COCONINO COUNTYNOTICE OF REQUEST FOR PROPOSALS

NOTICE IS HEREBY GIVEN that sealed proposals will be received by the Clerk of the Board of Supervisors for furnishing the following items or services to Coconino County as follows:

UNTIL: March 15 th , 2016 at 2:00PM FOR

RFP NUMBER: 2016-108

ITEM: County Enterprise Resource Program (ERP)

Specifications and proposal forms are available upon request. For any questions, contact Coconino County Purchasing Department, 219 E. Cherry Ave., Flagstaff, Arizona 86001. Telephone (928) 679-7190 or visit the County web site at http://www.coconino.az.gov /purchasing

Proposals shall be opened and the names of the Proposers publicly read in the meeting room of the Board of Supervisors, Flagstaff, Arizona. Details of each proposal shall not be announced at the time of opening. Such information shall be made public after all negotiations are completed and an award made by the Board. Award shall be made with reasonable promptness by giving written notice to the Proposer whose proposal best conforms to the invitation and will be the most advantageous to Coconino County. Other factors to be considered may include, but are not limited to, quality, uniformity of product and Proposer’s past performance on other contracts. Award may be made to other than the low cost proposal. However, all proposals may be rejected if the Board of Supervisors determines that rejection is in the public interest.

A mandatory pre-proposal meeting will be held on Tuesday February 23rd at 10:00 am at the Human Resources Building located 420 N. San Francisco St, Flagstaff, AZ 86001. Prospective vendors may teleconference in and meet the mandatory requirement. See information on page 20.

______________________________ Wendy Escoffier, ClerkBoard of SupervisorsCoconino County, Arizona

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INSTRUCTIONS TO PROPOSERS

1. PROPOSALS SHALL BE SUBMITTED WITH ONE ORIGINAL AND NINE COPIES ALONG WITH A FLASH DRIVE CONTAINING THE IDENTICAL PROPOSAL. In submitting Proposals, please reference the serial Proposal number on the envelope/package for the purpose of identification. All Proposals shall be submitted with original ink signatures by the person authorized to sign.

2. Proposals shall be delivered to and time stamped by the office of the Clerk of the Board of Supervisors, 219 E. Cherry Avenue Second Floor, Flagstaff, Arizona, 86001, on or before the day and hour set for the opening of Proposals in the published notice. Proposals shall be enclosed in a sealed envelope bearing the title and number of the RFP and the name of the Proposer. It is the sole responsibility of the Proposer to see that his/her Proposal is received at the proper time. Neither electronic nor “faxed” proposals shall be accepted.

3. Erasures, interlineations or other modifications in the Proposal shall be initiated in original ink by the authorized person signing the Proposal.

4. In the case of errors in extension of prices in Proposal, the unit price will govern.

5. Any Proposer may withdraw his/her Proposal, either personally or by written request, at any time prior to the closing time for receipt of Proposals.

6. All amendments to Proposals must be signed and returned to the Clerk of the Board of Supervisors with the Proposal on the specified due date and time.

7. Proposals will be opened and read in the meeting room of the Board of Supervisors at the time indicated in the call for Proposals. Details of each proposal, including proposed fees shall not be announced at the time of opening. Such information shall be made public after all negotiations are completed and an award made.

8. Proposals received after the scheduled closing time for receipt of Proposals will be returned, unopened, to the Proposer(s).

9. Per A.R.S. 11-254.01, award will be made with reasonable promptness to the Proposer whose Proposal best conforms to the Proposal Scope of Work and will be most advantageous to the County with respect to price, conformity to Scope of Work, and other factors.

10. All Proposals may be rejected if the Board determines that rejection is in the public interest.

11. The County reserves the right to waive any informalities in accepting and evaluating Proposals.

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12. If a person contemplating a Proposal for a proposed contract is in doubt as to the true meaning of any part of the Proposal documents, or finds discrepancies in or omissions from said documents, he/she shall submit to the Coconino County Purchasing office a written request for an interpretation or correction thereof. The person submitting the request shall be responsible for its prompt delivery.

13. It is the responsibility of all Proposers to examine the entire set of Proposal documents and seek clarification of any item or requirement that may not be clear and to check all responses for accuracy prior to submitting a Proposal. The proposer is required to insure that the documents received through any electronic method or Bid posting service are complete. Negligence in preparing a Proposal confers no right of withdrawal after due date and time.

14. Questions regarding the Scope of Work received less than 14 DAYS PRIOR TO THE DUE DATE before the Proposal opening shall not be answered. Any interpretation or correction of the proposed documents will be made only by addendum, duly issued, and a copy of such addendum will be mailed or delivered to all who are known to have received a set of Proposal documents. Coconino County is not responsible for any other explanations or interpretations of the proposed documents.

15. Any addenda will be mailed or delivered to all who are known by the County to have received a set of Proposal documents, and to offices where Proposal documents have been filed for review purposes. Each Proposer may ascertain prior to submitting his/her Proposal that he/she is in receipt of all addenda issued by telephoning the Purchasing office at (928) 679-7190. Proposer shall acknowledge all addenda in accordance with the instructions on the Proposal.

16. Failure on the part of the Proposer to comply with all of these instructions may result in Proposal rejection by the Board of Supervisors.

17. All Proposal prices shall be guaranteed by the Proposer to remain unchanged for a period of one hundred and twenty (120) days from and including the date of the Proposal opening.

18. The Proposal specifications shall take precedence in any situation where the instructions to Proposer and the Proposal specifications are contradictory.

19. Coconino County, City of Flagstaff, Flagstaff Unified School District, Northern Arizona University, and Coconino Community College have implemented an Intergovernmental Cooperative Purchasing Agreement. The County is also a member of the cooperative purchasing group Strategic Alliance for Volume Expenditures (SAVE) which allows participating agencies to utilize awarded County contracts. Vendor(s) shall acknowledge and agree that the Proposal and proposal prices offered to the County will also be offered to these additional agencies should they elect to purchase off of this contract. Vendor shall note how long the Proposal prices shall remain firm. Each agency shall be responsible for ordering and payment of each order placed through this cooperative purchasing agreement.

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20. All proposers shall complete the attached Disclosure of Responsibility Statement and the Non-Collusion Affidavit. Failure to do so may result in rejection of that proposal.

21. Coconino County and vendors will use their best cooperative efforts to resolve disputes arising in the normal course of business at the lowest organizational level between each party’s staff with appropriate authority to resolve such disputes. When a dispute arises which cannot be resolved in the normal course of business, the authorized persons shall notify the other of the dispute, with the notice specifying the disputed issues and the position of the party submitting the notice. The authorized persons shall use their best good faith efforts to resolve the dispute within five business days of submission by either party to the other of such dispute notice.

22. All known subcontractors to this project must be indicated in the submittal. No subcontract will be construed as making the County a party of or to such subcontract, or subjecting the County to liability of any kind to any subcontractor. No subcontract shall, under any circumstances, relieve the Independent Contractor of liability and obligation under this contract; and despite any such subletting, the County shall deal through the Independent Contractor. Subcontractors will be dealt with as workmen and representatives of the Independent Contractor.

23. The offeror’s products, services and facilities shall be in full compliance with all applicable Federal, State and local health, environmental, and safety laws, regulations, standards and ordinances regardless of whether or not they are referred to by the County. The proposer shall be familiar with and operate within the guidelines set forth by the Occupational Safety and Health Act.

24. Coconino County’s purchasing policy is in accordance with ARS 11-254.01. The County Board of Supervisors had adopted and approved this policy. The policy can be viewed on the County web site at http://www.coconino.az.gov/purchasing

25. Any proposer objecting to the recommendation of award, rejection of a proposal, solicitation procedures of an RFP, or any portion thereof, must submit a written protest to the Purchasing Specialist. This protest must be submitted prior to the Board of Supervisors meeting at which the recommendation is on the agenda for award or rejection. The protest must be filed with the Purchasing Specialist within three business days from notification of the recommendation. A complete description of the protest procedures may be found in the County Purchasing Policy located on the County’s web site at http://www.coconino.az.gov/purchasing

26. If the County is unable to successfully negotiate a contract with the highest rated offeror, the County may, begin negotiations with the next highest rated proposal, cancel that RFP and re-solicit or completely cancel the RFP.

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STATEMENT REGARDING RESPONSIBILITY AND COMPLIANCE WITH IMMIGRATION AND ANTI-TERRORISM LAWS

1. List any convictions of any person, subsidiary, or affiliate of the company, arising out of obtaining, or attempting to obtain a public or private contract or subcontract, or in the performance of such contract or subcontract.

______________________________________________________________________

2. List any convictions of any person, subsidiary, or affiliate of this company for offenses such as embezzlement, theft, fraudulent schemes, etc. or any other offenses indicating a lack of business integrity or business honesty which affect the responsibility of the contractor. (See procurement policy section 7.2 for types of offenses.)

_____________________________________________________________________

3. List any convictions or civil judgments under state or federal antitrust statutes.

_____________________________________________________________________

4. List any violations of contract provisions such as knowingly (without good cause) to perform, or unsatisfactory performance, in accordance with the specifications of a contract.

______________________________________________________________________

5. List any prior suspensions or debarments by any government agency.

______________________________________________________________________

6. List any contracts not completed on time.

______________________________________________________________________

7. List any penalties imposed for time delays and/or quality of material and workmanship.

______________________________________________________________________

8. List any documented violations of federal or state labor laws, regulations, or standards, occupational safety and health rules.

______________________________________________________________________

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9. In accordance with A.R.S § 41-4401, Offeror hereby warrants its compliance with the Federal Immigration and Nationality Act (FINA), all other Federal immigration laws and regulations related to the immigration status of its employees, and A.R.S. §23-214 which requires  every employer, after hiring an employee, shall verify the employment eligibility of the employee through the e-verify program and shall keep a record of the verification for the duration of the employee's employment or at least three years, whichever is longer.

I, , as Name of Individual Title & Authority

Of , declare under oath that (Company Name)

The above statements, including any supplemental responses attached hereto, are true.

Signature

State of

County of

Subscribed and sworn to before me on this day of

20 by representing him/herself to be

of the company named herein.

