HomeMy WebLinkAboutRFP - P1051 JD EDWARDS APPLICATION CONSULTING (3)REQUEST FOR PROPOSAL
P1051 JD Edwards Application Consulting
City of Tort Collins
NORWAYMM
The City of Fort Collins wants to create a partnership with at least two (2) qualified companies to
provide Oracle JD Edwards EnterpriseOne application consulting. This partnership will work with
the City's staff to configure new modules, set up new functionality, create efficiencies, and
troubleshoot issues with the JDE applications. These firms may also provide consultants to
create customizations using the JDE Development Tool and write reports using the JDE Report
Writing Tool. The selected firms must be a JDE/Oracle Business Partner.
Contract award does not guarantee any minimum amount of dollars or hours for any of the
vendors selected. The City is looking to award multiple vendors in order to contract with varying
skill sets and/or to gain additional scheduling flexibility.
Written proposals, seven (7) will be received at the City of Fort Collins' Purchasing Division, 215
North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00
p.m. (our clock), January 26, 2007. Proposal No. P1051. If delivered, they are to be sent to 215
North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box
580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager Jamie
Heckman (970) 221-6636.
Questions regarding proposals submittal or process should be directed to Ed Bonnette CPPB,
C.P.M. Buyer (970) 416-2247.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
https://secure2.fcqov.com/bso/login.isp
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a
copy of the RFP.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
information on the project as constructed. Drawings shall be of archival, prepared on stable
mylar base material using a non -fading process to provide for long storage and high quality
reproduction. "CD disc of the as -built drawings shall also be submitted to the owner in and
AutoCAD version no older then the established city standard.
10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on
any Work Order and every thirty days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Work Order,
Work Schedule and other material information. Failure to provide any required monthly report
may, at the option of the City, suspend the processing of any partial payment request.
11. Independent Contractor. The services to be performed by Professional are those
of an independent contractor and not of an employee of the City of Fort Collins. The City shall
not be responsible for withholding any portion of Professional's compensation hereunder for the
payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
12. Personal Services. It is understood that the City enters into this Agreement
based on the special abilities of the Professional and that this Agreement shall be considered as
an agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
13. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The
City's approval or acceptance of, or payment for, any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement.
14. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default.
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15. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting
party commences legal or equitable actions against the defaulting party, the defaulting party
shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees
and costs incurred because of the default.
16. Bindinq Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
17. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event any
provision of this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
18. Prohibition Against Employing Illegal Aliens. This paragraph shall apply
to all Contractors whose performance of work under this Agreement does not involve the
delivery of a specific end product other than reports that are merely incidental to the
performance of said work. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Contractor
represents and agrees that:
A. As of the date of this Agreement:
1. Contractor does not knowingly employ or contract with an illegal alien; and
2. Contractor has participated or attempted to participate in the basic pilot
employment verification program created in Public Law 208, 104th
Congress, as amended, and expanded in Public Law 156, 108th
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Congress, as amended, administered by the United States Department of
Homeland Security (the "Basic Pilot Program") in order to verify that
Contractor does not employ any illegal aliens.
B. Contractor shall not knowingly employ or contract with an illegal alien to
perform works under this Agreement or enter into a contract with a
subcontractor that fails to certify to Contractor that the subcontractor shall not
knowingly employ or contract with an illegal alien to perform work under this
Agreement.
C. Contractor shall continue to apply to participate in the Basic Pilot Program and
shall in writing verify same every three (3) calendar months thereafter, until
Contractor is accepted or the public contract for services has been completed,
whichever is earlier. The requirements of this section shall not be required or
effective if the Basic Pilot Program is discontinued.
D. Contractor is prohibited from using Basic Pilot Program procedures to
undertake pre -employment screening of job applicants while this Agreement is
being performed.
E. If Contractor obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien,
Contractor shall:
1. Notify such subcontractor and the City within three days that Contractor
has actual knowledge that the subcontractor is employing or contracting
with an illegal alien; and
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor
does not cease employing or contracting with the illegal alien; except that
Contractor shall not terminate the contract with the subcontractor if during
such three days the subcontractor provides information to establish that
the subcontractor has not knowingly employed or contracted with an illegal
alien.
