HomeMy WebLinkAboutSection5City of Miami, Florida RFP No. 03-04-151
SECTION 5
5.0. INSTRUCTIONS FOR SUBMITTING A RESPONSE
Proposal Format
Proposals must follow the format prescribed herein and must include the requested information contained in
the RFP and in the following downloadable files:
ERP-SI Questionnaire http://ci.miami.fl.us/orocurementIERP/ERP-SI Questionnaire.xls
ERP Pricing Work Sheet http://ci.miami.fl.us/procurement/ERP/ERPSIPRICE.XLS
ERP-SI Functionality Response http://ci.miami.fl.uslprocurement/ERP/ERP-SI Functionality Response.xls.
ERP-SI must submit both hard copies and soft copies of their responses as described herein. All electronic
and hard copy pages of the proposal must include the ERP-SI's name in either the header or footer.
Include a transmittal letter signed by a corporate officer who is an authorized company representative.
The transmittal letter should not exceed three pages. The transmittal letter should include a statement that
the ERP-SI understands the Scope of Work as previously defined.
ERP-SI must also submit a copy of their standard contract with the proposal.
Proposals must follow the format prescribed below and must include the requested information for each
section, and the enclosed Proposal Response Forms. It is understood that exhibits may be included for
financial statements, resumes, etc. Failure to complete and furnish all information requested in the form
and format specified may result in disqualification.
Statement of Work
Using the following outline, please provide a proposed statement of work in your proposal. If
subcontractors will be utilized, the Prime ERP-SI must indicate how the subcontractors will be integrated
into the proposed approach and project plan.
• ProJect Background
• Project Scope
• Project Organization
o Structure (e.g., ERP-SI and City teams)
o Staffing (e.g., additional staffing and backfill requirements, etc.)
o Roles and Responsibilities (e.g., job description, titles, etc.)
o Other Resource Requirements (e.g., site preparation facilities, electrical, work space, etc.)
Project Methodology
o Phase (e.g., Project Preparation)
o Implementation and Task Plans for Project Planning
o Deliverables (e.g., Detailed Project Schedule)
o Assumptions (e.g., time required of team members)
• ProJect Management
o Project Meetings (e.g., status meetings —frequency and attendance)
o Reports (e.g., status reports —frequency of reports, contents)
o Project Issues Resolution (e.g., issues database —description of approach to issue
identification, evaluation, resolution, etc.)
o Project Management process
o Configuration Management
o Risk Management
o Communication
o Change Management
• ProJect Change Control Approach
• System Acceptance — User Acceptance and Technical Training
o Methodology
o Document Deliverables
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City of Miami, Florida RFP No. 03-04-151
o Application Deliverables (e.g. system acceptance test and approval process)
• Project Schedule
o Payment Schedule based on deliverables and/or milestones
o The City additionally requests that ERP SI provide hourly rates by position
• Project Training
o Train the trainer training
o End -User Training
o Training Strategy and Approach
Company Information (ERP-SI Questionnaire)
ERP-SI must provide background information about their company's financial health, research and
development commitment, ability to perform, information on product support, company vision, etc. The
ERP-SI must provide this information by completing all questions in this spreadsheet document. Note that if
the ERP-SI's proposal includes resources from other companies (subcontractors), additional company
information must be completed for each company. Failure to adhere to these requirements shall deem your
proposal non -responsive. Once the City short-lists firms for oral presentations, only the ERP-SI and sub-
consultant(s) included in the proposal will be allowed to be part of the presentation. Any sub-consultant(s)
or partner(s) added to its ERP-SI team after the presentation by the proposer must receive approval by the
City. The City reserves the right to approve, disapprove, remove or include any partner(s) or sub-
consultant(s) from this project.
Contract Related Information (ERP-SI Questionnaire)
ERP-SI must provide information regarding contractual guarantees and warranties. The ERP-SI must
provide this information by completing all questions in this spreadsheet document. Failure to adhere to
these requirements shall deem your proposal non -responsive.
References (ERP-SI Questionnaire)
ERP-SI must provide up to eight (8) customer references. At least one (1) reference must be a US Local
Government client of a similar size and complexity as the City of Miami that has implemented an ERP
solution within the last five (5) years. At least one (1) reference must be a client that has implemented
Oracle E-Business Suite within the last two (2) years. Note that if the ERP-SI's proposal includes resources
from othercompanies (subcontractors), additional references must be completed for each company.
