the metropolitan water district of southern california


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THE METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA REQUEST FOR PROPOSAL RFP-PL-1070 ORACLE E-BUSINESS SUITE UPGRADE 11.5.10.2 to R12.2

KEY DATES REQUEST FOR PROPOSALS (RFP) ISSUED ................................................................................... April 17, 2014 NON-MANDATORY PRE-PROPOSAL CONFERENCE ................................................ 1:00 p.m. PDT May 6, 2014 REQUESTS FOR CLARIFICATION DUE ..................................................................... 3:00 p.m. PDT May 8, 2014 PROPOSALS DUE....................................................................................... 11:00 a.m. PDT May 20, 2014

NOTICE A non-mandatory pre-proposal conference will be held at Metropolitan’s Headquarters at 700 North Alameda Street, Los Angele, CA 90012 at 1:00 p.m. PDT on May 6, 2014.

METROPOLITAN WILL ONLY ACCEPT ELECTRONIC SUBMITTALS All Respondents must be registered on Metropolitan’s E-procurement (online solicitation) system in order to submit an online submittal in accordance with the RFP requirements. To ensure receipt of the latest information and updates regarding this solicitation, interested parties must register online at www.mwdh2o.com ; click on “Doing Business”; then select “Vendor Registration”. Contract Analyst: Peter Lan

Table of Contents SECTION 1:

INFORMATION FOR RESPONDENTS .................................................................................... 1

1.1 About Metropolitan ......................................................................................................................... 1 1.2 Project Background .......................................................................................................................... 1 1.3 Brief Description of Services ............................................................................................................ 1 1.4 Minimum Qualifications .................................................................................................................. 1 1.5 Business Outreach Program............................................................................................................. 2 1.6 Non-Mandatory Pre-Proposal Conference ...................................................................................... 3 1.7 Request for Clarification .................................................................................................................. 3 1.8 General Proposal Information ......................................................................................................... 3 1.9 Rights Reserved to Metropolitan ..................................................................................................... 4 1.10 Validity ............................................................................................................................................. 4 1.11 Pre-Contractual Expenses ................................................................................................................ 4 1.12 Confidentiality.................................................................................................................................. 4 1.13 Protest Procedure ............................................................................................................................ 5 1.14 Award of Contract ............................................................................................................................ 5 1.15 Sample Agreement .......................................................................................................................... 5 1.16 Certificate of Insurance.................................................................................................................... 5 1.17 Definitions ........................................................................................................................................ 5 SECTION 2:

SCOPE OF SERVICES ............................................................................................................ 7

2.1 Goals ................................................................................................................................................ 7 2.2 General............................................................................................................................................. 7 2.3 Objectives ........................................................................................................................................ 7 2.4 The Project ....................................................................................................................................... 8 2.5 Project Management ....................................................................................................................... 8 2.6 Database Administration Services ................................................................................................... 8 2.7 Knowledge Transfer and Documentation Requirements ................................................................ 9 2.8 Additional Services........................................................................................................................... 9 2.9 Anticipated On-Call Services – Development Skills ......................................................................... 9 SECTION 3:

Technical Requirements ................................................................................................... 10

3.1 General........................................................................................................................................... 10 3.2 System Acceptance ........................................................................................................................ 10 RFP-PL-1070

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3.3 Deployment Plan............................................................................................................................ 10 3.4 Knowledge Transfer Materials ....................................................................................................... 10 3.5 Key Deliverables ............................................................................................................................. 10 3.6 Metropolitan’s Technical Environment ......................................................................................... 11 SECTION 4:

EVALUATION CRITERIA...................................................................................................... 12

4.1 Firm Experience and Past Performance ......................................................................................... 12 4.2 Qualifications of Key Personnel and Staff ...................................................................................... 12 4.3 Project Management, Implementation Plan and Project Schedule .............................................. 13 4.4 Proposed Solution .......................................................................................................................... 13 4.5 Cost Proposal and Payment Schedule: .......................................................................................... 13 4.6 Environmental Sensitivity .............................................................................................................. 14 4.7 Business Outreach Program........................................................................................................... 14 SECTION 5:

PROPOSAL INSTRUCTIONS ................................................................................................ 15

5.1 General........................................................................................................................................... 15 5.2 Online Submittal Instructions ........................................................................................................ 15 5.3 Response Requirements ................................................................................................................ 16 SECTION 6:

EVALUATION PROCESS AND NEGOTIATIONS.................................................................... 19

6.1 Evaluation Process ......................................................................................................................... 19 6.2 Negotiations ................................................................................................................................... 19

ATTACHMENTS (attached separately): Attachment A – Sample Agreement Attachment B – Cost Proposal/Payment Schedule Attachment C – Respondent’s Participation Form Attachment D – Respondent’s Contact Information Form Attachment E – Respondent’s Compliance Form Attachment F – Conflict of Interest Statement

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SECTION 1: INFORMATION FOR RESPONDENTS

