REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Microsoft Dynamics 365 for Customer Service Technical Engagement Services May 19, 2017 Due Date: June 7, 2017 by 5:00 pm EST 133 Peachtree Street, NE, Suite 2900 Atlanta, GA Phone Fax w ww.investatlanta.com

2 The Atlanta Development Authority d/b/a Invest Atlanta 2 INTRODUCTION The Atlanta Development Authority d/b/a Invest Atlanta ( Invest Atlanta ) is soliciting responses to this ( RFP ) from interested and qualified firms or individuals (each, a Respondent ) wishing to provide professional and consulting services for the implementation of Microsoft Dynamics CRM for Economic Development and integration with Microsoft Office 365. Invest Atlanta has been created and is existing under and by virtue of the Development Authorities Law, activated by a resolution of the City Council of the City of Atlanta, Georgia (the "City") and currently operates as a public body corporate and politic of the State of Georgia. Invest Atlanta was created to promote the revitalization and growth of the City and serves as the City s Economic Development Agency. Invest Atlanta represents a consolidation of the City s economic and community development efforts in real estate, finance, marketing and employment, for the purpose of providing a focal point for improving the City's neighborhoods and the quality of life for all of its citizens. Invest Atlanta is the cornerstone of an overall effort to provide economic and development services in a more effective and efficient manner. Invest Atlanta is seeking competitive proposals to engage a consultant (the Consultant ) to analyze, map and document Invest Atlanta s current significant business processes to assist Invest Atlanta in transferring to an Enterprise Resource Planning ( ERP ) system. Proposals submitted in response to this solicitation for proposal s will be evaluated by Invest Atlanta Technology Services team members, along with the Chief Operating Officer. Invest Atlanta reserves the right, where it may serve its best interest, to request additional information or clarification from Respondents, or to allow for corrections, errors or omissions. All proposals submitted in response to this solicitation, and all other information submitted in response to a request for additional information, become and remain the property of Invest Atlanta. Submission of a proposal indicates acceptance by the Respondent of the conditions contained in this request for proposals. Invest Atlanta will not, for any reason, reimburse a Respondent for costs and expenses in connection with responding to this RFP.

3 The Atlanta Development Authority d/b/a Invest Atlanta 3 SUBMITTAL DEADLINE All responses to this RFP (each, a Response ) must be submitted in hard copy (one original and three copies) and on CD in Adobe Acrobat format by no later than 5:00 p.m., Friday, June 7, Responses received after this time and date will not be considered. Please address the Response to: Keith Millner Executive Vice President and Chief Operating Officer The Atlanta Development Authority d/b/a Invest Atlanta 133 Peachtree Street, Suite 2900 Atlanta, Georgia PROFESSIONAL FEE While the Respondents will be asked to provide a proposed budget and fees for time and materials, final fees will be negotiated following the selection of the Consultant. If fee negotiations with the Respondent determined most qualified are not successful, and/or the fees discussed are outside the budgetary constraints for the project, Invest Atlanta reserves the right to suspend negotiations with the Respondent initially deemed most qualified, and proceed to other Respondents. The successful Respondent will also be expected to provide a summary of assumptions used to determine its fee, including but not limited to team, hours and resources required from Invest Atlanta. INQUIRIES Prospective Respondents are strongly encouraged to submit inquiries and written questions regarding this RFP by , in writing to: Alvin Husbands IT Manager Invest Atlanta ahusbands@investatlanta.com Only inquiries received in writing via will receive a response. All such inquiries must be delivered by 5:00 p.m., Friday, May 26, Inquires received after such date and time will not be considered and will not receive a response. Invest Atlanta will publish all received written inquiries and Invest Atlanta s responses to those inquiries as an Addendum to this RFP on Invest Atlanta s website ( on or before the close of business on June 2, PROJECT OVERVIEW As the Economic Development Agency of the City of Atlanta, Invest Atlanta administers a diverse variety of loan, grant, tax credit and other incentive programs designed to develop the City s economy. Recently, Invest Atlanta has identified a number of goals for improvement with respect to the information systems it uses to originate, manage and report on the economic assistance programs it administers. Examples of such goals include but are not limited to, the following: Document existing processes Identify areas for business process reengineering

