Appendix A Scope of Services

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1 Scope of Services 1. Project Title: Municipal Public Administration Software 2. Scope of Services Contact Questions about the technical nature of the Scope of Services and the responses may be submitted and/or reviewed online at 3. Proposal Evaluation Factors Emphasis Factor 20% Total cost for software and implementation services 60% Extent to which proposal meets City s functional, technical and implementation requirements 10% Comprehensiveness and pricing of proposed maintenance options 10% Vendor viability, as demonstrated by evidence of sound fiscal condition, organization, and management practices 4. Brand Manufacture Reference The City is vendor agnostic and has determined that any manufacturer s brand defined in the Scope of Services meets the City s product and support needs. The manufacturer s reference is not intended to be restrictive, and is only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Proposal is fully noted with the manufacturer s brand name and model. The City reserves the right to determine products and support of equal value, and whether other brands or models meet the City s product and support needs. 5. Key Events Schedule Sealed Proposal Due to and Opened by City: 10:00 AM CST, July 14, 2009 Evaluation Schedule: Evaluation of all accepted proposals will be conducted by the evaluation committee as soon as possible after the bid opening. Product demonstrations by selected finalists will be done by invitation only. 6. Scope of Services 6.1 Overview of Project City of Coppell, (COC) invites qualified Information Technology (IT) Software and Implementation providers to submit a proposal for the installation and implementation and training of a comprehensive and integrated Municipal Public Administrative Application System. The scope of this proposal will include the software required to meet the functional and technical requirements as described in Exhibit A, professional services necessary to successfully implement the software to meet the business requirements contained herein, on-site training for City users, development of training documentation that is customized to the City and data conversion activities necessary to convert all required data from the city s existing legacy databases into the new system. Page A1 of A12

2 This project is part of the City s ongoing Information Technology Strategic Plan. To assist in pursuing its overall IT Strategic goals, the City has hired or may in the future hire a consultant or consultants who will act as agents on behalf of the City. The proposer under this Request for Proposals agrees, if awarded a contract by the City, to cooperate fully with the City s consultant(s) and/or agents in implementing any proposed software solution provided under that contract. 6.2 Background The City of Coppell (COC) is located directly north of DFW International Airport in the Dallas/Fort Worth Metroplex and has a Council/Manager form of government. COC has an estimated population of just fewer than 40,000. The City provides basic services including police, fire, library, parks, recreation, street, water, waste water, drainage, municipal court, planning, zoning, code enforcement and building inspection. Additional information about the profile of the City and the services offered can be obtained from the City s website at The City has performed a systemic review of the alignment of its business processes with the underlying technology. During this review, a significant gap was identified between the cost of services and the functionality provided for the areas of finance, human resources and utility billing. The current system for these areas does not adequately support the City s current business processes nor do they provide flexibility to enhance ongoing and future operations of the City. Since purchasing the current system, the City has made a significant investment in custom modifications to the system utilizing both the original software vendor and 3rd party software developers. With each new software release delivered by the vendor, these custom enhancements must be evaluated and often modified to work with the new release, adding to the overall cost of the system. The City also utilizes a complex series of Microsoft Excel Spreadsheets and Access databases to augment functional shortcomings of the software and support a wide variety of activities, including the budgeting, fixed asset/inventory, salary projections and conversion of modified accrual funds to accrual government-wide funds. The data from these applications must then be re-keyed into the financial system, adding to the work effort and increasing the possibility of error. The City uses systems such as municipal court, building permits and inspections, property tax, recreation center management and cemetery management to generate accounting transactions. While some custom automation has been developed by a third party to interface with the core systems, these custom programs must be regularly modified to adapt for changes in state law, changes to the legacy system and changes to our departments workflow. This creates a bottleneck in the availability of financial information as well as increasing the cost of support and maintenance. 6.3 Current Technical Environment The City currently maintains a host of platforms and operating systems including: IBM DB2 on an AS400, Windows, and Netware. As part of the plan mentioned above, the City is attempting to standardize on a Microsoft Server 200x environment. Page A2 of A12