In addition to the above, the City requires that ERP-SI provides a list of all its Oracle ERP clients, for the
past three (3) years.
Failure to adhere to these requirements shall deem your proposal non -responsive.
Exceptions
Identify any exceptions taken to the RFP. All exceptions must be documented here regardless if they are
referred to elsewhere in the proposal.
Technical Requirements Response
The following responses should be developed using Microsoft Word or PDF and must follow the format
detailed below, including section reference numbers. The ERP-SI must provide a background and scope of
work section preceding the responses to detailed technical requirements.
The City requires that the prime ERP-SI take responsibility for providing project management and
implementation services for all selected systems and applications. The prime ERP-SI is expected to
guarantee the successful, timely completion of the project. The prime ERP-SI Is responsible and
accountable for all contractors it utilizes throughout the life of this project.
The City intends to take responsibility for meeting its obligations as defined in an agreed upon project
implementation plan. The prime ERP-SI will be required to conform to the City's Project Management
standards.
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City of Miami, Florida RFP No, 03-04-151
Prolect Schedule
1. The ERP-SI must provide a proposed Project Schedule
2. The Project Schedule shall be represented in a Gantt Chart showing proposed start and end dates
or all tasks and subtasks
3. The Project Schedule shall show for each deliverable the time period for City review and comment,
the subsequent time period for correction by Contractor prior to final submission and deadline for
acceptance of the Final version of the deliverable.
4. The Project Schedule shall provide dates of system migration and City responsibilities and
timeframes. The schedule should be based upon the number of months after contract signing and
should represent "not to exceed" or guaranteed completion dates. Any contingencies, such as
tasks requiring City effort, should be identified.
5. The ERP-SI must describe its method(s) for accurately tracking project progress.
Configuration Management:
The ERP-SI shall describe the proposed software configuration management activities to be performed
during the life cycle of the project. The response shall include the following:
1. The responsibilities and authorities for accomplishing the planned software configuration
management activities.
2. Identify the required coordination of software configuration management activities with other
activities of the Project and identify the tools and the resources required for the execution of the
plan.
3. The methods, procedures and automated software and system tools the ERP-SI will use to track
software inventories and site -based hardware and software configurations.
Issue Management
Issue Management shall be performed with an issues database.
Work Standards
The ERP-SI shall describe its proposed approach, including specific tools, for the development and
maintenance of City specific documentation (e.g. business process maps, business rules).
Protect Deliverables
The ERP-SI shall describe its internal deliverable review processes for assurance of deliverable quality. In
addition to describing the deliverable development process, the ERP-SI shall include all internal checks and
reviews performed prior to deliverable submission and indicate the staff responsible at each stage of
review.
ERP-Sl shall provide a list of deliverables associated with the project by project phase using the table
below. Include a description of the deliverable with a suggested table of contents, and when the deliverable
will be available.
1,4-11111111
Provide samples for all deliverables that will be produced as part of the integration services proposal.
These deliverables should be identified in the Integration Services Costs portion of this document with its
respective cost and payment schedule. In addition, the hourly rates per resource must be disclosed.
Prolect Organization and Staffing
The City anticipates that the ERP-SI will propose a project team composed of the best -qualified staff for the
Project. Given the size, scope and complexity of the Project, it is important that the Project be staffed and
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City of Miami, Florida
RFP No. 03-04-151
organized to work most effectively. The City reserves the right to interview each member of the proposed
project team, The ERP-SI shall provide the following information on the proposed project team for the
Project, including all Subcontractor staff:
1. Provide name(s) and resume(s) of the individual(s) who would potentially be designated as staff for
this project, including roles and responsibilities of each recommended resource.
2. Provide assumptions for estimating the staff resources necessary to meet the needs of the Project,
including total number of full time equivalent staff in the various positions proposed, summaries of
the number, level and type of staff for each task and subtask in the project work plan.
3. Provide a list of the names, role/positions, responsibilities, onsite hours per month and duration of
assignment for each of your personnel that may be assigned to the Project.