4 The Atlanta Development Authority d/b/a Invest Atlanta 4 Provide the framework and necessary diagrams Create one source of the truth Save time on duplicate data entry Establish common nomenclature Document process hand offs Document roles and responsibilities for business continuity planning Training of new employees in the future Documentation to later engage in deploying enterprise technology solutions that will breakdown silos. Invest Atlanta desires to analyze, map and document its significant business processes. We are looking for a detailed Microsoft Office Visio diagram of each process and their inter dependencies for the following departments/areas: Community Development Compliance Economic Development (Business Attracted, Retention and Expansion) Finance & Accounting Human Resources Investment Services Information Technology Legal Marketing EVALUATION METRICS EACH RFP RESPONSE WILL BE EVALUATED IN ACCORDANCE WITH THE FOLLOWING: Invest Atlanta will convene an Evaluation Committee to evaluate each response properly submitted by a Respondent. At the discretion of Invest Atlanta, follow up interviews may be conducted with the highestranking Respondents as recommended by the Evaluation Committee prior to the Invest Atlanta making a final selection of the successful Consultant. Criteria Respondent Team s experience in economic and community development agencies at the local and state level. Implementation team s knowledge of industry-wide economic development best practices. Respondent s reputation/history of providing services to similar agencies. Capability of recommended solution or product to meet the needs of Invest Atlanta as described. 20 Business retention and expansion analysis tools product provides tools for conducting comprehensive portfolio assessments to measure the quality and strength of the business base. Three Year Cost (Annualized). 15 Points Total Score 100

5 The Atlanta Development Authority d/b/a Invest Atlanta 5 SCOPE OF SERVICES This RFP seeks Consulting services analyzing, mapping, and documenting Invest Atlanta s current business processes to assist Invest Atlanta staff in preparing for the upcoming transition to an ERP system. The selected Consultant will be responsible for documenting the process flow and high level requirements by conducting detailed interviews of Invest Atlanta department heads regarding team members and their team members roles and responsibilities; the Respondent will deliver a document providing a high-level synopsis on the function(s) of each Invest Atlanta department and their departmental programs, projects, processes, procedures, goals and reporting needs. Additionally, the selected Consultant will be responsible for documenting the process flow and mid-level requirements by conducting detailed interviews of Invest Atlanta team members to obtain a clearer understanding of Invest Atlanta s team members perspective of their roles, responsibilities and department s programs, projects, processes, procedures, goals and reporting requirements. The selected Consultant must document areas of cross-functionality or disconnect across departments; document differences in terminology; document hand-off point of documents between departments; high level process flow per department; mid-level process flow per division with each department; detail business process documentation including flow chart using Business Process Model and Notation ( BPMN ) format; and develop a story for each process, focusing on A day in the life of team member. The selected Consultant will interview and gather the above described information from each of the following departments/areas: Community Development Economic Development Finance & Accounting Human Resources Legal Marketing Compliance Investment Services Information Technology Respondents should submit Proposals which include identification and the allocation of the technical resources necessary to complete the objectives and deliverables. The Respondent s multi-disciplinary Project team should be composed of at least the following roles, each with the listed responsibilities: 1. Dynamics Developer: a. Dynamics configuration and customization to include Entity fields, forms, business rules, views; b. Development of both standard and custom workflows; c. Development of web resources such as HTML pages, JavaScript and images; and d. Development of plugins to support complex business processes. 2. Integration Developer:

6 The Atlanta Development Authority d/b/a Invest Atlanta 6 a. Extract and transform data from source systems into the appropriate import format for Dynamics GP; b. Facilitate data cleansing which ensures the highest possible data quality is imported into Dynamics GP; c. Develop the designed integration processes using Scribe Software or similar online integration tool; and d. Test and validate the data and import processes. 3. Dynamics Report Developer: a. Design reports and dashboards as described in user Stories; b. Develop reports as designed using Microsoft PowerBI; and c. Validate that reports produce accurate and verifiable results. The scope of services to be provided by the selected Consultant will be described and defined in a consulting services agreement with Invest Atlanta and may include the following elements: 4. Setup customization and configuration of Microsoft Dynamics 365 for Customer Service system 5. Integration with other Microsoft Dynamics 365 Great Plains modules such as: a. Human Resource Management b. Reporting & Business Intelligence c. Supply Chain Management d. Project Management e. Customer Relationship Management f. Extended Human Resource and Payroll 6. Business Process Improvement 7. Project Management 8. Internal Staff Training 9. Change Management 10. Integration with a future document management solution 11. Provide an appropriate license count that will facilitate ADA optimal performance on ERP platform. 12. Map out the following Enterprise Resource Management modules for Invest Atlanta: a. Financial Management b. Customer Relationship Management c. Human Resource Transaction d. Business Intelligence e. Program Management f. Document Management

