August 27, 2020 REQUEST FOR PROPOSALS (RFP) NO. 238 Consulting Services for an Enterprise Resource Planning (ERP) System Assessment, Selection, and Implementation The Chicago Metropolitan Agency for Planning (CMAP) is requesting proposals from interested consultants to conduct a needs assessment, and assist in the selection and implementation of an Enterprise Resource Planning System (ERP), as described in the enclosed Request for Proposals (RFP). CMAP will not be conducting a pre-bid information webinar, but invites potential respondents to submit questions by 3:00 p.m. on September 25, 2020 to [email protected]. Responses to submitted questions will be posted to the CMAP website RFP page by 3:00 p.m. on September 30, 2020. If your team is qualified and experienced in performing the described services, CMAP would appreciate receiving your submission as indicated in this RFP. The deadline for responding to the RFP is 3:00 p.m. on October 9, 2020. Responses should be submitted via e-mail to [email protected]. Responses submitted by individual software vendors will not be accepted. The selected consultant will be required to sign a Conflict of Interest Statement prior to the execution of any contract. Thank you, and if you have any questions, please email me at [email protected]. Sincerely, Penny DuBernat Procurement Officer [email protected] Enclosure REQUEST FOR PROPOSALS (RFP) NO. 238 Consulting Services for an Enterprise Resource Planning (ERP) System Assessment, Selection, and Implementation. The Chicago Metropolitan Agency for Planning (CMAP) invites consultants to submit proposals for RFP 238, Consulting Services for an Enterprise Resource Planning (ERP) System Assessment, Selection, and Implementation, as described in this scope of work. Please read each section carefully for information regarding the proposal and submittal instructions. SECTION 1: Background and General Information About CMAP The Chicago Metropolitan Agency for Planning (CMAP) is the region’s official comprehensive planning organization. The agency and its partners have developed and are implementing ON TO 2050, a comprehensive regional plan that builds upon its predecessor GO TO 2040, to help the seven counties and 284 communities of northeastern Illinois implement strategies that address community, prosperity, the environment, governance and mobility. See www.cmap.illinois.gov for more information. General Information As a result of responses to this RFP, CMAP plans to review submissions and conduct interviews with selected consultants it determines can best meet the requirements outlined below. Negotiations will be held on both the scope and the cost to select the consultant that CMAP believes can best satisfy its requirements at rates it perceives are reasonable for the services provided. Subject to “Reservation of Rights” below, it is anticipated that a contract will be awarded for the work described. The contract awarded will be for two years from final contract signing, with two one-year options for renewal. SECTION 2: Scope of Project and Procurement Details Project Background The Chicago Metropolitan Agency for Planning (CMAP) is seeking a qualified consultant to conduct a needs assessment for an Enterprise Resource Planning (ERP) system for the Agency. The selected consultant will evaluate current workflow processes and systems, both manual and automated, and recommend improvements. Based on the results of this work, the selected consultant will be required to assist in the development of business requirements and the identification of an appropriate ERP system. In addition, the selected consultant will be required to provide assistance in the implementation of the system and project management services for the entire project. CMAP is seeking consultant firms who have experience with multiple Tier 1 and Tier 2 ERP systems. CMAP is not seeking a consultant that has experience with only one ERP system. CMAP is a government entity located in the central business district of Chicago. CMAP is the designated Metropolitan Planning Organization (MPO) for northeastern Illinois. CMAP currently has approximately 120 employees and an annual budget of $23 million dollars. CMAP is 98% grant funded. As the MPO, CMAP’s primary funding is provided by the Federal Transit Administration (FTA) and the Federal Highway Administration (FHWA) as pass through planning funds via the Illinois Department of Transportation (IDOT). To access the federal funding, CMAP is required to provide a 20% local match. IDOT provides the required 20% local match to CMAP. CMAP also receives funding from other governmental agencies, such as the Illinois Environmental Protection Agency (IEPA) and the Illinois Department of Natural Resources (IDNR). In addition, CMAP receives funding from philanthropic organizations such as the 2 Consulting Services for an Enterprise Resource Assessment, Selection, and Implementation RFP 238 MacArthur Foundation and funding through CMAP’s local dues and contribution programs from the counties, municipalities and transit partners that comprise the northeastern Illinois region. CMAP accounting and financial model operate under a fund accounting system. The source of CMAP’s funding requires accounting, financial, procurement and reporting requirements adhere to State and Federal guidelines, Government Accountability Transparency Act (GATA), Uniform Guidance 2 CFR 200 and Governmental Accounting Standards Board (GASB), in addition to Generally Accepted Accounting Principles (GAAP). The appropriate system recommendation may be an upgrade and reconfiguration of CMAP’s current fund accounting system or it may be the selection of an entirely new system. CMAP has no preference with regard to the ultimate solution; however, it does prefer a hosted solution, SaaS (Software-as-a- Service). CMAP is also exploring the possibility of outsourcing its payroll process to a third-party vendor. Any system recommendation should factor integration with third-party payroll vendors as a component of the system architecture. In addition, the consultants should be prepared to recommend a project management solution that is part of the built design of the system or an integrated third-party application. These three preferences can be included in the recommended ERP solution or can be third- party applications that can integrate with the recommended solution. Scope of Services While it is CMAP’s goal to select a single vendor to conduct both phases described below, Phase II is to be considered optional. The need for Phase II will be confirmed or modified pending the outcome of Phase I. Phase I Needs Assessment This phase of the project will conduct a comprehensive review of CMAP’s existing processes, both manual and automated, policies and procedures. Based on the results of the needs assessment, CMAP will prioritize components it would like to develop business requirements for inclusion in a new ERP system. Focus areas include the below, however, CMAP is open to recommendations on others processes it should explore under this assessment. General Accounting (General Ledger) – The process of providing basic budgetary controls by recording transactions, tracking accounts, and maintaining journals. Also includes the development and allocation of indirect costs. Budget Preparation and Management – The process of preparing the operating budget by analyzing historical budget data, developing “what if” scenarios, developing “relative budget” (i.e. increase in salaries have Y impact on benefits) and developing forecasts. This also includes the process of budget development, implementation, maintenance and tracking. Human Resources (Human Resource Information System - HRIS) – The process of managing personnel activity from application to retirement. This includes maintaining basic demographic and address, data, budget and departmental assignment data, salary and benefit data, position management and position control, track training, and performance evaluation notification. As mentioned above, CMAP is seeking to outsource payroll administration to a third-party provider. Accounts Payable – The process of recording liabilities and payments including aging status. It is desirable to have the ability for on-line bill payments and electronic notifications to vendors of payments and payment status. 3 Consulting Services for an Enterprise Resource Assessment, Selection, and Implementation RFP 238 Accounts Receivable – The process of preparing bills, generating invoices, recording receivables and payments received including aging status. Time and Labor Reporting/Payroll – The process of recording employee time to reimburse employee expenditures. This would also include the process of tracking time and effort reporting as a component of resource management. As mentioned above CMAP is seeking to outsource payroll to a third-party provider. Procurement – The process of requisition creation and submission, contract maintenance, purchase order requisition creation and dispatch, and budgetary encumbrance (commitments) enforcement. Revenue Management – The process of recording and tracking multiple funding sources that have different matching specifications and reporting requirements. Preparing invoices for granting agencies, some of which may have differing requirements regarding allowable costs. Workflow – The process of electronically routing tasks for approval based upon an established hierarchy. Capital Asset – The process of managing physical