Request for Proposals (RFP 13/14-02) for. Implementation and Maintenance Services for Microsoft Dynamics AX Responses Due:

Transcription

1 Request for Proposals (RFP 13/14-02) for Implementation and Maintenance Services for Microsoft Dynamics AX 2012 Responses Due: September 10, 2013 at 2:00 p.m. San Francisco County Transportation Authority 1455 Market Street, 22 nd Floor San Francisco, CA 94103

2 Date: August 12, 2013 To: Interested Firms and Individuals From: Cynthia Fong Deputy Director for Finance and Administration Subject: Request for Proposals to Provide Implementation and Maintenance Services for Microsoft Dynamics AX 2012 (RFP 13/14-02) PROPOSALS ARE DUE by September 10, 2013 at 2:00 p.m., at the Authority s Offices. SECTION I - NOTICE Notice is hereby given that the San Francisco County Transportation Authority (Authority) is inviting proposals from interested firms to provide implementation and maintenance services for Microsoft Dynamics AX 2012 ( Project ). It is anticipated that a contract will be awarded for a one-year term for implementation with an eighteen-month warranty period and a five-year term for maintenance services, which may be exercised at the discretion of the Authority. Interested parties are invited to submit a proposal for the performance of these services. The proposal must respond to the specific scope of services described in Section III of this Request for Proposals (RFP). The proposal must be in strict accordance with the requirements and guidance contained herein. Although a pre-proposal conference will not be held, potential proposers are welcome to submit written questions to request clarification about any aspect of this procurement by mail, fax, or to the attention of Lily Yu, Senior Management Analyst (fax , [email protected]) by August 19, 2013 at 5:00 p.m. The answers to questions will be made available on the Authority s website ( by August 21, Any addenda to the RFP will also be made available on the Authority s website, prior to the proposal due date. Interviews are tentatively scheduled for September 18, By September 10, 2013 at 2:00 p.m., the following must be delivered: Proposal (with cost proposal): one (1) unbound original, six (6) copies, and an electronic copy (PDF) on CD-ROM or USB drive including all information herein requested. Please clearly specify on the sealed envelope: Response to RFP 13/14-02 Implementation and Maintenance Services for Microsoft Dynamics AX These items must be delivered to the Authority s offices at the following address between the hours from 8:30 a.m. to 5:30 p.m.: San Francisco County Transportation Authority Attention: Lily Yu, Senior Management Analyst 1455 Market Street, 22nd Floor San Francisco, California All responses must be in writing, sealed and identified as to content and be received by the due date. Proposals received later than the above date and time will be rejected and returned to the proposers unopened. S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 2 of 19

3 Disadvantaged Business Enterprises (DBEs), Local Business Enterprises (LBEs) and Small Business Enterprises (SBEs) shall have the maximum feasible opportunity to participate in the performance of contracts. In consideration of a contract award, the Authority will not discriminate against any individual on the grounds of race, color, creed, religion, national origin, ancestry, age, height, weight, sex, sexual orientation, gender identity, domestic partner status, marital status, or disability or AIDS/HIV status. The Authority accepts certifications issued by the Authority, the City and County of San Francisco, the California Unified Certification Program or the California Department of General Services. Proposers must be certified by the proposal due date. For this contract, the Authority has established a DBE/LBE/SBE goal of 10%. See Section VI, below, for further details on DBE, LBE and SBE requirements. The Authority will have office space available for consultant work for this project, and work may take place at the Authority s or Proposer s offices. The firm selected, if any, will be that one whose proposal is most responsive to this RFP, and is deemed to be to the best advantage of the Authority. Proposals must be valid for one hundred twenty (120) days after the proposal due date. The Authority reserves the right to modify and/or suspend any and all aspects of this procurement, to obtain further information from any firm or person responding to the RFP, to waive any informality or irregularity as to form or content of this RFP or any response thereto, to be the sole judge of the merits of the proposals received, and to reject any or all proposals. SECTION II - BACKGROUND The San Francisco County Transportation Authority was created in 1989 by the voters of the City and County of San Francisco (City) to administer a voter-approved transaction and use tax (i.e., sales tax) of one-half of one percent to fund essential traffic and transportation projects as set forth in the San Francisco County Transportation Expenditure Plan (Prop B Expenditure Plan) for a period not to exceed twenty years. Beginning in April of 1990, the State of California Board of Equalization started collecting the sales tax revenues for the Authority. In November 2003, San Francisco voters approved a new 30-year Expenditure Plan (Prop K Expenditure Plan) that superseded Prop B, and continued the one-half of one percent sales tax. The Authority s Board of Commissioners is the eleven members of the Board of Supervisors of the City; nonetheless, pursuant to California Public Utilities Code Section et seq., the Authority operates as a special purpose government, independent of the City. The Authority is designated under State law as the Congestion Management Agency (CMA) for the City. In this capacity, the Authority has a wide range of responsibilities which include preparing the longrange Countywide Transportation Plan, prioritizing state and federal transportation funds designated for San Francisco, and developing and operating a computerized travel demand forecasting model. The Authority is also the designated County Program Manager for the Transportation Fund for Clean Air Program, a state-mandated program that collects an annual vehicle registration surcharge and allocates the funds to transportation projects that improve air quality by reducing motor vehicle emissions. On November 2, 2010, San Francisco voters approved Proposition AA, establishing the Authority as the administrator of a new $10 vehicle registration fee on motor vehicles registered in the City. The revenues collected will fund projects identified in the 20-year Expenditure Plan (Prop AA Expenditure Plan), including local road repairs, pedestrian safety improvements, and transit reliability improvements throughout the City. The Department of Motor Vehicles provided the first payment of Prop AA vehicle registration fee revenues to the Authority in May The Authority s fiscal year (FY) ends on June 30 th. The FY 2013/14 budget includes $109.9 million in S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 3 of 19

