Request for Proposals for Enterprise Resource Planning System Replacement Consultants Mariposa County, CA

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1 I. Introduction Request for Proposals for Enterprise Resource Planning A. Purpose Mariposa County ( County ) is requesting proposals from qualified and experienced firms or individuals to provide consulting services in support of efforts to replace the Enterprise Resource Planning system. A complete Scope of Work is detailed below. B. Background Mariposa County is a rural county located in the central Sierra Nevada foothills. County encompasses the grandeur of Yosemite Valley, Wawona, and Tenaya Lake among other highlights in Yosemite National Park. It is also home to places of significance in Native American and California pioneer history. County has a population of approximately 18,000, and there are no incorporated cities. County has utilized the DOS-based AS400 enterprise resource planning (ERP) software for much of its 38-year history. The system is running on County-owned servers maintained by County technical services staff. There are many challenges associated with the current ERP system. New technologically savvy County employees struggle to adapt to a DOS-based program because it is so old. Information cannot be retrieved in a format that can be analyzed. Significant staff time is spent translating ERP data into reports, doing data analysis and data entry. Online capabilities for the community and employees are difficult to achieve with the current ERP system. Back-end departmental integration and resource tracking is also missing from the current ERP implementation. AS400 is reaching its end-of-life, following a respectable 38-year run. It is truly ancient in softwareyears. It is likely that the system will not be supported by the manufacturer much longer. C. Questions All questions regarding the proposal should be sent to Assistant County Administrative Officer Leigh Westerlund. lwesterlund@mariposacounty.org x234 D. Project Schedule RFP issue date November 13, 2018 Proposals due date Interviews and reference checks Proposal selected Contract with Selected Firm Project Start Date December 18, 2018 January 14-18, 2019 January 25, 2019 February 12, 2019 As soon as possible following contract approval Page 1 of 5

2 E. Qualifications All applicants for consideration must possess the following minimum qualifications. 1. Submission of list of similar projects performed over the last five (5) years, including size of projects, time duration of projects, municipality, current contact information including name and phone number. 2. Strong background on ERP software systems, contracting and implementation processes. 3. Sufficient levels of staff to complete the project within the schedule requirements. 4. Adequate levels of professional liability insurance for all disciplines sufficient to cover the services and resulting response provided. 5. Staff experience: Firm must commit an individual project representative with at least five (5) years of experience with similar projects, comparable in size and complexity, in the State of California. 6. Applicant must identify any pending or past litigation. F. Period of Agreement Any agreement awarded as a result of this RFP will be for up to 1 year, with project review and contract renewal required on an annual basis until the project is completed. II. Scope of Work A. Develop and document existing (as is) and proposed (to be) functional and data requirements, including business process work flow for all County departments utilizing the new ERP software. B. Prepare a Request for Proposals (RFP) to be issued by the County for new ERP software and implementation services that will allow for thorough comparison of all qualified vendors. The RFP must be prepared in compliance with the County Purchasing Code and applicable California Statutes. C. Lead the County through the ERP software selection process including coordinating software demonstrations and on-site visits. Assist with the identification of potential risks and issues to ensure the County makes a quality selection decision, which achieves the County s ERP requirements. D. Participate in contract negotiations with selected vendor to insure a performance-based contract, where milestones are paid when accomplished. E. Guide the County through the implementation of the selected software and assist with the identification and assessment of process changes necessary for a successful ERP software roll-out. F. Review property tax collection software system plan and contract for compatibility with the ERP system and assurances that all necessary factors have been considered and included. Page 2 of 5

