REQUEST FOR PROPOSALS. ORACLE IMPLEMENTATION SERVICES for the

Transcription

1 REQUEST FOR PROPOSALS ORACLE IMPLEMENTATION SERVICES for the Revision 1 September 18, 2009

2 TABLE OF CONTENTS SECTION 1 - PROPOSAL NOTICE AND OVERVIEW REQUEST FOR PROPOSAL (RFP) OVERVIEW BUSINESS OVERVIEW STRATEGIC PLAN CURRENT TECHNICAL STRUCTURE SUBMISSION OF PROPOSALS PROJECT COMMUNICATIONS... 9 SECTION 2 - ADMINISTRATIVE INFORMATION AND REQUIREMENTS SCOPE OF ADMINISTRATIVE REQUIREMENTS GENERAL TERMS AND CONDITIONS DEFINITIONS SELECTION PROCESS ON-SITE INTERVIEW REQUIREMENT ALL RESPONDENTS PROJECTED SCHEDULE FOR RESPONDENTS SELECTION ACTIVITIES ADDITIONAL SELECTION ACTIVITIES ADDITIONAL RESPONSE REQUIREMENTS CONTRACT NEGOTIATIONS RESPONDENT EVALUATION CRITERIA ALL RESPONDENTS SECTION 3 PROJECT TERMS AND CONDITIONS PROPOSAL OPENING AND AWARD NOTIFICATION TAXES PRIME CONTRACTOR SERVICES REQUIREMENT CHANGES, ADDITIONS, AND DELETIONS PROPOSAL CHANGES PROPOSAL REJECTION OR PARTIAL ACCEPTANCE PAYMENTS CHANGE ORDERS SUBCONTRACTING ELECTRONIC PROPOSAL SUBMISSION MISCELLANEOUS PROJECT PERSONNEL SECTION 4 SCOPE OF DESIRED SERVICES PROCUREMENT TO PAYMENT INVENTORY MANAGEMENT BUSINESS PROCESS REQUIREMENTS VENDOR MANAGEMENT FUNCTIONAL REQUIREMENTS POST IMPLEMENTATION SUPPORT OVERVIEW OF RELATED PROJECTS SECTION 5 PROPOSAL REQUIREMENTS PROPOSAL SUBMISSION REQUIREMENTS PROPOSAL RESPONSE FORMAT EXECUTIVE SUMMARY (Response Section 1) IMPLEMENTATION PARTNER PROFILE STATEMENT OF INTEREST AND QUALIFICATIONS (Response Section 2) IMPLEMENTATION PLAN (Response Section 3) TRAINING PLAN (Response Section 4) CLIENT REFERENCES WORKSHEET (Response Section 5) COST PROPOSAL WORKSHEETS (Response Section 6 - Include Under Separate, Sealed and Labeled Cover) FUNCTIONALITY REQUIREMENTS WORKSHEET (Response Section 7) ADDITIONAL INFORMATION (Response Section 8) PROPOSED CONSULTANT RESUME FORM (Response Section 9) PROJECT TERMS AND CONDITIONS EXCEPTIONS (Response Section 10) DOCUMENTATION SAMPLES (Response Section 11 - Include Under Separate, Sealed and Labeled Cover) DIRECTIONS TO GEORGE J. MCMONAGLE ADMINISTRATION BUILDING Purchasing Implementation Services RFP - Figures and Attachments

3 The following figures and attachments are included in this RFP Figure 1 Attachment A Attachment B Attachment C Attachment D Attachment E Attachment F Attachment G Attachment H Attachment I NEORSD LAN/WAN Topology Implementation Partner Profile Implementation Plan Training Plan Client References Worksheet Cost Proposal Worksheets Functionality Requirements Worksheet Additional Information Consultant Resume Form Project Terms and Conditions Exceptions

4 SECTION 1 - PROPOSAL NOTICE AND OVERVIEW 1.1 REQUEST FOR PROPOSAL (RFP) OVERVIEW The Northeast Ohio Regional Sewer District (District) respectfully invites firms providing comprehensive ERP Implementation Services to submit a fixed fee, not to exceed, professional services proposal for the implementation of the District s new Oracle Purchasing, Inventory, isupplier, Oracle Utilities Work and Asset Management Integration Pack and BPEL (Business Process Execution Language) Process Manager modules (see Section 4 Scope of Desired Services). Through this RFP, the District is seeking to identify a single firm to serve as the District s prime implementation contractor for this critical project. The services include technical and functional consulting with core knowledge of installations, upgrades, performance tuning, system sizing, database administration, implementation, functions, features, forms and reports. The Information Technology and Purchasing Departments desire to work with a core group of identified respondents assigned to the District who are authorized to act on behalf of the company in providing the requested services. The respondents are welcome to propose Implementation Services for the Oracle products that would closely meet the requirements listed in Section 4. Respondents may include any optional services in its proposal, but the Scope of Services and costs of these options should be listed separately. The District desires the Respondent to act as prime contractor for the professional services necessary to complete the Implementation of the functionality described in Section 4. The Respondent may propose sub-consultants supplementation, but the Respondent must agree to serve as prime contractor for the Implementation. Any subconsultants utilized must be a District registered vendor or a certified Small Business Enterprise (SBE) vendor. The District may request supplemental information on alternative third-party business relationships from those listed by the Respondents. Section 4 includes detailed information on the systems functionality desired by the District to be included in the Scope of Services requested in this RFP. Note that this information is subject to modification if it is determined to be in the District s best interest. The final agreed upon functionality as documented in Section 4 will be attached in the scope of the final agreement between the District and the successful Respondent. In 2005, The District implemented Oracle e-business as their Financial Information System. The modules implemented were: General Ledger Accounts Payable Accounts Receivable Fixed Assets Project Costing Public Sector Budgeting *iexpense * Setup in District production, but not deployed The Oracle Purchasing and Inventory modules were not implemented at that time as the Oracle WAM (formerly known as SPL) was utilized as the procurement and inventory business systems.

5 1.2 BUSINESS OVERVIEW The Northeast Ohio Regional Sewer District is a political subdivision of the State of Ohio created and operating under Chapter 6119 of the Ohio Revised Code. Originally named Cleveland Regional Sewer District, it was created in 1972 to assume ownership, operation and management of wastewater collection, treatment and disposal facilities serving the member communities in the Cleveland metropolitan area. District Administration is located at 3900 Euclid Avenue, Cleveland, Ohio This location also includes the Engineering & Construction, Operations & Maintenance Administration, Human Resources, Finance, Legal and Information Technology Departments. In addition to the District Administration Building, the District owns and operates an Environmental and Maintenance Services Center (EMSC) and three wastewater treatment facilities: Westerly Wastewater Treatment Plant, located at 5800 West Memorial Shoreway, Cleveland, (near Edgewater State Park); Southerly Wastewater Treatment Center, located at 6000 Canal Road, Cuyahoga Heights, (near the Interstate 77/Interstate 480 intersection); and Easterly Wastewater Treatment Plant, located at Lakeshore Boulevard, Cleveland, (near the Cleveland/Bratenahl border) The Environmental and Maintenance Services Center (EMSC), located at 4747 East 49th Street, Cuyahoga Heights (north of the Southerly Wastewater Treatment Center) houses the Sewer Maintenance & Control Department, the Water Quality & Industrial Surveillance Department, Analytical Services, and Fleet Services. 1.3 STRATEGIC PLAN The District s Strategic Plan refined the mission and crafted a new vision statement, reaffirmed the organization s core values, and developed six strategic goals to guide the organization through the next five years. The plan focuses the organization on greater service to our customers, stressing accountability, transparency, and environmental stewardship. This project supports the following Strategic Goal and Initiative: The Program Goal: We will align, build upon, and sustain our key assets, resources, people and technology to meet our vision The Strategic Initiative: Identify, prioritize, and implement technology and business process improvements to increase efficiency, reduce costs, and provide additional value to our customer

