STATE OF ILLINOIS REQUEST FOR PROPOSAL

Transcription

1 STATE OF ILLINOIS REQUEST FOR PROPOSAL The Governor s Office of Management and Budget in collaboration with the Chief Procurement Office for General Services on behalf of the State of Illinois System Integrator (SI) for the Enterprise Resources Planning (ERP) Solution Request for Proposal No. 14 OMB 017 Illinois Procurement Bulletin # The State of Illinois ( State ) requests proposals from responsible Offerors to meet its needs. A brief description is set forth below for Offerors convenience, with detailed requirements in subsequent sections of this Solicitation. If interested and able to meet these requirements, the State appreciates and welcomes a Proposal. BRIEF DESCRIPTION Introduction In issuing this request for proposal ( RFP ), the Governor s Office of Management and Budget, in collaboration with the Chief Procurement Office for General Services on behalf of the State of Illinois, seeks to identify two System Integrators ( SIs ) to develop and implement a Tier-1 Enterprise Resource Planning Solution ( ERP Solution ) capable of helping Illinois standardize its back-office business processes Statewide. The resulting contract(s) with the awarded Offerors shall have an initial term of no more than five (5) years upon full execution. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Subject to the maximum total term limitation, the State has the option to renew for five (5) additional one (1) year terms. Please read the entire Solicitation and follow the instructions. All forms and signature areas contained in the Solicitation must be completed in full and submitted, along with the Responsiveness portion of the Proposal and Price portion of the Proposal, which combined will constitute the Proposal. Do not submit the instruction pages with your Proposal. Offerors should keep the instruction pages and a copy of their Proposal for future reference. Any firm that assisted in the preparation of this RFP is prohibited from responding to it. Please see Section B for further details on prohibited bidders. Potential Offerors that participated in the ERP SI RFI process are not prohibited from responding to this RFP. Potential Offerors that did not participate in the ERP SI RFI process are not precluded from responding to this RFP. Please adhere to the form/content and provide the information as required. Proposals that fail to do so may not be considered. 1

2 TABLE OF CONTENTS EXECUTIVE SUMMARY... 5 Overview of RFP... 5 Items unique to this Solicitation... 6 A. A.1 A.2 A.3 B. B.1 B.2 B.3 B.4 B.5 B.6 Key dates... 6 INSTRUCTIONS FOR SUBMITTING PROPOSAL... 8 How to enter information... 8 Published procurement information... 8 Solicitation Contact... 8 Offeror questions and agency response... 8 Proposal due date, time, and address for submission of Proposals... 9 Required meetings for Finalist Offerors only... 9 Organization required of the Proposal B.7 Submission of Proposals B.8 Small business set-aside B.9 B.10 B.11 B.12 B.13 B.14 B.15 B.16 B.17 B.18 B.19 B.20 B.21 B.22 C. C.1 C.2 C.3 C.4 Minority contractor initiative Federal funds Employment tax credit Governing law and forum Public records and requests for confidential treatment Reservations Award References Invoicing address Protest review office Evaluation process Minorities, females, and persons with disabilities participation and utilization plan Veteran small business participation and utilization plan SELECTION OF OFFEROR Evaluation Committee ERP Software Package Selection of Systems Integrator(s) Maximum points

3 D. E. F. C.5 C.6 C.7 C.8 D.1 D.2 D.3 D.4 D.5 D.6 D.7 Point Allocation for the Proposal Point allocation for the Price portion of the Proposal Detailed Solicitation process Detailed award sequencing and mechanism PROPOSAL CHECKLIST Solicitation and contract review Addenda Proposal submission Small business set-aside Envelope 1 The Responsiveness portion of the Proposal Envelope 2 The Price portion of the Proposal Envelope 3 Proposal Checklist (Section D) and Attachments AA-MM (less Attachment KK) Envelope 4 Redacted copy of the Proposal with confidential information deleted D.8 Envelope 5 - Response to Attachment NN including minorities, females and persons with disabilities D.9Participation and Utilization Plan Envelope 6 - Response to Attachment OO including veterans small business Participation and D.10 Utilization Plan D.11 E.1 E.2 E.3 E.4 E.5 E.6 E.7 E.8 F.1 F.2 F.3 F.4 Preferences PROJECT SCOPE AND REQUIREMENTS Background Expected future-state landscape Scope of the ERP Solution Scope of the SI implementation services for the ERP Solution Scope for SI implementation services of Packet Working in partnership with the ERP Project Management Office and State-selected ERP Software Package vendor Subcontracting Where services are to be performed PRICE PORTION OF THE PROPOSAL Format of Price Type of Price Expenses allowed Taxes

4 G. H. G.1 G.2 G.3 G.4 G.5 H.1 H.2 H.3 H.4 H.5 DETAILED FACT PACK FOR AGENCIES IN SCOPE Organizational Financial Business Management users Human Capital Management users Administrative Services users Technical Information PROPOSAL RESPONSE AND OFFEROR QUALIFICATIONS Offeror s organizational information References Offeror s team profiles and commitment Offeror s implementation services Offeror s Price portion of the Proposal APPENDIX I. Reference sheet I.1 Team profiles I.2 I.3 I.4 I.5 I.6 I.7 System Integrator (SI) implementation services Offeror information worksheets Price sheet ERP Software Package functional and technical requirements spreadsheets State attachments Attachment AA Attachment BB Attachment CC Attachment DD Attachment EE Attachment FF Attachment GG Attachment HH Attachment II Attachment JJ Attachment LL Attachment MM Attachment NN Attachment OO

5 EXECUTIVE SUMMARY Overview of RFP Purpose A. A.1 A.1.1 The purpose of this RFP is to satisfy procurement requirements so that the State can contract with two System Integrators to develop and implement a single, integrated, Statewide ERP Solution based on a State-selected Tier-1 ERP Software Package ( ERP Solution hereafter refers to both the ERP Software Package and the system integration services involved in implementing the software package). A Tier-1 ERP Software Package is distinguished from a lower tier (e.g., Tier-2, Tier-3) ERP Software Package in that a Tier-1 ERP Software Package s scope of functionality is designed to serve large, global businesses and public sector entities, and requires more complicated hardware and more highly skilled Information Technology ( IT ) professionals than does a lower tier ERP Software Package. Objectives A.1.2 A.1.3 Currently, the individual agencies of the State rely on manual or paper-based processes and use disparate technology systems that require employees to make repetitive entries and assemble cross-agency data from multiple systems. Implementation of a single, Statewide ERP Solution will enable greater financial transparency and compliance with applicable laws and regulations such as the State Chief Information Officer s duty to coordinate development of financial systems, including grants reporting, under the Grant Information Collection Act (30 ILCS 707/1 et seq.), and will reduce overall costs and risks by eliminating the need to maintain multiple systems. The ERP Solution will empower the State leadership with critical and timely insights into State s operations, helping them to improve the management of State initiatives. Vision for the overall ERP effort The ERP effort will deliver a modern, integrated IT platform for the State of Illinois that: Consistently delivers financial statements in a timely manner Enables Statewide transparency, access to information, and swift decision-making A.1.4 Enables State operations to receive a clean audit from the Auditor General Is a catalyst for the Statewide transformation of administrative services Scope of this Solicitation The scope of this RFP is to select two System Integrators to support the State in developing and implementing the Statewide ERP Solution across support functions such as Financial Business Management ( FBM ), Human Capital Management ( HCM ), and Administrative Services ( ADS ). Refer to Section E.3 for further details on the scope of the Statewide ERP Solution. The scope of system integration services for the Statewide ERP includes: 5

6 Project management, including project planning, project coordination, project reporting and risk management. Solution design, including design preparation and execution as well as legacy environment readiness assessment. Solution development, including development preparation and execution, data conversion, and legacy environment preparation. Testing, including testing preparation and execution. Deployment and go-live support, including deployment preparation and execution, and go-live support. Training and change delivery, including training, change delivery and communications. Technical quality assurance (QA). Agencies directly responsible to the Governor, as that term is defined in the Executive Reorganization Implementation Act (15 ILCS 15/3.1), are the entities intended to use the goods and/or services being solicited by this RFP. Also able to use the goods and/or services being solicited are State of Illinois governmental entities, such as separately elected Constitutional Officers, should they choose to participate. A.2 A.3 A.2.1 A.2.2 A.3.1 Items unique to this Solicitation Key dates The focus of this RFP is to identify and select only System Integrators to provide system integration services as defined in Section A.1.4; this is not a Solicitation for an ERP Software Package. This System Integrator RFP includes a two-round submission of both the Responsiveness portion and the Price portion of the Proposal. The Finalist Offerors (as defined in Section C.7.2) will be asked to submit revised Responsiveness and Price portions of the Proposal. Revised submission will be due two weeks after the State issues the request for revised Responsiveness and Price portions of the Proposal. A.3.2 Offerors intent to submit Proposal is requested by June 6, While the intent to submit Proposal is neither mandatory nor binding on Offerors, it is convenient for the State to have this information. To advise the State of their interest, Offerors need only notify via the Solicitation contact (refer to Section B.3) of their intention to submit a Proposal in response to this RFP. Proposals are due on June 23, 2014 no later than 2:00 p.m., U.S. Central Time. Proposals (less the Price portion of the Proposals) will be opened on June 23, 2014 at 2:00 p.m. Central Time on the 15th floor of the James R. Thompson Center located at 100 W. Randolph St. Chicago, IL

7 A.3.3 A.3.4 For Finalist Offerors, the State anticipates holding oral presentations and Q&A sessions during the period of July 14, 2014 to July 17, The Finalist Offerors (as defined in Section C.7.2) will be assigned a portion of one day during the above period to provide an oral presentation of their Proposals and answer questions. For Finalist Offerors, the State anticipates requesting a second submission of the Responsiveness and Price portions of the Proposal on July 25, The second round Responsiveness portion and the second round Price portion of the Proposal will be due two weeks after the State issues the request for the second submission of the Responsiveness and Price portions of the Proposal. Please refer to Section C.7.5 for further details on the scoring and second round submission of the Responsiveness and Price portions of the Proposal. 7

8 B. B.1 B.2 B.3 B.4 INSTRUCTIONS FOR SUBMITTING PROPOSAL How to enter information For each of the provided attachments, please use the editable templates provided by typing information in the text fields provided. Text fields are indicated by the instruction Click here to enter text. in red or green font, unless indicated otherwise. If the information requested does not apply to the Offeror s situation, then enter N/A in the text field. Please enter either the requested information or N/A in every red text field. Published procurement information The State publishes procurement information, including updates, on the Illinois Procurement Bulletin ( referred to herein as Bulletin ). Procurement information may not be available in any other form or location. The Offeror is responsible for monitoring the Bulletin. The State will not be held responsible if an Offeror fails to receive any optional notices. Solicitation Contact The individual listed below shall be the single point of contact for this Solicitation. Unless otherwise directed, Offerors should only communicate with the Solicitation Contact. All communications must be submitted in writing only to the address listed below with the Subject line reading ERP SI RFP Question(s). The State shall not be held responsible for information sent to any other person. Solicitation Contact: Christ Balich Phone: Agency: The Governor s Office of Management and Budget Fax: Street Address: 100 W. Randolph Street, Suite TDD: City, State Zip: Chicago, IL christ.balich@illinois.gov Do not discuss the Solicitation or the Proposal, directly or indirectly, with any State officer or employee other than the Solicitation Contact. Offeror questions and agency response All questions that pertain to this Solicitation must be submitted via to the Solicitation Contact. Questions received and Agency/State responses may be posted as an Addendum to the original Solicitation on the Bulletin; only these written answers to questions shall be binding on the State. Offerors are responsible for monitoring the Bulletin. The first set of questions should be submitted via by June 3, 2014, 10:00 a.m., U.S. Central Time. The State will post responses as an Addendum to the original Solicitation on the Bulletin as soon as possible. 8

