City of Rockville RFI 08-18 RFI for ERP Software and Services
City of Rockville Rockville, Maryland
REQUEST FOR INFORMATION For Enterprise Resource Planning (ERP) Software, and Implementation and Integration Services
Responses Due by 2:00 P.M. Eastern Time, Friday, September 8, 2017
ISSUED BY: Jessie J. Woods, Senior Buyer Procurement Division City of Rockville, City Hall 111 Maryland Avenue Rockville, Maryland 20850 Phone: (240) 314‐8430 Fax: (240) 314‐8439
Any individual with a disability who would like to receive the information in this publication in another form may contact the ADA Coordinator at 240‐314‐8100, TDD 240‐314‐8137
MFD Outreach Program It is the intent of the City of Rockville to increase opportunities for minority, female and disabled (MFD) owned businesses to compete effectively at supplying goods, equipment, and services to the City, within the constraints of statutory purchasing requirements, departmental needs, availability, and sound economical considerations. Suggested changes and MFD enhancements to this solicitation’s requirements for possible consideration and/or inclusion in future solicitations are encouraged.
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Table of Contents
1.0 INTRODUCTION ...... 3 1.1 Intent of RFI ...... 3 1.2 Purpose ...... 3 1.3 About the City of Rockville ...... 4 1.4 Background ...... 4 1.5 Anticipated ERP Functionality ...... 6 2.0 INFORMATION REQUESTED ...... 8 2.1 Software Functional Scope ...... 8 2.2 Technical Delivery Scope ...... 9 2.3 Implementation Services Scope ...... 9 2.4 Preliminary Implementation Timeline and Phasing ...... 10 3.0 INSTRUCTIONS TO RESPONDENTS ...... 10 3.1 Preferred Respondent Characteristics ...... 10 3.2 Response Address and Due Date ...... 11 3.3 Receipt and Handling of Responses ...... 11 3.4 Submittal of Pre‐Response Questions ...... 11 3.5 Site Location ...... 12 Response Delivery Requirements ...... 12 3.6 12 3.7 Contact Information ...... 13 3.8 RFI Responses Property of the City ...... 13 4.0 RESPONSE ITEMS ...... 14 4.1 Introductory Materials ...... 15 4.2 Executive Summary ...... 15 4.3 Questions Regarding Strategic Planning...... 15 4.4 Questions Regarding Software Solution ...... 16 4.5 Questions Regarding Implementation Services ...... 17 4.6 Additional Topics for All Respondents ...... 18 4.7 Response to System Requirements Matrix ...... 18 4.8 Response to Cost Schedules ...... 19 5.0 ATTACHMENTS ...... 20 5.1 System Requirements Matrix ...... 20 5.2 Cost Schedules ...... 20
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1.0 Introduction
The City of Rockville (“City”), through the Information Technology Department, is issuing this Request for Information (RFI) to gather current market information for an Enterprise Resource Planning (ERP) software system to serve as a core business application for, initially, Asset Management, Permitting, Planning, Work Orders, Inspections/Code Compliance, Licensing, and Customer Relationship Management (CRM); with optional future incorporation of Core Financial, Payroll, Human Resources, Procurement, and other functions typical of such systems. This RFI also requests information on planning the implementation of an ERP system along with integration both within the ERP and with existing systems.
1.1 Intent of RFI
Software and systems implementation vendors (“Respondents”) are strongly encouraged to respond to this RFI. The information received in response to this RFI will help determine the structure, type, and approach to implementation of an ERP system for the City. Respondent information will also be used to update and enhance the business case and funding requirements for a potential ERP system. This is not a solicitation for quotations, bids, or proposals. No contract award will result from this RFI. The City may contact Respondents, at its sole discretion, for additional information. The City shall not be obligated to contact any Respondent, to purchase goods or services related to this RFI from any Respondent, or to use the content of any response in a future RFP. Response to this RFI is NOT mandatory to be considered for any future solicitation for any ERP software or services. The City will determine, in its sole discretion, whether to proceed with a solicitation following the RFI. It is entirely the Respondent’s responsibility to remain informed of the City’s issuance of any future solicitations. The City assumes no liability for failure of Respondents to obtain and respond to any such solicitation.
