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

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

3. PROCUREMENT OVERVIEW

4. New Castle County Contact
Contact: Clifton Crawford
Title: Purchasing Agent

5. SPECIFICATIONS AND ADDENDUMS
Bidders are responsible for obtaining the bid specifications and all addendums from the New Castle County Purchasing website at:

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

7. 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”

8. 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.

9. 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.

10. 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

11. 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.

12. COUNTY OVERVIEW

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

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

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

17. PROJECT OVERVIEW

18. 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

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

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

21. 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)

22. 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

23. SUBMITTAL CHECKLIST

24. 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)

25. 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

26. 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)