9 Follow-up questions should be submitted via by June 9, 2014, 10:00 a.m., U.S. Central Time. The State will post responses as an Addendum to the original Solicitation on the Bulletin as soon as possible. Proposal due date, time, and address for submission of Proposals Proposals will be opened at the Submit/Deliver Proposals To address provided below at the Proposal Due Date & Time specified below. B.5 B.5.1 B.5.2 Proposal Due Date & Time Date: June 23, 2014 Time: 2:00 p.m. Central Time Proposal Firm Time: The Proposal must remain firm for ninety (90) days from opening; however, at the State s discretion, Offeror may be required to keep the Proposal firm for up to 180 days. B.6 Submit/Deliver Proposals To: B.5.3Agency: The Governor s Office of Management and Budget Attn: Christ Balich Address: 100 W. Randolph Street, Suite City, State Zip: Chicago, IL Label (outside of envelopes/containers): Sealed Proposal Do Not Open Project Title & Reference #: System Integrator for Enterprise Resources Planning (ERP) Solution, RFP No. 14 OMB 017. Due Date & Time: June 23, 2014 at 2:00 p.m. Central Time Offeror Name Offeror City, State Zip Required meetings for Finalist Offerors only Oral presentation: Yes No Oral presentation is mandatory for the Finalist Offerors (as defined in Section C.7.2). Mandatory attendance: Yes No Offeror will be disqualified and considered non-responsive if Offeror does not attend, is not on time, leaves early, or fails to sign the attendance sheet. Offeror must allow adequate time to accommodate security screenings at the site. The State anticipates holding oral presentation on the following dates: Date: July 14, 2014 July 17, 2014, on a portion of one day allotted to the Offeror within the date range mentioned here. Time: 9:00 a.m. Central Time 5:00 p.m. Central Time 9

10 Location: Springfield, IL Exact dates and times for the SI oral presentations and Q&A will be dependent upon the selection, and the disclosure thereof, of the ERP Software Package. Offerors will be notified via , and are also encouraged to monitor the Bulletin for the selection notice. Organization required of the Proposal B.7 Proposals must be submitted in six envelopes. Envelope 1 shall contain the Offeror s Responsiveness portion of the Proposal requested in Section H.1 through H.4. Envelope 2 shall include Offeror s Price portion of the Proposal requested in Section H.5. Envelope 3 shall include the completed Proposal Checklist (Section D) and completed attachments AA-MM (less Attachment KK). Envelope 4 shall contain a redacted copy of the Proposal. If no redactions are intended to be made there is no need to submit an Envelope 4; simply indicate this to the Solicitation Contact via . Envelope 5 shall contain a response to the Minorities, Females, and Persons with Disabilities participation requirements. Envelope 6 shall contain a response to the Veteran Small Business Participation and Utilization Plan. The Proposal should be structured using the following guidelines: Offeror s Responsiveness portion of the Proposal and Offeror qualifications (Section H.1 B.7.1 through H.4) Envelope 1 B.7.2 B.7.3 B.7.4 B.7.5 B.7.6 Offeror s Price portion of the Proposal (Section H.5) Envelope 2 Proposal Checklist (Section D), Attachments AA through CC, FF through JJ, and MM Envelope 3, Tab 1 Attachment EE - supplemental provisions Envelope 3, Tab 2 Offeror supplemental provisions - This does not include exceptions to Agency/State specifications, terms and conditions, or any other part of this Solicitation. This is supplemental information that supports an Offeror s position or, for example, an Offeror s licensing agreement. Attachment LL - exceptions - Envelope 3 Tab 3 If taken, exceptions must be provided on State s Contract Terms and Conditions Exceptions Form or must be in a substantially similar format. The State discourages taking exceptions. State law shall not be circumvented by the exception process. Exceptions may result in the rejection of an Offeror s Proposal. Offeror-provided redacted documents - Envelope 4 Offeror should provide a redacted copy of the Proposal, if applicable, that removes material considered to be a trade secret or competitively sensitive, confidential, or proprietary. See No. 9 in Attachment DD - Standard Terms and Conditions. Offeror must be aware that all information provided in response to this RFP is considered the property 10

11 of the State of Illinois and may be available for public review. As a public body subject to laws requiring openness and transparency (e.g., the Freedom of Information Act), the State cannot guarantee that any information submitted pursuant to this RFP will be protected from public disclosure. The burden is on the Offeror to familiarize itself with the Freedom of Information Act and related Public Access Counselor letters and opinions and any relevant court opinions. Refer to Section B.14 for additional information. Attachment NN - Minorities, Females, and Persons with Disabilities Participation and Utilization Plan Envelope 5 B.8 B.7.7 B.7.8 Attachment OO Veteran Small Business Participation and Utilization Plan Envelope 6 Submission of Proposals The Proposal must be submitted in six separately sealed envelopes as indicated below and clearly labeled with the RFP title, the Envelope number, the Offeror s name and the wording: Sealed Proposal Do Not Open. The six separately sealed envelopes may be submitted together in one mailing/shipping box or may be submitted separately in six individual mailing/shipping boxes. The soft copies of the content included in the six envelopes should not be included on a single CD or USB. Subject Matter Responsiveness portion of the Proposal Envelope 1 Price portion of the Proposal Envelope 2 Proposal Checklist, Attachments AA- MM (Less Attachment KK) and CDs/USBs Envelope 3 # of Hard Copy Originals # of Hard Copies in Addition to Original # of CDs or USBs Redacted Proposal Envelope Response to Attachment NN including Minorities, Females and Persons with Disabilities Participation and Utilization Plan Envelope 5 Response to Attachment OO including Veteran Small Business Participation and Utilization Plan Envelope

12 Small business set-aside B.9 Yes No. If Yes is marked, the Offeror must be qualified by the Small Business Set-Aside Program at the time Proposals are due. For complete requirements and to qualify an Offeror s business in the Small Business Set-Aside Program, visit ( Minority contractor initiative B.10 The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any Offeror awarded a contract under Section 20-10, 20-15, or of the Illinois Procurement Code (30 ILCS 500) of $1,000 or more is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Offeror under the contract and deposit the fee in the Comptroller s Administrative Fund. 15 ILCS 405/23.9. Federal funds B.11 The Solicitation may be partially or totally funded with federal funds. Upon notice of intent to award, the percentage of goods and/or services involved that are federally funded and the dollar amount of such federal funds will be disclosed. B.12 B.13 B.14 Employment tax credit Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and Please contact the Illinois Department of Revenue ( ) for information about tax credits. Governing law and forum Illinois law and rule govern this Solicitation and any resulting contract. Offeror must bring any action relating to this Solicitation or any resulting contract to the appropriate court in Illinois. This document contains statutory references designated with ILCS. Offeror may view the full text at ( The Illinois Procurement Code (30 ILCS 500/ et seq.) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this Solicitation and may be viewed by users registered for the Illinois Procurement Bulletin at ( Public records and requests for confidential treatment Proposals become the property of the State and late submissions will not be returned. All Proposals will be open to the public under the Illinois Freedom of Information Act ( FOIA ) (5 ILCS 140) and other applicable laws and rules, unless Offeror requests in its Proposal that the State treat certain information as confidential. A request for confidential treatment will not supersede the State s legal obligations under FOIA. The State will not honor requests to keep entire Proposals confidential. Offerors must show the specific grounds in FOIA or other law or rule that support confidential treatment. The State will disclose the successful Offeror s name, the substance of the Proposal, and 12

13 the Price. If Offeror requests confidential treatment, Offeror must submit an additional copy/copies of its Proposal (see Instructions for Submitting Proposals in Section B) with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed, and shall retain as much of the Proposal as possible. In a separate attachment, the Offeror shall supply a list of the provisions, identified by Section number, for which it seeks confidential treatment, identify the statutory basis for such treatment under Illinois law, and include a detailed justification for exempting the information from public disclosure. Offeror will hold harmless and indemnify the State for all costs or damages associated with the State defending Offeror s request for confidential treatment. Offeror agrees that the State may copy the Proposal to facilitate evaluation, or to respond to requests for public records. Offeror warrants that such copying will not violate the rights of any third-party. Reservations B.15 B.16 Offeror must read and understand the Solicitation and tailor the Proposal and all activities to ensure compliance. The State reserves the right to amend the Solicitation, reject any or all Proposals, award by item/service, group of items/services, or grand total, and waive minor defects. The State may request a clarification, inspect an Offeror s premises, interview staff, request a presentation, or otherwise verify the contents of the Proposal, including information about subcontractors and suppliers. The State may request Best and Final Proposals when appropriate. The State will make all decisions on compliance, evaluation, terms and conditions, and shall make decisions in the best interests of the State and in accordance with the Illinois Procurement Code rules and other applicable state and federal statutes and regulations. This competitive process may require the Offeror to provide additional information and to otherwise cooperate with the State. If an Offeror does not comply with requests for information and cooperation, the State may reject the Proposal as nonresponsive to the Solicitation. Submitting a Proposal does not entitle the Offeror to an award or a contract. Posting an Offeror s name in a Bulletin notice does not entitle the Offeror to a contract. The State is not responsible for and will not pay any costs associated with the preparation and submission of any Proposal. Awarded Offeror(s) shall not commence, and will not be paid for, any billable work prior to the date all parties execute the contract, unless approved in writing in advance by the Governor s Office of Management and Budget, or the Chief Procurement Officer for General Services, as applicable. Award The State is not obligated to award a contract pursuant to this Solicitation. If the State issues an award, the award will be made to the Offeror(s) whose Proposal best meets the specified criteria, unless otherwise permitted by the Illinois Procurement Code and Illinois Administrative Code. However, if the State does not consider the Price portion of the Proposal to be fair and reasonable, and negotiations fail to meet an acceptable Price, the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the Price is fair and reasonable by considering the Proposal, including the Offeror's qualifications, the Offeror's reputation, Price portion of the Proposal submitted, other known Prices, the project budget, 13

