City of Lincoln, Nebraska Request for Proposal (RFP) 13-140 Consulting Services for JD Edwards World Software A7.3 Migration to World Software A9.3.1 1. INTENT 1.1 The City of Lincoln, Nebraska desires to obtain through this Request for Proposal (RFP) a qualified consultant to perform a migration project from JD Edwards World Software A7.3 Cumm 10 to JD Edwards World Software A9.3.1 (latest version). 1.2 The upgrade will be handled by migrating from World A7.3 to A9.3.1 basic software with as few modifications as possible. 1.3 The competency, experience and background of consultant will be considered along with the quality of the proposal in making the contract award. 1.4 A proposal other than the lowest priced may be selected if the City determines, at its sole and absolute discretion that its interests will best be served by doing so. 1.5 The City reserves and in its sole discretion may exercise the following rights and options with respect to the proposal submission, evaluation and selection process under this RFP: 1.5.1 To reject any proposals if, in the City's sole discretion, the proposal is incomplete, the proposal is not responsive to the requirements of this RFP as stated, the consultant does not meet the qualifications set forth in the RFP, or it is otherwise in the City's best interest to do so. 1.5.2 To supplement, amend, substitute or otherwise modify this RFP at any time prior to selection of one or more consultants for negotiation and to cancel this RFP with or without issuing another RFP. 1.5.3 To accept or reject any or all of the items in any proposal and award the contract(s) in whole or in part if it is deemed in the City's best interest to do so. 1.5.4 To request that some or all of the consultants modify proposals based upon the City's review and evaluation. 1.5.5 To require a consultant to give an oral presentation and/or demonstration to the City after submittal of the RFP. 1.5.5.1 Actions by the City in this regard should not be construed to imply acceptance or rejection of a proposal. 1.5.5.2 The City will contact the consultants primary contact with further instructions should the City decide to request a presentation/demonstration. 1.5.6 City will not reimburse consultants for any cost involved in the preparation and submission of responses to this RFP or in the preparation for and attendance at subsequent interviews. 2. BACKGROUND 2.1 JD Edwards World Client since 1995, Current ERP Production Software: 2.1.1 JD Edwards World A7.3 Cumm 10 running on an IBM Power System 520 8203 - E4A with IBM i V5R4M5 operating system; GUI and Green Screen Access 2.1.2 One Production Environment; One Alternate Environment with shared Object Libraries 2.1.3 Pristine Environment with no modifications. 2.2 Current Production Modules: 2.2.1 Address Book; Electronic Mail (for Purchasing Routing only); Accounts Receivable; Accounts Payable; General Ledger; Cash Basis Accounting; Fixed Assets; Inventory Management; Equipment Maintenance (Time Entry); Budgeting; Sales Order; Procurement; Contract Management; Service Billing; Job Cost; Financial Reporting; Dream Writer; World Writer; FASTR Report Writer; STAR Report Writer 2.3 Current Licensing Structure/Users: 2.3.1 Concurrent Licenses - 68 for City Users (Lancaster County Users have additional 15. The County users are licensed under the City's contract with JDE). 2.3.2 Total user IDs - 300+
3. CITY OF LINCOLN'S OVERALL OBJECTIVES 3.1 Goal - Is to upgrade the current JDE Software from World A7.3 to JDE World Software A9.3.1 within the allotted budget. 3.2 Objectives - Are to complete the migration of current active modules and to introduce the enhanced capabilities in A9.3.1 for possible future use by the City of Lincoln. 3.3 Success Criteria - To attain a satisfactory level of functional performance and technical standards while positioning City to leverage additional capabilities in the future. 4 CITY PRELIMENARY PROJECT DELIVERABLES - Initial Recommendations PLANNING TASK DESCRIPTION RESOURCES Technical Planning Sessions -Technology assessment -Technology migration strategy -Infrastructure planning & design -Review of Project Organization -Business Need -Review/Assessment -Resources required (/City) -Schedule and Budget -Methodology -Scope Definition -Hours required -Resources required ANALYSIS TASK DESCRIPTION RESOURCES Requirements Documentation for any custom development Payroll (Empower/Tesseract) Refer to Attachment 4.1 Modifications to be determined (See Item 1.2)
Technical Documentation Fundamentals Training Test Scripts Project Review -Security Review -Security Plan/Matrix -System Administration processes/procedures -Backup and Recovery -Job Queue/Out Queue/Job Scheduler -Web Server Administration -Start User Fundamental World Software A9.3.1 Training -Consult on Best Practices/Procedures/ Delivery -Budget Review BUILD TASK DESCRIPTION RESOURCES Hardware Installation Software Installation Data Conversion 1 st Pass -Hardware Build and Deployment -Installation of all Operating Systems and Updates -Installation of Support Software -Installation of Database -World Software A9.3.1 Pristine Environment Load -Alternate Data Conversion I into Test Environment Hardware Training -Technical and Application training -Training materials and initial training will be provided by the Custom Modifications Refer to Attachment 4.1 Modifications to be determined (See item 1.2)
Project Review - Budget Review TESTING TASK DESCRIPTION RESOURCES Test Systems -Validate and Test Systems -Stress Test -Executive Test -Executive End User Tesing Project Review -Budget Review Data Conversion 2 nd Pass - Alternate Data Conversion II 3 rd Party Software -Validate and Test 3 rd Party applications Payroll (Empower/Tesseract) QuestView Showcase Strategy Integration Testing -Validate and Test Systems -Stress Test -Execute Test Scripts -Execute End User Testing 1 st Mock Cutover -Execute Mock Cutover Performance Testing -Complete Performance Testing -Complete Load Balance -Complete System Fine-Tuning
