SOLICITATION AMENDMENT

Transcription

1 SOLICITATION AMENDMENT Solicitation No: P Description: Business Continuity Plan Amendment No: One (1) Solicitation Due Date: April 15, 2008 Solicitation Due Time: 4:00PM Local Arizona Time Telephone: (623) Buyer: Athena Bonner A signed copy of this Amendment shall be received by the City of Peoria, no later than the Solicitation Due Date and Time. This amendment adds the attached risk assessment spreadsheet to the solicitation. This assessment is referenced in the solicitation in Section II, paragraph three. This amendment adds the assessment for informational purposes only. The solicitation due date and time remain unchanged. All other provisions of this Solicitation shall remain in their entirety. Vendor hereby acknowledges receipt and agreement with the amendment. The above referenced Solicitation Amendment is hereby Executed Signature Date March 19, 2008 Typed Name and Title at Peoria, Arizona Company Name Address City State Zip COP 207 (02/01/08)HFK Page 1 of 1

2 Finance Department Services and Systems Business Continuity planning Criticality Critical Services What are the processes Manual/backup Plans Server(s) Other dependencies (hardware, software, telco/service) 1 Payroll Time entry, running payroll calculation and confirmation, issuing paychecks out of PeopleSoft HRMS with the printing being done through Bottomline software. No manual / backup process (process is fully dependent on HRMS - Peoplesoft) 1 The Customer Service Call Center (would become among most critical means for communicating with citizens) a. Answering customer telephone calls b. Collecting amounts due from customers c. Customer move-ins and move-outs Cisco Call Manager, 3rd Wave Interactive Voice Response (IVR), and numerous interfaces between these systems. 1 Cashiering Revenue Collector: a. Accepting credit, cash and check payments for services including Salestax, utility billing, and payments from internal departments. b. Issuing customer receipts c. Preparing deposits for the bank Can take checks and cash payments, but need at least one analog phone line and POS terminal to process credit cards (goes to online bank). Keep manual receipts for customers and City. Manually track transactions (includes SalesTax, Utility billing, any payment, plus payments from other departments. Posted in Revenue Collector and Peoplesoft Financial - maintain manual records). 1 Sales Tax Collection Tax Mantra/Revenue Collector: Tax processing and payment. Manually process returns received by mail and maintain manual record, enter upon system availability (won't account for errors and late payments - system generates and sends these reports). 1 Banking/cash Management Needed to access City bank accounts, transfer Manual: Perform from alternate location with funds, complete wires, approve investment secure Internet; everything is stored online. transactions (requires fax due to hard signature necessity). 1 Accounts payable Processing vendor payments and issuing checks to vendors; 3 different accounts: AP, Utility refund, Community services refund. Issuing paychecks out of PeopleSoft HRMS with the printing being done through Bottomline software Manual: Manually provide list to bank and they would issue cashier checks. However, vendor info stored in Peoplesoft only. Manual journal entries depend on local H: Drive resources for Treasury. This message and any of the attached documents contain information from the City of Peoria, AZ Finance or Information Technology Department, which may be confidential or privileged. Page 1 of 4