4 revenues and $245.1 million in expenditures. Current Systems The Authority currently uses Blackbaud Fundware (Fundware) for financial and accounting software and there are eight (8) users, of which four (4) are frequent users. The Authority has four (4) funds, six (6) divisions, 450 active projects, and 200 natural accounts (translating to approximately 350 general ledger accounts). The Authority has approximately 240 active vendors, cuts 750 checks and transfers 240 electronic payments per year. In one fiscal year, the Authority processes approximately 4,000 transactions, including 550 journal entries. Fundware has been in use for the past 10 years, but does not meet the Authority s current needs. In particular, Authority staff would like to be able to more easily track multiple projects with multiple funding sources. Authority staff use a custom web-based timesheet system (internally hosted on web server) to enter timesheets. The Authority contracts with Automated Data Processing (ADP) to administer its payroll function, and uses ADP PayExpert on-line service to process the bi-weekly payroll. Employee timesheet data is imported in comma-separated files from the web-based timesheet system into ADP for review and processing by administrative staff. The Authority has a custom Rubybased web-based grant management portal for grant recipients, which includes projects funded by the Authority through several grant programs. The system allows grantees to submit progress reports, consolidate grant documents, and is a hub for communication between the Authority and project sponsors, including deliverables, final reports, reminders for important deadlines, close-out requests, and extension requests. The Authority s standard for general office software programs is the Microsoft Office 2010 suite. The Authority uses Microsoft Active Directory to manage network users and permissions and has an OpenVPN gateway between remote users and the in-office network. SECTION III SCOPE OF SERVICES This RFP describes the need to select a qualified systems integrator to successfully implement Microsoft Dynamics AX The Authority s primary objectives for this RFP are to: Replace the current Fundware financial and accounting system, timesheet system, check printing system and Excel-based shadow systems with Microsoft Dynamics AX 2012; Develop a configured AX 2012 platform that will meet Authority business requirements; Migrate current Authority business processes to fit the functionality of AX 2012; and Integrate paperless document management into all business processes. The Authority will drive the modification of business processes, but will rely on the system integrator to assist Authority staff with understanding AX functionality and how processes need to change to fit AX functionality. The system integrator will be responsible for acquiring the AX 2012 software for the Authority. The Authority requires the budget module to function in February 2014 and a Go-Live date in Spring 2014 for the general ledger, purchasing, accounts payable, project and grant accounting and timesheet modules implementation in order to fully transition by FY 2014/15. Fixed assets, human resources, benefits, and payroll accounting modules will not be utilized. The Authority is seeking a qualified systems integrator to successfully implement, host, manage and provide maintenance services for Microsoft Dynamics AX Only RFP responses from proposers meeting all of the following required minimum qualifications will be considered: S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 4 of 19

