City of Oxnard
RFP for Enterprise Resource Planning (ERP)
RFP Response Forms
PROPOSAL RESPONSE FORMS
RFP Number: / RFP # IS18-14RFP Title: / RFP for Enterprise Resource Planning System (ERP) Procurement
Submittal Deadline
Deadline / November 17, 2017 @ 4:00 PM PST
Name / Patricia Garcia, Buyer
Submittal Form / VIA EMAIL ONLY
Email /
RFP TIME LINE:
The anticipated schedule for this RFP is as follows:
Activity / Date/TimeRFP 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
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City of Oxnard
RFP for Enterprise Resource Planning (ERP)
RFP Response Forms
Proposal Response Forms
Response Forms Instructions
The Contractor is required to use the response forms contained in this document and the additional MS Excel Spreadsheets (Section 2 – Functional Specification Response forms).
The forms were created with Microsoft Word and Excel. Table fields have been added for the convenience of the Contractor. In order to navigate the entire document, use the scroll bar. To proceed to the next form field, press the arrow, tab, or page keys. The cursor will advance directly to the next field.
Attach any supplemental information to the end of each section as directed.
Table of Contents
Section One - Qualifications and References 1
PROJECT ORGANIZATION 1
PRIME CONTRACTOR / INTEGRATOR INFORMATION 2
PRIME CONTRACTOR / INTEGRATOR REFERENCES 3
MUNICIPAL ADMINISTRATIVE SYSTEM INFORMATION 4
Municipal Administrative System CONTRACTOR REFERENCES 5
GENERAL QUESTIONS 7
Section One - Contractor Supplemental Information 10
Section Two - Functional Requirements Response 11
Section Two - Functional Exceptions / Comments / Clarifications 11
Section Two – Data Migration 14
Section Two - Contractor Supplemental Information 15
Section Three - Hardware and Network Requirements 16
Section Three - Contractor Supplemental Information 20
Section Four - Service and Maintenance Requirements Response Form 21
Section Four - Contractor Supplemental Information 23
Section Five – Performance Requirements Response Form 24
Section Five - Contractor Supplemental Information 25
Section Six - Implementation Requirements Response Form 26
Section Six - Contractor Supplemental Information 28
Section Seven – City of Oxnard Contractual Requirements & City Forms 29
Section Eight - Price Proposal 35
Summary Sheet: Project Charges 35
Section 8.1 Hardware - Initial - Purchase 36
Section 8.2 Operating Software - Initial – Purchase 37
Section 8.3 Application Software - Initial – Purchase 38
Section 8.4 Training 40
Section 8.5 Services Description 41
Section 8.6 Maintenance 42
Section 8.7 Annual Subscription Costs 45
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City of Oxnard
RFP for Enterprise Resource Planning (ERP)
RFP Response Forms
Section One - Qualifications and References
/Please complete the forms below.
PROJECT ORGANIZATION
/NAME OF PRIME CONTRACTOR: / ______
Principal Contact Person: / ______
Address 1: / ______
Address 2: / ______
Address 3: / ______
Telephone: / ______
FAX: / ______
E-mail: / ______
NAME OF INDIVIDUAL PROJECT MANAGER: / ______
Telephone: / ______
FAX: / ______
E-mail: / ______
LOCATION OF PROJECT OFFICE: / ______
1
City of Oxnard
RFP for Enterprise Resource Planning (ERP)
RFP Response Forms
1
City of Oxnard
RFP for Enterprise Resource Planning (ERP)
RFP Response Forms
NAME OF PRINCIPAL SOFTWARE CONTRACTOR[1]: / ______Principal Contact Person: / ______
Address 1: / ______
Address 2: / ______
Address 3: / ______
Telephone: / ______
FAX: / ______
NAME OF SUBCONTRACTOR*: / ______
NAME OF SUBCONTRACTOR*: / ______
NAME OF SUBCONTRACTOR*: / ______
NAME OF MAPPING CONTRACTOR / PRODUCT: / ______
NAMES OF HARDWARE CONTRACTORS: / ______, ______
______, ______
Section One - Qualifications and References Response Form
PRIME CONTRACTOR / INTEGRATOR INFORMATION[2]*
RESPONSESYSTEMS EXPERIENCE OF INTEGRATOR FIRM
Years in integration business: / ______
Total number of municipal administrative systems installed: / ______
Total systems installed in California municipalities/counties: / ______
Total systems installed in California municipalities/counties in last 5 years (minimum 3): / ______
FIRM EMPLOYEES involved in System Integration:
National: / ______
Local (within 50 miles of the City): / ______
Total Full Time Employees: / ______
Total Part Time/Contract Employees: / ______
Percentage of revenue from Systems Integration: / ______
Percentage of revenue from Other Sources: / ______
List principal other sources: / ______
Proposed Project Manager: / ______
Project Manager Resume Provided (Mark “X”)?