3 G. Perform the duties of an Executive Project Manager through all phases of this project, ending with the successful implementation of new Enterprise Resource Planning (ERP) software. 1. Act as a liaison between the executive stakeholder team, project team, vendor(s) and County staff. 2. Work with vendor and project team to develop and manage a comprehensive project plan, detailing project stages, milestones and resources. 3. Manage the change management process with oversight from the Assistant CAO for both the project and the selected vendor contract. 4. Insure adequate knowledge transfer to County staff to configure, manage, operate and support the new ERP software. 5. Provide project status reports, deliver presentations, act as public information officer to media, Board of Supervisors, other outside agencies, and community members, as deemed appropriate by the Executive Stakeholders. III. Project Deliverables A. Project documents necessary to support a project of this size project plan, communications plan, executive status reports, etc. B. Requirements Analysis Report detailing the functional and data requirements, including business process work flow needed for the new ERP system. C. Completed RFP for new ERP software and implementation. D. Evaluation and recommendation of vendor proposals for the new ERP software and implantation. E. New ERP vendor contract negotiated with the best interests of the County and all needs included. F. Successful completion of the ERP replacement project scope of work. IV. Evaluation and Selection Criteria A. The Proposal shall be evaluated using the following criteria: Understanding and approach to the project Demonstrated experience in similar projects for local governments References from other local governments with which consulting agency or consultant has worked Qualifications of key personnel assigned to the project Capacity to effectively undertake the scope of project and meet all time requirements B. Proposals are Public Records Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics. The Public Page 3 of 5

4 Records Act provides that public records shall be disclosed upon request and that any citizen has a right to inspect any public record, unless the document is exempted from disclosure. Unless otherwise compelled by a court order, the County will not disclose any proposal while the County conducts its deliberative process in accordance with the procedures identified in this RFQ. However, after the County either awards an agreement to a successful proposer, or rejects all proposals, the County shall consider each proposal subject to the public disclosure requirements of the California Public Records Act. Each proposer is hereby informed that, upon submittal of its proposal to the County in accordance with this RFP, the proposal becomes the property of Mariposa County. IV. Instructions to Applicants A. Proposal Submission Response to this RFP MUST be submitted to Assistant County Administrative Officer Leigh Westerlund lwesterlund@mariposacounty.org Submissions should be ed to Leigh Westerlund as a PDF attachment lwesterlund@mariposacounty.org Late submittals WILL NOT be accepted B. Submission Format Cover letter signed by an authorized person Executive summary Project scope, methodology and timeline statement describing specific capabilities, approaches and methodologies that demonstrate a clear understanding of the nature of the service to be performed described in detail in Section II under Scope of Work. List of similar projects performed over the last five (5) years, including size of projects, municipality, current contact information of coordinating personnel including name, title, , and phone number. Resume for key personnel who will be assigned on the Project Itemized cost estimate Statement of Qualification Exhibit A Anti-Collusion Statement Exhibit B Insurance Certificate with Letter of Endorsement Local and federal business licenses and permits Note: Response to the first 3 bullets above (Cover Letter, Executive Summary and Project Scope Methodology and Timeline) must not exceed 10 pages in length. C. Submission Expenses Respondents shall be fully responsible for all costs incurred in the development and submission of this RFQ. D. Reservations The County reserves the right to do the following at any time and for its own convenience, at its sole discretion: Page 4 of 5

5 Request for Proposals for Enterprise Resource Planning To reject any and all proposals without indicating any reasons for such rejection, Terminate this RFP and issue a new Request for Proposals anytime thereafter, Extend any or all deadlines specified in the RFP, including deadlines for accepting proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the RFP, Procure any services specified in the RFP by other means, Disqualify any Respondent on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or other data available to the County. Such disqualification is at the sole discretion of the County, Reject the proposal of any Respondent that is in breach of or in default under any other agreement with the County, Reject any Respondent deemed by the County to be non-responsive, unreliable, unqualified or non-responsible. E. Subcontractors Consultant shall not assign, subcontract, or delegate the performance of its services to any person, corporation, or entity without the prior written consent of County. Provided that such consent is obtained, it is understood and agreed that any such persons, corporations, or entities hired by Consultant shall be deemed agents of Consultant and that Consultant shall be responsible for the methods, means, and materials used in connection with the performance of any such services, and for any breach of this Agreement or any delays or damages occasioned by such work. F. Addenda No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to the submission. G. Client References Respondents shall provide a minimum of three (3) references. Each reference must include the name of the agency, description of services that were provided, date of services, contract amount for projects similar to the services requested in this RFP, and the contact information of a representative from the agency with whom the Respondent worked during the project. Proposal Contact Information Leigh Westerlund Assistant County Administrative Officer lwesterlund@mariposacounty.org x234 phone PO Box 784 Mariposa, CA Page 5 of 5