RFP 2017 1391 Addendum No

AC TRANSIT DISTRICT PURCHASING DEPARTMENT REQUEST FOR PROPOSALS NO. 2017-1391 FINANCIAL PLANNING AND BUDGET MANAGEMENT...

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AC TRANSIT DISTRICT PURCHASING DEPARTMENT

REQUEST FOR PROPOSALS NO. 2017-1391

FINANCIAL PLANNING AND BUDGET MANAGEMENT SYSTEM ADDENDUM No. 2 Dated December 6, 2016 The Alameda-Contra Costa Transit District (the “District”) herewith issues this Addendum No. 2 to the above referenced RFP. Except as modified below, all other terms and conditions shall remain in effect. Strikethrough texts are words deleted from original RFP text and bold/italicized/underlined texts are changes to original RFP text. A conformed version of the current RFP will be posted on the District’s website along with this Addendum. Amendments to Face Page NONE Amendments to General Contractual Conditions: NONE Amendments to the Proposal Requirements Section 1 (Summary / General Information); Paragraph 2 is modified as follows: “The District is requesting proposals for a software systems implementation and integration with the District’s Enterprise Resource Planning system (Peoplesoft) and other data sources for a subscription-based cloud purchase, implementation, and managed hosting of a Financial Planning and Budget Management System (more specifically described by reference to “Corporate Performance Management”; the domain of business intelligence software involved with managing and monitoring an organization’s performance according to key performance indicators, such as revenues, return on investment, overhead and operational costs). The solicited software system must meet the minimum qualifications outlined in Section 2. E. 3. a. on Page 8, and those evident in the sixteen “pass/fail” questions set forth at the beginning of the System Functionality Questionnaire (Pages 37-38).” Section 1 (Summary / General Information); Paragraph 3 is modified as follows: This Request for Proposal (RFP) outlines the scope of functionality required of for a proposed software solution/system, as well as information that should be included in the proposal. Section 1 (Summary / General Information); Paragraph 7 is modified as follows: To be considered, one (1) original and three (3) copies of written proposals, and one (1) CD or flash drive with an Adobe Acrobat file of the entire proposal must be submitted. The proposals shall be submitted no later than 2:00 p.m. local time on December 21, 2016 to the following address: 1

AC Transit District Purchasing Department 1600 Franklin Street, 6th Floor Oakland, California 94612 Attn: Michael Daly, Contract Specialist

Section 2A (Procurement Schedule) is modified as follows: A.

Procurement Schedule. Issue RFP Pre-Proposal Conference Deadline to Submit Questions Issue Addendum to RFP Deadline to Submit Proposal

November 23, 2016 December 1, 2016 December 2 8, 2016 December 6 9, 2016 December 16 21, 2016

Section 2B (Pre-Proposal Conference) is modified as follows: “Prelimiinary Conference. All prospective Proposers are strongly encouraged to attend the preliminary pre-proposal conference scheduled as follows: December 1, 2016, 11:00 a.m. at 1600 Franklin Street (6th Floor), Oakland, CA. Interested parties may attend remotely by calling (510) 891-5483 The Pre-Proposal Conference will consist of a discussion of the requirements and a question and answer period.” Section 2C (second paragraph) is modified as follows: Questions must be submitted no later than December 82, 2016, by 2:00 p.m. Section 2D (third paragraph) is modified as follows: “Please also submit a CD or flash drive of all documentation in Acrobat PDF format.” Section 2E 3 a. (1) is modified as follows: A responsive proposal must demonstrate that the proposed cloud-based Financial Planning and Budget Management System meets certain minimum functionality requirements and that such functionality is within the scope of the proposed implementation plan. As such, you should provide the following information: (1)

Whether your proposed software solution is being used by at least seventy-five (75) five hundred (500) customers in North America.” 2

