Enterprise Resource Planning Consultant

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1 REQUEST FOR INFORMATION Enterprise Resource Planning Consultant FOR TYLER TECHNOLOGIES MUNICIPAL BUSINESS SOFTWARE IMPLEMENTATION DATE: April 10, 2015 DUE DATE: May 7, 2015 TIME DUE: 5:00 P.M.

2 Table of Contents Page CHAPTER 1: GENERAL RFI INFORMATION Purpose and Objectives of this RFI. 1 Term of Agreement.. 1 City of Grants Pass Overview. 2 CHAPTER 2: INSTRUCTIONS TO RESPONDENTS Issuing Office and RFI Communications. 2 Respondent Questions 3 RFI Dates 4 Submittal Instructions.. 4 Amendments to RFI Before Due Date.. 4 Proposal Modifications or Withdrawal 5 Proposal Acceptance Period 5 Submittal Costs. 5 Disclosure of Records & Confidentiality of Information.. 6 Public Records 6 Contract Award and Execution.. 7 Defense, Indemnification, Hold Harmless, and Insurance Requirements.. 7 Liability Insurance 7 Equal Opportunity Compliance. 7 Other Compliance Requirements. 8 Ownership of Documents.. 8 CHAPTER 3: RESPONSE EVALUATION RFI Evaluation. 8 Consultant Reference Checks.. 8 Minimum Mandatory Requirements. 9 Scoring of Qualified Responses. 9 CHAPTER 4: RESPONSE TO RFI Submittal Instructions.. 10 Respondent References. 11 Financial/Company Information.. 11 General Company Information.. 12 Business Practices and Offerings.. 12 Scope of Services Response Project Schedule and Workplan Agreement Terms and Conditions.. 15 CHAPTER 5: PROPOSAL RESPONSE CERTIFICATIONS SIGNATURE PAGE CHAPTER 6: EXHIBITS

3 1. GENERAL DESCRIPTIONS & BACKGROUND INFORMATION 1.1. Purpose and Objectives of the RFI This Request for Information (RFI) is offered to solicit information and pricing from qualified Consultants (CONSULTANT) for an Enterprise Resource Planning (ERP) Consultant to help the City complete the in-process implementation of the integrated municipal software solution Munis/Energov from Tyler Technologies. The City of Grants Pass (CITY) may use information received from this process to create a formal request for proposal (RFP) but intends to select a consultant from this RFI process. Only selected Consultants from this process will be invited to submit a formal proposal under the RFP process should the City decide to pursue a RFP. CITY reserves the right to select a Consultant from this RFI in lieu of a formal RFP process and expects to do so with final approval of the Grants Pass City Council. In order to receive consideration, the Consultant must meet the requirements outlined in this RFI. The ideal consultant will have experience in implementations of the Municipal ERP system Munis from Tyler Technologies, and have worked with local government entities doing software implementation consulting and project management for implementations similar to what the City of Grants Pass is doing now. The ideal consultant will also have some experience implementing the Munis Utility Billing module and Tyler Cashiering, which is the largest single focus for this consulting project. This ERP implementation began in the summer of 2014 and two City Staff members have been co-managing the project to date in addition to various functional leads in different departments of the City. The City is moving away from Sungard s H T E platform and the Utility Billing (UB) module is the last major module to be completed with UB implementation beginning in July of Consultant is expected to provide project management and related consulting services for the UB module implementation and also follow up on implementation assistance needed for the other parts of the project such as Tyler Content Manager, Munis Security and Administration, Munis Financials, and Munis HR/Payroll among other smaller features of the Munis system. The City is also currently in the middle of implementing Tyler s Energov (Development and Licensing module) platform which is integrated with the Munis system and the Tyler Content Manager (document management system) Term of Agreement It is anticipated that any Agreement awarded as a result of this RFI will be for the project period of June 2015 through July of 2016 to allow for follow up activities after the City s UB go live target of April CITY reserves the right, and Consultant agrees to allow CITY the option to shorten or extend this timeline as needed for a successful implementation, at Page 1 of 18