6 1.4 CURRENT TECHNICAL STRUCTURE The District utilizes Novell Netware 6.5 for network services such as authorization, file, print, and desktop management. Windows 2000/2003 servers are used for web/application servers and database servers running Oracle. SuSE SLES10 servers run a few Oracle servers and the District is planning to migrate all Oracle database servers and most Netware servers to SuSE SLES10. VMware ESX 2.5/3.5 servers run virtual servers for production, test, and disaster recovery. The majority of physical servers are HP DL380 G3/G4/G5. Some HP ML370 and ML530 servers are still in use, and are being migrated to new platforms. The District's desktop configuration is typically 512MB to 2GB RAM with a processor speed of 1GHz to 2.8Ghz running Windows XP SP2. Standard applications include the Novell Client, MS Office 2003, Norton Antivirus, GroupWise client and Adobe Reader. The District uses Novell ZenWorks 6.5 for user and workstation policy management, desktop imaging, desktop management, and application deployment. Generally, the District s five main locations are connected via gigabit Ethernet links in a ring topology through the use of AT&T s Gigaman (See Figure 1 NEORSD Logical Network Topology). GJM and EMSC are one hop from each other on the ring, and are used as disaster recovery sites for each other. The core switches at GJM and EMSC have gigabit Ethernet ports, while all other sites have 100Mbit ports. The current version of the Oracle Finance system Application Versions The current Oracle Applications patch level environment is as follows: General Ledger 11i.GL.J Public Sector Budgeting 11i.PSB.J Accounts Payable 11i.AP.M Accounts Receivable 11i.AR.N Fixed Assets 11i.FA.O Project Accounting 11i.PA.L The current Oracle WAM environment is as follows: Work Order Asset Mgmt Purchasing Inventory Server Architecture The current production Oracle Applications architecture is a standard 2 node configuration with the Forms & Web services hosted on FEAPP1 and the RDBMS and Concurrent Manager, and report, services hosted on FEDB. Server specifications for these servers are as follows: Production Database (FeDB) contains database, concurrent manager, report server

7 Server Name HP Proliant Model DL 380 G3 Operating System Windows 2000 SP4 CPU 2 Dual Core Memory 3G RAM Total Disk Space 440G (on 6 RAID 5 Physical Drives) Available Disk Space 240G Production Web (FeApp1) contains forms and apache server: Server Name HP Proliant Model ML 370 G3 Operating System Windows 2000 SP4 CPU 2 Dual Core Memory 3G RAM Total Disk Space 127G (on one physical drive) Available Disk Space 77G The Test Clones of Oracle Applications server architecture is also in a 2 node configuration. The Forms and Web services are also hosted on fiserisapp1. The Database and Concurrent Manager services (and reports) are hosted on fiserisdb. Server specifications are as follows: Test Database (Fiserisdb) contains database, concurrent manager, reports server Server Name Model Operating System CPU Memory Total Disk Space Available Disk Space HP Proliant ML370 Windows 2000 SP4 2 Dual Core 2G RAM 333G (on 5 physical drives split amongst 2 test clones) 154G Test Database (Fiserisapp1) Server Name Model Operating System CPU Memory Total Disk Space HP Proliant ML370 Windows 2000 SP4 2 Dual Core 1.5G RAM 130G (on 2 physical drives split amongst 2 test

8 Available Disk Space clones) 54G Additional information about the District, its history and operations is available at the District s Internet site at SUBMISSION OF PROPOSALS Section 2.5 includes the projected schedule for Respondent selection activities. Proposals received after the submission deadline of 4:30 P.M. (Eastern Standard Time) on Friday, October 9, 2009 will not be considered under any circumstances and will be returned unopened. Sole responsibility rests with the Respondent to ensure the proposal is received according to the requirements listed in this RFP.

9 Responds should be addressed as follows: Humberto Sanchez Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH Attn: Donice Bell Manager of Information Technology Project Management Services Modifications to proposals will only be permitted prior to the submission deadline. A proposal may also be withdrawn prior to the submission deadline by telephone, or in person by the Respondent or an authorized representative, provided identification is supplied and a receipt is signed for the proposal. The District reserves the right to reject any and all proposals or any part thereof, to waive any formalities or informalities, and to award the contract to the most responsive and responsible Respondent(s) as deemed in the best interest of the District. 1.6 PROJECT COMMUNICATIONS Any questions concerning this Request for Proposal shall be directed via electronic mail to: Donice Bell, Project Manager address: belld@neorsd.org The Project Manager will be the sole point of contact for questions related to this RFP. Contact with any District employee or elected official regarding this RFP during the proposal submission and selection process, other than the party specifically designated above, will be grounds for disqualification from consideration. Questions will not be answered over the telephone. As further described in Section 2.5, a Pre-proposal Conference will be held at 9:00 AM on October 2, 2009 at the George J. McMonagle Administration Building (GJM), 3900 Euclid Avenue, Cleveland, OH. Attendance at the Pre-proposal Conference is not mandatory. Questions to be addressed at the Pre-proposal Conference may be submitted in writing via electronic mail to the Project Manager at the address listed above prior to the conference. Questions raised at the Pre-proposal Conference will be answered during the conference and in writing subsequent to the conference. Respondents must submit final questions via electronic mail to the Project Manager no later than 4:30 PM (Eastern Standard Time) on Friday, October 2, Every effort will be made to post answers to questions received before, during and after the Preproposal conference (and adhering to the format and timing requirements listed above) on the District s web page ( within one (1) working day of receipt. SECTION 2 - ADMINISTRATIVE INFORMATION AND REQUIREMENTS 2.1 SCOPE OF ADMINISTRATIVE REQUIREMENTS The following Administrative Requirements shall govern the submission of proposals. Respondents, by virtue of submission of a proposal, acknowledge and accept these Administrative Requirements.

10 2.2 GENERAL TERMS AND CONDITIONS The general terms and conditions listed in Section 3 shall govern any agreement(s) resulting from this Request for Proposal. 2.3 DEFINITIONS Please note the following definitions of terms as used herein: The term Request for Proposal or RFP means solicitation of a formal proposal to provide the District with the professional services and support necessary to implement the system functionality specified in Section 4. This formal proposal shall be used in part to determine which Respondent(s) will be selected to enter into a contract with the District. The Term Statement of Work means the final contract entered into between the District and the successful Respondent(s). The term Respondent means the person, firm, or corporation who submits a formal proposal and may or may not be successful in being awarded the contract. The Respondent is the Prime Contractor for all services included in the proposal. The term Prime Contractor means the Respondent accepting legal and financial responsibility for all products and Services included in the applicable Respondent s proposal. The term District means the Northeast Ohio Regional Sewer District. The term Services shall imply all Respondent-supplied Implementation tasks required in this RFP and otherwise added by the Respondent in their response including, but not limited to, consulting, installation, education, acceptance testing, support, and development Services as required to successfully implement the products and functionality included in Section 4. The term Implementation means the analysis of business processes, gap analysis, design, setup, configuration, conversion, testing, training and other Services necessary to configure the software to meet the functionality described in Section 4. Implementation does not include the changing of software source code for Bug fixes. The term Selection Committee identifies the District staff that will review proposals and make recommendations to management and the Board of Trustees concerning the award of the contract. Acceptance Criteria means the manner and means of acceptance testing of the Work Product, and the bases upon which acceptance of the Work Product shall be determined, as set forth in the Work Plan.

11 Acceptance Tests means the manner and means of acceptance testing of the Work Product and the Services, and the criteria upon which acceptance of the Work Product and Services shall be determined, as described in the Work Plan. "Specifications" means the functional, performance, operational, compatibility, and other Specifications or characteristics of the Work Product described in Section 4. Work Product means all deliverables as described in the RFP including, but not limited to Section 4, Attachment B (Implementation Plan), Attachment C (Training Plan), and Attachment G (Additional Information and Features). Work Schedule means a schedule for delivery of the Work Product and performance of the Services, as set forth in the Project Plan included as part of the Work Plan. Work Plan means the Respondents plan and schedule, included in its proposal, to meet the requirements described in Section 4, as amended by the Respondent s proposal. Documentation means education materials, product specifications, supporting materials, and other information relating to and constituting a part of the Work Product or used in conjunction with the Services. Error means any failure of the Work Product to operate in material conformity with the Specifications. Bug means any failure of the software caused by errors in the source code. 2.4 SELECTION PROCESS A Selection Committee will use all facts, information, and data available to finalize its evaluation. As described in Section 3.12, the District may, at its discretion, seek and negotiate optional items and/or Services from firms other than the successful Respondent(s) and associated business partners. Contact with any District employee or elected official regarding this RFP during the proposal submission and selection process, other than those parties specifically designated as contacts in this RFP, will be grounds for disqualification from consideration. Results will be given via or written correspondence. Results will not be given over the telephone. Failure of the Respondent to provide any information requested in the RFP may also result in disqualification of the proposal. The Selection Committee s sole objective will be to recommend the award of a contract to the Respondent(s) whose proposal(s) is most aligned to the District s evolving needs and most advantageous to the District, considering cost as well as other evaluation criteria described herein. The District plans to utilize the general criteria to evaluate the proposals as listed in Section ON-SITE INTERVIEW REQUIREMENT ALL RESPONDENTS The top 3-5 Respondent finalists will be selected to participate in interviews with the District s Project Team. The purpose of these interviews is to insure a clear and consistent understanding of the scope of the proposal, the Respondent s qualifications and any other terms or conditions relevant to the Implementation. The District reserves the right to