1.2 Purpose
The City's purpose in issuing this RFI is to obtain information to assist City leadership in understanding current options for and approaches to meeting enterprise wide software needs to operate efficiently and effectively. Through this RFI, the City wishes to obtain information from Respondents that can assist the City to: Consider the degree to which commercially‐available ERP systems are likely to meet the City’s administrative business requirements; Consider what option would best meet the city's needs on the scale from best of breed to single vendor ERP.
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Best address the City’s urgent need to first replace legacy systems, not including typical ERP core systems which will come under later consideration; Learn more about the pros and cons of various technology options, including on‐ premise installation, hosted or managed service platforms, or software‐as‐a‐service (SaaS); Obtain representative cost estimates for ERP or equivalent software, including licensing/subscription fees, annual maintenance costs, hosting fees, and other ongoing costs that can be used for budgetary and planning purposes; Obtain planning estimates of the cost to install, configure, and deploy the ERP solution in a citywide environment, using a phased approach; Obtain planning estimates of appropriate City staffing recommended to prepare for, implement, manage, and maintain an ERP solution; Inform the composing of an effective RFP to acquire a single vendor ERP, hybrid or best of breed software and services.
1.3 About the City of Rockville
Rockville is one of the five largest municipalities in Maryland and is the seat of Montgomery County. It occupies 13.03 square miles within the metropolitan Washington, D.C. area and is located 12 miles northwest of the nation’s capital. A major portion of the prestigious I‐270 technology corridor is within the City’s corporate limits. The City employs 517 full‐time employees and has an annual budget for fiscal year 2018 of $130.3 million (total operating budget for all funds.) The City of Rockville operates under the council‐manager form of municipal government and derives its governing authority from a charter granted by the General Assembly of Maryland. The governing body is the Mayor and Council, which formulates policies for the administration of the City. The Mayor and Council are comprised of a mayor and four councilmembers all directly elected at large for four‐year terms. The City Manager is appointed by the Mayor and Council to serve as the City’s Chief Executive Officer. The City provides a full range of services including: public safety; zoning and planning; one‐stop location for licenses, permits, and inspections; water, sewer, stormwater, and refuse and recycling services; snow removal, leaf collection, street maintenance, and other public works functions; recreation and parks services; and special programs for senior citizens, youth, and low‐income residents.
1.4 Background
The City needs to immediately replace its legacy systems for asset management, permitting, work orders, inspections/code compliance, and licensing. Other current systems and
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applications will be maintained or will be considered for integration with the new ERP system at a later date. The following table summarizes the existing systems and future plans for them.
System/Application Current Plan Permitting, Code Tidemark Advantage (3.5.3) Replace now Enforcement, Licensing Asset Management, Work Hansen 7.7 Replace now Orders CRM Custom SharePoint App Replace now Core Financial (General CGI – AMS Advantage Future consideration for ERP Ledger, AP, AR, Payroll, Procurement, etc.) Budgeting MS Excel Future consideration for ERP Time & Attendance Kronos Future consideration for ERP Utility Billing Harris/Govolution Replacement in process; future consideration for ERP Fleet Management Faster Maintain Recruitment and Staff NeoGov Maintain Performance Evaluation
Legislative Meeting Agenda Accela Legislative Maintain and Video Management Management GIS Esri Maintain and integrate with other systems
The current Tidemark permitting and Hansen asset management systems are used by several City departments including Community Planning and Development Services (CPDS), Public Works (PW), Recreation and Parks, and Police. Each department has their own approvals, workflows and data criteria tracking needs.
