Tallahassee Community College

Transcription

1 Tallahassee Community College Request for Information (RFI) for WORKDAY IMPLEMENTATION AND INTEGRATION SERVICES RFI Proposals Due October 25, 1:45 p.m. EDST Proposals Opening October 25, 2:00 p.m. EDST Page 1 of 24

2 Proposal and Contact Information Submit Proposals To: Tallahassee Community College Purchasing Department Hinson Administration Building, Room Appleyard Drive Tallahassee, FL Contact Information: Bobby Hinson Purchasing & General Services Director Phone: General Information: RFI Title: Workday Implementation and Integration Services RFI Number: Commodity Code: Proposal Issue Date: 9/20/13 Proposal Due Date and Time: 10/25/13 at 1:45 p.m. Proposal Opening Date and Time: 10/25/13 at 2:00 p.m. Page 2 of 24

3 General Conditions, Instructions & Information 1) Contact To ensure prospective proposers are presented the same information, all proposers are hereby instructed to all questions related to this RFI directly to Bobby Hinson in the TCC Purchasing Office as indicated on the Proposal and Contact Information page. Any other staff contact could create confusion or misinformation and may be cause for disqualification. Responses to inquiries, if they change or clarify the RFI in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFI. The College will not be bound by oral responses to inquiries or written responses other than by addenda. Vendor Registration Requirements Prior to the submission of your solicitation documents, all vendors must be listed as a registered vendor in TCC s database. If you previously submitted these forms and received your TCC vendor id number, you will not need to re-submit, just reference this number within your application on Attachment D-TCC Registered Vendor ID#. If you are not a registered TCC vendor, you will need to complete our online TCC Vendor Application Form and W-9 at: forms are submitted to a secure Purchasing mailbox electronically which protects your information. Once your forms have been submitted and information has been processed by Purchasing, you will receive an containing your TCC Vendor ID Number. If you are unsure about your registration status in TCC s database, please Bobby Hinson at hinsonb@tcc.fl.edu and include the company name and Federal ID # or the last four digits of the vendor social security number. 2) Proposer Registration Proposers who desire to obtain electronic documents regarding the College s RFI must officially register their address with the Purchasing Department in order to be placed on an mailing list for any forthcoming addenda or official communications. An sent to the contact name listed in Proposal and Contact Information referencing this proposal will serve as officially registering. The College shall not be responsible for providing addendum to proposers who receive RFI documents from other sources. Failure to register as a prospective Proposer may cause your Proposal to be rejected as non-responsive if you have submitted a Proposal without an addendum acknowledgement form (see Attachment F, Addendum Acknowledgement Form) for the most current addendum. 3) RFP Documents Proposal documents may be obtained by one of the following methods: hinsonb@tcc.fl.edu TCC Purchasing Website: State of Florida Vendors Bid System (VBS): If you download the proposal from the TCC Purchasing website or the VBS, please hinsonb@tcc.fl.edu and provide your contact information. This information will become a part of our vendor list. Page 3 of 24

4 4) Inquires All proposers shall carefully examine the RFQ documents. Any ambiguities or inconsistencies shall be brought to the attention of the Purchasing Department in writing by the Calendar of Events, Last Day for Written Inquiries; failure to do so, on the part of the proposer, will constitute an acceptance by the proposer of any subsequent decision. Any inquiries or questions concerning the intent, meaning and interpretations of this RFQ shall be requested in writing, to be received by the contact person in the Purchasing Department, by the date listed in the Calendar of Events, Last day for Written Inquiries and Notice of Intent. An addendum with answers on all received questions will be mailed or ed to the Proposer by or on the date listed in the Calendar of Events, Anticipated Date that Answers to Written Inquiries will be posted the College s Website. 5) Addendum Should any revisions/clarifications/supplemental instructions be needed, the College will issue a written addendum (see Attachment F Addendum Acknowledgement Form) to all proposers who received a RFI package from the Purchasing Department. It is the proposers responsibility to check with the Purchasing Department prior to submitting a proposal to make sure they have not missed any issued addendums. The College will also post all addenda and materials relative to this procurement on the State of Florida s Vendor Bid System (VBS) and the College s Purchasing website: Interested parties are responsible for monitoring these sites for new or changing information relative to this procurement. 6) Minority and Women Owned Businesses Minority and Women Owned Businesses are encouraged to participate in all solicitations for responses conducted by the College. Category definitions may be reviewed in Chapter of the Florida Statutes. Penalties for falsification and/or discrimination may be reviewed in Chapter See Attachment C, Minority and Women Owned Business Declaration Form. 7) EEO Statement Tallahassee Community College does not discriminate on the basis of race, color, ethnicity, genetic information, national origin, sex, disability, or age in its programs and activities. Inquiries regarding the non-discrimination policies may be directed to: Renae Tolson, Equity Officer, (850) , tolsonr@tcc.fl.edu. 8) Conflict of Interest All proposers must disclose with the proposal the name of any officer, director, agent who is also an employee of TCC or member of TCC s District Board of Trustees. All proposers must disclose the name of any TCC employee or member of TCC s District Board of Trustees employee who owns, directly or indirectly, an interest of five percent (5%) or more in the proposer s firm. Page 4 of 24

