Transcript Document

RFP for ERP Software and Services
Pre-Proposal Conference
November 1, 2005
Nothing in this presentation (visual, verbal or written) shall be construed to alter in any way
the contents of RFP 317.03-134. In the event of conflicts, the RFP shall prevail.
Agenda
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Welcome and Introductions
Executive Sponsor Opening Remarks
What is Being Procured?
Project Timeline and Scope
Vendor Qualifications
Comments from Go-DBE
RFP Structure
Proposal Response & Evaluation
Vendor Demonstrations
Questions
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Pre-Proposal Conference
 Please sign in
 Answers given today are not binding; must
be followed up in writing
 Check for RFP amendments:
http://state.tn.us/finance/oir/pcm/rfps.html
 Reminder: Vendor must be registered with
State prior to contract approval
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What is State Procuring?
 Packaged ERP software
 Possible third-party software for specialized needs
 Comprehensive implementation services
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Project management support
Business process redesign and implementation
Software configuration, testing, deployment
Custom development as needed
Training services and cultural change management support
 Ongoing annual software licensure fee
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Key Participants in Project
 State of Tennessee
 Integrator (aka Prime Vendor)
 Accountable for all products, services and deliverables
 May only appear in one proposal (no joint ventures)
 Primary software vendor
 Subcontractor to Integrator
 Providing majority of ERP software
 Optionally, other subcontractors to Integrator
(providing software and/or services)
 Salvaggio, Teal & Associates – State’s
implementation assistance partner
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TN Planned Application Scope for ERP
 HR/Payroll
 Applicant Services *
 Benefits Administration
 Classification and
Compensation
 Insurance Administration
 Payroll Administration
 Personnel Administration
 Time Reporting and Leave
Accounting
 Training and Employee
Development
 Employee Self-Service
 Data Warehouse and Business
Data Analysis *
* At State’s option, could be removed
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 Financial Management
 Accounts Payable
 Accounts Receivable
 Cash Management/Bank
Reconciliation
 General Ledger and Budgetary
Control
 Cost Allocation
 Project Management
 Grant Accounting
 Travel *
 Budget Administration *
 Procurement/Logistics
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Purchasing
Asset Management
Fleet Management *
Inventory
Plant Maintenance
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RFP Schedule of Events
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EVENT
Pre-Proposal Conference
Notice of Intent to Propose Deadline
Written Comments Deadline
State Responds to Written Comments
Proposal Deadline
State Completes Technical Proposal
Evaluations
Software Demonstrations
State Opens Cost Proposals and
Calculates Scores
State Issues Evaluation Notice and
Opens RFP Files for Public Inspection
Contract Signing
Contract Signature Deadline
Contract Start Date
November 1, 2005
TIME
2:00 pm
DATE
November 1, 2005
November 7, 2005
November 14, 2005
December 2, 2005
December 16, 2005
January 20, 2006
January 23 – February 17, 2006
3:00 pm
February 22, 2006
9:00 am
February 28, 2006
March 10, 2006
March 17, 2006
April 3, 2006
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Project Timeline
2006
ID
Q2
1
Plan
3
Analysis/Design
4
Construction and Test
5
Parallel Test and Train
6
Go Live
7
Post Go-Live Support
2009
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Finance/Procurement/Logistics
9
Plan
10
Analysis/Design
11
Construction and Test
12
End-To-End Test and Train
13
Go Live
14
System Deployment
15
Post Go-Live Support
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2008
Human Resources/Payroll
2
8
2007
Task Name
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Key Points for Software
 Fully integrated solution that will interoperate
with State standards (mandatory)
 Server hardware, OS
 Software: GroupWise, FileNet, Internet Explorer,
MS Office, etc. (all listed in RFP Att. 6.11)
 Modules to be potentially eliminated from
scope
 Applicant Services, Travel, Fleet Management,
Budget Administration, Data Warehouse
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Key Points for Software
 Do not include cost for State standard
software in response
 Must submit any non-State standard products
by Written Comments deadline for approval
or disapproval (and any approved nonstandard products must be included in cost)
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Key Points for Software
 Department of Transportation
 Has own version of current financial system
(T-STARS)
 Will integrate into one system with Edison
 Insurance administration
 Handles insurance benefits for State employees,
local education, higher education and local
government
 Approx. 280,000 participants
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Key Points for Services
 State is planning to commit significant State staff
to project
 Integrator must include at least 3 FTE of
consultant time from ERP software vendor
 Custom Modifications – include effort and cost for
requirements answered as an “M,” and “Q” > 8 hrs
 Reports: State specifying 80 total reports in scope
plus CAFR reports from Integrator
 Workflows: State specifying 20 complex
workflows and 20 average workflows in scope
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Key Points for Services
 11 vendor roles designated as “key
personnel” (special contract terms apply)
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Project Manager;
Deputy Project Manager;
Payroll/HR Configuration Manager;
Financial/Procurement Configuration Manager;
Technical Manager;
Two Configuration Leads under the Payroll/HR Manager;
Two Configuration Leads under the Financial/ Procurement
Manager;
 One Lead under the Technical Manager; and,
 One Manager in the Enterprise Readiness area.
