City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Request for Proposals: The City of New Orleans desires to obtain an Enterprise Resource Planning System. As provided below, and incident to City Charter Section 6-308(5) and Executive Order MJL 10-05, it requests proposals from experienced firms to provide the needed services. Note: A number of text changes have been made from RFP No. 4011-01835. The following sections should be reviewed but other changes may have been made elsewhere. This guide to the text changes is provided as a courtesy only and should not be considered exhaustive nor relied upon as an authoritative and/or definitive list of all differences between this document and RFP No. 4011-01835. Client References The Client References section (1.9) has been modified. Core Functions Added or modified core function text in Exhibit 1, A. Core Functions: d. xiii, regarding roll forward capability. f. viii, regarding cash reconciliation f. x and xi, regarding account strings. Technical Infrastructure Added GIS Environment Price Proposal The price proposal in Attachment H has been modified to address inconsistencies found within the worksheet issued with RFP 4011-01835. Pre-proposal submission conference There will not be a pre-proposal submission conference.
Instructions: Proposers shall submit the following to the Bureau of Purchasing directed Attention: Chief Procurement Officer (CPO), 1300 Perdido St., Suite 4W07, New Orleans, Louisiana 70112, 504-658-1550, not later than August 20, 2015 at 4:00 PM (CST):
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 a. Offeror shall provide six (6) signed hardcopies of the proposal in a sealed envelope, marked Enterprise Resource Planning System and one (1) digitally signed proposal on a CD or Flash Drive, in Microsoft Word format or as an PDF file, marked Enterprise Resource Planning System; b. Six (6) printed hard copies and one (1) electronic copy of the related price proposal (Attachment H) enclosed in a separate sealed envelope, marked Enterprise Resource Planning System Price Proposal; c. Offeror shall provide a signed cover letter including the company’s name, address and primary contact for the proposal. The primary contact information shall include submitter name, telephone, and email address. Proposals should clearly demonstrate the applicant’s qualifications to perform the needed services and attend all factors applicable in a professional relationship. Proposals should include detailed resumes or curricula vitae for the principals performing the services. Copies of the solicitation and related information are available from the City’s purchasing website at http://www.purchasing.nola.gov/bso/login.jsp. The City will not accept proposals submitted by fax. All proposals must be received by the City on or before the Delivery Deadline. The City will not accept proposals delivered after the deadline. The City will not credit delivery claims not clearly documented by original receipt or to any other location within City Hall other than the Bureau of Purchasing. Anticipated Proposal Timetable RFP Release Date Deadline for proposers to submit written questions Proposal Submission Deadline Selection Committee Meeting (Tentative) Demonstrations (if necessary) Selection Committee Selection (if necessary) Notification of Intent
July 15, 2015 August 13, 2015 August 20, 2015 September 11, 2015 September 21 – October 8, 2015 October 9, 2015 October 12, 2015
If the City identifies a likely service provider, it may negotiate a final agreement with the provider and fix the relationship by Professional Services contract. The contract will contain the standard City provisions shown in Attachment “B” and the “Disadvantaged Business Enterprise” (“DBE”) provisions shown in Attachment “C.” In accordance with Section 70-460 of the City Code, the Office of Supplier Diversity (OSD) has established a contract goal of 35% percent DBE participation for the implementation and training components in regards to this contract. Due to the lack of available subcontracting opportunities in the software and maintenance components in regards to this contract, the OSD has approved and waived DBE participation.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Please direct all questions related to DBE compliance prior to submission of the proposal to Arkebia Matthews, Office of Supplier Diversity, 1340 Poydras Street, 10th Floor, New Orleans, LA 70112, telephone: 504-6584206, email:
[email protected]. By responding to this RFP, respondent agrees to the City’s Required Contract Provisions as provided in Attachment “B” and proposed contract Attachment “G”, therefore waives any future right to contest the required provisions. 1. Services Needed: Attachment “A” describes the needed services. 2. Selection Committee: The Chief Procurement Officer must establish Selection Committees with relevant subject-matter expertise in reviewing and evaluating responses to a solicitation. Each response to a solicitation for the award of a professional service must be evaluated by a committee of five individuals consisting of:
The manager of the User Entity requesting the service, or his designee; The First Deputy Mayor-Chief Administrative Officer, or his designee; The employee who will manage and monitor the contract; A professional from within local government who possesses expertise in the relevant field; and The Chief Financial Officer, or his designee.
The Selection Committee shall first evaluate the proposals on the basis of criteria other than price. The members on the Selection Committee shall either complete the numerical grading and provide a written explanation stating the reasons for the rating for each criteria, or if using the wholly qualitative evaluation criteria, the members shall provide a rating of a proposal as highly advantageous, advantageous, not advantageous, or unacceptable and state the reasons for the rating for each criteria. 3. Selection: The City will select an applicant generally according to the procedures described in Executive Order MJL 10-05. The Selection Committee will first evaluate and rank responsive RFP Responses on the following selection Technical criteria and weighting factors listed below and provide an assessment of that score. A proposer may receive the maximum percentage, a portion of this score, or no percentage at all, depending upon the merit of its RFP Response, as judged by the Selection Committee in accordance with: Technical Criteria (40%)
Specialized capability of the proposed software solution, and provider to meet the City’s business needs and support City business processes of the functions identified as “Core” in Exhibit 1.
(30%)
Specialized implementation experience and technical competence with City and/or County and/or Parish Government customers. Performance history, including, without limitation, competency, responsiveness, cost control, work quality and the ability to meet schedules and deadlines.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 (10%)
Willingness to promote full and equal business opportunities in accordance with the City’s State-Local Disadvantaged Business Enterprise Program; and
Price Proposal The Selection Committee will then evaluate and rank responsive proposals on price, for the functions identified as “Core” in Exhibit 1. Price proposals must be submitted in a separate envelope marked “Enterprise Resource Planning System Price Proposal”. The City may add cost estimates to each proposal for internal resources, hardware or other related costs. A proposer may receive the maximum percentage, a portion of this score, or no percentage at all, depending upon the merit of its price proposal, as judged by the Selection Committee in accordance with: (20%)
Multi-year Cost
Shortlist The City at its sole discretion may recommend a selection of Respondents for a short list based on the overall ranking. Proposals from short listed respondents will be rescored based on information gathered upon more detailed evaluation and information gathering. During the review of any Submission, the Selection Committee may:
conduct reference checks relevant to the Project with any or all of the references cited in a Submission to verify any and all information, and rely on or consider any relevant information from such cited references in the evaluation of Submissions;
seek clarification of a Submission from any or all Respondents and consider such supplementary information in the evaluation of Submissions; and
request interviews/presentations/software demonstrations with any, some or all Respondents or Team Members to clarify any questions or considerations based on the information included in Submissions during the evaluation process, and consider any supplementary information from interviews/presentations/software demonstrations in the evaluation.
4. Ownership: All proposals and/or documentation submitted therewith are City property for all purposes. Applicants will clearly mark documents or information claimed exempt from public records disclosure and specifically justify the exemption. The City will not credit any blanket exemption claims lacking specific justification. The City does not guarantee the confidentiality of submissions. 5. Fees and Costs: Respondents should provide an explanation as to how much it proposes to charge the City to provide the needed services. The explanation should include any and all professional fees and/or costs associated with providing the services.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 6. Effect: This Request for Proposals and any related discussions or evaluations by anyone create no rights or obligations whatsoever. The City may cancel or modify this solicitation at any time at will, with or without notice. Anything to the contrary notwithstanding, the Professional Services contract executed by the City and the selected applicant, if any, is the exclusive statement of rights and obligations extending from this solicitation. 7. Point of Contact: Chief Procurement Officer at
[email protected] Substantive questions must be submitted by proposers in writing via email to
[email protected] no later than (7) days before submittal deadline. Any request received after that time may not be reviewed for inclusion in this Solicitation. The request shall contain the requester’s name, address, telephone number, and email address. The Bureau of Purchasing will issue a response to any inquiry deemed necessary, by written addendum to the Solicitation, posted on the City’s website, and issued prior to the Solicitation Due Date & Time. Proposers shall not rely on any representation, statement or explanation other than those made in this Solicitation document or in any addendums issued. Where there appears to be a conflict between this Solicitation and any addendum issued, the last addendum issued will prevail. From the time of advertising, and until the final award, there is a prohibition on communication by proposers (or anyone on their behalf) with the City’s staff, Board members and elected officials. This does not apply to oral communications at Pre-Proposal conferences, oral presentations before selection committees, contract negotiations, or communications at any time with any City employee or elected official regarding matters not concerning this Solicitation. Breaking the established prohibition on communication may result in a disqualification of your proposal. 8. Proposal Review In accordance with the Mayor’s Executive Order. MJL-10-05, the review committee will evaluate each proposal submitted. The City will make every effort to administer the proposal process in accordance with the terms and dates discussed in the request for proposal. However, the City reserves the right to modify the qualification process and dates as deemed necessary. The City may request an online demonstration of specific vendors’ solutions prior to the qualifications review completion date. Vendors should be prepared to provide such a demonstration in a timely fashion. 9. In-Process Technical Review: Contractor’s performance of the Work shall be subject to in-process technical review by the City’s Technical Representative or such other person(s) as may be designated in writing by (City Agency) provided such actions are not unreasonable and does not interfere with the progress of the work. 10. Required Attachments: Proposers are required to complete the following Attachments and Exhibits and submit along with their Proposal:
Attachment “C” Disadvantaged Business Enterprise Participation Attachment “F” City of New Orleans Conflict of Interest Disclosure Affidavit
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
Attachment “H” Price Proposal
Exhibit 2 Technical Infrastructure Exhibit 3 Implementation Services Exhibit 4 Resource Planning Matrix Exhibit 5 Maintenance and Support Exhibit 6 Company Background Exhibit 7 Software Reference Form Exhibit 8 Implementation Services Reference Form Exhibit 9 Third-party Software/Hosting Provider Reference Form
All other Attachments are supplied by the City as information. The following Attachments will only be requested of the successful proposer prior to obtaining a contract:
Attachment “D” Tax Clearance Certificate Attachment “E” Identification of Subcontractors Attachment “G” Sample Contract Agreement
FAILURE TO COMPLETE THE REQUIRED ATTACHMENTS AND EXHIBITS MAY RESULT IN THE DISQUALIFICATION OF A PROPOSAL. 11. Insurance Requirements MINIMUM SCOPE OF INSURANCE Coverage shall be at least as broad as the following: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01or similar acceptable to the City, covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: ISO Form Number CA 00 01 or similar acceptable to the City covering any auto (Symbol 1, or Symbols 7, 8, 9), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $500,000 Combined Single Limit per accident for bodily injury and property damage. 3. Workers’ Compensation: as required by the State of Louisiana, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Professional Liability (Errors and Omissions): with limits no less than $1,000,000 per claim. 5. Employee Dishonesty (Fidelity Bond/Crime Insurance): Contractor shall maintain Employee Dishonesty coverage and, when applicable, Inside/Outside Money & Securities coverages for City property in the care, custody and control of the contractor. Coverage limits shall not be less than $1,000,000. RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 6. Cyber Liability: Minimum limits of $1,000,000 for third-party losses including, but not limited to: Data Privacy and Network Security Liability, Internet and Communications Liability, Professional Services Liability, Programming Errors & Omissions Liability, Replacement or Restoration of Electronic Data, Crisis Management Expense, Notification Expense, Data Privacy Regulatory Expense, Credit Monitoring Expense, Cyber Investigation Expense, and Security Breach Expense. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status Contractor will provide, and maintain current, a Certificate of Insurance naming The City of New Orleans, its departments, political subdivisions, officers, officials, employees, and volunteers are to be covered as “Additional Insureds” on the CGL policy with respect to liability arising out of the performance of this agreement. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used). The Certificate of Insurance, as evidence of all required coverage, should name the City of New Orleans Risk Manager as Certificate holder and be delivered via U.S. Mail to 1300 Perdido Street, 9E06— City Hall, New Orleans, LA 70112. Primary Coverage For any claims related to this contract, Contractor’s insurance coverage shall be primary insurance as respects the City, its departments, political subdivisions, officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City shall be non- contributing to Contractor’s coverage. Claims Made Policies 1. The retroactive date must be shown and must be before the date of the contract or the beginning of work. 2. If the coverage is canceled or non-renewed, and not replaced with another claims-made policy, Contractor must purchase “extended reporting” coverage for minimum of five (5) years after the termination of this agreement. Waiver of Subrogation Contractor and its insurers agree to waive any right of subrogation which any insurer may acquire against the City by virtue of the payment of any loss under insurance required by this contract. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with prior notice to the City of no less than 60 days. Acceptability of Insurers Insurance is to be placed with insurers licensed and authorized to do business in the State of Louisiana with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City. RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Attachment A Needed Services Overview: The City needs to procure software and implementation services for an Enterprise Resource Planning (ERP) system. The City is considering both traditional on-premise, as well as off-premise (“hosted”) deployment models (“model(s)”). The City will only accept one solution per proposer. Proposers are strongly encouraged to submit proposals for their solution in both the traditional on-premise, as well as hosted deployment models. If proposing both on-premise and hosted deployment models, you must submit one consolidated proposal which clearly details any differences between your on-premise and hosted deployment models throughout the proposal, as well as in Section 11. Additionally, you must complete a separate price proposal for each proposed deployment model. The deployment models will be considered separately for the purpose of scoring, minimum qualifications and responsiveness. Responsibility shall be determined by proposer rather than by deployment model. The City intends to commit up to $4,000,000 for the implementation, acquisition and first year’s maintenance costs for the Core functionality specified in this RFP, and the multi-year cost will be a factor in assessing proposals. The City of New Orleans, Louisiana has a resident population of approximately 379,000. The City government has approximately 4,500 employees, and a General Fund operating budget of approximately $537 million, and a Capital budget that can range up to $200 million per year. Current system estimates list the number of financial systems users at 400. Table 1.1 – Background Statistics Background Summary Current Population
379,000
Operating Budget – GF
$537 million
Number of Employees
4200 FTE + 300 part time
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
Definitions: Core: Those features and functions listed in Exhibit 1 under Core Functions. Deployment model: The methodology used for making the software available to end-users within the City, either on-premise or off-premise/hosted. Must: Items which are considered required components of a proposal. Failure to provide these components will result in rejection of the proposal as non-responsive. Off-premise/hosted: Any leased or purchase software installed and running on hardware owned or directly managed and maintained by an organization contracted to provide such services by the City of New Orleans in data centers other than those owned and operated by the City. Data originating in the software resides outside of the City’s Wide Area Network. Software may be owned separately by the City or leased from the offpremise/hosting provider. Types of off-premise/hosted arrangements include Software as a Service, Infrastructure as a Service and Platform as a Service. These types of arrangements are commonly referred to as cloud-based. On-premise: Purchased and licensed software installed and running on hardware owned or directly managed and maintained by the City of New Orleans, either in the City’s own data centers or otherwise, and operated on the City’s Wide Area Network. All ERP software, and data originating in the software, reside on the City’s Wide Area Network. Optional: Those features and functions listed in Exhibit 1 under Optional Functions. Should: Items which are considered highly desirable. Failure to provide these components may result in lower scoring of the proposal. Solution: A product, service or combination of products and services provided by a vendor to solve or perform a business need or function, improve employee efficiency, enhance revenue opportunities and/or improve data analysis capabilities.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
1.0 Proposal Content: PROPOSAL FORMAT AND CONTENT So that competing proposals can be compared equally, proposers should assemble their proposals in adherence to the format and layout requirements described in this RFP. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposed products and services that satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. The proposal should be organized into the following major sections: Introductory Material (Title Page, Letter of Transmittal, and Table of Contents) 1.0 Executive Summary 2.0 Scope of Services 3.0 Proposed Application Software and Computing Environment 4.0 Implementation Plan 5.0 Training Plan 6.0 Maintenance and Support Program 7.0 Essay Responses 8.0 Company Background (including most recent audited financial statements) 9.0 Client References 10.0 Price Proposal (To be submitted in a separate sealed envelope) 11.0 Differences between On-premise and Hosted (if both proposed) 1.1
EXECUTIVE SUMMARY
(Proposal Section 1.0) This Section of the response to the RFP should be limited to a brief narrative summarizing the proposal. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. 1.2
SCOPE OF SERVICES
(Proposal Section 2.0) This Section of the proposal must include a general discussion of the proposer’s overall understanding of the project and the scope of work proposed. 1.2.1 Proposer shall list and describe the proposed solution and deployment model(s). Proposer must explicitly state the name of the solution and must list each deployment model(s) being proposed. If proposing both on-premise and hosted deployment models, proposer must complete separate price proposals for each model. 1.2.2 The proposer shall explicitly state the name of any third-party products that are part of the proposed solution and/or deployment model(s) to the City or any third-party firms providing services for implementation, training, or other services. For each third-party product or service RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 provider there should be a statement that the proposer’s contract will encompass the third-party product/service. The proposer should also provide written proof that it has approved access to the third-party software source code (owned or in escrow) and that the proposer has the ability to provide long-term support for the third-party software components of its system. 1.2.3 Proposers may include optional modules, but must designate them clearly as “optional.” If a module is necessary to fulfill one or more Core functions listed in Exhibit 1, it should not be considered as optional. Optional modules should be included in the overall price proposal; however, prices for optional modules (including software license and implementation) should be provided in the appropriate optional functions section of the price proposal. 1.2.4 Refer to Section 2, Current Environment: Table 2.2 - Possible System Interfaces for potential interfaces. If proposers do not include all interfaces, please provide an explanation. 1.2.5 Refer to Section 2, Current Environment: Table 2.3 – Data Conversion for required data conversions. If proposers do not include all conversions, please provide an explanation. 1.2.6 Please list all customizations/enhancements to the software that have been proposed as part of scope. Customizations listed here should include any customizations necessary to accommodate all Core functions in Exhibit 1 not accommodated by the current version of the proposed software. 1.3
PROPOSED APPLICATION SOFTWARE AND COMPUTING ENVIRONMENT
(Proposal Section 3.0) This Section must enumerate, in detail, the features and capabilities of the proposed solution and deployment model(s). Specifically, this Section must describe how the proposed solution meets the Core functions described in Exhibit 1, as well as the technical requirements in Exhibit 2. 1.4
IMPLEMENTATION PLAN
(Proposal Section 4.0) Provide a detailed plan for implementing the proposed solution and deployment model(s), including: 1.4.1 Explaining in detail the proposed phasing for implementation. 1.4.2 Providing detailed methodology for implementation. Methodology should include estimated timeframe, overview of deliverables, assumptions, and assumed responsibilities. Specifically, responses must include: All deliverables described in Exhibit 3 represent a minimum of expected deliverables. Upon award of contract, the City and the awarded vendor will negotiate a detailed Statement of Work to be included in the contract associated with this procurement. As such, please: RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
Provide an explanation for any deliverable listed in Exhibit 3 you do not intend to deliver; and Provide a proposed Statement of Work. This proposed Statement of Work will become the starting point for any eventual contract negotiations.