12 conduct interviews with the individual consultants proposed by the Respondents. Interviews will be scheduled from October 12 to October 14, PROJECTED SCHEDULE FOR RESPONDENTS SELECTION ACTIVITIES 1. Date of distribution is September 18, Pre-proposal Conference to be held October 2, 2009, at 9:00 AM (Eastern Standard Time), at the George J. McMonagle Administration Building (GJM), 3900 Euclid Avenue, Cleveland, OH. (See Section 5.4 for a map and driving instructions to the GJM Administration Building.) 3. Deadline for submission of proposals is October 9, 2009 at 4:30 PM (Eastern Standard Time). 4. Conduct interviews of finalists and the proposed consultants along with subconsultants between October 12 and October Notify selected Respondents and begin negotiations by October 19, Finalize a contract with the successful firm under this RFP and begin Implementation by November 16, (See Section 2.8 regarding contingencies related to contract negotiations). 2.6 ADDITIONAL SELECTION ACTIVITIES The District reserves the right to conduct additional interviews with the finalists and the proposed consultants at our site for the purpose of clarifying requirements. These activities are considered part of the selection process and will be provided to the District at no cost. 2.7 ADDITIONAL RESPONSE REQUIREMENTS The District may make investigations as necessary to determine the ability of the Respondent and the proposed consultants to provide the functionality proposed. The Respondent shall furnish the District, within five (5) days of the request, all such information and data for this purpose as may be requested. The District reserves the right to reject any proposal if the evidence submitted by, or investigation of, a Respondent fails to satisfy the District contractual and work requirements. Conditional proposals will not be accepted. 2.8 CONTRACT NEGOTIATIONS After a review of the proposals, reference checking, interviews with the top 3-5 Respondents and proposed consultants, the District intends to enter into contract negotiations with the successful Respondent. These negotiations will include all aspects of applicable Services and

13 related fees. The firm(s) to whom the contract is awarded will be required to enter into a written contract with the District. The District reserves the right to include the selected proposal, or parts thereof, in the final contract. The General Terms and Conditions listed in Section 3 and the functionality listed in Section 4 shall serve as a basis for contract negotiations. 2.9 RESPONDENT EVALUATION CRITERIA ALL RESPONDENTS Although all elements of Request for Proposal submissions are important, certain aspects of the proposal may be more heavily considered than others. Fees and compensation are important factors in making the final selection; however, they will not be the only factors considered in determining the best proposal for the District. The District will select the Respondent that, in the District s sole discretion, best serves the overall needs of the District and whose philosophy best matches that of the District s. The District shall apply the same criteria to all Respondents. The following general weighting of criteria are planned for use in determining the Respondents that will be selected as finalists 1. Experience and Qualifications of Implementation Firm 30% a) Depth of knowledge and experience implementing Oracle system b) Depth of knowledge and experience in applicable business processes c) Depth of knowledge and experience in the operations of a municipal government and/or utility d) Track record of on-time and on-budget Implementations under firm, fixed contracts 2. Approach and Ability to meet Project Objectives 30% a. Applicability of project structure and management methodology b. Training plan c. Change management plan d. Ability to provide knowledge transfer to District staff e. Demonstrated understanding of desired functionality and the ability to deliver 3. Customer Base 25% a. Strong references and testimonials from client base b. Recommendations of past and present projects of similar nature and complexity c. Relevance and quality of references 4. Investment 15% a. Proposed professional service costs b. Competitive cost associated with each work plan proposed SECTION 3 PROJECT TERMS AND CONDITIONS Following are the baseline Project Terms and Conditions to be applied by the District, where applicable, in the selection process and in its contract negotiations with the successful Respondent(s). 3.1 PROPOSAL OPENING AND AWARD NOTIFICATION Proposal will be examined promptly after opening. Results will be given via or written

14 correspondence. Results will not be given over the telephone. 3.2 TAXES The District is exempt from District, State, and Federal sales/excise taxes. Certificates will be issued upon request. Any appropriate taxes shall be shown as a separate item on the proposal. 3.3 PRIME CONTRACTOR The Respondent is required to provide a comprehensive Services solution to meet the requirements described in Section 4 and serve as the Prime Contractor accepting legal and financial responsibility for all products and Services included in its proposal. The Respondent may propose sub-consultant supplementation, but the Respondent must agree to serve as prime contractor for the Implementation. The District may request supplemental information on alternative third-party business relationships from those listed by the Respondent. The Respondent will not be responsible to provide changes to system source code or data tables for the correction of Bugs. These Services will be performed under a separate contract with Oracle support Services. The Respondent will not be allowed to make changes to the system source code or to directly enter or change data tables, or use any other methodology that is not supported by Oracle for the purpose of correcting Bugs. The District is relying upon the Respondent s partnership with and experience implementing Oracle systems in environments similar to the District. The District is also relying upon the Respondent s experience working with Oracle support. Therefore, the District expects that the Respondent will factor necessary contingencies for software Bugs and the response time from Oracle support in its project plan and cost proposal. The District will not be responsible to pay the Respondent for changes to the project plan or timeline caused by software Bugs or the response time of Oracle support. A single Respondent is expected to handle preparation and development of a unified RFP response detailing all capabilities and costs associated with each Respondent s Services, assume project management responsibility for Services included in this RFP, and must be the sole point of contact for the District regarding contractual matters. The District desires that the Prime Contractor assume responsibility for all applicable Services offered in the proposal whether performed by the firm or its business partners. No changes in sub-consultants will be allowed without the approval of the District. Respondents should warrant and agree that if the third party fails to fulfill or meet its obligations and responsibilities under this proposal, the Respondent shall be solely responsible to the District and shall fulfill or meet the required obligation of the third party at no cost to the District. The District also desires that Prime Contractor will be responsible for reimbursing the District for any damages resulting from third party failure. 3.4 SERVICES 1. Overview

15 The District desires to complete the Implementation of the Oracle Purchasing, Inventory, isupplier and Business Process Execution Language (BPEL) applications. In accordance with District s purchasing ordinance, the District will select a Respondent to provide all the Work Product, Documentation, Training, and Services to meet the Specifications necessary to accomplish the Implementation. The Respondent will agree to provide appropriate personnel to perform the Services as set forth in its Proposal for the ERP Oracle Purchasing Implementation Services ( Work Plan ) or in any subsequently approved Work Plan referencing the Statement of Work, in a professional manner and in a manner consistent with the Work Schedule set forth in the Work Plan. The proposal from the Respondent and this RFP will be attached to the Statement of Work between the successful Prime Contractor and the District to provide the details of the Work Plan. 2. Acceptance of Work Product The District shall be deemed to have accepted the Services and any Work Product only upon the successful completion of all steps of the Acceptance Tests. Acceptance of the Work Product does not waive any warranty rights provided for the Work Product or Services. 3. Inspection of Work Product Payment for the Work Product or Services provided, or inspection or testing thereof by the District, shall not constitute acceptance or relieve the Prime Contractor of its obligations under the Statement of Work. The District may inspect each element of the Work Product delivered and reject upon notification to Respondent any and all portions of the Work Product which do not conform to the Specifications or the requirements of the Statement of Work. Elements of the Work Product which are rejected shall be promptly corrected, repaired, or replaced by Respondent in accordance with Respondent s warranty obligations under the Statement of Work such that the Work Product conforms to the Specifications and the requirements of the Statement of Work. If the District receives elements of the Work Product with an Error not reasonably apparent on inspection, then the District reserves the right to require prompt correction, repair, or replacement by Respondent in accordance with Respondent s warranty obligations under the Statement of Work following the discovery of such Error. Respondent will not be responsible for correcting Errors that are caused by Bugs. 4. Problems Respondent will be responsible for prompt notification to the District =of any factor, occurrence, or event coming to its attention that may affect the Respondent s ability to meet the requirements of the Statement of Work, or that is likely to cause any material delay in completion of the project. Such notice shall be given in the event of any loss or reassignment of key employees, threat of strike, or major equipment failure. 5. Time of Performance Time is expressly made of the essence with respect to each and every term and provision of the Statement of Work 3.5 REQUIREMENT CHANGES, ADDITIONS, AND DELETIONS All changes in the RFP document shall be through written addendum and furnished to all known