Section 2E 3 a. (2) is modified as follows: “Whether the proposed software is built on a widely used database management system (in use at minimum 50,000 companies) such as Microsoft SQLServer.” Section 2E 3 a. (3) is modified as follows: “Whether the proposed software offers both cloud and on-premise on the same code base, and if so, whether customers have the ability to purchase on-premise and convert from on-to cloud at a later date, without rebuilding any models a public cloud (SaaS) model, a private cloud model (single-tenant), or both.” Section 2E 3 a. (4) is deleted and replaced with the following: “(4) Whether the proposed software supports LDAP integration with our Active Directory for user and group authentication.” Section 2E 3 a. (5) is modified as follows: follows: “Whether the proposed software solution supports purely browser-based user access for all functions.”s user interface for administration and end users is the same on both the software’s on premise and cloud versions.” Section 2E 3 a. (8) is now modified as follows: “Whether the proposed system solution provides full private cloud hosting with 24/7 monitoring and a minimum 12 hour/weekday customer support.” Section 2E 3 a. (9) is now modified as follows: “Whether the proposed system solution includes all required system maintenance your firm’s hosting is able to host the on-premise product and maintain the application , including any and all system and software updates.” Section 2E 3 a. (10) is now modified as follows: Whether the proposed cloud solution is hosted within SOC 2 compliant datacenter(s) that are within the United States. Section 2E 3 a. (11) is now modified as follows: “Whether the proposed system solution your firm’s hosting is able to offer includes server redundancy, a failover site, capability or an alternative or other mechanisms to minimize server system downtime. Section 2E 3 a. (12) is now modified as follows: “Whether your firm supports at least 30 customers using the proposed system solution your hosting and environment management service.” 3

Section 2E 3 c. (1) is modified as follows: “(1) License Fees. Proposed product licensing fees, if any, must include any and all required modules (BI, reporting, etc.). Section 2E 3 c. (3) is modified as follows: “(3) Hosting Cloud/Operating Fees Please i Include in your Cost Proposal a hosting the proposed subscription or operating fees. Provide firm fixed prices for the first three years and explain the cost growth mechanism. Delineate and explain fixed vs. variable costs. List staff categories and hourly rates for optional functional/technical support services. comprised of specific line items for server OS licensing, technical specifications (e.g. processor(s), storage, RAM) of virtual or physical servers proposed, and any assumed bandwidth charges. If the option to pay for additional servers or bandwidth is available, please list the incremental pricing structure.” Section 2E 3 c. (4) is deleted in its entirety as follows: “(4) Maintenance and/or Support Fees Please assume a three year support and maintenance commitment for the purposes of your Cost Proposal, and include any discounts offered for prepayment of such a three year commitment.” Amendments to the Contract Requirements Section 12A (General Project Description) is modified as follows: “AC Transit is requesting proposals from suitable firms for a software systems implementation and integration with the District’s Enterprise Resource Planning system (PeopleSoft) and other data sources for a subscription based cloud that offer licensing and managed hosting of a financial planning and budgeting system. The District’s current budgeting process includes aggregation of Excel files that are built using data from our PeopleSoft Financials system. Additional organizational information is also available in separate data systems, such as: Hastus, our route scheduling software; OTS, our bus operator payroll system; PeopleSoft HCM, our Human Resources ERP; and FleetWatch, our fleet logistics data system.” Section 12B, Milestone 2 (on Page 18) is modified as follows: “ Milestone 2: Develop a Software Installation Configuration Plan The Contractor shall develop a software installation configuration plan that will be approved by the AC Transit Project Manager. The installation configuration plan will detail all of the necessary tasks and the schedule to complete the installation implementation, including but not limited to: 4



AC Transit staff and resources required during data cleaning or validation, the installation, testing and acceptance activities.



Contractor personnel and resources assigned to the data-related tasks, installation, testing and acceptance activities



Timeline and sequence of all installation, needed for parallel systems, data-related testing and acceptance tasks



Development of the needed Budget model, custom formulas and reports and forms for both end-user and administrators with approval process as necessary, along with various versioning and roll back capabilities.



Development of dashboard based analytics and budget book along with any compliance reporting needs for internal and external audience consumption.



Functional test procedures



System interface development. The contractor will be fully responsible for implementing all PeopleSoft interfaces with the proposed software, and for supporting LDAP integration.



Identification of software performance expectations for system interfaces



Data conversion and migration process and test procedures



Identification of data accuracy expectations for migration and data clean-up activities



Data import plan for Excel or any other data formats



Interface test procedures



System acceptance test procedures



Mock Go-live and Go-live procedures



Roll-out procedures



Post-Go-Live procedures



Problem resolution procedures”

Section 12B, Milestone 3 (on Page 19) is modified as follows: 5

“Milestone 3: Testing and Acceptance •

Installation and Implementation and Integration Testing: The AC Transit Project Manager shall review and issue acceptance of all test results following each phase of testing, only after the Contractor has demonstrated that each step outlined in each test procedure has successfully passed its testing criteria. This acceptance shall occur before the Contractor advances to the next step in the installation plan.



Final Acceptance: The AC Transit Project Manager shall give final acceptance of the software installation following the Contractor’s completion of all work in accordance with the contract and after 30 calendar days of continuous successful and error-free operation of the system in the District’s production environment.”