A description of the envisioned role of the City and proposer staff for the following aspects of this work:
Configuration.
Workflow development
Interface development.
Data conversion.
Custom report development.
Customizations or modifications to the software.
Test plan development and testing.
1.4.3 Providing support on the following Change Management activities: Assessing impacts to people, policies, business processes, roles and responsibilities.
Defining and refining success / performance measures and metrics.
Updating and implementing key stakeholder engagement plans.
1.4.4 Providing an overview of services proposed for re-engineering and leveraging Best Practices of the City’s business processes. 1.4.5 Completing Exhibit 4, indicating resources that will be required by the project (both consultant hours and City staff hours) by month for each month of the implementation schedule as described above. Exhibit 4 must be consistent with the price proposal and other sections of this RFP. The primary implementation firm will be responsible for providing a project plan and keeping the project plan updated during implementation. 1.4.6 Submitting, with the price proposal, detailed work effort for all implementation activities, data conversions, interfaces, and customizations. Work effort estimates should include work proposed to be done by the City during implementation and must match work effort estimate provided in Exhibit 4. 1.4.7 Providing names, titles, and resumes of implementers likely to be assigned to this project. The proposer must provide continuity in quality of resources throughout the implementation process. Throughout the life of the implementation process the City retains the right to review, interview RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 and accept or reject proposed replacement resources. It will be the proposer’s responsibility to bring any new employees and/or staff and/or contractors up to speed on the project, at the proposer’s cost, and without delay to the project. 1.5
TRAINING PLAN
(Proposal Section 5.0) The proposer must provide a detailed plan for training. This information should include: 1.5.1 An overview of the proposed training plan/strategy that specifies how and when training is to be delivered for both on-site and off-site training, as well as web training services for the core project team, end users, and technology personnel. 1.5.2 A description of the role of City and proposer staff for training, including the design and implementation of the training plan, development of training materials, and level of assistance with training. 1.5.3 The completed price proposal with information regarding training courses and price for training 1.5.4 Descriptions of classes/courses proposed in the training plan. (The proposer should specify the unit of measure for its training (e.g., units, classes, days, etc.) and define the hours associated with these units of measure). 1.6
MAINTENANCE AND SUPPORT PROGRAM
(Proposal Section 6.0) The proposal must specify the nature of post-implementation and on-going support provided by the proposer including: 1.6.1 Completing Exhibit 5. 1.6.2 Expanding on any questions asked in Exhibit 5 by providing more information in this section. 1.6.3 Noting that any contracts awarded as a result of this solicitation shall contain penalties for failure to meet agreed upon service levels.
1.7
ESSAY RESPONSES
(Proposal Section 7.0) Proposers are required to answer the following questions with as much detailed information as possible. Proposers are strongly encouraged to make sure the response answers the questions and is not comprised of marketing material. These questions may appear again during software presentations and during contract negotiations. RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 1.7.1 Specific essay question(s): Describe your system’s and company’s technology and support for emergency preparedness and off-site access/back-up.
1.8
Drawing only on the most recent three (3) live implementations of ERP solutions utilizing the Core functions from Exhibit 1, describe clients’ results, including such information as actual length of implementation versus planned timeline, project cost versus budget, and client key performance indicators before and after implementation.
Describe what City Government best practices are incorporated into your system. (Please list at least two (2) for each functional area as listed in Exhibit 1.)
COMPANY BACKGROUND
(Proposal Section 8.0) Each proposal must complete Exhibit 6 for any firm involved with this proposal including the software vendor, implementation vendor, and/or any third-party vendors so that the City can evaluate the proposer’s stability and ability to support the commitments set forth in response to the RFP. The City, at its discretion, may require a proposer to provide additional support or clarify requested information. Proposers must also provide a copy of the most recent three (3) years of audited financial statements, or a link to a publicly-available web site containing the statements. Additionally, proposers must provide bond ratings when available. 1.9
CLIENT REFERENCES
(Proposal Section 9.0) The City considers references for both the software and implementation services to be important in its decision to award a contract. Vendors should supply references that will be available to speak with the City or the City’s designee for approximately twenty (20) to thirty (30) minutes. The City will not call proposers to tell them that their references will be contacted. All references provided may be contacted by the City during the selection process. Similarly, the City will not work through a proposer’s reference manager to complete a reference. The names, phone numbers and current email addresses of the project manager or person with broad knowledge of the project for each reference must be listed. The City reserves the right to contact additional clients for references, if deemed necessary by the City. 1.9.1 Software Vendors: Using the forms attached to this RFP in Exhibit 7, software firms should provide up to five (5) comparable City and/or County and/or Parish public sector client references for each deployment model proposed. Proposers are strongly encouraged to submit at least one (1) reference for each deployment model proposed. 1.9.2 Implementation Firms: Using the forms attached to this RFP as Exhibit 8, implementation firms should provide up to five (5) comparable City and/or County and/or Parish public sector references (unless already included in the references for software vendors) in which they served as the prime implementer (not a sub-contractor) for past clients who were implementing the proposed solution with a comparable scope, where the core functions described in Exhibit 1 were implemented. References should be for fully completed, live installations. Proposers are strongly encouraged to submit at least one (1) reference for each deployment model proposed. RFP No. 4011-01877
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1.9.3 Third-Party Software and/or Hosting Firms: Using the forms attached to this RFP as Exhibit 9, third-party software vendors or hosting firms providing products or services as part of this RFP should provide up to five (5) comparable City and/or County and/or Parish public sector client references for each deployment model. 1.10 PRICE PROPOSAL (Proposal Section 10.0) Proposers must submit their price proposal in a separate and sealed packet according to the format provided in Attachment H. Do not cite price anywhere else in the proposal in order to prevent evaluators from viewing this information. The City’s Selection Committee will review price after evaluating the non-price information in the proposal and prior to selecting short-listed proposers. 1.10.1 The City reserves the right to contact proposers on price and scope clarification at any time throughout the selection process and negotiation process. 1.10.2 .The first and second pages of the price proposal should include total price for all software, including third-party services, on-going support and/or subscription costs and additional costs to acquire all software and services referenced in the proposal, including any applicable third-party prices. Post-implementation recurring cost should be shown by implementation type and year. If infrastructure and hardware are not included in the prices outlined on the first two pages, please include them on the third page of the price proposal. Note: Please separately present on-going costs associated with the referenced hardware if applicable. 1.10.3 Do NOT use “To Be Determined” or similar annotations in the cells for cost estimates. The City is asking proposers to estimate prices and hours for all categories with the understanding that they may have to make assumptions. Such assumptions should be stated. 1.10.4 Prices will be inclusive of all costs, including travel, for training, implementation and any other services. For the purpose of providing the implementation and training services quote proposer will consider their anticipated mix of on and off-site work and provide a total price based on that estimated mix. 1.10.5 All implementation and training services invoices will be subject to a retainage fee. Retainage will be paid at the end of the implementation and training phases of the contract contingent upon all deliverables having been accepted by the City. Implementation and training services payments will be tied to specific deliverable milestones throughout the implementation process. The exact milestones and payment amounts will be negotiated upon award of contract. 1.10.6 Detail the model used for setting prices for software licensing, software maintenance and support and/or software subscription services as appropriate to your proposal. Also include details for the costs the City would incur if moving to the next incremental step on the software pricing structure. RFP No. 4011-01877
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1.10.7 The price proposal should be consistent with Exhibit 4. 1.10.8 If proposing both on-premise and hosted deployment models, you must complete separate price proposals for each model. 1.11 DIFFERENCES BETWEEN ON-PREMISE AND HOSTED (IF BOTH PROPOSED) (PROPOSAL Section 11.0) To be completed only by proposers submitting both on-premise and hosted deployment models. 1.11.1 Describe the differences in software functionality, implementation, training and postimplementation support between the on-premise and hosted product and services.
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2.0 Current Environment 2.1
NUMBER OF USERS
While it is difficult for the City to envision exactly who will use the ERP system and in what manner they will use a new ERP system, proposers should utilize the following initial estimates for pricing purposes. The descriptions below are for reference purposes only and are provided as guidelines, and are intended to be neither comprehensive nor limiting. Table 2.1 - Number of Users Type of User Inquiry Users (Utilize the system for inquiry and standard reporting purposes (e.g., looking up account balances, invoice status, work order status, vendor payments, etc.)
2.2
Total Employees
Estimated Number of Users
4200 FTE + 300part time
200
Financials (includes General Ledger, Procurement, Accounts Payable, Accounts Receivable, Budget, Project Accounting, Grant Accounting, Inventory)
4200 FTE + 300 part time
200
Purchasing (Requisition, Approvals, PO Issuance, Bid posting)
4200 FTE + 300 part time
400
Contract Routing
4200 FTE + 300 part time
325
Point of Sale/Cashiering
N/A
100
Work Order/Fleet
N/A
100
POSSIBLE INTERFACES
Proposers should evaluate the following list of possible interfaces. If the proposer agrees that it is unlikely that the functionality as described in the description column can be provided by the proposer’s solution, the cost of an interface to these systems MUST be included in the cost of the proposal. If the interface cost does not include all of the following interfaces, proposers must be very specific about which interfaces are not included and provide a detailed explanation of how that functionality will be performed.
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Table 2.2 – Possible System Interfaces System
Description
Nature of Interface
Direction
Core/Optional
System Innovators/ iNovah
Automated Check Reading, Cashiering – Treasury; Cash Transactions, Detail GL Entries
Real-time
Into ERP
Core
Revenue Collection System
County level sales tax Revenue collections; Summary GL Entries; Payment (refund) data; NSF Transactions
Batch
Bi-directional
Core
ADP
Outsourced Payroll system ; List of valid chart strings; Detail Payroll GL entries, employee records, take home vehicle withholding
Batch
Bi-directional
Core
Financial Institutions
Outbound payments
Real-time
Bi-directional
Core
LAMA
One Stop Permitting Occupational/General Business License Information; GL Entries
Real-time
Into ERP
Core
Current proprietary system, or Commercial offthe-shelf system to be procured.
Documentary Tax; GL Entries; Payment (refund); NSF Transactions
Batch
Bi-directional
Core
Current proprietary legacy system, or Commercial off-the-shelf system to be procured.