Home office of Project Manager: / ______
Financial Statements Enclosed: (Mark “X”)?
Number of lawsuits filed against the firm in the past five years: / ______
Description/Status of lawsuits:* / ______
Have any of these lawsuits involved a Municipal or County Government? / Yes No
If Yes, Which? / ______
.
Section One - Qualifications and References Response Form /
PRIME CONTRACTOR / INTEGRATOR REFERENCES [*]
/Please submit a minimum of four in detail; give system integration client references which have been clients for at least one year, preferably California municipalities.
RESPONSE
1. CUSTOMER NAME: / ______
CUSTOMER LOCATION: / ______
POPULATION, if Government: / ______
CUSTOMER CONTACT PERSON : / ______
CUSTOMER PHONE NUMBER: / ______
CUSTOMER CONTACT FAX: / ______
CUSTOMER CONTACT E-MAIL: / ______
PROJECT DESCRIPTION: / ______
2. CUSTOMER NAME: / ______
CUSTOMER LOCATION: / ______
POPULATION, if Government: / ______
CUSTOMER CONTACT PERSON : / ______
CUSTOMER PHONE NUMBER: / ______
CUSTOMER CONTACT FAX: / ______
CUSTOMER CONTACT E-MAIL: / ______
PROJECT DESCRIPTION: / ______
3. CUSTOMER NAME: / ______
CUSTOMER LOCATION: / ______
POPULATION, if Government: / ______
CUSTOMER CONTACT PERSON : / ______
CUSTOMER PHONE NUMBER: / ______
CUSTOMER CONTACT FAX: / ______
CUSTOMER CONTACT E-MAIL: / ______
PROJECT DESCRIPTION: / ______
4. CUSTOMER NAME: / ______
CUSTOMER LOCATION: / ______
POPULATION, if Government: / ______
CUSTOMER CONTACT PERSON : / ______
CUSTOMER PHONE NUMBER: / ______
CUSTOMER CONTACT FAX: / ______
CUSTOMER CONTACT E-MAIL: / ______
PROJECT DESCRIPTION: / ______
MUNICIPAL ADMINISTRATIVE SYSTEM[*] INFORMATION
/RESPONSE
SYSTEMS EXPERIENCE OF MUNICIPAL
ADMINISTRATIVE SYSTEM FIRM
Years in Municipal Administrative System business: / ______
Total number of Municipal Administrative Systems installed: / ______
Total systems installed in California municipalities/counties: / ______
Total systems installed in California municipalities/counties in last 5 years (minimum 3): / ______
EMPLOYEES of the Principal Software Firm (only):
National: / ______
Local (within 50 miles of the City): / ______
Total Full Time Employees: / ______
Total Part Time/Contract Employees: / ______
Percentage of revenue from Municipal Administrative System software: / ______
Percentage of revenue from Other Sources: / ______
List principal other sources: / ______
Section One - Qualifications and References Response Form
MUNICIPAL ADMINISTRATIVE SYSTEM INFORMATION
Proposed Project Manager: / ______
Project Manager Resume Provided (Mark “X”)?
Home office of Project Manager: / ______
Financial Statements Enclosed: (Mark “X”)?