14 and other relevant factors. The State will post a notice in the Bulletin identifying the Offeror whose Proposal best meets the specified criteria. In addition, if the State does not execute a contract pursuant to the solicitation for Enterprise Resources Planning (ERP) Software (Request for Proposal No.14 OMB 15, Illinois Procurement Bulletin # ), the State reserves the right to cancel the award pursuant to this Solicitation and take appropriate action to meet the needs of the State. References B.17 Yes No. If Yes is marked, Offeror must provide references from entities other than the procuring State, who can attest to Offeror s experience and ability to perform the contract that is the subject of this Solicitation. Offeror must provide the name, contact information and a description of the supplies or services provided using the Reference sheet (please refer to I.1 Attachment A). Type of References: Customers of similar scope, scale, and complexity as the State of Illinois where the Offeror has implemented a Tier-1 ERP Solution. Please see Section H.2 for details. Number of Each Reference Type: Three (3) (see Section H.2 for details). B.18 B.19 Invoicing address Offeror shall submit invoices to each using entity under the agreement on a schedule to be determined by the State. Invoicing will vary depending on the using entity. The invoicing address will be established during implementation. Offeror shall not bill for any taxes unless accompanied by proof the State is subject to the tax. If necessary, Offeror may request the applicable Agency s Illinois tax exemption number and federal tax exemption information. Protest review office Offeror may submit a written protest to the Protest Review Office following the requirements of the Standard Procurement Rules. 44 ILL. ADM. CODE For protests related to specifications, the Protest Review Office must physically receive the protest no later than fourteen (14) days after the Solicitation or related addendum was posted to the Bulletin. For protests related to the rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest. The Protest Review Office s information is as follows: 14

15 Chief Procurement Office Phone: (217) Attn: Protest Review Office Facsimile: (217) S. Spring Street Suite 515, Stratton Office Building Illinois Relay: (800) Springfield, IL Evaluation process B.20 The State will determine how well Proposals meet the Responsiveness requirements. After receiving the Proposals, the State will rank Proposals, without consideration of Price, from best to least qualified, using a point system (unless otherwise specified) as an aid to the evaluation. Offerors who fail to meet minimum qualifications (outlined in Section C.7.1 and Figure C.1) will not be considered for Price evaluation and award. The State will evaluate three categories of information: Responsiveness, Responsibility, and Price. The State will consider the information provided and the quality of that information when evaluating Proposals. If the State finds a failure or deficiency, the State may reject the Proposal or reflect the failure or deficiency in the evaluation. B.20.1 Responsiveness: A responsive Offeror is one who submits a Proposal that conforms in all material respects to the RFP, and includes all required forms. Required forms may include, but are not limited to: State Board of Elections Registration: Offeror may be prohibited from making political contributions and be required to register with the State Board of Elections. See Attachment AA - State Board of Elections Registration for more detail. Authorized to Do Business in Illinois: A person (other than an individual acting as a sole proprietor) must be a duly constituted, legal entity and authorized to do business in Illinois prior to submitting a Proposal. The Offeror shall complete certification No. 31 in Attachment GG - Standard Certifications, and provide any required documentation. Illinois Department of Human Rights Public Contracts Number: Offeror shall complete and return Attachment CC - Illinois Department of Human Rights Public Contracts Number. Subcontractor Disclosure: If an Offeror s Proposal includes any subcontractors, the Offeror shall complete Attachment FF - Subcontractor Disclosure. Standard Certifications: Offeror shall complete Attachment GG - Standard Certifications. Financial Disclosures and Conflicts of Interest: Offeror shall complete Attachment HH - Financial Disclosures and Conflicts of Interest. Disclosure of Business Operations: Offerors shall complete Attachment II - Disclosure of Business Operations with Iran. Business and Directory Information: Offeror shall complete and return Attachment JJ - Business and Directory Information. 15

16 Taxpayer Identification Number: Offeror shall complete Attachment MM - Taxpayer Identification Number. B B The State will determine whether the Proposal meets the requirements. Minor differences or deviations that have a negligible impact on the Price or suitability of the supply or service to meet the State s needs may be accepted or corrections allowed. If no Offeror meets a particular requirement, the State may waive that requirement. The State will determine if the Offeror s Proposal complies with the instructions for submitting Proposals. Except for late submissions, and other requirements that by law must be part of the submission, the State may require an Offeror to correct deficiencies as a condition of further evaluation. Responsibility B.20.2 A responsible Offeror is one who has the capability in all respects to fully perform the contract requirements and who has the integrity and reliability that will assure B good faith performance. The State will determine if the Offeror is a responsible Offeror; i.e., an Offeror with whom the State can or should do business. B A prohibited bidder includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publicly-issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business who contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need. Nothing herein is intended to prohibit a vendor from bidding or offering to supply developing technology, goods, or services after providing the State with a demonstration of the developing technology, goods, or services, provided the subject of the demonstration to the State represents industry trends and innovation and is not specifically designed to meet the State's needs. Nothing herein is intended to prohibit a person or business from submitting a bid or offer or entering into a contract if the person or business: (i) initiates a communication with an employee to provide general information about products, services, or industry best practices and, if applicable, that communication is documented in accordance with Section of the Illinois Procurement Code or (ii) responds to a communication initiated by an employee of the State for the purposes of providing information to evaluate new products, trends, services, or technologies. 16

17 B B Other factors that the State may evaluate to determine Responsibility include, but are not limited to: political contributions, certifications, conflict of interest, financial disclosures, taxpayer identification number, past performance in business or industry, references (including those found outside the Proposal), compliance with applicable laws, financial responsibility, insurability, effective equal opportunity compliance, payment of prevailing wages if required by law, capacity to produce or courses of supply, and the ability to provide necessary maintenance services or other matters relating to the Offeror s probable ability to deliver in the quality and quantity within the time and Price as specified in this Solicitation. Awarded Offerors must at all times have and, upon request, be able to provide proof of sufficient financial resources to meet the terms of the contract. The State may terminate the contract, consistent with the termination for cause provision in the contract, if the Offeror lacks the financial resources to perform under the contract. B.20.3 B The State may require that an Offeror correct any deficiencies as a condition of further evaluation. Price portion of the Proposal The State will identify the lowest Price portion of the Proposal that meets the evaluated Responsibility and Responsiveness requirements. B.21 Minorities, females, and persons with disabilities participation and utilization plan Refer to Attachment NN for instructions on compliance with this Section B.21. This Solicitation contains a goal to include businesses owned and controlled by minorities, females, and persons with disabilities in the State s procurement and contracting processes. Failure to submit a Utilization Plan as instructed later in this Solicitation may render the Offer non-responsive. Questions regarding the subcontracting goal must be directed to the Solicitation contact (refer to Section B.3) via prior to submission of Proposals. B.22 Offerors who submit Proposals for State contracts shall not be given a period after the Proposal opening date to cure deficiencies in the Utilization Plan and the Letter of Intent, unless mandated by federal law or regulation. 30 ILCS 575(4)(e). Go to ( for complete requirements for BEP certification. Veteran small business participation and utilization plan This Solicitation contains a goal to include businesses owned and controlled by military veterans in the State s procurement and contracting processes. Failure to submit a Utilization Plan as instructed later in this Solicitation may render the Proposal non-responsive. All questions regarding the subcontracting goal must be directed to the Solicitation contact (refer to Section B.3) prior to submission of proposals. 17

18 Does this solicitation contain a Veteran Small Business goal? Yes No If yes, then the Veteran Small Business goal is: 3% Vendors who submit offers for State contracts shall not be given a period after the Offer opening date to cure deficiencies in the Utilization Plan and the Letter of Intent, unless mandated by federal law or regulation. 30 ILCS 575(4)(e). Businesses included on Utilization Plans as meeting Veteran Owned Small Business (VOSB) and Service Disabled Veteran Owned Small Business (SDVOSB) requirements as prime vendors or subcontractors must be certified by the State as VOSB or SDVOSB vendors prior to offer closing date. Go to ( for complete requirements for VOSB or SDVOSB certification. 18

19 SELECTION OF OFFEROR C. This RFP and the selection process described below pertain only to the System Integration services to implement a Tier-1 ERP Solution; this is not a solicitation for the Tier-1 ERP Software Package itself. Details of the Tier-1 ERP Software Package solicitation can be found in Illinois Procurement Bulletin # The Governor s Office of Management and Budget, in collaboration with the Chief Procurement Office for General Services and on behalf of the State of Illinois, will use an RFP process to identify System Integration Proposals to develop and implement a Tier-1 ERP Solution that represent the best value for the State. Evaluation Committee C.1 The State will establish an Evaluation Committee composed of State employees to assess and score Offerors Proposals. C.2 C.3 ERP Software Package The State will select a Tier-1 ERP Software Package prior to the selection of the Finalist Offerors (as defined in Section C.7.2). The Evaluation Committee will take the Offeror s capability to develop and implement the State-selected ERP Software Package into account when scoring the SI Proposals. For the purposes of responding to this RFP, Offerors shall provide responses for Tier-1 ERP Software Packages that they have significant experience in developing and implementing, for the Team Profile portion of the Proposal. See Section H.3.1 for further details on completing the Team Profile. Selection of Systems Integrator(s) C.4 The State of Illinois intends to award a contract pursuant to this Solicitation to two SIs to implement the ERP Solution a primary SI, henceforth referred to as SI1, and a secondary SI, referred to as SI2. SI1 and SI2 will both support the State throughout the ERP Solution implementation, in different capacities. The primary vs. secondary roles for the two SIs will be decided by the State based on the value that each SI could potentially deliver for the State, and may potentially change over the course of the project depending on factors such as work quality, cost, and overall performance. For further details on the roles of SI1 and SI2, please see Section C.8.3. Maximum points The maximum number of points for the Proposal is 10,000 points, including 8,000 points for the Responsiveness portion of the Proposal and 2,000 points for the Price portion of the Proposal. 19

20 Point Allocation for the Proposal The chart below lists the Responsiveness elements on which the State will evaluate the SI Proposals to implement a Tier-1 ERP Solution, along with relative weights in points. C.5 This Section lists total points only. Please refer to Section C.7 for details on how the Solicitation process allocates points. Total points for the Responsiveness portion of the Proposal: 8,000 points C.5.1 C.5.2 C.5.3 Breakdown of points by Responsiveness elements: A. Offeror s experience 1,200 points B. Offeror s proposed team profiles and commitment 3,000 points C. Implementation services 2,500 points D. Risks 1,300 points Criteria for evaluating each element of the Responsiveness portion of the Proposal: A. Offeror s experience (1,200 points) Scoring will be based on three (3) reference cases that describe the Offeror s experience implementing a Tier-1 ERP Solution for organizations that are similar in scope, scale, and complexity to the State of Illinois. Please refer to Section H.2 for additional details on reference cases, and how the State will verify the reference cases provided. B. Offeror s team profiles and commitment (3,000 points) Team profiles (2,500 points) The State has identified the skill sets and experience needed to successfully implement a Tier-1 ERP Solution for a U.S. state that is similar in scope and scale to the State of Illinois. The score allocated to the Offeror s team will be based on the profiles of individual team members, who, should the Offeror be awarded the contract, will comprise the team developing and implementing the ERP Solution. The profiles will be evaluated on industry experience, functional knowledge, and technical skill set. o Industry experience: The State will give preference to teams that have significant experience working for U.S. public sector organizations, preferably U.S. states. o Functional knowledge: The State will give preference to teams that have deep functional knowledge and experience in the scope areas of the ERP Solution as they pertain to U.S. states. These areas include Financial Business Management, 20