1.1 About Metropolitan The Metropolitan Water District of Southern California, (Metropolitan) is a public agency incorporated in 1928 pursuant to the Metropolitan Water District Act to build the Colorado River Aqueduct, a facility it still owns and operates. Metropolitan’s primary purpose is to provide a supplemental water supply for domestic and municipal uses at wholesale rates to its member agencies. Metropolitan imports water from two sources: the Colorado River via the Colorado River Aqueduct and Northern California via the California Aqueduct. Today, Metropolitan provides nearly 60 percent of the water used within its service area. Metropolitan consists of 26 member agencies that include 14 cities, 11 municipal water districts, and one-county water authority. Metropolitan is governed by a 37-member Board of Directors made up from the member agencies. Metropolitan’s service area comprises 5,200 square miles and includes portions of the six counties of Los Angeles, Orange, Riverside, San Bernardino, San Diego, and Ventura. Existing Metropolitan facilities include a 242 mile-long Colorado River Aqueduct with 5 pumping plants, a distribution system utilizing 8 functional reservoirs, 5 water treatment plants, 43 pressure control structures, 16 hydroelectric plants, and approximately 775 miles of large diameter pipelines. Respondents are encouraged to review Metropolitan’s Web Site announcements on a regular basis for contracting opportunities: www.mwdh2o.com.

1.2 Project Background Metropolitan invites proposals from experienced and qualified firms (Respondents) to upgrade Oracle’s Enterprise Business Suite (EBS) from version 11.5.10.2 to version 12.2 in accordance with the requirements of this Request for Proposals (RFP). Additionally, Metropolitan would like to implement iExpenses and any modules required for internal requisitions and inventory reservations.

1.3 Brief Description of Services Metropolitan requires an upgrade from 11.5.10.2 to 12.2 of Oracle’s E-Business Suite (EBS). These services include both technical and functional resources. The technical components include both Database Administration (DBA) and Developer functions. The functional components will be in all areas of change as identified in the Fit/Gap analysis. As well, as skills in iExpenses and any other modules needed to implement internal requisitions and inventory reservations. The Oracle software will reside on Metropolitan hardware.

1.4 Minimum Qualifications Respondent must meet the following minimum qualifications. Respondent's Proposal will be deemed non-responsive to the extent that it does not meet the minimum qualifications. 1. Respondent shall be a certified partner with Oracle, Inc. 2. Respondent and its proposed staff shall have a minimum of four (4) recent years of experience, within the last six (6) years, in performing at least two (2) upgrades to EBS R12.1.3 or higher and in performance of requested services as detailed in the Scope of Services. RFP-PL-1070

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1.5 Business Outreach Program 1. Metropolitan is committed to creating an environment that affords all individuals and businesses open access to the business opportunities available within the regional service area in a manner that reflects the diversity of the service area. 2. It is the policy of Metropolitan to solicit participation in the performance of all construction, professional services, procurement contracts, supplies, and equipment procured by Metropolitan by all individuals and businesses, including but not limited to small businesses, locally owned businesses, women, minorities, disabled veterans, and economically disadvantaged enterprises. 3. The Business Outreach Program (BOP) Office sets Small /Disabled Veteran Business Participation Levels on RFP at the minimum organizational goal of 20%. If this RFP proceeds to an RFP, contract award, or task order, the BOP Office reserves the right to reduce or increase the participation levels in that RFP, contract award, or task order, following a review of the actual scope of work involved. 4. A Small Business Enterprise (SBE) is independently owned and operated; is not dominant in its field; and meets the criteria set forth by the Small Business Administration in Title 13, Code of Federal Regulations, Part 121. 5. A Disabled Veteran Business Enterprise (DVBE) is independently owned and operated; is not dominant in its field; and meets the criteria set forth by the Veterans Benefit Act of 2003 (15 U.S.C. 657f) AND BY the California Department of General Services (DGS), Procurement Division (PD), Office of Small Business and DVBE Certification (OSDC). Disabled Veteran Business Enterprises (DVBEs) must indicate their DVBE status through the Vendor Registration and Certification portal at www.mwdh2o.com. 6. A Regional Business Enterprise (RBE) is a business that has maintained an office for a minimum of one year within Metropolitan’s service area which includes portions of six counties. Those counties are as follows: Los Angeles, San Bernardino, Riverside, Orange, San Diego and Ventura. The business must have a business permit or license issued by the local jurisdiction in which they are located. Please refer to the following link to see cities within our service area: http://www.mwdh2o.com/mwdh2o/pages/memberag/member04.html 7. Firms participating as prime Respondents that qualify as RBEs will receive five (5) percentage points toward total scoring points. 8. Firms participating as prime Respondents that qualify as either an SBE and/or DVBEs will receive a maximum of five (5) percentage points toward total scoring points. 9. For questions or clarification concerning the Business Outreach Program, please call the Business Outreach Office Hot Line at 213.217.7444. 10. Acceptable proof of SBE/DVBE status is:  An SBE /DVBE profile printout from Metropolitan's online registration system, available at www.mwdh2o.com;  A copy of Certification of SBE Status issued by NetConnect;  A micro-business certification issued by the State of California Department of General Services;

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DVBE certification issued by the State of California or the U.S. Department of Veterans Affairs.

