Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
MIAMI DADE COLLEGE PURCHASING DEPARTMENT 11011 S.W. 104 STREET, ROOM 9254 MIAMI, FL 33176
INVITATION TO NEGOTIATE # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College SUBMITTAL DATE: MAY 05, 2014 – AT 3:00PM Proposals will be accepted in the Purchasing Department, Kendall Campus, Room 9254, 11011 S.W. 104 Street, Miami, FL 33176 prior to 3:00 P.M., on or before May 05, 2014 and may NOT be withdrawn for 120 days after opened. Proposals received after 3:00 P.M. on May 05, 2014 will be returned to the vendor unopened. The time will be based on the time kept in the Purchasing Department. PRE-PROPOSAL MEETING SCHEDULED FOR APRIL 11, 2014 AT 10:00AM, AT THE WOLFSON CAMPUS, ETCOTA, ROOM 7128, 300 N.E. 2ND AVE., MIAMI, FLORIDA 33132.
ROMAN MARTINEZ, MPA, CPPO, CPPB, GROUP DIRECTOR - PURCHASING
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
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TABLE OF CONTENTS INTENT AND PURPOSE ON ITN .............................................................................4 1.1 Enterprise Resource Planning (ERP) System Implementation and Hosting Services ................................................................................................4 1.2 Minimum Qualification Requirements ..............................................................5 1.3 Invitation to Negotiate .......................................................................................5 1.4 Invitation to Negotiate Process ..........................................................................5 BACKGROUND INFORMATION ABOUT THE COLLEGE...................................6 2.1 Institutionl Profile ..............................................................................................6 2.2 Current Businee Systems ...................................................................................7 2.3 Related Initiatives & Projects ............................................................................8 2.4 ERP Preparation .................................................................................................8 ITN SCHEDULE ..........................................................................................................9 3.1 Timeline .............................................................................................................9 3.2 Pre-Proposal ITN Conference ..........................................................................10 3.3 Confirmation of Attendance to Pre-Proposal Conference ...............................10 PROPOSAL INSTRUCTIONS ..................................................................................11 4.1 Statement of No Response ...............................................................................11 4.2 Submission of Proposal ...................................................................................11 4.3 Deadline for Questions ....................................................................................11 4.4 Contact with College Staff ...............................................................................11 4.5 Small Local Business Enterprise Policy and Procedure ..................................12 4.6 Withdrawal of Proposal ...................................................................................12 4.7 Modification of Proposal .................................................................................12 EVALUATION CRITERIA AND PROCESS ...........................................................13 5.1 Evaluation Committee Meetings .....................................................................13 5.2 Interview and Presentations .............................................................................13 5.3 Site Visit - Existing Sites where Proposer has implemented Oracle/PeopleSoft ERP applications solutions and hosting services...............13 5.4 Method of Evaluation ......................................................................................14 5.5 Evaluation Criteria ...........................................................................................14 5.6 Steps in the ITN Process ..................................................................................15 5.7 Errors and Omissions in Vendor's Proposal ....................................................17 5.8 Determination and Verification of Information Concerning Vendor's Qualifications ................................................................18 5.9 Rejection of Proposals .....................................................................................18 5.10 Notice of Intended Decision and Bid Protest...................................................18 5.11 Contract Requirements ....................................................................................18 5.12 Public Record ...................................................................................................19 5.13 Familiarity with Laws ......................................................................................19 5.14 Termination Provisions ....................................................................................19 5.14.1 Termination Without Cause ..................................................................19 5.14.2 Termination for Cause ..........................................................................19 5.14.3 Suspension ............................................................................................20 5.14.4 Default ..................................................................................................20 5.14.5 Non-Appropriations ..............................................................................20 STATEMENT OF WORK .......................................................................................21 2
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
6.1 6.2 6.3 6.4 6.5 6.6 6.7
Implementation Services Scope of Work (Proposal Resposne Required).......21 Hosting Services Scope of Work (Proposal Resposne Required) ...................26 Project Management (Proposal Response Required).......................................28 Project Staffing (Proposal Response Required)...............................................30 Viability (Proposal Response Required)..........................................................32 Cost (Proposal Response Required) ................................................................33 Performance Evaluation Surveys - References (Proposal Response Required) .........................................................................34 Exhibit A - Product Listing ..............................................................................35 Exhibit B - Mandatory Reports/File Submission .............................................38 Exhibit C - Legacy Applications (To be replaced by the new ERP) ...............39 Exhibit D - Related Initiatives and Projects (To be implemented by College Staff) ............................................................43 Exhibit E - Existing Systems (To be interfaced with the new ERP) ...............44 Exhibit F - Pricing............................................................................................47 Exhibit G - AS-IS process map ........................................................................50 7. REQUIRED INFORMATION TO BE SUBMITTED WITH PROPOSAL RESPONSE ...........................................................................................67 7.1 ITN Proposal Organization ..............................................................................67 7.2 Number of Proposal Copies Required .............................................................67 7.3 Required Forms (Section 8.0) ..........................................................................67 7.3.1 Proposal Cover Sheet (Section 8.1) ........................................................67 7.3.2 Contact Information ................................................................................67 7.3.3 Non Discrimination in Employmeent Form ...........................................67 7.3.4 Acknowledgement of Addenda Form (Section 8.3) ...............................67 7.3.5 Public Entity Crimes Form (Section 8.4) ................................................68 7.4 Information Regarding the Proposer/Team .....................................................68 7.4.1 Ownership Information ...........................................................................68 7.4.2 Proposer/Sub-Team Experience and Services ........................................68 7.4.3 Proposer and Sub-Team Locations .........................................................68 7.4.4 Service, maintenance, quality control/assurance and support capabilities .................................................................................69 7.5 Indemnification Agreement .............................................................................69 7.6. Additional Information ....................................................................................69 7.7 Acknowledgement of Compliance or Noncompliance ....................................70 7.8. Additional Considerations (Optional Response) .............................................70 8. REQUIRED FORMS ..................................................................................................71 8.1 Proposal Cover Sheet .......................................................................................72 8.2 Nondiscrimination in Employment ..................................................................73 8.3 Acknowledgement of Addenda Form ..............................................................75 8.4 Sworn Statement Pursuant to Section 287.133(3)(A), Florida Statutes on Public Entity Crimes .........................................................76 8.5 Notice of Attendance - Pre-Proposal ITN Conference ....................................79 8.6 Statement of No Response ...............................................................................80 8.7 Performance Evaluation Susrveys (References) ..............................................81
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
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INTENT AND PURPOSE ON ITN
1.1
Enterprise Resource Planning (ERP) System Implementation and Hosting Services Miami Dade College currently uses the Integrow (i.e. internally referred to as Odyssey) system which is a homegrown consortium based Enterprise Resource Planning (ERP) system which was created and designed for the exclusive utilization of member State colleges within the Florida College System. Due to Miami Dade College’s unprecedented growth in service size as well as in the size of its systems and processes, the Integrow system has reached its maximum capacity of service and support. The College has issued a solicitation for the evaluation and purchase of an ERP system and has selected Oracle/PeopleSoft ERP System. It is for this reason that Miami Dade College invites respondents to participate in the Miami Dade College (hereinafter referred to as the “College” or “MDC”) procurement process to select an implementation and hosting partner for the upcoming Oracle PeopleSoft ERP software implementation to support all the functionalities listed in Miami Dade College ITN – 2013-21-13 Evaluation and Purchase of College-wide Enterprise Resource Planning (ERP) System Solution. The Proposer will collaborate with the College for the implementation and hosting of the Oracle PeopleSoft products listed under the Scope of Work of this solicitation. The service will include design, development, implementation, configuration, documentation, testing, training, data conversion, project and change management, and post-implementation support. The Proposer will provide a hosting environment which includes a complete data center infrastructure and entire life-cycle of services for stand up, implementation, configuration, go-live, and post go-live as products are completed to support the PeopleSoft implementation of the College. The hosting services will be for the duration of the successful production implementation of all in-scope products listed in the scope of work, and the Contractor is expected to keep all installed products current with latest releases and patches, unless otherwise directed by the College. At the end of the initial contract period the College will re-evaluated the hosting environment and may extend these services. The College shall have a single prime contractor as the result of any contract negotiation, and that prime contractor shall be responsible for all deliverables specified in the ITN and proposal. Prospective proposers may enter into subcontractor arrangements, however, should acknowledge in their proposals total responsibility for the entire contract. If the proposer intends to subcontract for portions of the work, the proposer should identify any subcontractor relationships and include specific designations of the tasks to be performed by the subcontractor. Information required of the proposer under the terms of this ITN is also required for each subcontractor. The prime contractor shall be the single point of contact for all subcontract work. Unless provided for in the contract with the College, the prime contractor shall not contract with any other party for any of the services herein contracted without the express prior written approval of the College.
1.2.
Minimum Qualification Requirements
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
The following list below of requirements is hereby provided to assist the College in determining that a proposer meets or exceeds the minimum requirements to provide any/all services under this ITN solicitation. These requirements will be used to determine the proposals that will be evaluated by the Evaluation Committee. A. B.
C.
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Oracle/PeopleSoft certified Implementation Partner. The Proposer must have completed, as primary vendor, implementations of each one of the major core Oracle/PeopleSoft components, i.e. Human Resources, Finance, and Student (including Financial Aid) at a minimum of five (5) Higher Education Institutions, with at least two (2) Student implementations of PeopleSoft Campus Solution 8.9 or later. The Proposer must have hosted at least five (5) Oracle/PeopleSoft implementations, with at least two (2) Student implementations of PeopleSoft Campus Solution 8.9 or later Hosting services must be located within the contiguous United States.
1.3. Invitation to Negotiate The ITN process is a flexible procurement process that is used when highly specialized services are required. Negotiations offer an opportunity for selected finalist respondent(s) to discuss their responses with an Evaluation Committee and present a “best and final offer” that may lead to a negotiated agreement. The goal of this comprehensive process is for identification of the optimal outcome or the solution that best meets the needs of the College. Only representatives of the participating respondents who are authorized to negotiate and make agreements shall be involved in negotiation. Florida Statute 287.057(1), F.S. offers the following guidance on the purpose behind an ITN: s. 287.057(1)(c) “to determine the best method for achieving a specific goal or solving a particular problem…” s. 287.057(1)(c) “identifies one or more responsive vendors with which the agency may negotiate in order to receive the best value.” s. 287.057(1)(c)4 “After negotiations are conducted, the agency shall award the contract to the responsible and responsive vendor that the agency determines will provide the best value to the state…” 1.4. Invitation to Negotiate Process The purchasing ITN process will be conducted in accordance with Florida Statute and State Board of Education Rule Chapter 6A-14.0734, Florida Administrative Code.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
2.
BACKGROUND INFORMATION ABOUT THE COLLEGE
2.1. Institutional Profile The College, hereinafter referred to as "MDC" or the "College," is a publicly supported State college, which serves the populous metropolitan Miami-Dade County through eight campuses and a number of off-campus centers. The campuses are North Campus, Kendall Campus, Wolfson Campus, Medical Campus, InterAmerican Campus, Homestead Campus, Hialeah Campus and West Campus. The number and locations of extension centers can and will vary during the term of this contract. The College serves 170,000 students annually and employs over 7,000 faculty and staff. MDC offers more than 150 academic programs leading to the Associate in Arts (A.A.), Associate in Science (A.S.), Associate in Applied Science (A.A.S.), and Bachelor of Science (B.S.) (in several fields), Bachelor of Applied Science (in criminal justice), as well as numerous certificates. In addition, the College offers a full range of non-credit programs through the School of Continuing Education & Professional Development, Adult Education, GED Preparation, English as a Second Language, and more. MDC is one of 28 colleges in the Florida College System and is a political subdivision of the State of Florida. The District Board of Trustees of Miami Dade College consists of seven appointed members that work directly with the College President in all matters pertaining to the governance and operation of the College. The District Board is responsible to the State Board of Education and the State Commissioner of Education. Through its open door policy, the College provides educational opportunities to all, regardless of sex, race, religion, marital status, age, national origin, handicaps or financial resources. The instructional program is designed to prepare students for the upper division of senior colleges and universities, or for immediate job entry into career fields. Courses are also offered to meet students' personal interests or to upgrade their occupational skills. The mission of Miami Dade College is to change lives through the opportunity of education. As democracy’s college, MDC provides high quality teaching and learning experiences that are accessible and affordable to meet the needs of our diverse students and prepare them to be responsible global citizens and successful lifelong learners. The College embraces its responsibility to serve as an economic, cultural and civic beacon in our community. As a political subdivision of the State of Florida, the College is exempt from all Federal Excise Taxes and State Sales Tax. For more information on Miami Dade College, its students and unique educational environment, visit its website at www.mdc.edu.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
2.2. Current Business Systems The diagram below shows the current business systems at a high level with the integrations between systems and the database platforms used for the various functional components. The core functional areas, i.e. Finance, Student Services, Facilities Management, and Human Resources are all developed on a Adabas database on a Linux platform. The College has also developed various web applications utilizing SQL databases, where some are replicated from Adabas. The Financial Aid system (ProSAM) is also hosted on a SQL database, with various integrations to Finance, Human Resources and Student Services through real-time or batch. Analytics, Self Service, Communications, and Reporting functionalities use combinations of functionalities and utilities available within the different systems.
• • • • •
Student Accounts Accounts Receivable Cashiering Billing Fees & Tuition
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Analytics Communications
• • • • •
Financial Aid Application Eligibility Monitoring Need Analysis Budgeting Packaging & Disbursement Award Management Loan Management
Book Certification College-wide Course Selection Service Learning Student Elections ……. • • • • • • •
Finance 3rd
Party Financial Aid
Adabas/Linux
MDC developed Web Apps
SQL
Student Services
Self Service
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General Ledger Purchasing & Receiving Accounts Payable Budgeting Cash Management Approval/Workflow Property Control
• • • • • • •
Admissions Advisement & Retention Registration Curriculum Management Student Records Degree Audit Scheduling
Human Facilities Resources Management
Compensation & Benefits Time & Attendance Position Control Classification & Assignments Applicant Tracking Employee Records Payroll
• Facility Inventory
Federal/
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
2.3. Related Initiatives and Projects Although not part of the Scope of Work, the College is currently engaged in several initiatives, as well as purchasing new software, that will require some level of integration with the ERP system. It is expected that the development of interfaces to/from these systems will be the responsibility of the MDC staff. However, the College may request the Contractor to host some of these applications. The College will request separate quotes for these hosting services. Although not intended to be a complete list, Exhibit-D is a sampling of purchased products and College-wide activities but does not include campus-based initiatives. 2.4. ERP Preparation In anticipation of the new ERP implementation, the College has retained assistance from an outside firm to map out high-level business processes. The exercise yielded 280 process maps, listed in Exhibit-G, that reflect the current workflows in the Student, Human Resources, and Finance areas. These maps are intended to be used as references. The College is open to re-engineer existing workflows in alignment with the best practices in industry to achieve greater efficiency. The College has also formed a data standards task force to develop policies and procedures on data management. The task force is also responsible for standardizing data definitions.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
3.