5 REQUEST FOR INFORMATION WORKDAY IMPLEMENTATION AND INTEGRATION SERVICES TALLAHASSEE COMMUNITY COLLEGE Introduction and Purpose Tallahassee Community College (hereinafter referred to as TCC or The College ) is requesting qualified vendors (hereinafter referred to as Respondent, Respondents, Vendor, or Vendors ) to submit responses to this Request for Information for Workday Implementation and Integration Services (hereinafter referred to as RFI ). The College has determined that its present Enterprise Resource Planning ( ERP ) suite of software, called Integrow, is no longer meeting the needs of the College and has not been meeting the needs of the College for quite some time. The College has also determined that the multi-tenant, Software as a Service (SaaS) ERP solution from Workday is the best fit for TCC and has purchased the following suite of applications from Workday (hereinafter referred to as the Workday Suite ): HCM Payroll Time Tracking Expenses Procurement Financials Grants Management Big Data Analytics The College has also determined that the time is right to identify and procure a comprehensive electronic document imaging and management solution. Integration with the document imaging system is within the scope of this RFI. The College has also entered into a Design Partner agreement with Workday to help design and then implement the Workday Student and Faculty system; however, the implementation of the Student and Faculty system is not within the scope of this RFI. Accordingly, the College seeks to identify a Vendor who can help the College implement the Workday Suite (replacing Integrow) and a document imaging solution, utilizing the most efficient and, when possible, best of breed workflows and methodologies, in the most timely and cost-effective manner for the College as possible (hereinafter referred to as ERP Implementation Services ). Specific implementation and Vendor requirements are described in detail in this RFI. Page 5 of 24

6 Procurement Process The College is not required to solicit competitive offers for information technology ( IT ) related services pursuant to Florida Department of Education ( FDOE ) Rule 6A Nevertheless, the College believes that a competitive approach to procuring the implementation services described in this RFI will be in the best financial interests of the College. Accordingly, this RFI will enable the College to determine which Vendors, if any, are in the best position to provide the implementation services described in this RFI in a manner that serves the best interests, financial and otherwise, of the College. The College, at its sole discretion, may choose to engage in negotiations with any, all, or none of the Respondents to this RFI in order to obtain the best processes and pricing for the implementation services described in this RFI. The College, at its sole discretion, may also choose to engage in negotiations with implementation services providers who do not respond to this RFI. For the avoidance of doubt: the College plans to procure the ERP Implementation Services described in this RFI without a competitive solicitation based upon the exception available to the College in FDOE Rule 6A (2)(g) for IT purchases. Since this is not a competitive solicitation process, the protest provisions stipulated in Florida Statute are not applicable to this RFI. All information submitted in response to the RFI is subject to the Public Records Law of Chapter 119 F.S. If you provide any information that you believe is confidential and proprietary, please mark it accordingly, provided that marking such information in itself will not exempt it from the public records law if such information does not fall within any exemptions available under the Public Records Law. RFI Timeline The RFI process will use the following timeline: TCC to issue RFI: Friday, September 20, 2013 Last Day for Written Inquiries Friday, October 4, 2013 Anticipated date that answers to Written Friday, October 11, 2013 Written RFI responses due from vendors: Friday, October 25, 2013 TCC conducts reference checks: October 28 Nov. 1, 2013 Vendor presentations onsite at TCC: November 18 19, 2013 TCC negotiations with vendor finalist(s): November 20 Dec. 6, 2013 Recommendation from committee to President: Wednesday, Dec. 18, 2013 Board of Trustees meeting (approval sought): Monday, January 20, 2014 Contract signing (pending Board approval): January 20-21, 2014 Project Kickoff Meeting (pending Board approval): January 27, 2014 Page 6 of 24