1.6 Non-Mandatory Pre-Proposal Conference 1. A non-mandatory pre-proposal conference for prospective Respondents will be held at 1:00 p.m., PDT May 6, 2014 at Metropolitan’s Headquarters at 700 North Alameda Street, Los Angeles, CA 90012. 2. To assist in preparations, Respondents are requested to RSVP through Metropolitan’s eprocurement system. 3. Metropolitan will discuss the services required under this RFP, and Respondents are invited to present relevant questions during the pre-proposal conference; however, technical or material questions must be submitted in writing in accordance with the instructions below in order to be considered. Metropolitan’s official response and changes to the RFP will be issued via written addendum. 4. Limited valet parking is available at Metropolitan’s main entrance. Additional parking is available in the Union Station complex. Parking will not be validated. Sign in at the security desk for a temporary badge and the location of the conference. Allow sufficient time to sign in and locate the conference.

1.7 Request for Clarification 1. Firms requesting clarification pertaining to this RFP must submit all requests by 3:00 p.m., PDT, May 8, 2014 on Metropolitan’s E-procurement system through its Question and Answer (Q &A) tool. 2. Each question must be submitted individually in the Q&A tool. For example, if your firm should have two (2) or more questions, enter your first question, submit it and then enter your next question in a separate question detail window, submit it and so on. 3. As appropriate, Metropolitan will respond to questions. Answers to questions will be posted on Metropolitan's E-procurement system and/or an addendum will be issued for material information or changes to the RFP. 4. In order to be responsive, receive updates, clarifications, addenda and addendums, firms must complete the online registration by going to www.mwdh2o.com, then click on “Doing Business”, and then “Vendor Registration”.

1.8 General Proposal Information 1. Respondents are encouraged to carefully review this RFP in its entirety prior to preparation of the Proposal. 2. All Proposals submitted will become the property of Metropolitan. 3. Respondent may modify or amend its Proposal only if Metropolitan receives the amendment prior to the deadline stated herein for receiving Proposal. 4. If Respondent forms a joint venture, a copy of the joint venture agreement will be requested if Respondent is selected for award. Do not submit the joint venture agreement with the Proposal. 5. A Proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the Proposal. RFP-PL-1070

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1.9 Rights Reserved to Metropolitan In addition to rights established elsewhere in this RFP, Metropolitan reserves the right to: 1. Reject any or all Proposals; 2. Confirm at any time during the solicitation process that the Respondent is able and responsible to perform the requested services in the manner desired, taking into consideration information in the Proposal, any interview conducted, or additional information acquired by Metropolitan; 3. Select the Proposal most advantageous to Metropolitan; 4. Verify all information submitted in the Proposal; 5. Withdraw this solicitation at any time without prior notice: 6. Decide not to award any contract to any Respondent responding to this RFP; 7. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents as Metropolitan may deem to be in its best interests; 8. Negotiate the final contract with any Respondent(s) as necessary to serve the best interests of Metropolitan; 9. Amend the RFP; 10. Amend the final contract(s) to incorporate necessary attachments and exhibits or to reflect negotiations between Metropolitan and the successful Respondent.

1.10 Validity Proposal must be valid for a period of at least twelve (12) months from the closing date and time of this RFP. Proposal may not be withdrawn after the submission date.

1.11 Pre-Contractual Expenses Metropolitan shall not be liable for any pre-contractual expenses incurred by Respondents in the preparation of their Proposal. Respondents shall not include any such expenses as part of their Proposal. Pre-contractual expenses are defined as expenses incurred by the Respondent in preparing its Proposal in response to this RFP; submitting that Proposal to Metropolitan; negotiating with Metropolitan any matter related to the Proposal; and, any other expenses incurred by the Respondent prior to the date of award and execution of an Agreement.

1.12 Confidentiality 1. Metropolitan is subject to the Public Records Act, California Government Code Section 6250 et. seq. As such, all required submittal information is subject to disclosure to the general public. Consequently, unless specifically required by the solicitation, respondents should not submit personal data such as driver’s license information, social security numbers, etc. to avoid the possibility of inadvertent disclosure of this personal information. Please note that Metropolitan cannot consider Proposal marked confidential in their entirety. 2. Respondent may provide supplemental information exempt from public disclosure under Gov. Code § 6254, including “trade secrets” under Evidence Code § 1060. Such supplemental information shall not be material to the required submittal information and Metropolitan shall be under no obligation to consider such supplemental information in its evaluation.

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3. If submitting confidential, supplemental information, such information should be sectioned separately from the rest of the submittal and clearly marked "Confidential." Upon completion of its evaluation, Metropolitan will destroy any confidential, supplemental information submitted, or return such information to Respondent if so requested.

1.13 Protest Procedure Respondents may review Metropolitan’s protest procedure at: http://www.mwdh2o.com, Doing Business, Professional Service Opportunities, click on “protest procedures.”