ITN SCHEDULE
3.1
Timeline The following schedule is a general guideline for issuance, evaluation, recommendation for award of this ITN and the issuance of the contract. The College may change the dates of any events listed below. Any changes to this schedule will be posted in the Purchasing Department and will be advertised in the Daily Business Review. DATE March 24, 2014 March 26, 2014 or before April 11, 2014 April 22, 2014 May 05, 2014, May 22, 2014 May 29, 2014 June 05, 2014 June, 2014 July 01, 2014 July 15, 2014 July 15, 2014 September 01, 2014
EVENT Issue ITN Legal Advertisement Pre-proposal ITN Conference, 10:00am Last day to submit questions and information requests By 5:00 p.m. Proposals due by 3:00 p.m. Evaluation Committee Meeting #1 Evaluation Committee Meeting #2 Evaluation Committee Meeting #3 (If required) (Negotiation meetings and request for “Best & Final Offer” (BAFO)) Recommendation from Steering Committee to the College President Posting of Award Recommendation Recommendation of award presented to District Board of Trustees of Miami Dade College for ratification Contract Starts
All Evaluation Committee-meeting locations, dates and times will be noticed in the Daily Business Review and posted in the College’s Purchasing Department for public viewing. All dates mentioned above are tentative and subject to change or postponement. Any changes to this schedule will be noticed in the Daily Business Review and posted in the Purchasing Department, Room #9254, Kendall Campus. All meetings are open to the public.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
3.2
Pre-Proposal ITN Conference The College will conduct a pre-proposal meeting on April 11, 2014 beginning at 10:00am, at the Wolfson Campus – ETCOTA, 300 NE 2nd Ave., Miami, FL 33132 The preproposal conference is considered part of the ITN process. This will be the only time the College staff and administration will be available to respond directly to questions regarding these services. At the conclusion of this meeting the Proposers will not be allowed to contact the College staff directly, see Section 4.4, Contact with College Staff, for additional information. If the Proposer feels that any specifications in this ITN are unreasonable, this should be brought to the College’s attention at the Pre-Proposal meeting. Any changes, additions, or modifications to the ITN specifications that are a result of information obtained at the preproposal conference will be issued as an addendum to the ITN and will become a part of the ITN.
3.3
Confirmation of Attendance to Pre-Proposal ITN Conference All Proposers providing a response to this ITN solicitation and planning to attend the scheduled Pre-Proposal Meeting are asked to complete the confirmation of ITN Pre-Proposal Meeting Attendance form found in Section 8.5. Complete this information and send form to: Roman Martinez, Group Director - Purchasing, (FAX) (305) 237-0737 or (EMAIL)
[email protected].
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
4.0
PROPOSAL INSTRUCTIONS The Proposer will thoroughly examine and be familiar with the technical specifications, terms and conditions as stated in this ITN document. The failure or omission of the Proposer to review this document completely will not relieve the Proposer of any obligations with respect to the possible award of this ITN. Federal, State, County and local laws, ordinance rules, and regulations that in any manner affect the items covered herein will apply. Lack of knowledge by the Proposer will in no way be a cause for relief from any requirement included in this solicitation.
4.1
Statement of No Response If declining to submit a proposal, please return the Statement of No Response form located in Section 10.6.
4.2
Submission of Proposal Vendors should submit one original hard copy and one digital pdf copy on a flash drive or CD. The original proposal should be submitted in a 3-ring binder and all sections should be easily identifiable and match all the required documentation requested in this Invitation to Negotiate. Proposals must be received in the Purchasing Department, Kendall Campus, Building 9000, Room 9254, 11011 SW 104 Street, Miami, FL 33176 prior to 3:00 p.m. on May 05, 2014. Proposals are to be labeled ITN # 2014-21-21. Bids received after 3:00 p.m. will be returned to the Vendor unopened. The time will be based on the time kept in the Purchasing Department. Delivery of the proposals to the College’s mailroom or to any other location other than the Purchasing Department is not considered to meet the requirements for a timely delivery. It is the sole responsibility of the Proposer to assure that the proposal is delivered according to the terms of this section. Copies of proposals shall not be submitted to any other office or department whatsoever at the College. Proposals will be opened at 3:00 p.m.
4.3
Deadline for Questions The last date for Vendors to submit written questions relative to this ITN or to request information will be April 22, 2014. Questions must be sent to Roman Martinez, Group Director-Purchasing. Questions may be submitted by facsimile to 305-237-0737 or email to
[email protected]. Questions and requests must be in writing and must be received by 5:00 p.m. EST, on or before April 22, 2014. The fax should contain the following information: ITN# 2014-21-21, company name, address, phone number, facsimile number, the number of pages being faxed and specific questions or comments. The Purchasing Department will determine whether an addendum should be issued as a result of any questions or other matters identified. If issued, the addendum will be incorporated into the Invitation to Negotiate and will become part of the resulting contract. Proposals must be organized as described in Sections 6, 7, and 8 of this ITN.
4.4
Contact with College Staff Questions concerning this Invitation to Negotiate shall be directed to the Purchasing Department; Attn: Roman Martinez, MPA, CPPO, CPPB, Group Director - Purchasing.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Contacting any College personnel other than the Purchasing Department reference any matter concerning this ITN may be grounds for disqualification from this ITN process. CONE OF SILENCE: FROM THE TIME THE PUBLIC ADVERTISEMENT OF THIS ITN TAKES PLACE UNTIL THE ITN IS AWARDED AND APPROVED BY THE BOARD OF TRUSTEES, A VENDOR SHALL NOT CONTACT ANY OTHER COLLEGE PERSONNEL OR MEMBERS OF THE COLLEGE’S DISTRICT BOARD OF TRUSTEES, OR ADMINISTRATIVE STAFF EITHER DIRECTLY OR INDIRECTLY, TO DISCUSS THE SELECTION PROCESS OR IN AN ATTEMPT TO FURTHER THEIR INTEREST IN BEING SELECTED. FAILURE TO ABIDE BY THE CONE OF SILENCE POLICY IS GROUNDS FOR DISQUALIFICATION FROM THIS ITN PROCESS AND VENDOR WILL NOT RECEIVE FURTHER CONSIDERATION IN REFERENCE TO THIS ITN. 4.5
Small Local Business Enterprise Policy and Procedure The College has recently adopted Policy No. VI-4 entitled: Small Local Business Enterprise Initiative. The College is committed to increasing its utilization of goods and services provided by small local businesses. The Small Local Business Enterprise Initiative is created to encourage economic development by assisting small local businesses to complete successfully for professional, construction, and goods and services contracts with the College. Procurement incentives developed and utilized to encourage business with qualified small local firms may include, Sheltered Markets, Mandatory Subcontracting and Preference Points. Proposers are encouraged, whenever possible, to provide small local business utilization, as the utilization will be scored and counted towards overall evaluation score. A complete copy of the Small Business Enterprise Policy and Procedure is available for review and may be requested from the MDC Minority and Small Business Development Office (MSBE), Sheldon L. Edwards, Manager, Phone 305-237-0010 or e-mail
[email protected].
4.6
Withdrawal of Proposal Should the Proposer desire to withdraw their proposal, they shall do so in writing. This communication is to be received by the Purchasing Department, Miami Dade College, 11011 SW 104th Street, Miami, FL 33176-3393, prior to the date and hour of the proposal opening. The Proposer’s name and proposal number must appear on the envelope.
4.7
Modification of Proposal Should a Proposer desire to modify their proposal prior to the opening date and time, the Proposer must do so in writing. This communication must be received in the Purchasing Department prior to the date and time of the proposal opening date. The Proposer’s name and ITN #2014-21-21 must appear on the envelope. No unsolicited modifications to proposals will be permitted after the date and time of the proposal opening.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
5.0
EVALUATION CRITERIA & PROCESS
5.1
Evaluation Committee Meetings An Evaluation Committee will review all responsive ITN proposals, rank and shortlist Proposers, and determine which Proposer will be invited to participate in final negotiations. Not all Proposers that submit a response to this solicitation will be shortlisted for final negotiations. Only those Proposers that are evaluated, ranked and selected by the Evaluation Committee for final negotiations will be invited. Please refer to Section 5.6 for further explanation as to the ITN process. Final selection of awardee will be recommended for award by the Evaluation Committee to the College President who in turn will present the recommendation to the Board of Trustees for ratification. The recommendation of the Evaluation Committee will be made based on an evaluation of the proposals submitted and any information that is provided through interviews, site visits and/or any other sources deemed necessary by the Evaluation Committee and will be based on the criteria outlined in Section 5.6. All committee meetings are open to the public. The District Board of Trustees of Miami Dade College will make the final approval of any recommendation.
5.2
5.3
5.4
Interviews and Presentations Proposers may be asked to meet with the Evaluation Committee for the purpose of clarifying or expanding upon any information contained in their proposal. Invitation to present in front of the Evaluation Committee is not an automatic process, proposals will be evaluated and ranked and the committee will determine those short listed that will be invited for final negotiations. For those Proposers that are invited for final negotiations, the Evaluation Committee may request additional presentations, site visits to locations where the software was previously installed, or any other criteria that would be deemed beneficial in helping the Evaluation Committee in the selection of the Vendor. The Evaluation Committee reserves the right to nominate sub-committee members to provide the technical and functional evaluation and in turn provide those findings to the Evaluation Committee for their final scoring on those criteria items. Proposers may be requested to make multiple presentations to the Evaluation Committee as required and as part of the final negotiation/selection process. Time will be provided for the Proposer to prepare for all requested presentations. Site Visit – Existing Sites where Proposer has implemented Oracle/PeopleSoft ERP applications solutions and hosting services The College reserves the right to visit existing sites where the Proposer has provided Oracle/PeopleSoft implementation and/or hosting services. These locations may be related to references submitted by the Proposer. The College’s Purchasing Department will coordinate with the Proposer if a site visit is requested by the Evaluation Committee. Sufficient time will be provided so that the proposer can coordinate and schedule the site visit with their references. Method of Evaluation 13
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
The evaluation of each response to this ITN will be based on criteria defined herein and total value proposed. The recommendation of award shall be made to a responsive and responsible Vendor whose proposal is determined to be the most advantageous to the College, taking into consideration the following evaluation criteria listed in the evaluation criteria matrix found on Section 5.6. 5.5
Evaluation Criteria Evaluation of proposals leading to a short list of Vendors will be based primarily on the Vendor’s written responses to the information requested in this ITN. Subsequently, after the proposals are reviewed and ranked by the Evaluation Committee, a short list may be determined. Any information a Vendor deems essential to the evaluation of the services offered, for which no provision is made in the ITN, should be clearly stated in the proposal. Short listed Proposers will be invited to meet with the Evaluation Committee to present their proposal and to discuss any additional questions the committee may have. It is also expected that functional and technical breakout sessions will be scheduled to allow more detailed discussions. The Proposer is expected to bring leads for each of the functional and technical areas to the presentation to participate in the breakout sessions. While Miami Dade College reserves the right to request additional information or clarification from Vendors at any given time in the ITN process, Vendors should not assume that they will be allowed to amplify or modify their initial written proposal. The initial response must be a clear and easy to understand explanation of the products, services, benefits and prices offered and should include information as to how all specifications solution requirements will be met.
5.6
Steps in the ITN Process Step 1 – Establish Short List of Vendors: To establish Short List of Vendors, written responses to the ITN responses will be evaluated, preliminary interviews may be conducted, and references may be verified and reviewed. The College will compare the proposals according to the following Evaluation Criteria outlined on page 16. There are eight (8) Criteria items that comprise the Evaluation Criteria, these criteria items will facilitate the evaluation process and will provide the Evaluation Committee with a method to score each proposal received as part of this solicitation process. Each criterion will have a weighted point based on numerical or percentage (%) score and the determination of how each Proposer will receive their score is dependent on their response to the proposal requirements as outlined herein in this solicitation.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
The percentage identified for each evaluation criterion is the maximum allowed for each criterion item. Each Criterion item will have subcategories that relate to each section of this ITN solicitation. The Evaluation Committee will utilize a scale from 0 – 5. Below is table depicting the sample scoring scale the Evaluation Committee will utilize:
Scoring Scale A numeric scale with 0 being lowest value and 5 being highest. Scores 5
Criteria Significantly exceeds requirements; achievable; applies best practices; clearly and concisely presented; logically organized; well-integrated
4
Somewhat exceeds requirements; achievable; applies best practices; clearly and concisely presented; logically organized; well-integrated
3 2 1 0
Meets requirements; achievable; suitable; acceptably presented; organized; integrated Somewhat less than meeting requirements; achievable; somewhat suitable; less than acceptably presented; somewhat unorganized; somewhat integrated Significantly less than requirements; not fully achievable, suitable or addressed Not addressed or failed to answer question appropriately
Note: Scores can be entered as whole numbers or as decimals (for example, 3.5)
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
INITIAL SHORTLIST EVALUATION MATRIX I.
II.
Evaluation Criteria Matrix IMPLEMENTATION SERVICES This criterion incorporates all the implementation services being proposed related to the scope of work in this solicitation. These services include the following proposed outlined requirement sections. A. Strategy B. Schedule C. Training and Documentation D. Legacy Applications E. Data Conversion F. Reports G. Workflows H. Integration I. Testing J. Transition Services K. Security & Regulatory Management HOSTING SERVICES This criterion incorporates all the hosting services being proposed related to the scope of work in this solicitation.
PROGRAM/PROJECT MANAGEMENT This criterion incorporates the Proposer’s project management methodology services which include the following proposed outlined requirement sections. A. Methodology B. Risk Management C. Quality Management D. Organizational Change Management Reports E. Business Process Redesign F. Issue Management G. Communication Management IV. PROJECT STAFFING This criterion incorporates the Proposer’s manpower capacity, staffing plan, including proposed MDC staffing alternatives. These services include the following proposed outlined requirement sections. A. Consultant Staffing B. Miami Dade College Staffing V. VIABILITY This criterion incorporates the proposer’s financial capacity as well as the successful past completed project experience portfolio of the Proposer/Team. VI. COST This criterion incorporates the Proposer’s total cost of the proposed deliverables related to the ERP application solution implementation and hosting. VII. REFERENCES This criterion incorporates a listing of references whereby the Proposer provided implementation and hosting services. VIII. UTILIZATION OF SMALL LOCAL BUSINESS ENTERPRISES This criterion incorporates the Proposer’s utilization of Small Local Business Enterprises.
Percent
25
15
III.
Total Points
15
15
5
15
5 5 100
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Step 2 - Negotiations with Short List of Vendors The Short List of Vendors will be invited to continue in the negotiation process. Negotiations offer an opportunity for the selected Vendors to discuss their proposals in greater detail with the College’s evaluation team. The College reserves the right to negotiate prior to award with the highest ranked Vendors for the purpose of addressing the matters set forth in the following list, which may not be exhaustive. Negotiations may be in person, by teleconference, or any other means as the best interest of the College dictates. 1. 2. 3. 4. 5.
Resolving minor differences and editing errors Clarifying necessary details and responsibilities Emphasizing important issues and points Receiving assurances from Vendors regarding key points Obtaining the highest and best total value agreement
Step 3 – “Best and Final” offer from Short List Vendors: At the conclusion of the negotiation process, companies in whose offer the College is still interested will be asked to submit a written best and final offer, to memorialize all agreements reached during negotiations, and to extend additional benefits to the College, if desired. An invitation to submit a best and final offer is not automatic. The College reserves the right to negotiate with any shortlisted Vendor at any time during the negotiation process. The negotiation process is intended to stop upon submission of the “best and final” offers and companies will not be allowed to make further adjustments to their offer or communicate further with the College, except to respond to requests for clarification from the Purchasing Department. The final recommendation of the ITN Evaluation Committee shall be based upon the initial written response, ranking based on selection criteria, negotiation session(s), and best and final offer(s). Such recommendation will be subject to approval by the College President and District Board of Trustees. Notification by public posting will be provided for those vendors whose proposals are not accepted, or if the College rejects all proposals. The objective of this selection process is to identify Best Total Value Proposals that can serve the College well and best provide the required ERP implementation and hosting services. 5.7
Errors and Omissions in Vendor’s Proposal The College may accept or reject any Vendor’s proposal, in part or its entirety, if such proposal contains errors and or omissions.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
5.8
Determination and Verification of Information Concerning Vendor's Qualifications The College reserves the right to determine whether a Vendor has the ability, capacity, and resources necessary to perform in full resulting from this ITN. The College may request information from the Vendors it deems necessary to evaluate each Vendor’s qualifications and capabilities toward delivering the services sought hereunder. The College may reject any Vendor’s proposal for which such information has been requested but which the Vendor has not provided. Such information may include but is not limited to those outlined in Section 6.0, 7.0, and 8.0 of this ITN document.