21 Human Capital Management, and Administrative Services (e.g., procurement) as outlined in Section E.3. o Technical skill set: The State will give preference to teams that have significant and deep technical expertise (e.g., database modeling, data conversion, scripting) on various Tier-1 ERP Software Packages, and especially the one that State ultimately selects for its use (to be determined prior to the second round of Proposal submissions). Technical skill set requirements can range from certificates to hands-on project experience. Offeror s commitment (500 points) The State will evaluate Offerors on their leadership and team commitment to the project, as well as their commitment to the U.S. public sector overall. o Leadership commitment: The State will evaluate the Offeror s commitment to dedicating its leadership team to this effort. o Commitment to U.S. public sector: The State will evaluate the Offeror s commitment to the U.S. public sector by the revenues of the Offeror s public sector practice, and the number of qualified professionals. In addition, the State will evaluate other investments made by the Offeror to deepen their public sector footprint (e.g., user groups, annual conferences). o Cultural fit: The State will evaluate the Offeror s cultural fit working in the U.S. state environment. o Risk-sharing: The State will evaluate Offeror s commitment in sharing the risks of the ERP Solution implementation with the State (e.g., financial risk sharing). Please refer to Section H.3 for details of the team requirements and requirements related to Offerors commitment. C. Implementation services (2,500 points) The State of Illinois has identified SI implementation services as necessary for the implementation of an ERP Software Package for the State of Illinois, such as project management, solution design, and deployment and go-live support. Scoring will be based on a qualitative evaluation of how the Offeror s Proposal meets the implementation services requirements, as well as the approach and the associated tools and methodologies described for each of the requirements. Please refer to Section H.4 for details on the implementation services requirements. D. Risks (1,300 points) To ensure the overall success of the ERP effort, the State of Illinois seeks to minimize known risks to the extent possible. Scoring will be based on the type and the degree of risks outlined below as they pertain to the Offeror: Company risks, driven by factors such as the Offeror s financial stability and talent development. 21

22 Implementation risks, driven by factors such as the Offeror s breadth and depth of experience and partnership with varying Tier-1 ERP Software Package vendors and point-solution vendors. Point allocation for the Price portion of the Proposal The total number of points for the Price portion of the Proposal is 2,000. A breakdown of the Price portion of the Proposal is outlined below. C.6 C.7 C.6.1 C.6.2 Rate Card The State will provide a Rate Card template (as defined in Section H.5.1) that includes industry-best-practice roles used to implement a Tier-1 ERP Solution. Offerors will be required to fill in the Rate Card template that states their proposed rate for each role in U.S. dollars per hour. The State will assign weights to the rate for each role according to the role s criticality throughout the ERP Solution implementation, and calculate a weighted average rate for all roles. For detailed instructions on the Rate Card, please refer to Section H.5.1. The State will use the Offeror s weighted average rate to calculate the points for the Price portion of the Proposal related to the Offeror s Rate Card, as per the following formula: Maximum points for the Rate Card section of the Price portion of the Proposal X (lowest Rate Card Price / Offeror s Rate Card Price) = total points for the Rate Card Price portion of the Proposal Packet 1 Price estimate The State will require each Offeror to provide a Price estimate for the first packet of work (henceforth referred to as Packet 1. For details on work packets, please see Section C.8.2). The Offeror s estimate of the Packet 1 Price shall be based on the proposed Rate Card provided for each role, multiplied by the estimated total number of hours needed by role to complete the scope of work in Packet 1. The Offeror s ability to stay within the Packet 1 Price will be a factor in the SI performance measurement described in C.8.4.1, which will influence the decision on which future work Packets are assigned to the Offeror. For details on the Offeror s estimate for Packet 1 Price, please see Section H.5.2. The State will use the Offeror s Packet 1 Price to determine the points for the Price portion of the Proposal related to the Offeror s Packet 1 Price estimate, as per the following formula: Maximum points for the Packet 1 Price estimate section of the Price portion of the Proposal X (lowest Packet 1 Price estimate / Offeror s Packet 1 Price estimate) = total points for the Packet 1 Price estimate portion of the Proposal Detailed Solicitation process Described below are details of the Solicitation process the State will use to evaluate the Proposals, and assign scores, out of a maximum of 10,000 points. 22

23 C.7.1 C.7.2 Minimum qualifications Offerors must meet minimum qualifications to be considered qualified for this RFP. By submitting a Proposal, the Offeror declares that it meets each of the minimum qualifications listed in Figure C.1. The Evaluation Committee will only consider Offerors that fulfill each of the minimum qualifications as outlined below in Figure C.1. The Offeror has implemented a Tier-1 ERP Solution in a minimum of one (1) U.S. public sector organization. The U.S. public sector organization must have the ERP Solution in use as of June 23, The Offeror has implemented a Tier-1 ERP Solution in a U.S. public sector organization to support the vast majority of Financial Business Management (FBM) functions (e.g., Accounts Receivable, General Ledger). Please see Section E of the RFP for the functions included in FBM. The Offeror has implemented a Tier-1 ERP Solution in a U.S. public sector organization to support the vast majority of Human Capital Management (HCM) functions (e.g., Payroll Management, Time and Attendance Management). Please see Section E of the RFP for the functions included in HCM. The Offeror has implemented a Tier-1 ERP Solution in a U.S. public sector organization to support the vast majority of Administrative Services (ADS) functions (e.g., Contracts Management, Encumbrance Accounting)). Please see Section E of the RFP for the functions included in ADS. The Offeror has implemented a Tier-1 ERP Solution in a U.S. public sector organization with an annual operational budget greater than USD 10 Billion. The Offeror has implemented a Tier-1 ERP Solution in a U.S. public sector organization with more than 20,000 employees. The Offeror has implemented a Tier-1 ERP Solution in a U.S. public sector organization with more than 5,000 power users. FIGURE C.1 ERP SI RFP MINIMUM QUALIFICATIONS Evaluation of the Responsiveness portion of the Proposal The State will evaluate and score the Responsiveness portion of the Proposals received by the submission deadline from Offerors meeting minimum qualifications as outlined in C.7.1. The Evaluation Committee will assign a numerical score to each Responsiveness portion of the Proposal, based on the extent to which it meets the criteria listed in Section C.5. Verification that the Offeror has implemented an ERP Solution for organizations of a scale, scope, and complexity similar to the State of Illinois is an important element of this step. The Offeror is asked to complete the team profiles working sheet (Section I.2 Attachment B) for all of the Tier-1 ERP Software Packages that the Offeror has significant experience in developing and implementing. The score of the Offeror s team profiles will be based on the 23

24 individual profiles for the Tier-1 ERP Software Package, which the State will select during the evaluation of the Responsiveness portion of the Proposal. Upon completion of the evaluation of the Responsiveness portion of the Proposal, the State intends to invite the four (4) highest scoring Offerors (thereafter referred to as Finalist Offerors ) to proceed to the next stage. The State reserves the right to modify the number of invited Offerors based upon the range of scores after the evaluation of the Responsiveness portion of the Proposal. C.7.3 C.7.4 C.7.5 Oral presentations and Q&A The Finalist Offerors will be invited to deliver an oral presentation and answer questions about the Responsiveness portion of their Proposals. The State anticipates holding these events between July 14 and July 17, 2014, scheduling a portion or all of one (1) business day for each Finalist Offeror. (The dates and duration may change at the State s discretion.) For the oral presentations and Q&A, the Finalist Offerors will be asked to provide biographies of those in leadership roles of the proposed team for the State-selected Tier-1 Software Package. Leadership roles are defined as roles requiring the individuals to participate in the oral presentations and Q&A. Please see Section E.4.1 for further details on the team roles. Based on the oral presentations and Q&A, the State reserves the right to revise the Responsiveness score of the Proposal. In that case, the State reserves the right to invite or not invite the next ranked Offeror(s) for oral presentations and Q&A. Opening the Price portion of the Proposal After the oral presentations, the Evaluation Committee will open the Price portion of the Finalist Offerors Proposals and calculate a total score using the following formula: Total Score = Responsiveness portion of the Proposal + Price portion of the Proposal C Opportunity to refine the Proposal After opening and reviewing the Finalist Offerors Price portion of the Proposal, the State intends to provide feedback to each of the Finalist Offerors and provide them the opportunity to revise their Proposal with a two-week turnaround time. The feedback will be applicable to all Finalist Offerors, and will consist of: Responsiveness feedback Responsiveness feedback may include details about the State-selected Tier-1 ERP Software Package, if such a decision has been made. The Responsiveness feedback may also point out specific areas of the Proposals for which the State would prefer a different, detailed, or refined Responsiveness portion of the Proposal. 24

25 C Price feedback The State may request more competitive Prices from Offerors. Given the two-week turnaround, the Finalist Offerors should be prepared to revise their Proposals in a timely fashion based on the feedback provided by the State. Specifically, Offerors should be ready to provide an updated Responsiveness portion of the Proposal that focuses on implementing the Tier-1 ERP Software Package selected by the State. This may include, but is not limited to, providing the names and profiles of team members with specific expertise in the State-selected Tier-1 ERP Software Package, additional references that offer insights into the Offeror s experience with the State-selected Tier-1 ERP Software Package, and new tools and methodologies that are specific to the implementation of the State-selected Tier-1 ERP Software Package. The revised portions of the Proposal will replace the relevant portions of the original Proposal, which, combined, will be the sole Proposal on which the Offeror is evaluated. If the Offeror fails to submit a revised Proposal in the time allotted, only the Offeror s original Proposal will be evaluated. C.7.6 Highest scoring Proposals The two (2) Finalist Offerors with the highest total score after the rescoring of the refined Proposal, as described in Section C.7.5, will be invited to negotiate contracts. C.8 Detailed award sequencing and mechanism C.8.1 C ERP effort implementation sequencing The State will sequence the implementation of the ERP Solution by functional groups and clusters of agencies. A functional group is defined as a bundle of functional modules that will be implemented together, while a cluster is a group of State agencies (e.g., departments, offices) that will be on-boarded to the ERP Solution at the same time. Functional groups Three preliminary functional groups have been created and categorized as Core, Core Plus, and Enhanced. Core: Core comprises core financials (General Ledger, Accounts Payable, Accounts Receivable, Asset Lifecycle Management, Treasury & Cash Management, Project Accounting), core administrative services (procurement and encumbrance accounting), and foundational elements such as financial and organizational master data management. Additionally, the State may, at its sole discretion, choose to include Grants Management in the Core functional group, given the importance of this functionality for the State s operations. Core Plus: Core Plus includes Human Capital Management functionality (e.g., Payroll Management, Benefits Administration, Hiring Management), as well as 25