1.14 Award of Contract After a Respondent is selected, the award of a contract (agreement) is contingent upon the successful negotiation of terms, acceptability of fees, and formal approval by Metropolitan.

1.15 Sample Agreement Attachment A is Metropolitan’s Sample Agreement. Before submitting your Proposal, you are requested to carefully review and comment as necessary on any of the provisions set forth in the Sample Agreement. Metropolitan reserves the right to modify, add or delete any of the provisions of the Agreement prior to issuance.

1.16 Certificate of Insurance Respondent shall state its willingness and ability to provide Metropolitan with required insurance coverage as set forth in the sample Agreement within seven days of notification of selection for award. The insurance coverage required for this RFP is as follows: 1. General Liability 2. Automobile Liability 3. Workers’ Compensation insurance covering all of Consultant’s employees shall be furnished in accordance with the Statutory Requirements of the State of California and shall include Employers’ Liability insurance with a limit for each accident for bodily injury or disease. 4. Professional Liability or Errors and Omissions Aggregate

$1,000,000 $1,000,000

$1,000,000 $1,000,000 $2,000,000

1.17 Definitions 1. Agreement: Contractual document specifying the terms and conditions, and defining the Scope of Services to be performed by the Respondent for a specific project, or on a continuing or on-call basis. 2. Project Manager/Agreement Administrator: The person assigned to administer the work to be accomplished by Consultant and the primary point of contact between Metropolitan and Consultant. 3. Fee Schedule or Cost proposal: A summary of costs by major task or project phase showing subtotals and totals to be charged. 4. Consultant: The party entering into an Agreement with Metropolitan for the performance of the work described in this RFP. 5. Joint Venture: An association of two or more persons or firms engaged in the cooperative effort of providing services described in the Scope of Services for which a Proposal is being submitted.

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6. Key Personnel: Lead members of Consultant’s team and actual direct participants in the services. Key personnel may include the Consultant’s employees or a Sub-consultant. 7. Metropolitan: Metropolitan as used hereinafter shall refer to The Metropolitan Water District of Southern California. 8. Respondent: A sole proprietor, partnership, corporation, or joint venture making a Proposal or response to Metropolitan's RFP. 9. Regional Business Enterprise: Firms having an office located within one of the following counties: Los Angeles, Orange, Riverside, San Bernardino, Ventura and San Diego for at least one year. 10. Small Business Enterprise: Those firms meeting the criteria set forth by the Small Business Administration in Title 13, Code of Federal Regulations, Part 121. 11. Disabled Veteran Business Enterprise: Any firm that is independently owned and operated; is not dominant in its field; and meets the criteria set forth by the Veterans Benefit Act of 2003 (15 U.S.C. 657f) AND BY the California Department of General Services (DGS), Procurement Division (PD), Office of Small Business and DVBE Certification (OSDC). 12. Sub-consultant/Sub-contractor: Any person, firm, or corporation performing work or providing service for the Consultant in support of the Scope of Services for an agreement. 13. Solicitation: A Request for Qualifications (RFQ), Request for Information (RFI) or RFP issued by Metropolitan.

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SECTION 2: SCOPE OF SERVICES 2.1 Goals The goals of the Oracle R12.2 include, but are not limited to the following:

2.2 General 1.

Perform an upgrade from Oracle EBS and Grants Management version 11.5.10.2 to R12.2. Upgrade Oracle WebCenter to be compatible with R12.2. Add new functionality through the implementation of iExpenses.

2.

Implement other modules as necessary to support internal requisitions and inventory reservations.

3.

Successfully complete the Oracle application upgrade by October 2015.

2.3 Objectives The main objectives of this project are to: 1.

Identify all customizations and determine if they are or are not compatible with the 12.2 environment.

2.

Perform Fit/Gap analysis of all modules in use at Metropolitan which outlines the current gaps in functionality, customizations, reports and flexfields. The analysis will include determining whether or not the existing configuration of each application continues to meet the needs of Metropolitan, matching existing gaps with new functionality or standard reports, recommending modifications to set up and/or changes to business practices, and creating an implementation strategy.

3.

Upgrade the following components: a. Accounts Payable (AP) b. Account Receivable (AR) c. Purchasing (PUR) d. iProcurement e. Inventory (INV) f.

Fixed Assets (FA)

g. Project Accounting/Grants Management (PAGM) h. General Ledger (GL) i.

Oracle WebCenter Enterprise Capture

j.

Oracle WebCenter Imaging Oracle WebCenter Forms Recognition

k. Oracle WebCenter Applications Adapter for Oracle E-Business Suite 4.

Implement new modules as required to support internal requisitions and inventory reservations.

5.

Implement new functionality, as identified in the Fit/Gap Analysis.

6.

Implement iExpenses to process expense reports and integrate with Oracle WebCenter and AP.

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7.

Implement a burdening extension to display detailed burdening information in Grants management. Due to the implementation of Oracle Grant Accounting, all the burdened transactions are summarized by project, task, award, expenditure organization, expenditure classification, supplier, Project Accounting Period, and burden cost code. The burdening extension will provide detailed burdening information for all components of the summary transaction. This information will provide Metropolitan with accurate and detailed information for each burdening transaction to assist in troubleshooting errors in burdening, or cost transfers.