Person Role/Position
ROLirS Per Mo Duration
4. Attach or reference section of resumes showing professional experience and educational
qualifications of personnel to be assigned directly to the project team. Indicate the number of years
experience with implementing similar systems in large local government implementation and
include project references. In addition, use the following table to summarize their qualifications.
System Integrator Proposed
Role/Position Staff Name
Tenure with Years
Company I xpei ience
(i.e., Years, In Proposed
Months) Rote
Years
Experience
With Oracle E-
Busi{less Suite
and Version
Assigned
Years
Experience
With local or
State
Governm0rrt
5. Describe your plan in maintaining continuity in the composition of the project team.
6. ERP-SI shall not remove and/or change the following key ERP-SI positions without the express
written consent of the City Project Manager:
a. Project Manager
b. Technical Lead
c. Functional Lead
d. Database Administrator
7. Provide a project organization chart that shows all project staff members, staff assignments and the
proposed lines of authority and communication within the proposed project team. The project
organizational charts must clearly identify the relationship between ERP-SI and Subcontractor
staff. City personnel should be included In the organization chart.
8. Describe the ERP-SI's management structure and the methods to ensure adequate oversight and
executive direction for the Project.
9. Identify how the project team will interact with the City project team members.
10. Provide a list of City project team members required to assist in the implementation of the proposed
system(s). Include team role, number of people assigned to role type, a brief description of tasks,
estimated number of staff hours per role per month, and duration of assignment required.
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City of Miami, Florida
RFP No. 03-04-151
City Project Team
Role
Quantity
MINIM
tasks
Duration
(weeks,
Hours Per Mo, months)
111111111111
11. Describe the skills required and minimum level of experience of the City staff.
12. Describe your proposed approach to knowledge transfer.
Risk Management
The ERP-SI shall describe its proposed approach to risk management for the Project.
The ERP-S1 shall identify significant risks to project success including risks to functionality, performance,
schedule and cost, and definitive approaches to mitigate those risks.
Prolect Communication
The ERP-SI shall describe its proposed approach to project communication for the Project.
Change Management
The ERP-SI shall provide a detailed description of its proposed approach to change management during
implementation.
Implementation Methodology/Approach
The City of Miami has recently rolled out collaborative workgroup tools in the form of Microsoft Project
Server 2002. The selected ERP-SI will be required to create and continuously update a project schedule
using Microsoft Project 2002 software for the purpose of resources and reporting to the City's Project
Manager.
1. Describe the nature and extent of the services to be provided in this area.
2. Provide a copy of the overview document for this methodology and the process flows supported by
the proposer software.
3. Given the information in this document, as well as the ERP-SI's experiences with local government,
the ERP-SI should recommend the implementation strategy the City should employ. Include
rationale and assumptions. The City would like to evaluate the ERP-SI's understanding of the
rollout issues facing the project team.
Deployment
The ERP-SI shall describe its proposed approach to system deployment. Description should include, but
not be limited to, the proposed methods, tools and techniques to facilitate deployment and a process for
deployment verification.
Oracle E-Buslness Suite Customizations & Interface Development
1. The ERP-SI shall describe its approach to validating the customizations to the Vendor's standard
packages to meet the requirements of the City. Customizations will be made only when absolutely
necessary. A list of possible customizations is included in Appendix B.
2. Describe the proposed approach to developing any required customization and how the Software
Vendor and ERP-SI would be involved.
3. Describe the proposed approach to developing system interfaces.
4. The ERP-SI shall describe the tools used to develop software modifications and interfaces.
5. The ERP-SI shall cite three examples of significant customization around the Oracle E-business
Suite's standard package in the Public Sector space. The ERP-SI should identify any assurances
provided to the ERP-SI's clients that the code in the examples cited would migrate easily to the next
release of the product.
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City of Miami, Florida RFP No. 03-04-151
System Security
The ERP-SI shall describe its proposed approach to system security, security configuration and security
administration.
Failure Recovery
The ERP-SI shall describe its proposed approach to failure recovery.
Disaster Recovery
The ERP-SI shall describe its proposed approach to disaster recovery.
System Capacity
The ERP-SI shall describe its proposed approach to system capacity, including:
1. The process to be utilized to ensure appropriate capacity of all components of the system, including
hardware, software and network components.
