REQUEST FOR PROPOSAL

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Eugene Thomas
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1 REQUEST FOR PROPOSAL Solicitation No.: COMPASS Issue Date: March 9, 2018 Closing Date: March 23, :00 PM EDT Award Expected: March 30, 2018 Respond to: Maria Marta Sobico and Mike Vilardo FHI 360 is soliciting bids for Design, Planning and Implementation of User Training and Post-Roll out Support for our upgrade from Serenic Navigator 2009 to Serenic Navigator Background FHI 360 is a nonprofit international development organization dedicated to improving lives with integrated and locally driven solutions. FHI 360 works in health, education, nutrition, environment, economic development, civil society, gender, youth, research, technology, communications and social marketing etc. Headquartered in Durham, North Carolina, FHI 360 serves more than 60 countries and all U.S. states and territories. FHI 360 s work is grounded in research and by advancing science, strengthened by partnerships and focused on building the capacity of individuals, communities and countries to succeed. FHI 360 implemented Serenic Navigator in Since then, the application was deployed to 45 country offices in Asia, Africa and Latin America and upgraded to the Navigator 2009 version. The application is only used internationally in country offices, Deltek s Costpoint is the system of record in FHI 360 Headquarters offices. Country office transactions are uploaded into Costpoint daily for consolidated reporting. The following modules are currently being used in Serenic Navigator: General Ledger Accounts Payables Cash Management Balance Sheet Revaluation and Gain/losses allocation

2 Country offices use the system in 2 distinct ways depending on country office size and staff capacity: FULL: Local staff enter transactions directly in the system General Ledger (including imports, batch allocations), Accounts Payable (including check writing and electronic payments), Accounts Receivables, Cash Management and Balance Sheet revaluation. LITE: Local staff enter their transactions in an Excel template which is imported into the system. There are about 24 country offices using Navigator FULL, their size varying from 2 users to country offices use Navigator LITE. Scope and Deliverables FHI 360 is soliciting bids for a contractor(s) to support user training efforts; including training design, planning, implementation and post rollout support for the Serenic Navigator 2017 version upgrade including its FHI 360 specific customizations. In addition, we would like to take the opportunity of this training to convert some of the LITE country offices into FULL. The scope of work is to provide management of the following areas: Materials Development Training Three Months Post Go-live Support Change Management Project Management Documentation The proposal response should indicate how the vendor will approach the design, planning, implementation and support of this system roll out, including: Training: Functional training to international Financial staff of different capacity levels and locations. The training curricula should be tailored to the appropriate audience based on a needs assessment. Please consider the varied competencies of the participants; some country offices are more mature on the usage of Serenic Navigator 2009 while others have very little experience. Page 2

3 We envision having two (2) types of learning categories, at a minimum: Super User Training This group of users will be well-versed in Serenic Navigator and will be acting as the first line of support at their designated location. End User Training This group of users will not be as well-versed as the super users, but are still familiar with the application. If, in your professional opinion you believe there are better approaches/options, please propose stating the benefits it can bring. By the end of this contract we would expect all users have: Mastered system navigation for General Ledger, Accounts Payable, Cash Management and Balance Sheet revaluation. Mastered current business processes related to those areas. Mastered month-end closing procedures. Mastered support mechanism and escalation process. The training should be developed using a holistic learning plan including the following elements: A self-guided mechanism for learners to work in a sand-box environment to advance their proficiency in navigating the system (this would include a series of mock exercises, and a manner of measuring and monitoring success.) this plan should include how this self-guided learning will be administered and monitored. We envision a self-guided learning phase to allow for flexibility (i.e. 5 to 10 hours of work over a 2-3-week period) The arrangement for office hours with coaches/sme, to be available during the selfguided/sandbox time frame. Coaches/SMEs will be available to answer questions and support learners in successfully and proficiently navigating the self-guided work, and thus the system. The design and implementation of a series of live virtual learning experiences, facilitated using the Skype for Business platform. These virtual sessions should follow the self-guided work. The objective of the live/virtual events is to process the selfguided work and ensure learner readiness. Page 3

4 An outline of the content and methods to be used for a series of live and virtual learning experiences that follow the self-guided work. The objective of the live and virtual events is to process the self-guided work and ensure learner readiness. Proposals should include both options, live and virtual training. Any proposed method should include hands-on exercises. An outline of the evaluation plan with clear indicators of learning successes. We envision two or three centralized training sessions will take place: probably one in the US and two in Africa; we will rely on a virtual training and mentoring model for our Asia offices. The number of participants in two of the trainings will be approximately 40 people, one event may be as many as We estimate that any face-to-face training session will take between 2 and 3 days. The training will be conducted in English but trainers will need to be sensitive to the fact that they will be working with non-native English speakers. FHI360 will be able to provide at least two resources to support face-to-face trainings. Please inform us if you would be able to provide materials in additional languages. We would be interested in French, Portuguese, Spanish and Arabic. Three Months Post Go-Live Support: The vendor should provide a detail of the specific activities and processes they will put in place to support end users in different time zones. FHI360 will be able to provide at least one resource in each region (Asia, Africa and US) in support of this effort. Change Management: Implementation of the new Navision Navigator version will require business process changes. As part of this process, the vendor should propose a communication plan for the end users and the next two-levels of management. The objective of this communication plan is to ensure that management is accountable for their staff preparedness for the learning event. Project Management: The vendor should propose a project manager who will be responsible for the overall project to ensure a successful completion. Project management deliverables should include a training needs assessment, a project plan, a change management plan and a communications plan Page 4

