Sharon R. BockSharon R. BockClerk & ComptrollerClerk & Comptroller

Palm Beach CountyPalm Beach County

Payroll/ERP ProjectPayroll/ERP ProjectInvitation to Negotiate (ITN)Invitation to Negotiate (ITN)

No. 06No. 06--11 for11 forOracle PeopleSoft v9.0 Implementation Oracle PeopleSoft v9.0 Implementation

ServicesServices

Vendor ConferenceVendor ConferenceFebruary 23, 2007February 23, 2007

• Welcome and Introductions

• What is Being Procured?

• ITN Scope and Anticipated Timeline

• Vendor Qualifications

• ITN Structure

• Reply Response & Evaluation

• Vendor Oral Presentations

• Questions

AgendaAgenda

• Please sign in

• Purpose is to provide vendors an opportunity to obtain clarification of ITN requirements

• Answers and discussions given today are not binding; must be followed up in writing

• Nothing in this presentation (visual, verbal, or written) shall be construed to alter in any way the contents of ITN No. 06-11 or amendments to ITN No. 06-11, if any exist. In the event of conflicts the ITN or latest amendment, if any exist, shall prevail.

Vendor ConferenceVendor Conference

• Clerk & Comptroller (Clerk) is an independent constitutional officer

• Clerk serves as:

� County’s Chief Financial Officer and auditor

� County Recorder and custodian of legal records

� Clerk of the Circuit Court

� Clerk to the Board of County Commissioners (County)

• Clerk oversees Payroll and Finance functions for Clerk and County

Functions of the ClerkFunctions of the Clerk’’s Offices Office

• PeopleSoft v9.0 ERP Implementation Services� Project administration

� Software installation and certification

� System configuration

� Fit/gap analysis

� Interface and report development

� Data conversion

� System and parallel testing

� Disaster recovery planning

� Training of Clerk and County users

What is the Clerk Procuring?What is the Clerk Procuring?

• Clerk

� Project Owner

� Project Manager

� Functional Subject Matter Experts

� Information Technology Department

• County

� Functional Subject Matter Experts

� Information Systems Services

• ERP Software Vendor - Oracle

• ERP Implementation Vendor

Key Project ParticipantsKey Project Participants

• Payroll for Clerk and County

� Clerk ~ 800 employees

� County ~ 7,000 employees

• HR for Clerk

• Benefits Administration for Clerk

• Financials for Clerk

ERP Application ScopeERP Application Scope

ITN Anticipated TimelineITN Anticipated Timeline

June 29, 2007June 29, 2007Contract CompletionContract Completion

April 23, 2007 April 23, 2007 ––

June 15, 2007June 15, 2007

Vendor NegotiationsVendor Negotiations

March 20March 20--30, 200730, 2007Evaluation Committee Meeting 1Evaluation Committee Meeting 1

July 2, 2007July 2, 2007Contract Start DateContract Start Date

April 16April 16--20, 200720, 2007Evaluation Committee Meeting 2Evaluation Committee Meeting 2

April 9April 9--13, 200713, 2007Vendor Oral PresentationsVendor Oral Presentations

5:00 pm EST5:00 pm ESTMarch 19, 2007March 19, 2007Deadline for Receipt of RepliesDeadline for Receipt of Replies

12:00 pm EST12:00 pm ESTFebruary 26, 2007February 26, 2007Deadline for Notice of Intent to RespondDeadline for Notice of Intent to Respond

10:00 am EST10:00 am ESTFebruary 23, 2007February 23, 2007Vendor ConferenceVendor Conference

January 29, 2007January 29, 2007ITN No. 06ITN No. 06--11 Issued11 Issued

TimeTimeDateDateActivityActivity

• Oracle Certified Partner, Oracle Certified Advantage Partner, or the software vendor itself

• PeopleSoft implementation expertise at public sector clients similar to Clerk’s scope of work

� Prime contractor for HR & Financials in a Clerk or County site within last 2 years

� 5+ client implementation referrals within last 5 years

• Milestone/deliverables-based, fixed-fee cost reply

• Liquidated damages

• Performance bond and insurance requirements

Vendor QualificationsVendor Qualifications

1. Evaluation Committee will review and rank responsive replies and recommend highest-scoring vendor finalists to Negotiation Team

2. Vendor finalists will be required to provide an oral presentation of their ITN reply; Evaluation Committee intends to interview proposed project team key personnel

3. Negotiation Team will enter into contract negotiations with vendor finalists and select vendor offering the most advantageous contract

4. Clerk will complete contract with vendor

ITN StructureITN Structure

• Reply

� Format in ITN Section 3 – Reply Requirements

� Templates in ITN Section 5 – Appendices

• Packaging – one outer wrapping containing original and copies, CD’s/jump drives, securely sealed and addressed

• Cost reply (including hard-copy and electronic version on CD/jump drive) separately bound, sealed, and labeled within outer wrapping

Reply ResponseReply Response

Reply EvaluationReply Evaluation

100%

25%

20%

30%

25%

WeightWeight

25Cost Reply

100Total

20Approach/Methodology

30Qualifications of Staff

25Experience and Qualifications of the Firm

Max PointsMax PointsEvaluation CriteriaEvaluation Criteria

• April 9-13, 2007

• Location:Clerk & Comptroller Judicial CenterMargaret Newlan Room5th Floor, Room 5.1304205 N Dixie HighwayWest Palm Beach, FL 33401

• Notification and scheduling to take place the week of April 2nd

• Maximum 4 hours duration for each presentation

Vendor Oral PresentationsVendor Oral Presentations

• Only official contact: Alice Djubin via ADjubin@co.palm-beach.fl.us

• Email Intent to Reply by Monday noon EST

• Check for ITN amendments: http://www.pbcountyclerk.com/PayrollERPProject

• Get started on reference forms ASAP

• Resolve contract questions ASAP

• Submit Reply by March 19th 5:00pm EST

Closing RemarksClosing Remarks

Questions?Questions?

Thank You!Thank You!