7 The Atlanta Development Authority d/b/a Invest Atlanta 7 CONTENTS OF RFP RESPONSE All Responses must be submitted in the following tabbed format: A. Section I Cover Letter Name, address, telephone number and primary address of the firm (or firms) submitting the qualification statement Summary of the firm s interest in the project, and the name of one or more individuals authorized to represent the firm in its dealings on a contractual basis. B. Section II Respondent s Business History of the corporation, sole proprietorship, partnership, limited liability company or joint ventures, including present ownership and key management individuals. Describe any anticipated or recent changes in overall management or ownership. Location of business headquarters and other divisional offices. Specify which office or offices will be involved in this Project. Include contact names, titles, addresses, phone numbers and addresses. An organization chart showing authority structure and depth of resources. Resumes of any personnel anticipated to be assigned to the engagement. A disclosure statement listing all potential conflicts of interest related to this Project with Invest Atlanta or its Board of Directors or Management Team. This disclosure statement must be addressed specifically in your response, even if no conflict exists. A current audited balance sheet and income statement. An overview of the firm s relationships with female, minority or small business enterprises. Please indicate if any proposing business or joint venture partner is certified under any of these categories by the State, City, or MARTA. C. Section III Experience The firm s current annual project volume and average volume during the past five (5) years. Provide details of past experiences, references for similar work, planning/budget/schedule activities, public engagement experience, talents applicable to respective service to be provided, documentation method, project tracking method and work product delivery methods that have proven successful. Also, include any experience or work completed on behalf of the Invest Atlanta, the City or Atlanta Beltline, Inc. Provide the following information for no more than five (5) current or recently completed projects: o Project Name o Project Location o Project Scope and Description o Nature of Public/ Community Involvement o Project Methodology (specifically including work plan reviews) o Contract Amount o Contract Type: (i.e., lump sum, guaranteed maximum price, etc.)

8 The Atlanta Development Authority d/b/a Invest Atlanta 8 o Actual or Expected Completed Date o Detailed description of the scope and results of such services o Actual Duration o Members from Project that will be assigned to Invest Atlanta Provide a list of economic or community development authorities, municipalities, counties, states or other public clients for which the Respondent served as consultant for projects/elements similar to those requested in the Scope of Services above. Provide a list of three references from the agencies listed including the agency name, address, contact name, phone number and address for each reference. Provide information regarding any accounts from which the Respondent was terminated for cause within the last three (3) years including the reason for the termination. D. Section IV Proposed Team and Approach to Project Identify potential services, including firm s capabilities and anticipated approach to the project. Please describe the tools, methodologies and frameworks the Respondent may use. Include a staffing plan, estimated hours and resources that will be required from Invest Atlanta. E. Section V Cost Proposal The submittal must include the Respondent s proposed budget, professional fees for consulting time, and estimated cost for expense reimbursement. The Respondent should also provide a summary of any assumptions used to determine its proposed budget and fees for time and materials, including but not limited to, team (and their rates), hours, deliverables, required resources, etc. Consultant should also outline what personnel access may be required (i.e., interviews, surveys, etc.) from Invest Atlanta. TIMELINE AND DELIVERABLES Associated with the scope are the following deliverables: 1) System Implementation that Meets User Acceptance: The selected Consultant will be responsible for implementing a well-designed and complete system that includes all modules, integrations and functionality identified by Invest Atlanta. 2) Security Plan: Security of Invest Atlanta data is critically important. As such, the Selected Respondent will provide a documented Security Plan outlining the policies and procedures necessary to ensure the security of the platform, its related infrastructure and all associated information. The Selected Respondent will adhere to best of class data security practices to secure Invest Atlanta data. 3) Code Deployment and Promotion across Environments: The Respondent will be responsible for code deployment and promotion throughout Invest Atlanta s environments. At a minimum, Invest Atlanta will utilize the following environments: a. Development; b. Test; c. Training; d. Staging; and e. Production.

9 The Atlanta Development Authority d/b/a Invest Atlanta 9 4) Online User Guide: The Consultant will be responsible for developing an online user guide which will be accessible via the Dynamics help functions. 5) Work Documentation: The Consultant will be expected to document Story design, hours worked and hours remaining for each Story that is worked. 6) Architecture Strategy: The Respondent will provide a detailed Azure cloud deployment strategy and IT architectural design diagram for each environment utilized in this RFP. 7) Documentation of Deployment Guidelines and Features: The Consultant will be expected to document deployment guidelines and processes for each Feature promoted to test, training and production. 8) Module Documentation Requirements: The Respondent will develop and deliver the following to Invest Atlanta: a. Design documents for each module; b. Requirements document for each module; c. Gap and fit analysis document for each module; d. Project Plans for elaboration, construction and development; e. Project Plans for transition to Invest Atlanta; and f. Risk Assessment document for each module. Invest Atlanta will ensure that the selected Consultant has access to all necessary Invest Atlanta files, reports and personnel required to complete the Scope of Services. The following is an approximate project schedule, subject to modification: Due Date May 19, 2017 May 26, 2017 June 2, 2017 June 7, 2017 June 12-16, 2017 June 21, 2013 December 2017 Action Required Release of RFP Inquiries regarding RFP due Responses to Respondents inquiries posted on Invest Atlanta s website Responses due to Invest Atlanta Interviews with Respondents Consultant selected Work completed by Consultant SELECTION PROCESS Once the Responses are reviewed and scored, a short list will be compiled by Invest Atlanta. Interviews may be conducted with one or more Respondent(s) determined to be the most qualified, and additional information may be required at that time. Negotiations will begin with the Respondent determined to be the most qualified. Selected Respondent(s) must be prepared to enter negotiations for services outlined in this RFP. SUMMARY OF SUBMITTAL REQUIREMENTS Responses should include a cover letter providing an introduction to the firm or team and the areas of expertise of the firm. The letter should also state the full name, address, phone and fax numbers of the organization and the branch office or other subordinate entity that will perform or assist in performing the services described therein. If responding as a team, the lead firm should be designated with a project manager identified as the single point of contact. Indicate the type of firm ownership (individual,

