Sumner County, TN

Request for Proposal

For

Enterprise Resource Planning Software and Implementation Services

RFP # 05-130308

Issue Date: February 1st, 2013

Closing Date: March8th, 2013

Proposal Submission

Proposal Due Date: / County: March 8th, 2013
Plante & Moran: March 8th, 2013
Submit to County: / 1 printed, signed, original technical proposal and signed addenda,
And 3 copies of original technical proposal, and
1 CD containing an electronic version of the technical proposal and any supporting documentation, including the following files:
ERP Software and Implementation Services - Specifications.xlsx
ERP Software and Implementation Services - Vendor Forms.docx
1 printed, signed, original cost proposal,
and 3 copies of original cost proposal, and
1 CD containing an electronic version of the cost proposal, including the following file:
ERP Software and Implementation Services - Pricing Forms.xlsx
Send to:
Sumner County Finance Department
355 North Belvedere Drive, Room 302
Gallatin, TN 37066
Submit to Plante & Moran: / 1 COPY of original technical proposal and the cost proposal;
1 CD-ROM containing an electronic version of the technical proposal, cost proposal, and the following documents:
ERP Software and Implementation Services - Specifications.xlsx
ERP Software and Implementation Services - Pricing Forms.xlsx
ERP Software and Implementation Services - Vendor Forms.docx
Send to:
Plante & Moran, PLLC
Attn: Ms. Kim Szlachetka
27400 Northwestern Hwy
P.O. Box 307
Southfield, MI 48037-0307

Important Notice:

Effective immediately upon release of this request for proposal (RFP), and until notice of contract award, all official communications from proposers regarding the requirements of this RFP shall be directed to:

The County, or designee, shall distribute all official changes, modifications, responses to questions or notices relating to the requirements of this RFP. Any other information of any kind from any other source shall not be considered official, and proposers relying on other information do so at their own risk.

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February 1st, 2013ERP System Selection

Table of Contents

1Introduction

1.1Overview

1.2Definitions

1.3County Background

1.4Current Application Environment

1.5Current Technical Environment

1.5.1Summary of Network and Computing Environment

1.6Other Planned Technology Initiatives

1.7Expected Scope of System Solution

1.8Summary of Key Transaction Volumes

1.9Overall Evaluation Process

2Vendor Proposal Guidelines

2.1Intent

2.2Deadline for Proposals

2.3Preparation of Proposals

2.4Requirements for Signing Proposal

2.5Intent to Propose

2.6RFP Clarifications and Questions

2.7Vendor Pre-Proposal Meeting

2.8Consideration of Proposals

2.9Basis for Award, Evaluation Criteria and Questions

2.10Advice of Omission or Misstatement

2.11Confidential Information

2.12Confidentiality Statement

2.13Award of Contract

2.14Tax Exempt Status

2.15Reserved Rights

2.16Advertising

2.17Trademarks

2.18Right to Request Additional Information

2.19Right of Refusal

2.20Proposal Preparation Costs

2.21System Design Costs

2.22Pricing Eligibility Period

2.23Additional Charges

2.24Turnkey Solution

2.25Purchase Quantities

2.26Rights to Pertinent Materials

2.27New Vendors

2.28State of Tennessee Lawful Employment Act

2.29Business License

2.30Insurance Requirements

3Proposal Response Format

3.1Executive Summary (Section 1)

3.2Company Background (Section 2)

3.3Application Software (Section 3)

3.4Technical Infrastructure (Section 4)

3.5Vendor Hosted Option (Section 5)

3.6Implementation Plan (Section 6)

3.6.1General Implementation Approach (Section 6.1)

3.6.2Project Management Approach (Section 6.2)

3.6.3Hardware, Software and Storage Design and Installation Consulting (Section 6.3)

3.6.4Data Conversion Plan (Section 6.4)

3.6.5Report Development (Section 6.5)

3.6.6Integrations and Interfaces (Section 6.6)

3.6.7Training (Section 6.7)

3.6.8Change Management Approach (Section 6.8)

3.6.9Testing (Section 6.9)

3.6.10Operational Redesign (Section 6.10)

3.6.11System Documentation and Manuals (Section 6.11)

3.6.12Disaster Recovery Plan (Section 6.12)

3.6.13Knowledge Transfer (Section 6.13)

3.7Staffing Plan (Section 7)

3.8Ongoing Support Services (Section 8)

3.9Functional System Requirements (Section 9)

3.10Client References (Section10)

3.11License and Maintenance Agreements (Section 11)

