[CTUIR ERP PROJECT CONSULTING]

Transcription

1

2 [CTUIR ERP PROJECT CONSULTING] October 16, 2015 n (2) t t To: Prospective Consultants Project Summary: The Confederated Tribes of the Umatilla Indian Reservation Office of Information Technology, along with the Finance, Human Resources, Planning, and Public Works department is requesting responses for a Project Consultant to assist in the selection of an ERP system that would better meet the needs of the Tribal government. In 2013 a broad needs analysis and feasibility study relating to the need for integrated information management throughout CTUIR Government was conducted and completed. The selected Consultant will be responsible for using the results of this study to help create a process to evaluate current systems for expanded capabilities as well as to bring in other software's choices for evaluation. The selected Consultant will be responsible for using a proven methodology to guide CTUIR through selecting an ERP system, this process should result in a Contract for a new or upgraded ERP system that meets the requirements of CTUIR. Technical Contact: Sean Parker (seanparker@ctuir.org) Bids will be received at the following mailing address: The closing date for proposal submissions will be November 15th, 2015 at 2:00 p.m., prevailing local time. Proposals received after the specified time will not be considered. Vendors must submit two (2) hard and (2) digital copies of their Proposal to: CTUIR-OIT Attn: Sean Parker, OIT Director limine Way Pendleton, OR seanparker@ctuir.org Vendors should be advised that, prior to award of any contract, the CTUIR Purchasing Office reserves the right to conduct a pre-award survey for the purpose of determining the Consulting Firm's responsibility and capacity to perform the contract. This survey may include review of prior subcontracting agreements, financial capacity, and quality of work performed on other contracts. Please read though the entire RFP before beginning to work on your response, and proof the proposal before submission. Proposals must be signed and dated; if a joint venture is submitting the proposal, each joint venture must sign the RFP. Sincerely, Sean Parker OIT Director 2

3 [CTUIR ERP PROJECT CONSULTING] October 16, 2015 «2) n Part I - GENERAL INFORMATION AND GUIDELINES FOR PROPOSALS 1.1 Project Location and Purpose The Confederated Tribes of the Umatilla Indian Reservation is seeking a consulting firm to assist the ERP team in a formalized process for selecting an ERP system. The purpose of this RFP is to solicit as much information about prospective consultants as well as estimated cost and pricing structures relevant to this project. Some onsite visits to CTUIR offices located in Pendleton Oregon will be expected for chosen consultant during demos and information requirement gathering, we realize that the majority of the planning, preparation and conversations can be performed through online meetings and phone calls. 1.2 Scope of this RFP The chosen consultant will assist and provide guidance to the ERP team for the duration of the selection process from requirement gathering through final contract negotiation with the selected ERP vendor. The consultant should provide enough detail about their company, qualifications, methodology and pricing for CTUIR to make an informed selection 1.3 Project Timeline We anticipate the ERP Project to span from initial requirements gathering to begin in December of 2015 and expect to have a signed contract with a chosen ERP vendor by August of Closing Date for Proposal Submissions and Proposal Opening The closing date for submissions will be on.november 15th, 2015 at 2:00 p.m., prevailing local time. 1.5 In Writing Proposals shall be prepared by printer or typewriter. No oral, handwritten, telephone, , or facsimile Proposals will be accepted. Also submit a copy of your responses in a digital format MS Office WORD file format (.doc/.docx) or OCR PDF, as well as printed. Responses should be limited to no more than 100 total pages. 1.6 Necessary Information Proposals must contain all information requested in the RFP. The CTUIR will not consider additional information submitted after the closing date (except for information requested by CTUIR) and may reject incomplete proposals Cost of Proposals The CTUIR shall not be liable for any expenses incurred by Consulting Firms in either preparing or submitting Proposals, evaluation/selection, or contract negotiation process, if any. All Responses and supporting documentation shall become the property of CTUIR, excepting portions of a response that are clearly designated in writing as proprietary information or trade secrets. 1.8 Request for Clarification Consulting Firms may submit a written/electronic request for clarification via by October 30th, 2015 Questions regarding the RFP or requests for clarification shall be ed to the RFP technical contact. The CTUIR will not consider any requests submitted after the time period specified above. 3