2. The methodology, tools and type(s) of data required to conduct periodic and ongoing capacity
planning. This includes a description of whether the ERP-SI is using automated tools or an
established industry standard capacity methodology or model.
3. The content and source(s) of data to be utilized for capacity planning.
4. The proposed approach for data archival based upon the ERP-SI's experience. State the reason
for the approach.
5. Past and ongoing experience with capacity planning. The ERP-SI shall describe what lessons have
been learned and how such lessons have been applied to the current methodology.
System Performance
The ERP-SI shall describe its proposed approach to system performance. Approach should address how
system performance will be measured throughout the life of the Project, including the proposed methods,
tools and techniques for performance measurement.
The ERP-SI shall identify any significant performance challenges as relates to batch processing in Oracle
E-Business Suite. ERP-SI shall describe its approach to resolving these challenges and maximizing batch
processing performance.
System Operations
The ERP-SI shall describe its proposed approach to system operations. Description should include, but not
be limited to, a description of the proposed system operation process that includes implementation, testing
and user support.
System Maintenance
The ERP-SI shall describe its proposed approach to system maintenance. Description should include, but
not be limited to, the proposed process for transition to the maintenance phase, problem and modification
analysis, modification implementation, maintenance review and acceptance and deployment.
Backup and Restore Capabilities
The ERP-SI shall describe its proposed approach to Backup and Restore the Oracle E-Business Suite and
its related data. The proposal should include the following:
1. Fully describe the backup approach including ERP-SI recommendations, and explain any
restrictions on access or system functions during this process.
2. Are all system functions (inquiry and update) available during backup? Explain.
3. Can the system perform incremental backup?
4. Can the system backup specified data or applications (as opposed to complete disk image)?
5. Provide benchmarks for a complete backup of all data.
6. Describe all circumstances under which the system is unavailable to users.
7. Describe if the software and hardware currently owned by the City will be sufficient to support the
new Oracle E-Business Suite.
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City of Miami, Florida
RFP No. 03-04-151
Data Conversion and Archiving
The ERP-SI shall provide a detailed description of its proposed approach to data conversion. The City will
assist the selected ERP-SI in identifying the automated links and key fields associated 'with the files to be
converted. The City will identify the best way to provide data in the most recommended format. The ERP-
SI must rearrange the City's data format to match the new DBMS file organization.
All associated conversion costs shall be included in Integration Services Costs portion of this document.
Testing
The ERP-SI shall describe its proposed approach to System Testing. The selected ERP-SI for the Project
must anticipate extensive participation in the testing process by representatives from the City. The City will
participate in conducting the tests and assessing test results. In addition, complete the table below based
on your proposed approach.
f-RP Software Systems Integrator
Installation/Integration/Testing Services
Describe Services Below
Application Software
flours
On -Site
Application Software
Flours
Off -Site
Total Installation/Integration/Testing
Services Pro.osed
The ERP-SI should recommend any automated tool to be used for intensive system testing.
Training
A train the trainer approach will be used for training of the City's end -users. The City has determined that
training will include separate Module -based and Process -based training classes. Module -based training
includes all generic training materials and tools related to function level knowledge of Oracle E-Business
Suite. Process -based training includes all custom training materials and tools related to functional level
knowledge of Oracle E-Business Suite, tailored to meet the City's specific Oracle E-Business Suite
configuration and processes. Module -based training will be provided directly by Oracle Corporation. Core
project team members will receive module -based training after selection of the ERP-SI.
The ERP-SI shall describe its proposed approach to Process -based training and should include its
approach to maintaining training materials and curriculum online, training quality control, post -
implementation training, and cut -over training per application module, including the following:
1. Any pertinent details, limitations, exceptions concerning the services offered for training.
2. List or catalog of optional classes or training available but not included in this proposal.
3. On-line training courses and on-line evaluation tests provided.
4. Identification of customized training for government entities and your approach to customized
training needs identified during implementation.
5. Maintenance of training materials and curriculum online.
6. Alternative training approaches.
7. Quality control on proposed training.
8. Additional training provided.
9. Post -implementation training.
10. Pre -implementation training.
11. Cut -over training services per application module.
12. Knowledge management capabilities.
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City of Miami, Florida RFP No. 03-04-151
The ERP-SI is not responsible for delivery of the Process -based training, but will ensure that the City
identified trainers have all the tools, documentation and resources necessary to successfully deliver training
to the City's end -users.