Treasury (property tax); GL Entries; Payment (refund) data; NSF Transactions – The City anticipates procuring a new system for Property tax billing separately. At
Batch
Bi-directional
Core
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Table 2.2 – Possible System Interfaces System
Description
Nature of Interface
Direction
Core/Optional
this time the City does not know when that new system will go live. Therefore two interfaces may be need to be developed for support of both the legacy and new Property tax billing systems. Proprietary MSSQL Data Warehouse
Data Warehouse;
Batch ETL
Out of ERP
Core
AskReply Inc’s B2G Now
Supplier Diversity Compliance Management; Contract and amendment data; Vendor data, payment data
Real-time
Bi-directional
Core
Lagan
311 Call Center call tracking. Work Order data—Opening, Closing and interim updates
Real-time
Medical supply inventory management machines
Inventory increment and decrement
Real-time
Bi-directional Optional with Work Orders module in ERP Bi-directional Optional
Image Trend
Electronic Health Record for EMS
Real-time
Into ERP
Optional
Ace Tech
Vehicle GPS tracking, engine monitoring and maintenance for EMS
Real-time
Into ERP
Optional
Operative IQ
Medical Supply Asset and Inventory Management system designed for EMS
Real-time
Bi-directional
Optional
Retif fuel
Fuel management system
Real-time
Into ERP
Optional
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Table 2.2 – Possible System Interfaces System
Description
Nature of Interface
management
where purchases are controlled via centralized electronic monitoring and a historical database dispatch program; Fuel usage data
Rec Trac
Real-time Recreation Department Management (Cashiering, Assets) ; GL Entries, booking of cash
Progen eGordian JOC System
Online Job Order Contracting used by both Facility Owners and Contractors for Job Order Contract Management and Estimating; Work Order data
RFP No. 4011-01877
Real-time
Direction
Core/Optional
Into ERP
Optional
Bi-directional
Optional
Page 20
City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 2.3
DATA CONVERSION:
For purposes of determining level of effort for data conversion, proposers should assume that the City wishes to convert at least the following data indicated in Table 2.3 Table 2.3 - Data Conversion Source System
Data Element
Year Retained
Technology Platform
Great Plains (GP), AFIN
General Ledger Financial balances (rollover balances, summary level balances and transaction history) Purchase Orders Vendor File, Payment History, and Invoice History
1/1/2005 to present
Microsoft SQL Server (Great Plains), IBM Mainframe – VSAM (AFIN)
Current open Active vendors and 3 year history for those vendors
Core Core
GP, Excel
Fixed Assets
GP, AFIN
Purchase Orders, receiving history and requisition detail Contracts Inventory Items and transaction history
Current Balances and 5 years history All open and 5 years of history
Microsoft SQL Server Microsoft SQL Server (Great Plains & BuySpeed), IBM Mainframe – VSAM (AFIN) Microsoft SQL Server (Great Plains) IBM Mainframe – VSAM (AFIN)
Core
Microsoft SQL Server
Core Optional
BuySpeed AFIN, BuySpeed, GP
BuySpeed/ECMS TBD
TBD
Work Order History
Excel MCMS Retirement
Fleet management EMS Fleet management Retirement management system
RFP No. 4011-01877
All All items and 5 years of transaction history All current vehicles All All All
Core/ Optional Core
Core
Optional IBM Mainframe – VSAM AS/400
Optional Optional Optional
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 2.4
CURRENT APPLICATIONS
The following applications are used by the organization for major business functions. Information about their replacement or interface is provided for the proposer’s convenience. The City intends to discuss the future use of these applications during software demonstrations and contract negotiations. Table 2.4 – System Inventory Primary System Used
In Project Scope for Replacement?
Reporting, reconciliation
Dynamics Version 8
Yes
Journal entries, transactions
AFIN Version 2.2
Yes
Grant reporting
MS Excel
Yes
Budget reporting
Microsoft FRx
Yes
Accrual modifications
MS Excel
Yes
Data retrieval
Dynamics
Yes
Revenue Budget (all funds) setup/recorded Budget preparation
AFIN
Function General Ledger
Budgeting
Yes
Data retrieval
City of New Orleans Budget Preparation Application (Inhouse application) BuySpeed, AFIN
Prior year budget reports
MS Excel
Yes
Provide data to CAO
MS Excel
Yes
General Fund revenue reports
MS Excel
Yes
Yes Yes
Accounts Payable On-line vendor registration, purchasing Vendor Systems Administrator, view payments, process invoices Data access, direct payments
BuySpeed Version 9.0 AFIN Dynamics
Yes Yes Yes
Accounts Receivable RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Table 2.4 – System Inventory In Project Scope for Replacement?
Function
Primary System Used
Record receivables to process warrants Revenue system
AFIN
Sales tax collection, business registration, permit processing Property tax system
RCS Property Tax Management
No
Revenue collection / cashier payments Purchasing
System Innovators iNovah
Optional
Capital & Grants
AFIN, MS Excel
Yes
Purchasing, General Fund Operating, other funds Project/grant tracking
BuySpeed
RCS
Yes No No
Yes
AFIN
Yes
Project accounting
AFIN, QuickBase
Yes
List/track most major events
MS Excel, Quattro Pro, Lotus 123v5
Yes
Grant Management and Accounting Grant reporting
MS Excel
Yes
Grant accounting
AFIN, QuickBase
Yes
Checking results against AFIN, side calculations Receipt/expenditure tracking
MS Excel, Quattro Pro MS Excel
Yes
HUD system
IDIS
No
RCS
No
Project Accounting
Yes
Cashiering Process business tax payments
Recurring data inquiry & daily data System Innovators transmission On-line tax payments Nola.gov RFP No. 4011-01877
Optional No Page 23
City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Table 2.4 – System Inventory Function
Primary System Used
In Project Scope for Replacement?
Tally sales tax forms and checks
MS Excel
No
Tracking assets
MS Excel
Yes
Asset audits
Paper-based
Yes
Fixed assets
Dynamics
Yes
Auction/disposal
Gov Deals
Yes
Applicant Tracking
Sigma 6/Neogov
No
Hiring
ADP
No
Employee Records
ADP, RAMS, paper-based
No
Tracking firefighter pay
ADP
No
Track employee appeals of disciplinary actions Track employee training courses and schedules Manage performance evaluations
MS Access
SPSS Showcase Suite
No
Document management
Docushare
No
Pay calculations, others
MS Excel
No
Benefits
AFIN
No
Deductions, FMLA
ADP
No
COBRA
MS Excel
No
Tracking outside agencies and retirees Payroll
MS Access
Payroll
ADP
Fixed Asset Management
Human Resources
MS Access
No No
Benefits Management
RFP No. 4011-01877
No
No Page 24
City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Table 2.4 – System Inventory Function
Primary System Used
In Project Scope for Replacement?
Time entry
ADP
No
Flexible Spending Account (FSA)
IMG (third-party)
No
Time & attendance
ADP
No
Time entry
ADP
No
Police time entry
ADP
No
Fire time entry
ADP
No
ECMS
Yes
Time and Attendance
Legal Contract Management
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 2.5
CURRENT FUNCTIONAL STATISTICS
The following City transactional/usage information is provided for proposers so that they can develop better application and sizing cost estimates. These statistics are subject to change and the City does not warrant that these numbers will remain the same in any new ERP system. Table 2.5 - Current Functional Statistics General Ledger: Number of Funds: Number of Accounts – active GL Operating Budget Number of Journal Entry Batches/Year HR/Payroll: 1099 Issued Number of Active Employees Number of Pensioners Capital Assets: Number of Items Accounts Payable: Number of Vendors (Rough Estimate) Number of Invoices/Year Number of Checks/Year Purchasing: Number of PO’s/Year Project/Grants: Capital projects in progress Number of Grants/Year
RFP No. 4011-01877
300+ 1,200+ $537 mil 135,000+ 340 4,554 2000 10,000+ 3,500 200,000 60,000 25,000 1,400+ 675 (including FEMA PWs)
Page 26
City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Exhibit 1
Software Functionality: The City is seeking an ERP solution to improve performance in a number of business processes in a variety of functional areas. Please describe, in detail whether and how your proposed solution will support the listed business functions, clearly noting any differences in functionality and/or performance between on-premise and hosted deployment models: A. Core Functions a. Accounts Payable: i. Provide support for a variety of vendor payment methods and management of payment discount and penalty periods; ii. Provide a facility for city employees to manage vendor information; iii. Provide a facility to manage receipt of goods via three-way match; iv. Provide a facility to government mandated processes associated with accounts payable processing; v. Provide a facility to produce an aging schedule; vi. Provide a facility for invoice management; and vii. Provide a facility for check management. b. Accounts Receivable: i. Provide a facility to manage billing for a variety of taxes, fees and internal invoicing; ii. Provide a facility to manage late payments including penalties and interest; iii. Provide a facility to manage payment plans; iv. Provide a facility to manage customer information; v. Provide a facility to manage collections efforts; and vi. Provide a facility to manage loans. c. Asset Management: i. Provide a facility to manage basic information for both capital and non-capital assets; ii. Provide a facility to manage assets with shared ownership; iii. Provide a facility to tag and track assets; iv. Provide a GIS-centric database or partner with a product with an ESRI Enterprise Geodatabase as the asset data repository including the geodatabase relationships, domains, and data types;. v. Provide a facility to manage asset maintenance processes; vi. Provide a facility to manage asset warranty processes; vii. Provide a facility to manage asset insurance processes; viii. Provide a facility to manage asset retirement and final disposition processes; ix. Provide a facility to manage asset depreciation; and x. Provide a facility to track repair history and manage repair vs replace processes. d. Budget Management: i. Provide a facility to create and manage proposed revenue and expenditure budgets in a variety of budgeting methodologies, including: RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 1. The ability to perform “what-if” analysis; and 2. The ability for Functional Departments to submit budget offers and Budget Division’s ability to accept, reject or modify the offer; ii. Provide a facility to create and publish the annual proposed and adopted budget books; iii. Provide a facility to maintain current staffing levels and salaries in real-time; iv. Provide a facility to manage and control budgets throughout the budget period; v. Provide a facility to create and manage multi-year budgets; vi. Provide a facility to manage a variety of budget types, such as operating, capital, staffing and grant; vii. Provide a facility to manage revenue and expense forecasting and trend analysis; viii. Provide a facility to monitor budgeted versus actual spending throughout the budget period; ix. Provide a facility to adjust the budget throughout the budget period; x. Provide a facility to publish the budget to a variety of stakeholders; xi. Provide a facility to monitor budgeting performance goals ; xii. Provide a facility to draft and track budget ordinances; and xiii. Provide a facility to roll forward the previous year’s encumbrances and keep them segregated from the current year’s appropriations. e. Contract Management: i. Provide a facility to manage the contract review and approval workflow process; ii. Provide a facility to manage documents associated with the contract; iii. Provide a facility to manage contract boilerplate templates and boilerplate completion process; iv. Provide a facility to manage contract metadata including dates, amounts, contacts, owning department, etc.; v. Provide a facility to monitor contract expiration and ticklers to take appropriate action; vi. Provide a facility for management and administration of executed contracts, including management of funds consumption; and vii. Provide a facility to annotate contracts. f. General Ledger: i. Provide all procedural functions of a fund accounting system in conformity with GAAP, GASB and City Charter accounting standards; ii. Provide a facility for flexible Chart of Accounts creation and management; iii. Provide a facility for flexible journal entry creation and management, balancing by fund and expenditure; iv. Provide a facility for fund accounting; v. Provide a facility for accounting on a cash or accrual basis; vi. Provide a facility for flexible closing period management; vii. Provide a facility for encumbrance accounting; viii. Provide a facility for bank reconciliation of pooled cash; ix. Provide a facility to support event specific expenditures; x. Provide the maximum number of characters and segments in the account string and indicate which segments are alpha numeric; and RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
g.
h.
i.
j.