7 The Proposal Evaluation Process The College has selected qualified personnel to act as an Evaluation Committee. Based on the results of their evaluation, the proposal determined to be most advantageous to the College may be selected for further action to include contract negotiations. The Evaluation Committee will evaluate material factors for this selection including but not limited to those listed in the following sections. Additional criteria may be considered as deemed appropriate by the Evaluation Committee. As part of the proposal evaluation process, the College intends to make inquiries and investigations, including verbal or written references from Respondent s customers. In addition to considering the ability of the Respondent to provide the proposed services, the Evaluation Committee will consider additional factors such as the Respondent s qualifications, familiarity with the requirements of colleges, and experience with the Workday Suite. The College reserves the right to reject any proposal for any reason. Respondents will be evaluated based on the information provided in response to this RFI, inquiries and investigations performed by the College, and if invited, on an oral presentation to the Evaluation Committee and others as determined by the College. The College plans to conduct the evaluation and selection process in four steps: Step 1. Analysis of RFI Responses The first step will consist of a review of the vendor response to validate that the Minimum Qualifications are met. Minimum Qualifications are outlined in this RFI. Vendor responses not meeting Minimum Qualifications may be eliminated at the discretion of the Evaluation Committee. If the Minimum Qualifications are met, the Evaluation Committee will: - Analyze the RFI responses from each Respondent. - Make a determination regarding which, if any Respondents will be further evaluated. Step 2. Oral Presentations and Reference Checks Based on the determination of the Evaluation Committee, one or more vendors may be asked to participate further, and will be evaluated on: - Performance on oral presentations - Answers and responses to questions during evaluation - Reference checking results - Cost For the on-site presentations, RFI respondents *must* bring with them staff that will be assigned to TCC as the on-site project manager and any other project managers who will be assigned to our account. In addition, TCC would also like to have present any other members of the team that will be assigned to our account. While having team members present is not mandatory, it is mandatory that respondents have the manager(s); we want to be able to talk to the person/people who we will be interacting with the most. Page 7 of 24

8 Step 3. Evaluation Committee Recommendation The results from all of the vendor analyses, oral presentations, reference checking, and cost information will be used by the Evaluation Committee to recommend the finalist or finalists who the Committee feels would be a best-fit ERP implementation vendor(s) for the College. These finalists will be selected for Negotiations. Step 4. Negotiations The College will enter into negotiations with the provider(s) it deems most likely to meet all of the needs of the College, including any concessions that the College may choose to seek from the vendor(s). Regardless of any negotiations, the College will procure ERP implementation Services as described in the section titled Procurement Process. Minimum Qualifications for ERP Implementers The College will evaluate the Respondent s ability to fulfill its proposed solution based upon specified qualifications, quality of references, company viability, staff and overall viability of the company or companies. The minimum qualifications are: - Be certified by Workday to implement all of the modules in the Workday Suite as described in the section titled Introduction and Purpose, using the Workday methodology, within higher education in particular or education and government sectors in general. If you are not currently certified for Big Data Analytics or any other Workday component, clearly state your timeline for attaining Workday certification, or the reason why you will not be Workday certified - Have prior experience implementing all or part of the Workday Suite, preferably in comparable higher education institutions of like mission, size, and complexity as the College. - Have prior experience implementing, or integrating with, a document management system, preferably in comparable higher education institutions of like mission, size, and complexity as the College - Evidence that the proposed implementation services have been successfully implemented. Evaluation Factors and Criteria for ERP Implementers The College will evaluate the Respondents to this RFI based on the information provided in Respondent's proposal, references, and, if invited, their in person presentation among other factors. The evaluation will be conducted by an Evaluation Committee and the following will be considered: Implementation plan and methodology for implementing Workday (HCM, Payroll, Time Tracking, Expenses, Procurement, Financials, Grants Management, Big Data Analytics), including: Implementation strategy Functional training strategy and plan Technical training strategy and plan Data Conversion plan Data Migration plan Existing Systems integration Change Management Plan Reporting and Analytics Implementation Quality Assurance and Testing End-user training strategy and plan Page 8 of 24

9 Knowledge transfer to client support staff Production go live strategy and plan Post-implementation support strategy Project Management Project planning Project governance management Resource planning Resource management Scope and requirements management Issues management Schedule management Project communication Status reporting Account management Project Staffing Experience of key personnel Number and types of project managers Sample and Specific account assignments prior to contracting Commitments of resources prior to and during implementation On-site staffing Sub-contractor use Off-shore and near-shore resources Reliability Commitment to higher education Commitment to community colleges Commitment to Florida colleges Commitment to Workday practice The number and quality of similar implementations Track record and ability to deliver on time Risk to the College versus vendor if milestones are missed Viability Overall financial stability and viability of the company Use of third parties in bid Willingness to guarantee rates Willingness to fix-fee all or portions of work On-Site Presentation Implementation strategy Recommended timeline Methodology details Risk Management Project Management Training Cost Page 9 of 24