5 Proposer must be a Microsoft Certified Business Partner Proposer organization must have a minimum of five years of experience implementing Microsoft Dynamics Enterprise Resource Planning (ERP) solutions, including experience implementing AX Proposer must possess and attach a copy of the Microsoft Gold or Silver Certification in ERP competency Proposer must have experience implementing Microsoft Dynamics ERP solutions at a client with less than seven (7) accounting staff for a public agency The functions available in Microsoft Dynamics AX 2012 offer organizations the capability to help address regulatory requirements of public sector organizations including adaptability to legislative mandates, support of transparency and open government, and improvement of constituent services and accountability. The 2012 release took into consideration specific needs of the public sector including specific functions such as project management, grant management, tracking of multiple fund sources for projects, contract management, and public sector accounting reporting. It s anticipated the Authority will have four (4) super-users, some task-based users, and a large number of users with inquiry access for project management purposes. The specific work of the firm will include the tasks described below, each of which includes the firm s internal Quality Assurance/Quality Control (QA/QC) for all deliverables. Phase 1 Plan & Design Services During Phase 1, the Consultant will work with the Authority s Implementation Team (Team) and design the Authority s future business processes based on AX off-the-shelf functionality. The Consultant will work with the Team to understand existing business processes and shadow systems, design future business processes, and establish detailed design requirements for the AX implementation. The Team will consider changing business processes if needed to conform to out-of-the-box functionality. The Team s existing knowledge of AX functionality is limited to demonstrations and hands-on lab exercises during a two day discovery session. The Consultant will document all design decisions in written form for Team review and approval, including the following: The Consultant will describe at a high level how AX will be used at the Authority. The Consultant will describe the implementation process and schedule of AX modules. The Consultant will assist the Team in the design of future workflows which should align with AX functionality. The Consultant will describe the data migration, business process adoption, and cut-over strategy. At this time, the Authority anticipates migrating data from the past eight fiscal years. The Consultant should identify any additional networking requirements, software or hardware that may be required to successfully implement AX. Phase 1 Deliverables: 1. Detailed Implementation Plan, Designation of Responsibilities, and Schedule 2. Detailed Design Documents S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 5 of 19

6 3. Weekly Meeting Agendas, Attendance and Status Reports (including, but not limited to timeline progress, budget progress, issues, risks, change orders, deliverable quality assurance and acceptance) Phase 2 Build, Test & Deploy Phase 2 will involve the Build, Test and Deploy activities of AX as planned and designed in Phase 1. The Authority expects the Consultant to lead the following implementation activities: Implementation of networking, hardware, and software requirements and configuration of AX software Modify Authority business processes to fit AX functionality, based on Authority direction Migrate financial data from the past five years from Fundware to AX Software Testing and User Acceptance Testing Authority staff training Quality assurance Transition and final cutover Phase 2 Deliverables: 1. Weekly Team Meeting Agendas, Attendance, and Status Reports (including, but not limited to timeline progress, budget progress, issues, risks, change orders, deliverable quality assurance and acceptance) 2. Quality Assurance Report of entire system and processes Phase 3 Support & Maintain In Phase 3, the Consultant will provide eighteen (18) months of Post Go-Live Support to fix defects identified by Authority users. Level of Authority Staff Support The Authority has limited staff, and as such, will be unable to commit any full-time resources to this ERP implementation project. The Authority has assembled an Implementation Team consisting of the organization s four accountants, an administrative engineer and an IT staff. Together the Implementation Team has deep, across the board knowledge of the business processes in these functional areas. Temporary staff and other consultants will be bought in to assist in the day-to-day tasks while the Team works to implement AX. SECTION IV RFP RESPONSE CONTENT AND FORMAT It is expected that proposals submitted to the Authority will be of professional caliber in context and appearance, but expensive or elaborate binders are neither required nor desired. All descriptions and materials should be clear, concise, and provide sufficient information to minimize questions and assumptions. Proposals should be limited to 25 pages (no smaller than 12 point font shall be used), excluding cover letter, table of contents, résumés, DBE/SBE/LBE certifications, and required exhibits. The Authority accepts no financial responsibility for any costs incurred in the preparation of proposals. Upon receipt at the Authority s offices, all proposals submitted in response to this RFP will become the property of the Authority. S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 6 of 19