________________________ Notary Public

________________________ My Commission Expires

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AFFIDAVIT BY CONTRACTORCERTIFYING THAT THERE WAS NO

COLLUSION IN BIDDING FOR CONTRACT

STATE OF ARIZONA )) ss

COUNTY OF: ))

___________________________________________________________________(Name of Company, Representative)

being first duly sworn, deposes and says:

That she/he is ______________________________ of (Title) ________________________________

(Name of Company)_________________________________________and

That pursuant to Section 112 (C) of Title 23 USC, he/she certifies as follows:That neither he/she nor anyone associated with the said

______________________________________________(Name of Company)

has, directly or indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding for the bid for the:

RFP 2016-108County ERP

By: ______________________________________(Name of Individual/Representative)

Subscribed and sworn to before me this _______ day of ___________________, 20____

Title:

My Commission expires:

___________________________________________________ (Notary Public)

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February 5th, 2016Request for Proposals for ERP Software and Related Services

RFP #2016-108

Dear Proposer:

Coconino County is soliciting proposals for ERP software which includes financial, human resources, budget, purchasing, and related modules. The County’s project scope, timeline, critical due dates, and other pertinent details are contained in this RFP.

A pre-proposal conference has been scheduled for Tuesday February 23rd, 2016 at 10:00 am local time. Attendance at the pre-proposal conference is mandatory. The pre-proposal conference will be conducted at the Human Resources Building located 420 N. San Francisco St, Flagstaff, AZ 86001

All proposals are due in the Clerk of the Board of Supervisors, 219 E. Cherry Avenue – Second Floor, Flagstaff, Arizona 86001 no later than 2:00 p.m. local time on Tuesday March 15th. The names of the respondents will be read at that time.

Thank you for your interest in doing business with Coconino County.

Sincerely,

Scott Richardson, CPPOPurchasing Manager

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TABLE OF CONTENTS

Notice of Request for Proposal 1Instructions to Proposers 2Statement of Responsibility 5Non-Collusion Affidavit 7Letter of Introduction 8Table of Contents 9Anticipated Timeframe 12

1.0 Introduction 131.1 Background 14

1.1.1 Demographics 141.2 Project Objectives 141.3 Problem Statement 16

1.3.1 Project Statement 161.4 Background/Current Environment 171.5 Guideline 171.6 Contact with the County 201.7 Vendor Pre-Proposal Meeting 201.8 Negotiations 201.9 Public Record 211.10 Incurred Costs 211.11 Assignment 211.12 Submission Requirements 211.13 Proposal Communication 211.14 Rejection of Proposal 22

1.15 Summary of Key Transactions Volumes 22

2.0 General Terms and Conditions 242.1 Preparation of Proposals 242.2 Submission of Proposals 242.3 Proposal Results 252.4 Limitations 252.5 Proposal Evaluation 252.6 Award of Contract 252.7 Modification after Award 262.8 Cancellation of award 262.9 Execution of Agreement 26

2.10 Approval of agreement 262.11 Failure to Execute Agreement 262.12 Disqualification 26

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2.13 Ownership of Reports and Documents 262.14 Software Source Code 27

2.14.1 Software in Escrow 272.14.2 Access to Source Code 27

2.15 Software License 272.16 Software Maintenance Fees 282.17 Additional Users and Modules 282.18 Taxes 282.19 Exclusivity 282.20 Delivery of the Project Plan and Design Document 282.21 Severability 28

3.0 Current Technology Environment 293.1 Technology Standards 293.2 Existing System Uses and Processes 293.3 County Organizational Charts 32

4.0 Project Scope of Work 324.1 Project Scope 324.2 Required Services 334.3 Optional Services 334.4 Implementation Requirements 344.5 Conversion Requirements 34

5.0 Functional Requirements 34

6.0 County Master Service Agreement 36

7.0 Proposal Submittal Requirements Response Format 367.1 Executive Summary 377.2 Company Background 37

7.2.1 Company Information 377.2.2 Client User Base 377.2.3 Personnel 387.2.4 Project Understanding 38

7.3 Application Software 397.4 Technical Infrastructure 39

7.4.1 Hardware and Storage Environment 397.5 Vendor Hosted (Optional) 407.6 Implementation Plan 41

7.6.1 General Implementation Approach 427.6.2 Project Management Approach 427.6.3 Hardware, Software Storage Design and 44

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Installation7.6.4 Data Conversion Plan 447.6.5 Report Development 447.6.6 Integration and Interfaces 457.6.7 Training 457.6.8 Change Management Approach 467.6.9 Testing 467.6.10 Operational Redesign 477.6.11 System Documentation and Manuals 477.6.12 Disaster Recovery Plan 477.6.13 Knowledge Transfer 47

7.7 Staffing Plan 477.8 Ongoing Support Services 487.9 Functional System Requirements 48

7.10 Cost Proposal 497.11 License and Maintenance Agreements 507.12 Exceptions and Deviations 507.13 Required Forms and Attachments 50

7.13.1 Proposal Signature Form 507.13.2 Other Forms 517.13.3 Standard Forms and Contracts 51

8.0 Evaluation and Award 528.1 Project Governance and Evaluation Structure 528.2 Overview of the Evaluation Process 528.3 Evaluation Criteria 538.4 Award 54

Vendor Signature and Information Form 56Proposal Checklist 57

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Anticipated Timeline Overview

Listed below are specific and anticipated dates and times of actions related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed. In the event that it is necessary to change any of the specific dates and times in the calendar of events listed below, an Addendum to the RFP will be issued.

Milestone Time Frame

RFP Issuance February 5th, 2016Vendor pre-proposal meeting February 23rd 10:00 am local timeDeadline for vendor questions March 1, 2016Addenda issued for answers to questions and requests for information

TBD

Proposals due March 15th, 2016 2:00 pm local timeAll of the following are estimatedEvaluate written proposals By April 15thSelect short-listed vendors By April 30thSet dates for Software demonstrations May 1, 2016Conduct software demonstrations End of MaySite visits and other due diligence End of JuneBest and final offers End of JuneComplete contract negotiations and Statement of Work with finalist

TBD

Note : Vendor demonstrations are an integral part of the selection process. Vendors that cannot demonstrate their software during the dates prescribed by the County may be eliminated. The agenda for software demonstrations will be distributed to vendors that have been short-listed for software demonstrations approximately two weeks in advance of the demonstrations.

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COCONINO COUNTYRFP 2016-108

Enterprise Resource Planning (ERP) System

1.0 INTRODUCTION

Coconino County (the “County”) is soliciting proposals for a comprehensive, fully integrated Enterprise Resource Planning (ERP) System that not only meets the requirements set forth in this Request for Proposal (RFP), but also is flexible and scalable in order to meet its future business and technology needs.

The purpose of the RFP is to provide interested vendors with sufficient information to enable them to propose and submit proposals for application software that will fulfill the specified information processing needs of the County. Proposals also should include detailed installation, maintenance and training costs.

The County seeks proposals from all interested software and implementation services suppliers that have proven experience in Enterprise Resource Planning (ERP) systems supporting local government (County, City, etc.). The scope for the system functions may include but not be limited to

General Ledger/Chart of AccountsBudget Preparation and Budget ControlAccounts PayableProject and Grant AccountingUser Definable Reporting Fixed AssetsCAFRPurchasingProcurement Card ManagementBid Management and Vendor Self ServiceContract ManagementMiscellaneous Billing and Accounts ReceivableOn line time sheetsPayrollApplicant Tracking/RecruitmentCertification and License ManagementClassification and CompensationCompliance and ReportingEmployee BenefitsEmployee RelationsEmployee Self ServiceEmployee Program AdministrationEmployee Training and Development (Learning Management System)

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Human Resources Information System (HRIS)Onboarding Organizational Development (OD)Performance ManagementPersonnel AdministrationPosition ControlRisk Management

The County would like to complete the procurement process no later than September 2016 and begin system implementation shortly thereafter.

Vendors are invited to propose implementation timeframes based upon their experience with similar size local government organizations with a brief explanation of why the proposed implementation approach may be desired by the County.

1.1 BACKGROUND

1.1.1 Demographics

The County is devoted to enhancing the quality of life of our employees, citizens, as well as the many visitors to Northern Arizona. Coconino County is the second largest county in the forty eight contiguous United States. The County was created in 1891 and was carved out of Yavapai County, and it includes 18,661 square miles and a population of 136,011. The County includes the cities of Flagstaff, Williams, Page, Fredonia, parts of Sedona and the Grand Canyon.

The County has approximately 1200 employees and an annual budget of $175,000,000. The County is governed by an elected five member Board of Supervisors.

1.2 PROJECT OBJECTIVES

The County desires to upgrade and/or replace its current ERP system, which includes finance and HR management functions. The County desires to move to a windows based technology environment, and in doing so to: improve customer service; improve employee productivity; improve employee satisfaction; improve decision making capabilities; improve reporting capabilities and to provide a mechanism to measure achievement (to support decision-making and analysis)

The County desires to replace the current systems with a state-of-the-art solution, embracing best business practices embedded or made configurable in the software.

The County seeks a vendor that will continually enhance the proposed solution to support industry best practices and requirements for local government.

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In general, the County wishes to implement an integrated full-function solution supported by a single vendor, as opposed to a “best-of-breed” approach and multiple vendors. However, the County reserves the right to make multiple awards as it deems appropriate.

The County wishes to implement the selected solution without compromising its ongoing operations.

The County intends to implement an out-of-the-box software package and to limit the amount of customizations (i.e., changes to source code) made to the base application.

The County desires a user-friendly, table-based software application.

The County seeks an application solution based on a user-friendly administrative, configurable user interface to promote system use, productivity and minimize the need for training.

Eliminate the need for “offline shadow systems” including spreadsheets, etc. to support financial activities and to track project expenditures and status.

Eliminate the need for redundant data entry.

Provide ability to grow within the proposed solution. Functional experts within the County end user Departments and the County’s IT Department would support the integrated application.

The County seeks a system that includes easy-to-use customizable reporting tools, tools that will enable end users at all skill levels to access information stored in a single, integrated relational database for analysis without requiring programmer support.

Key business drivers are an inefficient and non-integrated current environment, sophisticated users lacking the ability to leverage their technology; and a current technology market existing for government of this size.

The County currently uses various vendor software applications and prefers a single, integrated ERP solution to the degree that this is possible through a single vendor. Vendors may propose an integrated, single source solution including their own or a third party product in order to provide the required functionality. The County will consider all solutions fairly on the basis of overall functionality, value and cost as further detailed in the section on evaluation criteria.

1.3 PROBLEM STATEMENT

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As with most organizations, the current state of affairs in Coconino County is the result of years of processes and procedures that, while effective for their initial purpose, can benefit from today’s modern approaches and state-of-the-art technology. The County has made substantial strides in streamlining business operations; now it is time to put into operation this new sense of direction.

The current-state also includes systems that have run their useful life and need to be upgraded or replaced.

Below are some of the key focus areas:

• Certain systems do not interface in a way that takes advantage of enterprise-class system strengths.

