RFP Number: RFP # IS18-14 RFP for Enterprise Resource Planning System (ERP) RFP Title: Procurement Submittal Deadline Deadline November 17, 2017 @ 4:00 PM PST Name Patricia Garcia, Buyer Submittal Form VIA EMAIL ONLY Email [email protected] RFP TIME LINE: The anticipated schedule for this RFP is as follows: Activity Date/Time RFP Issue Date October 4, 2017 Pre-Proposal Conference Call October 13, 2017, 10:00 AM – 11:00 PM PST Final Written Questions Due October 20, 2017, 4:00 PM PST Final Addenda Posted October 27, 2017 Proposal Submission Deadline November 17, 2017, 4:00 PM PST Shortlist Notification December 15, 2017 Onsite Demonstrations January 2018 Recommendation to Council March 2018 Purchasing Division 300 West Third Street Oxnard, CA 93030 (805) 385-7538 www.oxnard.org September 27, 2017 Ladies and Gentlemen: The City of Oxnard invites proposals from qualified vendors to provide all or part of an Enterprise Resource Planning solution for the City. The City will consider solutions that are Software-as-a- Service (Saas) or On-Premises systems; preference will be given to the systems where functionality is superior. Vendor’s proposals will be preferred if they are providing most, if not all, components of a complete solution, even if they are partnering with other vendors to complete their solution. This request for proposal is made up of the following sections: A. RFP Narrative, which includes the City’s General Terms and Conditions and two (2) Attachments, a sample Consulting Services Agreement and insurance requirements, B. Functional Requirements, and C. Proposal Response Forms. For your bid, you are required to return B and C in their native format as provided and completed by your firm. Proposers will be responsible to carefully examine the requirements contained herein. Proposals will be received via email only by 4:00 p.m. on November 10, 2017. A copy of the requirements, specifications and proposal documents may be obtained from the Purchasing Office or may be obtained at the City’s website: http://www.oxnard.org. Any inquiries regarding this notice should be directed to Patricia Garcia, Buyer at 805-385-7538 or email [email protected]. Your email subject must be marked “RFP – ERP SPECIFICATION & PROCUREMENT”. Proposals will not be opened publicly. If you have any questions, please call (805) 385-7538 or email [email protected]. Sincerely, Patricia Garcia Buyer City of Oxnard Table of Contents 1.0 Introduction and Vendor Instructions ......................................................................... 1 1.1 Introduction ......................................................................................................... 1 1.2 City of Oxnard Background ................................................................................. 1 1.3 Project Intent ....................................................................................................... 2 1.3.1 Scope ...................................................................................................................... 2 1.3.2 City’s Preferred Solution ......................................................................................... 2 1.3.3 City’s Objectives...................................................................................................... 3 1.3.4 Vendor Solution Preferences .................................................................................. 3 1.3.5 Project Elements ..................................................................................................... 4 1.4 Key System Functions ........................................................................................ 5 1.5 RFP Outline ........................................................................................................ 6 1.6 Proposal Process Instructions ............................................................................. 8 1.6.1 Significant Dates ..................................................................................................... 8 1.6.2 Communication with the City of Oxnard ................................................................. 8 1.6.3 Pre-Proposal Conference Call & Questions ........................................................... 8 1.6.3.1 Addenda and Interpretation ................................................................................. 9 1.6.4 Proposal Submittal .................................................................................................. 9 1.7 Definitive List of Proposal Contents ...................................................................10 1.7.1 Response Format................................................................................................. 10 1.7.2 SaaS Statement of Service .................................................................................. 12 1.8 Evaluation & Award Process ..............................................................................13 1.9 Initial Evaluation Criteria ....................................................................................14 1.10 Final Evaluation .................................................................................................14 1.11 Award of Contract ..............................................................................................14 1.12 Execution of Contract .........................................................................................15 1.13 Public Records ...................................................................................................15 2.0 BACKGROUND AND FUNCTIONAL REQUIREMENTS ..............................................16 2.1 Introduction ........................................................................................................16 2.2 Current Environment ..........................................................................................16 2.2.1 Application Systems Overview .............................................................................. 16 2.2.2 Detailed Applications System Description ............................................................ 17 2.2.3 Current Infrastructure and Systems ...................................................................... 18 2.3 Migration from the Current System ....................................................................19 2.4 Future Direction .................................................................................................20 City of Oxnard RFP for Enterprise Resource Planning (ERP) 2.4.1 Application Systems .............................................................................................. 20 2.4.2 Infrastructure and Network .................................................................................... 20 2.5 Functional Requirements ...................................................................................20 2.5.1 Overall Functional Requirements.......................................................................... 21 2.5.2 Software Functional Requirements ....................................................................... 22 3.0 HARDWARE / NETWORK REQUIREMENTS ..............................................................23 3.1 Introduction ........................................................................................................23 3.2 Architecture ........................................................................................................23 3.3 Server Hardware ................................................................................................23 3.3.1 Operating System and Related Software ............................................................. 23 3.3.2 Backup-Failover Solution ...................................................................................... 24 3.3.3 Capacity ................................................................................................................ 24 3.3.4 Upgrades and Expansion ...................................................................................... 24 3.3.5 Concurrent Operation ........................................................................................... 25 3.3.6 Server Functionality .............................................................................................. 25 3.3.7 System Backup ..................................................................................................... 25 3.3.8 Power and A/C Requirements .............................................................................. 25 3.3.9 Power and Grounding ........................................................................................... 25 3.3.10 Environmental ..................................................................................................... 26 3.3.11 Network Operating System and Protocol ............................................................ 26 3.4 Integration ..........................................................................................................26 3.4.1 System Integration and Network Equipment ........................................................ 26 3.5 End User Equipment ..........................................................................................27 3.5.1 Desktop Workstation ............................................................................................. 27 3.5.2 Bar Coding ............................................................................................................ 27 3.5.3 Scanners ..............................................................................................................