4 [CTUIR ERP PROJECT CONSULTING] October 16, n 1.9 Response for Requests for Clarification Responses to questions will be provided no later than November 5th, Proposals Constitute Firm Offer Submission of a Proposal constitutes Consulting Firm's affirmation that all terms and conditions of the Proposal constitute a binding offer that shall remain firm for a period of ninety (90) days from the Closing Date Signature Required; Proposer Affirmation An authorized representative of the Consulting Firm must sign the original Proposal in ink. Consulting Firm's signature and submission of a signed proposal in response to the RFP constitute Consulting Firm's affirmation that the Consulting Firm agrees to be bound by the terms and conditions of their submitted proposal and this RFP Type of Contract The CTUIR and the successful Consulting Firm shall execute a Professional Services Agreement for the proposed consulting services Confidential Information The CTUIR shall keep Proposals confidential until the evaluation and selection process has been completed and the CTUIR has issued a notice of tentative award. Thereafter, the CTUIR will only be obligated to keep confidential information designated by as proprietary information, a trade secret, or otherwise confidential information of the Consulting Firm. Any such information must be clearly labeled on each relevant page as "CONFIDENTIAL." 1.14 Request for Further Clarification of Proposals The CTUIR may request additional clarification from Consulting Firms on any portion of the Proposal Cancellation of RFP The CTUIR may cancel this RFP at any time upon finding that it is in the CTUIR's best interest to do so Rejection of Proposals The CTUIR may reject a particular Proposal or all Proposals upon finding that it is in the CTUIR's best interest to do so Tentative Award and Contract Negotiations The CTUIR will provide a written tentative award notice to the highest-ranking Consulting Firm, selected based on the process described in Part Ill. The CTUIR will enter into negotiations with the highest ranking Consulting Firm on the following contract terms: (a) Contract tasks; (b) Proposed equipment compatibility; and (c) a maximum, not to exceed Contract price, which is consistent with the Quote and fair and reasonable to the CTUIR, taking into account the estimated value, scope, complexity, and nature of the services to be provided. The CTUIR may also negotiate the statement of work and, at its discretion, add to the scope of services based on a Consulting Firm's recommendations (but still within the scope of this RFP) or reduce the scope of services. Final award will be contingent upon successful negotiation of a contract within 14 days after the tentative award. 4

5 [CTUIR ERP PROJECT CONSULTING] October 16, n The CTUIR may terminate negotiations with the highest ranked Consulting Firm if negotiations fail to result in a contract within a reasonable time. The CTUIR will then enter into negotiations with the second ranked Consulting Firm, and if necessary the third ranked Consulting Firm. If the second or third round of negotiations fails to result in a contract, the CTUIR may formally terminate the solicitation Protest of Tentative Award Selection A notification of tentative award to the highest-ranked Consulting Firm will be mailed to all Consulting Firms that submitted a Proposal in response to this RFP. A Consulting Firm who claims the selection of a competing Consulting Firm was inconsistent with this the selection procedures set forth in this RFP shall have seven (7) calendar days after receiving the notice of selection to submit a written protest of the selection to the RFP contact listed in Part 1.4. The CTUIR will not consider protests submitted after the date established in this Part. The protest must specify the grounds upon which the Protest is based Award After expiration of the seven (7) calendar day selection protest period and resolution of all protests, the CTUIR will proceed with final award Investigation of References The CTUIR reserves the right to investigate the references and past performance of any Consulting Firm with respect to its successful performance of similar services, compliance with RFP and contractual obligations, and its lawful payment of suppliers, sub-consulting Firms, and employees. The CTUIR may postpone award or execution of the contract after the announcement of the apparent successful Consulting Firm in order to complete its investigation. The CTUIR reserves the right to reject any proposal at any time prior to the execution of any resulting contract. PART II- SERVICES AND MATERIALS TO BE PROVIDED 2.1 Scope of Work Currently, information managed in separate sectors of CTUIR government is poorly integrated, with limited data access available to key personnel. CTUIR utilizes the following core software applications, in addition to many critical-path spreadsheets, small databases and other workarounds, these systems are in scope for replacement/upgrade: Finance/Asset Management: o Current: Accufund Human Resources: o Current: PeopleTrak Public Works: o Current: Accufund for utility billing o Current: Tracklt for building maintenance Planning/Transit/(Recording Office): o Current: Access database for permit tracking in Permitting o Current: None for Fleet Management for Transit o Current: None for Recording Office as office does not yet exist. Housing: 5