5.9
Rejection of Proposals The College may, at its sole and absolute discretion, reject any and all proposals; re-advertise this ITN; postpone or cancel this ITN process at any time; or waive any irregularities in the ITN or in the proposals received as a result of this ITN request. Also, the determination of the criteria and process whereby proposals are evaluated, the decision as to a recommendation for the award, or whether or not an award shall ever be made, as a result of this ITN, shall be at the sole and absolute discretion of the College. In no event will any successful challenger of these determinations or decisions be automatically entitled to a contract for the services described in the ITN. The submittal of a proposal will be considered by the College as constituting an offer by the Vendor to perform the required services at the stated fees.
5.10
Notice of Intended Decision and Bid Protest Notices of intended decision to recommend or reject bids shall be posted on the Purchasing Department Web Site. In the event that an unsuccessful Bidder desires to protest the College’s notice of intended decision to award or reject bids, the adversely affected bidder shall be required to comply with Miami Dade College Bid Protest procedures, a copy of which is available from the Purchasing Department, including, without limitation, filing a notice of protest with the Director of Purchasing in writing within seventy-two (72) hours after posting or, in the case of a mailing or hand delivery, within seventy-two (72) hours after receipt of the notice of intended decision, and filing a formal written protest within 10 calendar days after the date the notice of protest is filed. Failure to file a protest within the time prescribed herein which complies with Section 120.53(5), Florida Statutes, shall constitute a waiver of proceedings under Chapter 12, Florida Statutes.
5.11
Contract Requirement The successful Vendor will be required to sign a contract, the terms of which have been negotiated as part of this process and acceptable to the College. A contract will be prepared with the successful Vendor based on the terms, conditions and services described in the ITN and the Vendor’s response.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
5.12
Public Record All information provided in response to this ITN will become public record after a recommendation for award is posted. The Vendor acknowledges that all information submitted with the response to this ITN is part of the public domain as defined by the State of Florida Sunshine and Public Records laws.
5.13
Familiarity with Laws The Vendor is assumed to be familiar with all Federal, State of Florida and local laws, ordinances, rules and regulations that in any manner affect the work. Ignorance on the part of the Vendor will in no way relieve you from your contractual responsibility.
5.14
Termination Provisions Nothing contained in this ITN or the contract for this ITN shall prevent the College from pursuing any other remedies at law or in equity that the College may have against the Contractor. 5.14.1. Termination without Cause The College may terminate the contract at its convenience for any reason with ten (10) days advance written notice to the Contractor. In the event of such a termination by the College, the College shall only be liable for the payment of all approved and accepted work performed prior to the effective date of termination. If this occurs, all work documents and materials must be turned over to the College. 5.14.2. Termination for Cause The performance of work under the contract may be terminated by the College in accordance with this clause, in whole or in part, in writing, whenever the College shall have determined that the firm has failed to meet the performance requirements of the contract. The College has the right to terminate for default if the Contractor fails to perform the work; fails to perform the work in a manner satisfactory to the College per the specifications; fails to perform within the time specified in the contract; fails to perform any other contract provisions. The College shall provide notice of termination in writing. The date of termination shall be stated in the notice. The College shall be sole judge of non-performance and has the right to exclude the Contractor, subject to applicable Laws, from responding to future invitations to proposal/bid for a period of time to be determined the College. Upon termination of the Contractor by the College for cause, default or negligence, termination costs, if any, shall not apply.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
5.14.3. Suspension The College shall also have the right to suspend the contract upon written notice to the Contractor. Such written notice shall state the reasons for suspension and allow for a period of ten (10) days during which the Contractor shall be provided with an opportunity to respond with an explanation or justification, and/or shall undertake any reasonable remedial action required by the College. If, in the opinion of the College, the Contractor remains in violation of the contract at the completion of the ten (10) day suspension period, the College shall have the right to terminate this contract whereupon all obligations of the College to the Contractor shall cease. Nothing contained herein shall prevent the College from pursuing any other remedy, which it may have against the Contractor, including claims for damages. 5.14.4. Default The Contractor shall be considered “in default” under this Agreement in the event of failure of the Contractor to deliver all goods and/or services as required in the Agreement, or the failure of the Contractor to perform under any other requirements of this Agreement, where such failure continues for more than seven (7) days after receipt of written notice from the College to correct the condition therein specified. In the event of the Contractor’s notification by the College to correct a performance failure, the College shall have (90) days from the Contractor’s receipt of original notice to monitor the Contractor’s performance and notify the Contractor of cancellation. The failure to perform shall be deemed to have been cured if notice is not received by the Contractor within the said ninety-day period. 5.14.5. Non-Appropriations Any contract entered into by the College resulting from the ITN process, shall be subject to cancellation without damages or further obligation when funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the Contractor shall not prohibit or otherwise limit the College’s right to pursue and contract alternate solutions and/or remedies as deemed necessary by the College in the conduct of its affairs
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
6.0
STATEMENT OF WORK Miami Dade College requires an implementation approach that will result in an on-time, onbudget, and on-scope implementation of the acquired products listed in Exhibit-A and the associated functionality, while utilizing the most productive and cost effective methods. MDC prefers a modular implementation approach that will achieve quick and frequent results. Due to the number of individual products and the scope of the implementation, the College will complete this implementation in two phases. Phase I, will be the implementation of the existing functionality for Human Resources, Finance, and Student. Phase II will be the implementation of add-on/new functionality in Human Resources and Finance. Phase II implementation will start after the successful completion of Phase I. One key advantage of an ERP implementation is the ability for an institution to undergo fundamental business process realignment and change. MDC will strive to align newly derived processes and procedures with industry best practice and native system functionality, including but not limited to a full restructuring of the chart-of-account. MDC will strive to achieve best practice in a “vanilla installation and implementation” with minimal customizations, enhancements, and/or modifications except required by local, state, and/or federal laws as well as policies and procedures mandated by senior management and/or oversight Boards. Proposer to provide a response to each item under sections 6.1 through 6.7 as instructed and is encouraged to list any information deemed essential to the evaluation of the services offered, for which no provision is made in the ITN, including differentiating factors related to methodology, developed of add-on components, and specializations. For each of the response sections below, discuss in detail all project assumptions and constraints which may in any way impact Scope, Schedule, Cost, or Quality of this implementation.
6.1. Implementation Services Scope of Work (Proposal Response Required) A. Strategy. Give an overview of Proposer’s implementation strategy and methodology to complete the full lifecycle of the implementation from inception to closeout, including all system components and all new or changed business processes. This overview should specifically address the Proposer’s approach to requirement gathering, process analysis and reengineering, solution design, solution configuration, development of custom components (for example: interfaces and data conversion routines), testing, training, rollout, and initial production support. The overview should highlight techniques used to accelerate the project, such as the use of iterative techniques. Label this Response to section 6.1.A.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
B. Schedule. Provide a high-level implementation schedule, including sequencing, timelines, deliverables, and milestones for Phase I & II, respectively. Ideally, the schedule will align with the College’s fiscal, academic, and State and Federal reporting calendars. Please provide different scenarios for the recommended sequencing of the products listed in Phase I & II, respectively. The College anticipates that Phase I will be a 24 – 30 month effort. Label this Response to section 6.1.B. C. Training and Documentation. The Proposer must provide technical and functional (e.g., programming, operations, administration, etc.) trainings. The College prefers the Train-the-Trainer model for functional trainings. MDC has initially identified 150 Functional and 20 Technical core team members. The Proposer must provide comprehensive functional and technical documentation and training that is complete, clear and accurate. Documentation must be available at the start of each relevant milestone of the project. a. Describe Proposer’s strategy and training plan and services for training College employees on the products listed within the SOW. b. Differentiate between the trainings of core team and administrative office staff, indicating the timeframe and method associated with each type of training, including Train-the-Trainer. c. Describe Proposer’s training as it relates to UPK content development during the process of configuration to ensure that documentation is relevant and accurate at the time of implementation. The College anticipates that the core team would be developing/maintaining the UPK content and that the Proposer would provide relevant support and training to the core team. Label this Response to all items (a-c) in section 6.1.C. D. Legacy Applications. See Exhibit-C for a list of legacy applications that will be replaced by the PeopleSoft implementation. The College expects its staff to develop the legacy side of interim interfaces. The Contractor’s expertise and guidance of the PeopleSoft interfaces will be heavily relied upon in successfully phasing out all of the legacy applications. a. Describe Proposer’s experience with interim system interfaces from legacy applications to the PeopleSoft ERP environment. Provide specific examples within the response. b. Describe Proposer’s views on the level of complexity and strategy for the development of interim interfaces to identified legacy applications. 22
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
c. Describe any reusable interfaces that Proposer has available that are relevant to MDC’ environment. d. Describe Proposer’s experience with decommissioning legacy applications. Provide specific examples within the response. Label this Response to all items (a-d) in section 6.1.D. E.
Data Conversion. For the legacy applications, the College expects its staff to be responsible for extracting data from the Legacy systems, while the Proposer’s will be responsible for converting the data provided by the College and loading it into PeopleSoft. Proposer and the College will work together to validate converted data. The College staff will be responsible for data cleansing with Proposer’s guidance. a. Describe Proposer’s experience and proposed approach with converting data from legacy applications to the PeopleSoft’s solution environment, indicating how many iterations of data conversion Proposer expects in order to validate the data. b. Describe any specific skills, tools, templates and/or frameworks that will be required. c. Based on experience, provide a high level plan and timeframe that should be allocated to accomplish data conversion. d. Describe level of College staff involvement needed to successfully complete data conversion. e. Describe Proposer’s experience and methodology used to determine data retention requirements. f. Describe Proposer’s experience and recommend methodology, techniques, and tools in data cleansing. g. Describe how current Miami Dade College single entity ID (MDID) will be integrated within the PeopleSoft implementation. The College currently has a unique, nine character identifier for each student, linking all systems from employment to registration to access control. It is expected that the College will continue to use this identifier. Label this Response to all items (a-g) in section 6.1.E.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
F.
Reports. Describe what Proposer anticipates as the development effort required for addressing Federal, State, and Institutional reporting requirements, including adhoc inquiries and data analysis. a. Development of Federal and State mandated reports. See Exhibit-B for a list of reports. b. Development of 10 low, 10 medium, and 10 high complexity Institutional reports, in addition to the mandated reports mentioned in (a) above. Label this Response to all items (a-b) section 6.1.F.
G. Workflows. Describe Proposer’s experience in creating Institution-specific workflows and the process used to determine the best available option to fit the business requirements. a. Provide an example of workflows created. b. Provide a list of suggested workflows that would resemble the best candidates for workflow creation, while providing a breakdown of complexity, i.e. simple, moderate, or complex. Label this Response to all items (a-b) section 6.1.G. H. Integration. See Exhibit-E for a list of existing MDC applications that will continue to be used and will require integration with the new ERP system. For the homegrown applications, the College expects its staff to develop the legacy application side of the interfaces. The Contractor’s expertise and guidance in the PeopleSoft will be heavily relied upon in successfully integrating these applications with the new ERP system. Describe a proposed solution/best practices for integrating with these existing College applications during and after phased rollout. Include temporary and permanent integration solutions. Label this Response to section 6.1.H. I.
Testing. The Proposer must develop and execute a testing plan for the new integrated administrative system, using partial or full data from the College legacy system, where applicable, prior to go-live. Subjects of testing must include, but are not limited to, online transaction entry, online and batch interfaces, production of standard reports, adhoc inquiries, data analysis, and rollover processes. Testing shall include, but are not limited to: Unit Testing Functional Testing Integration/End-to-End Testing 24
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Data Conversion and Migration Testing Regression Testing 3rd Party/on-premise Integration Testing assistance Restart & Recovery Testing
The College will perform acceptance testing prior to final sign-off of each product. The Contractor is expected to make staff and information available as requested by the College. a. Describe Proposer’s testing methodology for products and/or functional components prior to production release. b. Describe Proposer’s different testing phases utilized prior to production implementation. c. Describe Proposer’s process of documenting testing results and how corrective actions are taken. Label this Response to all items (a-c) in section 6.1.I. J.
Transition Services. Transition from Contractor to College and/or 3rd party support for each of the products/functionalities implemented as part of this ITN is critical to the College. The Contractor shall develop, document, and execute a transition plan that may be used to transition knowledge, task, and materials to the College in sufficient detail to enable the College to adequately support each of the products/functionalities. Transition services will be available for at least thirty (30) days after go-live of each of the products/functionalities. During the transition period, the Contractor and all subcontractors will be available to answer questions and working with College staff to resolve any production problems. a. Describe Proposer’s experience in providing transition services to Institutions or 3rd parties to ensure that the implemented product/functionality can adequately be supported after implementation. b. Describe Proposer’s process for ensuring that the College will have sufficient knowledge to support the products/functionalities after implementation. Label this Response to all items (a-b) in section 6.1.J.
K. Security and Regulatory Management. The College reserves the right to conduct security and compliance audits at appropriate checkpoints throughout the project. It is expected that the Contractor will facilitate the audit process by making staff and information available as requested by the auditors. The Contractor must implement 25
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
security controls according to College policies and procedures. The Contractor is also expected to train the College staff in configuration and management of security. The College will seek advice from the Contractor on the best practices in security configuration. Miami Dade College requires the ERP to integrate with Active Directory. a. Describe in detail the methodology and techniques that will be used to maintain logical, data, and application level security. b. Please describe in detail the methodology and techniques that will be used to meet regulatory requirements (e.g. FERPA, HIPPA, data privacy, and other federal, state, and local regulations). Label this Response to all items (a-b) in section 6.1.K. 6.2. Hosting Services Scope of Work (Proposal Response Required) A. Hosting Services. Provisioning of a hosting environment which includes a complete data center infrastructure and services for stand up, implementation, configuration, go-live, and post go-live as products are completed to support the PeopleSoft implementation of the College. The Contractor must provide optimal hardware and software configuration to effectively handle the potential demands and provide 99%+ up-time of the system. The proposed design must perform with interactive response times of less than 2 seconds on the College’s network architecture. The proposed design must integrate new products with existing College information technology assets. The hosting services will be for the duration of the successful production implementation of all in-scope products listed in the scope of work, and the Contractor is expected to keep all installed products current with latest releases and patches. At the end of the initial contract period, the College will re-evaluated the hosting environment and may extend these services. a. Please provide a detailed description of the service components (DBA, OS support, patching, upgrades, and maintenance) and how proposed solution will operate, including number and details of all environments, i.e. development, testing, training, staging, production, etc. b. Please provide sample SLAs for each of the environments and services provided c. Provide a high level description of data center environment d. Describe the scalability of environment/services with the College’s anticipated growth, including virtualization and partitioning details
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
e. Describe physical and logical security f. Describe disaster recovery plan/procedure/capabilities for the College environment g. Describe problem resolution and escalation procedures h. Describe how a hosted PeopleSoft solution will be integrated with current oncampus solutions i. Describe the transition/migration plans if/when the College decides to move solution in house j. Describe monitoring tools available for the College to review performance k. Describe hardware/software configuration management plan, with details for each proposed environment l. Describe Proposers experience and references in providing hosting services to similar Higher Education Institutions m. List all prior partnerships between Proposer and hosting provider, if a third party n. Describe how hosting solution will facilitate environments for test, preproduction/staging, and production, including institutional flexibility, control, and access to these environments. Please include environment refresh rates and alignment of the different environments o. Describe how the hosting environment will facilitate the College’s current and future needs for ancillary tables, procedures, scripts, and other application/database objects necessary to meet business requirements and support integration staging, if required to be co-hosted at the same location p. Describe capability and methodology for hosting high interaction/integration 3 rd party application with PeopleSoft within the same hosting environment. q. Describe processes and controls that the Proposer utilizes to ensure that current license limitations will not be violated for each of the environments. Label this Response to all items (a-q) in section 6.2.A.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
6.3.