16 Respondents and sub-consultants. 3.6 PROPOSAL CHANGES Proposal changes shall be provided through written addenda or will not otherwise be considered. Proposals, amendments, or withdrawal requests received after the deadline for proposal submission will be void, regardless of when they were mailed. The District shall have the authority to request amendments, changes or clarification to proposals after the submission deadline. 3.7 PROPOSAL REJECTION OR PARTIAL ACCEPTANCE The District reserves the right to reject any or all proposals. It further reserves the right to waive technicalities and formalities in proposals, as well as to accept in whole or in part such proposal(s) where District staff deems it advisable in protection of the best interests of the District. The District further reserves the right to cancel the award of a contract at any time should the firm in question fail to comply with the terms and conditions of this Request for Proposal. The District shall be the sole judge of cancellation criteria and vendor compliance. All bidders waive the right to claim damages of any nature, whatsoever, based upon the selection process. The District is not liable for any costs incurred by Respondents prior to execution of any agreement or issuance of any purchase order. 3.8 PAYMENTS The District will negotiate payment terms and schedules with the successful Prime Contractor as part of the contract negotiations. Typical payment terms used by the Prime Contractor should be indicated in its response. The Services will be charged to the District on a fixed fee, not to exceed basis, subject to the maximum cost as set forth in the Respondent s Proposal and Work Plan. As used in this Section, fixed fee means that Respondent will perform its obligations under the Resulting Agreement even if it is required to expend more than the number of hours used to determine the cost set forth in the Work Plans and will not charge the District for such excess hours or associated reimbursable expenses. In no event will the cost to the District of the work effort in the Work Plans exceed the cost as set forth in the Work Plans, unless agreed upon in advance in writing signed by authorized representatives of both parties through the Change Order process outlined in this RFP. If material changes in the timing of the Services to be provided by Respondent are agreed upon in a Change Order, the parties will also amend the payment schedule set forth in Work Plans to reflect the change in the timing of the Services.

17 3.9 CHANGE ORDERS The District may at any time, by Respondent request or otherwise, make changes ( Change Orders ) to the Services to be performed under the Work Plan(s) by written notice. With respect to proposed Change Orders that do not materially impact the scope of either party's work effort required under the Resulting Agreement, the parties will cooperate in good faith to agree upon such Change Orders and will not unreasonably withhold approval of such Change Orders that are proposed by the other party. If either party causes or requests a change that materially impacts the scope of the parties' work effort required under the Resulting Agreement, the other party may propose a Change Order to cover the additional work effort required of it. A material impact to the scope of this project shall be defined as any change that increases or decreases the cost or specification of the project as set forth in the Resulting Agreement or one that requires the substantial movement of the date for delivery of any major milestones or the date for placing software modules into production. All Change Orders shall be subject to the following terms: i. Each Change Order relating to any Services and referencing the Resulting Agreement shall be deemed a separate Agreement incorporating all of the terms and conditions of the Resulting Agreement; ii. The District has the right to request additional Services under the terms and conditions of the Resulting Agreement, including hourly rates charged by consultants for a period of 24 months subsequent to the completion of the Implementation. iii. In the event of a conflict between the terms and conditions of the Resulting Agreement and the terms and conditions of any Change Order, the terms and conditions of the Resulting Agreement shall control iv. Both parties must approve change orders before additional work may begin. Performance of work implies that work is included in the scope of an executed Agreement between Respondent and the District. Consideration will not be given to Change Order Requests after the work has been completed SUBCONTRACTING Once an agreement is executed, no element of a Respondent s proposal beyond what is specifically contained in the proposal and approved by the District may be subcontracted without prior written approval of the District. The District maintains a right of refusal for any additional work not specifically included in the proposal ELECTRONIC PROPOSAL SUBMISSION All proposals, including attachments, must be submitted both electronically on CD-ROM in Microsoft Word/Excel (version 2003 minimum) and in the form of seven (7) hard copies. Proposals sent solely by CD-ROM are not acceptable and will be rejected upon receipt. Proposing firms will be expected to allow adequate time for delivery of hard copies of their proposal either by airfreight, postal service, or other means. Hand delivery is acceptable.

18 3.12 MISCELLANEOUS The District reserves the right to reject any and all proposals or parts thereof. The District reserves the right to inspect Respondent s facilities and/or those of its sub-consultants prior to the award of a contract for Services. The District also reserves the right to negotiate optional items and/or Services with the successful Respondent. The District may also seek and negotiate for optional items and/or Services from unsuccessful Respondents or other parties as the District deems necessary to ensure, in its view, successful completion of the project PROJECT PERSONNEL Respondent will endeavor in good faith to maintain one person in the Project Manager capacity during the term of the Resulting Agreement. Respondent will also endeavor in good faith to maintain the same Key Personnel during the term of the Resulting Agreement. For the purposes of the Resulting Agreement, Respondent s Key Personnel include all Respondent personnel assigned to the Implementation. If the District determines in good faith that Respondent s Project Manager or any Key Personnel are not qualified to fulfill the responsibilities of their position, as defined in the attached Work Plan(s), Respondent shall substitute such individual with a qualified replacement subject to District's approval. Respondent will not reassign or replace its Project Manager or any Key Personnel without written thirty (30) day notice to the other, except for extenuating circumstances. Should Respondent s Project Manager or any Key Personnel leave the employ of the party during the term of the Resulting Agreement, the Respondent will make a good faith effort to present to the District an individual with equal or greater qualifications as a replacement subject to the District's approval. SECTION 4 SCOPE OF DESIRED SERVICES The following narratives describe the minimum functionality that the District desires the Respondent to deliver under this RFP. The narratives are broken down by business process. The purpose of the narrative is to provide the Respondent with adequate information to provide the appropriate staffing and dollar cost in its fixed price proposal. The Respondent will be required to complete the following tasks: 1. Successfully configure and install the Oracle Purchasing, isupplier, and the Inventory modules 2. Successfully install the Oracle Utilities Work and Asset Management Integration Pack and Oracle s BPEL Process Manager. 3. Effectively integrate the Oracle E-Business Suite with the District s work order management system, Oracle Work and Asset Management (WAM) through the use of BPEL. 4. Demonstrate extensive knowledge of the integrations between all modules of the Oracle E-Business Suite and provide a methodology for maximizing the benefits of this integration across all business flows 5. Provide a project plan to ensure a successful implementation 6. Manage data migration from legacy system into the appropriate Oracle modules, as required 7. Assist with data standardization and validation

19 8. Provide system and technical training support 9. Provide District resources with post-implementation support and stabilization. The Respondent will identify the specific consultants proposed to implement each module. The District understands that the Respondents may not be able to commit the identified consultants due to competition with other projects. However, the Respondent should make every practical effort to propose the specific consultants that would be assigned to the District assuming a November 16, 2009 project kickoff. The District reserves the right to interview and reject any proposed consultant. The District will not finalize the selection of an Implementation Service partners or execute a contract until each consultant has been identified, agreed upon and committed to the project. Consultant substitutions must have equal or greater qualifications than the consultants included in the proposal. All consultants proposed, with the exception of database administrators and other technical consultants must have previous Implementation experience. Resumes of proposed consultants shall be included in Attachment H, Consultant Resume Worksheet. The District is open to more effective and efficient business processes than the processes outlined in this section. The Respondent will identify specifically any of the desired functionality that is not included in the proposal, alternative solutions, and reasons for excluding the desired functionality. The following subsections describe the desired functionality requirements that the District desires for their business processes: procurement to payment, Inventory Management and Vendor Management. Attachment F, Functionality Requirements Worksheet, is provided to identify which requirements are readily address by the base configuration of the required modules. The District desires to implement the new Oracle modules with minimal to no customizations. The Respondent shall identify any customizations required to meet the desired functionality described within. These customizations should be listed separately in Attachment F, Functionality Worksheet, and alternatives rather than customization should be proposed, if possible. For the purposes of this information, customization is defined as any extension to the Oracle system that would not be supported by Oracle Support Services. The Respondent will identify specifically any additional functionality, not listed in the narrative, which is included in the proposal that should be considered by the selection team. 4.1 PROCUREMENT TO PAYMENT Current (AS IS) The District utilizes both Oracle Work and Asset Management (WAM) the Oracle E-Business Suite in the procurement process. WAM houses the District s work order and asset management data and includes integrated purchasing and inventory modules. In the E- Business Suite, the District utilizes the following financial modules: Accounts Payable, Accounts Receivable, General Ledger, Project Costing, Fixed Assets, and Cash Management. The District also utilizes Oracle Human Resources.