7 Proposers should be prepared to mobilize within 48 hours following contract negotiations and contract award by the Authority Board. Cover letter. The proposal cover letter must: List the name, address, address and telephone number of the (lead) firm/team. Be signed by an officer that is authorized to bind the proposer contractually. State that the proposal is firm for a 120-day period from the proposal submission deadline. Provide the name, title, mailing address, address and telephone number of the individual to whom correspondence and other contacts should be directed during the consultant selection process. Provide the name, title, mailing address, address and telephone number of the individual who will negotiate with the Authority and who can contractually bind the proposer s firm. List the proposed co-venture arrangements or subcontractors, if applicable, along with the name, title, mailing address, address and telephone number of any sub-consultants. Provide the Disadvantaged Business Enterprise (DBE) status of each firm, including proposed percentage of involvement. Content. Proposals must contain the following five sections: Company Overview and Understanding of Project Objectives Project Team Experience and Qualifications Work Plan and Approach Assurances and Miscellaneous Cost The information that is to be provided in each section is described more fully in the paragraphs below: 1. Company Overview and Understanding of Project Objectives. In this section, proposers must provide the following information: Background and financial information of its organization, including: years of operation, type of organization (corporation, LLP, LLC, etc.), organizational structure, number of employees, summary-level financial information demonstrating financial stability. The proposer shall describe its organizational experience implementing Microsoft Dynamics ERP solutions at public sector organizations (preferably AX 2012). The proposer shall describe its organizational experience implementing Microsoft Dynamics ERP solutions at organizations with less than 7 accounting staff (preferably AX 2012); and A discussion demonstrating the proposer s understanding of the Authority s project objectives. The proposer s understanding of the services to be provided and their significance to the Authority s day-to-day activities. 2. Project Team Experience and Qualifications. In this section, proposers must provide the following information: S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 7 of 19

8 Project Manager and key personnel experience, including education, management and technical experience, and professional development including specific skills and ability in pertinent disciplines (i.e. project management, financial systems, financial control, and support services). Project team proposed to fulfill the requirements of this RFP and describe how the project team members meet the minimum Key Staff requirements as outlined below. Organizational chart of the project team that illustrates the roles of the team members and reporting hierarchies. Describe how the project team has worked together on similar projects in the past. List all relevant assignments completed for the City and County of San Francisco within the last five (5) years, and any involvement with Authority-funded projects, to enable the Authority to identify any possible conflicts of interest. Brief description of similar projects for which the proposer has provided services during the past five (5) years, including the following information: o Client, including reference contact information o Project description and location o Description of services o Total value of services provided o Actual budget performance vs. projected o Actual schedule performance vs. projected o Key personnel involved o Sub-consultants employed o Sample documents of work products (including, but not limited to parts of work plans, project management tools, grant and project accounting reports, and custom reports.) The Authority defined the following positions as Key Staff: Project Manager, Senior Quality Assurance Advisor, and Functional Leads (leading the implementation effort of specific modules) and the following minimum requirements for the proposer s Key Staff: One or more of proposer s Key Staff must have a minimum of five years of experience implementing Microsoft Dynamics ERP solutions, including experience implementing AX One or more of proposer s Key Staff must have experience implementing Microsoft Dynamics ERP solutions at a client with less than 7 accounting staff One of proposer s functional lead staff must have an accounting background or significant accounting experience (CPA preferred) The proposer will not replace Key Staff without the prior written consent from the Authority. For each Key Staff team member proposed, the proposer shall identify the team member s time commitment to this project (measured in percentage of work day, not to exceed 100 percent). Additionally, the proposer shall identify the available start date and any other current or future obligations for Key Staff. 3. Work Plan and Approach. In this section, proposers must describe their proposed work plan, approach, and methodologies to the delivery of the services included in Section III, above. This section must (1) S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 8 of 19

9 fully describe its proposed work plan and approach for a 70%/30%, 50%/50% and 40%/60% Consultant/Authority Staff work effort for: Project Management, Hardware, Networking, and Software Implementation, Software Configuration, Performance Testing, Reporting, Data Conversion, Acceptance Testing, Risk Management, Change Management, Quality Assurance, End-User Training, Post Go-Live Support, Authority Participation, and Maintenance Support and (2) include a discussion on potential impacts to cost, scope, and schedule based on lessons learned, including any recommendations the consultant proposes to lower and/or control costs given the proposed scope of the project. Proposers must provide the names and positions of all staff proposed. An organization chart should be included that clearly establish principal team member firms and sub-consultants. Also identify any specialty sub-consultants that would not necessarily be part of the core team, but would be available on an as-needed basis for specialty support. Proposers responding to this RFP are expected to be familiar with all aspects of project management. The proposal should also designate who will be the Principal, who will be the Project Manager in charge of the scope of services, and who will be the Authority s contact throughout the contract duration. In addition, the proposal should briefly address how the efforts of each of the team members will be coordinated. Proposers should provide a staffing plan with level of effort (e.g., person hours per staff) by task. If the work is to be shared among firms and offices at different locations, indicate where each office is located and what work is to be performed in each office. Proposals must discuss workload for all key team members, indicating their expected availability, the percentage of their time that will be devoted to the Authority s contract and on-site at the Authority s office and any other assurances as to their ability to provide the requested services in a responsive and timely manner. The description of the management approach should address proposed response time standard and how the management and team structure will help to meet those standards. 4. Business Process Concerns. Proposers must describe how the following business processes would be integrated to fit AX functionality: Through a separate procurement process, the Authority has pre-qualified and awarded contracts to two consultant teams, with whom the Authority engages on an as-needed basis for projects through the issuance of Task Orders. Both consultant teams will remain eligible for consideration for Task Order negotiation on an as-needed basis for a period of two (2) years. Task Orders awarded collectively to both firms shall not exceed a total of $500,000 for the first two-year term. The blanket contracts are not linked to any particular funding source. However, one or more project(s) and funding source(s) will be identified upon issuance of any Task Orders. Describe an approach to setting up these contracts in AX and tracking task orders against the total awarded amount. In order to encourage DBE/SBE/LBE and other small businesses to participate in the performance of contracts, the Authority sets a DBE/SBE/LBE goal on individual contracts. If the contract has a DBE/SBE/LBE goal, the contractor must meet the goal by committing DBE/SBE/LBE participation or document a good faith effort to meet the goal. If a DBE/SBE/LBE subcontractor is unable to perform, the contractor must make a good faith effort to replace him/her with another certified DBE/SBE/LBE subcontractor if the goal is not otherwise met. Contractors are required to provide as part of its invoice, a report showing actual DBE/SBE/LBE participation. Listed DBE/SBE/LBE firms must be so certified by the California Unified Certification Program or the Authority (DBE), the California Department of General Services (SBE), or the City and County of San Francisco or the Authority (LBE) at the S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 9 of 19