26 decision support functionality for the Core modules (e.g., Financial Analytics, Procurement Analytics). Enhanced: Comprised of all functional modules not included in either Core or Core Plus (e.g., Travel & Expenses, HCM analytics) and any third-party point solution for functionality that cannot be handled by the ERP Software Package. Core will be implemented first, followed by Core Plus, then by Enhanced functionality. The illustration below shows the possible grouping of modules in each functional group. Please note that the Figure C.2 is preliminary, pre-decisional and illustrative; the State s agencies will seek to work with the selected SIs to develop a detailed implementation approach. C FIGURE C.2 POSSIBLE FUNCTIONAL GROUPS FOR THE STATE OF ILLINOIS ERP EFFORT Cluster of agencies The State plans to implement the ERP Solution in three clusters of State organizations: the Pilot Cluster, Cluster A, and Cluster B. State organizations will be assigned to one of these three Clusters based on (a) organization size, and (b) ease of adopting standardized solution (i.e., the organization s readiness and ability to adopt standard out-of-the-box processes). Pilot Cluster: The State expects this Cluster to be comprised of mid-sized agencies with high ease of adopting standardized solution (i.e., those agencies that are able and ready to adopt the standard processes in the ERP Solution). Cluster A: The State expects this Cluster to be comprised of the larger, more complex agencies. 26

27 Cluster B: All organizations included in the scope of the ERP implementation that are not part of the Pilot Cluster or Cluster A will be part of Cluster B. Organizations that are part of the Pilot Cluster will be part of the first wave of implementation, followed by Cluster A, and finally Cluster B. It should be noted that the ease of adopting a standardized solution varies by functional group under consideration. For example, a mid-size agency may have high ease of standardization in Core, but low ease of standardization in Core Plus, in which case it will be in the Pilot Cluster for Core, but Cluster B for Core Plus. The illustration below shows a possible grouping of agencies in Clusters for illustrative purposes. Please note that this illustration is not final; the State s agencies will work with the selected SIs to develop a detailed implementation approach. Specifically, please note that agencies currently slated for the Pilot Cluster may change depending on the design phase conducted by the SI (please refer to Section C.8.2 for the SI activities). C FIGURE C.3 POSSIBLE AGENCY ASSIGNMENT TO CLUSTERS FOR CORE FUNCTIONAL GROUP Implementation sequence Implementation will be done in nine overlapping increments (i.e., three (3) functional groups and three (3) clusters), in the following order: 1. Core-Pilot 2. Core-Cluster A 3. Core-Cluster B 4. Core Plus-Pilot 5. Core Plus-Cluster A 27

28 6. Core Plus-Cluster B 7. Enhanced-Pilot 8. Enhanced-Cluster A 9. Enhanced-Cluster B The planned implementation sequence for the ERP Solution is illustrated below. FIGURE C.4 STATE OF ILLINOIS POSSIBLE ERP IMPLEMENTATION SEQUENCE C.8.2 It should be noted that the timelines in the above illustration are based on the State s expectations for implementing the ERP Solution. The actual timelines for rolling out the ERP Solution to agencies will be based on the detailed implementation plan as developed with the selected SI(s). C Assignment of work packets to Systems Integrators The State will, at its sole discretion, assign defined packets of work at specific stages of the ERP Solution implementation to SI1 and SI2. Number and sequencing of work packets The State anticipates assining six (6) discrete packets of work each to SI1 and SI2 at different stages of the ERP Software Package implementation as follows: SI1 and SI2 will each be assigned three (3) Time and Material (T&M) packets. SI1 and SI2 will each be assigned three (3) Fixed Price packets. The anticipated work packets are illustrated in Figure C.5 along the State s intended ERP implementation sequence. 28

29 FIGURE C.5 THE SIX PACKETS OF WORK AWARDED TO SYSTEM INTEGRATORS C Types of work packets There are two types of work packets that the State plans to assign Time & Material and Fixed Price depending on the phase of the ERP Solution implementation. The broad scope of work in these phases is illustrated below: FIGURE C.6 PLANNED ACTIVITIES BY PHASE Time and Material (T&M) packets of work: The State anticipates assigning T&M packets of work to SI1 and SI2 during the Solution design phase for each of Core, Core Plus, and Enhanced functionality groups, totaling three (3) T&M packets for each SI. The State will impose a time limit on each T&M packet. 29

30 Fixed Price packets of work: The State anticipates assigning Fixed Price packets of work to SI1 and SI2 for solution development, testing, rollout and value capture for each of Core, Core Plus, and Enhanced functionality groups, totaling three (3) Fixed Price packets for each SI. Pursuant to this Solicitation, the two Offerors whose Proposals represent the best value for the State will be invited to negotiate a contract for the first T&M packet of work. The Offerors shall perform work for the remainder of the packets upon the execution of a Statement of Work for that packet. The Statement of Work for each T&M phase will be State defined, while the Statement of Work for each of the Fixed Price packets will be an output of the T&M phase. Please see Sections C.8.3 and C.8.4 on how the roles of SI1 and SI2 are structured in the two types of work packets. C.8.3 Roles and responsibilities of Systems Integrator(s) SI1, as the primary SI, will be responsible for the majority of the ERP Solution implementation, while SI2, as the secondary SI, will provide services such technical and functional quality assurance (e.g., testing). Additionally, the State will adopt the implementation methodology proposed by SI1 to optimize the roll-out of the selected ERP Software Package. The roles and responsibilities of SI1 and SI2 vary by the implementation phase, as illustrated below in Figure C.7. 30

31 FIGURE C.7 ROLES AND RESPONSIBILITIES OF SI1 AND SI2 BY PHASE C.8.4 Approach to assigning work packets beyond the first packet of work The State s planned approach to assigning work packets to SIs implementing the ERP Solution is as follows: The State will select the primary (SI1) and the secondary (SI2) for each work packet. The selection will be at the sole discretion of the State and will be based on factors which include, but are not limited to: o Price quotes for the specific work packet. o Vendor performance in the previous work packet(s) (see C.8.4.1). For example, for an upcoming packet of work, poor SI1 vendor performance in previous work packet(s) could result in a switch in roles between SI1 and SI2, especially if their Price quotes for the upcoming work packet are comparable. Good performance by SI1, however, will not guarantee the assignment of the next work packet if the Price quote for that packet of work from SI1 is significantly higher than the Price quote from SI2. o Quality of proposed resources, should they differ from the resources originally proposed in the Responsiveness portion of the Proposal pursuant to this Solicitation. The State will structure the contract with the SIs so that a number of milestone-based payments at the end of each work packet depend upon a seamless knowledge transfer of both documentation and training by the SI to: 31

32 o Internal resources in the normal course of the implementation plan. o The other SI s resources in the event of a change in roles between SI1 and SI2. Poor performance during the execution of a packet of work (e.g., a failing grade for multiple consecutive months or deliverables) may result in a change in roles between SI1 and SI2 prior to concluding the work packet, the altering of SI1 vs. SI2 responsibilities, non-assignment of a particular work packet or related activities, or any other action necessary to meet the State s needs. SI performance measurement C The State will evaluate the performance of SIs at monthly intervals throughout the implementation of the ERP Solution. SI performance will be measured using key performance indicators ( KPIs ) that include, but are not limited to, traditional project metrics (e.g., cost variance and schedule variance), as well as quality of deliverables, customer satisfaction and vendor commitment (e.g., the quality of and the attrition rate of vendor resources). The State will generate and publish a SI Performance Index (SPI), measured as a weighted aggregate score of the above illustrated KPIs, with a maximum possible score of 100 points. The State will, at its sole discretion, define and share with the SIs the thresholds for unsatisfactory, average and satisfactory performance on the part of the SIs. The State will proactively monitor SI performance and provide regular performance feedback once per month. 32

33 PROPOSAL CHECKLIST Project Title / RFP No. 14 GOMB 017 / IPB # : System Integrator (SI) for Enterprise Resources Planning (ERP) Solution D. Offeror should use this form as a final check to ensure that all required documents are completed and included with the Proposal. Offeror must mark each item below, as appropriate, or enter N/A when an item is not applicable to this Solicitation. Offeror understands that failure to meet all requirements is cause for disqualification. The undersigned authorized representative of the identified Offeror hereby submits this Proposal to perform in full compliance with the subject Solicitation. By completing and signing this form, the Offeror makes a Proposal to the State of Illinois that the State may accept. Solicitation and contract review D.1 Offeror reviewed the RFP, including all referenced documents and instructions, completed all Sections, provided all required information, and demonstrated how it will meet the requirements of the State of Illinois. Yes No D.2 Addenda Offeror acknowledges receipt of any and all addenda to the Solicitation and has taken those into account in making this Proposal. D.3 D.4 Yes No N/A Proposal submission Offeror is submitting the correct number of copies, in a properly labeled container(s), to the correct location, and by the due date and time. Yes No Small business set-aside D.5 Offeror was a qualified small business in the Small Business Set-Aside Program at the time Proposal was due. Yes No N/A Envelope 1 The Responsiveness portion of the Proposal Yes No 33

34 Attachment A Reference sheet Yes No Attachment B Team profiles Yes No D.5.1 Attachment C SI implementation services Yes No D.5.2 Attachment D Company information Yes No D.5.3 Offeror s responses to Query.1 Query.5 Yes No D.6 D.5.4 D.5.5 Envelope 2 The Price portion of the Proposal Attachment E Price sheet Yes No Envelope 3 Proposal Checklist (Section D) and Attachments AA-MM (less Attachment KK) D.6.1 D.7 Yes No D.7.1 D.7.2 D.7.3 D.7.4 D.7.5 Proposal Checklist Authorized to Do Business in Illinois Documentation, if checking option C or D in certification No. 31 in Standard Certifications Attachment GG Illinois Department of Human Rights Public Contracts Number Supplemental Terms and Conditions Yes No Yes No N/A Yes No Yes No D.7.6 Subcontractor Disclosure Yes No D.7.7 D.7.8 D.7.9 Standard Certifications Financial Disclosures and Conflicts of Interest Yes Yes No No D.7.10 Disclosure of Business Operations in Iran Yes No D.7.11 Business Directory Information Yes No D.8 Offeror Provided Additional Material, Confidential Documents and Exceptions Yes No Taxpayer Identification Number Yes No Envelope 4 Redacted copy of the Proposal with confidential information deleted Yes No 34

35 Envelope 5 - Response to Attachment NN including minorities, females and persons with disabilities Participation and Utilization Plan Yes No D.9 D.10 D.11 Envelope 6 - Response to Attachment OO including veterans small business Participation and Utilization Plan Yes Preferences No The Illinois Procurement Code provides various preferences to promote business opportunities in Illinois. Does Offeror make any claims for preferences? If yes, please mark the applicable preference(s) and include a list of the items that qualify for the preference at the end of this Section and a description of why the preference applies. The State reserves the right to determine whether the preference indicated applies to Offeror. Resident Bidder (30 ILCS 500/45-10). Soybean Oil-Based Ink (30 ILCS 500/45-15). Recycled Materials (30 ILCS 500/45-20). Recycled Paper (30 ILCS 500/45-25). Environmentally Preferable Supplies (30 ILCS 500/45-26). Correctional Industries (30 ILCS 500/45-30). Sheltered Workshops for the Severely Handicapped (30 ILCS 500/45-35). Gas Mileage (30 ILCS 500/45-40). Small Businesses (30 ILCS 500/45-45). Illinois Agricultural Products (30 ILCS 500/45-50). Corn-Based Plastics (30 ILCS 500/45-55). Disabled Veterans (30 ILCS 500/45-57). Vehicles Powered by Agricultural Commodity-Based Fuel (30 ILCS 500/45-6) Biobased Products (30 ILCS 500/45-75). 35