4 CITY s sole discretion, at the same hourly pricing basis and Terms and Conditions as the initial Contract agreement states. CITY is not obligated to shorten or extend the target consulting project period. Consultant agrees to continue to provide goods and/or services to CITY on a month-to-month basis, for a period not to exceed six (6) months, at the same pricing basis, terms and conditions currently in effect at the Agreement expiration date. Through this RFI process Consultant will also provide a schedule of fees on a time and material basis, travel costs, and any other costs that are part of consultant s standard consulting fee schedule in addition to an estimate of hourly or daily charges and any travel or other costs anticipated to successfully provide implementation and project management services under the scope of services outlined in this RFI City of Grants Pass Overview The City of Grants Pass is a growing city located in the Sun Belt of Southern Oregon. It is a full service City with a population of nearly 36,000. Grants Pass is the county seat of Josephine County and serves as the major business and commercial center for a population of more than 83,000 in the County. There are currently more than 200 full time equivalent employees of the City. Services Provided by Grants Pass include: Public safety functions of police and fire protection Water and Wastewater Utilities Community development functions of planning, building, and engineering Public infrastructure such as streets, storm water facilities and parks Tourism facilities and various Support Services such as administrative services, property management, fleet operations, information technology, and others. A full community profile can be found on our website 2. INSTRUCTION TO RESPONDENTS 2.1. Issuing Office and RFI Communications Upon release of this RFI, all Consultant communications concerning the RFI shall be directed to the RFI Coordinator or Assistant Coordinator listed below. Unauthorized contact regarding this RFI with other City employees may result in disqualification. Any oral communications will be considered unofficial and non binding on CITY. Consultants should rely only on written statements issued by the RFI Coordinator. RFI Coordinator Jay Meredith, Finance Director Page 2 of 18

5 Assistant Coordinator Kimberly Gasperson, Customer Service Supervisor Address: City of Grants Pass Finance Department 101 NW A Street Grants Pass, Oregon We have made every effort to include sufficient information within this RFI for a consultant to prepare a responsive, comprehensive proposal that addresses each component of the scope of services. There will not be a pre-proposal conference. Questions received by April 24, 2015 will be answered in writing and made available to all responders that contact the RFI coordinator(s) and request the written questions and answers (and if any will also be posted on the City s website as an exhibit to the RFI) Respondent Questions Each Consultant is expected to exercise their best professional independent judgment in analyzing the requirements of this RFI to ascertain whether additional clarification is necessary or desirable before responding. If there are any discrepancies in, omissions to, or questions about the information provided in the RFI or by any other source; a request must be submitted via to request clarification, interpretation or correction by the date listed in the RFI schedule. Questions and Responses will be published on the City of Grants Pass Website. LETTER OF INTENT: Consultants wishing to submit proposals are encouraged to provide a letter of intent to propose via by April 24, An sent to and is sufficient. The letter must identify the name, address, phone, and e mail address of the person who will serve as the key contact for all correspondence regarding this RFI. A letter of intent is required in order for CITY to provide interested Consultants with a list of any questions received and CITY s answers to those questions. A list of all Consultants submitting a letter of intent will be available upon request. Page 3 of 18

6 2.3. RFI Dates Consultants interested in submitting Proposals in response to this RFI should do so according to the following schedule. All times referred to in this RFI are in Pacific Time (PT). Milestone Date Release RFI to Consultants April 10, 2015 Consultant Questions & Letter of Intent Due April 24, 2015 Answers to RFI Questions Released April 28, 2015 Proposal Responses Due (5:00 p.m.) May 7, 2015 Consultant Evaluation (by City Staff) May 8 to May 22 Anticipated City Council approval June 3, 2015 Work Begins As soon as possible in June Note: The above dates are subject to change at the option of CITY Submittal Instructions Proposals must be delivered directly to CITY no later than May 7, 2015 at 5:00 P.M. Late submissions after the deadline or proposals delivered via fax will not be accepted. A total of three (3) bound identical proposals must be submitted along with one unbound copy and an electronic file for the proposal accompanied by the package or sent by . All envelopes should be sealed and labeled as follows: City of Grants Pass 101 NW A Street Grants Pass, OR ATTENTION: Karen Frerk, City Recorder SEALED ERP CONSULTANT INFORMATION ENCLOSED 2.5. Amendments to RFI Before Due Date CITY reserves the right to change the schedule or issue amendments to the RFI at any time. CITY also reserves the right to cancel or reissue the RFI. If necessary, supplemental information in addenda form will be provided to all prospective Consultants who have received this RFI. CITY shall not be responsible for failure of any prospective Consultant to receive such addenda. All addenda so issued shall become part of this RFI. No oral interpretations shall be made to any respondent as to the meaning of any of the contract documents or be effective to modify any of the provisions of the contract documents. Every request for an interpretation, complaints about, or request for changes in the request for information specifications, including any comments on any specifications claimed by a respondent to limit competition, shall be made in writing to the RFI Page 4 of 18