6 o [CTUIR ERP PROJECT CONSULTING] October 16, 2015 E:) Current: HDS System Yellowhawk Tribal Health Clinic o Current: 3rd party billing n CTUIR has recently chosen a vendor and product for the CRM Tribal Membership management system based on Microsoft Dynamics' CRM Platform. CTUIR is seeking in this proposal assistance from a consulting firm to evaluate their Finance, HR and other back of house operations systems. CTUIR intends to establish a central platform of integrated systems, which can then be expanded to meet additional needs of tribal government and tribal members. The ultimate goal of the effort is to structure data management throughout CTUIR to ensure that the resulting integrated databases can be used to flexibly inform decision-making and address latent policy issues in order to provide the Tribal members, Tribal Employees, Reservation population, and entities that do business with the Tribe with better service at a lower cost. CTUIR is therefore evaluating options for integrated, enterprise-level financial, HR/payroll software, which will manage CTUIR's core governmental functions and departments, but may not include certain departments. Project strategic alternatives include: 1) Upgrading and expanding the current software packages and improving internal processes 2) Replacing the existing software with a comprehensive, integrated software package 3) Procuring and implementing "best of breed" software applications which can be interfaced to form a cohesive user experience 4) Some combination of the above CTUIR is looking for a neutral technology consulting firm with strategic methodology and good visibility on broad range of ERP vendors able to source data and facilitate data collection, analysis and strategic decision-making. 2.2 Project Specifications Required features where applicable: 1. Consultant will arrange and facilitate meetings with the CTUIR ERP implementation team which consists of members of OIT, Finance, Public Works and Planning Department. 2. The consultant will be required to be onsite when appropriate. Responses should include a sample timeline with on and offsite work denoted along with a travel schedule and budget The Consultant will gather requirements from CTUIR entities to help guide the Vendor selection. The Consultant will be required to strategically obtain (through RFI or other proven methodologies) good visibility on a broad range of ERP vendors and provide those findings to CTUIR in a report with basic information about the functionality, capabilities, support and costs associated with available off-the-shelf software products using a formalized due 3. diligence process. 4. The Consultant will create vendor demonstration scenarios relevant to our organization 5. The Consultant will help guide the selection of the vendor 6. Once a vendor is selected the Consultant will help guide CTUIR in choosing a implementer 7. The Consultant will help create a formal RFP for final vendor/implementer selection 8. Consultant will assist in final contract review and negotiation including review of proposed implementation plan 6

7 [CTUIR ERP PROJECT CONSULTING] October 16, 2015 n «2) r 2.3 Indian Preference The CTUIR applies a preference for contracting with Indian-owned businesses. The Contract will be awarded to the lowest responsive, responsible bidder, unless a responsive, responsible Indian bidder is within 1% of the lowest non-indian bidder, in which case the Contract shall be awarded to the Indian bidder. 7