xi. Provide a facility to make changes to the account string on an existing record that is date effective and indicate if historical records will reflect the change. Grant Accounting: i. Provide a facility to manage grant specific revenues and expenditures; ii. Provide a facility to manage grant program and financial compliance; iii. Provide a facility to manage grant audit findings; iv. Provide a facility to manage grant budgets; v. Provide a facility to monitor grant budget versus actual progress; and vi. Provide a facility to track and manage employee and contract labor costs associated with a specific grant. Project Accounting: i. Provide a facility to manage multi-year projects; ii. Provide a facility to manage a variety of project expenses; iii. Provide a facility to manage a variety of project funding sources; iv. Provide a facility to monitor project budget versus actual progress; v. Provide a facility to track and manage employee and contract labor costs associated with a specific project; vi. Provide a facility to manage a portfolio of projects; and vii. Provide a facility to create and manage project schedules, and map schedules to project budget. Purchasing: i. Provide a facility for the on-line posting, management and vendor response for all types of competitive solicitations; ii. Provide a facility for on-line potential vendor self-registration; iii. Provide a facility for vendor catalogue management G2B punch-out; iv. Provide a facility for managing the entire purchase requisition workflow, including initiation, approval routing, and purchase order issuance, allowing for City mandated approval thresholds; v. Provide a facility for managing the contract initiation and approval process; vi. Provide a facility for Purchase Order management from issuance to order status tracking to receipt and payment; vii. Provide a facility to create and manage the entire lifecycle of for all types of competitive solicitations; viii. Provide a facility to create and manage on-line auctions; ix. Provide a facility to manage the receipt of ordered goods; x. Provide a facility to administer separate purchasing rules dependent on funding source; and xi. Provide a facility to administer separate contracting rules dependent on funding source. Treasury Management: i. Provide facility to manage a variety of investment financial instruments in detail and aggregate; ii. Provide a facility to manage value at risk; iii. Provide a facility to manage and evaluate competitive bids on financial instruments; iv. Provide a facility to manage debt; and
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 v. Provide a facility to manage tax sales. k. System-wide (applies to all functions as applicable) i. Reporting: 1. Provide a facility for running canned reports for all of the above named activities; 2. Provide a facility to create and edit custom reports for all of the above named activities; 3. Reporting facilities should include high-level dashboard as well as detailed listings; and 4. Provide a facility to produce mandated financial reports, such as CAFR, SEFA and 1099s reports in the required format. ii. Document Management: 1. Provide a facility to manage scanning, indexing, storage and retrieval of documents scanned in-house during any of the applicable processes throughout the system; and 2. Provide a facility to manage download, attachment, indexing and storage of external documents. iii. Workflow: 1. Provide a facility to manage inter- and intra-department workflows in support of various review and approval processes applicable throughout the system; and 2. Provide workflow notifications integrated with enterprise-wide Microsoft Exchange/Outlook infrastructure. iv. Mobile computing: 1. Provide a facility to perform a variety of system functions via mobile computing platforms, including: a. An inventory of the functions supported via mobile computing; and b. An inventory of the mobile platforms supported. v. Provide a facility to manage user security using a role-based approach to ensure appropriate access levels as determined by City Administration; vi. Provide the capability to interface with the City’s implementation of Microsoft Active Directory through a Single Sign-On solution; vii. All modules and processes above must be able to integrate and share information where appropriate with the Microsoft productivity suite, and proposer should provide a facility to integrate basic system functions, where appropriate, with Microsoft Office productivity tools; viii. User-friendly interface; ix. Integrated and constantly updated on-line help; x. Public facing web portal providing access to basic constituent and vendor account information. The proposed portal should provide common self-service functions as well; xi. Public facing web portal providing searchable access to purchasing, payment, contracting and public solicitation information as defined by City administration; xii. Web service allowing for the appropriate data produced by the proposed system, as defined by City administration, to be integrated into the City’s open data portal for public consumption; and xiii. Interface support RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 1. Compliance with open data exchange standards; and 2. Tools to support interfaces into and out of system. B. Optional Functions a. Cashiering: i. Provide a facility for point-of-sale cashiering; ii. Provide an on-line facility for tax payers to securely view and update their account information, and to pay taxes and fees; iii. Provide a facility to manage receipt of cash in a variety of payment types; iv. Provide a facility for all cash transactions to update the general ledger; and v. Provide a facility to manage the application of payments in a variety of ways, including partial and full payments. b. Fleet Management: i. Provide a facility to manage fleet vehicle information; ii. Provide a GIS-centric database or partner with a product with an ESRI Enterprise Geodatabase as the asset data repository including the geodatabase relationships, domains, and data types; iii. Provide a facility to manage maintenance budgets; iv. Provide a facility to manage repairable vehicle components; v. Provide a facility to manage and variety of vehicle assignment types, including take home vehicle reimbursements; vi. Provide a facility to manage maintenance processes, including checklists; vii. Provide a facility to manage vehicle operating information; viii. Provide a facility to manage fleet planning processes; ix. Provide a facility to manage accident processes; x. Provide a facility to manage performance analysis processes, including tracking vehicle downtime; xi. Provide a facility to manage warranty and recurring repair processes; xii. Provide a facility for fuel management processes; and xiii. Provide a facility to update fleet data via mobile technologies. c. Inventory: i. Provide a facility to manage inventory tagging and tracking processes; ii. Provide a facility to manage inventory levels and re-order points, and to adjust inventory levels as items are received and consumed; iii. Provide a facility to manage inventories at multiple warehouses or locations; iv. Provide a facility to manage item expiration and spoilage processes; v. Provide a facility to integrate inventory tracking and mapping features with the existing City ESRI-based geographic information system; vi. Provide a facility to manage requisitions; vii. Provide a facility to manage inventory costs using a variety of methods; and viii. Provide a facility to check-in and check-out an item. d. Retirement Administration: i. Provide a facility to manage multiple retirement plans; ii. Provide a facility to manage the retirement and retirement consultation processes; RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 iii. Provide a facility for on-line self-service beneficiary retirement planning and account maintenance; iv. Provide a facility to manage disability benefits and retirees with disability; v. Provide a facility to manage employee and employer retirement contribution and reconciliation processes; vi. Provide a facility to manage service credit processes; vii. Provide a facility to calculate retirement benefits; viii. Provide a facility to manage retirement benefit payments; ix. Provide a facility to manage retirement income, 1099R, reporting; and x. Provide a facility to monitor and manage retirement plan investment performance. e. Work Order Management: i. Provide a facility to initiate and manage service requests both within the application and to integrate with the existing City citizen call center (311) application for receipt and update of service requests; ii. Provide a facility for City employees to initiate and track work order status via a selfservice web form; iii. Provide a facility to manage work order process from entry, assignment and closure; iv. Provide a facility to query work order status while work is in progress; v. Provide a facility for automated notification of assigned work orders; vi. Provide a GIS centric database or partner with a product with an ESRI Enterprise Geodatabase as the asset data repository including the geodatabase relationships, domains, and data types vii. Provide a facility to estimate and manage work order costs; viii. Provide a facility to support work order charge backs, including parts, labor, etc.; ix. Provide a facility to link work order expense to operating budget and manage allocated to actual; x. Provide a facility to manage worker schedules and work order assignments; xi. Provide a facility to manage maintenance work orders; and xii. Provide a facility to assign and manage work orders for internal resources as well as third-party contractors.
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Exhibit 2
Technical Infrastructure: The proposed solution should comply with the City’s Information Technology infrastructure as described below. Please respond to the on-premise section and/or hosted section(s) as applies to your proposed deployment model(s). Technical Infrastructure Technical Function Virtual Server Software Server Operating Systems Client Operating Systems Database Software Web Browser Mail Server Software Office Applications
Preferred Technology/Platform VMWare 5.x Windows 2012R2 Windows 7 MS SQL Server 2008 or higher Internet Explorer 10 or higher MS Exchange 2010 or higher MS Office 2010 or higher
On-Premise: Proposers presenting an on-premise deployment model should respond to the following section: The City of New Orleans utilizes a highly available, highly virtualized environment using VMWare and clustered Microsoft SQL Servers. Provide details such as number of cores and RAM needed for any Virtual Machines needed, amount of SAN storage required, or any other pertinent information to allow the City to understand the infrastructure required. 1. Technology Architecture a. What platforms are supported? b. What are the optimal and minimum network requirements? c. What are the optimal and minimum database requirements? d. What are the optimal and minimum server requirements? e. What are the optimal and minimum desktop (client) requirements? f. Is content delivered through a web browser? If so, what browsers are supported? 2. Administration Toolsets/Skills a. What application toolsets are included in software? b. What programming languages and skills required to maintain software? c. What tools are available to customize/modify software (example: add fields, change forms)? d. What is the recommended permanent client Administration staffing level and skill set required for each staff member?
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 3. Security a. What security tools are provided in software? b. How is security profile defined? c. Does system support active directory integration? d. Does system support single sign on integration? 4. Workflow a. Does system have workflow tools? b. Can workflow rules be applied to proposed third-party solutions? 5. Network Bandwidth a. What are bandwidth requirements? Hosted: Proposers presenting a hosted deployment model must respond to the following section: Describe, in detail, how your software and data infrastructure delivers in the following areas: 1. Ownership: Does your organization own and manage the proposed data center(s) or does a third-party own and/or manage them? 2. Security: a. User authentication and control: i. Integration with City Active Directory and LDAP; ii. List all Information Security Standards Certifications; and iii. All other pertinent authentication and control items; b. Intrusion detection and prevention; c. Denial of Service attacks prevention, detection and remediation; d. Malware protection, detection and remediation; e. Physical security measures; f. Personnel security measures; g. Co-tenant intrusion protection; and h. Customer audit log access. 3. Data Governance: a. Data encryption standards while data is active and at rest; b. Process for data destruction upon contract termination; c. Level of data redundancy; d. Back-up frequency, retention policy, etc.; e. Level of data segregation between tenants; f. City, State, Country of proposed primary datacenter and City, State, Country of all other data centers where data will reside at rest or pass through while in motion; g. Data Governance Standards Certifications; and h. All other pertinent Data Governance information.
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 4. Data Availability a. Supported method(s) for client access to data. Examples of methods for client access to data include (but are not limited to) reporting tools, Application Program Interface (API), direct query access to underlying transaction database; and b. Supported methods for access to data for the purpose of converting data to any succeeding system. 5. Availability: a. Total system uptime, per month over the last year, for all customers using the proposed data center(s); b. Disaster Recovery process; c. Policies and Service Level for adding additional processing capacity; and d. Policies and Service Level for adding additional storage capacity. 6. Environment: a. Power Conditioning; b. Fire Suppression; c. Air conditioning, purification and circulation; and d. Performance monitoring. 7. Client computing: a. Requirements for customer’s client computers: i. Browser specifications; and ii. Other pertinent client side requirements; b. Requirements for printing from the client. GIS Environment: The City of New Orleans uses an enterprise GIS model to manage its geospatial data and associated applications, services and governance activities. Tools have been standardized on the ESRI stack with GIS objects being stored in ESRI Enterprise Geodatabases and data being manipulated and rendered using the ESRI ArcGIS Workstation, Server and Online platforms. Ideally, the requested core Asset Management function would be based on or integrate to such an ESRI platform. Explain how your Asset Management solution would allow for reporting against various geographic and/or administrative boundaries.
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Exhibit 3
Implementation Services: The vendor will provide implementation services to the City following the high-level outline below. Your proposal must provide a detailed implementation plan, including: 1) Project Management: a. Provide a project manager to plan and lead the execution of the implementation; including coordination all project management activities with the City project management team. b. Develop a Project Charter. c. Develop a Project Management Plan including the plans for managing: i. Project schedule: 1. Plan and schedule releases; and 2. Plan and manage the execution of Sprints; ii. Project Change: 1. Identification and tracking change requests; 2. Evaluating requests for approval; and 3. Revisions to project plan to incorporate approved changes; iii. Project Resources; iv. Identification, tracking and mitigation of risk; v. Identification, tracking and mitigation of issues, escalating to the appropriate level as necessary; and vi. Communication: 1. Communicate project status to all stakeholders at the frequency and in the format as determined by the City project management team; and 2. Lead daily stand-up meetings focusing on the day’s deliverables. 2) Installation: a. Support for the implementation of the following environments, at minimum. These environments shall remain available: i. Development (used during the entire implementation process for developing the Cityspecific implementation); ii. Test (used for acceptance testing of the configuration first developed in the Development environment); iii. Training (used to train end-users to correctly and efficiently use the system); iv. Production transactions (used for live transactions); and v. Production reporting (used to support reporting of Production data). b. For on-premise solutions: i. Deliver installation document; ii. Deliver system architecture design document; iii. Deliver maintenance and operations guides: 1. Application layer; and 2. Database layer.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 3) Prototyping: a. Information gathering with City SMEs to seed the initial prototype. b. Demonstration and actual end-user usage of prototype with end-user constituencies. c. Modification to prototype based on demonstration and usage feedback, real-time when feasible. d. Prototyping cycle repeated as required. 4) Conversions and Interfaces: a. Work with user subject matter experts to complete a finalized list of interfaces and conversions. b. Develop interfaces and conversions. c. Test interfaces and conversions. d. Implement interfaces and conversions. 5) Build-out and Testing; a. Build-out of complete system based on Prototyping activities. b. Deliver comprehensive end-user acceptance testing (EUT) scripts. c. Deliver comprehensive parallel testing scripts. d. Modifications and fixes to configuration as needed based on testing results. 6) Training: a. Provide training to City staff providing administration and support functions on the system. b. Provide role-based training to end-users assigned to EUT, prior to initiation of EUT activities. c. Provide role-based training to all end-users prior to go-live. d. Deliver administrator and end-user guides. 7) Deployment: upon successful completion of all testing activities, work with City ITI to deploy the application and all City-specific configuration to the Production environment. 8) Go-live support: provide on-site go-live support, covering each business unit utilizing the new system. 9) Inspection: each deliverable associated with this implementation will be presented for inspection to the appropriate City resource, as directed by the City project manager: i. The assigned City recourse will accept or reject the deliverable; and, if rejected, ii. The contractor will remediate rejected deliverables and present them again for inspection. 10) Disaster Recovery: work with City IT and end-user groups to develop detailed disaster recovery and business continuity plans. 11) Operational Transition to City Resources a. Operations, Support and Maintenance Plan b. Technical Support Manuals c. Administration Manuals d. End-user manuals e. Training of City resources assigned to Operations, Support and Maintenance
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Exhibit 4
Resource Planning Matrix: Implementation Project: Month Role
Qty – City
1
Example Resource – Project Manager
2
1
% FTE* City 100%
Qty Vendor 1
% FTE* Vendor 75%
Example Resource – Project Manager
1
100%
1
75%
1
Example Resource – SME
5
100%
0
2
Example Resource – SME
5
75%
0
RFP No. 4011-01877
0
Responsibilities Example Description Project scheduling, resource management, risk management Example Description Project scheduling, resource management, risk management Example Description Communicate requirements, particpate in configuration sessions, test Example Description Communicate requirements, particpate in configuration sessions, test
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
On-going Support: Role Qty – City
% FTE City
Example Resource – Service Manager
1
100%
Qty Vendor 1
Example Resource – SME
5
25%
0
% FTE Vendor 50%
Responsibilities Example Description – Release management resource management, risk management, Example Description Communicate requirements, particpate in configuration sessions, test
*FTE – Full time equivalent or the equivalent of one employee working full-time for the given time period.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Exhibit 5
Maintenance and Support: Proposed Maintenance and Support Post-implementation support Days of on-site support after go-live Other on-site support after go-live (month end, year end, open enrollment, etc.) Support Options Support Packages Offered (e.g. Bronze, Silver, Gold, etc.) Support Package Proposed Telephone Support Hours available Problem Reporting and Resolution Procedures Response time for various levels of severity User Groups Local User Group User Group Members (number) Third Parties Support provided for third-party products? Upgrades/Patches Upgrade Frequency (major and minor releases) How are upgrades delivered? Are upgrades required? How many versions are currently supported?