F. Contractor shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department") made in the course
of an investigation that the Department undertakes or is undertaking pursuant
to the authority established in Subsection 8-17.5-102 (5), C.R.S.
G. If Contractor violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this
Agreement. If this Agreement is so terminated, Contractor shall be liable for
actual and consequential damages to the City arising out of Contractor's
violation of Subsection 8-17.5-102, C.R.S.
H. The City will notify the Office of the Secretary of State if Contractor violates
this provision of this Agreement and the City terminates the Agreement for
such breach.
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19. Special Provisions. Special provisions or conditions relating to the services to
be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of
) page(s), attached hereto and incorporated herein by this reference.
THE CITY OF FORT COLLINS, COLORADO
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as [insert name of business]
M
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
(Corporate Seal)
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EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
DATED:
Work Order Number:
Purchase Order Number:
Project Title:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs):
Project Description:
Scope of Services:
Acceptance
Professional agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Professional
Services Agreement between the parties. In the
event of a conflict between or ambiguity in the
terms of the Professional Services Agreement
and this work order (including the attached
forms) the Professional Services Agreement
shall control.
Professional
By:
Date:
User
The attached forms consisting of _ (_) pages
are hereby accepted and incorporated herein, by
this reference, and Notice to Proceed is hereby
given.
City of Fort Collins
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
(over$30,000.00)
Date:
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Request for Proposal
P1051 JD Edwards Application Consulting
GENERAL DESCRIPTION
The City of Fort Collins wants to create a partnership with at least two (2) qualified companies to
provide Oracle JD Edwards EnterpriseOne application consulting. This partnership will work
with the City's staff to configure new modules, set up new functionality, create efficiencies, and
troubleshoot issues with the JDE applications. These firms may also provide consultants to
create customizations using the JDE Development Tool and write reports using the JDE Report
Writing Tool. The selected firms must be a JDE/Oracle Business Partner.
Contract award does not guarantee any minimum amount of dollars or hours for any of the
vendors selected. The City is looking to award multiple vendors in order to contract with varying
skill sets and/or to gain additional scheduling flexibility. The highest -ranked proposer will serve
as the primary contractor and the second -highest ranked proposer will serve as the secondary
(backup) contractor. As a standard practice, it is the intent of the City that, as the need for JD
Edwards Application Consulting arises, the City would contact the primary contractor regarding
the specifics of the need. If the primary contractor is unable to meet that need with sufficient
qualified resources in the time frame required, the secondary contractor would be contacted. If
neither contractor is able to meet the need, other contractors would be contacted.
BACKGROUND
The City of Fort Collins originally signed an implementation contract with JD Edwards in 1997.
Application support in the past has been provided by JD Edwards partners and billed through
JD Edwards. Now that Oracle owns JD Edwards, that billing arrangement cannot continue.
The City of Fort Collins Management Information Services (MIS) Department is looking for
creative proposals for flexible Pricing Models that can provide the necessary Application
Consulting support. Incentives to the interested Proposers are that the City is looking to award a
renewable Professional Services Work Order Agreement to more than one firm. This will enable
the Project Manager to contract Work Orders out to whichever awarded Vendor can provide the
necessary Resources within the timeframe needed. In addition, the City of Fort Collins allows
other Public Agencies the opportunity to purchase off the Award for this Bid, at the
option of the Awarded Vendor(s). Other public agencies that are members of the Colorado
Multiple Assembly of Procurement Officials (MAPO) cooperative purchasing group that are JD
Edwards users and have indicated a desire to participate in any resulting awards as a potential
cooperative user include:
Jefferson County
PROPOSAL SUBMITTAL
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal.
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Firms submitting proposals shall submit seven (7) copies of the proposal with the following
information:
• Attach a brief history of your firm's experience in this type of business, including name,
location, and resume(s) of key person(s) who will be directly involved with this contract.
Please include a summary of your firm's experience in JDE Application Support, in
particular. JDE/Oracle Business Partner is REQUIRED.
• Please provide 3 municipal/public sector references (including contact information —
Company Name, Address, Company Representative, Phone #) that used your company
for JDE Application Support in a contract of a year or more in the last 2 years.