10 References Quality Overall Satisfaction Similarity to higher education institutions of like mission, size, and complexity as the College Total Implementation Costs Implementation Services Training Utilization of College personnel Requirements for College backfill Expense reimbursement Hours worked during week versus time charged to project Response Guidelines All Respondents are required to format their proposals in a manner consistent with the following guidelines: Address All Items Each item must be addressed in the Respondent s response using the corresponding numbers in this RFI or the response may be rejected. Conditional Clauses, Alterations, Irregularities RFI responses that are qualified with conditional clauses, alterations, or irregularities of any kind, are subject to disqualification by the College at its option. All assumptions made by Respondents must be clearly stated in the proposal and qualifiers must be placed in context. Failure to Comply Failure to comply with the requirements in this RFI may result in rejection of Respondent s response. Required Response Format Each response must consist of the following sections, numbered according to the specific sections below: 1. Transmittal letter 2. Executive summary 3. Qualifications 4. References 5. Viability 6. Implementation approach and timeline 7. Knowledge transfer 8. Project management 9. Change Management 10. TCC and Respondent Roles and Responsibilities 11. Respondent Project Assumptions 12. Responses to Specific Questions 13. Integration Points 14. Prior Work 15. Project Team Page 10 of 24

11 16. Project Budget 17. Cost Minimization 18. Statement of Work 19. Contract Terms and Conditions 20. Additional Contract Items 21. Any additional information that you feel will help TCC make its decision. Vendor is required to submit twelve (12) printed original copies of their complete response, with numbered tabs used to divide the response into the above numbered sections, and three (3) digital copies of their complete response, with each digital copy on a separate USB thumb drive and each digital copy of the response also containing clear section numbers. Each thumb drive must contain two copies of each of the following documents, one in PDF format and the second copy in either Microsoft Word format (.doc or.docx format) or Microsoft Excel format (.xls or.xlsx format): Response to the RFI Statement of Work Contract Terms and Conditions 1) Transmittal Letter The Transmittal Letter must address the following topics: Summary of Ability and Desire to Supply the Required Services The transmittal letter must briefly summarize the Respondent s ability to supply the requested services. The letter must also contain a statement indicating the Respondent s willingness to provide the requested services subject to the terms and conditions set forth in this RFI. Other Information Any other information the Respondent may wish to briefly summarize will be acceptable. 2) Executive Summary Outline the key elements of your response. 3) Qualifications Provide evidence for each of the following qualifications. If Respondent has no documentable qualifications for a specific area, state No Qualification : 3.1 Respondent is certified by Workday to implement all of the modules in the Workday Suite as described in the section titled Introduction and Purpose, using the Workday methodology, within higher education in particular or education and government sectors in general. 3.2 Respondent has prior experience implementing all or part of the Workday Suite, preferably in comparable higher education institutions of like mission, size, and complexity as the College. State which specific Workday suite modules that you have implemented. 3.3 Respondent has prior experience implementing other Software as a Service (SaaS) solutions (such as Salesforce.com). State which one(s). 3.4 Respondent has prior experience implementing, or integrating with, a document management system, preferably in comparable higher education institutions of like mission, size, and complexity as the College. State which one(s). Page 11 of 24