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Exhibit 6
Company Background: Complete one form for each software vendor, implementation services firm and third-party vendor identified in your proposal. Company Background Company Name Company Location: Location of corporate headquarters Location of nearest office/location to the City
Proposer Experience Years of Experience: # of years in business # of years providing Financial systems to public sector Customer Base: # of city/county/parish public sector clients # of city/county/parish public sector clients using the version of the software application being proposed, via an on-premise model # of city/county/parish public sector clients using the version of the software application being proposed via a hosted model # of city/county/parish public sector clients in Louisiana Identify by name some of the clients similar to the City (e.g., similar in size, complexity, location, type of organization)and explain the similarity Market Focus: Identify other industries serviced User Group: Identify national and regional user groups Explain the purpose and function of user groups Identify whether there is an annual or biannual user conference Identify next planned national conference (location and date)
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Terminated Projects: List any terminated public sector projects. Please disclose the jurisdiction and explain the reason for the termination
Organization Size Number of Employees: If proposer is a subsidiary, identify # of employees in proposing company/division Total Revenue: If proposer is a subsidiary, identify revenues of proposing company/division Identify the percentage of revenue used for research & development by the proposing company/division
Corporate Notes Ownership: Privately held? Publicly traded? Parent Company? Certified Partnerships: Identify any certifications held by your firm if you are implementing or reselling another firm's products If partnering, please identify the amount of time the implementer has worked with the software proposer and how many implementations the two parties have completed together If using a third-party product, please identify the amount of time the implementer has worked with the third-party software proposers and how many implementations the two have completed together
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Exhibit 7
Software Reference Form These references should be sites where the proposed software was installed and has been FULLY IMPLEMENTED and is "live.” Please use the following format in submitting references. GENERAL BACKGROUND Name of Client: Address: Project Manager/Contact :________________________________Title:__________________________ Phone:_______ __________________________________E-mail address:_________________________ Software Program/Version: Hosted Client?: Summary of Project:
Number of Employees:
Approximate Size of Operating Budget: _________________
PROJECT SCOPE Please indicate (by checking box) functionality installed: General Ledger Accounts Payable Cashiering Treasury Mgmt Accounts Receivable Work Order Mgmt
Purchasing Budget Preparation Project Accounting Grant Accounting Fixed Asset Mgmt Fleet Mgmt
Inventory Time and Attendance Applicant Tracking Human Resources Benefits Administration Payroll
PROJECT INFORMATION Total Project Costs
$
Length of Project (Implementation) (months)
Proposed GoLive Date
Approximate Number of Consultant Hours
Actual Go-Live Date
Approximate Number of Government Hours
TECHNOLOGY INFORMATION Hardware Platform: Database Platform: Operating System: Application Service Provider/Hosting Provider:
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Exhibit 8
Implementation Services Reference Form These references should be sites where the proposed software was installed and has been FULLY IMPLEMENTED and is "live.” Please use the following format in submitting references. GENERAL BACKGROUND Name of Client: Address: Project Manager/Contact :________________________________Title:__________________________ Phone:_______ __________________________________E-mail address:_________________________ Software Program/Version: Hosted Client?: Summary of Project:
Number of Employees:
Approximate Size of Operating Budget: _________________
PROJECT SCOPE Please indicate (by checking box) functionality installed: General Ledger Accounts Payable Cashiering Treasury Mgmt Accounts Receivable Work Order Mgmt
Purchasing Budget Preparation Project Accounting Grant Accounting Fixed Asset Mgmt Fleet Mgmt
Inventory Time and Attendance Applicant Tracking Human Resources Benefits Administration Payroll
PROJECT INFORMATION Total Project Costs
$
Length of Project (Implementation) (months)
Proposed GoLive Date
Approximate Number of Consultant Hours
Actual Go-Live Date
Approximate Number of Government Hours
TECHNOLOGY INFORMATION Hardware Platform: Database Platform: Operating System:______________________________________________________________ Application Service Provider/Hosting Provider:
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Exhibit 9
Third-party Software/Hosting Provider Reference Form Please use the following format in submitting references. GENERAL BACKGROUND Name of Client: Address: Project Manager/Contact :________________________________Title:__________________________ Phone:_______ __________________________________E-mail address:_________________________ Software Program/Version: Hosted Client?: Summary of Project:
Number of Employees:
Approximate Size of Operating Budget: _________________
PROJECT SCOPE
PROJECT INFORMATION Total Project Costs
$
Length of Project (Implementation) (months)
Proposed GoLive Date
Approximate Number of Consultant Hours
Actual Go-Live Date
Approximate Number of Government Hours
TECHNOLOGY INFORMATION Hardware Platform: Database Platform: Operating System: 1.0 Application Service Provider/Hosting Provider:
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
Performance The individual or firm contracted will be subject to monitoring, by the contract monitor, if it is determined that the individual or firm has misrepresented themselves and is not competent to perform the task this will result in a termination of the contract. Termination may also be for serious misconduct, habitual neglect of duty or incompetence, conduct incompatible with the technician's duties or prejudicial to the regions business, or willful disobedience of the employer's orders.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Attachment “B” CONTRACT TERMS AND CONDITIONS TABLE OF CONTENTS 1. ACKNOWLEDGMENT OF EXCLUSION OF UNEMPLOYMENT COMPENSATION COVERAGE. 2. ACKNOWLEDGMENT OF EXCLUSION OF WORKER’S COMPENSATION COVERAGE. 3. AMENDMENT. 4. ASSIGNABILITY. 5. AUDIT AND INSPECTION. 6. CHOICE OF LAWS. 7. CONFLICT OF INTEREST. 8. CONSTRUCTION OF AGREEMENT. 9. CONVICTED FELON STATEMENT. 10. DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) PROGRAM. 11. DURATION. 12. ENTIRE AGREEMENT. 13. EQUAL EMPLOYMENT OPPORTUNITY. 14. EXCLUSIVE JURISDICTION AND VENUE. 15. EXTENSION. 16. INCORPORATION INTO SUBCONTRACTS. 17. INDEMNIFICATION. 18. INDEPENDENT CONTRACTOR STATUS. 19. LIMITATIONS OF THE CITY’S OBLIGATIONS. 20. NO THIRD-PARTY BENEFICIARIES. 21. NON-DISCRIMINATION. 22. NON-EXCLUSIVITY. 23. NON-SOLICITATION. 24. NON-WAIVER. 25. OWNERSHIP INTEREST DISCLOSURE. 26. OWNERSHIP OF RECORDS. 27. PROHIBITION AGAINST FINANCIAL INTEREST IN AGREEMENT. 28. PROHIBITION ON POLITICAL ACTIVITY. 29. REMEDIES CUMULATIVE. 30. SEVERABILITY. 31. SUBCONTRACTOR REPORTING. 32. SURVIVAL OF CERTAIN PROVISIONS. 33. SUSPENSION. 34. TERMINATION FOR CAUSE. 35. TERMINATION FOR CONVENIENCE. 36. TERMINATION FOR NON-APPROPRIATION. 37. TERMS BINDING. 38. WAIVER OF BENEFITS.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 1. ACKNOWLEDGMENT OF EXCLUSION OF UNEMPLOYMENT COMPENSATION COVERAGE. The Contractor herein expressly declares and acknowledges that it is an independent contractor, and as such is being hired by the City under this Agreement for hire as noted and defined in R.S. 23:1472 (E), and therefore, it is expressly declared and understood between the parties hereto, in entering into this Agreement, or agreement for hire, and in connection with unemployment compensation only, that: a. The Contractor has been and will be free from any control or direction by the City over the performance of the services covered by this agreement; and b. Services to be performed by the Contractor are outside the normal course and scope of the City’s usual business; and c. The Contractor has been independently engaged in performing the services listed herein prior to the date of this Agreement. Consequently, neither the Contractor nor anyone employed by the Contractor shall be considered an employee of the City for the purpose of unemployment compensation coverage, the same being hereby expressly waived and excluded by the parties hereto. 2. ACKNOWLEDGMENT OF EXCLUSION OF WORKER’S COMPENSATION COVERAGE. The Contractor herein expressly agrees and acknowledges that it is an independent contractor as defined in R.S. 23:1021 (6) and as such, it is expressly agreed and understood between the parties hereto, in entering into this Agreement, that the City of New Orleans shall not be liable to the Contractor for any benefits or coverage as provided by the Workmen's Compensation Law of the State of Louisiana, and further, under the provisions of R.S. 23:1034 anyone employed by the Contractor shall not be considered an employee of the City for the purpose of Worker’s Compensation coverage. 3. AMENDMENT. The Agreement shall not be modified except by written amendment executed by duly authorized representatives of the parties. 4. ASSIGNABILITY. The Contractor shall not assign any interest in this Agreement and shall not transfer any interest in the same without prior written consent of the City. 5. AUDIT AND INSPECTION: a. The Contractor will submit to any City audit, inspection, and review and, at the City’s request, will make available all documents relating or pertaining to this Agreement maintained by or under the control of the Contractor, its employees, agents, assigns, successors and subcontractors, during normal business hours at the Contractor’s office or place of business in Louisiana. If no such location is available, the Contractor will make the documents available at a time and location that is convenient for the City. b. The Contractor will abide by all provisions of City Code § 2-1120, including but not limited to City Code § 2-1120(12), which requires the Contractor to provide the Office of Inspector General with documents and information as requested. Failure to comply with such requests shall constitute a material breach of the Agreement. The Contractor agrees that it is subject to the jurisdiction of the Orleans Parish Civil District Court for purposes of challenging a subpoena. RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 6. CHOICE OF LAWS. This Agreement shall be construed and enforced in accordance with the laws of the State of Louisiana, without regard to its conflict of laws provisions. 7. CONFLICT OF INTEREST. In the interest of ensuring that efforts of the Contractor do not conflict with the interests of the City, and in recognition of the Contractor’s responsibility to the City, the Contractor agrees to decline any offer of employment if its independent work on behalf of the City is likely to be adversely affected by the acceptance of such employment. The initial determination of such a possibility rests with the Contractor. It is incumbent upon the Contractor to notify the City and provide full disclosure of the possible effects of such employment on the Contractor's independent work in behalf of the City. Final decision on any disputed offers of other employment for the Contractor shall rest with the City. 8. CONSTRUCTION OF AGREEMENT. Neither party will be deemed to have drafted the Agreement. The Agreement has been reviewed by all parties and will be construed and interpreted according to the ordinary meaning of the words used so as to fairly accomplish the purposes and intentions of all parties. No term of the Agreement will be construed or resolved in favor of or against the City or the Contractor on the basis of which party drafted the uncertain or ambiguous language. The headings and captions of the Agreement are provided for convenience only and are not intended to have effect in the construction or interpretation of the Agreement. Where appropriate, the singular includes the plural, and neutral words and words of any gender include the neutral and other gender. 9. CONVICTED FELON STATEMENT. The Contractor complies with City Code § 2-8(c) and no principal, member, or officer of the Contractor has, within the preceding five years, been convicted of, or pled guilty to, a felony under state or federal statutes for embezzlement, theft of public funds, bribery, or falsification or destruction of public records. 10. DISADVANTAGED BUSINESS ENTERPRISE (“DBE”) PROGRAM. a. DBE Program Compliance. The Contractor agrees to use its best efforts to fully and completely carry out the applicable requirements of the City’s DBE Program in the award and administration of this Agreement, including, without limitation, all reporting requirements and specific DBE participation goals. The Contractor’s failure to carry out these requirements, as determined in good faith by the DBE Compliance Officer, shall be deemed a material breach of this Agreement, which may result in the termination of this Agreement or such other remedy as set forth in the City’s Policy Memorandum for the DBE Program. b. DBE Compliance Reporting. The Contractor agrees to provide written reports to the City’s Director of Supplier Diversity on all expenditures made to achieve compliance with the DBE participation goals for this Agreement. The report shall, at a minimum, include the following: 1. 2. 3. 4.
RFP No. 4011-01877
The name and business address of each DBE involved in the agreement; A description of the work performed and/or the product or service supplied by each DBE; The date and amount of each expenditure made to a DBE; and Such other information as may assist the DBE Compliance Officer in determining State’s compliance with the DBE Program and the status of any DBE performing any portion of the agreement. Page 49
City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 c. Access to Books and Records. The Contractor agrees to grant the DBE Compliance Officer reasonable access to its books and records for purposes of verifying compliance with the DBE Program. d. Disqualification from Future Agreements. If the City terminates this Agreement in connection with any misrepresentation of the Contractor’s DBE status, the Contractor may be disqualified from contracting with or participating in any agreements with City agreements with the City of New Orleans. 11. DURATION. The term of this agreement shall be for one (1) year, beginning the effective date hereof, provided there is an encumbrance of funds by the requesting department made from the funds allotted by the Chief Administrative Officer, which are derived from appropriations made by the City Council. This agreement shall automatically terminate with respect to any period of time for which funds are not so encumbered. 12. ENTIRE AGREEMENT. This Agreement, including all incorporated documents, constitutes the final and complete agreement and understanding between the parties. All prior and contemporaneous agreements and understandings, whether oral or written, are superseded by this Agreement and are without effect to vary or alter any terms or conditions of this Agreement. 13. EQUAL EMPLOYMENT OPPORTUNITY. In all hiring or employment made possible by, or resulting from this agreement, there (1) will not be any discrimination against any employee or applicant for employment because of race, color, religion, gender, age, physical or mental disability, national origin, sexual orientation, creed, culture, or ancestry, and (2) where applicable, affirmative action will be taken to ensure that the Contractor’s employees are treated during employment without regard to their race, color, religion, gender, age, physical or mental disability, national origin, sexual orientation, creed, culture, or ancestry. This requirement shall apply to, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. All solicitations or advertisements for employees shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, physical or mental disability, national origin, sexual orientation, creed, culture, or ancestry. 14. EXCLUSIVE JURISDICTION AND VENUE. For all claims arising out of or related to this Agreement, the Contractor hereby consents and yields to the jurisdiction of the Civil District Court for the Parish of Orleans, and expressly waives any (A) pleas of jurisdiction based upon Contractor’s residence and (B) right of removal to federal court based upon diversity of citizenship. 15. EXTENSION. This Agreement may be extended at the option of the City, provided that funds are allocated by the Council of the City of New Orleans and the extension of the Agreement facilitates the continuity of services provided herein. This Agreement may be extended by the City for four (4) additional one-year terms. 16. INCORPORATION INTO SUBCONTRACTS. The Contractor will incorporate these Agreement Terms and Conditions into all subcontracts, by reference or otherwise, and will require all subcontractors to comply with these provisions. RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
17. INDEMNIFICATION. To the fullest extent permitted by law, the Contractor will indemnify, defend, and hold harmless the City, its agents, employees, officials, insurers, self-insurance funds, and assigns (collectively, the "Indemnified Parties") from and against any and all claims, demands, suits, and judgments of sums of money accruing against the Indemnified Parties: for loss of life or injury or damage to persons or property arising from or relating to any act or omission or the operation of the Contractor, its agents or employees while engaged in or in connection with the discharge or performance of any Services under this Agreement; and for any and all claims and/or liens for labor, services, or materials furnished to the Contractor in connection with the performance of work under this Agreement. a. Limitation. The Contractor's indemnity does not extend to any loss arising from the gross negligence or willful misconduct of any of the Indemnified Parties, provided that neither the Contractor nor any of its agents or employees contributed to such gross negligence or willful misconduct. b. Independent Duty. The Contractor has an immediate and independent obligation to, at the City's option: (a) defend the City from or (b) reimburse the City for its costs incurred in the defense of any claim that actually or potentially falls within this indemnity, even if: (1) the allegations are or may be groundless, false, or fraudulent; or (2) the Contractor is ultimately absolved from liability. c. Expenses. Notwithstanding any provision to the contrary, the Contractor shall bear the expenses including, but not limited to, the City's reasonable attorney fees and expenses, incurred by the City in enforcing this indemnity. 18. INDEPENDENT CONTRACTOR STATUS. The Contractor is an independent contractor and shall not be deemed an employee, servant, agent, partner, or joint venture of the City and will not hold itself or any of its employees, subcontractors or agents to be an employee, partner, or agent of the City. 19. LIMITATIONS OF THE CITY’S OBLIGATIONS. The City has no obligations not explicitly set forth in this Agreement or any incorporated documents or expressly imposed by law. 20. NO THIRD-PARTY BENEFICIARIES. The Agreement is entered into for the exclusive benefit of the City and the Contractor, and the City and the Contractor expressly disclaim any intent to benefit anyone not a party to this Agreement. 21. NON-DISCRIMINATION. In the performance of this Agreement, the Contractor will not discriminate on the basis, whether in fact or perception, of a person's race, color, creed, religion, national origin, ancestry, age, sex (gender), sexual orientation, gender identity, domestic partner status, marital status, physical or mental disability, or AIDS- or HIV-status against (1) any employee of the City working with the Contractor in any of Contractor’s operations within Orleans Parish or (2) any person seeking accommodations, advantages, facilities, privileges, services, or membership in all business, social, or other establishments or organizations operated by the Contractor. The Contractor agrees to comply with and abide by all applicable federal, state and local laws relating to non-discrimination, including, without limitation, Title VI of the Civil Rights Act of 1964, Section V of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990. RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