7 Coordinator(s) at the address provided and, to be given consideration, must be received at least fifteen (15) days prior to the date set for the opening of proposals. Any request or complaint which leads to a differing interpretation or change in the specifications will be sent to all prospective respondents not later than ten (10) days prior to the date fixed for the opening of proposals. Failure of any respondent to receive any such addendum or interpretation shall not relieve such respondent from any obligation under this proposal as submitted. All addenda so issued shall become as much a part of the contract documents as if set forth while in the original Proposal Modifications or Withdrawal Withdrawal- Proposals may be withdrawn upon written request received from Consultant prior to the time fixed for opening. Negligence on the part of CONSULTANT in preparing the proposal confers no right for the withdrawal of the proposal after it has been opened. The proposal, after opening, will be irrevocable until such time as the Grants Pass City Manager or designee: Specifically rejects the proposal, or; Awards a contract and said contract is properly executed. Modifications: Any Consultant may modify its response to this RFI at any time prior to the scheduled closing time for receipt of proposals, provided communication of such is received prior to the closing time. If the modification concerns the price or terms, the amount of change shall be shown in such a manner as to allow CITY to clearly understand the price or terms. Any ambiguity, should it occur, will be viewed in terms most favorable to CITY Proposal Acceptance Period All responses shall remain available for CITY acceptance for a minimum of 180 Days following the RFI closing date should CITY decide to select a Consultant from this process Submittal Costs All costs incurred in the preparation and submission of RFI responses and related documentation will be borne by the respondent. REJECTION OF PROPOSALS WAIVER OF INFORMALITIES OR IRREGULARITIES CITY reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of CITY. Page 5 of 18

8 2.9. Disclosure of Records & Confidentiality of Information All responses are considered public records subject to disclosure to the extent that any particular information contained within the proposal is not exempt under Oregon's Public Records Law. The respondent must specifically identify in the proposal documentation what information, if any, is considered exempt and respondent shall assume all responsibilities for such defense. The City is not responsible for recognizing or asserting any defense against any disclosure of materials or information within the proposals submitted. The Respondent must defend any action seeking release of the materials it believes to be trade secret or confidential and indemnify and hold harmless CITY, its agents and employees, from any judgments or damages awarded against CITY in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives CITY's award of a contract. In submitting a response to this RFI, the Respondent agrees that this indemnification survives as long as the trade secret materials are in possession of CITY. CITY will not consider the prices or fee schedule submitted by the respondent to be proprietary or trade secret materials. Responses to this RFI will not be open for public review until CITY decides to pursue a contract and that contract is considered and awarded by the City Council. Our decision to award a contract will be based upon many factors including, but not limited to, ability to provide for ongoing project management for the UB portion of the Tyler Munis implementation and support for other modules included in the ERP implementation, CITY s various UB and other business operations requirements, potential to be available during the anticipated project period, financial and operational status of Consultant, Consultant references, Consultant s track record for assisting with similar ERP implementations, Consultant s experience with Tyler Technology s Munis implementations, and overall costs to CITY. No single factor, such as cost, will determine the final decision to award. We sincerely appreciate the efforts all the firms and their respective staffs have put forth in responding to this Request for Information Public Records Under Oregon state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this request for proposals (the documents ) become a public record upon submission to CITY, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. Page 6 of 18

9 2.11. Contract Award And Execution CITY reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms CONSULTANT can offer. It is understood that the proposal will become a part of the official file on this matter without obligation to CITY The general conditions and specifications of the RFI and as proposed by CITY and the successful Consultant's response, as amended by agreements between CITY and CONSULTANT, will become part of the contract documents. Additionally, CITY will verify Consultant representations that appear in the proposal. Failure of CONSULTANT's products to meet the mandatory specifications may result in elimination of CONSULTANT from consideration or in contract cancellation or termination CONSULTANT selected as the apparent successful Consultant will be expected to enter into a contract with CITY If the selected Consultant fails to sign the contract within five (5) business days of delivery of the final contract, CITY may elect to cancel the award and award the contract to the next highest ranked Consultant No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract Defense, Indemnification, Hold Harmless and Insurance Requirements In addition to other standard contractual terms CITY will need, CITY will require the selected Consultant to comply with the defense, indemnification, hold harmless and insurance requirements as outlined in the draft professional services contract attached as exhibit A to this RFI Liability Insurance CONSULTANT will maintain a policy of liability insurance in the form, and from an insurance company, approved by CITY, which company is admitted or otherwise licensed to do business in the State of Oregon under terms as expressed in the draft professional services contract attached as exhibit A to this RFI Equal Opportunity Compliance CITY is an equal opportunity employer and requires all CONSULTANTS to comply with policies and regulations concerning equal opportunity. CONSULTANT, in the performance of this Agreement, agrees not to discriminate in its employment because of an employee s or respondent s race, religion, national origin, ancestry, sex, sexual preference, age, or physical handicap. Page 7 of 18