• Although some processes are automated, numerous manual processes still exist throughout the County. In some cases, this results in duplication of work or re-work and delays in processing.

• Documentation of current processes and understanding of these processes is not easily accessible or non-existent.

• Microsoft Office 365 is the primary software employed throughout the County.

• The County is limited in its ability to share data for analysis and sees an enterprise environment as one way that will help improve the quality of data from and between departments.

• The County is looking to improve on its ability to ensure that required information and documents are properly provided by requesting departments and proper authorizations and reviews are completed.

The Enterprise Resource Planning (ERP) system project includes but is not limited to an integrated system with a common database; real-time view of data and transactions; technologies that support ERP systems; and strategies designed to optimize ERP project benefits services.

The purpose of this contract is to acquire, convert, implement, analyze and document business processes and other relevant professional services and train the County on an Enterprise Resource Planning solution that allows the County to have an integrated view of all the business processes and other sub-processes for the various departments within the County.

1.3.1 Project Statement

The ERP system will leverage established “best practices” that increase efficiency and effectiveness in reporting and operations while achieving the County Department’ and goals. This ERP will allow the County to ensure available resources are utilized in an optimum manner while the system structure will ensure the proper controls and procedures are followed with minimal intervention from outside the ERP system.

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1.4 Background / Current Environment

The County’s ERP system (Sungard Public Sectors Naviline) was implemented in 1998 to replace a custom mainframe system. The initial 1998 implementation efforts focused primarily on Finance and payroll. Subsequently, in 2012, the County undertook a second phase and implemented the HR and Grants Modules. Today, the ERP system supports the following business functions: Accounts Payable, General Ledger, Purchasing, Payroll, HR, Budget, and integrations with other County systems, such as Asset Management, cash receipting, CAFR Reporting, time keeping, and Special Assessment billing.

The County relies heavily on sharing of data and information within its application portfolio. The County has implemented and sustains maintenance agreements or supports internally the following systems:

Microsoft 365 Suite of Products (Office, MS Project, SharePoint, MS Exchange, Active Directory, SQL, etc.)

CAFR 2000 Bank of America Works program Sage Asset Management FASGOV Special Assessment Billing GIS (ESRI) Intergraph CAD / RMS (Sheriff) Impulse (Facility Services Request & Customer Services Request) Tyler Eagle (Recorder, Assessor, Treasurer) Paladin SmartGov (Land Management / Permitting) Executime Time & Attendance Reporting Neogov (HR Performance Evaluation (PE) and Applicant

Tracking/Recruitment (Insight) and OnBoarding (ON)) Inspired Learning (Learning Management System) RTA (Public Works parts Fleet Management) Cartegraph (Asset and WO Management)

1.5 GUIDELINES

When responding to this RFP, please follow all instructions carefully. Please submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the instructions. Failure to follow these instructions may be considered an unresponsive proposal and may result in elimination from further consideration.

Vendors should take special note of the following:

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i. Vendors shall provide a cost proposal/matrix. All components listed in Section 7.10 must be included.

ii. The County is seeking a “Full Cost” proposal (which may include phased implementation of various application components). Vendors should ensure their implementation plan covers all anticipated costs.

iii. Vendor shall provide a detailed implementation schedule showing a minimum of a timeline for major implementation tasks/milestones, a project staffing model indicating vendor and County personnel assigned to the project across the entire timeline, whether each project assigned staff is assumed to be full-time or part-time, and indication of vendor staff and proposed man hours to be spent on site.

iv. Vendor should specify what training they recommend, what training that will include, how it will be staffed and the total training cost. Training shall be conducted on-site.

v. Assuming some components of the new System will be phased in over the implementation timeline, vendors should provide an explanation as to how parts of the new System will operate and function (in an integrated manner) with parts of the old, current System still operating.

vi. If the vendor plans to demonstrate a specific product, module, functionality, or service during the selection process, they must include the cost in the proposal.

vii. All functionality identified in the ERP Functional Requirements matrix http://coconino.az.gov/DocumentCenter/View/11556 must be included in the costs proposed in response to this RFP. Vendors should provide costs for each customization identified, and identify the specific software module required to meet each business requirement.

viii. In order to achieve a manageable list of functional requirements, the ERP Essential Functionality section is intended to list certain functionalities that are important to the County, and which the County will use to evaluate the responses to the RFP. It is not intended to list every element of functionality that the County would expect any ERP to achieve (e.g. maintain name and addresses of employees in a payroll system).

By virtue of submitting a proposal, interested parties are acknowledging:

ix. This RFP is a request for software and implementation services.

x. A software vendor may partner with a firm certified to implement its software. In proposals in which the software vendor is partnering with a

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separate implementation vendor, a transmittal letter must be submitted stating that the implementation vendor is a certified implementer of the proposed software.

xi. The software vendor must be the entity providing the responses to the detailed business requirements. The software vendor shall in all respects be considered the prime contractor.

xii. The County reserves the right to reject any or all proposals if it determines that

select proposals are not responsive to the RFP. It also reserves the right to meet and/or correspond with individual vendors at any time to gather additional information. Furthermore, the County reserves the right to delete or add functionality (i.e., modules) up until the final contract signing.

xiii. All third party software solutions proposed as part of this package to meet the functional requirements are subject to the same requirements of this RFP, unless otherwise stated. The primary software vendor will serve as the prime contact for all work related to this RFP.

xiv. The County expects to enter into a software licensing agreement or SaSS and implementation services contract with the prime contractor. These Agreements and contracts will be through reference within the County’s Master Service Agreement, Section 6.0.

xv. All vendors submitting proposals agree that their pricing is valid for acceptance for a minimum of one year after proposal submission to the County. Pricing must be submitted as a fixed price (given the assumptions made by Vendor) and shall be broken out as provided in the price proposal section. Proposals which do not submit pricing on a fixed price basis may be eliminated from further consideration. Payments will be tied to agreed upon milestones. Vendors are to provide all work effort needed to meet the detailed functional requirements as part of their proposal. Pricing, once accepted, shall not change during the implementation period.

xvi. The County requires that licenses for software be "perpetual" (i.e., the County purchases and retains the license to use the software forever) and of a “fixed” price nature (i.e., license fees, maintenance, and support cost schedule for first five years are presented). Furthermore, vendors must provide a “not-to-exceed” maintenance schedule for Years 6-10 (e.g., 2% escalator per year).

xvii. All firms submitting proposals are encouraged to submit the most competitive proposal possible, as the failure to do so may lead to elimination prior to software demonstrations.

xviii. When responding to this RFP, please follow all instructions carefully. Please submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the

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instructions. Failure to follow these instructions may be considered an unresponsive proposal and may result in immediate elimination from further consideration.

1.6 CONTACT WITH THE COUNTY

In an effort to maintain fairness in the process, all inquiries concerning this procurement are to be directed, in writing, only to the County’s Purchasing Manager, Scott Richardson at the address noted below. Vendors are specifically directed NOT to contact any personnel other than specified personnel identified in this RFP, for meetings, conferences or technical discussions that are related to the RFP. Unauthorized contact may be cause for rejection of the vendor’s RFP response.

All communications regarding this RFP process should be directed in writing to:

Scott RichardsonPurchasing Manager

Coconino County (928) 679-7191

(928) 679-7190 (Fax)srichardson@coconino.az.gov

1.7 VENDOR PRE-PROPOSAL MEETING

A mandatory Vendor pre-proposal meeting will be held on Tuesday February 23rd, 2016 at 10:00 am local time at

Coconino County Human Resources Bldg420 N. San Francisco St

Flagstaff, AZ 86001

Vendors may teleconference in by calling 928-679-7122. Proposals will only be accepted from attendees of this meeting.

1.8 NEGOTIATIONS

For the purpose of obtaining best and final offers the County may, at its sole option, open negotiations with one or more vendors after submission of proposals and prior to award. Vendors are encouraged to submit their best offer in their response. The County specifically reserves the right to award without negotiations based upon written proposals if deemed to be in the County’s best interest. Vendors must be available for a presentation at a County location to be named later on specific dates if selected for software demonstrations and/or contract negotiations.

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1.9 PUBLIC RECORD

Information submitted by a vendor in connection with this Request for Proposals shall be subject to public disclosure after contract award as required under the Arizona Open Records laws. Private financial information or other intellectual property is not subject to public disclosure.

1.10 INCURRED COSTS

Those submitting proposals do so entirely at their expense. There is no expressed or implied obligation by the County to reimburse any individual or firm for any costs incurred in preparing or submitting proposals, for providing additional information when requested by the County or for participating in any selection demonstrations or interviews, including contract negotiations. Furthermore, at their own cost, finalists will be required to complete a detailed Statement of Work that will be part of the implementation contract before contract signing.

1.11 ASSIGNMENT

The vendor may not reassign any award made as the result of this RFP, without prior written consent from the County.

1.12 SUBMISSION REQUIREMENTS

Each vendor shall submit its proposal in nine (9) complete bound original and one (1) identical electronic copy. Submittal shall be in accordance with the Instructions to Bidders and shall be clearly marked RFP 2016-108

Vendors may submit their proposal any time prior to the opening date and time. The vendor’s name and address as well as a distinct reference to the RFP must be marked clearly on the proposal submission. All proposals are time-stamped upon receipt and are securely kept, unopened, until the opening date.

Proposals may be modified or withdrawn prior to the established opening date by delivering written notice to the County’s Purchasing Agent.

Proposals time-stamped after the due date and time will not be considered. Vendors shall be wholly responsible for the timely delivery of submitted proposals.

Vendors shall submit their proposals with tabs clearly marked with section numbers and titles. The vendor’s name and address must be clearly marked on all copies of the proposal, including the electronic files.

1.13 PROPOSAL COMMUNICATION

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Should any vendor find procedural discrepancies, omissions, or ambiguities in this RFP, they should submit a written request for clarification to the County’s Purchasing manager only. The last day to submit a request for clarification is one week prior to the deadline for proposals. Information and clarifications will be discussed during the mandatory pre-proposal conference. Final answers, changes to the RFP, questions and clarifications made before, during, and after the Pre-Proposal Conference will be posted on the County’s website as an Addendum to the RFP documents.

The issuance of a written addendum is the only official method by which interpretation, clarification or additional information will be given by the County. Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarification will be without legal effect. If it becomes necessary to revise or amend any part of this Request for Proposal, the addendum will be posted on the County’s website. Each vendor shall ensure that they have received all addenda to this RFP before submitting their proposals. The requirements of all the County-issued addenda to this RFP shall be made part of the agreement between the County and the selected vendor.

