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RFP for ERP Software and Services Pre-Proposal Conference November 1, 2005 Nothing in this presentation (visual, verbal or written) shall be construed.

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Presentation on theme: "RFP for ERP Software and Services Pre-Proposal Conference November 1, 2005 Nothing in this presentation (visual, verbal or written) shall be construed."— Presentation transcript:

1 RFP for ERP Software and Services Pre-Proposal Conference November 1, 2005 Nothing in this presentation (visual, verbal or written) shall be construed to alter in any way the contents of RFP In the event of conflicts, the RFP shall prevail.

2 November 1, Agenda Welcome and Introductions Executive Sponsor Opening Remarks What is Being Procured? Project Timeline and Scope Vendor Qualifications Comments from Go-DBE RFP Structure Proposal Response & Evaluation Vendor Demonstrations Questions

3 November 1, Pre-Proposal Conference Please sign in Please sign in Answers given today are not binding; must be followed up in writing Answers given today are not binding; must be followed up in writing Check for RFP amendments: Check for RFP amendments: Reminder: Vendor must be registered with State prior to contract approval Reminder: Vendor must be registered with State prior to contract approval

4 November 1, What is State Procuring? Packaged ERP software Packaged ERP software Possible third-party software for specialized needs Possible third-party software for specialized needs Comprehensive implementation services Comprehensive implementation services Project management support Project management support Business process redesign and implementation Business process redesign and implementation Software configuration, testing, deployment Software configuration, testing, deployment Custom development as needed Custom development as needed Training services and cultural change management support Training services and cultural change management support Ongoing annual software licensure fee Ongoing annual software licensure fee

5 November 1, Key Participants in Project State of Tennessee State of Tennessee Integrator (aka Prime Vendor) Integrator (aka Prime Vendor) Accountable for all products, services and deliverables Accountable for all products, services and deliverables May only appear in one proposal (no joint ventures) May only appear in one proposal (no joint ventures) Primary software vendor Primary software vendor Subcontractor to Integrator Subcontractor to Integrator Providing majority of ERP software Providing majority of ERP software Optionally, other subcontractors to Integrator (providing software and/or services) Optionally, other subcontractors to Integrator (providing software and/or services) Salvaggio, Teal & Associates – States implementation assistance partner Salvaggio, Teal & Associates – States implementation assistance partner

6 November 1, TN Planned Application Scope for ERP Financial Management Financial Management Accounts Payable Accounts Payable Accounts Receivable Accounts Receivable Cash Management/Bank Reconciliation Cash Management/Bank Reconciliation General Ledger and Budgetary Control General Ledger and Budgetary Control Cost Allocation Cost Allocation Project Management Project Management Grant Accounting Grant Accounting Travel * Travel * Budget Administration * Budget Administration * Procurement/Logistics Procurement/Logistics Purchasing Purchasing Asset Management Asset Management Fleet Management * Fleet Management * Inventory Inventory Plant Maintenance Plant Maintenance HR/Payroll Applicant Services * Benefits Administration Classification and Compensation Insurance Administration Payroll Administration Personnel Administration Time Reporting and Leave Accounting Training and Employee Development Employee Self-Service Data Warehouse and Business Data Analysis * * At States option, could be removed

7 November 1, RFP Schedule of Events

8 November 1, Project Timeline

9 November 1, Key Points for Software Fully integrated solution that will interoperate with State standards (mandatory) Fully integrated solution that will interoperate with State standards (mandatory) Server hardware, OS Server hardware, OS Software: GroupWise, FileNet, Internet Explorer, MS Office, etc. (all listed in RFP Att. 6.11) Software: GroupWise, FileNet, Internet Explorer, MS Office, etc. (all listed in RFP Att. 6.11) Modules to be potentially eliminated from scope Modules to be potentially eliminated from scope Applicant Services, Travel, Fleet Management, Budget Administration, Data Warehouse Applicant Services, Travel, Fleet Management, Budget Administration, Data Warehouse