10 time of execution of the agreement and must maintain current DBE/SBE/LBE certifications throughout the duration of the agreement. The Authority is currently tracking DBE/SBE/LBE participation in separate Excel worksheets. Once a payment is made to the contractor, Authority staff inputs amounts paid to the prime contractor and individual subcontractors into the Excel worksheet. Authority staff monitors participation levels and requires contractors to provide written justifications for not meeting the DBE/SBE/LBE goals. The Authority needs to maintain current and accurate data to report to the Authority Board on a quarterly basis. Discuss how AX can improve the above mentioned business process. Describe an approach to monitoring and tracking DBE/SBE/LBE participation for a contract with several subcontractors and reports that may be generated. Identify the responsible parties involved in this business process. 5. Assurances and Miscellaneous Items: In this section, proposals must provide the following information: a. Proposers, including all prime and sub-consultants, must complete and include the exhibits listed below within the submittal. These required exhibits do not count toward the 25-page limit. Exhibit samples are attached to this RFP: o Exhibit A Terminated Contracts o Exhibit B Workforce Data Spreadsheets b. Proposers must provide at least three references (names, current addresses and telephone numbers). The references should cover work performed by the Project Manager and other key project staff members, should be for work recently performed and similar in nature to the services sought in this RFP. The references must include a brief description of the projects involved, and the roles of the respective team members in successfully completing the project. c. Proposers must specify any potential or perceived conflicts of interest which would disqualify its firm from doing business with the Authority. If proposers are unaware of existing or foreseeable conflicts of interest, a simple statement will suffice. However, proposers should provide a brief description of each apparent, existing or foreseeable conflict of interest, if any. d. Proposers must list any political contributions of money, in-kind services, or loans made to any current member of the Authority Board of Commissioners within the last three (3) years by management positions of the proposed consultant or subconsultant. If proposers are unaware of any political contributions, a simple statement will suffice. However, if proposers are aware of any political contribution, proposals should include details, such as to whom, what type of contribution, the date and the amount. e. Proposers must clearly designate financial submittals or other materials in its submittal, if any, which it in good faith believes to be a trade secret or confidential proprietary information protected from disclosure. See Section IX below, for further details on public disclosure of responses and other materials. f. Proposers shall acknowledge receipt and understanding of the following Authority contracting requirements and state its ability and willingness to comply with each of them in its proposal. 1) Insurance Prior to commencement of work, the Authority will require the successful proposer to provide evidence of appropriate insurance coverage. The Authority s standard contract S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 10 of 19