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Estimated System Users by Function Estimated Module License Counts Asset Management Wastewater Systems, Facilities, Storm water Systems, Streets 114 and Traffic Control devices, Signage, Water Distribution Systems, and Work orders Permitting Planning, Permitting, Inspections & Code Enforcement 142 Licensing & Case Management Business Licensing (i.e. Rentals, Animal Licensing, Parking 34 Permits, Professional/Occupational Licensing) Mobile Applications Inspections and Work orders 94 Citizen Web Portal Service requests, permits and licensing submissions 133
1.5 Anticipated ERP Functionality
The anticipated scope for initial ERP software functionality includes but is not limited to: Land Management and Permitting o Planning o Permitting o Inspections o Code Enforcement Licensing o Rental property o Animals o Professional/Occupational Asset Management o Utilities (water, wastewater, stormwater) o Facilities o Parks and Forestry
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o Streets and signage o Traffic Control o Environmental Assets o Equipment/tools o Vehicles Customer Relationship Management (CRM) o Service Requests o Work Orders o License and Permit Submissions Mobile Access o Inspections o Work Orders Report Design Tool o Easy design of reporting for all systems/modules. Public Facing Portal o For applicant/public to view service request, permit, and license information and status, initiate actions, purchase permits online, and make online plan submissions. Configurable Workflow Engine o For configuring business processes Application Programming Interfaces (API) o Adapter development kits or similar enterprise application integration (EAI) tools to facilitate data transmission and exchanges with other systems or modules.
The scope for anticipated future functionality includes but is not limited to the following new systems or existing systems which are not yet due for replacement: Core Financials (existing) Procurement and Logistics (new) Human Resources and Payroll (existing) Timekeeping (existing)
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Utility Billing (existing) Document Management (new) Construction Contract and Project Management (new)
2.0 Information Requested
The City seeks information from Respondents to assist in establishing an ERP initiative that will: Provide state‐of‐the‐art replacements to legacy permitting (Tidemark Advantage 3.5.3) and asset management (Hansen 7.7) systems which, where appropriate and practical, integrate with other existing enterprise systems such as finance, utility billing, human resources/payroll, GIS, etc.; Provide for replacement systems and new systems over time that integrate with the ERP; Eliminate department and system specific “shadow” systems, such as MS Excel spreadsheets, MS Access databases, manual reports, and forms that staff use because our current enterprise systems do not meet their needs; Reduce duplicative data entry; Simplify and standardize processes; Reduce manual processes; Eliminate multiple sources of the same data, information, and other electronic content; Improve or upgrade reporting tools; Integrate core ERP systems and other systems beyond the core.
2.1 Software Functional Scope
The City seeks information about resources available in the market to meet the system and software needs described, options for the underlying technical infrastructure supporting those systems, and best practices in implementation and integration. Within the context of eventually replacing all existing systems over time, the City would like guidance regarding the best path forward on the scale from single vendor ERP to best‐of‐breed. Any information that will help the city understand the feasibility of the following goals would be helpful: best practices inherent in the software can be adopted by the City with minimal or no customization of the underlying software, implementation and integration strategies allow the organization to successfully deploy and adapt to the new software and business processes,
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strategically and successfully implement asset management, permitting and related systems before core financial and human resources systems, Respondents offering ERP software solutions are invited to respond to the narrative questions in Sections 4.3 (Questions Regarding Strategic Planning, 4.4 (Questions Regarding Software Solution), 4.6 (Additional Topics for All Respondents), and Attachment 5.1 (System Requirements Matrix). For those elements of functional scope that are not supported by the Respondent’s software, Respondents are encouraged to provide information about or alternative approaches to meet the functional scope.
2.2 Technical Delivery Scope
Although the City has previously maintained citywide systems in an on‐premise City data center, the City wishes to learn about the advancement of technical alternatives and potential benefits and limitations of possible hosted, managed service, cloud‐based, or SaaS technical delivery models. At this time, the City will not commit to any specific technical delivery scope. Instead, the City wishes to use the RFI as an opportunity to better understand the current status of these alternatives and the likely state of the market when the City may initiate a formal procurement process in the future. Through this RFI, Respondents are encouraged to communicate the advantages of the various deployment options that may be available for the ERP software solution and the planned future direction of products to support or transition to alternative deployment models in the future. Respondents are invited to respond to narrative questions in Sections 4.3 (Questions Regarding Strategic Planning and 4.4 (Questions Regarding Software Solution).