12 3.5 Evidence that the proposed implementation services have been successfully implemented with other client(s), preferably in comparable higher education institutions of like mission, size, and complexity as the College 4) References 4.1 Provide your top ten higher education customers for whom you have provided implementation services for an integrated ERP system. For each client, provide details of the software that you have implemented and details that may be helpful for the College, along with contact information for each client. 4.2 Provide your most recent 5 customers for whom you have provided implementation services for any or all of the Workday Suite. For each client, provide details that may be helpful for the College, along with contact information for each client. 4.3 Provide your most recent 5 higher education customers for whom you have provided implementation services for any or all of the Workday Suite. For each client, provide details that may be helpful for the College, along with contact information for each client. 4.4 List any clients within the last five (5) years on which you were replaced during project implementation with another competitive implementer. Provide a description of the system and modules that were implemented and state the reason(s) why the client replaced your organization(s). 5) Viability 5.1 Provide a description of your organization type (public corporation, Private Corporation, private company, limited liability corporation (LLC), etc.). 5.2 Provide a brief description of your corporate history, market segment(s), client base, and employee base. 5.3 Provide a copy of your most recent, audited, annual financial statement. 5.4 Provide a disclosure of any judgments, including but not limited to: pending or expected litigation or other real or potential financial reversals that might affect the viability or stability of the corporations; or warrant that no such condition is known to exist. 6) Implementation Approach 6.1 Implementation tasks. Give an overview of your implementation strategy, and then describe the implementation tasks required, complete from contract signing to installation and acceptance. Include the process proposed for data conversion, installation, testing and pilot as appropriate for all implementation models identified in your proposal. 6.2 Project Schedule. Provide a projected implementation schedule, including timeline, milestones, and deliverables. 6.3 Total Hour Requirements. Provide total hour requirements with details broken out for each major component (HCM, Payroll, Time Tracking, Expenses, Procurement, Financials, Grants Management, Big Data Analytics). Respondent should note expectations regarding travel time for trainers or consultants. 6.4 Definition of hours worked. Describe exactly what will be included and considered hours worked. Respondent should confirm the understanding that TCC will pay only for hours used. 6.5 Alternative implementation strategies. Discuss any alternative implementation strategy you considered, outlining the pros and cons of each approach for TCC. 6.6 Implementer staffing. Provide breakdown of consultant type, level/skills including experience level, accreditation, or certification required for each task. Page 12 of 24

13 6.7 TCC staffing. Provide detailed information about what staffing you expect the TCC to contribute, including skill levels, knowledge sets, hours, and timing of hours. If a TCC employee will need to be dedicated to the implementation more than 25% of their time over any period during the implementation, identify this obligation and when you expect it to occur. 6.8 Consultant Qualifications. Provide resumes, client references and the most recent work histories of the primary consultants/trainers you will assign to TCC. 6.9 Right of refusal. Respondent should validate TCC s right of refusal of individual consultants proposed or assigned to the implementation. 7) Knowledge Transfer 7.1 Training Strategy. Describe your strategy and methodology for training on the proposed system. Please also discuss alternative training strategies targeting lower cost of execution with associated implications. Differentiate your proposed training solutions in terms of technical team training and end user training. 7.2 Detailed Methods. Include detailed recommendations for training methods, materials, troubleshooting resources, benchmarks to monitor progress, and a proposed time-line. 7.3 Training of Replacement employees. Explain how you will provide training for TCC employees who replace those trained during the implementation. 8) Project Management 8.1 Project Management and Implementation Methodology. Respondent should include a complete and detailed description of its overall approach to the management of this effort, including cost containment, schedule management, project leadership, change management practices, risk management, and other typical project management tools and processes that may be employed in this effort. 8.2 Dealing with Subcontractors. Discuss your philosophy and approach for dealing with subcontractor relationships. 8.3 Dealing with the College s Project Manager. Describe your philosophy and approach for working with an independent project manager representing TCC. 9) Change Management Respondent should include a complete and detailed description of its overall approach to change management for this effort, including but not limited to communications management, training, surveying, cost containment, change management methodology, change management strategy, and other typical change management tools and processes that may be employed in this effort. 10) TCC and Respondent Roles and Responsibilities 10.1 Roles and Responsibilities. Identify the critical project roles that will be needed to implement successfully the selected software. Describe the responsibilities for each role Project Organization. Propose the most likely project organization structure for implementing the ERP software TCC Responsibilities. Outline the time commitment needed from various TCC personnel throughout the implementation. Page 13 of 24