Training -Final User Training Final Mock Cut over -Execute Final Mock Cut over -Validate and Test Systems -Final Cut over Audit and Estimate IMPLEMENT/GO-LIVE TASK DESCRIPTION RESOURCES Go-Live Readiness Assessment -Project Audit -Budget Review Go-Live -Go-Live/Support 5. PROPOSED WORLD SOFTWARE A9.3.1 ARCHITECTURE INITIAL RECOMMENDATIONS BY CONSULTANT 5.1 IBM Power System 720 Express 8202 - E4D with IBM i V7R1operating system Recommendation on above model of iseries and operating system 5.2 Web server Recommendation on web server deployment - iseries or Windows 5.3 Recommendation on web access and green screen access (Currently use GUI access and green screen access) 6. MINIMUM REQUIREMENTS 6.1 The following items outline the minimum scope of the City's JD Edwards Migration requirements. 6.1.1 Perform the technical upgrade/migration from JDE World Software A7.3 Cumm 10 to JDE World Software A9.3.1 6.1.2 The migration is from both a platform side (Hardware and Database change) and from a functional side 6.2 Collaborate with City to implement pristine functionality and to perform the migration/configuration from JDE World Software A7.3 Cumm 10 to JDE World Software A9.3.1 for modules listed above in Section 2.2.1 and reapplying mods as identified or as requires by the City. 6.3 Advise and assist the City with business areas that require changes to the existing process based on the functional requirements in World Software A9.3.1 6.4 Work closely with the City to ensure that all tasks are completed on time and on budget 6.5 Provide mentoring and training on "net change" from JDE World Software A7.3 to A9.3.1 6.6 Training should be provided by a firm that is an Oracle partner and has considerable experience in Training on World Software A9.3. 6.7 Ensure that appropriate and necessary consultant resources are available and scheduled when needed.
6.8 Advise and assist the City in implementing pristine functionality to eliminate any need for custom code where possible 6.9 Collaborate with the City to address any issues or tasks outstanding upon completion of certain project milestones 6.10 Provide the following activities: 6.10.1 Installing and configuring World Software A9.3.1 6.10.2 Applying the latest World Software updates 6.10.3 Troubleshooting/problem resolution 6.11 Provide information on Go-Live support methodology. 7. OTHER INFORMATION 7.1 This informational website provides additional information about City's programs, services and staffing. http://www.lincoln.ne.gov 8. PROPOSAL SUBMISSION 8.1 Cover Sheet 8.1.1 The Proposal must include a properly completed and signed Cover Sheet. 8.2 Overview - 8.2.1 The overview should demonstrate the Proposer's overall qualifications to fulfill the requirements of this RFP, including experience in assessing and implementing a technical/functional infrastructure with organizations. 8.3 Implementation Approach - 8.3.1 Provide the steps and actions you will take to accomplish the project described in this RFP. 8.3.2 Proposers should describe the methodology to be used to plan, assess and implement the technology/software infrastructure. 8.3.3 Provide a proposed schedule for delivery of the major project milestones. 8.3.4 This timeline need not include specific implementation dates but should include the time required for each phase of implementation. 8.3.5 A template shall be provided to store a Min/Max number of hours for each key Project Deliverable. 8.3.6 Further Details regarding resources and description is listed in RFP Item 4.- City Preliminary Project Deliverables. 8.4 Key Personnel Qualifications - 8.4.1 Identify Key Personnel and provide their qualifications and experience related to the requested services 8.4.2 Response should address the following: 8.4.2.1 Names of Key Person(s) who will be performing the work and their responsibilities; 8.4.2.2 Qualifications of Key Person(s) who will be performing the work; 8.4.2.3 Extent of Key Person(s) involvement on this project; 8.4.2.4 Short description of experiences on similar or related projects. 8.5 Training and Support Approach - 8.5.1 Proposers should describe their approach to training, support and service and provide a menu of related options. 8.5.2 Also provide a sample training schedule for the for modules migrating from World A7.3 to World Software A9.3.1 8.6 Pricing Information - 8.6.1 Pricing information included with the proposal must breakdown into elements that are clearly tied to the milestones/deliverables proposed 8.6.2 If you wish to include additional details not covered in the attachment, please provide them as a separate add on.
8.7 Customer References - 8.7.1 The "Proposer" must provide at least 3 previous customers with a similar size which the "Proposers" have performed similar migrations within the last five (5) years. 8.7.2 Clients who are City and Local Government would be a plus. The migrations need to cover different combinations of World A7.3 to World Software A9.3 database changes and hardware swaps. 8.7.3 References should be given who can address either or all following phases: assessment, coordination installation, implementation, support and training. 8.7.4 References shall include: Organizations Name, Contact Persons Address, Phone Number and Email. 9. SUBMITTAL PROCEDURES 9.1 Submit ten (10) copies of your proposal to the office of the Purchasing Agent by 12:00, noon on Wednesday, May 22, 2013. 9.2 Proposers must send/deliver their completed proposals to the following person at the address below and indicate the RFP number and Firm Name on the outside of the sealed proposal: Vince M. Mejer, Purchasing Division 440 South 8th Street, Suite 200 Lincoln, NE 68508 9.3 Proposers must also complete and submit the electronic portion (Attributes and Line Item sections) of this proposal on the E-bid system. 9.3.1 Electronic submittal must be submitted before the closing date and time of this RFP. 10. INQUIRES AND QUESTIONS 10.1 Inquires or questions should be submitted by email only to Vince M. Mejer, Purchasing Agent, vmejer@lincoln.ne.gov no later than May 16, 2013 10.2 All inquiries or questions should be consolidated by each consultant and submitted prior to the deadline.