3 The current desktop standard environment is based upon the Windows XP Operating system with Microsoft Office 2003 the default office productivity tool. The City utilizes desktop work stations and portable laptops with docking stations primarily manufactured by Dell. The network architecture utilizes a Cisco networked environment with 10/100 Mb link between servers. Microsoft Active Directory is deployed with Windows 2003 domain controllers. 6.4 Functional Requirements The City desires a fully integrated Munciapl Public Adminstation Specifically, the City desires software to address the following functional areas: General Ledger Cash Management Procurement Accounts Receivable Budgeting Project Accounting Accounts Payable Fund/Grant Accounting Fixed Assets Payroll Utility Billing Human Resources/Benefits Inventory Control Reporting for all Applications The new system should utilize a browser-based graphical user interface (GUI) for all applications. The system should be configurable and provide the flexibility necessary to ensure that the City can implement the most efficient and effective business process possible. As part of the implementation of the new software, the City will undertake an extensive review of its business processes with the hope of aligning its processes to take advantage of the additional functionality available in the software/technology implemented. The modules should be tightly integrated and share a common data model where possible. Transactions made in sub-ledgers such as purchasing, accounts payable, fixed assets and revenue accounting should automatically load into the general ledger for review and approval by accounting staff. General requirements are as follows: Finance The General Ledger should be the repository for all financial transactions. It should provide the capability to load automated journal entries as well as allow accounting staff to create manual journal entries. It should maintain GASB 34 conversion journals to maintain government-wide beginning balances. The Financial system should provide key reporting capabilities including support for both government-wide and individual fund financial reports. The system should provide a facility to create custom operational reports that can be saved and shared amongst the user community. In addition, the system should support management level reporting and provide the ability to report on standard key performance indicators and measure those indicators against pre-determined target values. The system should provide the ability to easily perform adhoc queries against the data for trending and analysis. The Accounts Payable system should allow for the import of invoice and purchase order information, the formation of a payables voucher, the combination of multiple invoices Page A3 of A12

4 from a single vendor onto a single payables voucher and the creation of payment in the form of check or wire transfer. The Accounts Receivable system will be used primarily for miscellaneous invoicing. It should provide the ability to set up customers and create invoices. The Fixed Assets system should import new asset information from the purchasing, accounts payable and projects system, calculate depreciation and then create journal entries, both real and memo, into the general ledger. It should maintain deleted items and calculate gain/loss. The Purchasing system should provide for the creation of requisitions, RFP s and purchase orders. The system must have adequate levels of security to segment the creation of transactions in a decentralized environment. It should have the capability to create and manage contracts for services and goods and it must utilize a central vendor and item list. The budget system should allow for entry of proposed budget data at a departmental level including line item justifications, new program budget and justification and allow for the consolidation of the budget into a single document. Once approved, the budget should be uploaded into the general ledger for budgetary control purposes. The system should also provide the capability to enter performance measures that link to specific budgets and then track performance over the course of a budget year. The Project Accounting & Management functionality will be used to track project status and spending to ensure that projects are completed on time with available resources. The Fund/Grant Accounting system should allow for the creation and recording of individual grants and the tracking of grant expenditures. Periodic state and federal reports should also be available within the system. The Bank Account Management functionality should provide the ability to set up and track specific bank accounts within the system. The system should allow for the download of banking transactions into the system for electronic reconciliation with payments and cash receipt transactions which are stored within the software. Page A4 of A12

5 Human Resources The Human Resources/Benefits system should track all employee related data. It should provide an on-line self service module to facilitate employee recruitment, applicant tracking and position control. It should also track employee status, benefits, compensation, FMLA, FSLA, workers compensation and performance. It should seamlessly integrate with the Payroll system. The system should provide for salary projection calculations for every employee and electronically interface those projections to the Financial system. The Payroll system should integrate tightly with our existing Time and Attendance (TA) system as well as the Human Resources/Benefits system. Time should be imported directly into the Payroll system from the city s existing TA system and payment in the form of checks or direct deposit created. All deductions should be automatically calculated. The system should meet all federal and state reporting requirements. Utility Billing The Utility Billing system will be used to bill residential and commercial water, sewer, solid waste and storm water drainage customers. The system should maintain a customer database that supports multiple routes or zones. The system should automatically download and/or upload customer and meter reading information into/from the City s Itron MVRS Meter Reading system. When scoping the software, please consider the following metrics (all amounts are approximate and should be used for scoping purposes only): Business Function Metric Total city budget $81 mm Number of FTE Employees 400 Number of GL accounts 7,800 Number of JE s per year 14,000 Number of Purchase Orders per year 6,500 Number of AP Invoices Processed per year 17,000 Number of AP Payments 11,000 Number of Vendors 1,700 Number of Fixed Assets 6000 Number of Job Applications Per Year 1,750 Number of Utility Billing Residential Customers 12,000 Number of Utility Billing Commercial Customers Technical Requirements The City desires a high availability application that uses Microsoft SQL Server 2005 or higher and Windows Server 2003 or higher. The City prefers an integrated single data model that uses a single database instance for storage of all data. The system s security should be role-based with the capability of integrating to the City s existing Microsoft Active Directory infrastructure. Page A5 of A12