14 11) Respondent Project Assumptions Respondent should present any project assumptions which in any way impacts Scope, Schedule, or Cost. Include information about the hours your traveling employees who will be working on-campus will work, and how many vacation/training hours they receive per year. TCC will not accept or acknowledge any assumptions that are not included in this section. 12) Responses to Specific Questions: Each of the following questions must be specifically addressed in your written response: 12.1 Please indicate how you utilize any Workday provided training materials and how these materials are used in conjunction with, or in lieu of, your own training materials Please describe your experience implementing the Workday Suite in general, and please provide detailed information on each higher education customer for whom you have implemented the Workday Suite (including modules, dates of implementation, length of implementation, etc.) Please provide references for three higher education implementations of any/all of the Workday suite with preference given to locations where you have implemented the entire Workday Suite Please provide information on your implementation methodology with respect to sequencing the various modules included in the implementation (for example, does your methodology require implementing HCM before core financials, or do you implement financials before HCM. This is just an example; please provide an overview of the methodology you would likely use for our entire project What percentage of your work will be performed by employees of your company, and what percentage will be done by contractors and subcontractors that you hire? 12.6 Please be sure to clearly state all assumptions included in your proposal; any assumptions not listed may be rejected by the College Please list all SaaS software products for which your company performs implementations (e.g., SalesForce) Describe the skills and abilities required of consultants hired into your Workday implementation practice for higher education Describe any prior work product that your firm has developed which you propose to deliver on this project. Explain how the work product will benefit the College financially, or otherwise Other schools may have already created integrations between Workday and the systems for which we will have integration points. Explain how you will seek out those integrations, how you will use them at the College, and how this will impact the cost to the College Describe the total number of consultants in your Workday practice as of the time of this RFI submission. How many consultants are planned by the end of 2014? Describe in detail how your Workday practice is organized including reporting structure, business unit, size of practice and any other details which make it possible for the College to determine how your practice functions within your organization What percentage of the overall business of your company is represented by your higher ed practice What percentage of the overall business of your company is represented by your Workday practice? How many Workday implementations has your company performed overall? How many of these were for: HCM, Payroll, Time Tracking, Expenses, Procurement, Financials, Grants Management, Big Data Analytics? How many Workday implementations has your company performed in higher education, and please specify which Workday specific modules and the number of higher education clients for each module? Page 14 of 24

15 12.17 Have you implemented an ERP for any schools in Florida? If yes, please list school, ERP product, date implemented, and school contact Provide a staffing plan that you anticipate using for the ERP Implementation Project at the College. Also include your recommendation for any back-fill positions at the College. You may propose an alternative plan if you wish Provide a detailed excel spreadsheet outlining the project resources including on-site, off-site, and off-shore if applicable. If any sub-contractors are proposed, clearly state which hours are subcontractors versus employees of your company How do you utilize the Workday implementation methodology as a part of your implementation process? Please describe any areas where you deviate from the Workday methodology, where you modify or change the Workday methodology, or where you augment the Workday methodology Explain how many data conversions are included in your proposal for each aspect of the implementation (both test conversions and final conversions). Explain your methodology and rationale for the number of conversions and why you feel that this will be an adequate amount. Describe how you will handle any request for additional data conversions. 13) Integration Points The Workday Suite will need to integrate with a number of other software applications. For each application listed below, please state: - What familiarity your company has with the listed applications, - What integrations (if any) you have done with the listed applications with any ERP system, - What integrations you have done (if any) with Workday and the listed applications: Applications: Active Directory Office 365 Cashiering System (Atlantic Micro Sales) Data Warehouse (In-house, written in SQL Server) Event Management System (EMS Pro) Facilities System (AIM) Foundation (Raisers Edge) Integrow Financier Inventory System (WASP) SharePoint Florida Auditors Office Various Benefit and Deductions Vendors Blackboard Learning Management System Blackboard Connect Bookstore (Follett) Various Collection Agencies FASTER/SPEEDE Federal Government Florida Prepaid Florida Retirement system Florida State Reporting Requirements Florida Virtual Campus Higher One IRS Nelnet Page 15 of 24

16 14) Prior Work PENCO Silkroads Florida State Testing Center Florida Unemployment Office Banking (Wells Fargo) Describe any prior work product(s) that your firm has developed that relates specifically to any or all of the work described in this RFI, and whether or not you propose to deliver that product(s) on this project. Explain how the work product(s) will benefit TCC. 15) Project Team 15.1 Describe the skills and abilities required of consultants hired into your Workday implementation practice for higher education Describe the total number of consultants in your Workday practice as of the time of the RFI submission. How many consultants are planned by the end of 2013? How many consultants are planned by the end of 2014? 15.3 Describe in detail how your Workday practice is organized including reporting structure, business unit, size of practice and any other details which make it possible for TCC to determine how your practice functions within your organization Provide a TCC staffing plan with your proposal response including your recommendation for TCC back-fill. You may propose an alternative plan if you wish Provide a detailed list outlining your project staffing resources including on-site, off-site, and offshore if applicable Please provide a complete organizational chart for the project team that will be deployed on this project, with each person s role, title and reporting structure clearly described For each member of the project team, please provide: a biographical summary of each member of the team, specifically indicating the details of their work implementing all or part of the Workday suite and the customers for which that work was performed, and a complete resume for each member of the project team 15.8 Do you plan to use any sub-contractors or consultants not employed by your company? If so, for each subcontractor or consultant, please explain your rationale, the specific expertise for why they are needed and their costs. Also provide complete biographical information for each that clearly shows the expertise for which you wish to engage them. 16) Project Budget Please provide a complete line-item budget for the proposed work. Page 16 of 24