8 [CTUIR ERP PROJECT CONSULTING] October 16, 2015 ) PART Ill - PROPOSAL REQUIREMENTS AND SELECTION CRITERIA For the purpose of this RFP, each interested consulting firm will submit a proposal package to the Confederated Tribes of the Umatilla Indian Reservation (CTUIR) that includes the following: Cover Letter - A cover letter must express the Consulting Firm's interest in the project and should include original signature of an authorized representative of the Consulting Firm and indicate that the Consulting Firm accepts all of the terms and conditions contained in the RFP. Project Schedule and itemized cost Provide a list of your company's certifications, qualifications and education. Provide at least three customer references relevant to this type of proposal, if possible list details of ERP software chosen by these references Timeline for completion with estimated resource effort TIMELINE Proposals to be submitted by November 15th 2015 Questions about proposal must be received by October 30th Response to questions will be distributed by CTUIR by November 5th Consultant will be selected by December 30th CTUIR expects an ERP Vendor to be selected by July 2016 CTUIR expects to go live with new ERPS system by January pt Configure and price your services to meet at least the minimum RFP requirements, including any elements necessary to satisfy a requirement. 2. Be brief, but complete, and provide succinct, clear, and unambiguous responses. When a vendor response calls for a brief description please restrain from providing more than 400 words of text. 3. Make sure to review and edit your proposal before submission. 4. All proposals are due by November 15th 2:00pm. Deadline extensions will NOT be granted under any circumstances. 5. CTUIR reserves the right to re-advertise this RFP if the minimum number of qualified responses are not received. Criteria for Selection The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, organization and pricing. The purpose of this RFP is to identify those consultants that have the interest, capability, and financial strength to assist CTUIR with the items identified in the Part II. Evaluation Criteria: All Bids will be scored on a 100 point system. 1. Up to 40 points for pricing 2. Up to 30 points for Experience in similar Consulting tasks. 3. Up to 20 points for approach methodology and timeline 4. Up to 10 points for quality and completeness of response 8

9 [CTUIR ERP PROJECT CONSULTING] October 16, 2015 (2) n PART IV- Requirements Submit Part 4 responses in MS Office WORD file format (.doc/docx) or OCR PDF and printed except where otherwise noted. 4.0 Project Deliverables: The Confederated Tribes of the Umatilla Indian Reservation will use the information provided to make an informed decision on the vendor that will be best able to provide the project consulting needed at the pricing levels required to fulfill the needs of our organization. Beyond the pricing scope we are asking that you provide details, examples and referrals on your ability to assist with the consulting needs: RFI or other proven method of gathering information on abroad range of Financiai/HR/Asset Management software Analysis Summary report of vendor landscape RFP for ERP solutionis Scoring of RFP process Script for vendor Demonstrations on Narrowed down selection pool Regular Meetings with CTUIR ERP team Contract Negotiations with vendor selected through RFP process Formalized Requirements Document Qualified Shortlist of vendors that can provide required services to CTUIR Scorecard on how the vendor was selected Please also respond to the following questions: Specify your consulting companies approach to successfully selecting an ERP vendor. 1. Please specify any experience you have consulting on ERP system selection including if applicable in the Tribal space? 2. How many ERP vendors have you worked with in the past or have access to gain critical product information? 3. Does your consulting company provide implementation, installation, configuration or sale of ERP software systems? 4. What is the Governance structure of your consulting team? 5. Based on your methodology please outline the resource requirements on CTUIR staff during this process as well as your consulting firms' resource time. 4.1 Budget & Estimated Pricing Summary pricing of services that will be presented to CTUIR including hourly rates or flat fee structures. Detailed pricing data will remain confidential, and used to verify if the proposed system configurations satisfy RFP requirements. 9

10 [CTUIR ERP PROJECT CONSULTING] October 16, 2015 (2)., I I f 4.2 Estimated Summary Costs- CTUIR ERP Project Consulting Complete and submit the following table for your proposed solution pricing summary data in an attached file using EXCEL. Component Hourly/Each Quantity Total Senior Consultant Hours Junior Consultant Hours Travel Costs Per day Flat fee per phase (if applicable) Totals= PART IV- ATTACHMENTS 4.3 Attached Documents a) Organizational Chart b) Notice of Intention c) Vendor Certification PART V- ADDITIONAL TERMS AND CONDITIONS General Depending on the circumstances, CTUIR may require information related to the qualifications and experience of persons who are proposed or available to provide services. This may include, but is not limited to, resumes, documentation of accreditation, and/or letters of reference. The Respondent should not submit as part of its Response any information related to the qualifications, experience of persons who are proposed or available to provide services unless specifically requested. Unless specifically requested, any such information, whether in the form of resumes or other documentation, will be returned immediately to the Respondent. CTUIR will treat this information in accordance with the provisions of this Section Requested Personal Information Any personal information as defined in the RFP response that is requested from each Respondent by CTUIR shall only be used to consider the qualified individuals to undertake the project/services and to confirm that the work performed is consistent with these qualifications. It is the responsibility of each Respondent to obtain the consent of such individuals prior to providing the information to CTUIR. CTUIR will consider that the appropriate consents have been obtained for the disclosure to and use by CTUIR of the requested information for the purposes described. 5.2 Non-Disclosure Agreement CTUIR reserves the right to require any Respondent to enter into a non-disclosure agreement. 10