10 2.15. Other Compliance Requirements In addition to nondiscrimination and affirmative action compliance requirements previously listed, the CONSULTANT awarded a contract shall comply with federal, state and local laws, statutes, and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects Ownership Of Documents Any reports, studies, conclusions, and summaries prepared by CONSULTANT shall become the property of CITY. 3. RESPONSE EVALUATION 3.1. RFI Evaluation The responses will be used to help CITY identify and determine the capability of the Consultant to provide the project scope of work required. The RFI coordinator and other staff will evaluate the submitted proposals. The evaluators will consider how well CONSULTANT's proposed solution meets the needs of CITY as described in CONSULTANT's response to each requirement. It is important that the responses be clear and complete so that the evaluators can adequately understand all aspects of the proposal. The evaluation process is not designed to simply award the contract to the lowest cost Consultant. Rather, it is intended to help CITY select CONSULTANT with the best combination of attributes, including price, based on the evaluation factors. CITY reserves the right to require that a subset of finalists have a conference call with the selection team Consultant Reference Checks CONSULTANT s experience is an important criterion in the selection process. To warrant consideration for further consideration and/or award, CONSULTANT must successfully pass reference checks. CITY will review the three (3) customer references provided for use, preferably municipal customers that have implemented Tyler s Munis platform. Such services should have been provided for a period of not less than one (1) year within the previous two (2) years. Furnishing incorrect or incomplete reference information may lead to CONSULTANT s elimination from consideration for the Agreement. Page 8 of 18

11 The evaluation staff reserves the right to contact, interview and evaluate CONSULTANT s references, to contact any respondent to clarify any response, to contact and interview any current users of CONSULTANT s services, to solicit information from any available source concerning any aspect of a response, and to seek and review any other information deemed pertinent to the evaluation process Minimum Mandatory Requirements Proposals must be submitted on time. Late Proposals will not be accepted Incomplete proposals will not be evaluated further. Respondents must provide sufficient information, as determined by CITY, to enable CITY to determine that CONSULTANT s financial health and capability are sufficient to meet the anticipated contractual and usage requirements of any resulting Agreement. CITY is the sole judge for making such determination. Collusion among Consultants is not allowed. If there is proof of collusion among Consultants, all proposals involved in the collusive action will be rejected Scoring of Qualified Proposals EVALUATION: Submittals will be evaluated on the selection committee s ranking of the following. Services offered response o Ability to meet critical Utility Billing (UB) and other module implementation project management needs o Ability to provide value added consulting services Ability to meet service expectations Company s history, stability, key personnel & business practices Reference checks Ability to provide consulting services during the anticipated project period Overall costs APPEALS: Questions concerning software system or consulting contract specifications, requirements, terms and or conditions of a solicitation should be directed to the RFI Coordinator. Notice shall be provided in writing no less than five (5) working days prior to the proposal due date. Consultants who fail to do so waive all rights to protest a solicitation or any subsequent award based on the specifications, terms or conditions of this solicitation. To ensure that requirements are filled in a timely basis and that issues are addressed in a timely manner, a protest or notice of other controversy must be filed promptly. Consultants who wish to appeal a disqualification of proposal or the award of contract may submit the Page 9 of 18

