Request for Proposals (RFP) RFP 18-288 Public Sector Budgeting Software Pre-Offer Conference July 10, 2018 – 9:00 A.M. Calvin Goode Building Room 854 Finance Department
Agenda � Introductions Procurement Officers – Kelie Thomas and Kyle Talbert Project Manager – Vinh Loi Project Owner – Christopher Fazio and Rick Freas � Questions and Answers (Q&A) Process � RFP Basics � Evaluation Criteria � Attachments � Scope of Work � Transparency Policy 2
Questions & Answers (Q&A) Process � Written questions only � Some answers available today during Q&A session � All answers published on web � Written answers supersede verbal answers � Submit questions by July 17, 2018 � 10 :00 a.m. local Arizona time � Email: Kelie.Thomas@phoenix.gov 3
RFP Basics Pre-Proposal Conference � Mandatory Pre-Proposal Conference Proposers attending via web or conference bridge must send an email to the Procurement Officer, Kelie.Thomas@phoenix.gov, confirming attendance immediately following this Pre-Offer conference 4
RFP Basics Addenda � Addenda � Any changes to the instructions, plans, drawings, specifications, or contract documents will be in the form of an addendum, available at https://www.phoenix.gov/solicitations. The Offeror must acknowledge receipt of any/all addenda by signing and returning the document with the proposal submittal. � No electronic notification will be sent to vendors when addenda is issued. 5
RFP Basics Inquiries and Exceptions � Offerors must conform to all of the requirements specified in the solicitation. � The City encourages Offerors to send inquiries, including exceptions, rather than including exceptions in the offer � Written inquiries must be submitted by July 17, 2018 at 10 a.m. (local AZ time). 6
RFP Basics Proposal Due Date Proposal Due Date August 10, 2018 2:00 P.M. Local Arizona Time Late proposals will be rejected. 7
RFP Basics Statement of Bonding Ability � Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation. � Submittals received without the required statement of ability to secure a performance or payment surety may be considered as non-responsive. � Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City. 8
RFP Basics Proposer Instructions � Proposal Packet � 1 original and 1 electronic copy (portable drive or CD) � Tabbed and organized in following order: o Tab 1 – Administrative Documents o Tab 2 – Executive Summary (Maximum 1 page) o Tab 3 – Product Information (Maximum 4 pages) o Tab 4 – Draft Maintenance Agreements o Tab 5 – Minimum Requirements (Maximum 2 pages) o Tab 6 – Firm Capabilities (Maximum 4 pages) o Tab 7 – Product Satisfaction and Solution Implementation History by Key Personnel (Maximum 12 pages) o Tab 8 – Experience of Key Personnel (Maximum 12 pages) 9
RFP Basics Proposer Instructions � Proposal Packet (continued) o Tab 9 – Business Requirements (Maximum 120 pages) Section A - Summary Section I - Positions Section B - Technical Section J - Central Revenue Section C - Master Data Section K - CIP Budget Section D - Interfaces Section L - CIP Sandbox Section E - Security Section M - CIP Project Information Section F - Data Entry Forms Section N - Workflow Section G - Performance Section O - Reporting Sec. A. Summary Section H - Operating Budget • Do not alter formatting or file structure provided in the RFP. o Electronic copy must be provided in Excel format. o Hard copies must be printed in color. o o Tab 10 – Screenshots o Tab 11 – Project Approach (Maximum 8 pages) o Tab 12 – Implementation Schedule (Maximum 1 page) Separate Sealed Envelope and Excel Spreadsheet – Pricing Worksheet 10
Evaluation Criteria A. Business Requirements 300 POINTS B. Demonstration and Interviews 250 POINTS C. Qualifications, Experience, and References 250 POINTS � Product Satisfaction and Solution Implementation By Key Personnel (140 POINTS) � Experience of Key Personnel (80 POINTS) � Firm Capabilities (30 POINTS) D. Pricing 100 POINTS E. Method of Approach 100 POINTS � Project Approach (70 POINTS) � Implementation Schedule (30 POINTS) TOTAL AVAILABLE POINTS: 1000 MAXIMUM 11
Attachments � Attachment A – Business Requirements � Attachment B – Work Assignment Acceptance Certificate Template � Attachment C – Sample Reports/Specifications � Attachment D – Current Decision Package Template Example � Attachment E – Vehicle Replacement List Example � Attachment F – Pricing Worksheet � Attachment G – Product Demonstration Script 12
Scope of Work � Current State � 20+ year old BRASS budgeting software � Variety of departmental and centralized Access databases � Extensive use of spreadsheets � Interfaces with the City’s SAP ECC financial system and PeopleSoft human resources system 13
Scope of Work � Goals and Objectives � Replace the City’s BRASS system and other centrally-maintained budget databases: o Sustainable, browser-based, commercial off-the-shelf cloud-hosted system. o Support the City’s budgeting requirements. o Planned service life of 10 to 20 years. 14
Scope of Work � Planned Project Structure � Work Assignment 1: Solution Design � Work Assignment 2: Data Conversion & Initial Build � Work Assignment 3: Configuration & Testing � Work Assignment 4: Reporting & Go-Live � Work Assignment 5: Post-Production Optional Task Development � Work Assignment 6: Post-Production Optional Tasks/Owner’s Contingency 15
Scope of Work � Project Tasks and Deliverables � Provides detailed scope of work for each Work Assignment � Detailed scope for Work Assignment 1 is incorporated in RFP � In collaboration with the City, contractor will develop subsequent assignments’ detailed scopes of work as part of the first assignment 16
Scope of Work � Optional Tasks � SAP master data interface � BRASS data conversion � Post-production optional tasks 17
Solicitation Transparency Policy Phoenix City Code, Chapter 43, Section 43-36 � Commencing on the date and time a solicitation is published, potential or actual offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Procurement Officer or by requesting a public meeting. � This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERS THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED. All questions must be directed, in writing, to the Procurement Officer. 18
Solicitation Transparency Policy Phoenix City Code, Chapter 43, Section 43-36 � “To discuss” means any contact by the proposer, regardless of whether the City responds to the contact. Offerors that violate this policy shall be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation. 19
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