20 Currently, the District utilizes the WAM inventory and purchasing modules. WAM also contains an invoicing module that is used to execute the three-way match process. After the match, invoices are interfaced to the E-business suite. Payments are created in Oracle Payables. The District intends to migrate the purchasing and inventory functions to the E-Business Suite. This includes putting in place the necessary interfaces with WAM to ensure work order cost data is recorded in the maintenance system. The District desires a relatively traditional Procurement to Payment process. The District employs one Purchasing Buyer, three Technical Buyers, and three Accounts Payable Clerks. The District will utilize Purchase Requisitions, Purchase Orders, Request for Quotations, Requests for Proposals, Competitive Bid Packages, Receiving, Automated Clearinghouse (ACH) and Procurement Cards. Currently, departmental users have the option of entering a Purchase Requisition in Oracle WAM for all purchase requests. The District desires a flag in its vendor file that identifies vendors who will accept procurement cards as well as ACH. If an individual departmental user enters a requisition for a dollar amount less than the individual s procurement card limit, to a vendor that accepts procurement cards, the District would like a warning message to appear that alerts the departmental user to purchase this item with their procurement card. The procurement card limit varies from individual to individual. Should the departmental user ignore this warning message and route the requisition for approval, the District would like the same warning message repeated for each subsequent approver. The District desires that the system generate sequential numbering for its purchase requisitions. The District has multiple Ship-to addresses that correspond to job locations to be stored in the Human Resources tables. The District would like the Ship-to address to default based upon the stored location of the user entering the requisition, but would also like the ability to override the default. The District will be responsible for the entry of the Ship-to addresses. The District will utilize a central Bill-to address (Accounts Payable) that should also default. The name of the user who is entering the requisition and their telephone number should default on the requisition screen. For procurement card purchases, the District possess an account with National City Bank/PNC, which supplies a.txt file that lists all of the transactions charged to a particular card. Each card could be associated with one budget center and purchases may be applied to multiple expense codes. The bank file includes a merchant name and a merchant identification. The District desires the bank s transaction file to load the transactions into the accounts payable module and create entries for each transaction charged to the procurement card. In other words, the District would like to retain all of the detailed information from each of its procurement card transactions in the system rather than the current posting of the monthly payment to the bank. The District s vendor file will need converted from the legacy Oracle WAM system to the selected Oracle Purchasing module. The District will be responsible for extracting the

21 vendor information from the legacy system, the cleanup of vendor data and the addition of any missing fields that are required by the new Oracle application. The District desires the Respondent to provide programs to load the vendor data into the system tables. There are approximately 5,400 vendors in the vendor file. The District desires the vendor file to contain the following fields: Vendor Identification Number Sort Name Payee Name 1 Payee Name 2 Division Order Addr 1 Order Addr 2 Order City Order State Order County Order Zip Order Phone Emergency Phone Order Fax Order Order Contact Order Contract Title Ord Comments AP Addr 1 AP Addr 2 AP Zip AP Phone AP Comments Date Created Created By Website Address 1099 Flag Business classification- Tax ID/Social Security Number State Bid Race African-American/Black Owned, Asian Owned, Caucasian/White-Owned, Hispanic-Owned, Native American-Owned, Other Certifications City of Cleveland, Cuyahoga County, Northern Ohio Minority Business Supplier Development Council, State of Ohio EDGE Program, unified Certification Program, Woman Business Enterprise National Council, US SBA 8 (a) Program Type of Enterprise Disadvantaged Business Enterprise, Minority Business Enterprise, Minority Business Enterprise, Small Disadvantaged Business Enterprise, Veteran or Service Disabled Veteran Program, Women-Owned Business Enterprise D-U-N-S Number Gross Revenue for three consecutive years North American Industrial Classification System

22 Commodity Codes / Possibly National Institute of Governmental Purchasing Codes PYMT Terms Currency Code ACH information FOB Discount Description Expedite Contact Expedite Contact Phone Vendor Status Vendor Rating YTD Purchase Amount Sum Last Year Purchase Amount Sum YTD Order Count Last Year Order Count Last Update User Last Update Date Year Last Update Date Quarter Last Update Date Month Last Update Date Day Created Date Year Created Date Quarter Created Date Month Created Date Day Approved Vendor Status Date Year Approved Vendor Status Date Quarter Approved Vendor Status Date Month Approved Vendor Status Date Day Approved by Bold Italicized indicates future requirements Please indicate any fields that are required by the system application that are not present in the required listed fields above. The District would like to associate an unlimited number of commodity codes to a registered vendor s record. In addition, each vendor would require the ability to have multiple remit to addresses. The District will utilize the North American Industry Classification System (NAICS) Codes standards. The vendor will be responsible for entering the commodity codes into their vendor profile using the Oracle isupplier module. With this and other information, the Respondent should provide assistance in identifying and setting up standard vendor statistics and performance measures. The District would like the Purchasing Department to enter and maintain vendor profile information in the application when the vendor does not have the capability of managing their own profile through the internet. The District would like the discretionary ability of placing vendor profile information on hold so that orders, purchases and payments cannot be made.

23 Departmental users should have the option of entering a recommended vendor on the purchase requisition. Funds control on the requisition should be completed at the Budget Center Head level and should provide only a warning to the departmental user, but not prevent the processing of the requisition. However, a purchase order can not be thoroughly process without the proper funds being available. The District desires the ability to attach Microsoft Office product documents, scanned images, or other documents to the requisition, quote, RFP/RFQ, bid, purchase order or invoice record. The system should be configured to validate existing and post-able General Ledger account codes entered on the requisition. The District Requisitioner should not have the ability to insert new account codes. The addition of account codes should be centrally controlled by the Finance Department. The District desires the system to automatically route the requisition to the management level that has the appropriate approval authority for the divisional budget that the requisition is coded. Requisitions are currently routed to approximately ninety-five different individuals with approval authority of various funds/divisions and various dollar limits. The District desires that all approvers, with the exception of the Purchasing Buyers, receive workflow notification that a requisition has been routed for their approval. All computer and software purchases should be routed to the Information Technology Department after the appropriate budget center approval has occurred. This workflow should also occur for Office Supplies which the requisition should be routed to Administration Services Department. After these approvals have occurred, the requisition should be automatically routed to Purchasing where the buyer may retrieve the requisition, modify the requisition, if necessary, and automatically generate a request for quote or purchase order from the requisition. If the requisitioner has the authority to approve the requisition, the system should automatically route the requisition to the Purchasing Buyer. An ad hoc report or inquiry is required that allows the Purchasing Buyer to enter a specific commodity code and return vendors that have been identified in the vendor file as a supplier of the commodity. An ad hoc report or inquiry is required that allows the Purchasing Buyer to enter a specific NAICS code and return vendors that have been identified in the vendor file as a supplier of the NAICS. The District utilizes standard, blanket and open service purchase orders. A blanket purchase order is used for items that have been quoted for a specific period of time with a specific quantity based off of historical usage and may be requested by multiple departments. Each time a request is made for that product a release (or purchase order) is made against that blanket and money is deducted from the blanket total amount. An open service purchase order supports one department,

24 one expense account and generally has multiple receipts against the same purchase order over a specified period of time. The District would like the ability to print the purchase order, fax the purchase order and the purchase order directly from the final approval screen after the electronic signature of the Director of Finance. The District will utilize preprinted forms for the printing of its purchase order. These preprinted forms may be modified to suit the format of the system s standard purchase order, if needed. All Purchase Order transactions will require receiving transactions. The District would like to set receiving tolerances based upon a graduated percentage of the transaction amount. For instance, the District may desire a 10% receiving tolerance for Purchase Orders less than $5,000, but 1% for Purchase Orders greater than $5,000. Upon receipt, the Purchase Order encumbrance should be released and the appropriate liability charged. The District requires a report that lists all open purchase orders that have not been received. This report should include purchase order number, date of purchase order, budget center, account, vendor name, line item description, line item number buyer and quantity purchased, unit of measure and purchase price. This report should run by department, by vendor, by buyer or in total. The District requires a report that lists all Purchase Requisitions over a certain amount for a given commodity code. This report should include Requisition number, date of Requisition, vendor name, line item description, line item number buyer, approver and amount. This report should run by department, by vendor, by buyer or in total. The District requires a report that lists all unapproved Requisitions. This report should include Requisition number, date of Requisition vendor name, line item description, buyer, approver and amount. This report should run by company, by division, by department, by buyer or in total. This report should run by department, by vendor, by buyer or in total. This report will be used by the District to notify approvers of unapproved Requisitions. The District desires the ability for the system to automatically convert Requisitions over a certain dollar amount to Requests for Quotations/Bids. The District would like to utilize the system to store standard terms and conditions, allowing the Buyer to select the appropriate terms and conditions to include in the request for quotations. The District will be responsible for the development and entry of these terms and conditions. The District would like to use the system to identify potential vendors to send the request for quotations based upon the commodity code information or NAICS attached to the vendor record and the commodity code entered on the requisition. The District would like to print the Request for Quotations, it to the vendors directly from the application and fax it to the vendors directly from the application. The District desires the ability to tally the quotations in the application and convert the winning bid automatically into a Purchase Order. In some cases the District