36 Historic Preference Area (30 ILCS 500/45-80). Procurement of Domestic Products (30 ILCS 517). Public Purchases in Other State (30 ILCS 520). Illinois Mined Coal Act (30 ILCS 555). Steel Products Procurement (30 ILCS 565). Business Enterprise for Minorities, Females, and Persons with Disabilities Act (30 ILCS 575). Veteran s Preference (330 ILCS 55). Items that require an explanation: Click here to enter text. Signature of Authorized Representative: Printed Name of Signatory: Click here to enter text. Offeror Name: Click here to enter text. Date: Click here to enter a date. 36

37 PROJECT SCOPE AND REQUIREMENTS Background Description and history of the State of Illinois E. E.1 E.1.1 The State of Illinois has approximately 12.9 million residents, making it the fifth largest state in the nation (U.S. Census, 2013). The State government employs approximately 50,000 people, dispersed over seventy-nine (79) agencies. The State government s annual operating budget is approximately $65 billion, with an on-going capital program that has multi-year appropriations totaling over $21 billion. Description of the Statewide ERP Solution Statewide ERP Solution refers to both the Tier-1 ERP Software Package and the system integration services involved in implementing the ERP Software Package. A Tier-1 ERP Software Package is distinguished from a lower tier (e.g., Tier-2, Tier-3) ERP Software Package in that a Tier-1 ERP Software Package s scope of functionality is designed to serve large, global businesses and public sector entities, and requires more complicated hardware and more highly skilled IT professionals than does a lower tier ERP Software Package. E.1.2 E.1.3 Limitations to the current system The State does not have a single system for administrative functions, such as Financial Business Management, Human Capital Management, and Administrative Services. Most agencies utilize disparate systems and applications to perform functions that are typically included in an ERP Software Package. The State s current systems include various commercially available, off-the-shelf ( COTS ) products; customized systems originally developed in-house; mainframe products and tools; desktop applications; and DB2/Oracle/SQL databases. In the current environment: State agencies manage and sometime develop their own fiscal systems to meet individual needs. The resulting proliferation of systems has resulted in operational problems, such as duplicate data entry, time-consuming reconciliation of data from multiple source systems, and difficulty completing fiscal reports at period close. As a result, each year, State agencies struggle to complete audited financial statements in a timely manner. Similarly, the assembly of accurate and consistent Statewide data is laborious and difficult. Human Capital Management systems are fragmented. Hiring approvals are conducted in a stand-alone system, and benefits, employee performance, and timekeeping are managed by agencies through a wide variety of custom, COTS, and mainframe systems. Lastly, there is a strong reliance on mainframe-based payroll systems with shrinking talent pools of mainframe programmers and experts. 37

38 Procurement approvals are conducted in a different set of systems than those that track inventory and those that process vouchers. As a result, most State agencies rely on paperbased procedures to track invoice requests, which are prone to mistakes, cause duplications, and increase processing time. Expected future-state landscape E.2 The State of Illinois future-state landscape consists of a single, integrated, Statewide ERP Solution. The expected architecture of the State of Illinois ERP Solution is illustrated in the figure below: E.2.1 FIGURE E.1 - STATE OF ILLINOIS ERP SOLUTION FUTURE-STATE LANDSCAPE The envisioned State of Illinois ERP Solution future-state landscape consists of: E.2.2 Tier-1 ERP transactional backbone: An end-to-end ERP Solution that is the transactional backbone for all administrative functions, including, but not limited to, financial accounting, budgeting, asset management, human capital management, payroll, benefits, time and attendance, procurement, and grants management. The package could potentially be supplemented by a minimal number of point solutions, where necessary, should the ERP backbone fail to provide the required functionality for specific and critical functional components (e.g., grants management). Fully-integrated functional modules in ERP Solution: The ERP Solution must be fully integrated across all modules. In other words, the ERP Solution must be built on a unified code base across major functional domains, such as FBM, HCM, and ADS. It must be fully- 38

39 integrated to deliver seamless data integration across functional modules (e.g., integration between procurement, accounts receivable, and accounts payable to enable inter-agency transfers), as well as to facilitate automated, non-disruptive technical and functional upgrades at the State s discretion in the future. E.2.3 E.2.4 E.2.5 E.2.6 E.2.7 System of record: The ERP Solution must serve as the system of record for all financial, human capital management and procurement-related data, such as, but not limited to, master data (e.g., chart of accounts, employees, positions, job classifications), transactional data (e.g., journal entries, invoices, time cards, payroll transactions, purchasing documents), and reporting/analytical data. Integrated analytics: The State-selected ERP Software Package will include pre-built analytical applications that are fully integrated with the ERP transactional hub and that include capabilities for analytical reporting, and measuring and tracking key performance indicators across FBM, HCM and ADS. Additionally, the ERP Solution must include tools for performance dashboards, ad-hoc analysis, data-mining, as well as bi-directional integration with Microsoft Office tools such as MS Excel. Integration framework: A robust integration framework is required at the core of the ERP Solution and must encompass capabilities and tools for data integration (e.g., ETL, web services, data quality, data profiling, replication, and change data capture), process integration (e.g., BPM, SOA, EDA, composite applications), and information integration (e.g., content management, imaging, enterprise search and web 2.0) to enable a seamless information exchange between the ERP backbone and other applications. Information security: Security and controls across the data, application and infrastructure tiers are critical features of the envisioned ERP Solution. Since the ERP Solution will contain highly sensitive and confidential data, robust information security, data protection and governance are required, including encryption, firewalls, identity and access management, role-based access control, privileged user access control (i.e., to prevent system and application administrators from unauthorized access to confidential information), digital rights management, at all tiers of the ERP Solution (i.e., from user interface to disk). Additionally, security provisions must protect the ERP Solution from malicious code, unauthorized access, hackers, and intrusion. Security provisions of the ERP Solution must be in compliance with State security regulations, including, but not limited to, the Personal Information Protection Act, 815 ILCS 530. E.3 Hosted solution: In accordance with the Open Operating Standards Act 20 ILCS 45, the State will evaluate safe, secure hosting options before making any new information technology or telecommunications investments. Scope of the ERP Solution The scope of the State s ERP Solution encompasses three (3) functional domains: Financial Business Management, Human Capital Management, and Administrative Services. The following illustration depicts the functional modules that fall within the scope of each of these three (3) functional domains. 39

40 FIGURE E.2 - FUNCTIONAL SCOPE OF THE STATE OF ILLINOIS ERP SOLUTION E.4 For details of each functional areas listed above, please refer to the functional requirements spreadsheets (Appendix I.6). Additionally, the State has provided the technical requirements that the ERP Solution should meet in the technical requirements spreadsheet (I.6 Attachment I). Scope of the SI implementation services for the ERP Solution The desired SI implementation services for the Statewide ERP Solution with the functional modules illustrated above are as follows: Project management, including project planning, project coordination, project reporting and risk management. Solution design, including design preparation and execution as well as legacy environment readiness assessment. Solution development, including development preparation and execution, data conversion, and legacy environment preparation. Testing, including testing preparation and execution. Deployment and go-live support, including deployment preparation and execution, and go-live support. Training and change delivery, including training, change delivery and communications. 40

41 Technical quality assurance (QA) The implementation services requirement spreadsheets (I.3 Attachment C) list the desired service requirements in greater detail. As part of the implementation services requirements specified in Attachment C, the State requires the selected SIs to conduct a Conference Room Pilot (CRP) at the start of the Solution Design phase. The goal of the CRP is to educate State resources on the features and functionality of the ERP Software Package, and improve the quality of the blueprinting and design of the solution. The Offeror is required to provide effort estimates for the CRP, as well as provide a sandbox environment for conducting the CRP as part of their response. To show that the proposed implementation services for the Statewide ERP Solution meet the service requirements of the State, the Offeror must respond in Attachment C to each of the system integration services requirements. Further instructions, along with the required worksheet, are provided in Section H.4. E.4.1 Potential State of Illinois ERP Solution implementation team roles In the illustration below, the State of Illinois has outlined a number of potential functional and technical roles needed to develop and implement the ERP Solution. FIGURE E.3 POTENTIAL PROGRAM STRUCTURE OF THE STATE OF ILLINOIS ERP SOLUTION IMPLEMENTATION TEAM 41

42 E.4.2 Hosting When making new information technology investments, the State of Illinois requires State agencies to evaluate and, if feasible, adopt appropriate cloud computing solutions. Note: Cloud computing is defined as per the National Institute of Standards and Technology ( NIST ) special publication : Cloud computing is a model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources (e.g., networks, servers, storage, applications, and services) that can be rapidly provisioned and released with minimal management effort or service provider interaction. This cloud model is composed of five essential characteristics [ondemand self-service, broad network access, resource pooling, rapid elasticity, and measured service], three service models [Software as a Service, Platform as a Service, and Infrastructure as a Service], and four deployment models [private cloud, community cloud, public cloud, and hybrid cloud]. NIST SP at 2-3. The State will explore options to host the ERP Solution in either a third-party-hosted facility with basic systems administration support, or a third-party-hosted facility inclusive of the full range of managed services. Offerors should clearly articulate in their Proposal their ability to provide either of the hosting options and the consequent implications of each hosting option. The State will evaluate, but not score, the Offeror s ability to accommodate each of the hosting options. The procurement of hosting and associated services is included in this Solicitation as an optional service; the State may, at its sole discretion, choose not to exercise the option, and, instead, launch a separate Solicitation effort for hosting services. The two hosting options are: Third-party-hosted (Offeror or other third-party): The Offeror or a qualified thirdparty partner on behalf of the Offeror will host the ERP Solution in primary and secondary data centers. The Offeror will own the hardware and supporting infrastructure (network, storage, RDBMS servers, application servers). The State will own the ERP Software Package licenses, be responsible for application administration, help desk and other support services, while relying on the Offeror or certified third-party to provide basic infrastructure administration services. Offerors are encouraged to provide details on either an Offeror-hosted, or a qualified partner-hosted solution, as options for the State to consider. Third-party-hosted (Offeror or other third-party) with managed services: The Offeror or a qualified third-party partner on behalf of the Offeror will host the ERP Solution in primary and secondary data centers. The Offeror will own the hardware and supporting infrastructure (network, storage, RDBMS servers, application servers) while the State will own the ERP Software Package licenses. Additionally, the Offeror will be responsible for providing managed services for the ERP Solution (e.g., Help Desk, 42