Program/Project Management (Proposal Response Required) Proposer is to provide detailed explanation as to the project management methodology services which include the following proposed outlined requirement sections. The Proposer’s Project Manager will be reporting to the Miami Dade College ERP Project Director for the duration of the project. It is expected that the Contractor shall provide, at a minimum, the following project management functions: Project Management - Contractor will provide day-to-day project management services using best management practices for all tasks and activities necessary to complete the Statement of Work. Project Work Plan - Contractor shall develop and maintain a Project Work Plan which breaks down the work to be performed into manageable phases, activities and tasks as appropriate. The work plan will identify: activities/tasks to be performed, project personnel requirements (both College and Contractor), estimated workdays/personnel hours to complete, expected start and completion dates. Scheduled completion dates for each deliverable shall specifically be included. Written concurrence of both parties will be required to amend the Work Plan. The Project Work Plan shall be approved by the College before project payments are made. Weekly Status Reporting – Contractor shall schedule and conduct weekly status meetings to report on prior week accomplishments, issues, risks, and scheduled next activities. The contractor will create and maintain minutes from all status meetings. Project Progress Reports - Contractor shall submit monthly progress reports signed by the Contractor's Project Manager to the College, no later than 10 days after the close of each calendar month. Each progress report shall describe the status of the Contractor's performance since the preceding report, including the products delivered, descriptions of problems encountered with a plan for resolving them, the work to be accomplished in the coming reporting period, and identifying issues requiring management attention, particularly those which may affect the scope of services, the project budget, or the deliverables to be provided by the Contractor. Each report shall identify activities by reference to the Project Work plan. Issue Control - Contractor will develop and implement with College approval, procedures and forms to monitor the identification and resolution of key project issues and problems, including issue and risk logs. A. Methodology. a. Describe in detail Proposer’s project management methodology that will be utilized to successfully complete the implementation of all the products listed within the SOW and the redesign and implementation of related business processes. b. Describe all tools and techniques that will be used throughout the project. c. Please include a detailed description of schedule management, project leadership, change management practices, risk management, quality management, communications management, and organizational change management, listing any tools and/or methodologies that will be utilized to facilitate the management. 28
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
d. Describe strategies utilized to manage scope and minimize changes. e. Describe Proposer’s approach to working with Miami Dade College project manager(s) to ensure a successful implementation. Label this Response to all items (a-e) in section 6.3.A. B. Risk Management a. Describe the expected risk areas and mitigation plans. b. Describe in detail the methodology and techniques that will be used to track and manage risks. Label this Response to all items (a-b) in section 6.3.B. C. Quality Management The College reserves the right to conduct Quality Assurance activities throughout the project. It is expected that the Contractor will facilitate the activities by making staff and information available as requested by the College. a. The College may, at its sole discretion, engage a third party to provide project monitoring and/or quality assurance services, with whom Proposer would be expected to cooperation. Proper should describe how it works with such third parties. b. Describe in detail Proposer’s quality management program as well as how each customer's unique requirements will be incorporated, addressing at minimum each of the following: i. Quality control ii. Requirements management iii. Quality assurance. Label this Response to all items (a-b) in section 6.3.C. D. Organizational Change Management a. Describe in detail Proposer’s approach or methodology to organizational / human change management. b. List tools and techniques that Proposer will utilize to manage the human change to achieve required business outcomes of an implementation. c. Describe the methods Proposer use to manage and reduce resistance to change of Miami Dade College stakeholders. Label this Response to all items (a-c) in section 6.3.D. 29
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
E. Business Process Redesign. Miami Dade College want to use the capabilities of the software as it is designed and encourage business units to rethink and reengineer business processes and workflow around business practices implemented by the software. a. Describe Proposer’s experience and methodology with business process redesign to support Miami Dade College through the process of adapting business processes delivered with each of the PeopleSoft Functional components. b. Provide a high level plan for business process and gap analysis. Label this Response to all items (a-b) in section 6.3.E. F.
Issue Management a. Describe Proposer’s methods for issue resolution between project participants, between Proposer’s company and Miami Dade College, and between software vendor and implementation team. b. Describe process for problem management including problem logging, resolution, tracking unresolved problems, escalation procedures, closeout and reporting practices. Include any tools that will be utilized. Label this Response to all items (a-b) in section 6.3.F.
G. Communication Management a. Describe components of the Proposer’s communication plan and how it will be supported throughout the project. Label this Response to all items (a) in section 6.3.G. 6.4. Project Staffing (Proposal Response Required) Proposer is to provide detailed explanation as to the proposed project staffing. This includes all staff proposed to provide the full scope of the work including proposed staff required by MDC to provide the support of the services to be rendered. Miami Dade College strives to align newly derived processes with industry best practice and native system functionality. As a result of the business process realignment, the implementation will be a systemic project that impacts and engages all areas of the College. All impacted technical and functional departments and organizational units will be required to dedicate the time, energy, and resources necessary for a successful project that is on time and on budget. The College has identified a core team of approximately 150 Functional and 20 Technical staff for the ERP implementation, which includes a Steering Committee, Functional and Departmental Leads, a Project Manager, a Data Architect, and Business Analysts for each of the functional areas, and expects the project team to be comprised of 50% MDC staff and 50% Consultant staff. 30
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
A. Consultant Staffing The Contractor is expected to provide a full range of staffing with expertise in system functionality as well as assistance and guidance in applying the College business rules to workflow configuration. Note that the College retains the right to refuse and receive replacement of any consultant. a. Provide breakdown of Proposer’s project staffing, including sub-contractors, listing number of staff, skill level and years of experience, including experience with Higher Education, for each of the products listed within the SOW. Please note any changes in the staffing from Phase I to Phase II. b. Provide information about staff that will be traveling during the project, their work schedules and number of hours per year vacation they are allowed. It is expected that key personnel (i.e., project manager, functional leads, etc.) will be on-site during the course of the implementation. c. Describe the bench strength that exists within Proposer’s and sub-contractor’s companies to ensure that staffing will be consistent at the above mentioned levels, if staff turnover occurs. It is expected that key personnel (i.e. project manager, functional leads, etc.) assigned to this project may not be replaced without the written consent of the College. Such consent shall not be unreasonably withheld or delayed provided an equally qualified replacement is offered. In the event that any consultants become unavailable due to resignation, illness or other factors that are outside of Contractor's reasonable control, the Contractor shall be responsible for providing an equally qualified replacement in time to avoid delays to the work plan. d. Describe company’s and sub-contractor’s staffing stability and turnover. e. Describe in detail all sub-contract or 3rd party consultants that will be utilized by Proposer to successfully complete the implementation, i.e. i. Company or Individual Name ii. Number of years in business iii. Role of the contractor on this project iv. Previous work contactor has performed for Proposer v. Number of resources to be assigned to the project by this sub-contractor vi. Workload percentage that will be assigned to the sub-contractor vii. Products/Tasks sub-contractor will be responsible for implementing Label this Response to all items (a-e) in section 6.4.A. 31
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
B. Miami Dade College Staffing a. Provide a detailed Miami Dade College staffing plan, functional and technical, that Proposer will expect to be part of the implementation team to successfully complete Phase I & II implementations, respectively. Please include a listing, at minimum, of all critical project roles and responsibilities. b. Please describe the level of required availability for each of the Miami Dade College staff listed in the above plan. c. Provide an organizational chart showing contractor and Miami Dade College’s employees to support this implementation. Label this Response to all items (a-c) in section 6.4.B 6.5. Viability (Proposal Response Required) Proposer shall provide the following requested information that will provide support as to the proposers business, financial and performance viability. A. Duns and Bradstreet Report - Proposer to provide, with their proposal response, a Duns and Bradstreet report. B. Audited Financial Statements - If required, the Evaluation Committee may request an Audited Financial Statements for the last fiscal year to be submitted during the final negotiation phase of this ITN process, this report will provide detail as to the Proposer’s financial and operational capability. C. Corporate financial statements - As part of the evaluation process, the College may request copies of the last two year’s corporate financial statements or organization/personal income tax statements, or the like for non-corporate entities. Financial statements do not have to be submitted with the initial proposal submission, but may be asked to be submitted during the evaluation and negotiation process by the Evaluation Committee. D. Describe the Proposer’s commitment to Higher Education and PeopleSoft ERP solutions. Label this Response to all items (A-C) in section 6.5. 6.6. Cost (Proposal Response Required) Proposer to provide total cost of the proposed deliverables related to the ERP application solution implementation and hosting, including all related payments for each deliverable identified. Note that it is understood and agreed that refinement and detailing may be accomplished from time to time with respect to the project plan and specifications. No adjustment in the fee or the Scheduled Completion Date shall be made unless such refinement or detailing results in changes in the scope and/or 32
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
design of the Project, as determined by the College. Nothing shall be construed to preclude the College from ordering minor changes not involving increases in cost, consistent with the intent of the Scope of Work as described in Section 6.0. It is expected that the Contractor shall notify the College in writing with detailed cost supportive data if any apparent change in scope or design will require a change in the fee and/or implementation schedule. No change order expenditure can be made without the written approval of the College. A. Provide lump sum fees, using Fee Table 1 format of Exhibit-F, for the design and analysis of each major components, Finance, Human Resources, and Student, i.e. products listed in Phase I of Exhibit-A. B. Provide lump sum fees, using Fee Table 2 format of Exhibit-F, for the design and analysis of each of the products listed for implementation in Phase II of Exhibit-A. C. Provide pricing model with unit costs, using Fee Table 4 format of Exhibit-F, including unit definitions for each activity, including but not limited to interface, query, report, data porting, custom screen, test script, workflow, etc. Add additional activities as required and use additional pages to provide details, including assumptions made in the calculations. D. Provide lump sum fee, using Fee Table 3 format of Exhibit-F, for each component of the Implementation Services. Use additional pages to provide additional details, including any assumptions made in calculation of prices. Note that the College expects that the cost estimates will be refined at the conclusions of the analysis and design phases. E.
Provide pricing model for customizations, including definitions of customization.
F.
Provide in detail the pricing model for each year of the hosting service, listing individual components, including any assumptions made in the calculation of prices.
G. Describe in detail the pricing model for hosting any additional products that may not be included as part of the scope of this ITN. Label this Response to all items (A-G) in section 6.6.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
6.7. Performance Evaluation Surveys - References (Proposal Response Required) Proposer must submit Performance Evaluation Surveys, including all contact names and phone numbers. Although 5 minimum references that are required, 10 is the maximum number of references that may be submitted by any proposer. Bidder must utilize the attached Performance Evaluation Survey form found on page 83. It is the proposer’s responsibility to send this form to their clients and in turn the client will forward to the MDC Purchasing Department. All reference forms shall be submitted to the COLLEGE’s Purchasing Department no later than the end of business day on Monday, May 5, 2014. Forms submitted after this deadline date, may not be evaluated and may not receive consideration as part of the score by the evaluation committee. In addition to the above requirement, the proposer must submit the following information as part of their proposal response: A. Please provide a list of Higher Education Institutions where Integration/ Implementation services were provided. B. Please provide a list of Higher Education Institutions where hosting services were provided. C. References must include Institutions with a large student population and multiple campus implementations. D. For each of the implementations, please list the Institution Name, Contact Person, Contract Period/Date, Products and versions implemented, and sub-contractor names and sub-contract percentage, if any where utilized. E.
References must be willing and available for a facilitated telephone conference and/or site visit.
F.
Describe the level of customization applied at each of the Institutions.
G. Describe how Federal, State, and Institutional reporting needs were addressed. Label this Response to all items (A-G) in section 6.7.