The City expects all training to be relevant specifically to government and to be modified to include quality
control, best practices and agreed upon standard operating procedures. All users are expected to be
thoroughly trained, certified and evaluated to accomplish specific job duties and to have substantial ERP
education. Ali classes should have agreed upon curriculum with assessment tests, hands -on -exercises to
be provided before, during and after all said classes including suggested follow-up materials. Materials
developed in this process will be maintained by the ERP-SI or provided in full to the City with
customizations for exercises, testing, online help and follow-up material. Areas of training to be developed
in conjunction with the project plan should include but not be limited to:
1. Pre -Implementation: ERP Education, manager coaching, technical training
2. Pre -Installation: User training per module
3. implementation: Helpdesk, online help customization, on the job (floor) training
4. Post -Implementation: Refresher and cross -over training.
Describe how your proposed training and implementation services will meet these objectives and complete
the table below based on your approach. Add any additional services areas not listed in the table below:
CRP Software
Training Services
S stem Software/Utilities
Systems ntegrator
Total Hours
Provided
On -Situ
_
total 1 sours
Provided
Otf-Sito
Allowed li of Attendees
S stem Administration
DBMS Administration
Technical Su• •ort Trainin!
Application System Administration
Trainin!
,1.1.1111.11
Other describe
Total System Administration/
Management
Trainin. Hours Provided
Human Resources
MIIIIIMIIIINIIMMIIIIMI
Pa roll
Finance
General Led • er
Accounts Receivable
Accounts Pa able
Fixed Assets
IMMVIIMIIMI
Pro'ect Accountin!
Grants
Budget
Re. ort Writin! Tool
IIMMININIE
Total Application Software Training
Hours Pro•osed
NEM
Related Hardware and System Software
System Architecture
1. The ERP-SI shall provide a recommended system architecture for the City's implementation of
Oracle E-Business Suite Human Resources Management, Financials, Payroll, Budget and
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City of Miami, Florida RFP No. 03-04-151
Purchasing. The proposed architecture must leverage existing City assets (SANS, Tape Silos,
Servers, ect.) where feasible.
2. Provide a high-level description, and attach a diagram, of the overall proposed system architecture
that clearly illustrates the following:
a. All proposed hardware (e.g., servers, end user devices, peripherals, etc.).
b. All software including system software, RDBMS, client software, Oracle E-Business Suite,
and other required third party applications and their interrelationships.
c. Recommended configurations for e-government related services such as eprocurement
and on-line recruiting.
d, Security features required for e-government related services (i.e., firewalls, DMZ, etc.).
Related Hardware
This section pertains to the procurement of the ERP system's central processor(s), new peripheral devices
and requisite system software as required based on the selected ERP-SI's approach. ERP-SI must
recommend the central processors and related peripherals, including system printers, tape drives/optical
disk, cash drawers, cash registers, special check printers and bar code readers, system software SAN
(Storage Area Network) and/or client/server software necessary for the normal operation of the proposed
system(s). The City will be responsible for providing all approved hardware.
The major hardware components for CPU, disk, etc., are to be specified by the ERP-SI. The City requires
that all hardware specification be fully compatible and proven with the proposed Oracle E-Business Suite.
ERP-SI shall provide vendor independent hardware components.
ERP-SI shall further provide vendor specific hardware components and proposed pricing.
The City may, at its discretion, purchase said hardware and software components from the ERP-SI.
System Software
The City requires that system software is considered state-of-the-art technology and represents the most
current version in production at the time of installation. The City further requires that all software run in a
Windows Operating System environment. No other operating systems shall be considered for this project.
List all system software proposed or available with the system. Include all system software necessary to
operate the proposed hardware components. Indicate by a letter code "I" if the software is included in this
proposal, or letter code "0" if optional with this system.