3 Finance Department Services and Systems Business Continuity planning 2 Enterprise system for Purchase orders and material stock requests Issue purchase orders from electronically entered requisitions, receiving goods and services for payment and issuance of stock items from inventory (i.e. meter inventory, Fleet parts, Public Works items). Can issue manual transactions for a short period of time, but eventually all information must be transferred to the enterprise system. 2 Webpage Customer and Citizen communication. Advertise solicitations, awarded contracts, bid results and plan holders lists on the web for access by all parties 2 Sales Tax Licensing a. Sales tax license processing Tax Mantra: Process and mail monthly tax returns (bills) to customers. Without the reports, customers won't pay their bills. Revenue Collector: Processes payments. 2 Utility Billing a. Billing (estimates) NorthStar: Billing for utility services. 2 Lock Box Processed by bank, file transmitted to Peoria and into Northstar to be posted to customer account. 3 Skire/Unifer project management application Tracking of all aspects of a CIP project form contract award to RFIs, change orders, pay requests, etc. 3 Meter Reading Automated Meter Reading Itron MVRS/Orion (new) Meter installation, maintenance, and reading Can revert back to a labor intensive manual system. Communication can occur via newspaper, phone calls, IVR if available. No manual process - everything's stored in TaxMantra. Could issue new licenses manually but would have to document and re-enter when system comes available. Would have to delay billing for SalesTax and licensing. Could bill based on last billing cycle - would need hardcopy of that last bill (per customer) and then update records when systems come back online. Manual: Bank would have to provide records (though bank reports are available online). Need secure Internet access, and then manually update when systems are available. Difficult to revert back to a manual system considering the parties and amount of data involved Can manually perform reads, but would have to estimate billing, reconciling from manual records when systems are available. 3 Meter Maintenance NorthStar Would require manual tracking of service orders. Most services would be suspended. 4 Document Imaging Access by public and vendors to our awarded contracts that are stored and indexed electronically including.pdf format. 4 Solicitation tracking A database that is a repository for all events related to a solicitation s life cycle including tickler dates for contract expirations and extensions. Possible to store and issue manually if files are onsite with Records Mgmt Can revert back to a labor intensive manual system with checklists. Manually update when systems are available. This message and any of the attached documents contain information from the City of Peoria, AZ Finance or Information Technology Department, which may be confidential or privileged. Page 2 of 4

4 Finance Department Services and Systems Business Continuity planning 4 Inventory auction database Stores all information related to items sent to auction i.e. serial # s, value, etc. 4 Inventory asset database Stores all information related to City tagged assets with description, serial 3, value, etc. Revert back to forms but risk is that all forms may not be available - outdated. Manually update when systems are available. Revert back to forms but risk is that all forms may not be available - outdated. Manually update when systems are available. This message and any of the attached documents contain information from the City of Peoria, AZ Finance or Information Technology Department, which may be confidential or privileged. Page 3 of 4

5 Finance Department Services and Systems Business Continuity planning Criticality Description Maximum Tollerable Downtime 1 Impacting immediate revenue generation, having legal impact, having negative effects on customer communications or employee 4 hours - 1 welfare (payroll, retirement, benefits, 401K, etc.). bus. day 2 Generating bills to continue revenue stream, maintaining internal City business (i.e. inventory, purchasing), secondary communication with customers, and negative impact to City reputation. 1-2 bus. days 3 Maintenance of internal processes and records. Won't immediately impact general public or City business 1-2 weeks 4 Identified as function or service of Finance, but not a critical one. > 2 weeks This message and any of the attached documents contain information from the City of Peoria, AZ Finance or Information Technology Department, which may be confidential or privileged. Page 4 of 4

6 REQUEST FOR INFORMATION Solicitation Number: P Phone: (623) I. Introduction The City of Peoria is seeking Request for Information and Qualifications from qualified firms to assess the City s critical systems, infrastructure and business continuity processes that are related to the Finance Department in order to ensure the development of a comprehensive plan to minimize the disruption of critical services to its citizens following a disaster. The City wishes to gain a better understanding of current available methods and best practices related to business continuity planning and disaster recovery. The assessment will include a review of critical functions and business continuity plans developed by the Finance Department and a review of plans, infrastructure and recovery processes that are being developed by the Information Technology Department to support the required systems. II. Background The City of Peoria is located to the northwest of Phoenix, Arizona, and is strategically located in Maricopa County, one of the fastest growing counties in the United States. The current city population of approximately 153,000 is estimated to grow to 179,000 by the year Geographically, Peoria is the ninth largest city in Arizona encompassing an area of approximately 178 square miles. The City operates under the Council-Manager form of government. The Mayor and Council appoint a City Manager who is responsible for the administration of Council policy. The City employs approximately 1,244 full-time employees, and includes police, municipal courts, fire protection, community services, finance, development services, public services and general administration. These services are provided in Fiscal Year 2008 through an adopted budget of $690 million and an operating budget of $229 million. The City of Peoria Finance Department consists of five divisions: Administration, Revenue, Financial Services, Treasury, and. These divisions provide services related to financial reporting, general ledger accounting, accounts payable/receivable, payroll, assessments, utility billing, cashiering, sales tax collection and license processing, purchase order and inventory control, meter reading and maintenance, call center processing, banking and cash management, solicitation tracking, project management and other vital services. The Finance Department has completed a high-level business impact analysis and risk COP 225 (11/99) HFK Page 1 of 4