1.14 REJECTION OF PROPOSALS

The County reserves the right to reject any and all proposals, to waive any formality, informality, information and/or errors in proposals received, to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual vendors if it is deemed in the County’s best interest. Moreover, the County reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interests of the County.

1.15 SUMMARY OF KEY TRANSACTION VOLUMES

A summary of key transaction and operating volumes and standards is included below. These volumes and standards reflect actual & estimated amounts for the current environment.

County Operating Volumes/Standards CurrentPopulation 136,000 Form of Government County, Board of Supervisors / County Manager Jurisdictional Area (Square Miles) 18,661 sq miles (2nd largest in U.S.) Budget (General Fund) – original adopted budget, includes contingency, reserves, and unappropriated ending fund balance

75 million

Budget (All Funds) – original adopted budget, includes contingency, reserves, and unappropriated ending fund balance

175 million

Number of Current System Users (Total Current - estimated) 200

General Ledger / Bank Reconciliation

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Fiscal Year End June 30th Number of Funds 70

Budgeting

Position Control? Yes – HR position control is copied over to the budget module for creation of the upcoming budget payroll.

Budget Entry Model (Centralized or Decentralized): Decentralized – each department enters their own budget requests

Budget Frequency AnnualPurchasing/Contract Management/Inventory

Use of NIGP/Commodity Codes? not currently Number of Requisitions/Purchase Orders per Year 1100 eachNumber of Invoices With a Purchase Order per Year 9200 Number of Invoices Without a Purchase Order per Year 61,500

Number of Vendors in System 25,200 Active 32,400 Total

Use of Inventory Item Codes? not currently Number of Item Ship to Locations 50Master Card Transactions/month 1400

Accounts Payable

Number of Vendors Maintained in System 25,200 Active 32,400 Total

Number of Invoices Input Annually 71,600 Frequency of Check Runs weeklyCheck Signature Method Electronically stored on system – access required Payment Types Currently Supported Check / EFT/ Wire /ePayablesNumber of 1099s Processed Annually 550

Human Resources and PayrollNumber of Permanent Employees 963Number of Part-Time/Temp/Seasonal Employees 180 Number of Applicants (Annually) 6296 Payroll Frequency Bi-weekly

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2.0 GENERAL TERMS AND CONDITIONS

2.1 PREPARATION OF PROPOSALS

Proposals shall be submitted on the forms provided and must be signed in original ink by the vendor or the vendor’s authorized representative

Vendors should quote on all items appearing in this RFP. Failure to quote on all items may disqualify the proposal.

Unless otherwise stated in the Request for Proposals (RFP), the vendor agrees that the proposal shall be deemed open for acceptance for one year subsequent to submittal to Coconino County.

Any questions or inquiries must be submitted in writing, and must be received by the Purchasing Manager (as identified in Section 1.6) no later than two weeks prior to the deadline for receipt of proposals. Any changes to the Request for Proposals will be posted as an Addendum to the County’s website and sent to all vendors who attended the pre-bid meeting.

The vendor shall not divulge, discuss or compare this proposal with other vendors and shall not collude with any other vendor or parties to a proposal whatever.

By submission of a proposal, each vendor certifies, that in connection with this procurement:

The prices in this proposal have been arrived at independently, without consultation, communication, or agreement with any other vendor; with any competitor; or with any County employee(s) or consultant(s) for the purpose of restricting competition on any matter relating to this proposal.

Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the vendor and will not knowingly be disclosed by the vendor prior to award directly or indirectly to any other vendor or to any competitor; and

No attempt has been made or will be made by the vendor to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2.2 SUBMISSION OF PROPOSALS

Proposals must be submitted as directed in the Request for Proposals, and on the forms provided unless otherwise specified.

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2.3 PROPOSAL RESULTS

All proposals received shall be considered confidential and not available for public review until after a vendor has been selected and a contract awarded by the Board of Supervisors. All proposals shall be subject to negotiations prior to the award of a contract. A list of respondents to the RFP will be posted on the County’s website.

2.4 LIMITATIONS

This Request for Proposals (RFP) does not commit the County to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services or supplies. The County reserves the right to accept or reject any or all proposals received as a result of this request, or to cancel in part or in its entirety this RFP.

2.5 PROPOSAL EVALUATION

In an attempt to determine if a vendor is responsible, the County, at its discretion, may obtain information from outside sources. Each vendor will agree to fully cooperate with the personnel of such organizations.

2.6 AWARD OF CONTRACT

Any agreement entered into by the County shall be in response to the proposal and subsequent discussions. It is the policy of the County that contracts are awarded, among other considerations, only to responsive and responsible vendors. In order to qualify as responsive and responsible, a prospective vendor must meet the following standards as they relate to this request:

Have adequate financial resources for performance or have the ability to obtain such resources as required during performance;

Have the necessary experience, organization, technical and professional qualifications, skills and facilities;

Be able to comply with the proposed or required time of completion or performance schedule;

Have a demonstrated satisfactory record of performance; and Adhere to the specifications of this proposal and provide all documentation

required of this proposal

The vendor selected will be the most qualified and not necessarily the vendor with the lowest price.

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2.7 MODIFICATIONS AFTER AWARD

The County reserves the right to modify the scope of work as it deems necessary during the course of implementation. The vendor shall notify the County of any additional cost or the reduction in cost related to the changed scope of work prior to proceeding with the scope change.

2.8 CANCELLATION OF AWARD

The County reserves the right to cancel the award without liability to the vendor at any time before a contract has been fully executed by all parties.

2.9 EXECUTION OF AGREEMENT

The successful vendor shall sign (execute) the final Master Service Agreement incorporating all negotiated terms and scope and return such signed Agreements to the County within ten (10) calendar days from the date mailed or otherwise delivered to the successful bidder.

2.10 APPROVAL OF AGREEMENT

Upon receipt of the Master Service Agreement that has been fully executed by the successful vendor, the County shall complete the execution of the Agreement in accordance with local laws or ordinances and return the fully executed Agreement to the vendor. Delivery of the fully executed Master Agreement, and a County purchase order, shall constitute a notice to proceed.

2.11 FAILURE TO EXECUTE AGREEMENT

Failure of the successful vendor to execute the Master Service Agreement within ten (10) calendar days from the date mailed or otherwise delivered to the successful vendor may be just cause for cancellation of the award.

2.12 DISQUALIFICATION

Awards will not be made to any person, firm or company in default of a contract with Coconino County, any Arizona County or county, the State of Arizona or the Federal Government.

2.13 OWNERSHIP OF REPORTS AND DOCUMENTS

All data, materials, plans, reports and documentation prepared pursuant to any contract between Coconino County and the successful vendor shall belong exclusively to the County.

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2.14 SOFTWARE SOURCE CODE

The successful proposer shall enter into a software source code escrow type agreement which shall include the following provisions:

2.14.1 Software in Escrow: Vendor agrees to maintain a copy of the software source code for the systems which were licensed to the County with an escrow agent, and to list the County as an authorized recipient of this source code in the event that the vendor ceases to do business or breaches its Agreement as described in paragraph 2.14.2 below. The source code shall be in machine readable form on media specified by the County. The escrow agent shall be responsible for storage and safekeeping of the media. Vendor shall replace the media no less frequently than every six (6) months, to ensure readability and preserve the software at the current revision level. Included within the media shall be all associated documentation to allow County to top load, compile and maintain the software.

2.14.2 Access to Source Code: If the vendor ceases to do business (whether by bankruptcy, insolvency, merger, sale, assignment of assets or any other reason) or ceases support of this project, and does not make adequate provision of continued support of the licensed software, or if the vendor breaches the Agreement, the vendor shall make available to the County the latest available licensed software program source code and related documentation, for the licensed software provided by the vendor; and the source code and compiler/utilities and any applicable log-ins and passwords necessary to maintain the system and related documentation for software developed by third parties, to the extent that the vendor is authorized to disclose such software. In such circumstances, County shall have the right to unlimited internal use of source code and documentation.

2.15 SOFTWARE LICENSE

The vendor shall grant the County a perpetual, nontransferable, nonexclusive site license under the terms of this Agreement to use the Application Software on its network. The County shall have the absolute right to upgrade or replace any equipment in the network and continue to use the Application Software on the network. The County shall not be required to pay the vendor any additional licensing fee or other fees as a result of using the Application Software in conjunction with the upgraded or replacement equipment on the network.

The County shall be granted the right to copy the software for archival, backup, testing or training purposes. All archival and backup copies of the software are subject to the provisions of the license, and all titles, patent numbers, trademarks, and copyright and restricted rights notices shall be reproduced in such copies. The County shall also be permitted to maintain the software on multiple machines for its own use for back-up purposes.

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The County will agree not to cause or permit the reverse engineering, disassembly, or de-compilation of the software.

By virtue of the agreement, the County acquires only the right to use the software and does not acquire any rights of ownership.

2.16 SOFTWARE MAINTENANCE FEES

The vendor shall waive or discount the software maintenance fee during the timeline of implementation (since the software will be phased into production). The County will not pay annual maintenance fees in advance of software being accepted and placed into production.

Services provided under ongoing post implementation software maintenance agreements shall include 24/7 telephone support, and software upgrades for the modules purchased by the County.

2.17 ADDITIONAL USERS AND MODULES

The County will require “price protection” for two years from the system acceptance and final payment for additional County users and modules that are listed in the RFP but are not initially purchased.

2.18 TAXES

The County is exempt from all Federal excise taxes, but is subject to AZ State and local taxes OR use tax.

2.19 EXCLUSIVITY

This contract will be for the goods/services described above; however, this agreement should not be considered exclusive. As deemed necessary, the County reserves the right to obtain these goods/services from any other vendor.

2.20 DELIVERY OF THE PROJECT PLAN AND DESIGN DOCUMENT

The project plan and project design document (or other substantively equivalent implementation documents as may be agreed to by the County prior to Agreement signing) are to be delivered within a contractually specified timeframe after contract signing. Non- performance in this regard will result in penalties to be defined in contract negotiations

2.21 SEVERABILITY

If any of the terms or conditions of this RFP is held to be invalid or unenforceable, it will be construed to have the broadest interpretation which would make it valid

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and enforceable under such holding. Invalidity or the inability to enforce a term or condition will not affect any of the other RFP terms and conditions.

3.0 CURRENT ENVIRONMENT

3.1 Technology Standards

Table 2 – Current Technology Standards, identifies the Agency’s current technology standards. Proposers are required to confirm conformance to these requirements or clearly articulate proposed alternatives.