Section 12C (Hosting Cloud Requirements) is modified as follows: “Hosting Cloud Requirements. Bearing in mind the minimum qualifications for hosting stated in Section 2.E.3.a (on Pages 7 and 8) above, please include in your proposal any details and/or fees to support the following: •

Your proposed hosting cloud solution must be for a remotely managed environment, hosted by your firm or your subcontractor which you directly manage for this service.



Your firm must be responsible for maintenance of the server’s OS environment both the server and network infrastructure and the financial planning system software, including maintenance the application of patches and updates upon the District’s request, on a schedule agreeable to the District, and routine maintenance as necessary to maintain service.



You must offer an SLA with this proposal which defines expected levels of uptime and whether there are any contingencies or refunds that occur if service falls below any specified levels.”

Section 12D (Ongoing Support and Maintenance) is deleted in its entirety, as follows: “The District expects to make a three year support and maintenance commitment in connection with to the envisioned Financial Planning and Budget Management System. As noted in Section 3. A. 2 (on Page 11), the District intends to score the three year cost proposals received according to a six year projected total cost of ownership.” Section 13C (Components of Awarded Contract) is modified as follows: “A contract awarded in connection with this RFP shall consist of the following components: 6

A.

A Contract based on the Sample Contract (Attachment C).

B.

This Request for Proposal 2017-1391 issued November 18 23, 2016 and any addendum or addenda issued hereto.

C.

Contractor Proposal submitted in response to this RFP 2017-1391, dated December 8 21, 2016.”

Section 14 is modified as follows: It is expected that implementation services under any contract awarded in connection with this RFP shall commence January 3, 2017 and be completed in March of 2017, such that the proposed Financial Planning and Budget Management System will be operable for the District’s 2017-18 fiscal year. It is further expected that a multiple year hosting arrangement with the selected firm would begin upon implementation and acceptance of the proposed software. Amendments to the Attachments Attachment A (System Functionality Questionnaire; Pass/Fail Questions) is modified as follows: Question 1 (on Page 37) is modified as follows: Can your solution offer service via cloud hosting? Does your solution offer a public cloud, a private cloud, or both?

Question 2 (on Page 37) is modified as follows: Can your solution offer service via on premise hosting? Does your solution include written service level agreements (SLAs) with performance-based penalties and fee refunds?

Question 3 (on Page 37) is deleted in its entirety, as follows: Can your solution offer the ability to switch between an on-premise and cloud deployment without recreating models, and could the conversion be completed fully within two days?

Question 5 (on Page 37) is now Question 4, and is modified as follows: Has your team connected the proposed solution to a PeopleSoft ERP system before?

Question 13 (on Page 43) is now Question 12, and now reads as follows: What technical options exist to integrate your proposed solution with our PeopleSoft Financials, which are hosted in a private cloud envioronment?

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Attachment B (Cost Proposal Form) is modified as follows: ATTACHMENT B COST PROPOSAL FORM Total Price

License Fee Total (Perpetual Basis) or Cloud Fees, Implementation through year 3

$

Implementation Total

$

$

License Fee Line Items (Perpetual Basis) Non-User Related Software License User Type A Licenses User Type B Licenses Other Licenses

Qty

List Price

Discount

#

$

#%

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#%

License Fee Total

Total Price

$ $ $ $

$

Cloud Fees One-time initiation/setup Monthly or annual per system/environment, year 1 Monthly or annual per system/environment, year 2 Monthly or annual per system/environment, year 3 Monthly or annual per user, year 1 Monthly or annual per user, year 2 Monthly or annual per user, year 3

Qty

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Total Price

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%

$

$

%

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%

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$

%

$

Optional technical/functional support services, list staff categories and hourly rates

Implementation Fees - Line Items Discovery

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Total Price

Discovery Stage 1 (charged by consultant-hours)

#

$

#%

$

Discovery Stage 2 (charged by consultant-hours)

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$

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$

Discovery Stage 3 (charged by consultant-hours)

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$

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$

Planning 8

Planning Stage 1 (charged by consultant-hours)

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$

#%

$

Planning Stage 2 (charged by consultant-hours)

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$

#%

$

Planning Stage 3 (charged by consultant-hours)

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$

#%

$

Implementation Stage 1 (charged by consultant-hours)

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$

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$

Implementation Stage 2 (charged by consultant-hours)

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Implementation Stage 3 (charged by consultant-hours)

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Implementation

Team Acceptance Team Acceptance Stage 1 (charged by consultant-hours)

Implementation Fees - Total

$

Amendments to the Contract Requirements (Sample Contract) NONE

END OF ADDENDUM NO. 2

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