10 November 1, Key Points for Software Do not include cost for State standard software in response Do not include cost for State standard software in response Must submit any non-State standard products by Written Comments deadline for approval or disapproval (and any approved non- standard products must be included in cost) Must submit any non-State standard products by Written Comments deadline for approval or disapproval (and any approved non- standard products must be included in cost)

11 November 1, Key Points for Software Department of Transportation Department of Transportation Has own version of current financial system (T-STARS) Has own version of current financial system (T-STARS) Will integrate into one system with Edison Will integrate into one system with Edison Insurance administration Insurance administration Handles insurance benefits for State employees, local education, higher education and local government Handles insurance benefits for State employees, local education, higher education and local government Approx. 280,000 participants Approx. 280,000 participants

12 November 1, Key Points for Services State is planning to commit significant State staff to project State is planning to commit significant State staff to project Integrator must include at least 3 FTE of consultant time from ERP software vendor Integrator must include at least 3 FTE of consultant time from ERP software vendor Custom Modifications – include effort and cost for requirements answered as an M, and Q > 8 hrs Custom Modifications – include effort and cost for requirements answered as an M, and Q > 8 hrs Reports: State specifying 80 total reports in scope plus CAFR reports from Integrator Reports: State specifying 80 total reports in scope plus CAFR reports from Integrator Workflows: State specifying 20 complex workflows and 20 average workflows in scope Workflows: State specifying 20 complex workflows and 20 average workflows in scope

13 November 1, Key Points for Services 11 vendor roles designated as key personnel (special contract terms apply) 11 vendor roles designated as key personnel (special contract terms apply) Project Manager; Project Manager; Deputy Project Manager; Deputy Project Manager; Payroll/HR Configuration Manager; Payroll/HR Configuration Manager; Financial/Procurement Configuration Manager; Financial/Procurement Configuration Manager; Technical Manager; Technical Manager; Two Configuration Leads under the Payroll/HR Manager; Two Configuration Leads under the Payroll/HR Manager; Two Configuration Leads under the Financial/ Procurement Manager; Two Configuration Leads under the Financial/ Procurement Manager; One Lead under the Technical Manager; and, One Lead under the Technical Manager; and, One Manager in the Enterprise Readiness area. One Manager in the Enterprise Readiness area.

14 November 1, Key Points for Services Training Training Include costs for recommended State project team training, including technical training Include costs for recommended State project team training, including technical training Integrator provides at least 35% of end user training development and delivery staff, including leadership of this area Integrator provides at least 35% of end user training development and delivery staff, including leadership of this area Includes delivery of 4 CBT classes (development or acquisition) Includes delivery of 4 CBT classes (development or acquisition)

15 November 1, Key Points for Services Post-production support – up to 6 months following HR/Payroll, 3 months following final wave of Financials Post-production support – up to 6 months following HR/Payroll, 3 months following final wave of Financials Includes up to 3 months of services at first year-end for HR/Payroll and for Financials Includes up to 3 months of services at first year-end for HR/Payroll and for Financials

16 November 1, Vendor Qualifications Integrator was primary service provider for completed project of integrated ERP system (HR/Payroll, Financials, Procurement) for public sector client with: Integrator was primary service provider for completed project of integrated ERP system (HR/Payroll, Financials, Procurement) for public sector client with: $12 billion or more in expenditures, and $12 billion or more in expenditures, and At least 25,000 employees At least 25,000 employees Primary ERP software is in production at public sector client Primary ERP software is in production at public sector client Mandatory – proposal disqualified if failed Mandatory – proposal disqualified if failed

17 November 1, Key RFP Points

18 November 1, Contracts State will sign contract with Integrator (RFP Attachment 6.1) for products, services and deliverables proposed State will sign contract with Integrator (RFP Attachment 6.1) for products, services and deliverables proposed At same time, State will sign Software Licensure Agreement with software vendor(s) (Contract Att A) At same time, State will sign Software Licensure Agreement with software vendor(s) (Contract Att A) Integrator contract will terminate upon completion of contracted services. Until then, all contract payments from State are made to Integrator. Integrator contract will terminate upon completion of contracted services. Until then, all contract payments from State are made to Integrator. After Integrator contract terminated, any ongoing fees to Software Vendor will be paid directly. After Integrator contract terminated, any ongoing fees to Software Vendor will be paid directly.