Technology StandardDatabase MS SQL 2012 or HigherServer OS Windows Server 2012 R2 or Higher in

Data CenterDesktop OS Microsoft Windows 7 (Enterprise)Server Hardware DellDesktop Hardware DellLaptop/Mobile Hardware DellOffice Productivity Microsoft Office 2013 (Office 365)Browser IE 11, ChromeEmail Server/Client MS Exchange Server Online (Office 365)Virtual Environment Vsphere/VMWare Storage Area Network (SAN) Dell PowervaultActive Directory Single Sign-on using Microsoft Active

DirectoryVPN “Any Connect” SSL Web Cisco

Anywhere connect.

3.2 Existing System Use and Processes

This section provides a high-level overview of how the County uses the Sungard Public Sector Navaline as well as information about processes performed outside of the system and the interfaces currently in place to share data. The system is essential to the County’s core business management and provides for financial, payroll, purchasing, and human resource activities for Coconino County. In addition, to maintain data integrity and minimize the duplication of data, the system must integrate, interface or be able to exchange data with other County operational systems (i.e. treasury, permitting, work order, etc.) to share financial and payroll related information. In addition, it will be important for the County to maintain or enhance its current reporting capabilities.

It is an IBM System powered environment (Power 720 server) that serves approximately 450 employees with approximately 200 active users. The system was originally purchased and implemented by the County in 1996-97.

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The County relies on the System to support the following functions:

o Currently implemented and being used:

o General Ledgero Accounts Payableo Purchasing o Payroll/Personnelo Budgeting o Reporting

o The following modules are installed but not fully implemented and/or being used to their maximum system capabilities:

o Human Resources Information System (HRIS)o Grants managemento Contract Managemento Inventory

o Functional areas not serviced by current System:

o Recruitment (NeoGov)o CAFR 2000

The County’s Human Resources functions are supported as follows:

The County uses the Inspired Learning Module (LMS) to manage the Employee Training and Development i.e. courses, workshops, academies and policy acknowledgement confirmations.

The County uses Neogov software for the following:o (Insight) to support applicant tracking, recruitment and hiring.o (Performance Evaluations (PE)) performance management administration

is administered for notification of annual evaluations based on system calculations. Currently, the PE system is utilized to report completed evaluations.

o Onboarding (ON) is currently being implemented to support onboarding checklists and online payroll forms.

Employee Personnel Action Forms (PAFs) is currently done manually to complete payroll changes using hardcopy documents.

The County tracks Risk Management insurance claims against the County and claims for subrogation in Human Resources, and does so on an EXCEL spreadsheet.

The County uses Baker Tilly (Vantagen) to support online benefit enrollment changes for Qualifying Events and annual Open Enrollment and on-going Benefit Administration.

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The County uses an internal program to produce individual Employee ID Badges.  The County uses the H T E – HRIS (HR.net) module to track OSHA incidents and

reporting. The County tracks Employee Relations issues in Human Resources and does so

on an EXCEL spreadsheet. The County utilizes EXCEL spreadsheets and WORD documents to track and

document Classification and Compensation. The County utilizes EXCEL spreadsheets to track Employee Programs i.e.;

Tuition Reimbursement, Personal Day Purchase, Vacation Sell Back. The County tracks employee licensing and certification at the individual

department level, and does so either manually or through EXCEL. The County stores and maintains employee personnel files in OnBase.

The following bullets provide additional general information regarding core financial functions performed by the County staff.

County staff has a reliance on “shadow systems” using Microsoft Excel, Access and Peachtree to support departmental needs. In the future, the County’s desire is to minimize the use of offline spreadsheets or reliance on independent data repositories.

The Treasurer’s Office receives and processes all cash receipts using Tyler/Eagle system. An electronic batch is sent to the Sungard system and is processed daily.

The County completes bank reconciliations electronically via a file sent from the Treasurer’s Office.

The County uses Executime on-line time keeping. Employees enter their time and Supervisors approve. Data is downloaded to the Sungard payroll module for processing.

The County’s current document management system is Onbase (version 14.0). The County seeks to support enterprise-wide document management and maintain financial documents for access directly within the ERP System.

In addition to the above, the County relies heavily on sharing of data and information within its application portfolio. The County has implemented and sustains maintenance agreements or supports internally the following systems:

Microsoft 365 Suite of Products (Office, MS Project, SharePoint, MS Exchange, Active Directory, SQL, etc.)

Sage Asset Management GIS (ESRI) Intergraph CAD / RMS (Sheriff) Bank of America Works program Impulse (Facility CMMS, being replaced at this time) Tyler Eagle (Recorder, Assessor, Treasurer) Paladin SmartGov (Land Management / Permitting) Executime Time & Attendance Reporting

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NEOGOV (HR Performance Evaluations, Applicant Tracking/Recruitment and Onboarding)

Inspired Learning (Learning Management) WorkPlace Answers (Required training) RTA (Public works Fleet Management) Cartegraph (Public Works Infrastructure Asset and WO Management)

3.3 Information Technology, Finance, and Human Resources Department Organizational Charts

See Attachment A

4.0 PROJECT SCOPE OF WORK

4.1 PROJECT SCOPE

The County requires responding vendors to propose a complete solution, which may include, but not limited to software, hardware specifications, project management, and other technology services for the entire scope of the project.

The specific functional areas under consideration are as follows:

CORE FUNCTIONSGeneral Ledger/Chart of AccountsBudget Preparation and Budget ControlAccounts PayableProject and Grant AccountingFixed Asset AccountingCAFRPurchasingBid Management and Vendor Self ServiceBank of America Works programContract ManagementMiscellaneous Billing and Accounts ReceivablePayroll and Time KeepingApplicant Tracking/RecruitmentCertification and License ManagementClassification and CompensationCompliance and ReportingEmployee BenefitsEmployee Relations Case ManagementEmployee Self ServiceEmployee Program AdministrationEmployee Training and Development (Learning Management System)

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Human Resources Information System (HRIS)Onboarding Organizational Development (OD)Performance EvaluationsPersonnel AdministrationRisk ManagementCash Management – Integration with TreasurerNON-CORE FUNCTIONS FOR LATER DEPLOYMENTContent ManagementAgenda ManagementWork Order ManagementCitizen Relationship Management/Complaint Tracking

The County intends to limit the amount of customizations (i.e., changes to source code) to the base application. The County seeks a system that includes development tools that will enable the County to meet its future needs without becoming heavily dependent upon programmer resources.

4.2 REQUIRED SERVICES

In addition to the software product, the County requires additional consulting services for a successful implementation. Those services include:

Project Management; including Change Management Hardware and network planning design and installation consulting Software installation Data conversion Report development Integration and interface development Software configuration and design assistance Training services and Knowledge transfer to staff System documentation development Operational redesign/business process improvement Ongoing support and maintenance services

4.3 OPTIONAL SERVICES

On-going Vendor or Cloud-based hosting services

It is important to note that the County is willing to consider a locally hosted and a vendor hosted or cloud based solution. It is optional, but not mandatory for vendors to provide information on both solutions as part of their RFP response. If a vendor

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does propose a vendor hosted solution, any difference from a County hosted solution must be clearly delineated in the appropriate sections of the RFP response.

4.4 IMPLEMENTATION REQUIREMENTS

The County desires to begin the project on or about October 30, 2016 and complete all implementation activities as soon thereafter as is practical and sensible. The County is prepared to make user and IT technical resources available, but has limited resources in these areas. The County is open to implement modules or features/functions in phases. The County is looking for Proposers to craft an approach that is consistent with the County’s expectations and resources. If Proposers are not able to meet this timeline, they are encouraged to propose an alternative timeline for the County to consider.

4.5 CONVERSION REQUIREMENTS

The County desires to retain and convert the following data to the new System. Table below provides a list of data by functional areas and a description.

Sungard System DescriptionGeneral Ledger Current and historical transaction detailsBudget Data Current / prior year budget summary.Purchasing Current and historical.Employee Data Current and historical.Benefits Current and historical.Position Data Current and historical.Pay Rate Tables / Earning Codes Current and historical.Accrual Balances Sick, compensatory, vacation times, etc.

5.0 FUNCTIONAL REQUIREMENTS

The requirements defined in this section contain the overall general functions of the requested software solution. The primary objective of the County in implementing a new system is to provide a more integrated information system environment that will eliminate the redundant entry of data, provide improved system capabilities, provide improved access to data, and streamline overall operations.

Identified in the Excel spreadsheet, available from the County’s website at http://coconino.az.gov/DocumentCenter/View/11556 are the requirements that must be addressed by the vendor's proposal.

These requirements are considered mandatory in implementing the complete solution. Together they define a system that will operate efficiently in the proposed computer environment while providing a high level of flexibility in meeting the County’s current and future data needs. Vendors must replace cells A1:G1 in the

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first module (General and Technical Requirements) with the vendor’s Company Name which will be repeated and printed for each subsequent module.

Each vendor should review the specifications and reports listed in each subsection and respond as to their availability within the vendor’s software system. The responses should be entered under the “Availability” column of each form as follows: Use the Cost column for “M” or “F” responses to estimate the cost to be incurred by the County to secure the specification/report. Use the Comment column to provide additional comments pertaining to your response for that item.

The successful vendor will be required to warrant that its ERP will fulfill the functionality described in this Attachment, as well as, all functionality described in the vendor’s literature or functionality presented in the software demonstrations.

Vendors are required to use the format provided and add explanatory details as necessary in the “comments” column or in a separate sheet that references the requirement number. The following answer key should be used when responding to the requirements:

Y (Yes) Functionality is provided out of the box through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import/export, table driven setups and standard reports with no changes. These configuration areas will not be affected by a future upgrade. The proposed services include implementation and training on this functionality, unless specifically excluded in the Statement of Work, as part of the deployment of the solution.

RT Functionality can be provided through reports generated using proposed Reporting Tools.

TP Functionality is provided by proposed Third Party functionality (i.e., third party is defined as a separate software Vendor from the primary software Vendor). The pricing of all third party products that provide this functionality MUST be included in the cost proposal.

CU Functionality can be provided through Customization to the application, including creation of a new workflow or development of a custom interface that may have an impact on future upgradability.

FU Functionality can be provided through a future general availability release that is scheduled to occur within 1 year of the proposal response.

N Functionality is Not provided

Note: Vendors must use only one response code per requirement. Any requirement that is not answered utilizing a single code as outlined above will be treated as a negative/non-response. The selected software vendor must warrant that the proposed software will conform in all material respects to the requirements and specifications as stated in this RFP. That is, the detailed requirements as stated in this RFP will become part of the software license and implementation services agreements and will be warranted as such.

