Functions of the Clerk s s Office

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2 Agenda Welcome and Introductions What is Being Procured? ITN Scope and Anticipated Timeline Vendor Qualifications ITN Structure Reply Response & Evaluation Vendor Oral Presentations Questions

3 Vendor Conference Please sign in Purpose is to provide vendors an opportunity to obtain clarification of ITN requirements Answers and discussions given today are not binding; must be followed up in writing Nothing in this presentation (visual, verbal, or written) shall be construed to alter in any way the contents of ITN No or amendments to ITN No , if any exist. In the event of conflicts the ITN or latest amendment, if any exist, shall prevail.

4 Functions of the Clerk s s Office Clerk & Comptroller (Clerk) is an independent constitutional officer Clerk serves as: County s Chief Financial Officer and auditor County Recorder and custodian of legal records Clerk of the Circuit Court Clerk to the Board of County Commissioners (County) Clerk oversees Payroll and Finance functions for Clerk and County

5 What is the Clerk Procuring? PeopleSoft v9.0 ERP Implementation Services Project administration Software installation and certification System configuration Fit/gap analysis Interface and report development Data conversion System and parallel testing Disaster recovery planning Training of Clerk and County users

6 Key Project Participants Clerk Project Owner Project Manager Functional Subject Matter Experts Information Technology Department County Functional Subject Matter Experts Information Systems Services ERP Software Vendor -Oracle ERP Implementation Vendor

7 ERP Application Scope Payroll for Clerk and County Clerk ~ 800 employees County ~ 7,000 employees HR for Clerk Benefits Administration for Clerk Financials for Clerk

8 ITN Anticipated Timeline Vendor Conference Evaluation Committee Meeting 1 Vendor Negotiations Contract Completion Contract Start Date Activity ITN No Issued Deadline for Notice of Intent to Respond Deadline for Receipt of Replies Vendor Oral Presentations Evaluation Committee Meeting 2 Date January 29, 2007 February 23, 2007 February 26, 2007 March 19, 2007 March 20-30, 2007 April 9-13, April 16-20, 2007 April 23, 2007 June 15, 2007 June 29, 2007 July 2, 2007 Time 10:00 am EST 12:00 pm EST 5:00 pm EST

9 Vendor Qualifications Oracle Certified Partner, Oracle Certified Advantage Partner, or the software vendor itself PeopleSoft implementation expertise at public sector clients similar to Clerk s scope of work Prime contractor for HR & Financials in a Clerk or County site within last 2 years 5+ client implementation referrals within last 5 years Milestone/deliverables-based, fixed-fee cost reply Liquidated damages Performance bond and insurance requirements

10 ITN Structure 1. Evaluation Committee will review and rank responsive replies and recommend highestscoring vendor finalists to Negotiation Team 2. Vendor finalists will be required to provide an oral presentation of their ITN reply; Evaluation Committee intends to interview proposed project team key personnel 3. Negotiation Team will enter into contract negotiations with vendor finalists and select vendor offering the most advantageous contract 4. Clerk will complete contract with vendor

11 Reply Response Reply Format in ITN Section 3 Reply Requirements Templates in ITN Section 5 Appendices Packaging one outer wrapping containing original and copies, CD s/jump drives, securely sealed and addressed Cost reply (including hard-copy and electronic version on CD/jump drive) separately bound, sealed, and labeled within outer wrapping

12 Reply Evaluation Evaluation Criteria Experience and Qualifications of the Firm Qualifications of Staff Approach/Methodology Cost Reply Total Weight 25% 30% 20% 25% 100% Max Points

13 Vendor Oral Presentations April 9-13, 2007 Location: Clerk & Comptroller Judicial Center Margaret Newlan Room 5 th Floor, Room N Dixie Highway West Palm Beach, FL Notification and scheduling to take place the week of April 2 nd Maximum 4 hours duration for each presentation

14 Closing Remarks Only official contact: Alice Djubin via Intent to Reply by Monday noon EST Check for ITN amendments: Get started on reference forms ASAP Resolve contract questions ASAP Submit Reply by March 19 th 5:00pm EST

15 Questions?

16 Thank You!