19 November 1, Contracts Please submit questions as soon as possible Please submit questions as soon as possible Must submit any questions related to contract terms and conditions before Written Comments deadline. Must submit any questions related to contract terms and conditions before Written Comments deadline. The Pro Forma Contract in RFP Att 6.1 and the Software License Contract in Contract Att A are the agreements that the State intends to sign. The Pro Forma Contract in RFP Att 6.1 and the Software License Contract in Contract Att A are the agreements that the State intends to sign. State does not intend to negotiate; if State makes any changes, they must be in States best interest (see RFP Sec 1.2, Sec and RFP Att 6.2) State does not intend to negotiate; if State makes any changes, they must be in States best interest (see RFP Sec 1.2, Sec and RFP Att 6.2) Get your legal counsel involved NOW Get your legal counsel involved NOW

20 November 1, Performance Protection Deliverables-based payments (retainage) Deliverables-based payments (retainage) Liquidated damages for critical business events with financial repercussions Liquidated damages for critical business events with financial repercussionsBut… Limited liability (2X contract value) Limited liability (2X contract value) No performance bond No performance bond

21 November 1, Other Mandatory Criteria No exceptions to Attachment 6.2, Statement of Certifications and Assurances No exceptions to Attachment 6.2, Statement of Certifications and Assurances Financial stability documentation Financial stability documentation Compliance with States Technical and Architectural standards Compliance with States Technical and Architectural standards See RFP Attachment 6.3, Section A See RFP Attachment 6.3, Section A

22 November 1, Structure of Proposal Technical Proposal Technical Proposal RFP Attachment 6.3, Sections A, B, C and D defines the required responses and their nature – e.g.: RFP Attachment 6.3, Sections A, B, C and D defines the required responses and their nature – e.g.: Att 6.3, Sec C.a.1 requires a narrative response Att 6.3, Sec C.a.1 requires a narrative response Att 6.3, Sec C.a.3.3 requires a workplan in Project format Att 6.3, Sec C.a.3.3 requires a workplan in Project format Att 6.3, Sec D requires completion of an Excel spreadsheet Att 6.3, Sec D requires completion of an Excel spreadsheet Note that some narrative sections have a page limit Note that some narrative sections have a page limit Technical Proposal Supplement (Excel file), Att. 6.4 Technical Proposal Supplement (Excel file), Att. 6.4 ERP Functional Requirements (Excel files), Att 6.8 ERP Functional Requirements (Excel files), Att 6.8 ERP General System Requirements (Excel file), Att 6.9 ERP General System Requirements (Excel file), Att 6.9 Important: No cost data in Technical Proposal Important: No cost data in Technical Proposal

23 November 1, Structure of Proposal Cost Proposal Cost Proposal RFP Attachment 6.5 (do not change format!) RFP Attachment 6.5 (do not change format!) Do not leave cells blank Do not leave cells blank Cost Proposal Supplement (Excel file), Att 6.6 – must complete all tabbed worksheets Cost Proposal Supplement (Excel file), Att 6.6 – must complete all tabbed worksheets

24 November 1, Costing and Payment Fixed price quote Fixed price quote Total software/services for HR/Payroll (Phase I) Total software/services for HR/Payroll (Phase I) Total software/services for Financials/ Procurement/ Logistics (Phase II) Total software/services for Financials/ Procurement/ Logistics (Phase II) Includes travel/living expenses - fully loaded Includes travel/living expenses - fully loaded Hourly rates for Change Orders Hourly rates for Change Orders Payment based on approved deliverables Payment based on approved deliverables Payment methodology and schedule shown in Contract Section C.3 Payment methodology and schedule shown in Contract Section C.3