2.3 Implementation Services Scope
The City seeks information about a comprehensive set of services that ensure ERP project success. These services would likely include: Project Management; Business Process Redesign; Software Configuration; Keeping existing systems running until migration is complete; Development: o Enhancements and Modifications (if applicable), o Integration, Automated Interfaces, or Scripts, o Custom Reports, Queries, and Forms,
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o Custom Workflows, o Data Conversion; and o Workaround Development (as may be needed for SaaS solutions); Security Configuration; Testing; Organizational Change Management and Communications; System Administrator Training; End‐User Training; Documentation; Knowledge Transfer; Deployment (Roll‐Out) Support; and Post‐Implementation Support. Respondents are invited to respond to narrative questions in Section 4.4 (Questions Regarding Software Solution),
2.4 Preliminary Implementation Timeline and Phasing
The City seeks information about: typical, cost effective and realistic timeliness for implementation of ERP initiatives for comparable organizations, best practices on parallel versus serial implementation of ERP phases. alternative timelines or phasing that would possibly reduce the cost and/or risk associated with the overall project.
3.0 Instructions to Respondents
3.1 Preferred Respondent Characteristics
It is desired that the Respondents meet the following criteria: ERP Software Respondents
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While the permitting and asset management components may or may not be provided by the same ERP software provider, the City acknowledges that certain specialized functions may require third‐party software solutions. The City prefers that a core component of the Respondents’ proposed ERP software has been implemented and in production for a U.S. local government (city, town, or county) of approximately the same size and complexity as Rockville.
ERP Systems Implementation and Integration Respondents The City prefers that systems implementation and integration Respondents be certified by one or more ERP software providers to implement software suites capable of meeting the City’s overall business requirements. The City prefers that systems implementation and integration Respondents have successfully implemented an ERP software solution for a U.S. local government (city, town, or county) of approximately the same size and complexity as Rockville.
3.2 Response Address and Due Date
Sealed responses addressed to the City of Rockville, Maryland are to be received at Rockville City Hall, Procurement Division, Attention: Jessie Woods, Senior Buyer, 111 Maryland Avenue, Rockville, Maryland 20850 until 2:00 PM (Eastern), on Friday, September 8, 2017. No responses will be accepted after that time.
The City will not accept fax responses or responses sent via e‐mail. All faxed or e‐mailed responses will be rejected and returned.
3.3 Receipt and Handling of Responses
The respondent assumes full responsibility for the timely delivery of the response to the designated location. Responses delivered to any other office or location will not be considered.
3.4 Submittal of Pre‐Response Questions
Prospective respondents are requested to submit any questions no later than 5:00 PM (Eastern), on Wednesday, August 16, 2017, to Jessie Woods, Senior Buyer, via e‐mail at [email protected]. Oral answers to questions relative to interpretation of requirements or the response process will not be binding on the City.
To ensure fair consideration for all respondents, any interpretation made to prospective respondents will be expressed in the form of an addendum to the specifications, if such information is deemed necessary for the preparation of responses or if the lack of such
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information would be detrimental to the uninformed respondent. Such addendums, if issued, will be posted at the address listed below: http://rockvillemd.gov/bids.aspx#bids
3.5 Site Location
Primarily Rockville City Hall, 111 Maryland Avenue, Rockville, Maryland 20850. Response Delivery Requirements
3.6 Response Delivery Requirements
3.6.1 Preparation Costs
All costs incurred during response preparation or in any way associated with the response’s preparation, response, or submission shall be the sole responsibility of the Respondent and will not be reimbursed by the City. Furthermore, there is no guarantee that a procurement of ERP software and/or implementation services will take place as a result of this RFI.