12 appeal in writing to the City Attorney s Office within SEVEN (7) calendar days of the postmark on the Notice of Award or disqualification. Appeals should be sent to the following address: City of Grants Pass City Attorney 101 NW A Street Grants Pass, OR The appeal must describe the RFI and specific citation of law, rule, regulation, or common business practice upon which the protest is based. Include any and all supporting documentation. Neither the judgment used in the scoring by individual evaluators nor disagreement with the procurement process shall constitute grounds for appeal. CITY will not consider any protest based on items that could have been or should have been raised prior to the deadline for submitting questions or requesting addenda. The filing of a protest shall not prevent CITY from executing a contract with any other Consultant. 4. RESPONSE TO RFI 4.1. Submittal Instructions Please provide a complete response to the questions set forth in this section of the RFI document. You may attach supplementary information as desired. Proprietary Information: Any restrictions on the use of data contained in a Response must be clearly stated in the response itself. Proprietary information submitted in response to this RFI will be handled in accordance with applicable City of Grants Pass purchasing policies and the Public Records Act. All data and documentation become the property of CITY. Response Format and Required Submittals: CONSULTANT is to provide a written response addressing the full scope specified under this RFI. Please submit your response in the format requested. CITY may, at its sole option, ask CONSULTANT to provide clarifications to response provided the information requested does not materially negate consideration. Your Response should include all of the elements listed, be clearly indexed and assembled (in accordance with the numbers and in the order listed in the sections below) referencing the corresponding RFI sections and headings. Be sure your response includes the following: Section 1-General RFI Questions: o Answer/response to all other items in Section 4 Page 10 of 18

13 Section 2-Pricing: o Pricing Sheet in requested format (Section 4.8) Section 3-Company Information: o References in requested format, (Section 4.2) o Financial/Company Information (Section ) Section 4-Other Pertinent Information Section 5-RFI Certification: o Response Certification/Signature Page (Section 5) signed 4.2. Respondent References: Provide three (3) customer references for ERP implementation consulting and/or ERP implementation project management services. At least one of the references provided should be an entity of similar size and with a comparable scope of operations as CITY (i.e., a similar sized full service City such as Grants Pass or a similar size and complexity ERP implementation in a private or non-profit company). CITY prefers consultant to list any references from implementations of Tyler Technologies Munis platform (if possible) if such Munis implementation projects have taken place in the last five (5) years Financial/Company Information Under a separate Attachment, labeled Financials, please answer and provide the following: Are you publicly or privately held? Name of Parent Company Where is your headquarters located? Where are your field offices located? Which office would service this account? Length of time in business Length of time in business of providing proposed services Financial statements for the past two (2) years or equivalent public information or references in order to establish your financial viability and integrity Total number of clients Number of public sector clients in the last three years Any other information to convey your financial capability and viability to supply products and services under an awarded Agreement. CITY would like to see a list of at least three (3) credit references that can verify the financial standing of your company. If CONSULTANT has had a contract terminated for default during the past five years, all such incidents must be described. Termination for default is defined as notice to stop performance due to CONSULTANT's nonperformance or poor performance; and Page 11 of 18

14 the issue was either (a) not litigated or (b) litigated, and such litigation determined CONSULTANT to be in default. Submit full details of all terminations for default experienced by CONSULTANT during the past five years, including the other party's name, address, and telephone number. Present CONSULTANT's position on the matter. CITY will evaluate the facts and may, at its sole discretion, reject CONSULTANT's proposal if the facts discovered indicate that completion of a contract resulting from this RFI may be jeopardized by selection of CONSULTANT. If no such terminations for default have been experienced by CONSULTANT in the past five years, declare so in response. If CONSULTANT has had a contract terminated for convenience, nonperformance, non allocation of funds, or any other reason which termination occurred before completion of the contract during the past five years, describe fully all such terminations, including the name, address, and telephone number of the other contracting party. A Consultant response that indicates that the requested information will only be provided if and when CONSULTANT is selected as the apparently successful Consultant is not acceptable. Restricting CONSULTANT response to include only legal action resulting from terminations for default is not acceptable General Company Information Company Overview: Provide an introduction and general description of your company's background, nature of business activities and experience in providing the consulting services addressed by this RFI. Organization and Staffing: Describe your organization and include information about the personnel that will be providing requested consulting services. Also include, if applicable, include information on any backup personnel that could be assigned if the primary consultant assigned to this project became unavailable during the project period Business Practices and Offerings Performance Metrics: Describe your customer satisfaction metrics and reporting; include details on customer service and how consultant defines a successful ERP implementation. Project Schedule: Provide details on your ability to meet the City s project schedule, how much time would be worked onsite versus offsite, and general implementation practices Page 12 of 18

