______________________________________________________________________ REQUEST FOR PROPOSAL Microsoft Dynamics Consulting Services No. FY19-0005 (Note: this version of the RFP has been updated to extend the proposal due date to Tuesday, November 20, 2018, 12:00 p.m. (CST)). Page 1 of 18 TABLE OF CONTENTS I. Summary.………..…………………………………………………………………………………….…………………....3 II. Background ..................................................................................................................... 3 III. Scope of Work ................................................................................................................ 3 IV. Timeline ......................................................................................................................... 5 V. Contact ............................................................................................................................ 6 VI. Term of Engagement ..................................................................................................... 6 VII. Submission Guidelines .................................................................................................. 6 VIII. Proposal Content ......................................................................................................... 6 IX. Written Questions ........................................................................................................ 12 X. Proposal Evaluation ...................................................................................................... 12 XI. Finalist Presentations ................................................................................................... 14 XII. RFP Withdrawal or Modification ................................................................................ 14 XIII. Incomplete Proposals ................................................................................................ 14 XIV. Selection of Winning Bid............................................................................................ 15 XV. Reimbursement for Proposal Preparation ................................................................. 15 XVI. Quiet Period ............................................................................................................... 15 XVII. RFP Limitations and Conditions ................................................................................ 15 XVIII. Minority Affiliation .................................................................................................. 16 XIX. Waiver of Claims ........................................................................................................ 17 XX. Contract Negotiations ................................................................................................. 17 XXI Notice Regarding Illinois Public Records Laws ............................................................ 17 XXII Most Favored Terms .................................................................................................. 17 XXIII Agreement and Approval .......................................................................................... 18 Page 2 of 18 I. SUMMARY This Request for Proposal (“RFP”) is being issued by the Public School Teachers’ Pension and Retirement Fund of Chicago (“CTPF” or the “Fund”) to solicit proposals from qualified and authorized Microsoft Dynamics consultants (“Bidder” or “Consultant” or “Firm” or “Respondent”), to provide service quotes. If you are interested in the proposed engagement, we welcome proposals from qualified firms. Respondents must satisfy the qualifications and requirements outlined herein. II. BACKGROUND Established by the Illinois General Assembly in 1895 as the Public School Teachers’ Pension and Retirement Fund of Chicago, CTPF administers a multi-employer defined benefit public employee retirement fund. CTPF is administered in accordance with Illinois Compiled Statutes (ILCS) Chapter 40, Articles 1, 17, and 20. CTPF is governed by a Board of Trustees made up of twelve (12) members. The Board of Trustees oversees the Fund’s benefit programs, approves all benefits, makes investment decisions, and provides general operational oversight. For more information about the Fund, please visit www.ctpf.org. III. SCOPE OF WORK CTPF is seeking proposals from qualified Respondents that include comprehensive plans and details for fulfilling the requirements laid out in this RFP. The proposal should include information and details on the Respondent’s plan to provide the requested services and complete the following tasks: Support for current day-to-day Microsoft Dynamics SL processes, including the following currently utilized modules: o Accounts Payable o Accounts Receivable o General Ledger o Administration o Quick Query Evaluation of current Dynamics SL processes, including current-state workflow documentation, for purposes of determining its suitability for CTPF. Evaluation of CTPF processes as a whole, including current-state workflow documentation where applicable, with goal to make determination on which processes outside of those currently conducted in Dynamics SL could be moved into Dynamics SL, or another Dynamics product. Page 3 of 18 Support for any potential upgrade to the Dynamics SL, a potential transition to a new Dynamics product, or transition of new processes into Dynamics SL or another platform. Please describe areas or processes, not included in the scope of this engagement that your firm may examine in order to provide a more complete and thorough solution. The following information should be used to determine the scope of this agreement and provide applicable pricing for each requested category of the proposal. CTPF reserves the right to select all or some of license products and services listed below that best match its needs and budget for the project. A. Scope of Agreement and Deliverables: 1. Must conduct review, and provide workflow documentation and analysis considering best practices on current processes performed by the Fund in Dynamics SL, with goal of determining which Dynamics product is the most suitable for CTPF. If a determination is made that another product would better suit the fund, the past two SOC reports, or another certification or report to attest to the firm’s internal controls will be required from the firm. 2. Must conduct review, provide workflow documentation as necessary, and provide analysis considering best practices on current processes performed by CTPF outside of Dynamics SL, with goal of determining which processes could be performed in Dynamics SL, or the product determined to be most suitable for CTPF. 3. Must display ability to provide regular service and support for the Fund’s day-to-day use of Dynamics SL as needed, especially in times of special projects, upgrades or other potential situations. 4. Must provide dedicated support representative, with guarantees on service request turnaround times. Proposal must include names and titles of representatives, and details on service guarantee timelines. B. Other Considerations: 1. Microsoft Gold or Silver Partner preferred. 2. Authorized Microsoft Dynamics Partner and Solutions Provider offering consultative, training, customization and support services for all Dynamics modules and processes used by the Fund. 3. History of working with pension fund and other NPO's is desirable. 4. CTPF requires support when and if any is needed in conducting implementations, creating customizations, updating configurations, and conducting any necessary testing. 5. CTPF may require an evaluation of its current practices with relation to Microsoft Dynamics SL to be suitable for CTPF, provide information on industry best practices, and information on fit of cloud versus on premises solutions. Page 4 of 18 6. Consulting knowledge and support is needed with the ability to assist in the following modules and processes: a. Accounts Payable b. Accounts Receivable c. General Ledger d. Budget Reporting e. Automation projects and recommendations for automation potentials f. SQL customizations g. Report customizations h. Quick Query customizations i. Security management plan j. Audit trail reports k. Training as needed 7. CTPF may require consulting assistance with relation to Microsoft Dynamics SL and processes performed therein not stated in this RFP. C. Proof of Technology (PoT)/Proof of Concept (PoC): CTPF may require that finalists conduct a PoT/PoC which would require entering into a Non- Disclosure Agreement (NDA). Please include answers to the following questions regarding a potential PoT/PoC: Can you describe your process and required timeframe or lead time needed to conduct a PoC/PoT? Is there a fee to conduct a PoC/PoT? IV. TIMELINE EVENT DUE DATE RFP Distribution Friday, October 19, 2018 Written questions due from Friday, October 26, 2018, Respondents 12:00 p.m. (CDT) Compilation of questions and answers posted to www.ctpf.org Friday, November 9 RFP Due Date Tuesday, November 20, 2018, 12:00 p.m. (CST) Page 5 of 18 V. CONTACT Any questions concerning this RFP must be directed to: Name(s) Becky Z. Gonzales, Contract and Procurement Administrator Address Chicago Teachers’ Pension Fund 203 North La Salle Street Suite 2600 Chicago, IL 60601-1210 Phone 312-604-1202 Email [email protected] VI. TERM OF ENGAGEMENT The term of the engagement will be governed by the negotiated contract or agreement, as limited by the Illinois Pension Code and CTPF’s administrative rules. CTPF may, in its sole discretion, terminate the contract