34
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Exhibit A – Product Listing Software Product/ Module Name Implementation Phase PeopleSoft Enterprise Student Administration I PeopleSoft Enterprise Financials I PeopleSoft Enterprise Expenses I PeopleSoft Enterprise Grants I PeopleSoft Enterprise Project Costing II PeopleSoft Enterprise Contracts I PeopleSoft Enterprise Purchasing I PeopleSoft Enterprise Strategic Sourcing II PeopleSoft Enterprise eProcurement II PeopleSoft Enterprise Supplier Contract Management II PeopleSoft Enterprise Treasury II PeopleSoft Enterprise eSupplier Connection II PeopleSoft Enterprise Human Resources I PeopleSoft Enterprise Benefits Administration I PeopleSoft Enterprise Recruiting Solutions I PeopleSoft Enterprise Absence Management I PeopleSoft Enterprise Time and Labor I PeopleSoft Enterprise Payroll I PeopleSoft Enterprise Interaction Hub I PeopleSoft Enterprise Campus Self Service I PeopleSoft Enterprise Student Administration Integration I Pack PeopleSoft Enterprise ePerformance II PeopleSoft Enterprise eCompensation II PeopleSoft Enterprise HelpDesk for Human Resources II PeopleSoft Enterprise Enterprise Learning Management II Financial Analytics Fusion Edition I Oracle Student Information Analytics I Human Resources Analytics Fusion Edition I Procurement & Spend Analytics, Fusion Edition II User Productivity Kit Professional - UPK Developer I User Productivity Kit Professional – Employee I PeopleSoft Enterprise UPK Purchasing I PeopleSoft Enterprise UPK eProcurement II PeopleSoft Enterprise UPK for Strategic Sourcing II PeopleSoft UPK for Supplier Contract Management II 35
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
PeopleSoft Enterprise UPK Contracts PeopleSoft Enterprise UPK Expenses PeopleSoft Enterprise UPK General Ledger PeopleSoft Enterprise UPK Grants PeopleSoft Enterprise UPK Project Costing PeopleSoft Enterprise UPK Student Administration PeopleSoft Enterprise UPK for Cash Management PeopleSoft Enterprise UPK eBenefits PeopleSoft Enterprise UPK Human Resources PeopleSoft Enterprise UPK Payroll for North America PeopleSoft Enterprise UPK Time & Labor PeopleSoft Enterprise UPK Talent Acquisition Manager PeopleSoft Enterprise UPK eCompensation Manager Desktop PeopleSoft Enterprise UPK Benefits Administration PeopleSoft Enterprise UPK HelpDesk for Human Resources PeopleSoft Enterprise UPK Receivables PeopleSoft UPK for Candidate Gateway PeopleSoft Enterprise UPK Payables PeopleSoft User Productivity Kit for eSettlements PeopleSoft Enterprise UPK Enterprise Learning Management PeopleSoft Enterprise UPK ePerformance PeopleSoft Enterprise UPK Absence Management
Technology Product Oracle Database Enterprise Edition Tuning Pack Diagnostics Pack Real Application Clusters Micro Focus International Ltd. Server Express COBOL for UNIX Database Lifecycle Management Pack Oracle Data Masking Pack Advanced Security Oracle Active Data Guard Data Integrator and Application Adapter for Data Integration 36
I I I I II I I I I I I I II I II I I I I II II I
Number of Licenses Implementation Purchased Phase I Enterprise Campus Wide I Enterprise Campus Wide I Enterprise Campus Wide I Enterprise Campus Wide I 2 Enterprise Campus Wide 8 processors 8 processors 8 processors
I I I I I
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Oracle Higher Education Constituent Hub Oracle Enterprise Data Quality Parsing and Standardization Oracle Enterprise Data Quality Match and Merge Oracle Higher Education Constituent Hub Data Steward Oracle Business Intelligence Foundation Suite SOA Suite for Oracle Middleware SOA Management Pack Enterprise Edition WebLogic Server Management Pack Enterprise Edition WebLogic Suite
37
Enterprise Enterprise Enterprise Enterprise 6 processors 4 processors 4 processors 4 processors 4 processors
I I I I I I I I I
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Exhibit B – Mandatory Reports/File Submissions Mandatory Reports & File Submissions 1042 1098-T 1099 Admissions Database (ADB) Annual Personnel Report (APR) Anticipated AA Graduates CCLA – Library interface/database Florida Common Course Numbering System Developmental Ed Exception file Electronic Media Questionnaire (Internal Revenue Service/Social Security Administration/Centers for Medicare & Medicaid Services) Data Match Facilities Database (FDB) FASTER/SPEEDE FETPIP Financial Database FISAP FL Prepaid FLEID – Florida Universal Student Id Florida Retirement System Florida Teacher Certification FTE 1 & 2 Gainful Employment Industry certification IPEDS Minority Business Expenditures MISATFOR National Center for Education Statistics (NCES) – Academic Library National Clearing House National Reporting System – Adult Education (NRS) Perkins Personnel Database (PDB) PERT Records 1 & 6 for Auditors Revest Student Reporting State Auditor Files State Payroll report Student Database (SDB) Student F1 & M1 Visa Transcript Analysis - Excess Credits Transient Student FLVC W2 38
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Exhibit C – Legacy Applications (To be Replaced by the New ERP) Job/Process/Interface Academic Management System Benefits Statement Books Display CASS (Course Assignment & Scheduling System) Class Registration Course Catalog CurricUNET (v2.5) Degree Audit DHS web Employee Application Employee Contact Information Employee Document View ETS-Scorelink Faculty Banked Points Faculty Credentials Faculty professional Development Fast Forms FIA592J1 Financial Aid Letters Financial Aid view Financial Aid Work Study FsaAtlas (v7.7) HBP18J00 Honors College Application HRP30J00 ITD100J1
Description Faculty self-service to access class rolls, purge, grade entry, progress reports, and certification of book materials Employee self-service view of personalized benefit statement Student self-service view for required books, linked to Follett for purchases Continuing Education system for scheduling and registration Student self-service for course registration Student self-service for displaying courses offered by the College Curriculum Management system Student self-service to retrieve degree audit and perform degree shopping Interface to DHS (Assettrack) for lookup of equipment Self-service for applying to position at the College. Employee self-service to update personal/emergency contact information Employee self-service to access personal documents created by HR, i.e. salary letters, contracts Upload of CLEP and TOEFL scores Faculty self-service to view available teaching banked points Administration maintenance of faculty credentials, including allowed course to teach Allows faculty to submit workshop proposals with review and approval flow Diploma and certification generator Process to send credit card information to HigherOne Process to generate communication letter to students with student self-service Student self-service view of Financial Aid information Posting of Work Study positions by Financial Aid office, where after student can apply online International Student management system for SEVIS reporting Create extract and formats data for employee benefit statement Student self-service to apply to The Honors College. Administrators ranks eligible students, schedule interviews, and determine who should be admitted to the Honors College. Import faculty seniority file (xls) to populate new year seniority table in Employee table Download vendor information for upload into Assettrack
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
LeaveRequest Medical Pre-Select MFA498J3 MFC650J5/J8 MFC665J0/J2 MFD400J3 MFX011J1 MFX037J1 MFX038J1/J3 MFX048J1/J3 MFX071J1 MFX074J1 MFX079J1 MFX100J1 MFX106J1 MFX110J1 MFX130J1 MFX149J1 MFX154J1/C MFX155J3 MFX166J1 MFX177J1 MFX179J1 MFX187J1 MFX189J1 MFX191J1 MFX192J1 MFX193J1 MFX198J1 MFX211J4 MFX221J1 MFX227J5 MFX237J1/3/4 MFX237JA/B MFX246J1 MFX249J1 MFX261J1 MFX262J1 MFX274J3
Employee self-service for requesting time-off with approval workflow and calendar updates Based on a list of students applying for medical programs, students are ranked based on the program requirements in order to determine who should get admitted into each of the programs. Create 1099 for submission to IRS Create, print, and distribute (email/mailer) student bills Create student dunning letters Return to Title IV extract Interface for card data to HigherOne Interface for EFT data to HigherOne Process returned EFTs from HigherOne Receive stale check data from HigherOne and email students Create extract of outstanding checks Create extract of abandoned property (checks) Create extract of reconciled checks Create extract of all cash account GL transactions Create extract of Chart of Accounts Create extract of GL Summary Assettrack data extract and then used in depreciation process Create extract of Budget Transfers Create budget to actual file extract Create extract of GL recap Create extract of cash register Create extract of GL edit rules Create extract of user access Create extract of ending balance Create extract of Student number to SSN conversion Create extract of purchased per General Ledger code Create extract of vendor activity Create journal entries from input file (xls) Create extract of GL summary by control account Student Financial Services employee document reconciliation Extract of all detailed student account activity Create extract of Perkins miscellaneous receipts Create extract of student account activity by General Ledger account Create extract that compares Financial Aid, Student Account and State account activities for reconciliation Create extract of students Financial Aid award information Account reconciliation Creation of Financial Aid repayment obligations Creation of Financial Aid Title IV refunds (R2T4 repayments) Extract employees with obligations or receivables 40
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
MFX281J1 MFX282J1 MFX291J1 MFX352J1 New Hires Documents Odyssey Facilities Management Odyssey Finance
Odyssey Human Resources Odyssey Student Services OdysseyWeb Open Enrollment Parking Decals PAY125J1 PAY52J00 PAY55J00 PAY57J00 Paystub Position Profile Program Review Program Sheets ProSAM PSAL Request Risk Management Rules Validation Desktop Interface Scholarship Application Separation Form Small Business/Minority Vendors Student Admission Application
Repeat course analysis Extract credit card payments by date range Extract repayments paid to NSLDS Create extract of payments to minority vendors Process to track all required documents upon hiring Facility inventory General ledger, purchasing, receiving, account payable, budgeting, cash management, approval/workflow, property control, student accounts Compensation, benefits, time and attendance, position control, classification and assignments, applicant tracking, employee records, payroll Admissions, advisement, retention, registration, curriculum management, student records, degree audit, scheduling Employee and Student self-service for viewing reports, W2, 1098T, and performing requisitions and disbursement workflow Employee self-service for new year benefit selections Employee and student parking decal assignments Create extract for Work Study student card request from HigherOne Send ACH for Work Study students to HigherOne Emergency payroll process prior to College emergency procedures Encryption of file extract for child support Employee self-service for paystub information Allows authorized users to search and retrieve positions information Display statistic for program offered at the College Student self-service to show program requirements Financial Aid management system by Sigma Systems. Employee self-service for annual PSAL election College Incident and accident tracking system This desktop application runs every time an employee logs into their computer. It validates if there are any items pending e.g. W2 delivery method, for the employee to act on and displays the corresponding document/screen forcing the employee to take action before they can perform any other tasks in their machine. Student self-service scholarship application process. Workflow for employee termination and transfer, listing equipment, etc Provides a searchable interface to find vendors currently affiliated to the College Student self-service for applying to the College
41
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Student Authentication Student Grades Student Obligations Student Open Class Search Student Payments Student Schedule Student Test Score Upload Student Transcripts Supervisor Feedback Transcript Request
Allows students to create their MyMDC account, reset their password, change their security question, and update their contact information. This application also creates their Gmail account. Student self-service to view final grades Student self-service to view and pay for any outstanding financial obligations Student self-service to search for any open class sections Student self-service payments for debt or fees Student self-service to view current schedule Upload student CPT test scores Student self-service to request and pay for official and un-official transcripts Self-service component to all employee to provide feedback on supervisor Student self-service to determine status of previously requested transcripts.
42
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Exhibit D – Related Initiatives and Projects (To be implemented by College Staff)
Name Learning Management System
Room and Event Scheduling
Document Imaging & Workflow System UPK for Hyperion Planning Plus Hyperion Planning Plus Oracle Hyperion Public Sector Planning and Budgeting Oracle Hyperion Financial Data Quality Management, Enterprise Edition Oracle Hyperion Financial Data Quality Management, Enterprise Edition Adapter Suite Hyperion Profitability and Cost Management
Description The College is in the midst of migrating From Angel Learning Management System to Blackboard Learn (v9.1). The College is currently evaluating various different room and event scheduling solutions and intends to implement a solution in parallel or shortly after the PeopleSoft Student Administration implementation. The College is in the midst of implementing various ImageNow (v6.7.0), by Perceptive Software, imaging and workflow solutions. Purchased as part of ERP software bundle. Purchased as part of ERP software bundle. Purchased as part of ERP software bundle. Purchased as part of ERP software bundle. Purchased as part of ERP software bundle. Purchased as part of ERP software bundle.
43
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Exhibit E – Existing Systems (To be interfaced with the new ERP) Job/Process/Interface American Dream Award Calculator
Interface Type Real-time SQL, Real-time ProSAM
Background Checks
Batch
BlackboardConnect
Batch
Blackboard Learn Gradebook Book Certification
Real-time SQL
CCure
Batch SQL
College-wide Course Selection
Real-time SQL
Completion By Design
Batch SQL
Credit Union Employment Verification
Real-time SQL
Diplomas on Demand Direct Entry Distribution List Populator Document Acceptance Download various JCL’s to NWRDC Employee Account Creator Employee Account Tools
Batch Odyssey Batch SQL Batch SQL Real-time SQL Batch Odyssey Batch SQL Real-time
Description Generates a report used by Financial Aid that indicates the amount that should be awarded to a student for the American Dream Scholarship Uploads data provided by IBR to Odyssey which allows administrators verify if background checks have been completed Uploads employee and student email and cell phone information to BlackboardConnect for emergency notifications Capture of student grades by faculty synchronized with Student Information System Book information is downloaded from Follett on a daily basis and presented to administrators who need to review the information before it is made available to faculty to certify. Process that updates students and employees within CCure database Allows faculty to select the classes they would like to teach for the next semester. Administrators then get a set of reports that shows how the classes should be distributed based on faculty profile and seniority. .CSV generated file with student data for Completion by Design Allows authorized users from Credit Union to verify employment status at the College Interface to support printing of Diplomas Report to identify Direct Entry students Internal process responsible for maintaining employee and student distribution lists up-to-date Utilized by employees to accept College policies and procedures JCL will then execute on their platform to create data that we will upload back to MDC. Automatically creates employees accounts in Active Directory for new employees Allows employees to reset and change their password and update their security question. 44
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
EOC External Logins
Follett
FranklinDodd HBE28J02/HBE28J00 HBE61J02 HBR32J00 HBR46J00/HBR47J00 HBX23J02 HRP09J00 HYE83J00/HYR82J00/ HYR84J00 HYR04J00/PAY50J00 ImageNow (v6.7.0) Letters
Real-time SQL Real-time SQL Batch Odyssey Batch Odyssey Batch Odyssey Batch Odyssey Batch Odyssey Batch Odyssey Batch Odyssey Batch Odyssey Batch Odyssey Batch Odyssey Real-time, Batch Batch Odyssey
Lyris Upload
Batch SQL
MagStripe Reader
Real-time Odyssey
Batch Odyssey Batch MFC921J4/MFC925J4 Odyssey MFX219J4/MFX229J1/ Batch MFX234J3 Odyssey MFC466J8
Allows EOC administrators and advisors to manage participants Creates logins for terminated employees for them to be able to access their paystubs Follett interface for available balance for book advances, purchases and receipts. Provide information regarding courses at MDC and number of students enrolled Sends Dr. Padron’s Admission Letters and graduation letters AETNA Healthcare Reporting TIAA-CREF Eligibility Extract MDC Subsidy Reports BENCOR File Interface HUMANA File submission interface BOARD Update Report TSA file (EPARS) Interface College Work Study Payroll interface to Financial Aid Various department specific interfaces to document mapping Dr. Padron’s letters to students who attain a 3.5 and 4.0 GPA every term Lyris is a system that allows administrators to send and manage bulk email. This process uploads student, prospect student, and employee information to Lyris. Allows other systems to identify students and employees by simply swiping their College card. For example, this is used at the Wellness Center facilities to register users into the facility. Flat fee course analysis, including billing and payment status. Collection Agency Assignment and Write-off Data Perkins Loan Data Transfer to MDC, In-school transfer to ACS, and ACS reconciliation interfaces
45
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
MFX237J7
Batch Odyssey
NTAuth
Real-time SQL
PAY36J00 PAY60J00 /PSC30J00
Batch Odyssey Batch Odyssey
Financial Aid Awards data reconciliation between State and Student Accounts Used to troubleshoot issues with student and employees AD accounts and manage group membership. Employee wages export to Department of Revenue Credit Union and ACH Interface to SunTrust
Phone Directory
Batch SQL
Provides employee contact information to the public. There is also an internal version that provides administrators access to the employees' emergency contact information.
Qflow
Real-time Odyssey
Ticket system for student services interface
Service Learning
Real-time SQL
Smart Card Integration
Batch SQL
Student Accountability
Batch Odyssey
Student Elections Student Feedback & Grade Distribution Student SAT/ACT scores United Way Web Service Payments
Real-time SQL Batch Odyssey & SQL Batch Odyssey Real-time SQL Real-time Odyssey & SQL
Used to manage student service learning projects. There is an additional web interface for students to register for service learning and volunteer projects. Allows integration between Odyssey data and the Smart Card system to allow issuing/printing college cards State Accountability report – Enrollment, Retention & Success Rate, A.A. Degree Transfer Performance in SUS, Leisure Passing Rate, Vocational Program Placement, College Preparatory Success, and College Preparatory Retention & Success Rate Allows the Student Life department to set up student elections. Students can then cast their vote online. Allows faculty, administrators and students to review faculty feedback SAT/ACT score interface Allows employees and students to enter their donations for the United Way campaign Allows the processing credit card and e-check transactions as miscellaneous payments
46
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Exhibit F – Pricing Fee Table 1 Products Student Admin HR (Human Resources, Benefits, Recruiting, Absence Management, Time & Labor, Payroll) Finance (Finance, Expenses, Grants, Contracts, Purchasing, Cash Management) Fee Table 2 Products HR (ePerformance) HR (eCompensation) HR (HR Help Desk) HR (Enterprise Learning Management) Finance (Project Costing) Finance (Strategic Sourcing) Finance (eProcurement) Finance (Supplier Contract Management) Finance (eSupplier Connection) Finance (Treasury) Fee Table 3 Products
Student Admin HR (Human Resources, Benefits, Recruiting, Absence Management, Time & Labor, Payroll) Finance (Finance, Expenses, Grants,
Scope
Lump Sum Fee
Assumptions
Lump Sum Fee
Assumptions
Lump Sum Fee
Assumptions
Design & Analysis Design & Analysis
Design & Analysis
Scope Design & Analysis Design & Analysis Design & Analysis Design & Analysis Design & Analysis Design & Analysis Design & Analysis Design & Analysis Design & Analysis Design & Analysis
Scope Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary 47
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Contracts, Purchasing, Cash Management) HR (ePerformance)
HR (eCompensation)
HR (HR Help Desk)
HR (Enterprise Learning Management)
Finance (Project Costing)
Finance (Strategic Sourcing)
Finance (eProcurement)
Finance (Supplier Contract Management)
Finance (eSupplier Connection)
Finance (Treasury)
Campus Self-Service
interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration, implementation, data migration, temporary interfaces to systems listed in Exhibit-C. Configuration and Implementation
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Configuration and Implementation Implementation of reports listed in Exhibit-B Unit testing, system testing, data conversion testing, performance/load testing, and acceptance testing. Training for technical and functional users. Interface to systems listed in Exhibit-E Additional reports that are not listed in Exhibit-B
Interaction Hub Reports
Testing
Training Interface Reports Fee Table 4 Products Interface Interface Interface Reports Reports Reports Query Query Query Data Porting Data Porting Data Porting Custom Screen Custom Screen Custom Screen Test Script Test Script Test Script Workflow Workflow Workflow
Complexity
Unit Definition
Simple Moderate Complex Simple Moderate Complex simple moderate complex simple moderate complex simple moderate complex simple moderate complex simple moderate complex
49
Unit Cost
Assumptions
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Exhibit G – AS-IS Process Maps Process Number
Process Name
BA-AP-01
Disbursement
BA-AP-02
AP-General Processes
BA-AP-03
Agreements for Services
BA-AP-04
Check Runs
BA-AP-05
Credit Memos
BA-AP-06
Year-End Closing Reports
BA-AP-07
Tax Form 1099
BA-AP-08
Accounts Payable-Construction Facility
BA-AP-09
Accounts Payable -Travel
BA-AP-10
Tax Form 1042
BA-BT-01
Revenue Budget Development
BA-BT-02
Budget Prep Expenses
BA-BT-03
Self-Funding Budgets
BA-BT-04
Budget Execution
Description Accounts Payable for Disbursements (no Purchase Order) Accounts Payable – Standard Process for paying invoices Accounts Payable – process for documenting “agreements for services” Accounts Payable – Check run process (Vend., Empl., Studs., EFTs/H1) Accounts Payable – Process for Credit Memos - Applies to standard POs and BOs (Blanket Orders) Accounts Payable – Year-end closing reports (MFX056, FIA780, FIA784, FIP730) Tax Form 1099 - used to report various types of income other than wages, salaries, and tips (W-2 is used instead). Examples of reportable transactions are amounts paid to a noncorporate independent contractor for services (non-employee compensation). For this process, MDC must complete a Form 1099 for each transaction/payment they made to vendors of this type. The form documents the process for paying construction type invoices. Advances and reimbursements for travel expenditures are subject to additional audit steps before checks are issued. Tax Form 1042 is used to report the tax withheld on certain income of foreign persons, including nonresident aliens. Method used to estimate revenue sources used to fund the expenditure budgets. This is the process for developing the annual appropriations (expense) budget. Process for developing and maintaining Budgets for self-funded areas (ex. Continuing Education) Process for maintaining the budget throughout the year (after the original budget has been approved and posted). 50
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
BA-BT-05
Position Control - Create a position
BA-BT-06
Position Control - Monitor
BA-BT-07
Position Control - Year End
BA-BT-08 BA-BT-11
BA-BT-12
BA-BT-13
BA-CA-01 BA-CA-02 BA-CA-03 BA-CA-04 BA-CA-05 BA-CA-06 BA-CA-07 BA-CA-08
Budgeting and Controlling Costs at the Position Level Budgeting and Controlling Costs at the Position Level Budgeting and Controlling Costs at the Position Level
Maintenance – Part-time Position Financial Planning & Analysis - This describes the high-level general process General Process for Financial Planning & Analysis. This describes the process for Financial Planning & Analysis for Student Fee Revenue Financial Planning & Analysis Budgets. MDC analysts develop the revenue Student Fee Revenue Budgets budget for Student Fees using EIS/Budget Prep/GL. This describes the many processes for Financial Planning & Analysis Financial Planning & Analysis (See Notes Other Processes below). This process tracks the initial purchase of an Asset Receive.-Decal asset that includes tagging the item once it is received. This process connects asset inventory and Asset Inventory Reconciliation reconciliation. This process documents the survey (write off) Surveying Property process. This process lays out the policy and procedure Records Retention for records retention. The warehouse is used to manage surplus or Warehouse Operations unused material and assets. Asset Mgmt-Property This process details asset payment processing Accounting and property tracking. Asset Management-Property This process details the accounting cycle for Accounting (Journal Entries) fixed assets. Asset Management-Property This process details the accounting cycle for Accounting Reconciliation fixed assets.