Number of lawsuits filed against the firm in the past five years: / ______
Description/Status of lawsuits[**]: / ______
Have any of these lawsuits involved a Municipal or County Government? / Yes No
If Yes, Which? / ______
Municipal Administrative System CONTRACTOR REFERENCES[*]
Please submit a minimum of four in detail; give system integration client references which have been clients for at least one year, preferably California municipalities.RESPONSE
1. CUSTOMER NAME: / ______
CUSTOMER LOCATION: / ______
POPULATION, if Government: / ______
CUSTOMER CONTACT PERSON : / ______
CUSTOMER PHONE NUMBER: / ______
CUSTOMER CONTACT FAX: / ______
CUSTOMER CONTACT E-MAIL: / ______
PROJECT DESCRIPTION: / ______
Section One - Qualifications and References Response Form
Municipal Administrative System CONTRACTOR REFERENCES[*]
2. CUSTOMER NAME: / ______
CUSTOMER LOCATION: / ______
POPULATION, if Government: / ______
CUSTOMER CONTACT PERSON : / ______
CUSTOMER PHONE NUMBER: / ______
CUSTOMER CONTACT FAX: / ______
CUSTOMER CONTACT E-MAIL: / ______
PROJECT DESCRIPTION: / ______
3. CUSTOMER NAME: / ______
CUSTOMER LOCATION: / ______
POPULATION, if Government: / ______
CUSTOMER CONTACT PERSON : / ______
CUSTOMER PHONE NUMBER: / ______
CUSTOMER CONTACT FAX: / ______
CUSTOMER CONTACT E-MAIL: / ______
PROJECT DESCRIPTION: / ______
4. CUSTOMER NAME: / ______
CUSTOMER LOCATION: / ______
POPULATION, if Government: / ______
CUSTOMER CONTACT PERSON : / ______
CUSTOMER PHONE NUMBER: / ______
CUSTOMER CONTACT FAX: / ______
CUSTOMER CONTACT E-MAIL: / ______
PROJECT DESCRIPTION: / ______
Section One - Qualifications and References Response Form /
/
GENERAL QUESTIONS
// YES/NO or RESPONSE /
1. Have you included all requested products, services and training in your Response? / /
1a. If no, explain: / ______
2. Will prices be firm for 180 days from date of submission? / /
3. Copies of the standard contracts must be included with the Proposal. Indicate which the sample contracts are attached: / /
§ Software License Agreement / /
§ Software Maintenance Contract / /
§ Operating System Software License Contract / /
§ Hardware Purchase Agreement / /
§ Hardware Maintenance Contract / /
§ Others (list): / /
4. What is the cost-free software warranty period? / ______
5. What is the date the original application software was released? / ___ / ___ / ___
6 How long have the present software version been on the market? / ______
7. Do you offer a "Help Line" for software problems? / ______
7a. If so what are the hours of operation? / ______
7b. Toll-Free Telephone Number? / ______
8. What is your average response time for a maintenance call for Software? / ______
9. What agency information technology staffing do you recommend to support your system? Please provide in full time equivalents (FTEs)? / ______FTEs
10. What is the name of language in which software is written?
/ ______
11. Was the system designed with a relational database management system? If so, which: (specify the database engine employed) / /
______
12. What tool is provided to the customer to develop queries of the database? / ______
13. Who originally wrote the proposed software; Self, Agent, Licensor or Other? / ______
14. How many customers are using the most current version, and for how long have they been users? / ______
15. Does any mobile/field automation function support a forms based field entry so that it has the look and feel of standard forms? / /
16. Are software maintenance prices stated to mean that all State and Federal mandated changes are included and maintained for the duration of proposed maintenance contract? / /
17. Will you provide, at no additional charge, new products, if application(s) are replaced while under warranty or maintenance contract? / /
18. Will application software license be a license in perpetuity? / /
19. Will the source code for application software be provided to the customer and the costs provided in the cost table for 5 years? / /
20. What is your charge (during the contract period) for additional systems work?
§ Programming / $______per hour
§ Training / $______per hour
§ File Conversion / $______per hour
23. Are all software changes provided to other customers incorporated into the next release of the product to be offered to the agency? / /
Section One - Contractor Supplemental Information
/Please add any additional supplemental information in this section.
______
Please complete the sections below.
This section is part of the RFP and contains seven attachments in the form of an MS Excel spreadsheets (Functional Specification Response Forms).
Contractor shall prepare as part of their response the following in the Functional Exceptions / Clarifications form below:
§ To provide an explanation for any requirement which is marked “EXPLANATION REQUIRED”.
§ To provide additional explanation to the answer provided in the response block if the Contractor feels so compelled.
§ To provide additional information about a feature which the Contractor believes is unique or a particular capability of the proposed product.
Section Two - Functional Exceptions / Comments / Clarifications
/Spec # / Functional Exceptions / Comments / Clarifications / Cost ($) /
Section Two – Data Migration
/Data Migration Requirements
1) Migration of present data files is required. It is expected that the conversion programs will be thoroughly tested, and that full data sets will be totally converted and loaded into the system during an evening or weekend.
Response: / Yes No EXPLANATION REQUIRED2) Available programs/scripts for scrubbing data (e.g., addresses) prior to data migration.
Response: / Yes No EXPLANATION REQUIREDSection Two - Contractor Supplemental Information
/Please add any additional supplemental information or explanations in this section.
______
Please complete the forms below.