3.6.2 Submission of RFI Response
Each respondent must submit their RFI response in accordance with all stipulations listed below: Each service provider must submit a total of seven (7) copies by 2:00 p.m. Eastern Time on Friday, September 8, 2017 to the City, as follows: Five (5) bound copies, one (1) unbound copy, and one (1) electronic copy (USB or thumb drive) to: Jessie Woods, Senior Buyer City of Rockville Procurement Division 111 Maryland Ave. Rockville, MD 20850 Email: [email protected]
Responses must be clearly labeled: Request for Information ERP. The City reserves the right to cancel this RFI at any time and for any reason without any liability to any proponent or to waive irregularities at their own discretion. The City reserves the right to accept or reject any or all responses.
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3.6.3 Receipt and Handling of Responses
The respondent assumes full responsibility for the timely delivery of the response to the designated location. Responses delivered to any other office or location will not be considered.
3.6.4 Projected Timetable
The City anticipates following the tentative schedule shown below.
Event Date and Time Release RFI August 7, 2017 Pre‐Response Questions Due August 16, 2017, 5:00 pm Eastern Time Q&A Responses Posted August 23, 2017 RFI Reponses Due September 8, 2017, 2:00 pm Eastern Time
The City reserves the right to modify this schedule at the City’s discretion. Notification of changes in the response due date would be posted on the City website or as otherwise stated herein.
All times and dates are Eastern Time.
3.7 Contact Information
Questions regarding this Request for Responses should be submitted to: Jessie Woods, Senior Buyer City of Rockville Procurement Division 111 Maryland Ave. Rockville, MD 20850 Email: [email protected] Phone: 240‐314‐8430
Any questions received by the City of Rockville that affect the Request for Information process will be issued as addenda by the City of Rockville.
3.8 RFI Responses Property of the City
All materials submitted in response to this RFI become the property of the City. The responses may be open for review by the public in accordance with the Maryland Public Information Act
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(MPIA). By submitting a response, the Respondent acknowledges and accepts that contents of the response and associated documents may become available to the public, except items that have been identified as proprietary by the respondent. Respondents shall label all information deemed proprietary or confidential in their response. The City is not obligated to conduct subsequent discussions with any Respondent to this RFI, and reserves the right to conduct discussions regarding its subject matter with firms that do not respond to this RFI.
4.0 Response Items
The City invites Respondents to include the following sections in their response, referencing the same numbering system as used in this section. The information provided should address the specific response item and be informative and concise. Note that Section 4.4 (Questions Regarding Software Solution) and Attachment 5.1 (System Requirements Matrix) are specific to providers of ERP software. Section 4.5 (Questions Regarding Implementation Services) is specific to providers of implementation services. For Respondents replying as both providers of ERP software and implementation services, all Sections and Attachments may be completed. A. For each RFI question, please restate the question before your response. If printed matter is supplied as supplemental information, please make sure that the supplemental information is appropriately marked with the corresponding section number to which it applies. B. Regarding Section 4.4 (Questions Regarding Software Solution), implementation services may choose to refer to one or more software solutions with which they have experience and which are suitable to the needs presented in the RFI. C. All questions and statements must be answered in the order asked.
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4.1 Introductory Materials
4.1.1 Title Page or Cover. The title page or cover must include the RFI number and title, the RFI due date and time, and the Respondent name and address.
4.1.2 Table of Contents. Each response shall be submitted with a table of contents that clearly identifies and denotes the location of each section and sub‐section of the response. Additionally, the table of contents should clearly identify and denote the location of all attachments to the response.
4.2 Executive Summary
In the Executive Summary, the Respondent should condense and highlight the contents of the response in such a way as to provide the City with a broad understanding of the information provided. The maximum length of the Executive Summary should be five pages. This section of the response is intended to provide a clear and concise understanding of key aspects of the response as follows: Statement as to whether the Respondent is providing information about ERP software, ERP implementation services, or both; Summary of best practices, recommended strategies and lessons learned that provide “best value” solutions for the City; and Discussion of the Respondent’s prior experience with ERP solutions and/or services relevant to the City of Rockville.