17 17) Cost Minimization 17.1 Do you plan to bid for this work on a flat-fee, do-not-exceed basis; or a time and materials basis; some combination of the two; or some alternative approach? Explain how your pricing decision helps minimize costs for the College Please describe what specific steps you will take to leverage work done for other companies or educational institutions, whether by you or by others, that is applicable to this project and that will minimize the cost of this project to TCC Please describe how you will minimize the travel costs associated with this project Please indicate how you handle requests for work to determine whether the request is in-scope or out-of-scope Please indicate your understanding that consultants and others travelling for this project will be reimbursed for food and lodging according to TCC reimbursement policies. 18) Statement of Work Please include a complete and executable Statement of Work that reflects your response to this proposal. 19) Contract Terms and Conditions Please include a complete list of Contract Terms and Conditions that reflects your response to this proposal and that ties to your Statement of Work. 20) Additional Contract Items If there are any additional items that would be required for TCC to sign or acknowledge to enter in a contract with you for this work, please include them here in executable form. Should TCC chose to engage your services, TCC will not sign or acknowledge any additional documents that are not included in your response to sections 18, 19, or 20 of this RFI. 21) Any additional information that you feel will help TCC make its decision. Please include any additional information that you feel will assist TCC in making its decision. 22) Attachment A-E & F (if needed) must be completed and returned with your proposal. Page 17 of 24

18 1) Attachment A Proposer Information Sheet Name: Title: Company Name: Mailing Address: City : State: Zip: Telephone Number: Company Toll Free Telephone Number: Cell Phone: Fax Number: Address: Type of Business: Corporation Partnership Sole Partnership Joint Venture Incorporated in the State of Date: Number of Years SSN (If Sole Proprietorship or Partnership: Only required if FEIN is not provided. This form must be completed, signed and returned with your proposal to fulfill the requirements of this RFI. Page 18 of 24

19 2) Attachment B - Drug-Free Work Place Form Drug-Free Work Place: Yes N/A If Yes please complete the form. The undersigned vendor in accordance with Florida Statute hereby certifies that does: (Name of Business) Publish statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. Inform employees about the dangers of drug abuse in the workplace, the business s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. Give each employee engaged in providing the commodities or contractual services that are proposed a copy of the statement specified in subsection (1). In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. Impose a sanction on, or required the satisfactory participation in a drug abuse assistance or rehabilitation program is such is available in the employee s community, by any employee who is so convicted. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Proposer s Signature Date This form must be completed, signed and returned with your proposal to fulfill the requirements of this RFI. Page 19 of 24

20 3) Attachment C - Minority and Woman Owned Business Declaration Minority/Woman Owned Business: Yes N/A If Yes please complete the form. Minority and Woman Owned Business Declaration Form Proposer hereby declares that it is a Minority/Woman Owned Business Enterprises, as defined by section Florida Statutes, by virtue of the following: Type of Business (check applicable area): ( ) African American ( ) Hispanic American ( ) Native Americans ( ) Asian American ( ) American Woman Note: Minority Business Enterprises, Small Businesses, and Minority Businesses terms are defined in Chapter , Florida Statutes, and are included below. Chapter , Florida Statutes, states that it is unlawful for any individual to falsely represent any entity as a minority business enterprise. A person in violation of , Florida Statutes, is guilty of a felony of the second degree. Proposer: Certified by (Name of Public Entity, if applicable): Certificate Number/Attach Copy: Signature & Date: Florida Statues definitions As used in section , the following words and terms shall have the following meanings unless the content shall indicate another meaning or intent: (1) Small business means an independently owned and operated business concern that employee 200 or fewer permanent full-time employees and that, together with its affiliates, has a net worth of not more than $5 million or any firm based in this state which has a Small Business Administration 8(a) certification. As applicable to sole proprietorships, the $5 million net worth requirement shall include both personal and business investments. (2) Minority Business Enterprises means any small business concern as defined in subsection (1) which is organized to engage in commercial transactions, which is domiciled in Florida, and which is at least 51% owned by minority persons who are members of an insular group that is of a particular racial, ethnic, or gender make-up or national origin, which has been subjected historically to disparate treatment due to identification in and with that group resulting in an under-representation of commercial enterprises under the group s control, and whose management and daily operations are controlled by such persons. A minority business enterprise may primarily involve the practice of a Page 20 of 24