2.4 The Project 1. During the project the Consultant will manage, facilitate, guide and perform the Oracle EBusiness Suite from 11.5.10.2 to Release 12.2. The project is anticipated to start in September 2014. 2. The Project will consist of three (3) dry runs prior to Production cutover. a. The first run will be a purely technical upgrade documenting each step of the upgrade path. During this timeframe, the Fit/Gap analysis should be performed with the customers. Once this environment (UPGx) is complete, it will be cloned creating a second environment (TSTx). UPGx will be used for development. TSTx will be used by the customers to begin evaluating the upgraded modules. b. Another environment will be created; the second environment is where the customization created in UPGx will be migrated. The customer will move from UPGx to the second environment to test the customizations and continue to evaluate the upgraded module. c. A third environment will be created; this environment will be used for UAT. 3. Finally, the Production upgrade will be scheduled and executed.

2.5 Project Management 1. The Consultant shall provide a dedicated Project Manager throughout the duration of the Project to oversee and ensure the continued progress and success of the Project. The role of the Project Manager is to oversee, manage and coordinate the day-to-day activities of the project with assistance from the Metropolitan Project Manager and to schedule consulting resources. 2. The Consultant Project Manager will create and maintain a mutually agreed upon Project Plan and schedule with key milestones. The schedule will be resource- loaded and logic driven. Additionally, payment milestones shall be included in the schedule. 3. The Consultant Project Manager shall immediately notify Metropolitan’s Project Manager of risk to the successful, on-schedule completion of the project. 4. The Consultant Project Manager shall maintain an issues log including the details of each issue, including level of risk, priority, assignment, status and resolution.

2.6 Database Administration Services 1. The Consultant shall provide all DBA services required for the successful completion of the Project. After completing the 1st upgrade and cloning, the consultant shall create detailed step-by-step guides for those processes and provide those documents to Metropolitan. 2. Metropolitan will be responsible for migrating customizations to the various environments.

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2.7 Knowledge Transfer and Documentation Requirements 1. The Consultant shall submit a formal Knowledge Transfer Plan for review and approval by Metropolitan. The Knowledge Transfer Plan shall describe how the Consultant intends to provide users the necessary knowledge to be able to use and support the upgraded application. 2. Consultant’s knowledge transfer for technical staff shall impart the knowledge necessary to support the system. 3. Consultant shall document the system configuration and all customizations in order to enable Metropolitan to support future enhancement and maintenance of the proposed system. 4. Provide documented cloning instructions for EBS and Webcenter components.

2.8 Additional Services 1. Metropolitan requires an upgrade from 11.5.10.2 to 12.2 of Oracle’s E-Business Suite (EBS). These services include technical, functional and project management resources. The technical components include both Database Administration (DBA) and Developer functions. Consultant shall possess functional and technical skills in the identified modules. To clarify, the WebCenter components are used to provide automated invoice processing in AP. 2. The Project Management, DBA and functional components shall be a fixed price proposal. Metropolitan retains the option to use development support from the Consultant on an oncall/task order basis.

2.9 Anticipated On-Call Services – Development Skills 1. Oracle Framework 2. Java Programming 3. Oracle Forms 4. BI Publisher 5. PL SQL

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SECTION 3:

Technical Requirements

3.1 General 1. All applications under this project shall be installed on-site at Metropolitan. Remote access may be granted, if agreed to by Metropolitan. 2. Metropolitan, with assistance from the Consultant, will perform User Acceptance Testing (UAT). Issues encountered during the System Testing phase discussed herein shall be incorporated as part of the final acceptance test plan. This testing will involve Metropolitan functional and technical staff, as required.

3.2 System Acceptance System Acceptance will be achieved when Metropolitan provides final "sign-off" that the system operates per the Requirements and agreed upon System Design. The following items are required for Final Acceptance of the systems: 1. Verification/validation of system based on User Acceptance Testing results; 2. Resolution of all critical issues as documented on the Project and Testing Issue Logs; 3. Documentation of any outstanding non-critical issues at time of deployment; 4. A 45-day Consultant-supported acceptance period; 5. Signed user acceptance document; 6. All documentation required by this RFP in an approved, editable format.

3.3 Deployment Plan 1. Consultant shall develop a Deployment Plan, subject to Metropolitan review and approval, which identifies the activities required for system deployment at Metropolitan. The plan shall be based on Consultant’s knowledge as well as input obtained from Metropolitan staff. 2. The plan shall ensure that the system has successfully passed all tests prior to deployment. If there are outstanding non-critical issues, then the plan shall address how and when these issues will be resolved. 3. The plan shall include detailed daily and hourly level activities for installation, testing, cutover, and maintenance and support for the proposed solution.

3.4 Knowledge Transfer Materials All knowledge transfer and reference materials shall be provided in electronic and hard copy. Knowledge transfer materials shall describe or make reference to the system in its deployed configuration.