22. NON-EXCLUSIVITY. This Agreement is non-exclusive and the Contractor may provide services to other clients, subject to the City’s approval of any potential conflicts with the performance of this Agreement and the City may engage the services of others for the provision of some or all of the work to be performed under this Agreement. 23. NON-SOLICITATION. The Contractor has not employed or retained any company or person, other than a bona fide employee working solely for him, to solicit or secure the subject Agreement. The Contractor has not paid or agreed to pay any person, other than a bona fide employee working for him, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the subject Agreement. 24. NON-WAIVER. The failure of the City to insist upon strict compliance with any provision of the Agreement, to enforce any right or to seek any remedy upon discovery of any default or breach of the Contractor at such time as the initial discovery of the existence of such noncompliance, right, default or breach shall not affect or constitute a waiver of the City’s right to insist upon such compliance, exercise such right or seek such remedy with respect to that default or breach or any prior contemporaneous or subsequent default or breach. 25. OWNERSHIP INTEREST DISCLOSURE. The Contractor will provide a sworn affidavit listing all natural or artificial persons with an ownership interest in the Contractor and stating that no other person holds an ownership interest in the Contractor via a counter letter. For the purposes of this provision, an “ownership interest” shall not be deemed to include ownership of stock in a publicly traded corporation or ownership of an interest in a mutual fund or trust that holds an interest in a publicly traded corporation. If the Contractor fails to submit the required affidavits, the City may, after thirty (30) days’ written notice to the Contractor, take such action as may be necessary to cause the suspension of any further payments until such the required affidavits are submitted. 26. OWNERSHIP OF RECORDS. Upon final payment, all data collected and all products of work prepared, created or modified by Contractor in the performance of this Agreement, including without limitation any and all notes, tables, graphs, reports, files, computer programs, source code, documents, records, disks, original drawings or other such material, regardless of form and whether finished or unfinished, but excluding the Contractor’s personnel and administrative records and any tools, systems, and information used by the Contractor to perform the services under this Agreement, including computer software (object code and source code), know-how, methodologies, equipment, and processes and any related intellectual property (collectively, “Work Product”) will be the exclusive property of City and the City will have all right, title and interest in any Work Product, including without limitation the right to secure and maintain any copyright, trademark, or patent of Work Product in the City’s name. No Work Product may be reproduced in any form with the City’s express written consent. The City may use and distribute any Work Product for any purpose the City deems appropriate without the Contractor’s consent and for no additional consideration to the Contractor. 27. PROHIBITION AGAINST FINANCIAL INTEREST IN AGREEMENT. No elected official or employee of the City shall have a financial interest, direct or indirect, in the Agreement, including through any financial interest held by the spouse, child, or parent. Any willful violation of this RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 provision, with the expressed or implied knowledge of the Contractor, will render this Agreement voidable by the City and shall entitle the City to recover, in addition to any other rights and remedies available to the City, all monies paid by the City to the Contractor pursuant to this Agreement without regard to the Contractor’s satisfactory performance. 28. PROHIBITION ON POLITICAL ACTIVITY. None of the funds, materials, property, or services provided directly or indirectly under the terms of this Agreement shall be used in the performance of this Agreement for any partisan political activity, or to further the election or defeat of any candidate for public office. 29. REMEDIES CUMULATIVE. No remedy set forth in the Agreement or otherwise conferred upon or reserved to any party shall be considered exclusive of any other remedy available to a party. Rather, each remedy shall be deemed distinct, separate and cumulative and each may be exercised from time to time as often as the occasion may arise or as may be deemed expedient. 30. SEVERABILITY. If a court of competent jurisdiction finds any provision of the Agreement to be unenforceable as written, the unenforceable provision should be reformed, if possible, so that it is enforceable to the maximum extent permitted by law, or, if reformation is not possible, the unenforceable provision will be fully severable and the remaining provisions of the Agreement will remain in full force and effect and will be construed and enforced as if the unenforceable provision was never a part the Agreement. 31. SUBCONTRACTOR REPORTING. The Contractor will provide a list of all natural or artificial persons who are retained by the Contractor at the time of the Agreement’s execution and who are expected to perform work as subcontractors in connection with the Contractor’s work for the City. For any subcontractor proposed to be retained by the Contractor to perform work on the Agreement with the City, the Contractor must provide notice to the City within thirty (30) days of retaining that subcontractor. If the Contractor fails to submit the required lists and notices, the City may, after thirty (30) days’ written notice to the Contractor, take any action it deems necessary, including, without limitation, causing the suspension of any payments, until the required lists and notices are submitted. 32. SURVIVAL OF CERTAIN PROVISIONS. All representations and warranties and all obligations concerning record retention, inspections, audits, ownership, indemnification, payment, remedies, jurisdiction, venue, choice of law, and warranties shall survive the expiration, suspension, or termination of the Agreement and continue in full force and effect. 33. SUSPENSION. The City may suspend this Agreement at any time and for any reason by giving two (2) business day’s written notice to the Contractor. The Contractor will resume work upon five (5) business day’s written notice from the City. 34. TERMINATION FOR CAUSE. The City may terminate this Agreement immediately for cause by sending written notice to the Contractor. “Cause” includes without limitation any failure to perform any obligation or abide by any condition of this Agreement or the failure of any representation or warranty in this Agreement, including without limitation any failure to comply with the requirements of the City’s RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Disadvantaged Business Enterprise program and any failure to comply with any provision of City Code § 2-1120 or requests of the Office of Inspector General. If a termination for cause is subsequently challenged in a court of law and the challenging party prevails, the termination will be deemed to be a termination for convenience effective thirty (30) days from the date of the original written notice of termination for cause was sent to the challenging party; no further notice will be required. 35. TERMINATION FOR CONVENIENCE. The City may terminate this Agreement at any time during the term of the Agreement by giving the Contractor written notice of the City’s intention to terminate at least thirty (30) days before the date of termination. 36. TERMINATION FOR NON-APPROPRIATION. This Agreement will terminate immediately in the event of non-appropriation of funds sufficient to maintain this Agreement without the requirement of notice and the City will not be liable for any amounts beyond the funds appropriated and encumbered for this Agreement. 37. TERMS BINDING. The terms and conditions of the Agreement are binding on any heirs, successors, transferees, and assigns. 38. WAIVER OF BENEFITS. The Contractor, as an independent contractor, will not receive from the City any sick and annual leave benefits, medical insurance, life insurance, paid vacations, paid holidays, sick leave, pension, or Social Security for any services rendered to the City under this Agreement.
[END OF ATTACHMENT “B”]
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Attachment “C” DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION PLAN DBE COMPLIANCE FORM-2 DOCUMENTATION OF GOOD FAITH EFFORTS
(Attached Online)
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Attachment “D” CITY OF NEW ORLEANS TAX CLEARANCE AUTHORIZATION According to Section 2-8 of the Code of the City of New Orleans, Louisiana 1995, the City may not enter into or make payments under a contract, grant or cooperative endeavor agreement with any person, corporation, or entity delinquent in City taxes. This form supplies the needed tax clearance. This clearance is issued without prejudice to any tax liabilities discovered by audit. Please refer to the instructions on the back of this form BUSINESS NAME: OWNER’S NAME:
REAL ESTATE TAX NUMBER:
TYPE OF BUSINESS:
BUSINESS ADDRESS:
PERSONAL PROPERTY TAX NUMBER:
MAILING ADDRESS:
CONTACT TELEPHONE:
SALES TAX/OCCUPATIONAL LICENSE NUMBER:
FAX NUMBER:
E-MAIL ADDRESS: ____________________________________________________ PRINT NAME:
TITLE:
AUTHORIZED SIGNATURE: DATE SIGNED: I certify that I have the authority to execute this form with respect to the tax matters covered and that the above is true and correct. The City of New Orleans is authorized to inspect and/or receive confidential tax information. BUREAU OF REVENUE (Room 1W15)
BUREAU OF TREASURY (Room 1W37)
This clearance covers Occupational License and Sales/Use taxes.
This clearance covers Ad Valorem taxes for Real Estate and Business Property taxes.
I hereby assert that after review of the taxpayer’s records of this date that the taxpayer IS NOT delinquent in any taxes owed to the city. This clearance covers the period today through March 1, 20_____. The above clearance may be revoked for failure to pay sales tax.
I hereby assert that after review of the taxpayer’s records of this date that the taxpayer IS NOT delinquent in any taxes owed to the city. This clearance covers the period today through March 1, 20_____.
_______________________________________ _______________ COLLECTOR OF REVENUE DATE
_____________________________________ _______________ TREASURY CHIEF DATE
I attest that the taxpayer named above is not delinquent in any taxes owed to the city. ________________________________ ___________ DIRECTOR OF FINANCE DATE
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
CITY OF NEW ORLEANS TAX CLEARANCE AUTHORIZATION INSTRUCTIONS 1. To complete this form, provide all of the information requested. Failure to fill in ALL information requested will delay processing. If the form is not signed and dated, the form will not be processed. 2. Complete, sign and date the authorization form and submit to the Department with whom you are contracting. 3. This form authorizes the City of New Orleans to inspect and/or receive your confidential tax information. 4. This Tax Clearance Authorization will not be honored for any purpose other than contracting with the City of New Orleans. 5. The following requirements must be met in order for a Tax Clearance Authorization form to be approved by the City of New Orleans. It is recommended that all outstanding tax and business registration be completed prior to processing the form to expedite contract execution. Real Estate/Personal Property Tax o Businesses are required to be current in payment of all Real Estate Tax and Personal Property Tax. o A business can visit the City of New Orleans’ website, www.nola.gov at the Bureau of Treasury webpage to pay outstanding Real Estate and Personal Property taxes due. o A business can mail outstanding tax payments to City of New Orleans, Bureau of the Treasury 1300 Perdido St., Room 1W38, New Orleans, La. 70112. Sales Tax/Occupational License o All businesses are required to have a City of New Orleans Sales Tax number. o If the business is located within Orleans Parish, an Occupational License is also required. If the business is domiciled outside of Orleans Parish, a registration is required to be completed to obtain a Revenue account number. o If a business is not registered, a New Business Application must be completed. The application can be found on the City of New Orleans’ website, www.nola.gov, at the Bureau of Revenue webpage. Under Online Revenue Documents, an application can be downloaded and returned to the City of New Orleans, Bureau of Revenue, 1300 Perdido St., Room 1W15, New Orleans, LA 70112. Any questions may be forwarded to Revenue Administration, 658-1695 or 658-1666. o Non-profit organizations must comply with the Occupational License requirements by completing a New Business Application. The application can be found on the City of New Orleans’ website, www.nola.gov, at the Bureau of Revenue webpage. Under Online Revenue Documents, an application can be downloaded and returned to the City of New Orleans, Bureau of Revenue, 1300 Perdido St., Room 1W15, New Orleans, LA 70112. Any questions may be forwarded to Revenue Administration, 658-1695 or 658-1666. o Once exempt status is confirmed for the non-profit organization, the organization is exempt from Occupational License fees. Revised Tax Clearance Authorization, April 20, 2012
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Attachment “E” CITY OF NEW ORLEANS IDENTIFICATION OF SUBCONTRACTORS STATE OF LOUISIANA PARISH OF
Before me, the undersigned authority, came and appeared first duly sworn, deposed and said that: 1. He/She is the
, who, being
and authorized representative of , hereafter called “Respondent.”
2. The Respondent submits the attached proposal in response to City of New Orleans Proposal #_________________. 3. The Respondent hereby identifies the following persons, natural or artificial, who are retained by Respondent at the time the attached proposal is submitted and who are expected to perform work as subcontractors in connection with the Respondent’s work for the City. Respondent hereby acknowledges and agrees that when new subcontractors not previously named are added to the project, they must be promptly identified to the City User Department within 48 hours of the change. The official change may not take place unless and until the City provides its written approval. ____________________________________ Person(s) and Company Name (if applicable ____________________________________ ____________________________________ Respondent Representative (Signature) (Print or type name) ______ (Address) Sworn to and subscribed before me, _______________, Notary Public, this _____day of ______, 2011___. __________________________ Notary Public (signature) Notary ID#/Bar Roll #
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Attachment “F” CONFLICT OF INTEREST DISCLOSURE AFFIDAVIT
STATE OF LOUISIANA PARISH OF
Before me, the undersigned authority, came and appeared first duly sworn, deposed and said that: 4. He/She is the
, who, being
and authorized representative of , hereafter called “Respondent.”
5. The Respondent submits the attached proposal in response to City of New Orleans Proposal #_________________. 6. The Respondent hereby confirms that a conflict(s) of interest exists/does not exist/may exist in connection with this solicitation which might impair Respondent’s ability to perform if awarded the contract, including any familial or business relationships that the Respondent, the proposed subcontractors, and their principals have with city officials or employees. (If a conflict(s) of interest exists and/or may exist, describe in a letter the nature of the conflict, the parties involved and why there is a conflict. Attach said letter to this form).
Respondent Representative (Signature)
(Print or type name) ______ (Address) Sworn to and subscribed before me, _______________, Notary Public, this _____day of ______, 20___. ____________________________________ Notary Public (signature) Notary ID#/Bar Roll #
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Attachment “G”
SAMPLE CONTRACT AGREEMENT PROFESSIONAL SERVICES AGREEMENT CITY OF NEW ORLEANS AND PARTY NAME PROJECT NAME/NUMBER THIS AGREEMENT (the “Agreement”) is made and entered into this ____ day of ____________, 201___ (the “Effective Date”), by and between the City of New Orleans, represented by Mitchell J. Landrieu, Mayor (the “City”), and Party Name, represented by Party Representative, Title (the “Contractor/Consultant/Other”). WHEREAS, on Month Day, Year, the City issued a request for proposals (if applicable) No. ______ seeking qualified persons to provide professional services including insert general description of the contract’s purpose (the “RFP”); WHEREAS, the Contractor/Consultant/Other submitted a proposal dated Month Day, Year, and the City has selected the Contractor/Consultant/Other to perform the professional services described in the RFP; and NOW THEREFORE, the City and the Contractor/Consultant/Other agree as follows: I.
THE CONTRACTOR/CONSULTANT/OTHER’S OBLIGATIONS.
[Modify obligations and requirements as applicbale in accordance with the RFP.] A. Services. The Contractor/Consultant/Other will, in accordance with the schedule approved by the City: [Insert specific statements of all things the contractor will do or give, any time frame for performance, and any incidental responsibilities (including invoicing, recordkeeping, etc.) (except those that are listed elsewhere)]; 1. ___________________________________________________________________; a. _________________________; i.
_____________________;
ii.