25 November 1, Key Points for Proposal References References Integrator solely responsible Integrator solely responsible Forms (Att 6.16, 6.17) must be submitted with proposal Forms (Att 6.16, 6.17) must be submitted with proposal At least 3 for Integrator, 3 for ERP software At least 3 for Integrator, 3 for ERP software Start ASAP! Late/misplaced forms will not be evaluated Start ASAP! Late/misplaced forms will not be evaluated Functional and General Requirements Functional and General Requirements Must use Excel files for response – written and electronic copies both required Must use Excel files for response – written and electronic copies both required Only 4 responses for each requirement – Y, N, M or Q Only 4 responses for each requirement – Y, N, M or Q Answer accurately – most functionality will be demonstrated during Vendor Demonstrations Answer accurately – most functionality will be demonstrated during Vendor Demonstrations

26 November 1, Key Points for Proposal Proposals must arrive on time (RFP Sec 1.7) Proposals must arrive on time (RFP Sec 1.7) Please include addresses (Sec. 1.6) Please include addresses (Sec. 1.6) Transmittal letter must be signed by CEO, or must include evidence of signatorys ability to bind company Transmittal letter must be signed by CEO, or must include evidence of signatorys ability to bind company Use RFP Section 6.3, Secs. A, B, C and D as overall Table of Contents for proposal Use RFP Section 6.3, Secs. A, B, C and D as overall Table of Contents for proposal

27 November 1, Packaging Proposal Please check packaging very carefully (RFP Sec 3.1) Please check packaging very carefully (RFP Sec 3.1) Technical and Cost Proposal packaged separately Technical and Cost Proposal packaged separately Label outside of package correctly Label outside of package correctly Technical Proposal Technical Proposal 1 original and 15 copies in binders 1 original and 15 copies in binders Control numbers on outside of binders Control numbers on outside of binders Each copy includes a CD of entire Technical Proposal Each copy includes a CD of entire Technical Proposal 30 additional CDs of entire Technical Proposal 30 additional CDs of entire Technical Proposal Cost Proposal Cost Proposal 1 copy with 1 CD of Cost Proposal 1 copy with 1 CD of Cost Proposal

28 November 1, Evaluation CriteriaMax Points Vendor Qualifications /Experience100 Technical Proposal Technical Approach - Project Approach and Technical Architecture: 150 pts System Requirements: 250 pts 400 Software Demonstration200 Cost Proposal300 Proposal Evaluation

29 November 1, RFP Evaluation Evaluation Team: Core Edison Team plus representatives from Accounts, Benefits, Budget, Procurement, Personnel, Treasury and agency representation Evaluation Team: Core Edison Team plus representatives from Accounts, Benefits, Budget, Procurement, Personnel, Treasury and agency representation Core Edison Team evaluates Vendor Qualifications and Experience, Project Approach Core Edison Team evaluates Vendor Qualifications and Experience, Project Approach Sub-teams evaluate Technical Architecture and appropriate sub-sections of System Requirements based on subject matter expertise (teams of at least three State evaluators) Sub-teams evaluate Technical Architecture and appropriate sub-sections of System Requirements based on subject matter expertise (teams of at least three State evaluators)

30 November 1, Vendor Demonstrations Each will last a week Each will last a week Dates will be assigned soon after receipt of proposals Dates will be assigned soon after receipt of proposals Script will be distributed two weeks prior to start of demonstration Script will be distributed two weeks prior to start of demonstration More instructions with demonstration script More instructions with demonstration script

31 November 1, Final Words Only official RFP contact: Travis Johnson Only official RFP contact: Travis Johnson Intent to Propose by Nov. 7 Intent to Propose by Nov. 7 Submit questions NOW – a flood of questions at the deadline could delay the procurement Submit questions NOW – a flood of questions at the deadline could delay the procurement Resolve contract questions NOW Resolve contract questions NOW Get started on reference forms NOW Get started on reference forms NOW Submit best possible offering – no BAFO process Submit best possible offering – no BAFO process Submit most comprehensive proposal possible Submit most comprehensive proposal possible

32 November 1, Questions?


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