• Pricing Options: Please state Hourly Rates for resources fitting in the categories
mentioned in Focused Services. Also, state any reimbursable expenses given a request
for the consultant to be on -site.
• Available Personnel: Please state the name of the company representative responsible
for coordinating tasks. Include a list of your Resources and their expertise; including
which resources are located within the US and which are located offshore. NOTE: Any
Personnel Changes within the awarded Contract will need to be approved by the
City of Fort Collins Project Manager.
SCOPE OF WORK
The following inclusive list is intended to define the scope of the services that are most likely to
be requested during the length of the contract. There could be other, unidentified Enterprise
One services required.
Focused Services
➢ Finance
o General Ledger
o Chart of Accounts
o Accounts Payable
o Accounts Receivable
o Fixed Assets
o Purchasing
o Budget
o Job Cost
➢ Human Capital Management (Human Resources and Payroll)
o Payroll
o Time and Labor
o Human Resources
o Benefits
o Global Leave Administration
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o Manager and Employee Self Service
o Benefit Enrollment Self Service
o Applicant Tracking
o Training Tracking
o Position Control
o Workflow
➢ Enterprise Asset Management (also known as Asset Lifecycle Management)
➢ Enterprise Report Writing
➢ JDE Development Tool
Current Environment
EnterpriseOne Environments
We are on JDE EnterpriseOne 8.11 SP1 with tools release 8.95 F1.
We currently have the following E8.11 SP1 environments:
➢ PD811 Production
➢ PY811 Prototype
➢ DV811 Development
➢ PS811 Pristine
➢ JPD811 Web Production
➢ JPY811 Web Prototype
➢ JDV811 Web Development
Users
➢ Total — 2200
➢ Concurrent — 50 — Note: This will change with the implementation of self service this
year.
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EVALUATION AND ASSESSMENT OF PROPOSAL
An evaluation committee shall rank the interested firms based on their written proposals using
the ranking system set forth below. Firms shall be evaluated on the following criteria. These
criteria shall be the basis for review of the written proposals and any required oral interviews.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating. Recommended weighing factors for the criteria are listed
adjacent to the qualification.
Evaluation Criteria:
WEIGHT
QUALIFICATIONS
STANDARD
FACTOR
2.0
Scope of Proposal
Does the proposal show an understanding of the contract
objective, methodology to be used, and results that are desired
from the contract? Is the proposal complete, with all requested
information?
2.0
Assigned Personnel
Do the persons who will be working on the contract have the
necessary skills? Are sufficient people of the requisite skills
assigned to the project? Are they familiar with the City of Fort
Collins configuration?
1.0
Availability
Are the response times reasonable? Can the work be completed in
a realistic timeframe? Are other qualified personnel available to
help meet the project schedule(s) if required? Is the project team
available to attend meetings as the needs of the application
require?
1.0
Motivation
Is the firm interested and are they capable of doing the work in an
expeditious timeframe?
3.0
Cost and Work Hours
Are the cost and work hours proposed reasonable for the effort
required?
2.0
Firm Capability
Has the firm executed other contracts of this type? Has the firm
done work previously for the City of Fort Collins?
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REFERENCE EVALUATION (TOP RANKED FIRM):
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did they show the skills required?
Was the work completed within the specified and agreed upon time? Were
Timetable
interim deadlines met in a timely manner?
Was the Professional responsive to client needs? Did the Professional anticipate
Completenessproblems?
Were problems solved quickly and effectively?
Was the work completed within the project budget? Were there any extra
Budget
charges that were not anticipated?
Job Knowledge
Does the organization have a comprehensive knowledge of Oracle JDE
EnterpriseOne? After completing activities, was the application functional upon
completion and did it operate properly? Were problems corrected quickly and
effectively? Knowledge transfer?
PROPOSAL ACCEPTANCE
All proposals shall remain subject to initial acceptance 90 days after the day of submittal. The
City shall issue a letter notifying the successful firm of the acceptance of their proposal.
1. The selected Contractor shall be expected to sign the City's standard Professional
Services Work Order Agreement prior to commencing Services (see sample attached to
this Proposal).
2. The contract will be awarded for one year with annual reviews and potential one-year
extensions up to a maximum five-year period.