BA-CA-09
Research Property Accruals
BA-CA-10
Federal-State Reporting AFR
BA-CA-11
Federal-State Reporting COST ANALYSIS
Research items received but not paid. Generate Annual Financial Report from Odyssey Financial System Generate Cost Analysis Report from Odyssey Financial System
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
Generate Cost Analysis Report from Odyssey Financial System Federal-State Reporting IPEDS – Integrated Postsecondary Education Data
Generate Financial Aid Report from Odyssey Financial System
BA-CA-17
Higher One Administration
Check Processing and Support
BA-CA-18
Abandoned Property
BA-CA-19
Petty Cash-Reimbursement
BA-CA-20
Petty Cash – Fund Replenishment
BA-CA-23
Bursar’s Office
BA-CA-60
Restricted Accounts
BA-CA-99
Year-End Process
BA-CH-01
Chart of Accounts – Modification
BA-CH-02
Chart of Accounts-Approval Path
BA-CH-03
Chart of Accounts-Access
BA-FA-01
ISIR Load Processing
BA-FA-02
Integration
BA-FA-03
Tracking
BA-FA-04
Cost of Attendance
BA-CA-12 BA-CA-13
Generate Financial Aid Report from Odyssey Financial System
Disposition and resolution of abandoned property. Reimbursement to employees or students for minor out-of-pocket business expense. Periodic replenishment of Petty Cash funds maintained at each Bursar’s Office. Bursar’s Office activities include receiving cash payments and maintaining system transaction accounting. Funds are received by the college for which the expenditures are restricted by the donor. They must be accounted for separately in Restricted Funds. This describes the unique process for accounting for these Funds. This document outlines the year-end processes for Business Affairs. This process defines how the MDC maintains user generated request for chart of accounts changes. The approval path defines how documents are routed through the approval levels that are defined by MDC policy. This process defines assigns a specific user to defined account structures and approval paths. This is done for each employee executing these roles in Odyssey. Reponses from FAFSA - Electronic download of student applications Integration of data from Odyssey to ProSAM - One Way Method by which students receive communication concerning Financial Aid Method by which the cost of living is determined for the financial cost of attendance calculation for students receiving financial aid. 52
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
BA-FA-05
Packaging
The process by which we award financial aid funds to students.
BA-FA-06
Bright Futures
The Florida Bright Futures Award Process
BA-FA-07
Credit Lock
BA-FA-08
Disbursements
BA-FA-09
Award Crossover
BA-FA-10
Aid ID Creation
BA-FA-11
Manual Awards
BA-FA-12
Loans
BA-FA-13
COD Origination and Acknowledgement
BA-FA-14
Transfer Monitor
BA-FA-15
Foundations (Scholarships)
BA-FA-16
Book Advance
BA-FA-17
Notification Process
BA-FA-18
Image Now
BA-FA-19
Short Term Loans
BA-FA-20
Exit Interview for Loans and Work Study
Method whereby the students course credits are determined for Financial Aid Disbursements allow students to receive their residuals in the form of financial aid and to post to the ledger. Including both Manual and Automated Crossover of awards from ProSAM to Odyssey Process to Create Financial Aid ID’s in ProSAM Manual awarding of funds to students. The funds come various sources depending on the criteria. The process by which students request additional funds in the form of loans which must be paid back. The Federal acceptance of fund requests. Federal requirement where MDC needs to monitor students who are transferring from other institutions. Process to award scholarships from MDC foundation Identify students eligible for Book advance. For students to have funds to purchase books at the MDC aligned book store. This is often at required in “Advance” of receipt of the financial aid. Process used to send correspondences within ProSAM The process of digitizing all inbound and outbound documents. Also facilitates the processing queue for the staff through providing a work flow process for Financial Aid A method of providing payment option to the students Exit interview process is a way to remain in compliance for students who are not meeting 53
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
the minimum standards for loans or work study. Reporting provided to meet state requirements or requests The process to determine that the students are meeting the minimum standards of academic progress as specified by the institution in compliance with Federal Guidelines. Process by which Florida Assistance Grant is awarded to a student Federal requirements are that when a student loses eligibility after a certain time MDC must recalculate the loan details Process to provide post withdrawal disbursements to students The process by which MDC allows users to gain access to the ProSAM system The process is creating the Financial Aid Business Unit for the new Calendar year. The process by which MDC allows the students to work on or off campus to earn money to reimburse Federal, State or Institutional Financial Aid Funds The process of awarding Perkins loans to students To identify students who are attending a host institution. Continuous Process of follow-up for delinquent student payments for Stafford loans The process to verify certain selected data within financial aid based upon ISIR data Process to secure and monitor off campus employment The process by which an award is made to an MDC employee or their dependent for financial aid.
BA-FA-21
State Reporting
BA-FA-22
Standards of Academic Progress
BA-FA-23
Florida Student Assistance Grant
BA-FA-24
Return of Title IV
BA-FA-25
Post Withdrawal Disbursement
BA-FA-26
Security (Applications)
BA-FA-27
New FA Year Preparation
BA-FA-28
Work Study
BA-FA-29
Perkins Loan
BA-FA-30
Transient Student
BA-FA-31
Delinquent Stafford
BA-FA-32
Verification
BA-FA-33
Off Campus Work Program
BA-FA-34
Employee-Dependent Waiver
BA-FA-35
FA Allocation Transfer
Reallocation of funds for Financial Aid
BA-FD-01
Foundation Accounting
Foundation Accounting Process
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
BA-PR-01 BA-PR-11 BA-PR-12
Payroll – Payroll Process Payroll – ASTRA Time and Attendance Payroll – Creating and Maintaining Garnishments
BA-PR-13
Payroll – Direct Deposits
BA-PR-14
Payroll – Calculating, Processing, Reporting
BA-PR-15
Payroll - Tax Reporting
BA-PR-16
Payroll – BENCOR Processing
BA-PR-21
Payroll – State ReportingFlorida Retirement System
BA-PR-22
Payroll – W-2
BA-PR-23
Payroll – Emergency Payroll Run
BA-PR-24
Payroll – Other Payroll Processes
BA-PU-02
Dual Year Requisition Issuance
BA-PU-03
State of Florida Women and Minority Reporting
BA-PU-04
P-Card
BA-PU-05
P-Card User Processing
This describes the high-level weekly Payroll process. Payroll – ASTRA Time and Attendance This describes the Payroll process for Creating and Maintaining Garnishments. This describes the Payroll process for Maintaining payroll direct deposit data and records. This describes the processing of Payroll. It includes calculating and reporting various taxes, deductions and other tax/W-4 related data. This describes the Payroll process for Tax Reporting, including Tax Deposits and Tax Returns. The quarterly cycle is completed with the filing of IRS Form 941. This describes the Payroll process for managing BENCOR payments. This describes the MDC Payroll process for reporting to the Florida Retirement System (FRS). This describes the MDC Payroll process for producing and filing W-2 forms (IRS). Form W-2, Wage and Tax Statement This describes the process of running an offsite payroll run of checks. It is done as an annual test. The same process would be used during an emergency. This describes the other processes of the Payroll department. Allows for specific College departments to enter Requisitions during previous fiscal year period for the next fiscal year Purchasing submits to the State of Florida Department of Management Services an annual expenditure report capturing all Women and Minority Business Enterprise utilization based on expenditure reports. Purchasing Card Process from issuance to reconciliation Purchasing Card Process for User Processing, Approvals and Reconciliation (Daily 55
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
BA-PU-06
P-Card Expire
BA-PU-07
P-Card Renewal
BA-PU-08
Expedite the PO Process
BA-PU-09
Requisition to PO Issuance
BA-PU-10
PO Change Liquidation
BA-PU-11
Purchase Order Reporting
BA-PU-12
Invitation to Bid
BA-PU-13
Requests for Proposals
BA-PU-14
Invitation to Negotiate
BA-PU-15
Protest Procedure
BA-PU-16
AE for Specific Projects
BA-PU-17
CM for Specific Projects
BA-PU-18
AE-Pre-Qualified
BA-PU-19
CM-Pre-Qualified
monitoring and support of user P-Card activity) P-Card expiration due to employee termination or departure from the College P-Card Renewal: Every two years cards get renewed This is an oversight process to ensure that PO are processed efficiently. This process describes the normal purchasing process from Requisition to Purchase Order (PO) issuance. (Processing of ALL PO Types - PO, BL, CO, LB, etc…) This is the process for Changing or Liquidating a Purchase Order. This is the process for Purchase Order reporting. This is the Invitation to Bid (ITB) process in the Purchasing department. This is the Request for Proposals (RFP) process in the Purchasing department. (Purchasing issues a Bid Solicitation for Goods and Services.) This is the Invitation to Negotiate (ITN) process in the Purchasing department. (Purchasing issues a Bid Solicitation for Goods and Services.) This is the Protest Procedure process in the Purchasing department. Facilities/Purchasing/Project Process/Timeline for A/E Selection for Specific Projects/These solicitations including evaluations and selections occur when a project is identified or scheduled by facilities. These solicitations including evaluations and selections occur when a project is identified or scheduled by facilities. These solicitations including evaluations and selections occur when a project is identified or scheduled by facilities. These solicitations including evaluations and selections occur when a project is identified or scheduled by facilities.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
BA-PU-20
Owner Direct Purchases
BA-PU-21
GC-TC Pre-Qualified
BA-PU-51
Facilities AuthArchEngService
BA-PU-52
Facilities SpecificAuthContractorContuin gServAgreement
BA-PU-53
FacilitiesBidOpeningConstruction
BA-PU-54
Purchasing – Facilities Requesting Construction Services
BA-PU-55
Purchasing – Facilities – CIP Calendar
BA-PU-56
Purchasing – Facilities – Educational Plant Survey
Risk Management – Workers’ BA-RM-01 Compensation Claims Reporting Risk Management – Liability BA-RM-02 and Property Damage Claims BA-RM-03 Driving Record Searches
BA-SA-01
Credit and Collections
This type of procurement occurs during capital projects, repairs or remodeling projects. The main goal is to achieve savings by tax savings These solicitations including evaluations and selections occur when a project is identified or scheduled by facilities. This procedure outlines the processes for authorization of architectural and engineering services. This procedure outlines the processes for authorization of construction services using a continuing contract. This procedure outlines the process to provide for the proper opening bids for construction projects. The purpose of this procedure is to establish an administrative process to request construction services. Construction services (new construction, remodeling, renovation, site work, major maintenance & related studies) are based on the College’s current Educational Plant Survey, Capital Improvement Program (CIP) and available funding. This procedure outlines the process to provide for the proper opening bids for construction projects. Systematic study and evaluation of existing educational plants (space by space) & determination of future educational plant needs. Workers Comp claims reporting, A/I - First Report of Injury Form. Liability and Property Damage Claims Reporting Driver Status Request Forms – Approval for driving a College-owned car. Also for renting a bus/van to drive students. Create billing to students / Collections against the assignments. Collections of the Perkins financial aid accounts. Support Financial Aid. 57
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
BA-SA-02
3rd Party Billing
BA-SA-03
Student Financials-Obligations
BA-SA-04
Bank Refund
BA-SA-05
Overpayment
BA-SA-06
IRS Form 1098T
BA-SA-07
Student FinancialsReconciliation
BA-SA-08
Creating Customer Contracts
BA-SA-09
Perkins Loan Processing
BA-SA-10
IPEDS
BA-SA-11
FISAP
BA-VW01
Vendor Management
ST-AD-01
General Admission
ST-AD-02
Admissions – Dual Enrollment / Early Admissions
ST-AD-03
Prospective Students
ST-AD-04
International Student Services
ST-AD-05
Admissions-Bachelors-School of Nursing (BSN)
ST-AD-06 ST-AD-07
Admissions – Bachelors – School of Education Honors College
Student - Third Party Billing and Collections Process of collection of obligation related to students. Process for Cash paying students receiving a refund Processing over paid receivables Creation of IRS form 1098T for the student’s out of pockets expenses of attending college The process of financial account comparison for reconciliation The process of creating contracts for receivables. The servicing of Perkins loans by Student Receivables Process to provide Financial Aid required information to IPEDS Financial Aid Fiscal Operations Report The process documents the work done to load and maintain vendor data in the Odyssey system. General college admission is the process through which students are admitted to MDC. Prospective college students may apply for admission during or after high school. The process to accommodate dual high school and high school enrollment as well as early admission to the college to complete 12th grade at MDC Collection and entering of prospective student’s information. The process by which international students are admitted to MDC The process by which students are admitted in to the Bachelor of Science in Nursing (BSN) program. Admissions process for the school of education. Admissions process for the Honors College.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
ST-AS-01
Advisement Services
ST-AT-01
Student Athletics
ST-CD-01
Credential (External)
ST-CM-01
Communication Requests
ST-CU-01
Curriculum
ST-CU-02
Non- Credit Curriculum
ST-CU-03
CT&D Curriculum
ST-DG-01
Degree Audit
ST-DS-01
ACCESS Services
ST-FC-01
Student-Facilities
ST-FE-01
Fees and Tuition
ST-FE-02
Fees and Tuition
ST-GR-01
Graduation
ST-IP-01
Direct Entry Database
The process by which the students are guided to understand the classes that are required to complete their program of study. Process required to be in compliance with this NJCAA. To ensure the college remains in compliance with the governing body of the NJCAA. Evaluation of college level transcripts both foreign and international. Evaluation for matriculation. Also review of standardized testing that may be used to award college credit both foreign and domestic. Communications Request: Communications to Students / Financial / Graduation / Courses – Etc. The process by which the College's curriculum is created Development of a Non-Credit Course Development of a College Training and Development course. This process describes the gathering of information from multiple sources to complete a degree audit. How ACCESS services are delivered to and eligible student. Facilities Management is responsible for maintaining and updating the following 3 facilities related Odyssey data base files. A) Site Records B) Facility Records, c) Room Records A process whereby the students are assessed fees for classes for which they are registered. The process whereby fees are assigned to a student account. The process by which fees are established for courses. Graduation is the action of conferring an academic degree or certificate upon successful completion of all graduation requirements for the degree or certificate. Various Internal Processes Detail in the Narrative
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
ST-IR-01
Institutional Research
ST-MD-01
Medical Campus Progression
ST-RG-01
General Registration
ST-RG-02
Transient Students - FLVC – Florida Virtual Campus
ST-RG-04
Registration Prep
ST-RG-05
Non-Credit Registration
ST-RG-06
CT&D Registration
ST-SC-01
Application Security (Odyssey)
ST-SH-01
Building the Schedule of Classes
ST-SH-02
Ad-Hoc Room Reservations
ST-SH-03
Scheduling ASTRA-IRM
ST-SH-04
Scheduling- Adult Ed
ST-SH-05
Faculty Selection
ST-TE-01
Testing (Incoming Scores)
Institutional Research: MDC's office of Institutional Research combines several functions under one unit:•State and federal reporting•Coordination of test administration•Data support for grants•Data support for Workforce Development•Curriculum evaluation•Evaluation of Student Support Services•Enrollment projections•Accountability and Outcomes Assessment This process defines Academic progression in the MDC medical programs. The process of students making selection of courses and classes. This process is used for students attending other institutions who are interested in taking classes at MDC while they are home for the summer or any other time. Events to prepare for the Registration Cycle including system set-up. Registration for Non Credit and Adult Education Classes at MDC The purpose of CT&D is to prepare MiamiDade College employees to develop the skills needed for current jobs, assist them in effectively responding to job changes and prepare them for future job requirements MDC Employee -Student System Security / Role Based vs. Individual Based Creation of the course schedules and related dates and assignment of classrooms. The process to schedule rooms on campus for ad hoc single usage. Process for assigning faculty to classes Process for scheduling Non-Credit and Adult education offerings. Process for faculty selection of both courses and classes Testing is the process by which MDC measures student’s basic skills for placement and exit purposes and also for competencies and for credit purposes.