25 desires the ability to split quotes to multiple vendors. The District would like to route the Purchase Or The District will use standard Request for Quotation printed output. The District utilizes a 3-way match in processing payables. The Respondent should demonstrate familiarity with the configuration, validation, and stabilization of the required interactions between Oracle Purchasing, Inventory, and Payables to ensure a proper 3-way match. The District desires the ability to capture service period upon entry of an invoice. The Respondent should demonstrate extensive knowledge of the integrations between all modules of the Oracle Financial Suite and provide to the District a methodology for achieving a best practice framework across all business flows. The District intends to automate several functions within the Oracle Payables module. The Respondent should exhibit expertise in the areas of automated Accounts Payable workflow, month end accrual processing, electronic invoicing, electronic vendor payments, and credit card transaction processing. The District s to be environment requires that account distribution changes made to invoices within Oracle Accounts Payable be accurately recorded on the asset records within the Oracle WAM application. The Respondent should exhibit knowledge in the interactions between the Oracle WAM Application and the Oracle E-Business suite to ensure cost allocation adjustments are accurately reflected. Accounts Payable needs templates for normal repetitive entry such as utility bills. These templates should default descriptions, vendor name and address and account/project codings. The District needs to process Accounts Payable payments through Automated Clearinghouse (ACH). It also needs to generate a positive pay file to send to its bank. The District receives a.txt file from its bank of all checks that have cleared. The District would like to load this file into the system so that it can automatically reconcile its outstanding checks. The District has three checking accounts that it writes checks from. It desires to pay ACH from three accounts. It desires positive pay for one accounts and reconciliation for three accounts. The District would like to be able to print Accounts Payable checks from plain paper with a MICR printer for all three bank accounts. The District desires to use due date as the parameter for check processing selection. The District desires the ability to electronically sign checks from three bank accounts using a scanned signature. The District desires an open invoice report that lists all invoices that have been entered, but not paid. Vendor, invoice number, amount, expenditure account,

26 liability account, service period, and due date should be included in the report. The report should be grouped by liability account and should be capable of running by total, company, department, or division. This report will be used by the District to reconcile its open invoices to the appropriate general ledger liability accounts. The District desires a report that lists the total invoices grouped and totaled by due date for each of the following 30 days. This report should show invoice number, vendor, amount and due date. In order to reconcile year-end 1099 reporting required by the Internal Revenue Service, the District needs a report that lists all 1099 vendors that have received payment from the District. This report should only include those vendors who the District has paid, in total, more than a user defined amount (i.e., $600). The report should include the vendor s taxpayer identification number, the amount paid by the District and the vendor s address. The District also desires that individual invoices have the ability to be split for amounts that are subject to 1099 reporting and those that are not. The District would also like reports that list all 1099 vendors who do not have a taxpayer identification number stored in the data tables, or an address. The District needs a report or inquiry that will allow a user to either enter a vendor name, or select a vendor name from a drop down list, limit by date range and return the total amount of payments made to the selected vendor for the selected date range. The user should be able to drill down from the total to view the detail of the payment which includes check number, invoice number, check date, invoice date, account number of the expenditure and amount. The District would like a report or inquiry that allows a user to enter a vendor name and invoice number and return the check number that the invoice was paid, if it exists. The report should also show whether the check has cleared the bank. This report will be used to allow the Accounts Payable staff to efficiently process its statements from vendors. The District would like a report that lists the check number, check date, vendor name, address, amount and cleared flag by check run, by date range or by check number range. The following is an example of the minimum required fields that the District needs to track in association with its vendors: Note, fields in bold/italic exist in the legacy system. Vendor number District Account # AG A/P Address Attn: Accounting Dept Commodity Code A/P Address Lock Box #0818 General Business Information Commodity: District Denver computer supplies Similar District Vendors #'s 10023, 10350, State Colorado

27 Open P.O. # Zip Blanket P.O. # A/P Phone (216) Vendor Name Compaq A/P Fax (216) Computer, Inc. dba Vendor Name A/P Contact Carla c/o Vendor Name Capital Information A/P address carla@compaq.com Systems, Inc. Address Suite 300 Fed Tax Info Address 2000 Anywhere St Y/N District Cleveland Minority Y/N State Ohio Female Y/N Zip State Bid # GSA 1234 Phone Number (216) Bid date 1/2008-1/2009 Contact Larry Smith District Contract # DISTRICT1234 Extension 1111 Contract dates 1/ /2002 Fax Number (216) Contract number QT 4567 Representative Joe Payment Terms 2% 30 net 31 Rep. Phone Number (216) Pcard Merchant ID Rep. Fax Number (216) Y-T-D Dollars $26,458 Y-T-D Orders 15 Minimum Order $ Freight Prepaid Yes Accept Credit Cards Yes address lsmith@compaq.co m Web-site address Pcard Only Vendor Y/N 4.2 INVENTORY MANAGEMENT BUSINESS PROCESS REQUIREMENTS The District maintains an extensive inventory of maintenance parts and other supplies in five distinct storerooms. This inventory is currently maintained in Oracle WAM and is integrated with the Oracle WAM maintenance system. A perpetual inventory system is employed and the District uses the average unit price model to cost inventory. The District desires to have all information in its current inventory system (Oracle WAM) converted to the Oracle inventory system. The District needs field to field conversion so that all information captured in our current system will reflect as is in the new system. The District also needs to be able to communicate between the new Oracle system and our current Oracle WAM maintenance modules. Anytime maintenance plans materials an interface should move this information from Oracle WAM to the new inventory system. RECEIVING The District desires to have a complete receiving module within Oracle Inventory. This module is used to receive material associated with a purchase order that has originated with in Oracle purchasing system. The District needs the ability to receive exactly what was ordered by the District s buyers. Since the District accepts equal items quoted by

28 vendors it is important that the receiving store has information as to exactly what item was purchased along with model number, manufacturer, and quantity, during the receiving process. The District needs the ability to have a document (receiving work sheet) that shows the receiver exactly what needs to be received. This document needs to show the model number and manufacturer associated with a District stock code. The District would like the ability to have the system automatically update the catalog with the vendor information (model number, manufacturer) to show difference (or equals) that are accepted against a stock item. The District needs the ability to return items within the receiving module that might not be what was ordered or an over-shipment. These transactions need to show in the transaction log so that the inventory control department can follow the receipts and or returns of an item ordered on a District purchase order. STOCK TRANSFER The District desires the ability to transfer items between District storerooms. The District needs a document created within the inventory module that shows the item requested and the To and From stockroom involved in the transaction. If the item has never been housed within the receiving stockroom the system needs to automatically create a stores record with description, price quantity, accounts, etc., to show within the receiving stockroom. The District also would like the system to populate the bin location with the word transfer if the system is creating a new stockroom record. At that point the storekeeper could update the bin location if the item is going to be kept there permanently. The transfer module should reflect records to show In Transit item so that inventory control can see exactly where an item is at any given time. STOCKROOM CHARGEOUTS The District desires the ability to charge out items from Districts stockroom to department accounts, maintenance work orders (WAM), or checkout requests. These transactions need to capture stockroom location, employee number, stock item, quantity, and where the item is being charged to. All this information should be reflected within a storeroom log for audit purposes. The stockroom would like to have a daily report to backup the manual charge out tickets created at the checkout window once the manual tickets are entered in the system. STOCK RE-ORDERS The District desires to be able to have the inventory module flag and report items that are ready to be reordered. Any item that reaches reorder status should be listed by storeroom, stock item, and vendor. The District would like the ability to see all quantities available within any District stockrooms on one screen with any usage so that Inventory Control can make an informed decision as to reorder an item or transfer the item to meet demand. The inventory status screen should show warehouse status of the following: Item number Item description