10 The Atlanta Development Authority d/b/a Invest Atlanta 10 partnership or corporation) and explain any proposed joint venture relationships. Include the state(s) in which the firm is incorporated and/or licensed to operate and provide a vali d insurance certification. Firms will be evaluated on the basis of overall experience and depth of resources. It is imperative that responses contain all information requested. Submittals must include one (1) original of the Response, three (3) hard copies of the Response, and one (1) CD containing the Response in Adobe Acrobat format. Every effort should be made to make proposals as concise as possible. The body of the Response shall include a maximum of twenty (20) pages although the firm/team should not feel compelled to fill the 20-page allowance. An appendix of no more than fifteen (15) pages in length may also be provided with materials highlighting previous work and resumes. EQUAL BUSINESS OPPORTUNITY Invest Atlanta encourages, but does not require, all Respondents to promote opportunities for diverse businesses, including Minority Business Enterprises ( MBE ), Female Business Enterprises ( FBE ) and Small Business Enterprises ( SBE ) to compete for business as subcontractors and/or suppliers. However, nothing herein should indicate that an MBE, FBE or SBE may not apply and be selected independently, as MBEs, FBEs, and SBEs that meet the qualifications of this RFP are encouraged to submit their qualifications for consideration. For an MBE, FBE or SBE to participate on the contract, said MBE, FBE or SBE must be certified as an MBE or FBE and be registered with the City's Office of Contract Compliance M/FBE Register. SBEs must be registered with the City and are defined as businesses not exceeding $2.5 million in gross sales during the recent calendar or fiscal year. Firms interested in obtaining applications for certification should contact these organizations: City of Atlanta Office of Contract Compliance (MBE/FBE): Larry Scott, Director, Office of Contract Compliance, 55 Trinity Avenue, Atlanta, Georgia 30303, Tel: , Fax: , lscott@atlantaga.gov. Small Disadvantaged Business (SDB) certification by the U.S. Small Business Administration provided they reflect certification because of minority or women-owned status. EVALUATION & ACCEPTANCE OF STATEMENT OF QUALIFICATIONS Invest Atlanta reserves the right to reject any and all responses, to amend the and the process itself, or to discontinue the process at any time.

11 The Atlanta Development Authority d/b/a Invest Atlanta 11 TERMS AND CONDITIONS All proposals and supporting materials as well as correspondence relating to this RFP become property of Invest Atlanta when received. Any proprietary information contained in the Response should be so indicated. However, a general indication that the entire contents, or a major portion, of the proposal is proprietary will not be honored. A. All applicable State of Georgia and Federal Laws, City and County ordinances, licenses and regulations of all agencies having jurisdiction shall apply to the Consultant and Project throughout and are incorporated herein by this. The contract with the selected Consultant, and all questions concerning the execution, validity or invalidity, capability of the parties, and the performance of the contract, shall be interpreted in all respects in accordance with the laws of the State of Georgia. B. Professionals requiring special licenses must be licensed in the State of Georgia, and shall be responsible for those portions of the work as may be required by law. C. Sub-Consultants as part of the Project team must be clearly identified in the Response, including roles, resumes of key personnel and project references. D. No Response shall be accepted from, and no contract will be awarded to, any person, firm, or corporation that (i) is in arrears to Invest Atlanta or the City with respect to any debt, (ii) is in default with respect to any obligation to Invest Atlanta or the City, or (iii) is deemed irresponsible or unreliable by Invest Atlanta. If requested, the Respondent shall be required to submit satisfactory evidence that they have the necessary financial resources to provide the proposed services. E. From the date Invest Atlanta receives a Respondent s proposal through the date a contract is awarded to a Consultant(s), no Respondent may make substitutions, deletions, additions or other changes in the configuration of Respondent s proposal or members of Respondent s team. PROFESSIONAL SERVICES INSURANCE REQUIREMENTS Statutory Worker s Compensation Insurance Comprehensive General Liability Insurance - $2,000,000 limit of liability per occurrence for bodily injury and property damage Professional Liability Insurance Professional Liability Insurance Limit $1,000,000 per Occurrence / $2,000,000 per aggregate.