GENERAL QUESTIONS / YES/NO or RESPONSE /3.1.1 Are all delivery and installation charges for Contractor supplied hardware included in this Response? / /
3.1.2 If Agency provides hardware according to Contractor specifications, will the Contractor warrant the system? / /
3.1.3 Which proposed items are priced at State or Federal Contract pricing? / ______
3.1.4 Does the Workstation use MS Windows as the primary OS for the proposed application? / /
a. If no, what OS is being proposed / ______
b. How long has the workstation model been on the market? / ______
3.1.5 Proposed primary servers Make/Model / ______
a. How long have they been on the market? / ______
3.1.6 Do the primary applications (e.g., Finance, Human Resources, Planning & Development) servers operate on MS Windows? / /
a. What version of MS Windows? / ______
b. If not what OS? / ______
c. Do any of the servers operate on an OS other than MS Windows? / /
1. If yes, what OS? / ______
3.1.7 What is the Mean Time between Failure (MTBF) for Server(s)? / ______
a. Mean Time To Repair (MTTR) for Server(s)? / ______
3.1.8 Proposed Firewall/Router Model: / ______
3.1.9 Proposed Core Network Switch Model: / ______
3.1.10 Please provide the following Network Switch layer three routing capabilities parameters:
a. Backplane Capacity (Gb/s) / ______
b. Maximum number of ports per stackable (if proposed) / ______
c. Maximum number of ports per board in Chassis (if proposed) / ______
d. Total number of spare ports on the switch which can be used to the entire network without adding additional ports. / ______
3.1.11 Have you included requested network integration services? / /
3.1.12 Have you included any required building cabling changes? / /
3.1.13 Please identify any new remote switching equipment. / ______
3.1.14 Please indicate the minimal and optimal workstation configurations below:
WORKSTATIONS specifications / MINIMAL / OPTIMAL
What is the Operating System? / ______/ ______
Processor Type / ______/ ______
Monitor Size / ______/ ______
Hard Disk Storage / ______/ ______
Hard Disk Technology (i.e., SCSI, IDE, etc.) / ______/ ______
Disk Access Time / ______/ ______
RAM Memory / ______/ ______
Cache memory size: / ______/ ______
Additional: ______/ ______/ ______
3.1.15 Please indicate the recommended workstation configuration below:
MOBILE DEVICE Specifications / MINIMAL / OPTIMAL
What is the Operating System? / ______/______
Processor Type / ______/______
Screen Size / Specifications / ______/ ______
Hard Disk Storage / ______/ ______
Hard Disk Technology (i.e., SCSI, IDE, etc.) / ______/ ______
Disk Access Time / ______/ ______
RAM Memory / ______/ ______
Cache memory size: / ______/ ______
Additional Features: ______/ ______/ ______
Vendor-Hosted SaaS Questions
3.1.16 Primary hosting service provider / ______
a) Data Center locations / ______
b) Description of infrastructure (hardware, software, OS, technology platform) used / ______
c) Primary storage location of the City’s data / ______
d) Does the hosting provider utilize virtualization? / /
i. If yes, what software? (VM Ware or Hyper-V) / ______
e) Network bandwidth that can be provided, and identify options for dedicated bandwidth. / ______
3.1.17 Hosting Service Data Security
a) Dedicated, single-tenant environment? / /
i. If no, how will City’s data be kept separated and secured from other systems? / ______
b) Data ownership policy provided with proposal? / /
c) Dashboard web-portal provided for viewing load performance, user statistics, and problem records? / ______
RFP Reference / Description / Conform With Specs
Yes/No / Explanation Required /
3.2 / Architecture Requirements / /
3.3 / Server Hardware Requirements
3.3.1 / Operating System and Related Software / /
3.3.2 / Backup-Failover Solution / /
3.3.3 / Capacity / /
3.3.4 / Upgrades and Expansion / /
3.3.5 / Concurrent Operation / /
3.3.6 / Server Functionality / /
3.3.7 / System Backup / /
3.3.8 / Power and A/C Requirements / /
3.3.9 / Power and Grounding / /
3.3.10 / Environmental / /
3.3.11 / Network Operating System and Protocol / /
3.4 / Integration
3.4.1 / System Integration and Network Equipment / /
3.5 / End User Equipment
3.5.1 / Desktop Workstation / /
3.5.2 / Bar Coding / /
3.5.3 / Scanners / /
3.5.4 / Field Automation Equipment / /
3.5.5 / Digital Signature Pads / /
3.5.6 / Field Printers / /
Section Three - Contractor Supplemental Information
/Please add any additional supplemental information in this section.