3.12Exceptions and Deviations (Section 12)

3.13Other Required Forms and Attachments (Section 13)

3.14Addenda (Section 14)

3.15Separate Sealed Cost Proposal

4Functional Requirements

4.1Introduction

5Contract Terms & Conditions

6Contract Terms & Conditions Compliance Checklist

7Proposal Forms

7.1Introduction

7.2Proposal Signature Form

7.3Non-Collusion Affidavit

7.4Minimum Criteria

7.5Drug-Free Workplace

7.6Debarment

7.7Certification by Contractor

7.8Company Background Form

7.9Technical Requirements Form

7.10Vendor Hosting Form

7.11Project Management Approach Form

7.12Report Development Form

7.13Training Form

7.14Staffing Plan Form

7.15Ongoing Support Services Form

7.16Client Reference Form

7.17Pricing Forms

Anticipated Timeline Overview

Listed below are specific and estimated dates and times of actions related to this request for proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed. In the event that it is necessary to change any of the specific dates and times in the calendar of events listed below, an addendum to this RFP will be issued.

Milestone / Timeframe
RFP issuance / February 1st, 2013
Intent to propose form due from vendors / February 11th, 2013 - 1:00 PM
Vendor pre-proposal meeting / February 13th, 2013 – 1:00 PM
Deadline for clarification questions / February 22nd, 2013 - 1:00 PM
Vendor proposals due / March 8th, 2013 - 4:00 PM
Notification of demonstration dates / April 2013
Demonstrations of software / May 2013
Contract negotiations and award / July 2013

1Introduction

1.1Overview

Sumner County, TN is interested in soliciting proposals from qualified providers of municipal software whose product offering meets or exceeds current County requirements and whose complete product offering provides a robust solution set that will allow the County to continue to leverage this investment well into the future as the needs of the County grow and evolve.

The visual on the following page depicts the solution set of software that the County is considering for purchase as part of this solicitation as follows:

  • Core Functionality - County intends on replacing this software as part of this project
  • Expanded Modules - Represents either a new module or an existing module that is being considered as part of this project
  • System Interfaces – Current County software where integration is needed
  • Outside Agency/3rd Party Interface – Interfaces desired with outside agencies

1.2Definitions

The following definitions are used in the RFP:

  • Client or County meansSumner County, TN
  • Plante & Moran, PLLC: The County’s consultant for the project.
  • Vendoror Proposer means a firm, company or organization submitting a proposal in response to this RFP.
  • ERP,ERP System Selection meansthe system or software means the software solution that the successful Vendor responding to this RFP will be responsible for providing

1.3County Background

On June 18, 2012, Sumner County Tennessee adopted the “Financial Management Modernization System of the County of Sumner, Tennessee of 2012.” This local law requires the creation of an “Integrated Financial Management and Enterprise Resource Planning System.” This system will encompass both Sumner County and its component unit the Sumner County School Department. The Enterprise Resource Planning System will include the function of “budgeting, accounting, purchasing, payroll, cash management, human resources, and such other financial matters necessary for an efficient financial system.”

Sumner County is in the middle part of the state and borders the counties of Davidson (southwest), Macon (east), Robertson (west), Trousdale (southeast), Wilson (south), Allen County, Kentucky (northeast), and Simpson County, Kentucky (north). The county has a land mass of approximately 543 square miles; and as of 2011, Sumner County had a population of approximately 164,000.

Sumner County provides a full range of essential services, including police protection; emergency medical services; emergency management planning; and construction and maintenance of highways, streets, and other infrastructure. Sumner County also is financially responsible for a county-wide school district, which is operated by the Sumner County School Department. This county-wide school system consists of forty-five schools with approximately 28,000 students.

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February 1st, 2013ERP System Selection