11 requires firms to maintain, during the full term of the contract term, insurance in the following amounts and coverages: (a) (b) (c) Workers Compensation, in statutory amounts, with Employers Liability Limits not less than $1,000,000 each accident; Commercial General Liability Insurance with limits not less than $1,000,000 each occurrence Combined Single Limit for Bodily Injury and Property Damage, including Contractual Liability, Personal Injury, Products and Completed Operations; Commercial Automobile Liability Insurance with limits not less than $1,000,000 each occurrence Combined Single Limit for Bodily Injury and Property Damage, including Owned, Non-Owned and Hired auto coverage, as applicable; and (d) Professional Liability Insurance with limits not less than $2,000,000 per claim. Subconsultants providing professional services under this Agreement shall provide evidence of their own professional liability insurance which is acceptable to the Authority s Executive Director. Such coverage must be provided by an insurance company(ies) authorized to do business in the State of California. Commercial General Liability and Business Automobile Liability insurance policies must name the San Francisco County Transportation Authority as an Additional Insured and that the policies will not be cancelled or materially changed without thirty (30) days prior notice in writing to the Authority. Describe if your firm s insurance coverage and amounts meet the above-stated contract limitations. 2) Indemnification (a) (b) (c) Generally. To the fullest extent permitted by law, Consultant shall assume the defense of (with legal counsel subject to approval of the Authority), indemnify and save harmless the Authority, its boards, commissions, officers, and employees (collectively Indemnitees ), from and against any and all claims, loss, cost, damage, injury (including, without limitation, injury to or death of an employee of the Consultant or its subconsultants), expense and liability of every kind, nature, and description (including, without limitation, incidental and consequential damages, court costs, attorneys fees, litigation expenses, fees of expert consultants or witnesses in litigation, and costs of investigation), that arise out of, pertain to, or relate to, directly or indirectly, in whole or in part, the negligence, recklessness, or willful misconduct of the Consultant, any subconsultant, anyone directly or indirectly employed by them, or anyone that they control (collectively, Liabilities ). Limitations. No insurance policy covering the Consultant s performance under this Agreement shall operate to limit the Consultant s Liabilities under this provision. Nor shall the amount of insurance coverage operate to limit the extent of such Liabilities. The Consultant assumes no liability whatsoever for the sole negligence, active negligence, or willful misconduct of any Indemnitee or the contractors of any Indemnittee. Copyright Infringement. Consultant shall also indemnify, defend and hold harmless all Indemnitees from all suits or claims for infringement of the patent rights, copyright, trade secret, trade name, trademark, service mark, or any other S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 11 of 19

12 proprietary right of any person or persons in consequence of the use by the Authority, or any of its boards, commissions, officers, or employees of articles or services to be supplied in the performance of Consultant s services under this Agreement. Infringement of patent rights, copyrights, or other proprietary rights in the performance of this Agreement, if not the basis for indemnification under the law, shall nevertheless be considered a material breach of contract. 3) Incidental and Consequential Damages Consultant shall be responsible for incidental and consequential damages resulting in whole or in part from Consultant s acts or omissions. Nothing in this Agreement shall constitute a waiver or limitation of any rights that Authority may have under applicable law. 6. Cost: This contract will be a cost-reimbursement contract, which provides for payment of the successful proposer s allowable incurred costs, to the extent prescribed in the contract. The cost proposal should reflect the recommended methodology for the phases of work as described in Section III above, as well as additional tasks and associated budgets resulting from cost savings, if any. This section must include budgets comprised of a matrix with columns for hourly rates, classification, and name and positions for all personnel and/or sub-consultants involved. Cost proposals must provide a breakdown of hours and costs for each task listed in the scope of work. The cost proposal must also identify profit margins, overhead, any other direct or indirect costs and percentage of any expected salary increases or cost of living adjustments, not to exceed 3% annually. The cost proposal must include a method for establishing rates for personnel or classifications not listed. The identified hourly labor rates will be used by the Authority and proposer to price change orders (if any). The proposer shall provide any underlying assumptions as part of the cost proposals. Expenses for travel and reasonable other expenses will be reimbursed at cost and such costs are not to be included in the all-in overhead rate. Sub-consultant costs will be reimbursed at cost without markup by the prime proposer. Proposer shall propose not-to-exceed amounts for the following cost elements at a minimum: Phase 1: Plan & Design Services Phase 2: Build, Test & Deploy Services: Hardware, Networking, and Software Installation Software Configuration and Testing Training Conversion and Cutover Other (please specify tasks) Phase 3: Support and Maintenance Services Software Licenses Post Go-Live Support Warranty Period Five-year Maintenance Agreement Five-year Cloud-based Hosted Solution S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 12 of 19

