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HomeMy WebLinkAboutRFP - P1051 JD EDWARDS APPLICATION CONSULTING (2)Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1051 JD Edwards Application Consulting 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.fcgov.com/bso/login.jsp 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 Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1051 JD Edwards Application Consulting 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.fcgov.com/bso/login.jsp 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 stdwopsa rev 09/01/06 1 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. stdwopsa rev 09/01/06 2 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 ¾ Finance o General Ledger o Chart of Accounts o Accounts Payable o Accounts Receivable o Fixed Assets o Purchasing o Budget o Job Cost ¾ Human Capital Management (Human Resources and Payroll) o Payroll o Time and Labor o Human Resources o Benefits o Global Leave Administration stdwopsa rev 09/01/06 3 o Manager and Employee Self Service o Benefit Enrollment Self Service o Applicant Tracking o Training Tracking o Position Control o Workflow ¾ Enterprise Asset Management (also known as Asset Lifecycle Management) ¾ Enterprise Report Writing ¾ 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: ¾ PD811 Production ¾ PY811 Prototype ¾ DV811 Development ¾ PS811 Pristine ¾ JPD811 Web Production ¾ JPY811 Web Prototype ¾ JDV811 Web Development Users ¾ Total – 2200 ¾ Concurrent – 50 – Note: This will change with the implementation of self service this year. stdwopsa rev 09/01/06 4 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 FACTOR QUALIFICATIONS STANDARD 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? stdwopsa rev 09/01/06 5 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? Timetable Was the work completed within the specified and agreed upon time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs? Did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the work completed within the project budget? Were there any extra 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.fcgov.com/purchasing TO REGISTER IN OUR E-PROCUREMENT SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE COMMODITY CODES! stdwopsa rev 09/01/06 6 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 , hereinafter referred to as "Professional". WITNESSETH: 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 stdwopsa rev 09/01/06 7 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: City: 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, stdwopsa rev 09/01/06 8 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 stdwopsa rev 09/01/06 9 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. stdwopsa rev 09/01/06 10 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. Binding 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 stdwopsa rev 09/01/06 11 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. stdwopsa rev 09/01/06 12 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] By: _________________________________ Title: _______________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date: _______________________________ ATTEST: _________________________________ (Corporate Seal) Corporate Secretary stdwopsa rev 09/01/06 13 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 _________________________________________ User 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:_______________________________ 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: SA 08/22/06 1 Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1051 JD Edwards Application Consulting 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.fcgov.com/bso/login.jsp 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 Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1051 JD Edwards Application Consulting 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.fcgov.com/bso/login.jsp 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 stdwopsa rev 09/01/06 1 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. stdwopsa rev 09/01/06 2 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 ¾ Finance o General Ledger o Chart of Accounts o Accounts Payable o Accounts Receivable o Fixed Assets o Purchasing o Budget o Job Cost ¾ Human Capital Management (Human Resources and Payroll) o Payroll o Time and Labor o Human Resources o Benefits o Global Leave Administration stdwopsa rev 09/01/06 3 o Manager and Employee Self Service o Benefit Enrollment Self Service o Applicant Tracking o Training Tracking o Position Control o Workflow ¾ Enterprise Asset Management (also known as Asset Lifecycle Management) ¾ Enterprise Report Writing ¾ 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: ¾ PD811 Production ¾ PY811 Prototype ¾ DV811 Development ¾ PS811 Pristine ¾ JPD811 Web Production ¾ JPY811 Web Prototype ¾ JDV811 Web Development Users ¾ Total – 2200 ¾ Concurrent – 50 – Note: This will change with the implementation of self service this year. stdwopsa rev 09/01/06 4 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 FACTOR QUALIFICATIONS STANDARD 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? stdwopsa rev 09/01/06 5 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? Timetable Was the work completed within the specified and agreed upon time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs? Did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the work completed within the project budget? Were there any extra 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.fcgov.com/purchasing TO REGISTER IN OUR E-PROCUREMENT SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE COMMODITY CODES! stdwopsa rev 09/01/06 6 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 , hereinafter referred to as "Professional". WITNESSETH: 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 stdwopsa rev 09/01/06 7 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: City: 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, stdwopsa rev 09/01/06 8 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 stdwopsa rev 09/01/06 9 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. stdwopsa rev 09/01/06 10 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. Binding 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 stdwopsa rev 09/01/06 11 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. stdwopsa rev 09/01/06 12 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] By: _________________________________ Title: _______________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date: _______________________________ ATTEST: _________________________________ (Corporate Seal) Corporate Secretary stdwopsa rev 09/01/06 13 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 _________________________________________ User 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:_______________________________ 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: SA 08/22/06 1