29 Average unit price On-hand On order Due date of next purchase order In-transit to and from indicator 12 month historical usage Pending demand, based off of work-order request Items classification ABC rank STOCK CYCLE COUNTS The District desires to be able to have the Inventory module manage the cycle count process. The District would like the ability to select stock items for count based on storeroom, bin location, stock class, ABC class or. average-unit-price. The system should produce a report for counters showing the selected stock codes bin location, description, average unit price with the option of suppressing the actual on hand quantity. Upon entry, count variances should be eligible for recount. After recount, the cycle count process should be able to adjust the system on-hand quantities for any confirmed variances. Finally, a report detailing the final variance of count and value should be produced. 4.3 VENDOR MANAGEMENT FUNCTIONAL REQUIREMENTS Current (AS IS) Currently the District pre-register prospective vendors into the master vendor database, Oracle WAM from the internet website. For contracts under $25,000, the District solicits bids from vendors included on a standard District bid list. For bids over $25,000, the District advertises the request in local newspapers, internet and via intranet. Once the potential vendor reviews the advertisement, they are able to contact Purchasing Department to purchase bid plans. A vendor is added to the Purchasing system, Oracle WAM once the District has identified the awarded vendor and a purchase order is then issued. Vendor Registration Functional Requirements The ability for vendors to add, edit, or view their vendor profile information via an external web page. These pages will be accessible through the District s web site, under the Doing Business With Us and the Bids links. The vendor name should be limited to the character limits of Oracle WAM and the web site should be able to accept multiple users for one location (For the same vendor). The website should have the ability to search for 'active/registered' vendor names. If the vendor decided to cancel the registration, a message should appear to indicate that data would not be saved if the applicant selects "Cancel Registration". The new registered vendors should agree on the Memorandum of Agreement, the Legal Department representatives should provide the suitable verbiage for this legal document.

30 Security Logo, decal, or picture should be placed on the initial opening form in order to inform the vendors that the website communications are secured. The solution developer should determine the appropriate level of security; 64-bit vs. 128-bit.. The vendor will be asked to provide their Federal Tax ID number to verify if they are currently in our database. If the Tax ID matches an existing record, the vendor will be asked if the demographic information attached to that Tax ID is still current. If not, the vendor will be able to edit the applicable data. The vendor should be advised to contact the District as there may be a problem. If the Tax ID number does not match an existing record, the vendor will be asked to supply all applicable data to be included in our database. The Tax Identification field should be character specific for appropriate character usage The Whole dollars should be allowed for entry in the Gross Revenue fields ($xxxx). The vendor registration form should include the vendor s services certification from the following agencies: Northern Ohio Minority Supplier Development Council, City of Cleveland, Woman Business Enterprise National Council, Cuyahoga County, EDGE Program, US SBA 8(a) Program, Unified Certification Program, NEORSD). Contact Us link should be shown at footer in order to allow the vendors to contact the Purchasing Department for any issues related to their vendor's registration. Once authenticated onto the site, a vendor can add or edit their vendor profile information such as address, contact information, NAICS codes, etc. The ability to edit NAICS codes should be on the "Payment Address" information page only. NAICS codes should be a required field in the vendor registration application the vendor should select at least one of the available options Vendors added within the registration site should be allowed to enter multiple sites upon registration. All data received from the online registration application will be placed into a staging table to be reviewed by a member of the Purchasing Department. Once the information is validated, the data will be moved into the production table. From there, the data will then become part of the live data of the Oracle isupplier application. There should be the ability to produce reports on workflow results, such as, the new registrations and updated vendor entries. In regards to the internal developed solution, the reports would require the usage of the standard reporting tools, Noetix or Oracle Discoverer. Many COTS solutions have made the provision for several seeded reports. Adhoc reports can be created with the assistance of the I.T. Department. All technical support issues will be the responsibility of the I.T. Department. Functional related questions will be the responsibility of the Purchasing Department. A definitive workflow model should be created to distinguish a clear separation of roles and responsibilities. Future (TO BE) In the future, the District desires to implement an Online Vendor Registration Application to increase the vendor base, effectively target bids to appropriate vendors, and streamline the

31 vendor registration process and assist in data gathering for the Small Business Enterprise Program.

32 4.4 POST IMPLEMENTATION SUPPORT The District desires that the Respondent provide in its firm, fixed price proposal Services necessary for 60 days of post-production support for all modules. 4.5 OVERVIEW OF RELATED PROJECTS The District has two other projects currently underway that are relevant to the Oracle Implementation Services project. It is important that the Respondents be aware of these projects to ascertain the impact that each of these projects will have on identifying District needs and requirements for purchasing, inventory and isupplier functionality. 1. Linux/10g Upgrade Project The District recently awarded a contract with an Oracle certified solution provider with expertise in performing operating system and database upgrades from Microsoft Windows environment to Red Had Linux and from Oracle 9i to 10g to upgrade the databases. This project is anticipated to be completed prior to the ramp up of the Oracle Implementation Services project. 2. Oracle HRMS Quality Enhancement Project In May 2009, another certified Oracle solution provider completed a quality assessment of the Oracle HRMS. The HRMS system had been implemented in 2005 which comprised of the following Oracle modules: Core Human Resource Advanced Benefits Learning Management (formally known as OTA Oracle Training Administration) *irecruitment *Self-Service Human Resource *Denotes modules that were implemented by not deployed Since implementation, a quality check had not been performed to determine if the implementation setup and build would support the direction of the District. The consultant provided their assessment which began the revisions being made by the District. In addition, a consultant is onsite facilitating the development of the District s Performance Management module with configuration changes to follow in Oracle HRMS. 3. Small Business Enterprise Project The District s Board of Trustees has authorized the District to create a new, race and genderneutral Small Business Enterprise (SBE) Program beginning in January 2009, similar to programs recently established by other local regional and governmental entities; after vendor selection with Board of Trustee approval, the project went underway March One of the key components of the SBE Program is to monitor contract compliance of primary contractors who utilize certified SBE vendors for a project that they are awarded. Primary

33 contractor profile information is managed and maintained in the Oracle WAM system with an interface to the SBE system to provide all applicable vendor profile information. The project is due for completion October SECTION 5 PROPOSAL REQUIREMENTS 5.1 PROPOSAL SUBMISSION REQUIREMENTS Respondents are required to submit seven (7) hard copies of the proposal. The cost portion of the proposal (see Attachment E) should be packaged, sealed and labeled separately from the main proposal response. The Cost section of the proposal should be labeled: Cost Proposal for The Northeast Ohio Regional Sewer District Oracle Purchasing Implementation Services Project. In addition to the responses in hard copy format, an electronic Microsoft Word/Excel (version 2003 or later) copy of the proposal must be submitted on CD-ROM. The cost section should be a separate electronic file on the same CD-ROM. Proposals must be received no later than 4:30 PM (Eastern Standard Time), October 9, To be considered, all copies of the proposal must be received by the deadline date and time. Responses should be addressed as follows: Humberto Sanchez Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH Attn: Donice Bell Manager of Information Technology Project Management Services Hard copies of the proposal may be mailed or hand-delivered to Mrs. Bell at the address listed above. If the proposal is sent by mail, the Respondent shall be responsible for actual delivery of the proposal to the District s Office, as designated above, by the submission deadline. Any proposals received after the deadline will be returned unopened. All proposals delivered by the submission deadline become the property of the District upon receipt. Proposals may be withdrawn or modified in writing prior to the proposal submission deadline. Proposals that are re-submitted or modified shall be sealed and submitted prior to the proposal submission deadline. A Pre-proposal Conference will be held from 9:00 10:30 AM (Eastern Standard Time) on October 2, 2009, in the 1 st Floor Training Room, George J. McMonagle Administration Building, 3900 Euclid Avenue, Cleveland, Ohio (see Section 5.4 for a map and driving instructions). Attendance at the Pre-proposal Conference is not mandatory. Questions may be submitted in writing prior to the Pre-proposal Conference via electronic mail to: Donice Bell, Project Manager address: belld@neorsd.org Mrs. Bell will be the sole point of contact for questions related to this RFP. Contact with any District employee or team member regarding this RFP during the proposal submission and selection process, other than the party specifically designated above, will be grounds for disqualification from consideration. Questions will not be answered over the phone.