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All responses that indicate that functionality is available out-of-the-box, through configuration, customization, or a reporting tool, or through a third-party product should be included in the costs submitted in this proposal. The cost for any customizations should be broken out by specific requirement and included in the in Section 12.0 of your RFP response. Furthermore, the module necessary to perform that functionality must be included in the scope and cost of this proposal.

6.0 COUNTY MASTER SERVICE AGREEMENT

It is the County’s intent to execute a County Master Agreement (Exhibit B) with the Vendor, and within it, reference the Vendor’s Software License and Maintenance Agreement, as well as the Vendor’s Implementation Services Contract and Scope of Work.

Your response to the Master Service Agreement should highlight your acceptance to the Agreement’s Terms and Conditions, as well as identifying any exceptions you may have to those Terms and Conditions.

7.0 PROPOSAL SUBMITTAL REQUIREMENTS RESPONSE FORMAT

To facilitate the analysis of responses to this RFP, the Vendor is required to prepare their proposals in accordance with the instructions outlined in this section. Vendors must respond in full to all RFP sections and follow the RFP format (Section numbering, etc.) in their response. Failure to follow these instructions may result in rejection.

For each Section in the RFP, the proposer shall provide in their response, the question asked and their answer using the section numbering of the RFP.

Proposals shall be prepared to satisfy the requirements of the RFP. EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, UNDERSTANDING OF COUNTY’S REQUIREMENTS AND PROCESSES, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal should be organized as follows:

Section Title Proposal Signature Form Cover Letter

1 Executive Summary 2 Company Background 3 Application Software 4 Technical Infrastructure5 Vendor Hosted Option 6 Implementation Plan 7 Staffing Plan 8 Ongoing Support Services 9 Functional System Requirements

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11 License and Maintenance Agreements 13 Acceptance and /or exceptions to County Master Service Agreement14 Other Required Forms and Attachments 15 Additional Materials 16 Cost Proposal

Addenda

Instructions relative to each part of the response to this RFP are defined in the remainder of this section.

Costs for the Vendor’s proposed solution should be submitted on the proposal pricing forms provided in the included Microsoft Excel pricing spreadsheet. Costs should include the complete costs for the solution including travel and operating costs. Use additional pages as needed.

7.1 EXECUTIVE SUMMARY

This part of the response to the RFP should be limited to a brief, but high level overview not to exceed two (2) pages describing the proposed solution. Establish the problem, recommend your solution, explain its value and provide substantiation why your company is the right choice. The executive summary should not include cost quotations.

7.2 COMPANY BACKGROUND

Vendors must provide information about their company so that the County can evaluate the Vendor's stability and ability to support the commitments set forth in response to the RFP. Information that Vendors should provide in this section are as follows:

7.2.1 Company Information:

a. Amount of time the company has been in businessb. A brief description of the company size (number of employees, revenues) and

organizational structure.c. Amount of time and what experience vendor has in the public sector, particularly

public sector clients of similar size, complexity and type of business to the County.

d. Evaluations of the software and/or services firm by industry analysts.e. List of any terminated public sector projects. Please disclose the jurisdiction and

explain the termination.

7.2.2 Client/User Base:

a. List of “live” public sector customer installs by name and by state and indicate modules used by these agencies. The number of users should also be included. Please include:

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b. Clients of similar size to the County in terms of FTEs, employees, and operating budget

c. Identify any national or regional user groups.d. Identify if your company holds an annual or biannual user conference and typical

locations where they are held.e. Any material (including letters of support or endorsement from clients) indicative

of the vendor’s capabilities.

7.2.3 Personnel

All proposed key project personnel, including subcontractor staff, must be identified in the proposal. Each person’s role is to be identified and documented in the following format:

• Name • Position with company • Role in the project • Experience with the specific tasks being proposed • Work history on similar projects • Legal Relationship with the Prime Contractor

Provide the background investigation process used for the personnel assigned to this project. Contractor shall certify that such investigations have been undertaken and will notify County of any material changes to this policy that would result in less stringent investigations. The County reserves the right to approve or disapprove any change in the successful vendor’s project team members whose participation is specifically offered in the proposal. This is to assure that persons with vital experience and skill are not arbitrarily removed from the project by the prime contractor.

Provide an organizational chart including all the personnel assigned to accomplish the work described in your proposal. Designate the person responsible and accountable for the completion of each component and deliverable of the proposal as well as required staffing qualifications.

7.2.4 Project Understanding

Provide the Following Information:

What are the pertinent issues and potential problems you perceive related to the project?

Generally describe how you propose to implement new software components in phases, while maintaining the integrity and integration of the overall Financial and HR operations?

What is your proposed solution to the needs identified by the County?

7.3 APPLICATION SOFTWARE

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As the County is willing to consider a County-hosted versus Vendor-hosted/cloud solution, aspects of the proposed solution to be provided should be clearly delineated where they vary between these two approaches in the sections below.

The Vendor is required to provide a general description of the application program product and how it will meet requirements of this RFP. This section must address, at a minimum, the following items:

a. Describe your overall proposed technology solution. Within this description, highlight technical components that may be different than what is summarized in the current County IT environment, described in Section 3.1.

b. Describe the product direction for the company, including time frames. c. Describe unique aspects of the Vendor's solution in the marketplace. d. Describe components of the solution that are industry standards versus being

proprietary to the Vendor. e. For third party products proposed that are integrated with the Vendor’s solution

provide the following for each product:

i. Reason that this product is a third-party product versus being part of the software Vendor’s solution,

ii. Extent to which this third-party product is integrated with the Vendor’s solution.

iii. Describe your solution to a third party provider going out of business or is no longer a preferred partner of your firm.

7.4 TECHNICAL INFRASTRUCTURE

As the County is willing to consider both a County-hosted versus Vendor/cloud-hosted solution, aspects of the proposed solution to be provided should be clearly delineated where they vary between these two approaches in the sections below.

7.4.1 Hardware and Storage Environment

i. Describe the proposed computer hardware and storage environment to support the system. In the event that there are multiple computer systems available, list all options. Indicate which is the preferred hardware platform and why. List the conditions in which the preferred hardware platform would change. A hardware configuration, which takes into account the size of the County, application modules, database size, and anticipated growth, must be provided.

ii. What system architecture do you propose? Describe the number and type of: application servers, database server(s), and development and test environments. Describe your proposal’s technical architecture (preferably using a PowerPoint or Visio diagram). This should show components such as the database server, applications server, reporting server, test/training server,

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firewall(s), web server(s), web browser, minimum workstation requirements, remote access, wireless connectivity, network connectivity to LANs and WAN, etc. Describe any potential use of virtual server technologies (e.g. Microsoft Virtual Server, VMware) and application accelerators and note what Vendors you partner with or recommend and/or support.

iii. Describe your proposed information architecture/model (preferably using a PowerPoint or Visio diagram). This should depict data models, data elements, coding structures, a process for standardizing on a particular coding structure, data definitions (employees, Vendors, invoices, etc.).

iv. Describe your proposed service level agreement, including any tiered levels of service, response times, and standard metrics. Be sure to include any differences or additions between upgrades and upgrade support services.

v. Describe your support model, including cost structure for support calls.

vi. Describe your change management, upgrade, and patch management policies & practices?

7.5 VENDOR HOSTED (OPTIONAL)

Note: The County desires to understand all technology environments under which your solution runs. However, if you do not offer this type of environment, your proposal will not be penalized for lack of response to this section.

i. Describe your vendor hosted model, including: hosting, integration, help desk, provisioning and desktop management capabilities, deployment model (dedicated servers, shared environment, etc.), impact to the County’s network and bandwidth, and any partners that may be involved in service delivery.

ii. Describe your proposed service level agreement, including any tiered levels of service, response times, and standard metrics. Be sure to include any differences or additions between upgrades and upgrade support services.

iii. Describe your support model, including: cost structure for support calls. iv. Describe your data center and storage facilities, including: locations, staffing,

physical security, environmental controls (including redundant power), redundancy/load balancing capabilities, data backups and disaster recovery capabilities.

v. Describe your logical security, including: firewall security, authentication controls, and data encryption capabilities.

vi. Describe your change management, upgrade, and patch management policies & practices?

vii. Describe your systems administration/management capabilities including: monitoring of performance measures, intrusion detection, and error resolution.

viii. Describe how you will help the County move to a new operation at the end of the contract term or if the contract is terminated, including the process for notifying of termination.

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ix. Provide a copy of your most recent SSAE 16 Type II audit.

7.6 IMPLEMENTATION PLAN

The Vendor is to provide an implementation plan in narrative format supported by an activity-level project plan using Microsoft Project or similar format that details how the proposed solution is to be implemented. It is expected that the Vendor will lead the efforts in each of the implementation areas described below unless stated otherwise. Further details on what is to be provided as part of the Vendors proposed implementation plan are included in the following subsections.

As the County is willing to consider both a County-hosted versus Vendor-hosted solution, aspects of the services to be provided should be clearly delineated where they vary between these two approaches.

This implementation plan should include the following elements:

i. Provide a detailed installation, conversion and training plan outlining the overall implementation of the new ERP system. This plan should include project time-frames with goals and objectives tied to the time-line.

ii. Project Management Approach iii. Hardware, Software & Storage Design and Installation Consulting iv. Data Conversion Plan v. Report Development

vi. Integrations and Interfaces vii. Training

viii. Operational Redesign/Business Process Improvementix. System Documentation and Manuals x. Disaster Recovery Plan

xi. Knowledge Transfer

Describe your approach to the following elements:

i. Change Management Approach ii. Troubleshooting/Testing/Go-Live

The vendor shall describe their trouble shooting procedures in detail.

Critical problems or issues that impact the implementation schedules of any component and/or County primary business functions must have a reliable and technically sound work-around that allows the County staff to interact directly with the vendor’s application developers and analysts in order to achieve a rapid solution.

The County expects a Service Level Agreement (SLA) that provides us with a definition of prompt resolution.

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The vendor should perform regression testing with input from the specific County contact (i.e. Fiscal, Treasurer, and Public Works) for the application software and produce documented and approved test results before migration into the production environment.

The County will retain regression testing and all other test scripts for future use. It is hoped that some testing can be automated with a minimum of human intervention.

The Vendor should not be constrained to only include the above items in the Vendor’s proposal response if the Vendor feels that additional elements may add value to the overall implementation.