4.3 Questions Regarding Strategic Planning
Given the size and resources of the City of Rockville, is the acquisition, implementation, and management of a comprehensive single‐vendor ERP solution a realistic objective? Are there other solutions involving either a single‐vendor core ERP system supplemented by best‐of‐breed solutions, or a broad set of best‐of‐breed solutions that will better serve the City’s needs and capabilities? What are typical and effective solutions used by other cities of Rockville’s size? What City staffing needs will the proposed solutions require for implementation and long‐term management?
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4.4 Questions Regarding Software Solution
4.4.1 Solution Overview. With reference to Sections 1.4 (Background) and 2.1 (Software Functional Scope), provide an overview of the Respondent’s recommended options for software components or modules to meet the City’s requirements, with emphasis on choices among single vendor ERP, best‐of‐breed, or a hybrid of both, where integration between vendor solutions will be an expectation. Highlight any third‐party products included in the solution, with an explanation of why these products are the recommended option. This section is intended to be a high‐level overview of the solution offered.
4.4.2 Technical Platform. Describe the recommended technical delivery platform for the proposed solution. As appropriate, describe the architecture that supports the solution, and critical technical components that are required. If the proposed solution can be offered on multiple platforms (e.g., on‐premise or hosted), provide a brief description of other platforms available. Discuss advantages or disadvantages that the City should consider when selecting the technical platform.
4.4.3 SaaS Functionality. Some governments may be hesitant to adopt SaaS functionality due to concerns that, in general, current public sector functionality and security of SaaS products is not as mature as traditional on‐premise licensed software and may not meet the breadth of functional needs across an organization. What approach would you suggest to leverage the best products available at the implementation start date with a roadmap to take advantage of cloud/SaaS solutions as they become more robust in the future?
4.4.4 Product Summary. Respondents should provide software solution options which support the requirements as detailed previously in this document. For those elements of functional scope that are not supported by a particular vendor’s offerings, third‐party products, or suggestions of alternative approaches to meet the functional scope are encouraged.
4.4.5 Unique Requirements. The City desires to avoid customization of baseline software and adopt the business practices inherent in the software. However, the City may have business requirements that are unique to the City. With this understanding, describe your approach to addressing client‐specific needs within your solution with regard to creating, configuring, and modifying business process models and workflows for business transactions based on business rules.
4.4.6 Test Environment. The City would like to know if it is generally possible to operate a test environment separate from the production environment for the purpose of testing and training and, if so, if this would generally require additional cost.
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4.4.7 Software Maintenance. Referring to any proposed software solutions, please describe how the software is to be maintained with respect to routine updates (e.g., patches and fixes) to more significant upgrades (e.g., new functionality and/or technical capabilities) and whether the customer or the vendor will control these changes.
4.4.8 Source Code. Is it a reasonable request to ask for source code should the software vendor cease operations?
4.5 Questions Regarding Implementation Services
4.5.1 Project Management Methodology. Describe effective implementation and project management methodology.
4.5.2 Project Staffing. Describe approaches to staffing ERP implementation projects that support success (e.g., use of on‐site vs. off‐site and full‐time vs. part‐time resources and how those resources are coordinated to work effectively with the City project team).
4.5.3 Project Roles. Based upon the planned scope and timeline of the project defined by the City, describe the roles and positions that would typically be expected of the customer organization
4.5.4 Installation. Describe the typical installation process.
4.5.5 Interface Development and System Integration. Describe how interfaces between new and existing system are developed, tested, and documented toward achieving optimum practical system integration. Please also provide feedback on the effort and practicality of establishing interfaces between new/replacement systems and existing systems scheduled for replacement at a later date.
4.5.6 Data Conversion and Migration. Describe the process for successful conversion of historical data from existing systems and migration to new systems.
4.5.7 Reporting. Describe the approach for the creation of custom reports and the configuration of standard reports during the implementation process.