13 Costs should include proposals for a 70%/30%, 50%/50%, and 40%/60% work effort between the Consultant and Authority Staff. The cost proposal must be submitted to the Authority by the above submission deadline, in hard copy and electronic format (developed in Excel) on a CD-ROM or USB drive. 7. Warranty and Maintenance The proposer shall provide a detailed description regarding a warranty period and the five-year maintenance support agreement for the AX system including costs. The proposer shall also describe its policy with respect to superseded and discontinued software, error correction, revisions and upgrades. The proposer shall describe its available telephone support. The Authority is interested in the various levels of maintenance support that are available, the direction, financial capability and commitment of the proposer support and enhancement of the software. The proposer shall describe its process for escalation of support issues and outline its approach for providing Authority assurance that important support requests are addressed in a timely manner. As part of this, the proposer shall provide its support service level agreement for different levels of issue criticality (e.g. system down, key transactions not processing, data not displaying properly, etc.) SECTION V EVALUATION CRITERIA AND METHOD OF AWARD The proposals will be evaluated by a selection committee appointed by the Executive Director and scored (maximum of 100 points) using the following criteria: 1. Company Overview and Understanding of Project Objectives 10% 2. Project Team Experience and Qualifications 25% 3. Work Plan and Approach 25% 4. Business Process Concerns 10% 5. Cost 25% 6. Proposed DBE/SBE/LBE Participation 5% Total 100% The lowest responsive and responsible cost proposal will receive the maximum of 25 points. The other cost proposals will receive scores based on the following formula: Low Price/Subject Price x 25 = Score. Proposals will be evaluated on each proposer s overall qualifications to perform the services and work described in this RFP, including the firm s understanding and response to the tasks in Section III. In addition the Authority will also consider the qualifications and experience of the proposed personnel. Submittals receiving an initial score of less than 70 points will not be considered further in the selection process. Proposers that have received a score of 70 points or higher may, at the Authority s sole discretion, be invited to a briefing and an interview with the selection committee. Individuals who are identified as key personnel in the proposal are required to be in attendance at the briefing and interview. Based on the results of the interview, the selection committee may adjust initial scores on the evaluation criteria identified above to arrive at the final evaluation score. The proposer with the highest average final evaluation score shall be determined as the top proposer. Proposers who do not show up for a scheduled interview will no longer be considered further in the selection process. In addition, the Authority may reduce overall evaluation scores due to incomplete submission of proposals or if proposals exceeded the specified page limitations. Once the top proposer has been identified and the proposer s cost and pricing data has been reviewed, Authority staff will start contract negotiations with that proposer. If contract negotiations are not S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 13 of 19

14 successful, the second-ranked proposer may be asked to negotiate with the Authority. Each proposer s cost and pricing data will remain sealed until negotiations begin with that particular proposer. The goal of such negotiations will be to agree on a final contract that delivers the services and work described in this RFP at a fair and reasonable cost to the Authority. The award, if any, will be made to the responsive proposer whose submittal is most advantageous to the Authority. SECTION VI DISADVANTAGED BUSINESS ENTERPRISE (DBE), LOCAL BUSINESS ENTERPRISE (LBE) AND SMALL BUSINESS ENTERPRISE (SBE) REQUIREMENTS DBE/LBE/SBE POLICY It is the policy of the Authority to make good faith efforts to solicit and obtain quotes, bids or proposals from DBEs, LBEs and SBEs, and to give small businesses the maximum feasible opportunity to participate in the performance of contracts funded in whole or in part with Authority resources. The Authority strongly encourages joint ventures among professional firms as a way to meet the Authority s DBE/LBE/SBE participation goals. Assistance in the formation of such joint ventures and/or associations may be obtained through the Human Rights Commission. The Authority has established a DBE/LBE/SBE goal of 10% for this contract. Businesses must be certified by the proposal due date. DBE CERTIFICATION Under Authority policy, a business qualifies for DBE certification if its annual gross receipts do not exceed $2.5 million, when calculated as the average of the three (3) years immediately preceding the certification request. In order to obtain DBE certification, a business must submit a request to the Authority, including evidence of income for the past three years. Acceptable evidence of business income include: copies of tax returns, independently audited financial statements and, in the case of sole proprietorships, personal income tax returns. The Authority and its employees will not discriminate on the basis of race, color, creed, religion, national origin, ancestry, age, height, weight, sex, sexual orientation, gender identity, domestic partner status, marital status, or disability or AIDS/HIV status in the award and performance of Authority contracts. LBE CERTIFICATION Under Authority policy, a business qualifies as an LBE if it has maintained a local working office with an address in the City and County of San Francisco for at least six months prior to the date of this RFP. In order to obtain certification as an LBE for Authority purposes, a business must submit a request to the Authority, including evidence of business activity at a San Francisco office for the preceding six months. Acceptable evidence includes, but is not limited to, utility bills, office space lease or purchase agreements, dated business correspondence and postmarked envelopes addressed to the business in question. Businesses seeking DBE and LBE certification may combine their requests to the Authority in a single letter. SBE CERTIFICATION The Authority accepts certifications issued by the Authority, the City and County of San Francisco, the California Unified Certification Program or the California Department of General Services. Applications for the Authority s DBE/LBE Program are available on the Authority s website ( S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 14 of 19