21 profession. Ownership by a minority person does not include ownership which is the result of a transfer from a nonminority person to a minority person within a related immediate family group if the combined total net asset value of all members of such family group exceeds $1 million. For purposes of this subsection, the term related immediate family group means one or more children less than 16 years of age and a parent of such children or the spouse of such parent residing in the same house or living unit. (3) Minority person means a lawful, permanent resident of Florida who is: a. An African American, a person having origins in any of the black racial groups of the African Diaspora, regardless of cultural origin. b. A Hispanic American, a person of Spanish or Portuguese culture with origins in Spain, Portugal, Mexico, South America, Central America, or the Caribbean, regardless of race. c. An Asian American, a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands, including the Hawaiian Islands prior to d. A Native American, a person who has origins in any of the Indian Tribes of North America prior to 1835, upon presentation of proper documentation thereof as established by rule of the Department of Management Services. e. An American woman. (4) Certified minority business enterprise means a business which has been certified by the certifying organization or jurisdiction in accordance with s (1) and (2). (5) Department means the Department of Management Services. (6) Ombudsman means an office or individual whose responsibilities include coordinating with the Office of Supplier Diversity for the interests of and providing assistance to small and minority business enterprises in dealing with governmental agencies and in developing proposals for changes in state agency rules. (7) Financial institution means any bank, trust company, insurance company, savings and loan association, credit union, federal lending agency, or foundation. (8) Secretary means the secretary of the Department of Management Services. It is unlawful for any individual to falsely claim to be a minority business enterprise for purposes of qualifying for certification with any governmental certifying organization as a minority business enterprise in order to participate under a program of a state agency which is designed to assist certified minority business enterprises in the receipt of contracts with the agency for the provision of goods or services. The certification of any contractor, firm, or individual obtained by such false representation shall be permanently revoked, and the entity shall be barred from doing business with state government for a period of 36 months. Any person who violates this section is guilty of a felony of the second degree, punishable as provided in s , s , or s This form must be completed, signed and returned with your proposal to fulfill the requirements of this RFI. Page 21 of 24

22 4) Attachment D TCC Registered Vendor ID Number I have submitted the required TCC vendor application and W9 form online and have obtained my TCC vendor id# which is 4. This form must be completed, signed and returned with your proposal to fulfill the requirements of this RFI. Page 22 of 24

23 5) Attachment E Vendor Signature Sheet Vendor Signature Sheet I, the undersigned, having the authority to bind my company for this proposal, hereby certify that I understand and accept the conditions as set forth in this request for proposal. Further, I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same service, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of these proposal specifications and I certify that I am authorized to sign this proposal. PROPOSER S LEGAL NAME FEDERAL ID NUMBER CITY, STATE AND ZIP CODE TELEPHONE # ( ) FAX #( ) BY SIGNATURE (Manual) BY SIGNATURE (Typed) TITLE: DATE Section XXXI: Affirmation By submission of a proposal, proposer affirms that his/her proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. Proposer agrees to abide by all conditions of this RFP and the resulting contract. Section XXXII: Request for Proposal Terms By submitting a proposal, the proposer acknowledges that he/she has read this Request for Proposal, understands it, and agrees to be bound by its terms and conditions. Proposals must be made in the official name of the firm or individual under which the business is conducted, signed by a person authorized to sign contracts on behalf of the firm and submitted with the completed RFP. Each responding firm shall submit only one proposal. All proposals received shall remain firm for a period of one (1) year after the date specified for the receipt of the proposals. This form must be completed, signed and returned with your proposal to fulfill the requirements of this RFI. Page 23 of 24

24 6) Attachment F Addendum Acknowledgement Form ADDENDUM ACKNOWLEDGEMENT FORM RFI # ADDENDUM #1 TALLAHASSEE COMMUNITY COLLEGE 444 Appleyard Drive Tallahassee, Florida Bid No: RFI # Bid Title: WORKDAY IMPLEMENTATION AND INTEGRATION SERVICES Opening Date: October 8, 2:00 p.m. ADDENDUM NO: One (1) Date: XXXXXXX, 00, 2013 PLEASE BE ADVISED THAT THE FOLLOWING CHANGES ARE APPLICABLE TO THE ORIGINAL SPECIFICATIONS OF THE ABOVE-REFERENCED RFP: This addendum includes the following: THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL RFP. THE ADDENDUM ACKNOWLEDGMENT FORM SHALL BE SIGNED BY AN AUTHORIZED COMPANY REPRESENTATIVE, DATED AND RETURNED WITH THE RESPONSE. RESPONDENT: BY: ADDRESS: PHONE: CITY, STATE: DATE: AUTHORIZED SIGNATURE : This form must be completed, signed and returned with your proposal to fulfill the requirements of this RFI. Page 24 of 24