_____________________;
b. _________________________; 2. ___________________________________________________________________; RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 3. Perform all other services and obligations as set forth in any the following documents that are incorporated fully into this Agreement: the RFP; [identify any addenda with dates]; the Contractor/Consultant/Other’s proposal dated Month Day, Year. 4. Submit complete and accurate invoices, maintain records, submit to audits and inspections, maintain insurance, and perform all other obligations of the Contractor/Consultant/Other as set forth in this Agreement; 5. Promptly correct any errors or omissions and any work deemed unsatisfactory or unacceptable by the City, at no additional compensation; 6. Monitor, supervise, and otherwise control and be solely responsible for all persons performing work on its behalf; 7. Perform all requirements set forth in La. R.S. 38:2192, including without limitation the payment of any associated costs, and submit a copy of any recorded documents to the City within thirty (30) days after the approval of the associated plan change or amendment; and 8. Cooperate with the City and any person performing work for the City. The City’s officers and employees are not authorized to request or instruct the Contractor/Consultant/Other to perform any work beyond the scope or duration of this Agreement in the absence of an executed amendment to this Agreement. B. Standards. The Contractor/Consultant/Other, and any person performing work on its behalf, will perform all work under this Agreement in accordance with [identify any professional or other standards specifically applicable to these services]. C. Compliance with Laws. The Contractor/Consultant/Other, and any person performing work on its behalf, will comply with all applicable federal, state, and local laws and ordinances, including, without limitation, [identify any legal requirements specifically applicable to these services]. D. Schedule. 1. The Contractor/Consultant/Other will perform all work under this Agreement according to the following schedule: [Insert any applicable schedule] The Contractor/Consultant/Other will submit a proposed progress schedule to the City within fourteen (14) calendar days of receiving written authorization to proceed from the City. At a minimum, the proposed progress schedule must include the following information and be arranged so the actual progress can be shown as work is completed: [Insert any applicable schedule requirements]. 2. The City has the sole right to approve, reject, or require changes to all schedules relating to the performance of this Agreement, including, without limitation, any proposed progress schedule and any requests for modifications. 3. The Contractor/Consultant/Other acknowledges and agrees that time is of the essence in the performance of this Agreement.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 E. Invoices. 1. The Contractor/Consultant/Other will submit monthly/quarterly/other invoices for work performed under this Agreement to the City no later than ten (10) calendar days following the end of the period covered by the invoice. Untimely invoices may result in delayed payment for which the City is not liable. At a minimum, each invoice must include the following information and supporting documentation: list information & documents required to be submitted with invoice. 2. All invoices must be signed by an authorized representative of the Contractor/Consultant/Other under penalty of perjury attesting to the validity and accuracy of the invoice. 3. The City may require changes to the form of the invoice and may require additional supporting documentation to be submitted with invoices. F. Records and Reporting. 1. The Contractor will maintain all books, documents, papers, accounting records, invoices, materials records, payrolls, work papers, personnel records, and other evidence pertaining to the performance of services under this Agreement, including, without limitation, of costs incurred through the later of number of years written and numerically years from: (a) the completion of this Agreement (including any renewal or extension periods); or (b) from the resolution of any dispute relating to the Agreement. If this Agreement is terminated for any reason, the Contractor will deliver to the City all plans and records of work compiled through the date of termination. 2. The Contractor/Consultant/Other will identify any reporting requirements, including the frequency, method, and contents. 3. 311 Integration: The Contractor/Consultant/Other will provide work progress updates and other information as required by the City through the City’s designated customer service system (“NOLA 311”) within forty-eight (48) hours of any event. The Contractor/Consultant/Other is responsible for ensuring that it has the capabilities to use NOLA 311 as required by this paragraph and will not be entitled to any additional compensation for the performance of these requirements. 4. The Contractor/Consultant/Other is solely responsible for the relevance and accuracy of all items and details included in any reports relating to the work performed under this Agreement, regardless of any review by the City. G. Audit and Inspection. 1. The Contractor/Consultant/Other will submit to any City audit, inspection, and review and, at the City’s request, will make available all documents relating or pertaining to this Agreement maintained by or under the control of the Contractor/Consultant/Other, its employees, agents, assigns, successors and subcontractors, during normal business hours at the Contractor/Consultant/Other’s office or place of business in Louisiana. If no such location is available, the Contractor/Consultant/Other will make the documents available at a time and location that is convenient for the City. 2. The Contractor/Consultant/Other will abide by all provisions of City Code § 2-1120, including but not limited to City Code § 2-1120(12), which requires the Contractor/Consultant/Other to provide the Office of Inspector General with documents and information as requested. Failure to comply with such requests shall RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 constitute a material breach of the contract. The Contractor/Consultant/Other agrees that it is subject to the jurisdiction of the Orleans Parish Civil District Court for purposes of challenging a subpoena. H. Insurance. 1. Except as otherwise noted, at all times during this Agreement or the performance of work required by this Agreement, the Contractor/Consultant/Other will maintain the following insurance in full force and effect for the duration of the work under this Agreement: a. [Insert any applicable insurance requirements approved by the Department of Risk Management.] 2. The Contractor/Consultant/Other will provide the City with the following documents within ten (10) calendar days of this Agreement’s effective date and at any other time at the City’s request: a. Proof of coverage for each policy of insurance required by this Agreement; b. Copies of all policies of insurance, including all policies, forms, and endorsements; and c. Statements disclosing any policy aggregate limit. 3. Without notice from the City, the Contractor/Consultant/Other will: a. Replenish any policy aggregate limit that is impaired before commencement of any work or continuation of any work under this Agreement; b. Substitute insurance coverage acceptable to the City within thirty (30) calendar days if any insurance company providing any insurance with respect to this Agreement is declared bankrupt, becomes insolvent, loses the right to do business in Louisiana, or ceases to meet the requirements of this Agreement; and c. Notify the City’s Risk Manager in writing within forty-eight (48) hours of its receipt of any notice of non-renewal, cancellation, or reduction in coverage or limits affecting any policy of insurance maintained under this Agreement. I. Indemnity. 1. To the fullest extent permitted by law, the Contractor/Consultant/Other will indemnify, defend, and hold harmless the City, its agents, employees, officials, insurers, self-insurance funds, and assigns (collectively, the “Indemnified Parties”) from and against any and all claims, demands, suits, and judgments of sums of money accruing against the Released Parties: for loss of life or injury or damage to persons or property arising from or relating to any act or omission or the operation of the Contractor/Consultant/Other, its agents, subcontractors, or employees while engaged in or in connection with the discharge or performance of any work under this Agreement; and for any and all claims and/or liens for labor, services, or materials furnished to the Contractor/Consultant/Other in connection with the performance of work under this Agreement. 2. The Contractor/Consultant/Other’s indemnity does not extend to any loss arising from the gross negligence or willful misconduct of any of the Indemnified Parties, provided that neither the Contractor/Consultant/Other nor any of its agents, subcontractors, or employees contributed to such gross negligence or willful misconduct. RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 3. The Contractor/Consultant/Other has an immediate and independent obligation to, at the City’s option: (a) defend the City from or (b) reimburse the City for its costs incurred in the defense of any claim that actually or potentially falls within this indemnity, even if: (a) the allegations are or may be groundless, false, or fraudulent; or (b) the Contractor/Consultant/Other is ultimately absolved from liability. II.
REPRESENTATIONS AND WARRANTIES. A. The Contractor/Consultant/Other represents and warrants to the City that:
1. The Contractor/Consultant/Other, through its duly authorized representative, has the full power and authority to enter into and execute this Agreement; 2. The Contractor/Consultant/Other has the requisite expertise, qualifications, staff, materials, equipment, licenses, permits, consents, registrations, and certifications in place and available for the performance of all work required under this Agreement; 3. The Contractor/Consultant/Other is bonded, if required by law, and fully and adequately insured for any injury or loss to its employees and any other person resulting from the actions or omissions of the Contractor/Consultant/Other, its employees, or its subcontractors in the performance of this Agreement; 4. The Contractor/Consultant/Other is not under any obligation to any other person that is inconsistent or in conflict with this Agreement or that could prevent, limit, or impair the Contractor/Consultant/Other’s performance of this Agreement; 5. The Contractor/Consultant/Other has no knowledge of any facts that could prevent, limit, or impair the performance of this Agreement, except as otherwise disclosed to the City and incorporated into this Agreement; 6. The Contractor/Consultant/Other is not in breach of any federal, state, or local statute or regulation applicable to the Contractor/Consultant/Other or its operations; 7. Any rate of compensation established for the performance of services under this Agreement are no higher than those charged to the Contractor/Consultant/Other’s most favored customer for the same or substantially similar services; 8. The Contractor/Consultant/Other has read and fully understands this Agreement and is executing this Agreement willingly and voluntarily; and 9. All of the representations and warranties in this Article and elsewhere in this Agreement are true and correct as of the date of this Agreement by the Contractor/Consultant/Other and the execution of this Agreement by the Contractor/Consultant/Other’s representative constitutes a sworn statement, under penalty of perjury, by the Contractor/Consultant/Other as to the truth of the foregoing representations and warranties. B. Convicted Felon Statement. The Contractor/Consultant/Other complies with City Code § 2-8(c) and no principal, member, or officer of the Contractor/Consultant/Other has, within the preceding five years, been convicted of, or pled guilty to, a felony under state or federal statutes for embezzlement, theft of public funds, bribery, or falsification or destruction of public records. C. Non-Solicitation Statement. The Contractor/Consultant/Other has not employed or retained any company or person, other than a bona fide employee working solely for it, to solicit or secure this Agreement. RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 The Contractor/Consultant/Other has not paid or agreed to pay any person, other than a bona fide employee working for it, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from this Agreement. D. Employee Verification. The Contractor/Consultant/Other swears that (i) it is in compliance with La. R.S. 38:2212.10, and is registered and participates in a status verification system to verify that all employees in the State of Louisiana are legal citizens of the United States or are legal aliens; (ii) it shall continue, during the term of this Agreement, to utilize a status verification system to verify the legal status of all new employees in the State of Louisiana; and (iii) it shall require all subcontractors to submit to the Contractor/Consultant/Other a sworn affidavit verifying compliance with items (i) and (ii) above. Any violation of the provisions of this paragraph may subject this Agreement to termination, and may further result in the Contractor/Consultant/Other being ineligible for any public contract for a period of three years from the date the violation is discovered. The Contractor/Consultant/Other further acknowledges and agrees that it shall be liable for any additional costs incurred by the City occasioned by the termination of this Agreement or the loss of any license or permit to do business in the State of Louisiana resulting from a violation of La. R.S. 38:2212.10. The Contractor/Consultant/Other will provide to the City a sworn affidavit attesting to the above provisions if requested by the City. The City may terminate this Agreement for cause if the Contractor/Consultant/Other fails to provide such the requested affidavit or violates any provision of this paragraph. E. The Contractor/Consultant/Other acknowledges that the City is relying on these representations and warranties and Contractor/Consultant/Other’s expertise, skill, and knowledge and that the Contractor/Consultant/Other’s obligations and liabilities will not be diminished by reason of any approval by the City. III.
THE CITY’S OBLIGATIONS. A. Administration. The City will: 1. Administer this Agreement through the identify Department;
2. Provide the Contractor/Consultant/Other identify any specific documents to be provided and other documents deemed necessary for the Contractor/Consultant/Other’s performance of any work required under this Agreement; and 3. Provide access to Department personnel to discuss the required services during normal working hours, as requested by the Contractor/Consultant/Other. B. Payment. The City will make payments to the Contractor/Consultant/Other at the rate of compensation established in this Agreement based upon the Contractor/Consultant/Other’s certified invoices, except: 1. The City’s obligation to pay is contingent upon the Contractor’s: (a) submission of a complete and accurate invoice; (b) satisfactory performance of the services and conditions required by this Agreement; 2. The City, in its discretion, may withhold payment of any disputed amounts, and no interest shall accrue on any amount withheld pending the resolution of the dispute; 3. The City may set off any amounts due to the Contractor against any amounts deemed by the City to be owed to the City by the Contractor pursuant this Agreement; and RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 4. All compensation owed to the Contractor under this Agreement is contingent upon the appropriation and allocation of funds for work under this Agreement by the City. 5. The City is not obligated under any circumstances to pay for any work performed or costs incurred by the Contractor/Consultant/Other that: exceed the maximum aggregate amount payable established by this Agreement; are beyond the scope or duration of this Agreement; arise from or relate to the any change order within the scope of the Agreement; are for services performed on days on which services were suspended, due to circumstances beyond the control of the City, and no work has taken place; arise from or relate to the correction of errors or omissions of the Contractor/Consultant/Other or its subcontractors; or the City is not expressly obligated to pay under this Agreement. 6. The City, in its discretion, may withhold payment of any disputed amounts, and no interest shall accrue on any amount withheld pending the resolution of the dispute. 7. If this Agreement is terminated for any reason, the City will pay the Contractor/Consultant/Other only for the work requested by the City and satisfactorily performed by the Contractor/Consultant/Other through the date of termination, except as otherwise provided in this Agreement. IV.
COMPENSATION. A. Rate of Compensation.
1. [Describe rate of compensation for all work, including any categories or formulas. Insert any table of rates here.] 2. This Agreement does not guarantee any amount of work or compensation except as specifically authorized by the City in accordance with the terms and conditions of this Agreement. 3. The stated compensation is inclusive, and includes no additional amounts for, the Contractor/Consultant/Other’s costs, including without limitation all expenses relating to overhead, administration, subcontractors, employees, bid preparation, bonds, scheduling, invoicing, insurance, record retention, reporting, inspections, audits, the correction of errors and omissions, or minor changes within the scope of this Agreement. The City will not consider or be obligated to pay or reimburse the Contractor any other charges or fees and the Contractor will not be entitled to any additional compensation or reimbursement, except otherwise specifically provided in the Agreement 4. The Contractor/Consultant/Other immediately will notify the City in writing of any reduction to the rate of compensation for its most favored customer and the rate of compensation established by this Agreement automatically will adjust to the reduced rate effective as of the effective date of the reduction for the most favored customer. B. Maximum Amount. The maximum aggregate amount payable by the City under this Agreement is insert written maximum dollar amount Dollars and insert written maximum cents amountCents ($insert numerical maximum dollar amount). V.
DURATION AND TERMINATION. A. Initial Term. The initial term of this Agreement is one (1) year from the Effective Date.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 B. Extension. The City may extend the term this Agreement for no more than five (5) one (1) year periods pursuant to validly executed amendments, provided that: any extension of this Agreement is subject to and contingent upon the encumbrance of funds; the City determines that the extension facilitates the continuity of services provided under this Agreement; and C. Termination for Convenience. The City may terminate this Agreement at any time during the term of the Agreement by giving the Contractor/Consultant/Other written notice of the termination at least thirty (30) calendar days before the intended date of termination. D. Termination for Non-Appropriation. This Agreement will terminate immediately in the event of non-appropriation of funds sufficient to maintain this Agreement without the requirement of notice and the City will not be liable for any amounts beyond the funds appropriated and encumbered for this Agreement. E. Termination for Cause. The City may terminate this Agreement immediately for cause by sending written notice to the Contractor/Consultant/Other. “Cause” includes without limitation any failure to perform any obligation or abide by any condition of this Agreement or the failure of any representation or warranty in this Agreement, including without limitation any failure to comply with the requirements of the City’s Disadvantaged Business Enterprise program and any failure to comply with any provision of City Code § 21120 or requests of the Office of Inspector General. If a termination for cause is subsequently challenged in a court of law and the challenging party prevails, the termination will be deemed to be a termination for convenience effective thirty (30) days from the date of the original written notice of termination for cause was sent to the challenging party; no further notice will be required. F. Suspension. The City may suspend this Agreement at any time and for any reason by giving two (2) business day’s written notice to the Contractor/Consultant/Other. The Contractor/Consultant/Other will resume work upon five (5) business day’s written notice from the City. VI.
