Attachment G - Required Response Format for ERP Implementation Service Providers

Transcription

1 Page 1 of 5 Attachment G - Required Response Format for ERP Implementation Service Providers A. Transmittal Letter The Transmittal Letter must address the following topics: 1. Summary of Ability and Willingness to Supply the Required Services The transmittal letter must briefly summarize the Proposer s ability to supply the requested services. The letter must also contain a statement indicating the Proposer s willingness to provide the requested services subject to the terms and conditions set forth in this RFP. 2. Signature of Authorized Representative A person authorized to commit the Proposer to its representations must sign the transmittal letter. Proposer personnel signing the transmittal letter must be legally authorized by the business entity to commit the entity contractually. This section must contain proof of such authority. 3. Other Information Any other information the Proposer may wish to briefly summarize will be acceptable. B. Proposed ERP Solution Services Indicate for which ERP software solution your firm proposes to provide implementation services. C. Executive Summary Outline the key elements of your proposal response, not to exceed six pages. D. Minimum Qualifications for ERP Implementation Service Providers Provide evidence that the Proposer has the following qualifications: 1. The proposed ERP modules (or predecessor versions of those modules) should have been implemented at a minimum of five (5) higher education institutions. At least two (2) of these institutions should represent implementations completed in the last three (3) years. 2. The proposed implementation solutions at a minimum should have included the following major ERP modules: Finance, Student, Financial Aid, and Human Resource/Payroll. 3. The proposed CRM component should have been implemented at a minimum of three (3) higher education institutions, with at least one implementation completed in the last year. 4. Evidence that the proposed implementation services have been successfully implemented and used in comparable institutions of like mission, size, and complexity as SDCCD.

2 Page 2 of 5 E. References 1. Please supply higher education clients (preferably Ca. Community College Districts) for whom you have provided implementation services for an integrated ERP system involving HR, Finance, Student and Financial Aid modules. Please segment these clients as follows: (1) those implemented within the last year, (2) those in production for one to five years, and (3) those in production more than five years. 2. For each client, provide details of the versions of the software that you have implemented, the number of years that the system has been in production, the modules implemented, including related 3rd party solutions, and the contact information for each client (name, title, address, physical address, and phone number). 3. Provide a description of the five (5) related customer implementations which most resemble SDCCD. F. Viability 1. Provide a description of your organization type (public corporation, private corporation, private company, limited liability corporation (LLC), etc.). 2. Provide a brief description of your corporate history, market segment(s), client base, and employee base. 3. Provide a copy of your most recent, audited, annual financial statement including a separate management letter. Additionally, provide a copy of your annual financial statement including a separate management letter that is two years previous to your most recent one. 4. For each proposed partner or third party entity providing services to the District in your proposal, provide the information requested in Attachment C: Firm Background Information (3 rd Party) and provide any related attachments as requested. 5. Provide a disclosure of any judgments, including but not limited to: pending or expected litigation or other real or potential financial reversals that might affect the viability or stability of the corporations; or warrant that no such condition is known to exist. 6. Provide evidence of the strength of relationships your firm has with the software provider firm(s) that you implement, as well as the third party software companies that are key to your ongoing success. G. Implementation Approach SDCCD understands that implementation costs are the single largest budget category of any ERP implementation. SDCCD thus encourages Proposers to be creative in developing an implementation strategy that will result in the most productive approach for software implementation. SDCCD is requesting a 36 month implementation plan.