15 preferred by Consultant to provide a successful project management ERP implementation consulting services. Training: CITY intends to have consultant assist with or lead training sessions for City staff prior to go live and post go live on Utility Billing and potentially other modules of the Tyler Munis system. Describe experience providing or assisting with similar training sessions and any experience of consultant assisting with Munis trainings Scope of Services - Requested Response Consultant will act as project manager for the Munis system implementation starting with the launch of the Utility Billing (UB) and Tyler Cashiering module implementation. Consultant may also assist with the implementation of other modules in process today or post go live follow up on modules already in use today. Provide a response of Consultant s ability to meet the following requested scope of services: Project Management The project manager will coordinate project team members, subject matter experts and the overall implementation schedule. The Project Manager will be responsible for reporting to the Executive Team and providing the majority of the City s change management communications and coaching. The project manager is responsible for: Working with the Tyler Project Manager Reviewing and approving all project deliverables Management of project risks and issues Ensuring all issues identified during analysis, SET and process training are identified on site reports and ensure both City and Tyler complete their homework Managing and updating the project plan Acting as liaison between project team and Executive Team Making regular updates/refinements to the SharePoint project site repository Scheduling City resources for implementation tasks and training days. This includes but is not limited to personnel, equipment and training rooms (may be done with the assistance of administrative staff) Maintaining team contact numbers, lists, and regular communications Acting as point of contact for Tyler for staffing and delivery matters Escalating issues per the approved Issue Resolution Plan The UB phase and each other main project phase includes: Analysis Set up Conversions Process trainings Parallels Page 13 of 18

16 Phase 3 - Utility Billing & Parking Tickets (targeted July 2015 go live in April 2016) Phase 3 will include Utility Billing and be delivered to the City in a manner and timeframe that will facilitate an April 2016 planned ''go-live" date. The requirements delivered to meet the City s functions will be governed by the functional requirements set forth in Exhibit 10 of the Tyler Agreement. The City has approximately 11,000 Water Utility accounts, approximately 13,000 Wastewater Utility accounts, over 12,000 transportation utility accounts, and other new utility fees may implemented or under consideration during the project period. All the City s utility account charges are consolidated on a single bill for each property and there is a wide range of fee structures for each utility fee based on the type of customer, the location and elevation of the property, and meter size and function (among other variables). The City reviewed functional and technical UB requirements before selecting Tyler Technologies Munis platform for UB and other applications. Phase 3 will include the following functions and corresponding Tyler modules or third party systems listed below. Functional Area Module Utility Billing Utility Billing CIS w/ Citizens Self Service VB Hand-Held Interface Map Link GIS Integration Central Property File Citizen Self Service Miscellaneous Revenues Accounts Receivable General Billing Tyler Cashiering Phase - Tyler Content Manager Assist co-project manager (IT) efforts to establish organization-wide implementation procedures for document management policies recently adopted by the City. Assist co-project manager (IT) as needed with Coordination of migration of non-laserfiche data (documents currently being stored elsewhere by various departments not using Laserfiche). Train producers of this data in the new ways of document management. Organization-wide training once the system is configured. Note: the ultimate migration of Laserfiche data into TCM is slated to be done by internal IT staff. Munis Security & Administration: Validate roles established for module and data access are restricting access appropriately. Ensure user attributes are correctly established (e.g. Department codes assigned, employees assigned to correct roles). Establish protocols for MIU loads. Page 14 of 18

17 Munis Financials: Reporting: Work with staff and Tyler as needed to create appropriate financial reports for month end, quarter end, fiscal year end, and budgetary reporting. Requisition/Purchasing: Assist Finance with establishing and implementing requisition/purchase order policies. Assist in establishing Tyler Munis business rules and workflow. Coordinate training for all City staff. Note Financials go live was January 1, 2015, however purchase orders have not yet been implemented as of the RFI date. Munis HR/Payroll: Assist with roll out of ESS (employee self-service) for time entry and benefits enrollment. This includes training many employees who previously did not fill out their own time card. Go live for HR/Payroll is currently scheduled for July 1, 2015 (the first day of the City s fiscal year) Project Schedule and Workplan Elaborate on Consultant s ability to provide requested scope of services during the anticipated project period of June 2015 to July of Please also list the hours (in Pacific Time format) and time/days of the week the Consultant s services will be available when Consultant is not physically on site at the City Agreement Terms and Conditions Consultant Commitment: Consultants must state their commitment to maintain, support and provide requested ERP implementation consulting services for at least the term of the contract. Consultant Responsibility: Notwithstanding the contents of the RFI, it is the responsibility of CONSULTANT to verify the completeness, accuracy, and suitability of CONSULTANT s proposal to meet the requirements of CITY. It is understood that successful implementation services are vital to the ongoing business operations of the City. The successful Consultant will be obligated to provide implementation support that meets the scope of services requested and that all software and equipment installed/implemented operates successfully with CITY s existing systems to include networks. Pricing: Provide various pricing parameters and alternatives (if any) that includes estimated hours, hourly or daily rates, and estimated overall price in a time and materials format. If desired, a total fixed price contract would also be deemed an acceptable alternative but all responses must include a price disclosure in a time and materials format (time inputs should be hourly or daily). Professional Services. Identify any fee schedule for services, including the duration of price protection over the course of the agreement. Describe the price for any and all support or implementation services. Page 15 of 18