6 The City desires the conversion of as much data as possible from the legacy system into the new system. A conversion chart is provided in the pricing section of this document. The desire at this time is to review data conversion from two perspectives. First, the City is requesting a quote on the Proposer extracting data from the existing systems and loading this data into the proposed system (Full Conversion). Additionally, the City also desires a quote on the Proposer only being responsible for loading the data into the new system (Partial Conversion). In the Partial Conversion, the City will be responsible for extracting the data from the existing system. Both data conversion approaches should include multiple mock conversions where the City can review, validate and test the converted data in the proposed system prior to production deployment. The City will be responsible for reviewing and cleaning the data which is to be converted under both the Full Conversion and Partial Conversion approaches. Please clearly identify your approach to both of these options in your response. The City requires support 7 am to 7 pm CST Monday through Friday for non-emergency support calls with a 4 hour return phone call. All production down (emergency) issues will require a return phone call within 2 hours. The Proposer should also offer an on-line support site that includes both technical and functional documentation. The site should also provide the capability to download patches and fixes for the software and provide detail costs related to requests for customization. 6.6 Implementation Requirements The successful vendor will be required to provide implementation services for their proposed software. It is the City s desire to begin and complete the implementation of the new software in fiscal year Oct 2009 Sep The implementation program should include the following activities: The implementer will be required to analyze and evaluate the City s existing business processes in conjunction with City staff and/or an outside consultant to determine the optimum configuration for the proposed solution. Any gaps should be identified and a work around solution proposed to the City s project steering committee. The implementer will be required to develop a detailed data conversion plan containing the following elements: o Development of routines to extract data from the city s existing legacy systems; o Development of routines to transform, validate and load data into the proposed system; o The data conversion routines should include exception/error logging; o The data conversion routines should include reporting at each step of the conversion process to include hash and control totals to validate conversion success; o The data conversion routines should validate key fields to ensure referential integrity of the data as it is loaded into the proposed system; o The data conversion plan should include multiple mock conversions with business users validating and testing the data within the proposed system; o The data conversion plan should include source to target data mapping that identifies how data will be converted at the field level; o Data conversion routines will need to be executed in full within a reasonable, The implementer will be required to develop a detailed test plan for the City. The plan should include Unit, System, Performance and User Acceptance testing. Page A6 of A12

7 The successful Proposer will be required to create training material customized to the City s specific installation and provide training for all City users. Training should be tailored to specific City functions such as general ledger, accounts payable, purchasing, human resources, etc. The implementer should create a deployment plan. The deployment plan should facilitate the transfer from the legacy system into the proposed system. The implementer will be expected to conduct the final deployment of system within a reasonable time frame. The implementer should be prepared to support the system on-site for up to 30 days following the initial system deployment. The proposed implementation plan should include the following elements: o Project Management o Requirements Definition and Gap Analysis o Design/Build/Configure Plan o Data Conversion Plan o Training Plan o Testing Plan o Deployment Plan The Proposer should develop and provide a detailed project work plan with detailed tasks and resources. The Proposer should provide weekly status updates to the City to include: o Tasks completed in current period o Tasks planned in the future period o Updated work plan with percent complete at task level o Up to date list and description of project risks and issues Proposer should facilitate sign-off on each project deliverable. 7. Proposal Format - Software Provider Qualifications The following proposal outline is provided to guide the Proposer in answering the questions most important to the City. The general outline should be followed, however, the Proposer is free to respond to the questions in any manner you see fit as long as the questions are answered and the reader is able to identify which portion of your proposal addresses each question General Company Background Provide a description of your company. Include the scope of operations and size of the staff responsible for the specific product(s) you are proposing. Additional pre-printed documents, such as an annual report may be attached, but the response see attached will not be acceptable State the fiscal year-end date. What were the total revenues for your last three fiscal years? Page A7 of A12