Code
Response I or 0
Operating system:
Name
Release Level
Database Management System (DBMS):
Name
Release Level
Languages/Compilers
Report writer programs
Other (list)
Cost Proposal
The cost proposal must be completed as outlined. The City is State Sales Tax exempt. Notwithstanding,
ERP-SI should be aware of the fact that all materials and supplies which are purchased by the ERP-SI for
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City of Miami, Florida RFP No. 03-04-151
the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08
Florida Statutes as amended and all amendments thereto and shall be paid solely by the ERP-SI.
The ERP-SI will provide firm, not to exceed Price by completing the pricing sheets. The ERP-SI is
expected to provide its lowest pricing in the initial response to this RFP. The costing considerations of the
ERP-SI selection process will be based on the total integration price contained in the RFP response. Failure
to adhere to these requirements shall deem your proposal non -responsive.
The City is interested in obtaining the best possible price for the selected services and product(s). Prices
should be itemized as to number of labor hours and cost on a per task basis. To assist in the comparison of
the proposals received, the City requires two types of cost information to be submitted. These are defined
below:
• Integration Services Cost: Describe and list all costs that would be associated with your proposed
integration services. Costs not otherwise identified will not be accepted in a final contract.
• Optional Costs: List and describe all optional cost items that could be associated with your.
proposed integration services
Exceptions must not be included in the response; however, it is not our intention to preclude
any reasonable solution and we will discuss any exceptions that the Proposer brings to the
City.
The price quotation should be all-inclusive; that is, it should contain all costs associated with the proposed
services necessary to effect a successful installation and all costs associated with the warranty period.
Cost evaluations will be based on the price quotation submitted in the response.
hardware
The City of Miami desires the ERP-SI to propose an optimal hardware platform/n-tier configuration for the
ERP. Each application tier should be the best fit for the specific function and should fit within the City of
Miami's Technical Architecture. When defining an optimal solution, please consider the following criteria:
• Ability to process the City's business transaction volumes
• Degree to which the proposed solution is consistent with ERP industry trends
• Cost (including one-time cost, maintenance costs, and other ongoing licensing impacts).
Please describe your proposed optimal hardware platform/configuration (servers, workstations, printers,
etc.). Be sure to include all environments required for a system of this size and complexity, including, but
not limited to, Development, Quality Assurance, Test, Production and Reporting environments.
This description must include a detailed layout of individual servers - Application, Database, Web, etc.
Enterprise, Application, File and Print servers must also be Windows 2000 or greater (the City prefers to
utilize 2003), provided by top tier hardware vendors.
The City of Miami envisions three types of users. Please indicate your proposed platform for each user
type. Thin client configurations should be Microsoft Internet Explorer Browser based or use Microsoft
Terminal Server.
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City of Miami, Florida
RFP No. 03-04-151
City of Miami Operations Statistics
The following statistics are provided to help understand the operation of the City of Miami and as an aid for
the ERP-SI in providing a price estimate:
Number of W2's issued 2002
4,372
Total Number of Employees as of 3/31/03
4,069
Number of Fire employees as of 3/31/03
690
Number of Police employees as of 3/31/03
1,448
Number of unions
4
Pay Period Basis
Biweekly
Number of 1099's issued 2002
1,606
Average number of vendor checks issued weekly
850
Number of vendors
29,483
Annual operating budget
$416M
Number of accounts in chart of accounts
125,978*
Number of PO's issued annually
5,819
Number of recruitments performed annually
150
Average annual turnover rate for employees
14%
Number of applications submitted annually
7,500
Average number of deductions per person/ per pay
period
8
Average number of deductions per pay period
145
Number of Retirees
3,293
Number of Locations
100
Number of Shifts
15
A new Chart of Accounts is currently under development. This number should be used as guidance only.
Users By Module
Cost estimates should be based on the number of users by functional area shown in the following table
where each row represents key functions for the future ERP software. The column headings describe the
type of user access that is anticipated for each key function.
Human Resources
Position Control
Cam • ensation
Benefits Administration
Trainin• Administration
Pa roll
Recruitin
Em • to ee Self -Service
A. •licant Self -Service
General Led • er
Accounts Pa able
Billin• / Order Mana!ement
Accounts Receivable
50
10
20
10
10
30
30
35
10
30
1500
1500
1500
30
30
1500
1500
1500
4000
1500
20
80
30
40
1500
1500
1500
30
30
1500
1500
1500
4000
1500
450
450
25
450
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City of Miami, Florida
RFP No. 03-04-151
Fixed Assets
5
5
45
Cash Management
25
5
5
Treasury
5
5
5
Project Costing
5
25
30
Customer Portal
Up to
400,000
0
0
Ex'ense Ent Self -Service
925
75
0
Budget and Forecasting
100
75
450
Balanced Scorecard
15
--
15
Grant Administration
35
15
15
Grant Accountin!