18 Other Charges. Identify and list all charges applicable. Include the cost of applicable travel or other incidental costs. Overall Costs. Provide a proforma covering projected costs by during the project period. Optional Fixed Cost proposal. If a fixed price contract alternative is provided for the project period, list the total price in a not to exceed format including all applicable travel or other costs. Also list the amount of days or hours consultant will be available onsite and offsite during the project period under a fixed price contract. Payment Terms: CITY s standard payment terms are Net 30 Days after receipt of services and valid invoice. Interest Charges for Late Payment: CITY will make all reasonable efforts to ensure payments to the CONSULTANT are made on time. However, in the event payment is delayed beyond the 30 day period, CITY shall not authorize and will not accept late charges that are added to accounts. Insurance Requirements: CONSULTANT shall furnish and maintain a certificate of insurance acceptable to CITY, either by a properly qualified representative of the insurer or by an equivalent program of self-insurance that the CONSULTANT s insurance complies with the minimum requirements. All certificates shall name The City of Grants Pass as an additional insured. The certificate must be submitted prior to the commencement of services and should be delivered to: Jay Meredith RFI Coordinator City of Grants Pass 101 NW A Street Grants Pass, OR Phone: (541) Marketing References: CONSULTANT shall be prohibited from making any reference to CITY, in any literature, promotional material, brochures or sales presentations without the express written consent of the City of Grants Pass City Manager s Office. Law; Jurisdiction and Language The laws governing disputes arising out of any potential Agreement as result of this RFI shall be the laws of the State of Oregon. Any dispute or claim arising out of or in relation to this Agreement, or the interpretation, making, performance, breach or termination thereof shall be resolved by the United States District Court -Medford. Page 16 of 18

19 Termination of Agreement: CITY may terminate this Agreement for convenience at any time, in whole or in part, in accordance with the terms of the City of Grants Pass Purchasing Policy and State of Oregon Purchasing Rules. In the event of such termination, City agrees to provide CONSULTANT at least thirty (30) days prior written notice of the effective date of termination and the extend thereof. In the event CONSULTANT cannot or does not perform its obligations, City reserves the right to terminate the Agreement. If within ten (10) days receipt of written notice from City of CONSULTANT s breach of any term or condition of the Agreement CONSULTANT shall fail to remedy such breach, then City may at any time, by written notice, terminate the Agreement in whole or in part. Page 17 of 18

20 5. PROPOSAL RESPONSE CERTIFICATIONS SIGNATURE PAGE AUTHORIZED SIGNATURE: Each Proposal Response must be signed with the full name and address of the company; if a corporation, by an authorized officer thereof in the corporate name in the following manner. Proposal may be released in total as public information in accordance with the requirements of the laws covering same. Proposal and cost schedule shall be valid and binding for at least ONE HUNDERD EIGHTY (180) days following proposal due date and may become part of the contract that is negotiated with the City. By submitting and signing this Proposal Response, the below-named individual, verifies that he/she is a duly authorized officer of the company, and that his/her signature attests that all information, terms and conditions contained in this Request for Information-Enterprise Resource Planning Consultant, for the City of Grants Pass, are understood and accepted with any exception and clarification noted herein. DATE AUTHORIZED SIGNATURE COMPANY NAME ADDRESS CITY/STATE/ZIP CODE PRINT NAME OF AUTHORIZED SIGNATURE ( ) TELEPHONE NUMBER WITH AREA CODE ADDRESS Page 18 of 18

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