NON-DISCRIMINATION.
A. Equal Employment Opportunity. In all hiring or employment made possible by, or resulting from this Agreement, the Contractor/Consultant/Other (1) will not be discriminate against any employee or applicant for employment because of race, color, religion, gender, age, physical or mental disability, national origin, sexual orientation, creed, culture, or ancestry, and (2) where applicable, will take affirmative action to ensure that the Contractor/Consultant/Other’s employees are treated during employment without regard to their race, color, religion, gender, age, physical or mental disability, national origin, sexual orientation, creed, culture, or ancestry. This requirement shall apply to, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. All solicitations or advertisements for employees shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, physical or mental disability, national origin, sexual orientation, creed, culture, or ancestry. B. Non-Discrimination. In the performance of this Agreement, the Contractor/Consultant/Other will not discriminate on the basis, whether in fact or perception, of a person's race, color, creed, religion, national origin, ancestry, age, sex (gender), sexual orientation, gender identity, domestic partner status, marital status, physical or mental disability, or AIDS- or HIV-status against (1) any employee of the City working with the RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 Contractor/Consultant/Other in any of Contractor/Consultant/Other’s operations within Orleans Parish or (2) any person seeking accommodations, advantages, facilities, privileges, services, or membership in all business, social, or other establishments or organizations operated by the Contractor/Consultant/Other. The Contractor/Consultant/Other agrees to comply with and abide by all applicable federal, state and local laws relating to non-discrimination, including, without limitation, Title VI of the Civil Rights Act of 1964, Section V of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990. C. Incorporation into Subcontracts. The Contractor/Consultant/Other will incorporate the terms and conditions of this Article into all subcontracts, by reference or otherwise, and will require all subcontractors to comply with those provisions. D. The City may terminate this Agreement for cause if the Contractor/Consultant/Other fails to comply with any obligation in this Article, which failure is a material breach of this Agreement. VII.
INDEPENDENT CONTRACTOR.
A. Independent Contractor Status. The Contractor/Consultant/Other is an independent contractor and shall not be deemed an employee, servant, agent, partner, or joint venture of the City and will not hold itself or any of its employees, subcontractors or agents to be an employee, partner, or agent of the City. B. Exclusion of Worker’s Compensation Coverage. The City will not be liable to the Contractor/Consultant/Other, as an independent contractor as defined in La. R.S. 23:1021(6), for any benefits or coverage as provided by the Workmen’s Compensation Law of the State of Louisiana. Under the provisions of La. R.S. 23:1034, any person employed by the Contractor/Consultant/Other will not be considered an employee of the City for the purpose of Worker’s Compensation coverage. C. Exclusion of Unemployment Compensation Coverage. The Contractor/Consultant/Other, as an independent contractor, is being hired by the City under this Agreement for hire and defined in La. R.S. 23:1472(E) and neither the Contractor/Consultant/Other nor anyone employed by it will be considered an employee of the City for the purpose of unemployment compensation coverage, which coverage same being hereby expressly waived and excluded by the parties, because: (a) the Contractor/Consultant/Other has been and will be free from any control or direction by the City over the performance of the services covered by this contract; (b) the services to be performed by the Contractor/Consultant/Other are outside the normal course and scope of the City’s usual business; and (c) the Contractor/Consultant/Other has been independently engaged in performing the services required under this Agreement prior to the date of this Agreement. D. Waiver of Benefits. The Contractor/Consultant/Other, as an independent contractor, will not receive from the City any sick and annual leave benefits, medical insurance, life insurance, paid vacations, paid holidays, sick leave, pension, or Social Security for any services rendered to the City under this Agreement.
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 VIII.
NOTICE.
Except for any routine communication, any notice, demand, communication, or request required or permitted under this Agreement will be given in writing and delivered in person or by certified mail, return receipt requested as follows: 1. To the City: Department Head Title, Department City of New Orleans Street Address and/or PO Box New Orleans, LA 70112 & City Attorney City of New Orleans 1300 Perdido Street, Suite 5E03 New Orleans, LA 70112 2. To the Contractor/Consultant/Other: Contractor Contact Contractor/Consultant/Other Street Address and/or PO Box City, State ZIP Notices are effective when received, except any notice that is not received due to the intended recipient’s refusal or avoidance of delivery is deemed received as of the date of the first attempted delivery. Each party is responsible for notifying the other in writing that references this Agreement of any changes in its address(es) set forth above. IX.
ADDITIONAL PROVISIONS.
A. Limitations of the City’s Obligations. The City has no obligations not explicitly set forth in this Agreement or any incorporated documents or expressly imposed by law. B. [If applicable]Special Conditions for CDBG Contracts. The “CDBG Compliance Provisions for Professional Services Contracts,” attached as Exhibit “___” to this Agreement, are expressly incorporated in the Agreement and will be effective, notwithstanding any provision of the Agreement or any incorporated documents, to the contrary, upon the City’s notice to the Contractor/Consultant/Other that the City intends to seek reimbursement from the Community Development Block Grant Program in connection with the work to be performed under this Agreement. C. Order of Documents. In the event of any conflict between the provisions of this Agreement any incorporated documents, the terms and conditions of the documents will apply in this order: the Agreement; [list all incorporated documents in descending order.] D. Ownership Interest Disclosure. The Contractor/Consultant/Other will provide a sworn affidavit listing all natural or artificial persons with an ownership interest in the Contractor/Consultant/Other and stating RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 that no other person holds an ownership interest in the Contractor/Consultant/Other via a counter letter. For the purposes of this provision, an “ownership interest” shall not be deemed to include ownership of stock in a publicly traded corporation or ownership of an interest in a mutual fund or trust that holds an interest in a publicly traded corporation. If the Contractor/Consultant/Other fails to submit the required affidavits, the City may, after thirty (30) days’ written notice to the Contractor/Consultant/Other, take such action as may be necessary to cause the suspension of any further payments until such the required affidavits are submitted. E. Subcontractor Reporting. The Contractor/Consultant/Other will provide a list of all natural or artificial persons who are retained by the Contractor/Consultant/Other at the time of the Agreement’s execution and who are expected to perform work as subcontractors in connection with the Contractor/Consultant/Other’s work for the City. For any subcontractor proposed to be retained by the Contractor/Consultant/Other to perform work on the Agreement with the City, the Contractor/Consultant/Other must provide notice to the City within 30 days of retaining that subcontractor. If the Contractor/Consultant/Other fails to submit the required lists and notices, the City may, after 30 days’ written notice to the Contractor/Consultant/Other, take any action it deems necessary, including, without limitation, causing the suspension of any payments, until the required lists and notices are submitted. F. Prohibition of Financial Interest in Agreement. No elected official or employee of the City shall have a financial interest, direct or indirect, in this Agreement. For purposes of this provision, a financial interest held by the spouse, child, or parent of any elected official or employee of the City shall be deemed to be a financial interest of such elected official or employee of the City. Any willful violation of this provision, with the expressed or implied knowledge of Contractor/Consultant/Other, shall render this Agreement voidable by the City and shall entitle the City to recover, in addition to any other rights and remedies available to the City, all monies paid by the City to Contractor/Consultant/Other pursuant to this Agreement without regard to Contractor/Consultant/Other’s otherwise satisfactory performance of the Agreement. G. Prohibition on Political Activity. None of the funds, materials, property, or services provided directly or indirectly under the terms of this Agreement shall be used in the performance of this Agreement for any partisan political activity, or to further the election or defeat of any candidate for public office. H. Conflicting Employment. To ensure that the Contractor/Consultant/Other’s efforts do not conflict with the City’s interests, and in recognition of the Contractor/Consultant/Other’s obligations to the City, the Contractor/Consultant/Other will decline any offer of other employment if its performance of this Agreement is likely to be adversely affected by the acceptance of the other employment. The Contractor/Consultant/Other will promptly notify the City in writing of its intention to accept the other employment and will disclose all possible effects of the other employment on the Contractor/Consultant/Other’s performance of this Agreement. The City will make the final determination whether the Contractor/Consultant/Other may accept the other employment. I. Non-Exclusivity. This Agreement is non-exclusive and the Contractor/Consultant/Other may provide services to other clients, subject to the City’s approval of any potential conflicts with the performance of this Agreement and the City may engage the services of others for the provision of some or all of the work to be performed under this Agreement. J. Assignment. This Agreement and any part of the Contractor/Consultant/Other’s interest in it are not assignable or transferable without the City’s prior written consent. RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 K. Terms Binding. The terms and conditions of this Agreement are binding on any heirs, successors, transferees, and assigns. L. Jurisdiction. The Contractor/Consultant/Other consents and yields to the jurisdiction of the State Civil Courts of the Parish of Orleans and formally waives any pleas or exceptions of jurisdiction on account of the residence of the Contractor. M. Choice of Law. This Agreement will be construed and enforced in accordance with the laws of the State of Louisiana without regard to its conflict of laws provisions. N. Construction of Agreement. Neither party will be deemed to have drafted this Agreement. This Agreement has been reviewed by all parties and shall be construed and interpreted according to the ordinary meaning of the words used so as to fairly accomplish the purposes and intentions of all parties. No term of this Agreement shall be construed or resolved in favor of or against the City or the Contractor/Consultant/Other on the basis of which party drafted the uncertain or ambiguous language. The headings and captions of this Agreement are provided for convenience only and are not intended to have effect in the construction or interpretation of this Agreement. Where appropriate, the singular includes the plural and neutral words and words of any gender shall include the neutral and other gender. O. Severability. Should a court of competent jurisdiction find any provision of this Agreement to be unenforceable as written, the unenforceable provision should be reformed, if possible, so that it is enforceable to the maximum extent permitted by law or, if reformation is not possible, the unenforceable provision shall be fully severable and the remaining provisions of the Agreement remain in full force and effect and shall be construed and enforced as if the unenforceable provision was never a part the Agreement. P. Survival of Certain Provisions. All representations and warranties and all obligations concerning record retention, inspections, audits, ownership, indemnification, payment, remedies, jurisdiction, choice of law, and [identify any other important provisions that should survive termination] shall survive the expiration, suspension, or termination of this Agreement and continue in full force and effect. Q. No Third-Party Beneficiaries. This Agreement is entered into for the exclusive benefit of the parties and the parties expressly disclaim any intent to benefit anyone not a party to this Agreement. R. Amendment. No amendment of or modification to this Agreement shall be valid unless and until executed in writing by the duly authorized representatives of both parties to this Agreement. S. Non-Waiver. The failure of either party to insist upon strict compliance with any provision of this Agreement, to enforce any right or to seek any remedy upon discovery of any default or breach of the other party at such time as the initial discovery of the existence of such noncompliance, right, default or breach shall not affect or constitute a waiver of either party’s right to insist upon such compliance, exercise such right or seek such remedy with respect to that default or breach or any prior contemporaneous or subsequent default or breach. T. Entire Agreement. This Agreement, including all incorporated documents, constitutes the final and complete agreement and understanding between the parties. All prior and contemporaneous agreements and understandings, whether oral or written, are superseded by this Agreement and are without effect to vary or alter any terms or conditions of this Agreement.
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015 IN WITNESS WHEREOF, the City and the Contractor/Consultant/Other, through their duly authorized representatives, execute this Agreement. CITY OF NEW ORLEANS BY: MITCHELL J. LANDRIEU, MAYOR FORM AND LEGALITY APPROVED: Law Department By: Printed Name: PARTY NAME BY: PARTY REPRESENTATIVE, TITLE CORPORATE TAX I.D
RFP No. 4011-01877
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City of New Orleans, Louisiana Request for Proposals Enterprise Resource Planning System July 15, 2015
Attachment “H” PRICE PROPOSAL
RFP No. 4011-01877
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Column 1
Software License/Lease Module Core: Accounts Payable Accounts Receivable Asset Management Budget Management Contract Management
Column 2
Column 3
Third-Party Software License/Lease
Implementation Services
Column 4
Column 5
Implementation Train-the-Trainer End-user Training
Column 6
Column 7
Column 8
Column 9
Data Conversions
Interfaces
Modifications
Total Implementation
General Ledger Grant Accounting Project Accounting Purchasing Treasury Management System-Wide -- Reporting -- Document Management -- Workflow -- Mobile Computing -- MS Productivity Suite -- Security Other (please explain) Other (please explain) Other (please explain) Core Total Optional: Cashiering Fleet Management Inventory Management Retirement Administration Work Order Management Other (please explain) Other (please explain) Other (please explain) Other (please explain) Other (please explain) Other (please explain) Other (please explain) Other (please explain) Optional Total Grand Total
EXAMPLE OF DATA ENTRY STYLE
$
10,000 $
9,000 $
11,000 $
2,000 $
Page 1 of 3
3,000 $
4,500 $
1,300 $
1,200 $
42,000
Column 10
Column 11
Column 12
Column 13
Post-implementation Recurring Costs Year2 Year3 Year4
Year1
Column 14
Year5
Column 15
Total On-going
Module Core: Accounts Payable Accounts Receivable Asset Management Budget Management Contract Management
Column 16
Column 17
Column 18
Total Implementation (from Column 9)
Grand Totals Total On-going (from Column 15)
Grand Total (Column 16+ Column 17)
General Ledger Grant Accounting Project Accounting Purchasing Treasury Management System-Wide -- Reporting -- Document Management -- Workflow -- Mobile Computing -- MS Productivity Suite -- Security Other (please explain) Other (please explain) Other (please explain) Core Total Optional: Cashiering Fleet Management Inventory Management Retirement Administration Work Order Management Other (please explain) Other (please explain) Other (please explain) Other (please explain) Other (please explain) Other (please explain) Other (please explain) Other (please explain) Optional Total Grand Total
EXAMPLE OF DATA ENTRY STYLE
$
1,200 $
1,300 $
1,400 $
1,500 $
1,600 $
Page 2 of 3
7,000
$
42,000 $
7,000 $
49,000
Hardware Hardware Description
If infrastructure and hardware are not included in the prices outlined on sheet 1, please include them here. Note: Please include on-going costs associated with the referenced hardware if applicable. Required Sample Price Comments Quantity
Example of hardware
2
$500
two units at $500 per unit
Example of hardware ongoing cost
2
$50
annual maintenance per unit
Page 3 of 3