43 Application Administration such as, but not limited to, user account, role and profile management, application performance tuning, and configuration management). Offerors are also encouraged to provide details on an Offeror-hosted or qualified partner-hosted solution that includes Offeror-provided managed services as an option for the State to consider. The scope of this RFP allows the State the option, at its sole discretion through the contract(s) resulting from this RFP, to change the delivery model of the ERP Solution from an installed-base delivery model to a hosted, as-a-service, or other delivery model. Scope for SI implementation services of Packet 1 E.5 The two (2) System Integrators that the State selects will be assigned roles and responsibilities of SI1 and SI2 as outlined in Section C.8.3, specifically Figure C.7, and will be required to deliver the Solution Design for the Core functional group as part of a Time & Material phase. This Packet will be limited to a maximum duration of 6 months. E.5.1 E.5.2 E.5.3 E Functional scope of Packet 1 The functional scope for the Packet 1 is the Core functional group as outlined in Figure C.2. This includes the foundational capabilities of the FBM and ADS functional modules as defined in Section E.3. FBM functional modules in scope for Packet 1 are General Ledger, Accounts Payable, Accounts Receivable, Asset Lifecycle Management, Treasury & Cash Management, Project Accounting, and Bank Reconciliation. Grants Management may be in scope for Packet 1, depending on whether the State-selected Tier-1 ERP Software Package is able to provide this functional module out-of-the-box. ADS functional modules in scope for Packet 1 are Encumbrance Accounting, and Procurement. Organizational scope for Packet 1 The System Integrators are expected to deliver the Blueprint and Design for a Statewide Template that includes all agencies in scope, with agencies in the Pilot Cluster as the main focus of the efforts. SI implementation services of SI1 vs. SI2 for Packet 1 E SI implementation services of SI1 The System Integrator selected as SI1 will have responsibility for design preparation, design execution, and the project management of functional and technical workstreams. SI implementation services of SI2 43

44 The System Integrator selected as SI2 will have responsibility for the assessment of the legacy environment readiness, testing planning, and technical quality assurance. Working in partnership with the ERP Project Management Office and State-selected ERP Software Package vendor E.6 Offerors will be required to work in partnership with the ERP Project Management Office and the State-selected ERP Software Package vendor throughout the implementation process of the ERP Solution. E.7 E.7.1 E.7.2 Subcontracting Subcontractors are allowed. For the purposes of this Section, subcontractors are those persons or entities specifically hired to perform part of the work covered by the contract(s). If subcontractors are hired, Offerors must identify in Attachment FF Subcontractor Disclosure, all subcontracts with an annual value of $50,000 or more. All subcontracts with an annual value of $50,000 or more are subject to the prior written approval of the State. No additional or substitute subcontractors may be hired during the term of the contract(s) without the prior written approval of the State. E.8 E.7.3 E.7.4 E.8.1 E.8.2 E.8.3 The State shall receive a copy of all subcontracts within fifteen (15) days of execution. Any subcontracts entered into before a contract is or contracts are awarded pursuant to this Solicitation are at the sole risk of the parties thereto. Where services are to be performed Unless otherwise stated in this Section, all services shall be performed in the United States. This information and the economic impact on Illinois and its residents may be considered in the evaluation. If the services offered hereunder are performed in another country in violation of this provision, such action shall be deemed by the State to be a breach of the contract for which the State may seek all available legal remedies. Specifically, the State requires that all services with the possible exception of certain customization (RICEFW) must be provided in Illinois. The Offeror shall disclose the locations where the required services shall be performed and the known or anticipated value of the services to be performed at each location. E.8.4 Location where services will be performed: If services are to be performed in person, the majority of services will be performed in Springfield, IL or Chicago, IL. A small portion of services might be performed in other locations within the State of Illinois where relevant agency operations and staff are located. Percentage of contract of services performed at this location: The State estimates that ~80% of in person services shall be performed in Springfield, IL, ~15% in Chicago, IL, and ~5% in other locations within the State where relevant agency operations and staff are located. 44

45 F. F.1 F.2 PRICE PORTION OF THE PROPOSAL Format of Price Offeror shall submit the Price portion of the Proposal in the format described in Section H.5, and base it on the terms and conditions set forth in Section F of this RFP. Failure to submit the Price as shown in this Section may render the Offeror s entire Proposal non-responsive and ineligible for award. Type of Price The Illinois Office of the Comptroller requires the State to indicate whether the contract Price is firm or estimated at the time it is submitted for obligation. Price pursuant to the contract(s): unit prices are firm, but total contract cost is estimated. Expenses allowed F.3 Expenses are not allowed are allowed as follows: Click here to enter text. F.4 Taxes Price shall not include any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Offeror may request the applicable State agency s Illinois tax exemption number and federal tax exemption information. 45

46 DETAILED FACT PACK FOR AGENCIES IN SCOPE Organizational The following provides general background information. All numbers are estimates. G. G.1 State of Illinois Number of employees 50,000 Number of household employees 40,000 Number of agencies 79 Number of core users 3,500 Number of casual users 5,000 Number of unique vendors 870,000 FIGURE G.1 STATE OF ILLINOIS ORGANIZATIONAL INFORMATION Financial Business Management users G.2 Financial Business Management users Number of core users 1,500 Number of casual users 2,000 Number of simultaneous users 2,500 Number of cost centers 10,000 Annual business transactions 15,500,000 G.3 FIGURE G.2 STATE OF ILLINOIS FINANCIAL BUSINESS MANAGEMENT USERS Human Capital Management users Human Capital Management users Number of core users 1,250 Number of casual users 2,000 Number of simultaneous users 2,000 Number of self-serve users 50,000 Annual business transactions 6,000,000 Annual payroll transactions 2,800,000 FIGURE G.3 STATE OF ILLINOIS HUMAN CAPITAL MANAGEMENT USERS 46

47 Administrative Services users G.4 Administrative Services users Procurement Number of core users 750 Number of casual users 1,000 Number of simultaneous users 1,250 Number of annual procurements 250,000 Annual business transactions 2,000,000 Technical Information FIGURE G.4 STATE OF ILLINOIS ADMINISTRATIVE USERS G.5 Category Extensive State and Federal Security and Compliance Requirements Current State The State must comply with COBIT 5.0; applicable NIST Publications; IRS Publication 1075; the Auditor General ACES manual; the Identity Protection Act (5 ILCS 179); the Personal Protection Act (815 ILCS 530); the Data Processing and Confidentiality Act (30 ILCS 585); the Data Security on State Computers Act (20 ILCS 450); federal privacy acts such as HIPAA; Federal grant and inventory tracking; as well as other State and Federal requirements. Mainframe Environment 4 Mainframes; Production = 4,099 MIPS; Disaster Recovery = 4,320 MIPS; 4.1 Petabytes of Storage. Server/Workstation 3,755 Servers (Windows, Novell, Unix); 36,065 Workstations; Environment 972 Customer Sites. Database Management Systems IDMS; IMS DB; DB2; VSAM; Oracle; SQL Server; MS Access; FoxPro; dbase; and various proprietary DBMSs. Content Management Systems Archive/Record Management Requirements No. of Applications that fall under FBM, HCM, ADS No. of Interfaces Middleware and Integration Tools (ESB, SOA, BPM, etc.) Data Modeling Tools Data Integration (ETL, Replication, CDC) Programming Languages Data Centers Data Warehouse SharePoint, Lotus Notes; IBM Content Manager; Adobe Livecycle; Percussion; Docuware. State Records Act; as well as other State and Federal Requirements. FBM = 147; HCM = 157; ADS = 75. Comparable to other U.S. states of similar scale and complexity. IBM BPM (we do not have an established Middleware layer within our Enterprise Architecture Framework so system integration is predominately 'point-to-point' and batch files). ERwin; ProVision Enterprise Pro; Visio Pro. IBM InfoSphere; IBM Datastage; SSIS. Cobol; Easytrieve +; Assembler; C#; VB.Net; ASP.Net; JAVA; PHP; Cold Fusion; Smalltalk; Sharepoint. Primary and Back-Up Data Centers. SAP Business Objects (Limited Use). 47

48 Business Intelligence & Reporting Tools Web Browsers SAP Business Objects Enterprise; Crystal Enterprise/Crystal Reports; Cognos, SSRS, SharePoint; SAS; Mobius. MS Internet Explorer (IE) is the Standard (with various versions depending on agency and OS levels); in addition, some agencies are using Firefox, Chrome, and Safari (in limited but growing numbers). FIGURE G.5 STATE OF ILLINOIS TECHNICAL INFORMATION 48

49 PROPOSAL RESPONSE AND OFFEROR QUALIFICATIONS H. We request all Offerors to fill out the attachments and provide responses to all specific queries outlined in this Section. All soft copies of the responses to the queries in this Section should be presented in Microsoft Word unless a spreadsheet template is provided, in which case the Offeror must use the provided template. Offeror must label each Query response with the Query Label (e.g., Query.X). Please limit responses to three (3) pages per Query unless otherwise specified. The first Query is in Section H.1. For Sections that refer to Attachments, please refer to Section I to identify the appropriate file name. Offeror s organizational information H.1 Query.1 - Provide a description of the unique and distinctive attributes of the Offeror s organization, and why these attributes make the Offeror a good partner to implement a Tier-1 ERP Software Package for the State. Further, the Offeror is required to complete the Company Information Sheet (Please see Attachment D), which requests information on the following items: H.1.1 H.1.2 H.1.3 H.1.4 H.1.5 Company information: Information about the Offeror s organization, core business areas, product and service portfolios, and global and regional footprint. Financial data: Basic company financials, such as the Offeror s revenue, profit/loss, and Tier- 1 ERP Solution system integration revenue. Employee data: The Offeror s global and U.S. based employee footprint, information on Tier-1 ERP Solution system integration expertise, public sector and specific U.S. state expertise, employee attrition rate along with major attrition drivers, and training and development strategy. Partnerships with Tier-1 ERP Software Package vendors: Information on the breadth and depth of partnerships with Tier-1 ERP Software Package vendors, including description of various levels and types, length, and significant achievements resulting from these partnerships. H.2 Partnerships with point-solution vendors: Information on the breadth and depth of partnerships with point-solution vendors in areas that the Offeror deems as appropriate and possible candidates (e.g., budgeting, grants management, e-procurement, time and attendance), including description of various levels and types, length, and significant results of the partnerships. References The Offeror shall provide the State with up to three (3) references from customers of similar scale, scope, and complexity as the State of Illinois for which the Offeror implemented a Tier-1 ERP Solution. 49

50 Offerors may provide less than three (3) references; however, this will negatively impact the Offeror s score. H.2.1 Details on the Offeror Reference Sheet The Reference Sheet (please refer to Attachment A) includes a template for providing references from other implementations. The Offeror shall complete one Reference Sheet per reference. All data points shall be provided to the Offeror s best ability. If the data can only be provided as estimates or ranges, the Offeror shall use reasonable estimates. Details of Sections of the Reference Sheet: Offeror information this Section requests information related to the Offeror and the Offeror s contact person. Customer reference information this Section requests information about the reference organization and the contact person. Reference organization details this Section requests information about the scale of the reference organization and the implementation of a Tier-1 ERP Solution. ERP Software Package details this Section requests information about the Tier-1 ERP Software Package name and version that the Offeror implemented in the Reference organization. It also requires information related to the functional scope of the ERP Software Package implementation, and the detail around implementation services that the Offeror provided as System Integrator. Requirement fulfillment details this Section requests information about how the Tier-1 ERP Software Package implementation has fulfilled the reference organization s requirements (breakdown of out-of-the-box, configuration, development, and business process change). Implementation services details this Section requests information about the implementation services that the Offeror provided as the SI at the reference organization, with focus on the role and responsibilities of the Offeror, as well as the deliverables involved. Project details this Section requires information related to costs and the timeline of the reference project. The Offeror shall provide details on variances between original and actual values (e.g., for timeline, for budget) and incidents that occurred during implementation, with a detailed explanation of the root cause(s). Additionally, the Offeror shall provide an estimate of the total number of resources that participated in the implementation (from the reference organization, the Offeror, or any other third party involved), information on other organizations that performed implementation services throughout the implementation (e.g., subcontracted partner of the Offeror, other SIs 50