3 Page 3 of 5 1. Implementation tasks: Give an overview of your implementation strategy, and then describe the implementation tasks required, complete from contract signing to installation and acceptance. Include the process proposed for data conversion, configuration, and integration of the selected ERP with other SDCCD systems, testing, documentation, end-user training, and roll-out as appropriate. 2. Replacement vs. integration: Provide an explanation of how the selected ERP solution will replace or interface with current SDCCD systems as described in Attachment B: SDCCD Software for ERP Integration and Interfaces. Use the criteria provided in this attachment to recommend appropriate replacement or integration. Describe the experience your firm has in integrating other client systems into the ERP. Describe the tools you would use for this integration. 3. Project schedule: Provide a projected implementation schedule, including timeline, milestones, and deliverables. 4. Total hour requirements: Provide total hour requirements with details broken out for each major component (Student, Financial Aid, Finance, Human Resources, Document Imaging, Portal, CRM, Workflow, and Data Warehousing/ Reporting system) or service necessary for a successful implementation. For each component indicate on-site hours and off-site hours and any time limitations for using the proposed hours. 5. Definition of hours worked: Describe exactly what will be included and considered hours worked (for example, is travel time included in hours worked and will there be a minimum or maximum for travel time?) Proposer should confirm the understanding that SDCCD will pay only for hours used/earned versus hours proposed. 6. Alternative implementation strategies: Discuss any alternative implementation strategy you will consider such as but not limited to; inclusive or blended hourly rate for labor, time and travel expenses, fixed price proposal, etc., outlining the pros and cons of each approach for SDCCD. 7. District staffing: Provide detailed information about what staffing you expect the District to contribute, including skill levels, knowledge sets, hours, and timing of hours. If a District employee will need to be dedicated to the implementation more than 25% of their time over any period during the implementation, identify this obligation and when you expect it to occur. 8. District Project Organization: Propose the most likely project organization structure for working with your implementation services team. 9. Service Implementation Provider staffing a. Provide evidence that you have assigned qualified staff for this project by showing a breakdown of consultant type, level/skills including experience level, accreditation, training, or certification required for each major task.

4 Page 4 of 5 b. Describe the bench strength or back up staffing strategy that your firm offers to insure project continuity if there is staff turnover on this project. c. Describe the level of corporate support you will provide to your onsite project team. d. Provide evidence of employment stability (staff turnover rate) in your firm over the last five years. 10. Consultant qualifications: Provide resumes, client references and the most recent work histories of the consultants/trainers you will assign to the District. 11. Right of refusal: Proposer should validate the District s right of refusal of individual consultants proposed or assigned to the implementation. H. Knowledge Transfer 1. Training Strategy: Describe your strategy and methodology for training on the proposed system. Please also discuss alternative training strategies targeting lower cost of execution with associated implications. Differentiate your proposed training solutions in terms of technical team training and end user training. 2. Detailed Methods: Include detailed recommendations for training methods, materials, trouble-shooting resources, benchmarks to monitor progress, and a proposed time-line. I. Project Management 1. Project Management Methodology: Proposer should include a complete and detailed description of its overall approach to the management of this effort, including cost containment, schedule management, project leadership, change management practices, risk management, and other typical project management tools and processes that may be employed in this effort. 2. Managing Subcontractors or Third Party Service Providers: Please name each subcontractor or third party provider, and provide the following: Name of the firm or person Number of years in business Role of the contractor on this project Previous work with the contractor Discuss your philosophy and approach for dealing with subcontractor and third party relationships during the implementation project. Proposer understands that SDCCD will only be contracting with the Proposer and that any partner 3rd party solutions executed via this agreement will be binding on the Proposer. 3. Relationship with the District s Project Manager: Describe your philosophy and approach for working with an independent project manager representing SDCCD.

5 Page 5 of 5 4. Organization Change Management (OCM): Describe the elements of your organization change management plan, to include: a. The benefit SDCCD will receive from your Organization Change Management services. b. The processes, tools and techniques you use to manage change for the organization structure, business processes and the people to achieve the required business outcomes of this project c. What specific methods does your firm use in dealing with resistance to change by stakeholders d. The elements of the project communication plan for this implementation e. Any other change management strategies you will be providing in this implementation J. Client Relationships 1. Dealing with client disputes: Describe the process your firm uses to deal with client disputes/complaints. Give examples of client disputes that were successfully resolved and how. 2. Engaging the client: Outline the process your firm uses to engage with your client s key stakeholders? What communication methods are used to help SDCCD stakeholders to understand and embrace best practices? K. Proposer Project Assumptions Proposer should discuss any project assumptions which in any way impacts the project Scope, Schedule, or Cost. Please include any planned vacation; company required training hours or any other obligations which may impact an assigned consultant s ability to provide services to SDCCD. L. Optional Product or Service Offerings Discuss products and/or services which are not part of the proposed solution that may have additional documented benefits to the solution being proposed to SDCCD. M. Recommended Post Implementation Technical Staffing Given the scope of products as outlined in this RFP document SDCCD seeks the following information regarding post implementation technical staffing levels that will be required for ongoing support of its ERP solution. Please recommend the following: 1. The number of ongoing technical staff (FTEs) that will be required 2. The types of skills that will be required (e.g. developer, DBA, systems administrators, web developers, Java developers, etc.) 3. The FTE level for each type of skill set required 4. For developers, indicate the FTE level by major module N. Additional Information Provide any additional information that will help differentiate your proposal and make it easier to comprehend.