State of West Virginia Request for Proposal for Enterprise Resource Planning (ERP) Software and Services RRFFPP ## FFAARR222266000055 January 14, 2011 State of West Virginia RFP # FAR226005 TABLE OF CONTENTS SECTION ONE: GENERAL INFORMATION ......................................................... 1 1.1. Purpose ............................................................................................. 1 1.2. Vendor Bound by Terms .................................................................... 1 1.3. Schedule of Events ............................................................................ 1 1.4. Pre-Bid Conference ........................................................................... 2 1.5. Inquiries ............................................................................................. 3 1.6. Verbal Communication ...................................................................... 3 1.7. Addenda ............................................................................................ 3 SECTION TWO: PROJECT SPECIFICATIONS ..................................................... 4 2.1. Location ............................................................................................. 4 2.2. Background and Current Operating Environment .............................. 4 2.3. Qualifications and Experience ......................................................... 32 2.4. Project and Goals ............................................................................ 32 2.5. Mandatory Requirements ................................................................ 33 2.6. Oral Presentations and Software Demonstrations ........................... 34 2.7. Anticipated ERP Functionality and Implementation Phasing ........... 35 2.8. State Participation ........................................................................... 38 2.9. Items for Special Consideration ....................................................... 40 2.10. Services to be Provided ................................................................... 67 SECTION THREE: VENDOR PROPOSAL .......................................................... 97 3.1. Economy of Preparation .................................................................. 97 3.2. Incurring Cost .................................................................................. 97 3.3. Proposal Format .............................................................................. 97 3.4. Proposal Submission ..................................................................... 119 3.5. Purchasing Affidavit ....................................................................... 119 3.6. Resident Vendor Preference ......................................................... 120 3.7. Technical Bid Opening .................................................................. 120 3.8. Cost Bid Opening .......................................................................... 120 3.9. Functional and System-wide Requirements Submission ............... 120 3.10. Discussion and Final Offer ............................................................ 120 SECTION FOUR: EVALUATION AND AWARD ................................................ 122 4.1. Evaluation Process ........................................................................ 122 4.2. Evaluation Criteria ......................................................................... 122 4.3. Independent Price Determination .................................................. 123 4.4. Rejection of Proposals ................................................................... 123 4.5. Vendor Registration ....................................................................... 123 SECTION FIVE: CONTRACT TERMS AND CONDITIONS ............................... 124 5.1. Contract Provisions ....................................................................... 124 5.2. Public Record ................................................................................ 124 5.3. Conflict of Interest .......................................................................... 124 RFP for ERP Software and Services Page i January 14, 2011 State of West Virginia RFP # FAR226005 5.4. Vendor Relationship ...................................................................... 124 5.5. Term of Contract and Renewals .................................................... 125 5.6. Non-Appropriation of Funds .......................................................... 126 5.7. Changes ........................................................................................ 126 5.8. Price Quotations ............................................................................ 126 5.9. Invoices and Progress Payments .................................................. 126 5.10. Contract Termination ..................................................................... 126 5.11. Special Terms and Conditions: ...................................................... 127 5.12. Record Retention (Access and Confidentiality) ............................. 128 APPENDICES: ................................................................................................. 129 Appendix A - Vendor Response Sheet .................................................. 130 Appendix B - Mandatory Specification Checklist ............................. 132 Appendix C - Cost Schedules .................................................................... 134 Appendix D - Sample Payment Schedule .............................................. 135 Appendix E - Application Architecture Questionnaire .................... 136 Appendix F - Glossary of Terms, Abbreviations, and Acronyms .. 140 Appendix G - Inventory of State Applications ..................................... 151 Appendix H - Inventory of WVDOT Applications ................................. 161 Appendix I - Data Conversion ................................................................... 171 Appendix J - Interfaces .............................................................................. 176 Appendix K - ERP System Production Support ................................... 209 Appendix L - ERP System Operations Environment .......................... 218 Appendix M - Functional and System-wide Requirements .............. 223 RFP for ERP Software and Services Page ii January 14, 2011 State of West Virginia RFP # FAR226005 TABLE OF EXHIBITS Exhibit 1: Schedule of Events ......................................................................................... 1 Exhibit 2: Owners and Stakeholders by Business Process .......................................... 6 Exhibit 3: High Level ERP Governance Structure .......................................................... 8 Exhibit 4: Central vs. Agency COA Control .................................................................. 10 Exhibit 5: WVFIMS Coding Elements ............................................................................ 11 Exhibit 6: High Level As-Is Model of WVDOT Core Administrative Systems ............. 20 Exhibit 7: As-Is Relationship Model of Core State Administrative Systems .............. 22 Exhibit 8: Diagram of Legacy System Interfaces ......................................................... 23 Exhibit 9: WVOT Hardware and Network Environment ................................................ 25 Exhibit 10: Matrix of Major Technologies Supporting WVOT Systems ...................... 27 Exhibit 11: High Level Overview of the SAO IS&T Network Environment .................. 28 Exhibit 12: High Level Overview of the STO Hardware and Network Environment ... 30 Exhibit 13: Enterprise and Other Key System Users ................................................... 31 Exhibit 14: WVFIMS Transaction Volumes ................................................................... 31 Exhibit 15: Anticipated ERP System Functionality ...................................................... 36 Exhibit 16: Preliminary ERP System Implementation Phasing ................................... 37 Exhibit 17: Anticipated ERP Project Timeline .............................................................. 38 Exhibit 18: State Staffing Chart ..................................................................................... 38 Exhibit 19: Proposed COA Coding Block ..................................................................... 41 Exhibit 20: West Virginia Budget Calendar .................................................................. 47 Exhibit 21: Interface Responsibility Matrix ................................................................... 78 Exhibit 22: Data Conversion Responsibility Matrix ...................................................... 83 Exhibit 23: Technical Proposal Structure Outline ........................................................ 97 Exhibit 24: Sample Format for One-Page Software Modules Summary ................... 101 Exhibit 25: Format for Vendor and State Project Team Summary ............................ 106 Exhibit 26: Format for Vendor Personnel Summary Table ........................................ 109 Exhibit 27: Format for Technical Environments to Be Provided ............................... 112 Exhibit 28: Cost Proposal Format Outline .................................................................. 114 Exhibit 29: Sample Payment Schedule ....................................................................... 135 Exhibit 30: Recommended Architecture Cost Summary ........................................... 137 Exhibit 31: Inventory of State Systems Identified for Potential