7 REQUEST FOR INFORMATION Solicitation Number: P Phone: (623) assessment to identify and prioritize critical functions and processes within each division and develop short term plans to provide continuity of services where possible. The Information Technology Department is performing an assessment of the related financial systems, necessary network, hardware, and supporting application infrastructure requirements, data storage capabilities, and requirements for an off-site processing facility. III. Project Description The City of Peoria is seeking external assistance from qualified firms to assist in the development of a comprehensive business continuity plan for Finance Department critical systems and processes based on recognized industry standards. Staff has identified some general areas that could be addressed in the Project Understanding and Approach response to this RFI. 1. Review and assessment of the City s list of Finance services and systems and the assigned criticality levels. 2. Review the City s current data center, network, hardware, supporting application infrastructure, and requirements for an off-site processing facility, and provide current available technology and best practice recommendations. 3. Discuss the people activities necessary to continue business processes in an emergency situation and provide current available strategies, technologies and best practice recommendations for those activities. 4. Develop realistic expectations and strategies to meet Information Technology service level requirements during an emergency situation. 5. Develop cost estimates for recommended strategies and estimated timelines for required implementation. 6. Provide thorough documentation of all discoveries and recommendations. IV. Deliverable - Statement of Qualifications In order to achieve the above stated goal, the City of Peoria hereby solicits Requests for Information and Qualifications (RFI) from interested firms. Please provide seven (7) copies of your submittal. Submittals shall be structured in order as listed below. COP 225 (11/99) HFK Page 2 of 4

8 REQUEST FOR INFORMATION Solicitation Number: P Phone: (623) Project Understanding and Method of approach to accomplish the required services. ( Maximum 5 Pages) a) Discuss the major issues your firm has identified on this project and how the firm would intend to address those issues. b) Discuss other issues that have not been identified in the project description, but that may be of relevance and importance based upon your firm s experience in providing similar services on other projects. c) Describe your firm s project management approach 2. Issues identified and addressed - Discuss the issues your firm has identified for this project and how the firm would intend to address those issues. (Maximum 3 Pages) 3. Firm s Management Approach - Describe your firm s project management approach. (Maximum 2 Pages) 4. Experience and Qualifications - describe the experience and qualifications of the firm. Please identify projects similar to the services specified. For each project identified, provide a description of the project, client name, role of the firm in delivering the project, project cost, year completed. (Maximum 5 pages) 5. References For each project identified in item 5, provide specific project references to include contact name, title and phone number. (Maximum 2 Pages) 6. At the discretion of the firm, additional supporting information may be provided. (Maximum 5 pages) V. Evaluation Criteria Offers will be evaluated on the following in relative order of precedence: 1. Project Understanding and Approach 2. Issues identified and addressed 3. Firm s Management Approach 4. Experience and Qualifications 5. References VI. Review Process A review panel will evaluate all submissions meeting the application requirements and deadline. The panel will be composed of city staff members. The panel will determine the most qualified submittals from this RFI. A Request for Proposal COP 225 (11/99) HFK Page 3 of 4

9 REQUEST FOR INFORMATION Solicitation Number: P Phone: (623) (RFP) may be issued at a later date to the most qualified candidates. The City of Peoria reserves the right to gather other information that can be used during the evaluation process in order to make a decision on who will move forward to the RFP stage. VIII. Application Requirements and Deadline Seven (7) copies of the requested information are due at the City of Peoria s address listed below by 4:00 p.m. on April 15, 2008* *Note: this is not a postmark deadline. The mailing and/or delivery address is: City of Peoria 8314 W. Cinnabar Avenue, Peoria, AZ Attn: Athena Bonner This RFI does not commit the City to enter into an agreement, to pay any costs incurred in the preparation of the proposal to this request or in subsequent negotiations, or to produce a contract for the project. The City reserves the right to reject any or all applications, reissue the solicitation or procure any service by other means. COP 225 (11/99) HFK Page 4 of 4