4.5.8 Business Process Workflows. Describe what business process workflow documentation is required for implementation in new systems. Further, describe any assistance which is available to document or assess existing business process workflows and to migrate them to new systems with improvements as necessary or appropriate.
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4.5.9 Testing Tools. Describe any tools and enablers included in your implementation approach that facilitate thorough and efficient functional testing of the ERP system.
4.5.10 Organizational Change Management. Describe your approach to organizational change management and communications for a citywide ERP project to prepare users for new system adoption. Include in the description any deployments of social media or marketing approaches to reach a broader audience of stakeholders.
4.5.11 Training. Describe your approach to training the City project team and system end users. Include perspectives on train‐the‐trainer versus consultant led training delivery, and any successes or lessons learned from computer based training approaches to effectively train remote or large numbers of end users.
4.5.12 Timeline Recommendations. Describe any recommended changes to the City’s deployment strategy and timeline based on your experience with similar projects in the public sector. The City would like to consider alternatives that may result in cost savings, risk reduction, or other strategic benefits.
4.6 Additional Topics for All Respondents
4.6.1 Pre‐Implementation Activities. Describe any suggested activities that the City could complete prior to the start of the implementation project that would accelerate or facilitate the implementation effort.
4.6.2 RFP Contents. To assist the City in composing an effective RFP, please provide feedback on the following.
Guidance on the appropriate level of detail and extensiveness of business and technical requirements to be presented in an RFP.
Describe what, if any, documentation of existing business process workflows is appropriate to include in an RFP.
Guidance with regard to whether software products and implementation services should be in same or separate RFP documents.
4.7 Response to System Requirements Matrix
Provided for review as Attachment 5.1 is an early draft of a detailed system requirements matrix for a number of functional categories to be served by ERP solutions. This requirements
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matrix will be included in its final form in an RFP with the intention that proposals will address each line item for how it is supported in the proposal. For the purpose of this RFI, Respondents are requested not to address each line item, but to provide feedback on the extent and level of detail of system requirements to make for effective and complete proposals to best serve the assessment process by the City.
4.8 Response to Cost Schedules
Attachment 5.2 (Cost Schedules) is a required component of the Respondent’s reply and shall be submitted using the Excel format provided. As the project scope and timeline will be further refined in any subsequent RFP, Respondents will not be constrained in any way regarding estimated costs submitted as part of this RFI. The City is seeking the best estimates of ERP software and implementation costs that can be obtained based upon the information provided in this RFI. The City intends to view these responses as planning estimates to assist in validating or refining anticipated expenditures. This is an important step in the City’s plan to confirm funding for the project, and Respondents’ diligence in providing your best estimates is appreciated. Instructions for completion of the applicable cost schedules are included in the Excel file. Other response items and guidance regarding cost are listed below.
4.8.1 Software Costs. In addition to the cost schedules, describe the pricing model used for the estimated cost provided in your response. Discuss the typical payment terms and the method of determining future cost adjustments on a year over year basis (e.g., general price increases, changes in user counts).
4.8.2 Services Costs. Due to the significant cost of ERP implementation services and the anticipated project timeline spanning multiple fiscal years, the City would like to understand not only the total approximate cost of implementation services but also the likely distribution of those costs. Estimated implementation costs should be presented by major project phase (see Section 2.1, Software Functional Scope) in accordance with the Respondent’s general experience with projects of this type.
In addition to the cost schedules, describe the Respondent’s approach to establishing a payment schedule and typical payment terms applied during an implementation project.
4.8.3 Cost Assumptions. In addition to the organizational metrics provided in Section 1.4 (Background), list any other key assumptions used in the Respondent’s estimated cost response.
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5.0 Attachments
5.1 System Requirements Matrix
The system requirements matrix is to be referenced per the instructions in Section 4.7 (Response to System Requirements Matrix).
5.2 Cost Schedules
The cost schedules must be submitted in Excel format per the instructions in Section 4.8 (Response to Cost Schedules).
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