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
ST-TE-02 ST-TE-03 ST-TE-04 ST-TE-05 ST-TR-01 ST-TR-02
ST-VT-01
ST-VT-02
IW-SC-01 HR-BN-01 HR-BN-02 HR-BN-03 HR-BN-04 HR-BN-05
HR-BN-06
HR-BN-07
Testing (Student Placement/Exits) Testing (Computer Competency)
Process to determining if student has usable test scores for placement and for exit Process to determine Student - Test Scores / CSP - Computer Skills Placement Test Hosting external tests to provide a community Testing service and for revenue from fees. Also (External/Internal/ACCESS serves as Proctoring Student testing Process of gathering instructor feedback from Testing (Teacher Evaluation) students in their classes The receipt of transcripts from outside Transcripts (Incoming) educational organizations The process to support the outgoing requests Transcripts (Outgoing) for transcripts from students to other educational organizations or employers. MDC's OVSS staff can provide information about entitlements, where to file claims to the Veterans Admission Department of Veterans Affairs (DVA), but their primary function is to certify veteran student or dependent enrollment at MDC. Process to support the payment and Veterans Financials certification of Veteran's benefits to qualified recipients. The authorization to grant security both to Security (Applications) individuals and security internal to the process. TSA Processing TSA Processing Process followed when an Employee has a Family Status_Qualifying Event life changing event and Benefits need adjustment Retirement Retirement Bencor Processing Bencor Processing Terminations
The process followed when an Employee is terminated to cancel Benefits and make payment (if necessary)
Leaves of Absence Process
The process of stopping and starting Employee Benefits when Employees depart and return from leaves of absence
Tuition Reimbursement
The process followed when an Employee requests to be reimbursed for courses completed in accordance with the MDC Tuition Policy. 61
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
HR-BN-08
New Hire Benefits Enrollment
HR-BN-09
Benefits Renewal
HR-BN-10 HR-CM-01 HR-CM-02 HR-CM-03 HR-CM-04 HR-CM-05 HR-CM-06
Open Enrollment - FT and Retirees Only Job Descriptions with Approved Grade Level Reclassification Quarterly Job Code Internal Audit Surveys Personnel Requisitions and Position Information Forms Process Job Description Questionnaire
The process of enrolling New-hires in the MDC Benefits Package The process followed annually by the College to evaluate current providers and determine whether to stay with the current provider or seek new providers Open Enrollment - FT and Retirees Only Developing Job Descriptions and Approval of Grade Levels Job Reclassification Process Quarterly Job Code Internal Audit Compensation Survey Process Personnel Requisitions and Position Information Forms Process Job Description Questionnaire
HR-EM-01
Personnel Requisition Request
Personnel Requisition received in order to fill a vacancy at any of the 8 campuses throughout the College. Team verifies proper approvals and proceeds to process the request accordingly.
HR-EM-02
Scanning and Linking (Digitizing) Documents
Scanning and Linking (Digitizing) of required documents.
Prescreening Process
Review and consideration of applicants within an applicant pool. Final outcome will be determination of qualified applicants to refer to Hiring Mgr.
HR-EM-04
Background Check Process
Candidate has accepted job offer and proceeds to get background check completed to comply with hiring requirements.
HR-EM-05
Request for Personnel Action (RPA)
Processing of the RPA along with additional required new hire documentation.
HR-EM-03
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
HR-EM-06
Process of preparing for new employees attending Onboarding for their first day of Onboarding Preparation Process employment with MDC or first day in their new assignment.
HR-EM-07
E-verify Process
E-verify is administered through Homeland Security & SS Administration by which we verify an employee is eligible to work in the United States.
HR-EM-08
Process Mapping Form
The process of calculating salary quote for selected candidate for position (ie- new hire, promotion, lateral, PT to FT, etc…)
HR-EM-09
Position Filled Process
Vacancy has been filled. Job posting is removed or from MDC and any other external venues.
HR-EO-01 HR-EO-02 HR-EO-03 HR-EO-04 HR-EO-05
Investigation of discrimination harassment charges (Internal), federal and state Preparation of Responses to Recommendations_resolution of issues for College Leadership Interpretation of policy and procedures (employees, students, etc.) Equity Report
Investigation of discrimination harassment charges (Internal), federal and state Preparation of Responses to Recommendations_resolution of issues for College Leadership Interpretation of policy and procedures (employees, students, etc.) Equity Report
HR-EO-06
Presentation of Training Sessions_Participation on Expert Panels
Process followed when a Request is made for EOP/ADA to Present Training Sessions or Participate on Expert Panels
HR-EO-07
Review of EOP_ADA Website and Printed Materials
Ongoing review process of the EOP/ADA website and printed materials to ensure they are current and updated as needed
HR-EO-08 HR-EO-09 HR-EO-10
Policy_Procedure ReviewModification, and Development Committee Work for Collegewide Projects Provide Support for Grant Requirements
Policy_Procedure ReviewModification, and Development Committee Work for College-wide Projects Provide Support for Grant Requirements
63
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
HR-EO-13
Request for Reasonable Accomodation (ADA)
The process followed when a student/employee requests accomodation based on a medical condition or disability
HR-EO-14
Annual Report
Annual Report
HR-EO-15
Aux Aids Report Process
Process of reporting how much is spent on students and employees with disabilities
HR-E0-16
HR-ER-01 HR-ER-02 HR-ER-03 HR-ER-04 HR-ER-05
Investigation of discrimination /harassment charges Brought by External Agency – Federal and State Progressive Discipline FT Instructional UIC Appeal Protocols Performance Review Documents FT_Progressive Discipline_Non-Instructional Follow-up on New Hire Probation
HR-ER-06
PT_Progressive Discipline
HR-ES-01
Board Report
HR-ES-02
Requests for Subpoenas
HR-ES-03
Service Award Program Scanning and Linking (Digitizing) Documents
HR-ES-04 HR-ES-05
Data Entry
HR-ES-06 HR-ES-07 HR-ES-08 HR-ES-09 HR-ES-10 HR-ES-11 HR-ES-12 HR-ES-13
APR APR2 Benchmark Survey Peterson Survey AAUP IPEDS College Board PDB
Investigation of discrimination/harassment charges Brought by External Agencies (federal and state) Progressive Discipline for FT Instructional Employees (Faculty) Unemployment Claim Appeal Protocols Performance Review Documents Progressive Discipline for Non-instructional Full-time Employees Follow-up on New Hire Probation Part-Time Employee Case Management Protocol Create a report for all full-time & part-time employee transactions Provide Personnel Records to Outside Counsel Employee Recognition Awards Program Scanning and Linking (Digitizing ) of required documents. Enter Personnel information into Odyssey/Database system Annual Personnel State Report Salaries of Selected Position Report Benchmark Survey Process Peterson Survey Process Faculty Compensation Survey IPEDS Survey process Annual survey of faculty salaries Personnel Database survey
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
HR-ES-14
Performance Reviews
HR-ES-16
Visas
HR-ES-17
Missing Documents Process
HR-ES-18
Endowed Chairs
HR-ES-19 HR-ES-20
D-License Process Faculty Promotion Process Technical Support for HR Division
HR-IS-01 HR-IS-02
Online Job Description Library
HR-IS-03
Three Year Preferential Rate
HR-IS-04
Teaching Verification
HR-IS-05 HR-IS-06 HR-IS-07 HR-IS-08 HR-IS-09 HR-IS-10
Seniority Security Access Reports Form I-9 Monthly Audit Letters ASTRA Bank Point Audit Monthly Contract Board List Analysis Contract Development Process (Monthly) Work Requests
HR-IS-11 HR-IS-12 HR-IS-13
Collect and process full-time employee performance reviews Employee Notification of future Visa expiration Follow up with employees to complete personnel file Process award stipend for Faculty Endowed Chair Check of FLA Division of Licensing Faculty Promotion Process Technical Support for HR Division Maintaining and updating Online Job Description Library Three Year Preferential Rate Process of verifying instructor qualifications, degrees, etc. Seniority Granting Security access to new hires Reports Audit process for Form I-9's Letters ASTRA Bank Point Audit Monthly Contract Board List Analysis Contract Development Process (Monthly) Work Request process
HR-IS-14
ImageNow Guest Drawers, Documents, and User Access
The process of storing documents in the correct locations after scanning and linking
HR-IS-15
Access for New HR Employee
Granting access to HR systems to new hires
HR-IS-17 HR-IS-18
Web Management and Development Vice Provost Email Technology Purchase Request
HR-IS-19
Online Job Description Library
HR-IS-20
Contract Development Process (Annual)
HR-IS-16
Web Management and Development Vice Provost Email Technology Purchase Request Maintaining and updating Online Job Description Library Contract Development Process (Annual)
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Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
HR-MB-01
HR-MB-02
HR-MB-03 HR-MB-04 HR-MB-05 HR-MB-06
Review & Approve Certification Status for New Vendor Review Business in MiamiDade County for SLBE and Send MSBE Letter for Certification Contact Award Compliance IAW - SLBE Policy VI-4 Review Subcontractor Payments by Primes for Payments Dashboard Report Vendor Outreach and Matchmaker Meetings Review Board Items for Vendor Status as SLBE
Review & Approve Certification Status for New Vendor Review Business in Miami-Dade County for SLBE and Send MSBE Letter for Certification Contact Award Compliance IAW - SLBE Policy VI-4 Review Subcontractor Payments by Primes for Payments Dashboard Report Vendor Outreach and Matchmaker Meetings Review Board Items for Vendor Status as SLBE
HR-PA-01
Travel
Processing Travel mileage and reimbursements for Local, State, and Out of State Travel by College Employees
HR-PA-02
Great Colleges to Work For
Process of conducting survey of college employment to attain "recognition"
HR-PA-03
ERMS
HR-PA-04
AskHR Help Desk
Process of Addressing assistance requests made to HR
HR-PA-05
Monthly Budget Report Process
The process followed by each budget Holder to provide reports to Management concerning their respective budgets
HR-PA-06
Agreement for Services
The process for agreeing, approving, and paying for services from outside providers/vendors
HR-PA-07 HR-PA-08 HR-PA-10 HR-PA-11 HR-PA-12 HR-PA-13 HR-UW01
Coordinate Supervisors Feedback Program HR Payroll Department Requisition (Budget) Disbursement Request (Budget) Monthly Mileage (Budget) Purchasing Card Reconciliation United Way Campaign
Coordinate Supervisors Feedback Program HR Payroll Department Requisition (Budget) Disbursement Request (Budget) Monthly Mileage (Budget) Purchasing Card Reconciliation Planning and Executing the Annual United Way Campaign Drive 66
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
7.0 REQUIRED INFORMATION TO BE SUBMITTED WITH PROPOSAL RESPONSE
7.1
ITN Proposal Organization This section of the ITN provides the Proposer with instructions concerning required information that must be submitted as part of their ITN response. The documentation requested in this section shall accompany all responses required under sections 6.2. through 6.8. Information requested in this section includes forms and documents that must be submitted by each Proposer. Proposers must arrange their proposal in the order outlined in these instructions. Failure to provide any of the required information or required documents, or failure to arrange the proposal in accordance with these instructions may result in the proposal being rejected.
7.2
Number of Proposal Copies Required The Proposer must submit an “Original” hard copy of the proposal in a 3 ring binder and one complete digital pdf file on a flash drive, or CD of the proposal, attached to the binder.
7.3
Required Forms (Section 8.0) 7.3.1. Proposal Cover Sheet (Section 8.1) Proposer must completely fill in all information requested on the PROPOSAL COVER SHEET provided in Section 8.0 Required Forms. Use this sheet as the first page of the proposal. A cover letter may be included after the Cover Sheet. Label this Response to Section 7.3.1. 7.3.2. Contact Information Proposer must provide the name, position, phone number, and email address of a contact person that will be authorized to respond to questions related to the proposal being submitted. Label this Response to Section 7.3.2. 7.3.3. Non-Discrimination in Employment Form (Section 8.2) Complete all the required information on the Non-Discrimination in Employment Form. See Section 8.0 Required Forms. Label this Response to Section 7.3.3. 7.3.4 Acknowledgement of Addenda Form (Section 8.3) If any addendums are issued, the Proposer must acknowledge compliance with the addendum by submitting a signed copy of the addendum in this section. This form will be issued as part of the addendum process, if any addendums are issued.