20
15
15
Requisitioning
50
200
50
Purchasing
75
5
50
Inventory
25
5
25
Employee Requisitioning Self -Service
--
1000
1000
Su. 'tier Portal
8000
5
8000
OW / Business intelligence
50
--
50
Overview of the Cost Areas and Format for Responses
To assist in the comparison of the cost proposals, the City has developed the associated Excel file
ERPSIPRICE.XLS. This file is to be downloaded from the City's website:
http://ci.miami.fl.us/procurement/ERP/ERPSIPRICE.XLS and must be used to respond to the pricing
requirements. In addition, where additional information has been requested or deemed necessary that
provides an explanation of a pricing approach, include a supplementary MS Word format response (not
within the Excel file) the explanations that provide additional detail to your cost proposals. The explanations
should reference the structure established above, Explain your pricing approach Including any
thresholds that may be relevant to our decision process.
General Assumptions
To ensure comparability between cost proposals, the City has included the following assumptions for
guidance:
• Implementation timeframe is 18 months or less
• Estimated Number of Users (refer to previous page)
• Assume a 5% growth rate in users for a period of 5 years
• Total number of City employees is approximately 4,500
Using the General Assumptions above, provide us with your best pricing.
When submitting your electronic responses for costs, proposers must rename the
"ERPSIPRICE.XLS" file to "(yourname) ERPPRICE.XLS". The price spreadsheets must also be
included in the printed copies of your proposals.
Should any 3rd party solutions be part of the proposed solution to meet the City's requirements, a separate
copy of the price worksheet should be completed for each and party solution. If any 3rd party solutions are
required, please name the additional price worksheet files to"(yourname)ERPPRICE(addendumX).XLS",
where X should be used to enumerate the number of 3rd party price sheets being provided.
The City may, at its discretion, purchase third -party software from ERP-SI if reselling agreements are in
place and the pricing is advantageous to the City,
Section 5 42
City of Miami, Florida
RFP No. 03-04-151
Price Worksheet
The ERPSIPRICE.XLS file is divided into four (4) worksheets:
• Summary — No Entry Required: Includes summary tables of cost information entered in the
subsequent worksheets. ERP-SI should not enter information on this worksheet. Information here
is automatically populated from the other worksheets.
• Integration Costs: Includes pricing for installation, implementation, temporary interfaces, permanent
interfaces, project management, testing, training, out-of-pocket expenses, data conversion,
performance bond, business intelligence, storage management, change management, post go -live
support, other. ERP-SI must provide # of Resources, # of Hours, Cost per Hour and Extd Cost for
each of the services provided. The successful ERP-SI shall provide the City actual hours worked
per resource on a weekly basis once the project commences. The Integration Costs section also
includes costs for training, 3rd Party Tools and Hardware to support the ERP system.
Services Description
# of Resources
# of Hours
Cost i Hour
Pricing
Software Installation
30
Software Configuration
$0
Customization - Reports
$0
Customization - Interfaces
$0
Customization - Conversions
$0
Customization'- Extensions
$0
Training
$0
Change Management
$0
BI (Business Intelligence)
so
Travel
$0
Out -of Pocket Expenses
$0
Post Go -Live Support
$0
Performance Bond
$0
Total Integration Services Costs
$0
• Optional Services Costs: Includes pricing for any optional services provided in the proposal
Optional Services Costs
List Detail
Unit Type
# of Units
$IUnit
Pricing
$0
$0
$o
$0
Total Optional Services Costs
$0
Section 5 43
City of Miami, Florida
RFP No. 03-04-151
• Payment Schedule: List all deliverables with their respective costs and estimated payment date.
Deliverable
Cost
Payment Date
Total Integration Services Costs
To fill out the Price Worksheet, enter data into the YELLOW cells in the Excel worksheet. Do not edit, add,
or delete any other cells.