3.5 Key Deliverables Key project deliverables include but are not limited to: 1. Project Management a. Project Management Plan RFP-PL-1070

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b. Resource-loaded logic-driven MS Project schedule c. Bi-Weekly schedule updates d. Weekly status reports e. Attendance at weekly project status meetings f.

Attendance at Monthly Steering Committee meetings

g. Project Issues log 2. Design Phase a. Fit/Gap Analysis b. Draft System Design Document c. Final System Design Document d. Guidance for business process changes 3. Development Phase a. System integration points and interfaces b. Knowledge transfer c. Test Plan and system and user acceptance testing deliverables 4. Deployment Phase a. Deployment Plan b. A fully functional EBS R12.2 environment and Webcenter Production environment

3.6 Metropolitan’s Technical Environment 1.

Current Hardware Environment a. 11.5.10 of EBS resides on HP 9000 PA-Risc Machines b. 9 IAS resides on HP 9000 PA-Risc Machines c. HP UNIX, ver. 11iV1

2.

New Hardware Environment a. HP 7000 Itanium Machines b. Oracle Fusion c. HP UNIX, ver. 11iV3

3.

Database Environment (3 instances) a. Production (450gb) b. Testing (450gb) c. Development (450gb)

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SECTION 4: EVALUATION CRITERIA The following evaluation criteria will be used for the evaluation and selection of Respondent for contract award. Each Proposal will be competitively evaluated on its relative strengths and weaknesses against the following criteria listed below and as described in Section 5. The order of the listed criteria is not indicative of their priority, weighting or importance. Respondent shall provide information for the statements listed below as part of the proposal.

4.1 Firm Experience and Past Performance 1. Based on your firm’s expertise and qualifications, please explain why your firm and/or team is best suited to provide the services requested under this solicitation. 2. Provide firm’s overall experience, technical competence and qualifications to provide the required services. Highlight firm’s qualifications relative to the minimum requirements of the RFP. 3. Cite the total number of projects (table format preferred) worked on within the last six (6) years most relevant in size and scope to the services requested under this solicitation. Please provide Contact Information. List the most current projects first. Please provide all pertinent information including but not limited to: •  • • •

Title/Description of the project; Client’s name, address, contact person, telephone and fax number, and e-mail address; The size and type of organization and whether the organization is single, or multi-site; Project schedule and cost; and Level of participation and roles (lead, support, sub, etc.) with names of key personnel of Respondent’s team that participated and their roles.

4. Please choose three (3) projects from those cited above that best demonstrate your qualifications and provide a detailed description of each. For each, provide the project title, a brief narrative/description, and your/the firm’s role (lead firm, support, etc.), and the final project outcome and the benefits realized by the client as a result of the work. Identify your responsibilities, problems/issues encountered, solutions recommended, results generated, and the final product, outcome and the benefits realized by the client as a result of the work. 5. Metropolitan may use past performance information obtained from a variety of sources and not just those identified by the Respondent.

4.2 Qualifications of Key Personnel and Staff 1. Provide a listing with job titles and organization chart identifying key personnel, related lines of authority and responsibility of those team members who will provide the services described in this RFP. Identify any sub-consultants and identify their role. 2. Provide appropriate resumes only for key staff members that will be assigned to this project. Resumes shall highlight title, education, licenses and certifications (issue and expiration dates) with similar project experience within the last six (6) years and other qualifications for the services described in this RFP. If Respondent wishes to include additional resumes, they should be included as an appendix to the proposal.

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4.3 Project Management, Implementation Plan and Project Schedule Based on Respondent’s similar past experience, Respondent shall submit their project management approach, implementation plan, project schedule and timeline for complete implementation of the products and services required in the scope of work. Respondent’s project schedule shall contain all key milestones and tasks. Respondent’s Implementation Plan and Project Schedule will be reviewed for comprehensiveness and acceptability of proposed implementation plan and project schedule and timeline.

4.4 Proposed Solution Based on Respondent’s similar past experience, Respondent shall provide a description of the methods and approach that will be used to perform the requested services. Discuss objectives, recommendations and solutions. Respondent is encouraged to identify and recommend any improvements or enhancements to the upgraded R12 environment, as well as to highlight other issues Respondent deems prudent.

4.5 Cost Proposal and Payment Schedule: 1. Based on your understanding and recommendations, please submit a fixed-price cost proposal utilizing Attachment B reflecting a bottom-line price to deliver all the services and equipment requested under this solicitation. Respondent shall provide sufficient detail and description in its cost proposal for Metropolitan to evaluate the overall quality of the proposed service. 2. Respondent shall also submit a payment schedule reflecting desired payment based on proposed project schedule with logically ordered project milestones, task completion and deliverables. 1) The pricing components to be provided must include: a. Project Management b. Travel Expenses c. R12 Upgrade Costs 2) Project Management a. Project Management Plan b. Resource-loaded logic-driven MS Project schedule c. Project Issues log 3) Design Phase a. b. c. d.