51 contracted by the reference organization, ERP Software vendor), and information on how many of these resources are still with the Offeror s organization. Project value delivered this Section requests information on the qualitative and quantitative value that the reference organization achieved by developing and implementing the ERP Solution with the support of the Offeror. H.2.2 H.2.3 H.2.4 Guidelines for references The State values references that prove the Offeror successfully developed and implemented a Tier-1 ERP Solution for a customer of similar scale, scope, and complexity as the State of Illinois. The Offeror shall keep the following guidelines in mind when selecting reference examples: The State will only consider references of Tier-1 ERP Solutions that are fully completed. Therefore the implemented ERP Solution has to run in a production environment. References of ongoing implementations shall only mention the scope and scale of the functional modules that are already fully implemented and running in a post go-live state (i.e., in production). The State prefers references for implementations of a similar or larger scale as the State of Illinois (please see Section G.1 on State of Illinois organizational size information). Similar scale includes, but not limited to, comparable size of the organization and implementation (e.g., number of users, operating budget), with a specific focus on the coverage of agencies and business units within the organization (e.g., Statewide, organization wide). The State prefers references where the Offeror developed and implemented a Tier-1 ERP Solution with a similar or larger functional scope across the detailed functional modules in Financial Business Management, Human Capital Management and Administrative Services, as outlined in Section E.3. The State prefers references where the Offeror performed all implementation services as outlined in the State s requirements for SI implementation services in Section E.4. The State prefers references in the following order of customer type preference: U.S. state references, other U.S. public sector references, private sector references. The State may, at its sole discretion, dismiss any references that do not fit the State s requirements. Verification of references The State may contact the named contact person of each reference to verify the data provided. Independent validation of references 51

52 For each of the references provided, the State will contact resources in the reference organization (in addition to, and independently of, the contact person that the Offeror provided) to gather information on how the Offeror s delivery of the Tier-1 ERP Solution met the reference organization s expectations. The State will use a fair and structured approach to contact up to three (3) independent resources in each of the reference organizations. The State will ask a pre-defined and structured set of questions that will allow the State to form an opinion on how well the Offeror met the needs and expectations of the specific organization regarding the Tier-1 ERP Solution implementation. Offeror s team profiles and commitment H.3 The Offeror is required to complete the team profile spreadsheets (Attachment B) that list the qualifications the State expects each implementation team member to have. H.3.1 H.3.2 Offeror s team proposal The Offeror shall provide the names of all proposed team members in the team profile spreadsheet (Attachment B), and check-mark the requirements that each proposed team member fulfills. The Offeror shall provide one copy of Attachment B for each of the Tier-1 ERP Software Packages that the Offeror has significant experience in developing and implementing. Additionally, should the Offeror be selected as a Finalist, for all roles mentioned in Section A of the team profile spreadsheets (Attachment B) applicable to the State-selected Tier-1 ERP Software Package, the Offeror shall provide detailed 1-page biographies as attachments. Please see Section E.4.1 for the anticipated State of Illinois ERP Solution implementation team structure and required team roles. Offeror s commitment to assign the proposed team members in the case of an award The Offeror is required to propose one or several team members for each role, depending on the Offeror s estimate of the implementation services required. The Offeror shall commit to guaranteeing the assignment of the proposed staff members in case of an award. The State must approve all changes to the proposed team and any replacements must have equal or higher qualifications than the team member proposed by the Offeror during the Solicitation. Replacement of resources throughout the term of the contract will be tracked and considered in SI performance evaluation (as described in Section C.8.4.1). The State reserves the right to cancel the award and take appropriate actions to meet the needs of the State in the case Offeror continuously fails to provide comparable or higher quality and experienced team members as replacements. 52

53 With the exception of a few explicitly identified and agreed upon roles (and accordingly taken into consideration during SI evaluation), the State expects each proposed team member to be 100% dedicated to the State s ERP implementation. H.4 H.3.3 Offeror s commitment to the State Offeror is required to respond to the following queries to demonstrate its commitment to the State of Illinois: Query.2 What percentage of his or her time would the project manager with overall responsibility for the SI implementation spend on the State s ERP implementation? How much of this allocated time will be spent on-the-ground? Will this individual be serving other clients concurrently? Query.3 - Please describe any of the Offeror s prior experience working with the State, or other public sector entities, that would demonstrate evidence of being able to build strongly collaborative working relationships with the State s cross-functional project team. Query.4 - Please describe the Offeror s commitment to ERP implementations in the U.S. public sector. Please elaborate on specific methodologies and tools developed for the U.S. public sector, or U.S. public sector-specific activities/events hosted (e.g., conferences, forums, participation in user groups). Query.5 - Please describe the Offeror's proposed approach to sharing risks (e.g., financial risk) of the implementation with the State. Offeror s implementation services The Offeror is required to complete the Implementation Services Sheet (I.3 Attachment C) that lists the desired system integration services required for the Statewide Tier-1 ERP Solution implementation. H.5 Offerors are allowed to provide additional details in the form of Word documents, provided the key points of the response are captured in this spreadsheet and the additional documents are referenced appropriately with the requirement ID (e.g., IS1.12). Please limit responses to two (2) pages per requirement. Offeror s Price portion of the Proposal The Offeror is required to provide information for all items listed on Attachment E Price Sheet. The State reserves the right to further negotiate Price components during negotiation. The Offeror s completed Price Sheet (I.5 - Attachment E) shall include the Price for: A Rate Card, which will serve as the ongoing and maximum rate for the SI implementation services provided by the awarded Offerors as part of this Solicitation. 53

54 Price estimate for Packet 1, which will serve as a target price for the SI implementation services provided in Packet 1, calculated via the estimated number of resources required and the total hours required by role. The Price Sheet (Attachment E) consists of multiple worksheets. Below are instructions Offerors should consider when filling out the worksheets. H.5.1 H.5.2 H.5.3 Rate Card The Offeror shall provide the hourly Price in U.S. dollars for each of the roles needed by the State. The State has provided minimum requirements for each role. The rates provided in the Rate Card will stay valid throughout the implementation duration for all implementation services awarded as a result of this Solicitation. These rates will constitute the upper limit for all implementation services; the Offeror will be allowed to lower individual rates as part of any subsequent packet bids beyond Packet 1, provided the role descriptions and qualifications by role remain the same. Price estimate for Packet 1 The Offeror shall provide the components for a Price estimate for Packet 1. The Offeror shall provide an estimate on the total number of resources that are required of each role, and an estimate of the total hours by implementation service category to be conducted by both SI1 and SI2 (e.g., project management, blueprinting). The estimate of the total billable hours will represent the effort that personnel in all roles must perform to finish Packet 1 within 6 months. The Offeror s estimate of the total billable hours for each role will be multiplied by the individual s Price rates as per the Rate Card that the Offeror provided and as described in Section H.5.1. Hosting The State is considering various hosting options for the ERP Solution, as described in Section E.4.2. If interested in providing hosting services to the State, the Offeror may recommend a hosting option (e.g., Offeror-hosted, third-party-hosted), name the hosting provider, and provide information and cost estimates for hosting and related managed services. Hosting and associated services are included as part of this Solicitation as optional services only, and are therefore not scored. Include Section H.1 through H.4 and any attachments in Envelope 1 Include Section H.5 and any attachments in Envelope 2 54

55 APPENDIX This section highlights all the attachments that are part of this RFP. Instructions on how to complete each of the attachments are provided in Section H. I. Reference sheet Attachment A Reference sheet.xlsx I.1 Please complete one worksheet for each reference the Offeror provides. As stated earlier, Offerors shall provide three (3) references. Team profiles I.2 Attachment B - Team Profiles.xlsx Lists the desired roles in the SI team, along with minimum requirements of skills. Please complete one Attachment for each of Tier-1 ERP Software Packages that the Offeror has significant experience in developing and implementing. I.3 I.4 System Integrator (SI) implementation services Attachment C - SI Implementation Services.xlsx Lists the desired implementation services required for the ERP Solution. Offeror information worksheets Attachment D Company information.xlsx I.5 To provide company organizational and financial information. Price sheet Attachment E Price Sheet.xlsx, consisting of the following tabs Instructions Rate Card I.6 Packet 1 Price estimate Optional: Hosting Offeror assumptions ERP Software Package functional and technical requirements spreadsheets Attachment F - FBM Functional Requirements.xlsx 55

56 Lists the desired capabilities in Financial Business Management (FBM) Attachment G HCM Functional Requirements.xlsx Lists the desired capabilities in Human Capital Management (HCM) Attachment H ADS Functional Requirements.xlsx Lists the desired capabilities in Administrative Services (ADS) Attachment I - ERP Technical Requirements.xlsx State attachments I.7 Attachment AA Attachment OO 56

57 ATTACHMENT AA STATE OF ILLINOIS STATE BOARD OF ELECTIONS REGISTRATION Section of the Illinois Procurement Code prohibits political contributions of certain vendors, bidders and Offerors. Additionally, section 9-35 of the Illinois Election Code governs provisions relating to reporting and making contributions to state officeholders, declared candidates for State offices and covered political organizations that promote the candidacy of an officeholder or declared candidate for office. The State may declare any resultant contract void if these Acts are violated. Generally, if a vendor, bidder, or Offeror is an entity doing business for profit (i.e. sole proprietorship, partnership, corporation, limited liability company or partnership, or otherwise) and has contracts with State agencies that annually total more than $50,000 or who has aggregate pending bids or proposals and current State contracts that total more than $50,000, the vendor, bidder, or Offeror is prohibited from making political contributions and must register with the State Board of Elections. 30 ILCS 500/ EVIDENCE OF REGISTRATION WITH THE STATE BOARD OF ELECTIONS IS THE CERTIFICATE OF REGISTRATION 57

58 STATE OF ILLINOIS AUTHORIZED TO DO BUSINESS IN ILLINOIS ATTACHMENT BB A person, other than an individual acting as a sole proprietor, must be a duly constituted legal entity and authorized to do business in Illinois prior to submitting an offer. 30 ILCS 500/ Offerors must review and complete certification #31 in the Standard Certifications Attachment GG. Certification #31 requires Vendor to check one of the four boxes representing its status. Two of the four options require that the Vendor attach to the Standard Certifications Attachment GG a detailed explanation of the legal basis for its status claim. The State may request evidence from a vendor that certifies it is authorized to do business in Illinois proving such authorization. Failure to produce evidence in a timely manner may be considered grounds for determining Vendor non-responsive or not responsible. For information on registering to conduct business in Illinois, please visit the Illinois Secretary of State s Department of Business Services at their website at ( or your home county clerk. EVIDENCE OF BEING AUTHORIZED TO DO BUSINESS IS THE SECRETARY OF STATE S CERTIFICATE OF GOOD STANDING 58