11 [CTUIR ERP PROJECT CONSULTING] October 16, (2') t Costs The RFP does not obligate CTUIR to pay for any costs, of any kind whatsoever, which may be incurred by a Respondent or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of CTUIR, subject to claims of confidentiality in respect of the Response and supporting documentation. 5.4 Intellectual Property The Respondent should not use any intellectual property of CTUIR including, but not limited to, all logos, registered trademarks, or trade names of CTUIR, at any time without the prior written approval of CTUIR, as appropriate. 5.5 Respondent's Responses All accepted Responses shall become the property of CTUIR and will not be returned. 5.6 Governing Law This RFP and the Respondent's Response shall be governed by the laws of The Confederated Tribes of the Umatilla Indian reservation. 5.7 No Liability CTUIR shall not be liable to any Respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind: Arising out of, by reason of, or attributable to, the Respondent responding to this RFP; or As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process. 5.8 Entire RFP This RFP, any addenda to it, and any attached schedules, constitute the entire RFP. 11

12 [CTUIR ERP PROJECT CONSULTING] October 16, 2015 (2)... Schedule "A" Notice of Intention RFP- ERP Consultant NOTICE OF INTENTION REQUEST FOR PROPOSAL From: [VENDOR ORGANIZATION NAME] [AUTHORIZED REPRESENTATIVE] [TELEPHONE NO.] [FAX NO.] [ ] Please state your intention with regard to the Request for Proposal ERP-15 by selecting one of the following: [ ] Intends to respond to CTUIR Request for Proposal [ ] Does not intend to respond to CTUIR Request for Proposal TO: Sean Parker, OIT Director CTUIR-OIT limine Way Pendleton, OR seanparker@ctuir.org Phone: Fax:

13 [CTUIR ERP PROJECT CONSULTING] October 16, 2015 (6) 0 Schedule B Organizational Chart Confederated Tribes of the Umatilla Indian Reservation Constitution and Bylaws Tribal Court Board of Trustees Deputy Executive Director Communk:atlons Executive Director Exec. Assistant Finance Wildhorse Casino & Resort Chief Executive Officer Arrowhead Travel Plaza I Mission Market Human Resources Office of Legal Counsel Tamastslikt Cultural Institute Boards of Directors Vellowha Tribal Health Cen er Tamastslikt Trust Bd. Natural Resources Timine Development SCience and Engineering Cayuse Technologies Education Advisory Committees and Regulatory Commissions Gaming Commission I Inspectors I Surveillance Staff Teams: Executive Team Resources Team lnlorfllrion Tam Community s.amc.s Tpm De osw-nt.,d T- Januar;

14 [CTUIR ERP PROJECT CONSULTING] October 16, 2015 (3) ft l l Schedule C Vendor Certification This certification attests to the vendor's awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein. The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company. This proposal is submitted in response to RFP-ERP Project Consulting issued by Confederated Tribes of the Umatilla Indian Reservation. The undersigned is a duly authorized officer, hereby certifies that: (Vendor Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 60 calendar days as of November 15th The undersigned further certify that their firm (check one): D IS 0 IS NOT currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify The Confederated Tribes of the Umatilla Indian Reservation of any change in this status, should one occur, until such time as an award has been made under this procurement action. Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are: Name: Signature: Name: Signature: Title: ---Date: ---Title: Date: Signature of Authorized Officer: Name: Signature: -- Title: Date: 14