Fit/Gap Analysis Draft System Design Document Final System Design Document Guidance for business process changes

4) Development Phase a. System integration points and interfaces b. Knowledge transfer (for all modules) c. Test Plan and system and user acceptance testing deliverables 5) Deployment Phase a. Deployment Plan RFP-PL-1070

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b. A fully functional EBS R12.2, Grants Management and Webcenter Production environment 6) Technical Assistance a. DBA functions b. Developer functions (hourly rates) c. Other 7) iExpenses implementation 8) Other modules (Separate by Module) 9) Any additional costs which Respondent anticipates will be required. 3. Respondent’s cost proposal will be reviewed for: a. Competitiveness and reasonableness of costs b. Complete and detailed cost itemization in support of its fixed price

4.6 Environmental Sensitivity Describe policies or procedures that your firm has implemented that demonstrate environmentally friendly practices. Such practices may include but would not be limited to: use of hybrid vehicles, mandated use of recycled paper, mandated use of products certified by Green Seal, a policy which reduces waste, etc. Firms that demonstrate environmentally friendly practices will be awarded 5 percentage points toward the total number of evaluation points.

4.7 Business Outreach Program 1. Respondents (primes) who qualify as a Small Business Enterprise or Disabled Veteran Business will be awarded five (5) percentage points toward the total number of evaluation points. The SBE/DVBE status of Respondents will be verified using the NetConnect vendor information profile. 2. Respondents (primes) who qualify as Regional Business Enterprise (RBE) will be awarded five (5) percentage points toward the total number of evaluation points. The RBE status of Respondents will be verified using the NetConnect vendor information profile.

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SECTION 5: PROPOSAL INSTRUCTIONS 5.1 General Proposal shall be submitted online in accordance with the “Online Submittal Instructions” below. Failure to submit your Proposal online as set forth in this Section by the deadline will result in a nonresponsive determination.

5.2 Online Submittal Instructions 1. Proposal shall be submitted online at

http://www.planetbids.com/portal/portal.cfm?CompanyID=16151 through Metropolitan’s E-Procurement system. 2. First time users to the system must first register before attempting to upload their Proposal. Proposal shall be submitted in an Adobe Acrobat PDF format or Microsoft WORD format. a. Respondent shall upload its technical file as the “response” file type. b. Respondents shall upload its fee schedule separately as the “cost” file type. c. Please note the two file types and follow the upload options on Metropolitan’s EProcurement system. 3. In order to upload a response, in addition to a login identification and password, Users MUST HAVE a PIN code prior to attempting to post a document. Respondents should ensure that they have their correct pin code prior to the Proposal due date. 4. To retrieve your User PIN code, please navigate to your vendor profile page on the Metropolitan’s E-procurement system and click on “Get PIN.” PLEASE AVOID WAITING UNTIL THE DAY AND TIME THE SOLICITATION CLOSES TO SEEK PIN CODE ASSISTANCE FROM METROPOLITAN’S E-PROCUREMENT SYSTEM REPRESENTATIVES 5. File shall be named as follows: a. Technical file: FirmName_RFPNo.pdf [or] doc, as an example – i.

“ACMECompany_1070.doc”

b. Cost file (Cost Proposal and Payment Schedule): FirmName_RFP No_cost.pdf [or]doc, as an example – i.

“ACMECompany_1070cost.doc”

6. Respondent’s aggregate response file size should not exceed 15MB. Firms not adhering to this protocol may be deemed non-responsive. 7. Proposal received after the stated time and date, will be considered late and will be automatically rejected by Metropolitan’s E-Procurement system. PLEASE ALLOW A MINIMUM OF ONE HOUR before the solicitation closing time to upload your Proposal. 8. Respondent is solely responsible for familiarizing itself with all the necessary steps to ensure that its Proposal is submitted correctly both in form and content and within the

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stipulated deadline. Firms that are locked out by Metropolitan’s E-Procurement system during the posting process will be deemed non-responsive and not considered during the evaluation process. 9. Respondents should contact a Metropolitan E-Procurement system representative at 1.888.614.2437 with problems that may be encountered during the online posting process.

5.3 Response Requirements 1. The information requested below will be used to evaluate the Respondent’s Proposal based on the criteria outlined in Section 3. Respondents may be deemed non-responsive if they do not respond to all Sections listed in number 4 below. 2. Readers of Respondent’s Proposal need to quickly navigate to points of reference for locating important information. Therefore, it is preferable that your Proposal include a table of contents using links to the titled Sections listed in number 4 below. 3. Proposal must be prepared simply and economically, providing a straightforward, concise description and information to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. A material departure from the format requirements listed herein may render the Proposal as non-responsive. 4. Proposal shall be organized in separate sections tabbed with corresponding letters and related headings in the order presented below: A. B. C. D. E. F. G. H. I. J. K. L. M.