15 SECTION VII SELECTION PROCESS TIMELINE August 12, 2013 August 19, :00 p.m. August 21, 2013 September 10, :00 p.m. September 12, 2013 September 18, 2013 September 25, 2013 October 8, 2013 October 22, 2013 Release of RFP Deadline for Proposers to submit written questions to Authority. Authority issues written responses to questions and addenda if necessary (via website Responses to RFP and sealed cost proposals due. Responses must be delivered to: San Francisco County Transportation Authority Attention: Lily Yu, Senior Management Analyst 1455 Market Street, 22nd Floor San Francisco, CA Late submissions will not be accepted and will be returned unopened. Invitation to Interview issued to short list of proposers (tentative) Interviews (tentative) Citizens Advisory Committee s motion of support (tentative) Finance Committee s recommendation for award (tentative) Authority Board s award of contract (tentative) SECTION VIII PROCUREMENT PROTEST AND APPEAL POLICIES AND PROCEDURES The Authority has established protest procedures, which apply to all procurements of supplies, equipment, and services. Proposers must file protests with the Authority no later than five (5) business days after notice, actual or constructive, by the Authority s Executive Director or his/her designee, that either their bid (or proposal) is not being considered further, or a recommendation has been made to the Board to award to another bidder. Copies of these policies and procedures are kept at the Authority's offices and are available upon written request. SECTION IX NOTE REGARDING PUBLIC DISCLOSURE OF RESPONSES AND OTHER MATERIALS Under the California Public Records Act (Government Code sections 6250 et seq.), records, information and materials submitted to the Authority, not otherwise exempt, are subject to public disclosure. Immediately after the contract has been awarded, the materials submitted by all proposers will be open to inspection. Each party submitting a response to the RFP should clearly designate financial submittals or other materials, if any, which it in good faith believes to be a trade secret or confidential proprietary information protected from disclosure. To the extent permitted by law, the Authority will attempt to maintain the confidentiality of such information by providing the proposer with notice that it has received a request. If the proposer desires that such materials not be disclosed, it may, at its own S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 15 of 19

16 expense, take appropriate legal action to prevent such disclosure. However, such confidentiality cannot be assured, and the Authority will not be liable for the public disclosure of any material submitted to it. SECTION X EXHIBITS The following documents are attached: Exhibit A Terminated Contracts Exhibit B Workforce Data Spreadsheets S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 16 of 19

17 Exhibit A Terminated Contracts Proposers must provide a list of contracts terminated (partially or completely) by clients for convenience or default within the past three (3) years. For each contract, the list must include the following information: o Contract number; o Contract value; o Description of work; o Sponsoring organization name; and o Sponsoring organization key contact information, including name, title and current telephone number. Proposer does not have any terminated contracts by clients for convenience or default within the past three (3) years. Authorized Signature Date Signed Printed Name Title Firm Name S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 17 of 19

18 Please fill out this workforce breakdown Name of firm: Exhibit B Workforce Data Spreadsheet #1 Address: EMPLOYEE * CATEGORIES TOTAL EMPLOYEE AFRICAN AMERICAN HISPANIC ASIAN/ PAC. ISL. AMER. IND./ ALAK. NTV. TOTAL MINORITY PERCENTAGE WHITE PERCENTAGE MINORITY M F M F M F M F M F M F M F M F Officials Managers Professionals Technicians Admin. Support Trainees Others Full-time Part-time TOTAL COMPLETED BY Name: Title: Date: * If the list of occupations on the left side of the workforce data form does not match your occupation titles, please modify the data form to indicate occupations peculiar to your organization. S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 18 of 19

19 Exhibit B Workforce Data Spreadsheet #2 Hires in last 12 months Name of firm: Address: EMPLOYEE CATEGORIES TOTAL EMPLOYEE AFRICAN AMERICAN HISPANIC ASIAN/ PAC. ISL. AMER. IND./ ALAK. NTV. TOTAL MINORITY PERCENTAGE WHITE PERCENTAGE MINORITY M F M F M F M F M F M F M F M F Officials Managers Professionals Technicians Admin. Support Trainees Others Full-time Part-time TOTAL COMPLETED BY Name: Title: Date: * If the list of occupations on the left side of the workforce data form does not match your occupation titles, please modify the data form to indicate occupations peculiar to your organization. S:\RFPs\FY1314 RFPs\ ERP Systems Consulting\RFP ERP Consultant_Final.docx Page 19 of 19