7.6.1 GENERAL IMPLEMENTATION APPROACH

Provide a general overview of the implementation approach you plan to use for the County that includes addressing the following items:

i. Describe how you transition from the sales cycle to the implementation phase of the project.

ii. Describe key differentiators of the approach as it relates to implementing a solution on time, within budget and with the ability to meet the needs of a diverse client like the County.

iii. Describe how you conclude an implementation phasing of software modules. What is your recommended approach for this implementation?

iv. Describe your approach towards running parallel systems for a County recommended period time.

v. Vendors must include in their bid how State and Federal mandated changes (including legislative, judicial or administrative) will be incorporated into their software. This must include requiring different types of data being redacted from the public record but still maintained by both offices. This discussion must include any costs that Coconino County will incur.

Any unique tools, techniques or methods that you use should be described in this section.

7.6.2 PROJECT MANAGEMENT APPROACH

i. Describe your project management approach:

a. The method used in managing the project b. The project management organizational structure including reporting levels

and lines of authority ii. Project Administration

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a. Describe your approach to project administration, including details of the methods used in controlling project activities. Describe how you will seek to manage project resources and prevent overruns while coordinating activities.

iii. Project Reporting

a. Describe your status reporting methodology including details of written and oral progress reporting. What type of reporting can be expected and when? Describe how you will develop, maintain and update the project schedule during design and implementation.

b. Describe your reporting methodology for communicating updates, changes, problems, bugs, etc., and the related solutions in a timely fashion.

iv. Interfacing with the County

a. Describe your proposed interface points with the County including types of communications, and level of interface anticipated. How you expect to meet the multiple needs of this project? b. Describe your approach to assuring timely completion of this project, including methods for schedule recovery. From any four (4) of the projects listed as references for this RFP, provide examples of how these techniques were used; include specific scheduling challenges/requirements and solutions.

c. Describe how you develop and maintain work schedules, for you and the County, during design and implementation to coordinate with the County’s project schedule. From any four (4) of the projects listed as references for this RFP, provide examples of how these techniques were used.

v. Risk Management

a. Identify the potential risks and problems which, in your experience, occur on projects of this type.

b. Identify steps that can be taken to avoid or mitigate these problems and steps to be taken should the problems occur.

c. Identify activities that can be incorporated in the project plan to reduce the occurrence, severity and impact of events or situations that can compromise the attainment of any part of the project objective.

7.6.3 HARDWARE, SOFTWARE STORAGE DESIGN AND INSTALLATION

The County usually installs the required hardware and communications equipment

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for applications. We are open to other proposals to accomplish a successful deployment. The Vendor is expected to fully plan and vet all hardware, software and infrastructure being deployed with the appropriate county resource. The Vendor is expected to specify, furnish, deliver, install and support all application and system software (This may include pre-installing or equipment staging). What process do you propose for the most effective deployment of hardware, communications and related equipment?

7.6.4 DATA CONVERSION PLAN

It is anticipated that data conversion will occur when migrating to the new application. The Vendor is expected to assist the County in the conversion of both electronic and manual data to the new system. It is expected that the County will be responsible for data extraction from current systems and data scrubbing and data pre-processing and that the Vendor will be responsible for overall data conversion coordination, definition of file layouts, and data import and validation into the new ERP. Please provide pricing for data conversions in the associated Microsoft Excel pricing spreadsheet.

In addition: Describe your general approach towards data conversion and how you would

work with the County to determine what should be converted. Include a description of how you would map and/or translate “old” system data, to “new” system data with new and different data attributes.

Please describe your organization’s recommended approach toward retention of legacy data.

7.6.5 REPORT DEVELOPMENT

For specific reporting requirements, it is anticipated that the Vendor will take the lead on developing any reports required (not provided as pre-written within the solution) as part of the initial deployment of the system. The Vendor is expected to provide specialized knowledge and information to the County staff during the development of needed reports, via technical training on the tools used for report development, database schema and architecture, etc. In addition to providing responses to the following items, the

Provide information on your reporting approach including:

i. Description of various methods of reporting included in your system. ii. Methods for the County to identify, specify, and develop required custom

County reports during the implementation. 7.6.6 INTEGRATIONS AND INTERFACES

It is expected that information generally would need to be entered only once into

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the system. Modules within the system should be integrated in real-time with each other such that batch processes are not required to transfer information from one area of the system to another unless that is the preference of the County. Existing County interfaces between core modules that may currently exist (e.g., AP posting to GL) or shadow systems that will likely be replaced are not included as they are assumed to be included in an integrated ERP System.

The Microsoft Excel pricing sheet contains a listing of current and/or desired County application interfaces. Please provide pricing for interface development in the associated Microsoft Excel pricing spreadsheet.

In addition:

i. Describe the extent to which the various modules are integrated together versus being purchased separately and interfaced

ii. Describe your approach towards interfacing and integration with other solutions including use of specific tools, methods and standards.

iii. Describe data exchange standards (e.g. XML, Web Services, or EDI) supported or provided by your product.

iv. As it pertains to the County’s current technical environment described previously, identify any potential issues for integrating with specific technologies that are used within the County.

v. The Microsoft Excel pricing spreadsheet contains a listing of current and/or desired County application interfaces and their likely need in a future integrated environment. Provide pricing for interfaces in the associated Microsoft Excel pricing spreadsheet

7.6.7 TRAINING

The County intends to explore the advantages, disadvantages and related costs of two implementation training approaches:

A. End-User Training Approach: All end-user and technical training will be performed on-site through implementation and be performed by the Vendor.

i. End-user implementation training will be provided by the Vendor and include joint participation by the relevant County process owner team lead supporting the process area in the new software system.

ii. Technical Implementation training will include training for County IT staff on the technologies required to support the new ERP system.

B. Train the Trainer Approach: The Vendor will incorporate a “train the trainer” approach where only key County team leads will be trained through implementation on their modules and then they will train the remainder of the

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County staff in their respective areas.

i. There would be roughly 8-10 subject matter experts (SME’s) for each module including one team lead. This training would be provided at a County facility.

ii. Training materials supplied by the Vendor would be used by SME’s and team leads for training their staff.

iii. Web conference or remote online tutorial sessions would be available to SME and team lead staff to participate in after initial training was completed in their module.

iv. Technical implementation training will include training only key IT staff to support the new system.

The Vendor should provide an overall description of both training methods, including the following:

General timeframes in which both types of training will be conducted The Vendor must list the nature, level, and amount of training to be provided

for both options in each of the following areas: Technical training (e.g., programming, operations, etc.) User training Other staff (e.g., executive level administrative staff)

7.6.8 CHANGE MANAGEMENT APPROACH

The County recognizes that a movement from the current environment to a new solution will present change management challenges. The Vendor should clearly identify their approach towards Change Management including any unique approaches or tools that will be used.

7.6.9 TESTING

The Vendor should describe their recommended approach to the following types of testing that are anticipated to be performed on the project and the type of assistance they anticipate providing to the County related to such testing:

i. System testing ii. Integration testing

iii. Stress/performance testing iv. User acceptance testing (UAT)

7.6.10 OPERATIONAL REDESIGN / PROCESS IMPROVEMENT

With the deployment of a new application, the County wishes to take advantage

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of capabilities within the software that provide support for operational improvements. Vendors are requested to describe their approach towards operational redesign including discussion on the optimal time in which to conduct redesign as it relates to implementation of the new software. In addition, please describe your organization’s capabilities and approach to assist in a Countywide redesign of the chart of accounts to best leverage the capabilities of the system in order to meet the County’s overall financial tracking and reporting objectives.

7.6.11 SYSTEM DOCUMENTATION AND MANUALS

The Vendor is expected to provide user manuals and online help for use by the County as part of the initial training and on-going operational support. Additionally, the Vendor is expected to provide technical documentation.

i. Describe what documentation (user guide, technical guide, training materials, etc.) is available on the system proposed and any related costs.

ii. Describe what types of documentation you anticipate developing during the course of the project. Will there be potential to make this documentation /manuals unique for the County?

7.6.12 DISASTER RECOVERY PLAN

Please describe the services you provide around disaster recovery, if any, as part of your proposed solution.

7.6.13 KNOWLEDGE TRANSFER

The Vendor should describe their process for ensuring that a transfer of knowledge occurs back to County staff such that staff is capable of supporting and maintaining the application in the most proficient manner once the Vendor implementation engagement is complete.

7.7 STAFFING PLAN

Provide responses to the following items.

i. The County has little “excess capacity” to assign to the project, but will consider backfilling project assigned staff. The Vendor must detail the type and amount of implementation support to be provided (e.g., number of personnel, level of personnel, time commitment, etc.). Include resumes for all personnel that will be assigned to the project. If the Vendor is using a subcontractor, please include information on subcontracting staff being used and their specific role on the project.

ii. Please provide an overall project organizational structure for County staff involvement during the project (for both a County-hosted and Vendor-hosted solution). Identify the roles and responsibilities of each component

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of this structure. This includes an appropriate governance structure in which to manage the project.

iii. This plan shall include automation to the maximum extent possible for data transfer, reconciliation reporting, exception reporting, etc.

iv. The project team that is submitted in the proposal must remain unchanged unless prior consent is provided by the County.

7.8 ONGOING SUPPORT SERVICES

Provide responses to the following items.

A. Please specify the nature and conditions of any post-implementation support options including:

i. Post-go live support that is included in the proposal response ii. Onsite support (e.g. system tuning, application configuration, interface

issues, report development, network optimization, user training and tips to optimize the user experience)

iii. 24/7 Toll free Telephone support for critical issues, called in by County designated person.

iv. Help Desk services (If there is a service level agreement for your help desk, please provide a copy with your RFP response.)

v. Users group (i.e. - information about it, where it is held and when. If no, are you planning one?

vi. Online knowledgebase (i.e. – how it is accessed, who updates it, can it be personalized etc.)

B. Describe your upgrade, maintenance programs and support options with associated pricing.

C. Describe and provide pricing for any “software as a service” (SaaS) model that

you offer.

7.9 FUNCTIONAL SYSTEM REQUIREMENTS

Responses to the requirements referenced in Section 5.0 of this RFP must be provided in this section of the Vendor's response. Use the Microsoft Excel specification spreadsheet provided and attach added explanation pages as necessary.

7.10 COST PROPOSAL

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Costs for the Vendor’s proposed solution should be submitted on a vendor created matrix.

It is the responsibility of the Vendor to ensure the accuracy of the pricing provided as part of your response. The County requests a firm, fixed price for each of the components described below. Sales or Use Tax (that is paid to AZDOR by county) must be indicated. The County will not consider time and materials pricing. Vendors shall provide firm and fixed pricing based on the functionality described. For each item, indicate if the cost is one-time, annual, or other.

The Vendor shall provide price information for each separate component of the proposed solution, as well as the costs of any modifications necessary to fully comply with the RFP specifications.