8 Please complete the spaces below as to the proportional breakdown of your revenue from your last fiscal year. Area Percentage Percentage of total revenues from sale of application software in the public sector market (i.e., state, local and special districts) Percentage of total revenue from implementation of application software in the public sector market (i.e., state, local and special district) Percentage of total revenue from sale of application software Percentage of total revenue from implementation of application software What percent of revenue was invested in R&D for the proposed applications in your most recent fiscal year? Please state total R&D spent in dollars. Please state the amount and how it was split between public and commercial sectors What are the Proposer s strategic business partnerships that are directly relevant to our industry and/or the proposed applications? If a third-party solution has been included in this proposal to meet a specific requirement, please explain the role of the third-party supplier vs. the software provider s role Describe any other products, including committed developments or acquisitions that you believe would be directly relevant to the City of Coppell What is the Proposer s strategic business plan and direction? Specifically address your strategy and plans as they relate to the public sector market What is the Proposer s 5-year technical strategy directly related to the proposed products? Please include your specific strategy and plans related to Microsoft products Please complete the following table with both numbers and percentages of your current install base: Install Base Public Sector Applications City/County Other Financials List specific modules and versions Human Resources List specific modules and versions Utility Billing List specific modules and versions Commercial 7.2. Software Maintenance and Support Explain your warranty policies. (attach copy) Explain your maintenance options and associated fees. What exceptions are there? (attach copy of standard maintenance contract) Are new software releases included in the on-going maintenance contract? Explain your support policy on past releases. (attach copy) How much on-site technical assistance is provided in the Proposer s standard maintenance contract? What are the average maintenance and support fee increases per year for the proposed solution? Page A8 of A12

9 7.3. Technology Infrastructure Include in your proposal a standard availability and a high availability hardware and software configuration that would support the proposed software. This solution should be based on a Microsoft Server environment where possible Describe how your software integrates with Microsoft Active directory for security authentication and authorization Describe how your software integrates with the following software solutions. Utility Data Systems MCRS Municipal Court software Active Network CLASS Recreation Center Management software Spindle Media Property Tax system Itron MVRS Water-Meter reading system IMPACT Permits/Inspections software Sirsi/Dynix Library Systems ESRI GIS LaserFiche document Management system Describe how your software is architected to support custom interfaces with other software products: Does your application support a web services interface for commonly used functions (e.g. general ledge journal entry functions, utility billing functions, etc)? If so, please provide details of the functions available. Does your application support an Application Programming Interface (API)? If so, please provide details and the technology the API is based on (JAVA,.NET, etc). Describe any other means that may be employed to interface with your software Describe how your software is architected for performance, scalability and response time. Describe how the software is architected to utilize multi-processing/multi-threading. How is the software architected for concurrent user access (include how batch processing may effect concurrent user access)? Describe how the software is architected so that processing can be spread across multiple servers, including virtualization. Describe the typical response times a user can expect when the user submits the following types of transactions (assume data entry has already occurred and the user is submitting the transaction for processing): Approving a manual general ledger journal entry Submitting a new vendor Submitting a purchase requisition Payroll processing for 400 employees Calculation of fixed asset depreciation for 6,000 assets Generating a report to show budget versus actual totals for prior month Page A9 of A12

10 Describe the network protocols required to support your application (e.g. TCP/IP, NetBios, etc.) Describe the logging/tracing/auditing functionality included in your software to support troubleshooting and auditing Implementation Approach and Timeline Describe your standard methodology for implementing the proposed software. Include a description of your project management approach and quality assurance policies and procedures How might you deviate from your standard approach for the City of Coppell? Describe the level of involvement you believe will be required by City staff to successfully implement the proposed software. Include the types of City staff you propose to involve and their anticipated role in the project Please provide a project plan that shows each phase of the project along with associated activities and projected timeline Provide an organizational chart for your proposed project team. Include the roles for each individual along with their proposed time commitments. (Attach resumes for each individual) Describe your plan for testing the proposed software. Include information on your approach for system testing Describe your approach for data conversion. Please address the following considerations: Your approach to data extraction, transformation and data loading Methods for validating data through the conversion process Your approach for testing and user validation of the data Describe your approach to end user and technical training Describe your experience in implementing the proposed solution for clients similar to the City of Coppell User and Technical Support Describe the mediums (web, phone, on-site, etc.) of customer support provided Is customer support response time guaranteed and what is included for your various maintenance options (in hours)? What hours and days of the week is technical support available? Is there a user group and how often does it meet? Provide contacts for each of your user groups Describe the role the user group plays in product direction Are on-site consulting services available? If so, please provide your standard rate structure Are remote diagnosis support available and a standard part of your support offering? If on-site support is needed, are there Dallas/Fort Worth resources available that are responsible for providing this support? If yes, please describe the skills and resources that are available in the Dallas/Fort Worth area. Page A10 of A12