Hourly Rates
For any item of service and unexpected charge that falls outside this contract, what are your hourly rates?
The rates must be fixed for the implementation period. Provide hourly rates for the type of service, as well
as for all project roles.
Services Description
Hourly Rate
Training
Programming
Design
Testing
Installation and Configuration
System Administration
Database Administration
Quality Assurance
Change. Management
Post Go -Live Support
Management
_Project
Other (Please specify)
Section 5
44
City of Miami, Florida RFP No. 03-04-151
Training
Training pricing is for project team training and is divided into two parts: technical training and application
training. The training pricing should be consistent with the training philosophy described by the ERP-SI in
any other area of their proposal. To ensure the comparability between ERP-SI's, use these assumptions
when pricing training even though your training philosophy may recommend different numbers:
Number of database administrators to receive training: 2
Number of software developers to receive training 10
Number of system/web administrators to receive training: 3
Number of application/functional team members to receive training: 40
The City is looking for your recommended approach for training by module. Consider the size of the City
and your experience in accounts of this nature.
The City is also interested in the ERP-SI proposing any software/tools that would leverage the development
of end user training for the implementation of the ERP solution. The ERP-SI should describe the proposed
software/tools (e.g. training aids, appropriate manuals, quick reference guides or templates, computer
based training, on line help) and how these tools could be used to develop the end user training for the
implementation.
Response Format
Two (2) complete soft copies on two (2) CD's, eight (8) complete hard copies, one (1) original and
one (1) copy of all required City Forms in response to this RFP must be delivered to:
Ms. Priscilla A. Thompson, City Clerk
City of Miami
Office of the City Clerk
3500 Pan American Drive
First Floor
Miami, Florida 33133
Responses must be clearly marked on the outside of the packaae referencing:
RFP NO. 03-04-151 ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE SYSTEM INTEGRATOR
Responses received after the date and time stated in the RFP will not be accepted and shalt be
returned unopened to Proposer.
Responses received at any other location than the aforementioned or after the Proposal submission
date and time shall be deemed non -responsive.
Responses should be signed by an official authorized to bind the Proposer to the provisions given in the
Proposal. Responses are to remain valid for at least 180 days. Upon award of a Contract, the contents of the
Proposal of the Successful Proposer(s) may be included as part of the Contract, at the City's discretion.
Proposers must provide a response to each issue. Responses should be prepared in a concise manner with
an emphasis on completeness and clarity.
Packaging Instructions
Proposals must be packaged In clearly marked separate sealed envelopes (or boxes). One package
must contain the overall proposal and the other for pricing information only. The envelopes must contain
the ERP-SI's name and the project name (ERP Software System Integrator) with the due date and time
marked in the lower left hand corner.
Submittal Guidelines
Any and all Responses that do not follow the prescribed format are subject to immediate disqualification.
When responding to this RFP, all Proposers shall adhere to the guidelines defined below:
Section 5 45
City of Miami, Florida RFP No. 03-04-151
Completed Response forms, including all required forms included with this RFP. Refer to the Checklist(s)
for guidance on the information and documentation to be provided with Response.
Forms and Acknowledgments that Proposers shall complete and submit as part of its Proposal are
discussed under Section 6.0, RFP Response Forms which include all of the following forms and/or
documents.
6.1 RFP Information Form
6.2 Certificate of Authority
6.3 Indemnification and Insurance Requirements
6.4 Local Office Location Affidavit
6.5 Debarment and Suspension Certificate
6,6 Statement of Compliance with Ordinance 12271 — First Source Hiring
6.7 Proposer's Qualifications Statement
6.8 MIWBE Participation Form, plus proof of current Miami MIWBE Certification, if applicable
6.9 No Conflict of Interest, Non -Collusion Certification
6.10 Complete Proposal, including all required documentation and licenses, etc,
FAILURE TO SUBMIT ALL OF THE ABOVE REQUIRED FORMS/DOCUMENTATION MAY DISQUALIFY
PROPOSER.
Throughout this RFP, the phrases "must" and "shall" will denote mandatory requirements. Any Proposer's
proposed system that does not meet the mandatory requirements is subject to immediate disqualification.
Section 5 46