Executive Summary Letter Table of Contents Minimum Qualifications Firm Experience and Past Performance Qualifications of Key Personnel and Staff Project Management, Implementation Plan and Project Schedule Proposed Solution Cost Proposal and Payment Schedule Environmental Sensitivity Business Outreach Program Compliance (Respondent’s Participation Form) Respondent’s Contact Information Form Respondent’s Compliance Form Conflict of Interest Statement

A. Executive Summary Letter This letter shall be a brief formal signed letter from Respondent that provides information regarding the firm and its ability to perform the requirements of this RFP. The letter should be signed by an individual authorized to bind the submitting entity or by two (2) corporate officers authorized to bind the proposing entity as set forth in the California Corporations Code. An unsigned Proposal may be grounds for rejection.

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B. Table of Contents (TOC) Respondent shall identify all materials and enclosures being forwarded in response to this RFP in the order stated in section 4 above. Readers need familiar points of reference to quickly locate important information. The TOC's page numbers assist when users thumb through a hard copy, and when viewing a "soft" copy of the Proposal, users need to navigate to a point of reference by clicking on the TOC heading. It is preferable that a TOC be included in your Proposal with heading links. C. Minimum Qualifications Respondent shall herein demonstrate that it meets the minimum requirements by identifying and providing a narrative on how it meets each of the minimum requirements listed below. Respondent’s Proposal will be deemed non-responsive if these minimum requirements are not met. 1. Respondent shall be a certified partner with Oracle, Inc. 2. Respondent and its proposed staff shall have a minimum of four (4) recent years of experience, within the last six (6) years, in performing at least two (2) upgrades to EBS R12.1.3 or higher and in performance of requested services as detailed in the Scope of Services. D. Firm Experience and Past Performance As required by Section 4.1 – Evaluation Criteria, Respondent shall demonstrate herein its firm experience and past performance. E. Qualifications of Key Personnel and Staff As required by Section 4.2 – Evaluation Criteria, Respondent shall provide its organizational chart, staffing plan, identifying key roles, and resumes highlighting specialized expertise applicable to the scope requested under this RFP. F. Project Management, Implementation Plan and Project Schedule As required by Section 4.3 – Evaluation Criteria, Respondent shall describe and its project management, implementation plan and project schedule. G. Proposed Solution As required by Section 4.4 – Evaluation Criteria, Respondent shall describe its technical approach and methodology for performance of services requested under this RFP. H. Cost Proposal and Payment Schedule As required by Section 4.5 – Evaluation Criteria, Respondent shall upload its cost proposal and payment schedule separately from the rest of the Proposal on Metropolitan's E-procurement system site as directed in Section 5.2, sub-section 5, item b above. I.

Environmental Sensitivity In accordance with requirements set forth under Section 4.6 – Evaluation Criteria, Respondent shall describe herein your approach to the project or your firm’s policies or procedures that demonstrate environmentally friendly practices. Respondent shall limit this section to one (1) page.

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J.

Business Outreach Compliance Respondent shall submit herein the Attachment C “Respondents Participation Form” to identify SBE, DVBE, RBE, and other sub-consultants they intend to contract with to provide services described in the RFP. Please note that pricing information for sub-consultants are required as part of Respondent’s Cost Proposal submittal.

K. Respondent’s Contact Information Form Respondent shall complete and submit herein, Attachment D. (You may include additional lines if needed.) L. Respondent’s Compliance Form Respondent shall complete and submit herein, Attachment E and if applicable, attach additional information.    

Validity of Proposal Statement of Compliance Certificate of Insurance Financial Information

M. Conflict of Interest Statement Respondent and its sub-consultants must complete and submit herein the Conflict of Interest Statement attached herein as Attachment F.

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SECTION 6: EVALUATION PROCESS AND NEGOTIATIONS 6.1 Evaluation Process 1. Proposal will be reviewed by the Contract Analyst to verify compliance with submission instructions, response requirements, and minimum qualifications. Any Proposal not meeting the minimum qualifications will be deemed non-responsive. 2. Proposal evaluation will commence immediately following the review conducted by the Contract Analyst. During the evaluation process, the evaluation panel may request clarification, as necessary, from Respondents. Respondents should not misconstrue a request for clarification for negotiations. It is anticipated that the evaluation process will be completed within approximately 30 to 45 working days. Respondents will be notified via email regarding the status of its Proposal. 3. Following the evaluation of the submitted Proposal, a short list of the most qualified Respondents may be developed based on the criteria outlined in Section 4. Metropolitan may elect to have the short list of Respondents give oral presentations. Short-listed Respondents must be prepared to give their presentation within five (5) business days of the request by Metropolitan. The evaluation panel may ask questions about Respondent’s written Proposal and other issues regarding the scope of work. The short-list interview may be evaluated and scored. Metropolitan may ask short-listed firms to submit a best and final offer for further evaluation.

6.2 Negotiations Negotiations regarding agreement terms, conditions, scope of work, and pricing may or may not be conducted with Respondent. Therefore, Proposal submitted should contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent. If Metropolitan engages the Respondent in negotiations and satisfactory agreement provisions cannot be reached, then negotiations may be terminated. Metropolitan may elect to contact another firm submitting a Proposal. This sequence may continue until an agreement is reached.

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