5 Documentation: As part of the RFP the vendor should submit a project charter as well as communication, training and post support plans. During the project, the vendor should develop training materials that focus on FHI 360 business processes, those materials should include, but not be limited to e-learning options, manuals, and job aids. Project Team Structure The FHI 360 team will be composed of a Project Manager, a Sponsor, a Serenic consultant and a small team of SMEs. Roles and Responsibilities FHI 360 team will be responsible for: Testing the upgraded Serenic Navigator 2017 version including customizations. Organizing the logistic of the face-to-face training event. Organizing project knowledge transfers of Serenic Navigator configuration. Providing SMEs to support the development of training materials or the face-to face training program Provide access to the vendor of the upgraded FHI 360 Navigator database Provide support for communication plan rollout The vendor will be responsible for: Designing, planning and delivering a variety of training activities that ensure that international end-users are knowledgeable and self-sufficient in the usage of Serenic Navigator 2017 Designing and implementing a communication plan Develop training materials including case examples, guidance and videos Develop and facilitate virtual session Coordinate coaches or train-the-trainers Providing successful post roll-out support Page 5

6 Consulting Qualifications Desired Qualifications Include: Similar experience in a large and/or international organization Strong knowledge of Serenic Navigator 2016/2017 Experience developing training plans, including curricula and training material development Experience delivering instructor led training Experiencing providing post go-live support Period of Performance Period of performance is expected to be 7 months. Timeline is as follows: Kickoff - April 1, 2018, Travel Planning and Development - April - May 2018 Final Review and Acceptance of Vendor Training Plan and Material May 31, 2018 Training Deliver late June July Go-Live August 1, 2018 Post go-live Support August October 2018 Contractor and FHI 360 will meet in both virtual and in person sessions for the Design and Planning efforts. In-person locations will be in FHI 360 s Washington, DC and Durham, NC offices. All meetings to occur during normal business hours. Allowable, allocable, and reasonable travel expenses for authorized travel will be reimbursed in accordance FHI 360 travel policies, which are attached to this RFP Page 6

7 In accordance with Travel Policy an expense report must be submitted for each trip with the following documents: Trip report Required receipts Meal and incidentals expense calculation Computer Equipment Contractor is expected to provide their own computer equipment RFP Response Requirements by March 23, 2018 All bidders will submit a quote/proposal which contains offers for all items and options included in this RFP. Failure to submit the information required in this RFP may result in supplier s offer being deemed non-responsive. Suppliers are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach FHI 360 s office designated in the RFP by the time and date specified in the RFP. Any offer, modification, revision, or withdrawal of an offer received at the FHI 360 office designated in the RFP after the exact time specified for receipt of offers is late and will only be considered if the FHI 360 Procurement Officer determines that accepting the late offer would not unduly delay the procurement. The Supplier s proposal shall include the following: The solicitation number The date and time submitted. The name, address, and telephone number of the supplier (bidder) and authorized signature of same. A description of the services being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. Sample training manual and job aids for similar training needs CV s of team members who will be involved with this project. Completed vendor certification form Page 7

8 Questions Concerning the Proposal REQUEST FOR PROPOSAL All questions regarding this RFP are to be directed to Maria Marta Sobico and Mike Vilardo Do not telephone, as verbal questions will not be answered. Questions should be sent by March 16, All Submitted questions and their answers will be provide in writing to all bidders by COB March 19, 2018 Evaluation Criteria Contractors will be evaluated for the best value, based on a weighted factor of the areas below: Area Indicators Scale Competitive Pricing Sample Training Guide Provide competitive pricing (best value, cost and benefit to FHI 360) Provide sample user training guide(s) and job aids for financial system 30 (max points) 30 (max points) Approach to Scope of Work Q&A Round Ability to meet the requirements outlined in the scope of work while proposing solutions and processes that best meet the needs of the specified business requirements. 40 (max points) FHI 360 will evaluate responses the week of March 26, The top candidates will be invited to individual Question and Answers (QnA) session for clarification on proposed SOW and/or technical design inquiries. Payment Terms NET 30 Days after receipt of the invoice via electronic fund transfer (ACH) or other acceptable form, including a credit card. Bidders may propose alternative payment terms and they will be considered in the evaluation process. Page 8

9 Vendor Selection & Agreement Award REQUEST FOR PROPOSAL The final selection will be based on favorable costs and services, as well as other factors such as delivery capabilities and business references. Right to Select/Reject FHI 360 reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive quotations and to terminate negotiations without incurring any liability. Request for Quotation Firm Guarantee All information submitted about this RFP will be valid for sixty (60) days from the RFP due date. This includes, but is not limited to, cost, pricing, terms and conditions, service levels, and all other information. If your firm is awarded the agreement, all information in the RFP and negotiation process is contractually binding. Page 9

REQUEST FOR PROPOSAL Financial Report Writing Support for Cognos BI Solicitation No.: COMPASS

REQUEST FOR PROPOSAL Financial Report Writing Support for Cognos BI Solicitation No.: COMPASS Issue Date: January 4, 2018 Closing Date: January 19, 2018 5:00 PM EDT Award Expected: February 2, 2018 Respond to: Tanya Johnson TJohnson@fhi360.org and Mike Vilardo MVilardo@fhi360.org FHI 360 is soliciting