MANDATORY PRE-BID MEETING Software, Implementation and Hosting for a Financial Management System October 19, 2018

Agenda Introductions Procurement Overview County Overview Project Overview Submittal Checklist Questions and Answers

PROCUREMENT OVERVIEW

New Castle County Contact Contact: Clifton Crawford Title: Purchasing Agent Email: ccrawford@nccde.org

SPECIFICATIONS AND ADDENDUMS Bidders are responsible for obtaining the bid specifications and all addendums from the New Castle County Purchasing website at: www.nccde.org/purchasing

BID MAILING ADDRESS New Castle County Government Center Purchasing Division 87 Reads Way New Castle, DE 19720

ENVELOPE INSTRUCTIONS Sealed proposal envelopes shall carry a clear notation in the lower left quadrant: “SOFTWARE, IMPLEMENTATION AND HOSTING FOR A FINANCIAL MANAGEMENT SYSTEM, Bid #19PP-004”

PROCUREMENT SCHEDULE Date Event Location 09/27/2018 Initial Advertisement of RFP 10/04/2018 2nd Advertisement of RFP 10/19/2018 MANDATORY Pre-Bid Meeting 1:00 p.m. – 4:00 p.m. Public Safety Building Snow Conference Room 3601 N. DuPont Highway New Castle, DE 19720 10/26/2018 Deadline for additional questions from pre-bid meeting attendees – end of business day. 11/2/2018 All questions to be answered – Q & A addendum posted to New Castle County website – 4:00 p.m.

PROCUREMENT SCHEDULE Date Event Location 11/21/2018 Bid Opening – 2:00 p.m. At the bid opening, the names and addresses of respondents to this RFP will be announced. No other information regarding respondents’ proposals will be shared at this time. Government Center Building Manager’s Conference Room 87 Reads Way New Castle, DE 19720 12/07/2018 Deadline for request for clarification letters to Vendors - if needed. 12/14/2018 All clarifications required must be received from Vendors – if needed. 12/19/2018 Invitation for oral presentations will be sent to prospective Vendors.

PROCUREMENT SCHEDULE Date Event Location 1/03/2019 Primary oral presentation (4 Hours) – Time 8:30 a.m. – 12:30 p.m. Or 1:30 p.m. – 5:30 p.m. James H. Gilliam Sr. Building Multi-Purpose Room 77 Reads Way New Castle, DE 19720 1/04/2019 1/07/2019

PROCUREMENT SCHEDULE Date Event Location 1/10/2019 Invitation for secondary presentation sent – if necessary. 1/23/2019 Secondary oral presentation – (3 Hours) 9:00 a.m. – 12:00 p.m. Or 1:00 p.m. – 4:00 p.m. James H. Gilliam Sr. Building Multi-Purpose Room 77 Reads Way New Castle, DE 19720 1/31/2019 Final Award Made – This is an estimate as to when New Castle County anticipates making a decision.

COUNTY OVERVIEW

Facts About New Castle County Population 564,193 County Parcels 210,914 Annual Operating Budget $292.1 Million Full-Time Positions 1587

OFFICE OF FINANCE David Gregor, Chief Financial Officer Accounting (Karen Smalls) Assessment (Denny Hardman) Budgeting (Vicki Ford) Cash Management (Michael Smith) Treasury (Maria Scarpa)

TECHNOLOGY AND ADMINISTRATIVE SERVICES Michael Hojnicki, Chief of Technology and Administrative Services Technology (Timothy Arnett and Jon Yearly) Procurement (Ruth Kowalski)

PROJECT OVERVIEW

PROJECT SCOPE Accounting Asset Management Budgeting Cash Management General Ledger, Financial Reporting, Accounts Payable, Grants Management, Project Management Asset Management Budgeting Operating, Capital Cash Management Purchasing

HIGH-LEVEL GOALS Adopt Best Practices Optimize Business Processes Effective Resource Adaptability Enhance Reporting and Analytics Real-time financial information User friendly functionality

HIGH-LEVEL GOALS (continued) Maximize Data Integration Opportunities Implement Software as Delivered Implement On-Time and Within Budget

Technical overview Hosted Solution Terms and Conditions Service Level SaaS (Software as a Service) Terms and Conditions Cloud Hosting T&C (Attachment E.12) Service Level Technical Requirements (Attachment E.4)

PROJECT STRUCTURE Executive Sponsors Project Lead (Accounting) Project Lead (Budgeting) Project Lead (Cash Management) Project Lead (Purchasing) Project Lead (Technology) Project Manager(s) Subject Matter Experts Accounts Payable General Ledger Grants Management Project Management Asset Management Financial Reporting Subject Matter Experts Operating Budget Capital Budget Subject Matter Experts Cash Management Subject Matter Experts Purchasing Subject Matter Experts Technology

SUBMITTAL CHECKLIST

Submittal Checklist Section Number Submittal Checklist Date Task Submitted 1 Introductory Material (Title Page, Letter of Transmittal, and Table of Contents) Executive Summary 2 Scope of Services Attachment 7 (Conversions) Attachment 8 (Interfaces) 3 Company Background Attachment 9 (Company Background) 4 Proposed Application Software and Computing Environment Attachment 11 (Technical Specifications) 5 Functional and Technical Requirements Attachment 4 (Functional and Technical Requirements)

Submittal Checklist Section Number Submittal Checklist Date Task Submitted 6 Implementation Plan Attachment 6 (Staffing) 7 Testing Plan 8 Training Plan 9 Maintenance and Support Program Attachment 10 (Maintenance and Support) 10 Audited Financial Information

Submittal Checklist Section Number Submittal Checklist Date Task Submitted 11 Client References Attachment 2 (Software Reference Form) Attachment 3 (Implementation Services Reference Form) 12 Exceptions to the RFP 13 Sample Documents 14 Price Proposal Attachment 5 (Cost Proposal) Other Required Attachments: Attachment 1 (Submittal Checklist) Attachment 12 (Cloud Hosting Terms and Conditions) Attachment 13 (Insurance)