11 7.6. Software Upgrades and Enhancements Describe procedures for releasing new versions of the software How are enhancement requests handled? What is the method of establishing priorities for future enhancements? Describe the frequency in which new patches, releases and versions are made available, specifying how and when each is released Describe how your software supports customizations and how customizations are maintained when the software is upgraded to a new release or version User Documentation Does the Proposer provide user manuals for each application? (please provide sample documentation) Describe your on-line help facilities Are updated manuals provided with enhancements or new releases? 7.8. Technical Documentation Does the Proposer provide technical manuals for each application? (please provide sample documentation) Does the systems documentation include the following: flow charts, narrative overview, database file layouts, and data models? 7.9. Licensing and Pricing: Proposer shall submit all pricing in Appendix B., paragraph 2. Cost of Proposed Product and/or Service Provide a pricing breakdown of each module proposed based upon the information provided in Section 9, Scope of Services of this Appendix. Include one time licensing cost as well as maintenance costs for the first five years Please describe the different licensing options available (e.g. site, server, named user, concurrent user, etc.). Provide copies of all appropriate license and maintenance agreements Provide a pricing summary for converting the data elements outlined in Appendix B. The column entitled Full Conversion should be used to record the price to extract the data from the city s existing system and reload it in the new system. The column entitled Partial Conversion includes the cost to take data from a pre-determined flat file format and load it into the new system Provide a breakdown of the recommended training program for the City. The program should include the recommended classes for technical support, functional super users and functional standard users. The per-class cost should be included along with the proposed number of City attendees for each class Provide pricing on the implementation of the proposed software. Include the hours per individual and their individual bill rate by major task Where required, provide a list of third party software along with the software license, maintenance and the associated implementation cost Provide a breakdown of estimated expenses for the implementation of the software Vendor Requirements Checklist The functional and technical requirements are enclosed in Exhibit A. Software providers are required to provide responses to each requirement in the Vendor Response column. The responses must use the codes contained in the following table. For each requirement, you are Page A11 of A12

12 required to submit explanations in the comment field provided on the form. The responses must be returned along with any copies of the responses. Compliance Explanation of the code Code F It meets the requirement: The software or implementation provider fully satisfies the requirement without customization or enhancement in any way. The software must be currently available and fully functional. P It partially meets the requirement: The software or implementation provider partially satisfies the requirement. In this case, the degree of compliance must be described in detail. N The requirement is not met: The software or implementation provider does not meet the requirement. M The requirement is met through a The software does not meet the requirement without a modification: modification. In this case the degreeand cost of the modification must be described. C The requirement is met through a The software does not meet the requirement and customization: requires a customization to meet the requirement. In this case the degree and cost of the customization must be described. R The requirement is met through a report: The software satisfies the requirement through a standard report and/or reporting tool. T The requirement is met through a Third Party: The software does not meet the requirement. Third Party software is necessary to meet this requirement. In this case, please specify the name(s) and proposed V B The requirement will be met in the next release, but has not begun testing. The requirement will be met in the next release, and is included within a beta version that is currently undergoing testing Definition of Terms Fully functional- available out of the box, does not require any modifications, and currently functioning at other clients. Modification- does not require additional programming and would not be affected by future upgrades. Customization- any change that requires altering, deleting and/or creating code to meet a requirement. This would include anything that is done at the database level. Anything BETA/or not yet in production should be noted Brand Names costs of the Third Party Software provider. If functionality is in development, version and date of release must be given. Documentation must be shown as to product enhancement. If functionality is in development, version and date of release must be given. Documentation must be shown as to product enhancement. The use of any brand name or trade name in this RFP is meant solely as a reference as to the design, features and quality of the item mentioned. It should not be construed to imply that any brand name would be given preference in the evaluation of this RFP. Page A12 of A12