3. The City reserves the right to award directly as a result of the written proposals. The City
may or may not opt to conduct oral interviews.
4. The City reserves the right to negotiate with any vendor as meets the needs of the City.
The City reserves the right to reject any or all proposals, and to waive any irregularities.
PLEASE GO TO www.fcaov.com/purchasina TO REGISTER IN OUR E-PROCUREMENT
SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE
COMMODITY CODES!
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PROFESSIONAL SERVICES AGREEMENT
WORK ORDER TYPE
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and
WITNESSETH:
, hereinafter referred to as "Professional'.
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance
with any project Work Orders for , issued by the City. A blank sample of a work order is
attached hereto as Exhibit "A", consisting of ( ) pages and is incorporated
herein by this reference. The City reserves the right to independently bid any project rather than
issuing a Work Order to the Professional for the same pursuant to this Agreement.
2. The Work Schedule. The services to be performed pursuant to this Agreement
shall be performed in accordance with the Work Schedule stated on each Work Order.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time
is of the essence. Any extensions of any time limit must be agreed upon in writing by the
parties hereto.
4. Contract Period. [Option 1] This Agreement shall commence ,
200 , and shall continue in full force and effect until , 200 ,
unless sooner terminated as herein provided. In addition, at the option of the City, the
Agreement may be extended for additional one year periods not to exceed
( ) additional one year periods. Renewals and pricing changes shall be negotiated by
and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado
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State Planning and Budget Office will be used as a guide. Written notice of renewal shall be
provided to the Service Provider and mailed no later than ninety (90) days prior to contract end.
4. Contract Period. This Agreement shall commence 200
and shall continue in full force and effect until , 200 unless sooner
terminated as herein provided. In addition, at the option of the City, the Agreement may be
extended for additional one year periods not to exceed ( ) additional one
year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not
exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget
Office. Written notice of renewal shall be provided to the Service Provider and mailed no later
than ninety (90) days prior to contract end.
5. Early Termination by City/Notice. Notwithstanding the time periods contained
herein, the City may terminate this Agreement at any time without cause by providing written
notice of termination to the Professional. Such notice shall be delivered at least fifteen (15)
days prior to the termination date contained in said notice unless otherwise agreed in writing by
the parties. All notices provided under this agreement shall be effective when mailed, postage
prepaid and sent to the following address:
Professional: I City: I With Copy to:
In the event of any such early termination by the City, the Professional shall be paid for
services rendered prior to the date of termination subject only to the satisfactory
performance of the Professional's obligations under this Agreement. Such payment shall be
the Professional's sole right and remedy for such termination.
6. Design, Project Insurance and Insurance Responsibility. The Professional shall
be responsible for the professional quality, technical accuracy, timely completion and the
coordination of all services rendered by the Professional, including but not limited to designs,
plans, reports, specifications, and drawings and shall, without additional compensation,
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promptly remedy and correct any errors, omissions, or other deficiencies. The Professional
shall indemnify, save and hold harmless the City its officers and employees, in accordance with
Colorado law, from all damages whatsoever claimed by third parties against the City and for the
City's costs and reasonable attorney's fees arising directly or indirectly out of the Professional's
negligent performance of any of the services furnished under this Agreement. The Professional
shall maintain commercial general liability insurance in the amount of $ combined single
limits and errors and omissions insurance in the amount of
7. Compensation. In consideration of services to be performed pursuant to this
Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
designated in Exhibit "B", consisting of ( ) page(s), attached hereto and
incorporated herein by this reference. At the election of the City, each Work Order may contain
a maximum fee, which shall be negotiated by the parties hereto for each such Work Order.
Monthly partial payments based upon the Professional's billings and itemized statements are
permissible. The amounts of all such partial payments shall be based upon the Professional's
City -verified progress in completing the services to be performed pursuant to the Work Order
and upon approval of the Professional's direct reimbursable expenses. Final payment shall be
made following acceptance of the work by the City. Upon final payment, all designs, plans,
reports, specifications, drawings, and other services rendered by the Professional shall become
the sole property of the City.
8. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
9. Project Drawings. Upon conclusion of the project and before final payment, the
Professional shall provide the City with reproducible drawings of the project containing accurate
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