34 Questions raised at the Pre-proposal Conference will be answered during the conference or in writing subsequent to the conference. Respondents must submit final questions via electronic mail to Mrs. Bell no later than 4:30 PM (Eastern Standard Time) on October 2, Every effort will be made to post answers to questions received before, during and after the Preproposal Conference (and adhering to the format and timing requirements listed herein) on the District s web page ( within one (1) working day of receipt. 5.2 PROPOSAL RESPONSE FORMAT In order to facilitate the analysis of responses to this RFP, Respondents are required to prepare their proposals in accordance with the instructions outlined in this section. Each Respondent is required to submit the proposal in a sealed package. Respondents whose proposals deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of the District. Respondents are encouraged to submit clear, concise, and complete responses to the RFP. Responses of excessive length are discouraged. Respondents are cautioned against submitting excessive and extraneous materials not directly responsive to the issues raised in the RFP. All parts, pages, figures, and tables should be numbered and clearly labeled. Responses to the RFP must be in both hard copy and electronic formats as outlined in Section 5.1. The responses must follow the additional format requirements defined below. Proposals that do not conform to these requirements are subject to disqualification. Any additional information such as brochures and data sheets must be directly referenced as described in Attachment G. The Selection Committee will not consider the submission of brochures and/or other marketing material as a substitute for written responses to the response worksheets. The proposal should be organized into the following major sections. Respondents must ensure that their completed proposal packages use the Response Section Number references listed below in organizing their responses. Response Section Number Title 1 Executive Summary REQUIRED PROPOSAL SECTIONS 2 Implementation Partner Profile Statement of Interest and Qualifications (Attachment A) 3 Implementation Plan (Attachment B) 4 Training Plan (Attachment C) 5 Client References Worksheet (Attachment D) 6 Cost Proposal Worksheets (Attachment E) (To be submitted under separate, sealed and labeled cover) 7 Functionality Requirements Worksheet (Attachment F) 8 Additional Information (Attachment G) (Note: Brochures or other marketing material should be included in this Response Section.) 9 Consultant Resume Form (Attachment H) 10 Project Terms and Conditions Exceptions (Attachment I)

35 Response Section Number 11 Title Documentation Samples (No Attachment Reference - To be submitted under separate, sealed and labeled cover) EXECUTIVE SUMMARY (Response Section 1) This element of the response to the RFP should be limited to a brief narrative summarizing the key aspects of the Respondent's proposal and a statement of the Respondent s understanding of the system needs of the District. This section should contain as little technical jargon as possible, and should be oriented toward non-technical personnel. The Executive Summary should designate the individual authorized to represent the Respondent with respect to the proposal. This section should not include cost proposals IMPLEMENTATION PARTNER PROFILE STATEMENT OF INTEREST AND QUALIFICATIONS (Response Section 2) This worksheet will provide information about the Respondent s company and third-party business partners so that the District may evaluate the Respondent s stability and its ability to support the commitments set forth in the proposal. The District, at its option, may require a Respondent to provide additional Documentation to support and/or clarify requested information. Responses in this section are critical to determine the viability of a future relationship with the Respondent. The questions for this element of the RFP are outlined in Attachment A. Please provide as much detail as possible to ensure the Selection Committee has enough information to conduct a thorough analysis IMPLEMENTATION PLAN (Response Section 3) Attachment B solicits the complete Implementation plan recommendation of the Respondent based on the materials included in this RFP. Guidelines and recommended issues to be addressed in the proposed plan are outlined in this Attachment. The Implementation Plan must be authored in a manner that can be easily documented. The detail and thoughtfulness of this proposed plan will weigh heavily in the selection TRAINING PLAN (Response Section 4) In Attachment C, the District presents its general guidelines for the development of an overall training strategy. The District has provided questions at the end of the attachment for use in formulating the response. Clearly designate which Services can be provided directly by the Respondent, or where the Respondent would assign a third-party Implementation firm. In addition, please focus on the specific training needs of public sector clients like the District. Costs associated with Training Plan should be included in Attachment E Cost Proposal Worksheets.

36 CLIENT REFERENCES WORKSHEET (Response Section 5) This worksheet (template included in Attachment D) will provide information about the Respondent s client references, as well as those of third-party business partners COST PROPOSAL WORKSHEETS (Response Section 6 - Include Under Separate, Sealed and Labeled Cover) The Respondent must provide detailed costs for the scope of work as defined in the RFP. The Respondent s cost proposal must be itemized and include all costs (e.g. Implementation and training) associated with the scope of this project. Complete all applicable cost components as detailed in Attachment E. (Note: Tab #1 is used to summarize all other cost worksheets and must not be modified by the Respondent.) Following is an explanation of each of the Cost Proposal Worksheet elements: Worksheet Tab Number Description Implementation Services Tab #2 Project Management Tab #3 Procurement to Payment Tab #4 Inventory Management Tab #5 Vendor Management Tab #6 Utilities Work and Asset Management Integration Pack Tab #7 BPEL Process Manager Tab #8 BPEL Integration Technical Support Tab #9 Backup and Recovery Tab #10 Technical Support Supporting Details Tab #11 Post Implementation Services Tab #12 Customizations Tab #13 Training Plan Again, the Cost Proposal must be submitted under separate, sealed and labeled cover FUNCTIONALITY REQUIREMENTS WORKSHEET (Response Section 7) In assessing whether the Respondent is knowledgeable of the Oracle applications to be implemented, Attachment F, Functionality Requirements Worksheet, should be completed with the Respondent s understanding of the system and its capabilities. As the District desires to become more effective and efficient in the current business process, the Respondent should

37 identify any of the desired functionality outlined in Attachment F that is not included by the base configuration of the acquired modules The District desires to implement the new Oracle modules with minimal to no customizations. The Respondent shall identify any customizations required to meet the desired functionality described within. These customizations should be listed separately in Attachment F, Functionality Requirements Worksheet, and alternatives rather than customization should be proposed, if possible. For the purposes of this information, customization is defined as any extension to the Oracle system that would not be supported by Oracle Support Services. The Respondent will identify specifically any additional functionality, not listed in the narrative, which is included in the proposal that should be considered by the selection team ADDITIONAL INFORMATION (Response Section 8) This is a free-form section (see Attachment G) in which Respondents may provide any additional information that might distinguish their proposal from other Respondents with respect to service to the District. If there are any assumptions a Respondent has made in the preparation of its response not indicated previously, any contingencies on which a Respondent has based the response, or any additional constraints on a Respondents ability to meet the Specifications set forth in this RFP, please indicate the complete list of any such assumptions, contingencies, or constraints in Attachment G PROPOSED CONSULTANT RESUME FORM (Response Section 9) The Respondent will identify the specific consultants proposed to implement each module. The District understands that the Respondents may not be able to commit the identified consultants due to competition with other projects. However, the Respondent should make every practical effort to propose the specific consultants that would be assigned to District assuming a November 16, 2009 project kickoff. The District reserves the right to interview and reject any proposed consultant. The District will not finalize the selection of Implementation service partners or execute a contract until each consultant has been identified, agreed upon and committed to the project. Consultant substitutions must have equal or greater qualifications than the consultants included in the proposal. All consultants proposed, with the exception of database administrators and other technical consultants must have previous Implementation experience. Resumes of proposed consultants shall be included in Attachment H PROJECT TERMS AND CONDITIONS EXCEPTIONS (Response Section 10) As noted in Attachment I, the Respondent is asked to state any exceptions to the conditions listed in Section 3 of this RFP that are deemed important by the Respondent. The Respondent s standard contract boilerplate and samples of all agreements (including those of sub-consultants/business partners) should also be provided in this section. This element of the proposal is intended to assist in forming the basis for the development of an agreement with the selected Respondent. It is unacceptable for Respondents to simply note exception to all terms

38 and conditions proposed by the District in this RFP. Respondents must note exceptions specifically, explain the basis for the exception and propose an alternative approach DOCUMENTATION SAMPLES (Response Section 11 - Include Under Separate, Sealed and Labeled Cover) Proposals should contain one (1) copy of current Documentation samples for Implementations surrounding the services proposed. If desired, Documentation samples shall be returned no later than the date a contract is awarded. 5.3 DIRECTIONS TO GEORGE J. MCMONAGLE ADMINISTRATION BUILDING The George J. McMonagle (GJM) Administration Building is located at the intersection of East 40 th Street and Euclid Avenue (RT. 6). From Cleveland-Hopkins International Airport: Take OH-237N towards I-71/Cleveland/I-480 Merge onto I-71N I-71N become I-90E Exit 173B Chester Avenue Turn right onto Chester Avenue/US-322E Turn right onto E.36 th Street Turn left onto Euclid Avenue/US Euclid Avenue is on the right. A map is provided below.