In the event the product or service is provided at no additional cost, the item should be noted as "no charge" or words to that effect.

Vendor shall make clear all assumptions made, and the rationale and basis of calculation for all fees.

Vendors shall show separate subtotals for the required elements and services of the proposed solution, and for any layers of optional elements. At a minimum, the Cost Proposal shall contain these Cost tabs:

Application and any other required software Hardware Hosting options Implementation and all professional services Training services Data conversion services Interfaces/Integrations/Modifications Travel costs Licensing options (include a 5 year maintenance/license projection)

In presenting software license fees, the Vendor shall:

Explain all factors that could affect licensing fees; Make clear what type of license is offered for each price (named user,

concurrent user, installed copies, processor-based, etc.); Indicate which product versions, operating platform(s), and machine classes

are included for each price; Indicate whether a product is for “server” or “client,” as applicable; and, Make clear the extent of any implementation services that are included in

the license fees (installation, configuration, training, etc.) To the extent possible, Vendors shall show any applicable discounts separately from the prices for products and services.

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The County prefers that Vendors provide separate prices for each item in the proposed solution. However, the Vendor is also encouraged to present alternatives to itemized costs and discounts, such as bundled pricing, if such pricing would be advantageous to the County.

The County reserves the right to pursue direct purchase of all items and services proposed, as well as to obtain independent financing.

The County is considering both a vendor-hosted solution through an ASP or SaaS licensing model and a traditional on premise solution. As such, the County is requesting proposals to include detailed information regarding the Vendor’s hosting and licensing options. If multiple solutions are proposed, please include a separate pricing form for each hosting/licensing model.

7.11 LICENSE AND MAINTENANCE AGREEMENTS

Sample license and maintenance agreements must be provided in this part of the Vendor's response for all components of the recommended solution (i.e., hardware, software, operating system, database, etc.). Indicate the basis on how licenses are determined.

7.12 EXCEPTIONS AND DEVIATIONS

If the Vendor finds it impossible or impractical to adhere to any portion of these specifications and all attachments, it shall be so stated in its proposal, with all deviations grouped together in a separate section entitled, “exceptions/deviations from proposal requirements.” This section will be all-inclusive and will contain a definition statement of each and every objection or deviation with adherence to specific RFP sections. Objections or deviations expressed only in other parts of the proposal, either directly or by implication, will not be accepted as deviations, and the Vendor in submitting a proposal, will accept this stipulation without recourse.

7.13 REQUIRED FORMS AND ATTACHMENTS

7.13.1 PROPOSAL SIGNATURE FORM

The undersigned, as authorized proposal responder, declares that he/she has carefully examined all the items of the Specifications and Instructions herein that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount specified below. The proposal responder will identify below its business entity as individual, DBA, partnership, corporation (foreign or domestic), and will indicate the official capacity of person(s) executing this proposal. The undersigned has read and understand the requirements of the request for proposal RFP 2016-108 and hereby submit my response thereto. I hereby agree to provide the software and services in accordance with the requirements of the RFP

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with exceptions explicitly noted in the proposal response. The proposed fees shall include all labor, material and equipment to provide the software and services as outlined including any travel or per diem expenses and any other miscellaneous expense involved.

7.13.2 OTHER FORMS

Please provide all other required forms in this section:

i. Statement of Responsibility/Non-Collusion Affidavit ii. Any Addendums issued for this RFP must be signed and returned with

the proposaliii. For Vendors who are proposing a hosted solution, please additionally supply

a copy of your Independent Service Auditor’s Opinion Letter from your most recent SSAE 16 Type II audit.

7.13.3 STANDARD FORMS AND CONTRACTS

Any forms and documents not submitted as part of the proposal and not attached to this Master Agreement as an Exhibit, but subsequently presented for inclusion may be rejected by the County. County reserves the right to accept or reject in whole or in part:

i. Any form or document submitted by the Independent Contractor; and/or ii. To require that amendments be made thereto;

iii. Or that, upon demand, an agreement drafted by the County be utilized. This requirement includes, but is not limited to, the following types of forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements. The County will negotiate any and all contracts/agreements and prices/fees with the finalist Independent Contractor, if doing so is deemed in the best interest of the County. It is a material condition of this Agreement that all Independent Contractor forms and documents must conform to this principal Agreement and no Independent Contractor form or document shall operate to amend any term or provision of this Agreement unless specifically identified, called out separate and apart, and by its written terms boldly noting the amending effect of the term or provision. Any attempt to amend this Agreement by subsequent written instrument that does not abide by this procedure shall be null and void and of no effect.

8.0 EVALUATION AND AWARD

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8.1 PROJECT GOVERNANCE AND EVALUATION STRUCTURE

The County will use the following structure for the management and evaluation of the software and implementation services proposals received in response to this RFP.

Proposal Evaluation Team. The Proposal Evaluation Team (the “Evaluation Team”) will include representatives from both the central administrative functions such as Finance, Information Technology, Human Resources, as well as key staff members in other County Departments. The Evaluation Team will be responsible for tasks such as evaluating and rating proposals, participating in meetings, attending all software demonstrations, and participating in any other evaluation tasks that may be required, such as site visits. The Evaluation Team members will be responsible for evaluating the quality of the proposed software to assess its ability to meet the County’s business requirements, as well as assessing implementation strategies, prices, and other evaluation criteria. The Evaluation Team’s initial objective, following proposal evaluations, is to provide a list of recommended vendors to the Steering Committee who will then assess this recommendation’s criteria findings, and then ultimately make a Steering Committee recommendation for a short-list of vendors to continue into subsequent evaluation stages (i.e. software demos). After all evaluation stages are complete, the Evaluation Team will make a final vendor recommendation to the Steering Committee, who will assess the recommendation, and ultimately recommend a final vendor to the County Manager and County Board of Supervisors.

End User Team. The End User Team will consist of subject matter experts from the various County departments that have knowledge of specific business processes and are interested in assisting with the evaluation process. The End User Team will support the Evaluation Team during the evaluation process by participating in activities such as software demonstrations.

8.2 OVERVIEW OF THE EVALUATION PROCESS

The County will use a competitive process which may include short listing a select group of vendors. The County reserves the right to eliminate vendors and proceed with the remaining vendors, and request Best and Final Offers from any vendors.

Selection of the final vendor may include the following steps and factors:

Procurement Requirements Evaluation Detailed Proposal Evaluation Software Demonstrations and Reference Checks Interviews, Customer Site-Visits Final Contract Negotiations

8.3 EVALUATION CRITERIA

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An internal proposal evaluation team will review all proposals received by the opening date and time as part of a documented evaluation process. This team will evaluate proposals according to the following criteria. Each criteria will receive a score between 0 - 10; and then the score will be multiplied by the "weighting" for that respective criteria The evaluation team will then make a recommendation of top proposals to the Steering Committee.

Evaluation Team criteria and weighting:

i. Was all required data and forms submitted to be a complete response (Pass/Fail)

ii. Compliance or fit within County technical standards (Pass/Fail)

CriteriaPoints (0-10) Weightings

Weighted Score (Points x

Weightings)

Functional Requirements:

Finance Requirements 35Human Resources Requirements 35Response to IT Technical Requirements 25

Implementation Plan and Services:

Implementation work plan/Project Schedule 15County Staffing Plan 15Data conversion 15Training plan and user training 10

Professional Services:

Process Improvement/Operational Redesign 10Knowledge Transfer 10Project Management approach 5Change Management approach 5

Vendor's proposed key staff assignments:

Organization Chart for project team 10Resume of vendor's key staff project team assignments 10

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Vendor's acceptability of our Master Service Agreement

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Vendor experience:

Client list, number of similar installations of the proposed solution, and maturity of solution

15

Customer Support:

Help desk resources/Timing of support response 10

Identification of future upgrade features 5

Demonstrated project understanding 10

Software licensing:

How are users licensed 5

TOTAL

Once the Project Steering Committee agrees to the short list of vendors from the Evaluation Team recommendations, then the Steering Committee (SC) will evaluate those recommended vendors as following, with the criteria shown in descending order of importance:

xii. Proposed solution cost that provides best value to the Countyxiii. Strength and long term viability of Vendor xiv. Acceptable level of Risks associated with each vendor on short list

After the SC has evaluated the proposals, demonstrations/interviews with the short listed vendors will be scheduled. Vendors who are invited to the interviews will be re-evaluated with criteria to be determined at that time. All short listed vendors start the interviews on equal standing. Best and final Offers (BAFO) may be requested after the interviews.

8.4 AWARD

The County reserves the right to award a contract, based on initial offers received from vendors, without discussion and without conducting further negotiations. Under such circumstance, the acceptance of a proposal by the County shall be deemed to be an acceptance of an offer that such acceptance will be binding upon both parties. A proposing offer should therefore be based on the most favorable

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terms available from a price, business requirements and technical standpoint. The County may also, at its sole discretion, have discussions with those vendors that it deems in its sole discretion to fall within a competitive range. The County may enter into negotiations separately with such vendors. Negotiations may continue with a vendor to whom the County has tentatively selected to award a contract. The County shall not be deemed to have finally selected a vendor until a contract has been successfully negotiated and signed by both parties. Contractual commitments are contingent upon the availability of funds, as evidenced by the issuance of a purchase order. Once awarded, the contract which will include this RFP document and the selected vendor’s response to the RFP will be the final expression of the agreement between the parties and may not be altered, changed, or amended except by mutual agreement, in writing. All contracts are subject to the approval of the County’s legal counsel and Board of Supervisors.

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VENDOR SIGNATURE and INFORMATION PAGE

RFP 2016-108

PROPOSER/VENDOR: ________________________________________

SIGNATURE:______________________________________________

NAME AND TITLE (PRINT): _____________________________________ ADDRESS: ___________________________________________________

CITY/STATE: _____________ ZIP__________

TELEPHONE: ( ) _____________________________

FAX: ( )_____________________________

E-MAIL ADDRESS: ____________________________________

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9.4 Proposal Checklist

Item √

Cover page and signed Cover LetterTable of ContentsExecutive SummaryProposal Company background Application Software Technical Requirements Vendor Hosted Option Implementation Plan Staffing Plan Ongoing support ServicesFunctional Requirements Spreadsheet (completed)ReferencesStatement of Responsibility (notarized and signed)Non-Collusion affidavit (notarized and signed)Signed Vendor information FormPricing FormsAddenda (as applicable)Software and License Agreement – Draft (aligned with County master agreement T & Cs)Required number of proposal copies and thumb drive

** Do NOT send a copy of this RFP.

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