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Key Points for Services
 Training
 Include costs for recommended State project
team training, including technical training
 Integrator provides at least 35% of end user
training development and delivery staff,
including leadership of this area
 Includes delivery of 4 CBT classes
(development or acquisition)
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Key Points for Services
 Post-production support – up to 6 months
following HR/Payroll, 3 months following
final wave of Financials
 Includes up to 3 months of services at first
year-end for HR/Payroll and for Financials
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Vendor Qualifications
 Integrator was primary service provider for
completed project of integrated ERP system
(HR/Payroll, Financials, Procurement) for
public sector client with:
 $12 billion or more in expenditures, and
 At least 25,000 employees
 Primary ERP software is in production at
public sector client
 Mandatory – proposal disqualified if failed
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Key RFP Points
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Contracts
 State will sign contract with Integrator (RFP
Attachment 6.1) for products, services and
deliverables proposed
 At same time, State will sign Software Licensure
Agreement with software vendor(s) (Contract Att A)
 Integrator contract will terminate upon completion
of contracted services. Until then, all contract
payments from State are made to Integrator.
 After Integrator contract terminated, any ongoing
fees to Software Vendor will be paid directly.
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Contracts
 Please submit questions as soon as possible
 Must submit any questions related to contract
terms and conditions before Written Comments
deadline.
 The Pro Forma Contract in RFP Att 6.1 and the
Software License Contract in Contract Att A are
the agreements that the State intends to sign.
 State does not intend to negotiate; if State makes
any changes, they must be in State’s best interest
(see RFP Sec 1.2, Sec 5.3.4 and RFP Att 6.2)
 Get your legal counsel involved NOW
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Performance Protection
 Deliverables-based payments (retainage)
 Liquidated damages for critical business
events with financial repercussions
But…
 Limited liability (2X contract value)
 No performance bond
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Other Mandatory Criteria
 No exceptions to Attachment 6.2, Statement
of Certifications and Assurances
 Financial stability documentation
 Compliance with State’s Technical and
Architectural standards
 See RFP Attachment 6.3, Section A
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Structure of Proposal
 Technical Proposal
 RFP Attachment 6.3, Sections A, B, C and D defines
the required responses and their nature – e.g.:
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Att 6.3, Sec C.a.1 requires a narrative response
Att 6.3, Sec C.a.3.3 requires a workplan in Project format
Att 6.3, Sec D requires completion of an Excel spreadsheet
Note that some narrative sections have a page limit
Technical Proposal Supplement (Excel file), Att. 6.4
ERP Functional Requirements (Excel files), Att 6.8
ERP General System Requirements (Excel file), Att 6.9
Important: No cost data in Technical Proposal
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Structure of Proposal
 Cost Proposal
 RFP Attachment 6.5 (do not change format!)
 Do not leave cells blank
 Cost Proposal Supplement (Excel file), Att 6.6
– must complete all tabbed worksheets
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Costing and Payment
 Fixed price quote
 Total software/services for HR/Payroll (Phase I)
 Total software/services for Financials/ Procurement/
Logistics (Phase II)
 Includes travel/living expenses - “fully loaded”
 Hourly rates for Change Orders
 Payment based on approved deliverables
 Payment methodology and schedule shown in
Contract Section C.3
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Key Points for Proposal
 References
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Integrator solely responsible
Forms (Att 6.16, 6.17) must be submitted with proposal
At least 3 for Integrator, 3 for ERP software
Start ASAP! Late/misplaced forms will not be evaluated
 Functional and General Requirements
 Must use Excel files for response – written and electronic
copies both required
 Only 4 responses for each requirement – Y, N, M or Q
 Answer accurately – most functionality will be
demonstrated during Vendor Demonstrations
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Key Points for Proposal
 Proposals must arrive on time (RFP Sec 1.7)
 Please include email addresses (Sec. 1.6)
 Transmittal letter must be signed by CEO, or
must include evidence of signatory’s ability
to bind company
 Use RFP Section 6.3, Secs. A, B, C and D as
overall Table of Contents for proposal
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Packaging Proposal
 Please check packaging very carefully (RFP Sec
3.1)
 Technical and Cost Proposal packaged separately
 Label outside of package correctly
 Technical Proposal
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1 original and 15 copies in binders
Control numbers on outside of binders
Each copy includes a CD of entire Technical Proposal
30 additional CDs of entire Technical Proposal
 Cost Proposal
 1 copy with 1 CD of Cost Proposal
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Proposal Evaluation
Evaluation Criteria
Max Points
Vendor Qualifications /Experience
100
Technical Proposal
• Technical Approach - Project
Approach and Technical
Architecture: 150 pts
• System Requirements: 250 pts
400
Software Demonstration
200
Cost
Proposal
November
1, 2005
300
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RFP Evaluation
 Evaluation Team: Core Edison Team plus
representatives from Accounts, Benefits, Budget,
Procurement, Personnel, Treasury and agency
representation
 Core Edison Team evaluates Vendor
Qualifications and Experience, Project Approach
 Sub-teams evaluate Technical Architecture and
appropriate sub-sections of System Requirements
based on subject matter expertise (teams of at least
three State evaluators)
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Vendor Demonstrations
 Each will last a week
 Dates will be assigned soon after receipt of
proposals
 Script will be distributed two weeks prior to
start of demonstration
 More instructions with demonstration script
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Final Words
 Only official RFP contact: Travis Johnson
 Intent to Propose by Nov. 7
 Submit questions NOW – a flood of questions
at the deadline could delay the procurement
 Resolve contract questions NOW
 Get started on reference forms NOW
 Submit best possible offering – no BAFO
process
 Submit most comprehensive proposal possible
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Questions?
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