Request for Proposals (RFP) RFP 18-288 Public Sector Budgeting - - PowerPoint PPT Presentation

Request for Proposals (RFP) RFP 18-288 Public Sector Budgeting Software Pre-Offer Conference

July 10, 2018 – 9:00 A.M. Calvin Goode Building Room 854

Finance Department

Agenda

Introductions

Procurement Officers – Kelie Thomas and Kyle Talbert Project Manager – Vinh Loi Project Owner – Christopher Fazio and Rick Freas

Questions and Answers (Q&A) Process RFP Basics Evaluation Criteria Attachments Scope of Work Transparency Policy

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Questions & Answers (Q&A) Process

Written questions only

Some answers available today during Q&A session All answers published on web Written answers supersede verbal answers

Submit questions by July 17, 2018

10:00 a.m. local Arizona time

Email: Kelie.Thomas@phoenix.gov

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RFP Basics Pre-Proposal Conference

Mandatory Pre-Proposal Conference Proposers attending via web or conference bridge must send an email to the Procurement Officer, Kelie.Thomas@phoenix.gov, confirming attendance immediately following this Pre-Offer conference

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RFP Basics Addenda

Addenda

• Any changes to the instructions, plans,

drawings, specifications, or contract documents will be in the form of an addendum, available at https://www.phoenix.gov/solicitations. The Offeror must acknowledge receipt of any/all addenda by signing and returning the document with the proposal submittal.

• No electronic notification will be sent to

vendors when addenda is issued.

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RFP Basics Inquiries and Exceptions

Offerors must conform to all of the requirements specified in the solicitation. The City encourages Offerors to send inquiries, including exceptions, rather than including exceptions in the offer Written inquiries must be submitted by July 17, 2018 at 10 a.m. (local AZ time).

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RFP Basics Proposal Due Date

Proposal Due Date August 10, 2018 2:00 P.M. Local Arizona Time Late proposals will be rejected.

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RFP Basics Statement of Bonding Ability

Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation. Submittals received without the required statement

• f ability to secure a performance or payment

surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

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RFP Basics Proposer Instructions

Proposal Packet

1 original and 1 electronic copy (portable drive or CD) Tabbed and organized in following order:

• Tab 1 – Administrative Documents
• Tab 2 – Executive Summary (Maximum 1 page)
• Tab 3 – Product Information (Maximum 4 pages)
• Tab 4 – Draft Maintenance Agreements
• Tab 5 – Minimum Requirements (Maximum 2 pages)
• Tab 6 – Firm Capabilities (Maximum 4 pages)
• Tab 7 – Product Satisfaction and Solution Implementation History

by Key Personnel (Maximum 12 pages)

• Tab 8 – Experience of Key Personnel (Maximum 12 pages)

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RFP Basics Proposer Instructions

Proposal Packet (continued)

• Tab 9 – Business Requirements (Maximum 120 pages)
• Sec. A. Summary
• Do not alter formatting or file structure provided in the RFP.
• Electronic copy must be provided in Excel format.
• Hard copies must be printed in color.
• Tab 10 – Screenshots
• Tab 11 – Project Approach (Maximum 8 pages)
• Tab 12 – Implementation Schedule (Maximum 1 page)

Separate Sealed Envelope and Excel Spreadsheet – Pricing Worksheet

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Section A - Summary Section I - Positions Section B - Technical Section J - Central Revenue Section C - Master Data Section K - CIP Budget Section D - Interfaces Section L - CIP Sandbox Section E - Security Section M - CIP Project Information Section F - Data Entry Forms Section N - Workflow Section G - Performance Section O - Reporting Section H - Operating Budget

Evaluation Criteria

A. Business Requirements 300 POINTS B. Demonstration and Interviews 250 POINTS C. Qualifications, Experience, and References 250 POINTS

Product Satisfaction and Solution Implementation By Key Personnel (140 POINTS) Experience of Key Personnel (80 POINTS) Firm Capabilities (30 POINTS)

D. Pricing 100 POINTS E. Method of Approach 100 POINTS

Project Approach (70 POINTS) Implementation Schedule (30 POINTS)

TOTAL AVAILABLE POINTS: 1000 MAXIMUM

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Attachments

Attachment A – Business Requirements Attachment B – Work Assignment Acceptance Certificate Template Attachment C – Sample Reports/Specifications Attachment D – Current Decision Package Template Example Attachment E – Vehicle Replacement List Example Attachment F – Pricing Worksheet Attachment G – Product Demonstration Script 12

Scope of Work

Current State

20+ year old BRASS budgeting software Variety of departmental and centralized Access databases Extensive use of spreadsheets Interfaces with the City’s SAP ECC financial system and PeopleSoft human resources system

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Scope of Work

Goals and Objectives

Replace the City’s BRASS system and other centrally-maintained budget databases:

• Sustainable, browser-based, commercial off-the-shelf

cloud-hosted system.

• Support the City’s budgeting requirements.
• Planned service life of 10 to 20 years.

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Planned Project Structure

Work Assignment 1: Solution Design Work Assignment 2: Data Conversion & Initial Build Work Assignment 3: Configuration & Testing Work Assignment 4: Reporting & Go-Live Work Assignment 5: Post-Production Optional Task Development Work Assignment 6: Post-Production Optional Tasks/Owner’s Contingency

Scope of Work

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Project Tasks and Deliverables

Provides detailed scope of work for each Work Assignment Detailed scope for Work Assignment 1 is incorporated in RFP In collaboration with the City, contractor will develop subsequent assignments’ detailed scopes of work as part of the first assignment

Scope of Work

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Scope of Work

Optional Tasks

• SAP master data interface
• BRASS data conversion
• Post-production optional tasks

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Solicitation Transparency Policy

Phoenix City Code, Chapter 43, Section 43-36

• Commencing on the date and time a solicitation is

published, potential or actual offerors or respondents (including their representatives) shall

• nly discuss matters associated with the

solicitation with the Procurement Officer or by requesting a public meeting.

• This policy is intended to create a level playing

field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERS THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED. All questions must be directed, in writing, to the Procurement Officer.

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Solicitation Transparency Policy

Phoenix City Code, Chapter 43, Section 43-36

• “To discuss” means any contact by the proposer,

regardless of whether the City responds to the

• contact. Offerors that violate this policy shall be

disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar

• solicitation. The City interprets the policy as

continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

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Questions