If no addendums are issued, this section only needs to be acknowledged as “none received”. Label this Response to Section 7.3.4. 67
Miami Dade College ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College
7.3.5. Public Entity Crimes Form (Section 8.4) A Person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity; may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any entity; and may not transact business with any public entity in excess of the threshold amount defined as Category Two provided in Chapter 287.017, Florida Statutes, for a period of 36 months from the date of being placed on the convicted vendor list as per Chapter 287.133(2)(a), Florida Statutes. The Proposer must complete the Sworn Statement on Public Entity Crimes Form located in Section 8. Required Forms, as their response to this section and to show compliance with the intent of Chapter 287.133(2)(a), Florida Statutes. Label this Response to Section 7.3.5. 7.4
Information Regarding the Proposer/Team This section requests information related specifically to the prime proposer. Proposer must provide all information requested, including all information related to prime/sub team composition. 7.4.1 Ownership Information Provide information regarding the ownership of the firm to eliminate any possible conflict of interest. The Proposer must provide the following information that applies to the ownership: If sole proprietorship If partnership If corporation
Owner’s Name Owners’ or Partners’ Names President or Chief Executive Officer Label this Response to Section 7.4.1.
7.4.2 Proposer/ Sub-Team Experience and Services Provide a narrative describing the corporate/company history of the prime/sub team, which should include previous experience in providing ERP application solution implementation and hosting services. Include history, structure, management, number of years involved in providing implementation and hosting services, and any other applicable information. Label this Response to Section 7.4.2. 7.4.3 Proposer and Sub-Team Locations List all office locations. Provide the number of managers, supervisors, seniors and other professional staff employed at these offices. Explain the technical support resource available in all prime and sub-team office locations. Label this Response to Section 7.4.3. 68
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7.4.4 Service, maintenance, quality control/assurance and support capabilities Provide information regarding the experience and level of service and support that will be provided to the College by the prime/sub team being proposed. Proposer may provide a business model that has been utilized previously in other successful ERP implementation and hosting projects. This may include documentation which provides steps in quality control and assurance methods. Label this Response to Section 7.4.4. 7.5
7.6
Indemnification Agreement The Proposer must acknowledge acceptance of the indemnification agreement as stated in this section. The Contractor shall indemnify and hold harmless the College, and the MDC District Board of Trustees, officers, employees, and agents, individually and collectively (collectively, the "College Indemnitees"), from and against all Liabilities incurred by any of the College Indemnitees. For purposes hereof, Liabilities shall mean any losses, damages (including loss of use), expenses, demands, claims, suits, proceedings, liabilities, judgments, deficiencies, assessments, actions, investigations, penalties, interest or obligations (including court costs, costs of preparation and investigation, reasonable attorneys', accountants', and other professional advisors' fees and associated expenses), whether suit is instituted, or not and, if instituted, whether at any trial or appellate level, and whether raised by the Parties hereto or a third party, incurred or suffered by the College Indemnitees or any of them arising from, in connection with, or as a result of (a) any false or inaccurate representation or warranty made by or on behalf of the Contractor in or pursuant to this ITN and the contract executed in connection with the ITN; (b) any disputes, actions, or other Liabilities arising with respect to, or in connection with, compliance by the College with any Public Records Laws (as hereinafter defined) with respect to the Contractor's documents and materials; (c) any dispute, actions, or other liabilities arising in connection with Contractors, Contractor's subcontractors or their respective agents or employees with applicable environmental laws or their violation of applicable environmental laws; (d) any injury or alleged injury (including death) to persons or damages or alleged damage to property sustained or alleged to have been sustained in connection with or to have arisen out of the performance of the obligations by the Contractor, the Contractor's subcontractors, or their respective agents, or employees or otherwise sustained or incurred on or about the Premises; (e) any act or omission of, or default or breach in performance of any of the covenants or agreements made by the Contractor in or pursuant to the contract; and (f) any representatives, in connection with the performance of the contract. Label this Response to Section 7.5. Additional Information In addition to the required information noted in Sections 6.0, 7.0, and 8.0, proposer may include any additional information which may be helpful to the College in analyzing the Proposer’s ability to provide the requested ERP application implementation and hosting solutions, as outlined in this ITN. Label this Response to Section 7.6. 69
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7.7
Acknowledgement of Compliance or Noncompliance The Proposer must provide a summary of any ITN specifications, requirements, terms, conditions, and provisions the Contractor will not conform to. This summary should include a justification and an alternative to the section(s) that are not acceptable. If the Proposer’s response is in compliance with all ITN specifications, requirements, terms, conditions, and provisions, the Proposer should acknowledge 100% compliance to this section. Label this Response to Section 7.7.
7.8
Additional Considerations (Optional Response) Responses to this ITN may include descriptions of additional considerations not otherwise outlined in other sections of this ITN. Such considerations may include, but are not limited to, the following:
Proposer-sponsored student scholarships and/or scholarship donations. Proposer-sponsored events for students. Sponsorship of College events and/or Promotional Initiatives of the College, such as Miami International Book Fair, Miami International Film Festival, Hall of Fame Event, etc. Annual or one-time Capital/Facilities Investment Contribution (restricted or unrestricted, as it relates to intended use of investment). Annual or one-time Funding Contribution for Student Organizations, college-wide. Other considerations that may be of value to the College. Label this Response to Section 7.8
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8.0
REQUIRED FORMS
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MIAMI DADE COLLEGE DISTRICT ADMINISTRATION - PURCHASING DEPARTMENT 11011 S.W. 104 STREET, MIAMI, FL 33176 PHONE (305) 237-2402 8.1 PROPOSAL COVER SHEET INVITATION TO NEGOTIATE #2014-21-21
Sealed Proposals will be accepted in the Purchasing Department until 3:00 P.M. on May 05, 2014, and may not be withdrawn for 120 days after opening. I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same service, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of these proposal specifications and I certify that I am authorized to sign this proposal.
LEGAL NAME OF PROPOSER (S) ________________________________________ MAILING ADDRESS:
________________________________________
CITY, STATE, ZIP CODE:
________________________________________
TELEPHONE NUMBER: ______________________ DATE __________________ FAX NUMBER:
______________________
E-MAIL: ___________________________________ FEDERAL EMPLOYEE IDENTIFICATION (FEIN) NUMBER ____________________
BY: SIGNATURE (Manual):
_________________________________________
BY: SIGNATURE (Typed):
_________________________________________
TITLE:
_________________________________________
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8.2 NONDISCRIMINATION IN EMPLOYMENT
(Section 301, Executive Order 10925, March 6, 1961, 26 FR 1977 as amended by Executive Order 11114, June 22, 1963, 26 FR 6485)
“During the performance of this contract, the contractor agrees as follows: “(1) The contractor will not discriminate against any employee or applicant for employment because of race, creed, color, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, creed, color, or national origin. Such action shall include, 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. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this non-discrimination clause. “(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, creed, color or national origin. “(3) The contractor will send to each labor union or representative or workers with which he has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising the said labor union or workers’ representative of the contractor’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. “(4) The contractor will comply with all provisions of Executive Order No. 10925 of March 6, 1961, as amended, and of the rules, regulations, and relevant orders of the President’s Committee on Equal Employment Opportunity created thereby. “(5) The contractor will furnish all information and reports required by Executive Order No. 10925 of March 6, 1961, as amended, and by the rules, regulations, and orders of the said Committee, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the Committee for purposes of investigation to ascertain compliance with such rules, regulations, and orders. “(6) In the event of the contractor’s noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be cancelled, terminated, or suspended in whole or in part and the contractor may be declared 73
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ineligible for further Governments contracts in accordance with procedures authorized in Executive Order No. 10925 of March 6, 1961, as amended, and such other sanctions may be imposed and remedies invoked as provided in the said Executive Order or by rule, regulation, or order of the President’s Committee on Equal Employment Opportunity, or as otherwise provided by law. “(7) The contractor will include the provisions of paragraphs (1) through (7) in every subcontract of purchase order unless exempted by rules, regulations, or orders of the President’s Committee on Equal Employment Opportunity issued pursuant to Section 303 of Executive Order No. 10925 of March 6, 1961, as amended, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the contracting agency may direct as means of enforcing such provisions, including sanctions for noncompliance: Provided, however, that in the event the contractor becomes involved in, or is threaten with, litigation with a subcontractor or vendor as a result of such direction by the contracting agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States.”
Legal Name of Proposer:_________________________________________
By: _____________________________________________________________ Signature (Manual)
By: _____________________________________________________________ Name (Typed)
Date:_____________________________________________________________
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8.3
ACKNOWLEDGMENT of ADDENDA FORM
Directions: Complete Part I or Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendum received in connection with this RFP: 2014-21-21 for Process mapping Consultant Services Addendum No. 1, Dated ________________________ Addendum No. 2, Dated ________________________ Addendum No. 3, Dated ________________________ Addendum No. 4, Dated ________________________ Addendum No. 5, Dated ________________________
Part II:
_______ No addendum was received in connection with this ITN.
____________________________________ (Proposer’s Name)
_______________________ (Date)
______________________________________________ (Signature)
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8.4 SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(A),FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENSE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. 1.
This sworn statement is submitted to MIAMI DADE COLLEGE by _____________________________________________________________________ [Print individual’s name and title] for ____________________________________________________________________ [Print name of submitting sworn statement] whose business address is ______________________________________________ and (if applicable) its Federal Employer Identification Number (FEIN) is ________________. If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement: _______________________. [Social Security Number]
2.
I understand that a “public entity crime” as defined in Paragraph Section 287.133 (1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
3.
I understand that “convicted” or “conviction” as defined in Paragraph 287.133 (1)(b), Florida Statutes, means a finding of guilt or conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non jury trial, or entry of a plea of guilty or nolo contendere.
4.
I understand that an “affiliate” as defined in Paragraph 287.133 (1)(a), Florida Statutes, means: A predecessor or successor of a person convicted of a public entity crime; or An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate.
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The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 5.
I understand that a “person” as defined in Paragraph 287.133 (1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an entity.
6.
Based on information and belief, the statement, which I have marked below, is true in relation to the entity submitting this sworn statement. [Initial next to statement which applies.] _____ Neither the entity submitting this sworn statement nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. _____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. _____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or against who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. [Attach a copy of the final order]
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I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
__________________________________ [Signature]
Sworn to and subscribed before me this ______________ day of __________________________, 20_____ personally known ________________________________________________________ OR produced identification________________________________________________________. Notary Public – State of _____________________________________ My commission expires _____________________________________ (Type of Identification) _______________________________________________________________
(Printed typed or stamped commission name of notary public)
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MIAMI DADE COLLEGE PURCHASING DEPARTMENT 8.5 NOTICE OF ATTENDANCE – PRE-PROPOSAL ITN CONFERENCE MEETING FOR INVITATION TO NEGOTIATE (ITN) #2014-21-21 ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM IMPLEMENTATION AND HOSTING SERVICES FOR MIAMI DADE COLLEGE This is to confirm that _____ (No. of People) will attend the Pre-proposal ITN Meeting reference to ITN # 2014-21-21 Enterprise Resource Planning (ERP) System Implementation and Hosting Services for Miami Dade College scheduled on April 11, 2014 beginning at 10:00am, at the Wolfson Campus – ETCOTA, 300 NE 2nd Ave., Miami, FL 33132. Please fax your response on or before ______________ to the attention of: Roman Martinez, MPA, CPPO, CPPB, Group Director - Purchasing Purchasing Department Fax: (305)237-0024 Ph: (305)237-0012 e-mail:
[email protected]
____________________________________ Company Name ____________________________________ Individual's Name _____________________ _____________ Phone Number Fax Number
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8.6 STATEMENT OF NO RESPONSE INVITATION TO NEGOTIATE (ITN) #2013-21-21 ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM IMPLEMENTATION AND HOSTING SERVICES FOR MIAMI DADE COLLEGE
Mr. Roman Martinez, MPA, CPPO, CPPB Miami Dade College Purchasing Department, Room 9254 11011 S.W. 104th Street Miami, FL 33176 The undersigned declines to submit a proposal for ITN #2014-21-21 - ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM IMPLEMENTATION AND HOSTING SERVICES FOR MIAMI DADE COLLEGE. .
Reason(s):
__________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________
________________________________ Signature ________________________________ Title ________________________________ Name of Firm ________________________________ Telephone
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8.7
PERFORMANCE EVALUATION SURVEYS (REFERENCES)
Proposer must submit Performance Evaluation Surveys, including all contact names and phone numbers. Although 5 references that are required, 10 is the maximum number of references that may be submitted by any proposer. It is the proposer’s responsibility to send this form to their clients and in turn the client will forward to the MDC Purchasing Department. All reference forms shall be submitted to the COLLEGE’s Purchasing Department no later than the end of business day on Monday, May 5, 2014. Forms submitted after this deadline date, may not be evaluated and may not receive consideration as part of the score by the evaluation committee. Proposer to submit the Client Contact list found on page 84 which lists the clients that have been contacted and requested to submit a performance review surveys on their behalf. This form may be included under the response to section 6.7 - Performance Evaluation Surveys – References.
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Date: To: Phone: Fax: E-mail: Subject: Performance Evaluation Survey for ________________________________________ Number of pages including cover: 2 To Whom It May Concern: Miami Dade College has implemented a process that collects past performance information on various vendors that have provided ERP Implementation and Hosting Services. The information adjoin will be utilized to assist the Evaluation Committee as well as the Administration in the evaluation of the vendors which have provided proposal response(s) to our formal solicitation and have provided present or past services to your organization. The company listed in the subject line above has chosen to participate in this process of data collection. They have listed you as a past client that they provide services for. Both the company and Miami Dade College would greatly appreciate you taking a few minutes out of your busy day to complete the accompanying questionnaire. Please review all items in the following attachment and answer the questions to the best of your knowledge. If you cannot answer a particular question, please leave it blank. Please return this questionnaire to Roman Martinez, Director of Purchasing by May 5, 2014, or earlier by fax: 305.2370737; or e-mail
[email protected]. Thank you for your time and effort.
Roman Martinez, MPA, CPPO, CPPB Director of Purchasing
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PERFORMANCE EVALUATION SURVEY This Survey is for (Company) ___________________________________ _______________ Point of Contact: ___________________________________________________________ __ Phone and e-mail:_____________________________________________________________ Fax: No. _______________________________________________________________________ Company/Client’s Name providing the reference:_________________________________ Individual providing the reference:______________________________________________ Phone and e-mail of individual providing the reference:___________________________
Date of Services: _______________________________________________________________ Total Cost of Services Performed: ____________________________________ Please evaluate the performance of the VENDOR (10 means you are very satisfied and have no questions about hiring them again. (5 is satisfactory or acceptable and 1 is if you would never hire them again because of very poor performance) If a question does not apply to your company, please leave blank. NO 1
CRITERIA Quality of Service in providing all scope of work related to your ERP Implementation Services.
UNIT (1-10)
2
Quality of Service in providing all scope of work related to your ERP Hosting Services.
(1-10)
3
Satisfaction of the Project Management Methodology utilized by the Consultant.
(1-10)
4
Rapport and friendliness of the staff performing the services.
(1-10)
5
Ability of the consultant personnel to resolve issues.
(1-10)
6
Ability to meet staffing availability and requirements.
(1-10)
7
Satisfaction as to cost compared to services rendered.
(1-10)
8
Ability to meet project schedule and milestone submittals
(1-10)
9
Overall satisfaction of the work performed by the vendor
(1-10)
10
If another opportunity would arise, would you hire this vendor again?
(1-10)
Overall Comments:________________________________________________________
PLEASE FAX THIS QUESTIONNAIRE NO LATER THAN May 5, 2014 TO ROMAN MARTINEZ AT 305.237-0737 or E-MAIL AT
[email protected]
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PERFORMANCE EVALUATION SURVEYS FOR__________________________________
LIST OF CLIENTS CONTACTED TO SUBMIT EVALUATION SURVEYS COMPANY NAME
PHONE NUMBER
FAX NUMBER
84
SERVICE DATE(S)
COST OF SERVICES
