONS

7.1 The extent and character of the services to be performed by the Contractor shall be subject to the general control and approval of the Finance Director or her authorized designee(s). The contractor shall only comply with requests and/or orders issued by the contract administrator or her authorized designee(s) acting within their authority for the Town.

7.2 No additional charges shall be passed to the Town, including any travel or lodging, etc.

7.3 Hours of work shall be from 8:00 A.M. to 5:00 P.M. Monday through Friday.However, firms may be required to perform certain work after normal Town business hours.

8.0. GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

To be considered, one (1) original proposal, three (3) copies, and one (1) electronic version of the proposal must be received by the Town at 345 Donald Avenue, Rocky Mount, VA 24151 and no later than Wednesday, May 16, 2018 at 2:00 p.m. Eastern Standard Time. Offerors shall also submit one (1) electronic version with redacted proprietary information, if any, on a separate thumb drive (labeled) in addition to the required number of proposals listed above.

Any other information that vendor believes uniquely qualifies your firm to provide the Town’s ERP system may also be included in your proposal.

The Town reserves the right to reject any or all proposals submitted.

All proposals received shall become a part of public record and are subject to public disclosure.

9.0. CERTIFICATE OF NO COLLUSION

Certificate of No Collusion from the vendor should be included.

10.0 REFERENCES

At least three (3) References should be provided with particular emphasis on proximity to the Town of Rocky Mount and of comparable size to the Town of Rocky Mount utilizing similar software modules. References should include contact name, title, address, phone number, e-mail address and number of years using the vendor’s software.

11.0 INSURANCE REQUIREMENTS

Vendor agrees to procure and maintain in effect insurance policies in the amount and with the type of coverage shown below.1. Errors and Omissions insurance protecting the contractor and its employees in an

amount not less than $1,000,000.2. The contractor shall certify that it carries workers’ compensation insurance for its

employees.3. Commercial General Liability insurance on an “Occurrence Basis” with limits of

liability not less than $1,500,000 per occurrence and / or aggregate combined single limit personal injury, bodily injury, and property damage.

4. Motor Vehicle Liability, with limits of liability not less than $500,000 per occurrence combined single-limit bodily injury and property damage. Coverage shall include all non-owned vehicles, and all hired vehicles.

12.0 PROPRIETARY INFORMATION

Vendor should state if any Proprietary Information is included in their response.

13.0 COOPERATIVE / PIGGYBACK CLAUSE

For the term of the Agreement(s) resulting from this Request for Proposal, and any mutually agreed extensions pursuant to this request for bids/proposals, Vendor will allow a public corporation or agency (including any county, town, city, municipality or other public agency or authority) within the State of Virginia, the right to purchase identical software & services under the same scaled pricing matrix and at the same terms and conditions (“piggyback”) as the Town.  Acceptance or rejection of this clause will have no effect on the outcome of this RFP.  

Vendor acknowledges its intent to extend this clause based upon signature hereof:  ________________