1.4Current Application Environment

*Legend for Current Applications
Legend Code / Description
R / Replacement / The County is intending on replacing this application with the selected solution.
C / Consider / The County is considering replacing this application with the selected solution, based on the strength of the finalist Vendor offering and cost / benefit of the replacement module
M / Maintain / The County is intending on retaining the application, not replacing it thru this effort
I / Interface / The County is intending on keeping the application and interfacing/integrating it with the selected solution.
Current ERP Application / Application Notes/Description / Departmental Owner / Likely Future?* / Expected ERP Module
Zortec/Local Government / Human Resources / Human Resources / R / Human Resources
Zortec/Local Government / Payroll / Payroll / R / Payroll and Time Entry
Zortec/Local Government / Benefits / Benefits / R / Benefits, Open Enrollment
Zortec/Local Government / Cash Receipting / Management / Finance / R / Cash Receipts / Account Receivable
ImageEase / Document Management / Finance / HR / Payroll / C / Document Management
OnBase / Document Management / Maintenance and Pupil Services / C / Document Management
AESOP / Time and attendance; sub-calling system / Payroll / Human Resources / I / NA
SearchSoft / Online applicant tracking / Human Resources / C/I / Human Resources
Filemaker Pro / Applicant Tracking/Demographic Information / Human Resources / R / Human Resources
Alexander & Company / Open enrollment for supplementals (life, disability, short term, etc.) / Benefits / I / NA
School Funds Online/TRA Funds / Individual schools accounting system for activity funds / Finance / I / NA
Horizons Point of Sale / Point of Sale System / School Nutrition Program / I / NA
My Payments Plus / Online student meal pay / School Nutrition Program / M / NA
Zortec/Local Government / Current Payroll system for County and Schools / Payroll / R / Payroll
TimeForce / Timekeeping system for Sheriff / Time and Attendance / R / Payroll and Time Entry
ESchedule / Scheduling software for Sheriff / Time and Attendance / C / Payroll and Time Entry
Quickbooks / Budget tracking software for some County Departments / Budget / R / Budget
Strategic Asset Management Systems / Schools Asset Management / Fixed Assets / I / NA
Universe (Custom Built Unix System) / Highway Purchasing System / Purchasing / R / Purchasing
Nova / Highway Time Entry / Time Entry / R / Payroll and Time Entry
TLC / Library Management / Library / M / NA
Universe (Custom Built Unix System) / Highway Fleet Management / Fleet Management / M / NA
Universe (Custom Built Unix System) / Highway Job Costing/Project Accounting / Project Accounting / M / NA
Progress/Visual Recorder / Registrar of Deeds System / Registrar of Deeds / M / NA
Kronos / Time Entry – Schools Maintenance / Time Entry / C / Payroll and Time Entry
eGov / Trustee – Bank Reconciliation / Bank Reconciliation / C / Bank Reconciliation
State of Tenn. eReporting / State of TN department of education site / Grant Accounting / M / NA
Atrium / Schools Library Management / Library / M / NA
Book Trax / School Text Book Management / Asset Management / M / NA
Maintenance Direct / Work Order System - Schools / Work Order / M / NA
Bank of America/Commerce Bank / P-Card System / Accounts Payable / M / NA
Inventory Direct / Inventory Management – Schools / Inventory / C / Inventory
Zortec/Local Government / Core Financials / Accounts Payable, General Ledger, Bank Reconciliation, Financial Reporting / R / Core Financials

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February 1st, 2013ERP System Selection

1.5CurrentTechnical Environment

TheCounty has established technology standards and would prefer to adhere to them as part of the implementation of theERP. The tables below provide Vendors with a current summary of the County’s network and computing environments, and standards.

As part of the proposal process Vendors will be required to submit significant technical detail about the proposed solution detailed in section 3.4of this RFP. In preparing responses, Vendors must remain diligent in referencing this table to assure that responses clearly identify:

  • Areas of known or potential conflict between the Vendors proposed solution and the County’s defined environments
  • Recommendations of how best to implement and operate the proposed solution within the County’s defined environments

1.5.1Summary of Network and Computing Environment

Network Infrastructure Configuration (WAN & Internet)
County
  • There is 1 building on the county network.
  • The network is a managed service – bandwidth management and troubleshooting are provided by a third party
  • End user devices are connected using 10/100Tx Ethernet technology.
  • IPv4 is the primary protocol used on the network.
  • Remote access to the network is currently not available.
Schools
  • There are 47 buildings on the Sumner County Schools network. Of these, 37 are connected in a star topology network and the remaining buildings are connected off the nodes on the star topology.
  • All of the buildings on the Wide Area Network (WAN) are connected using 1 Gigabit Ethernet (1GBPS) technology. The majority (38/47) of the buildings are connected over a leased bandwidth (Comcast) network, 6 are connected over leased fiber network, and the remaining 3 are connected using a private fiber network.
  • The WAN is a managed service – bandwidth management and troubleshooting are provided by a third party.
  • The schools primarily use Hewlett-Packard network equipment (approximately 85%) for LAN/WAN connectivity. Cisco System equipment (approximately 15%) is also used on some parts of the network. End user devices are connected using either 10/100 or 10/100/1000Tx Ethernet technology.

Data Center
County
  • There is a dedicated room to host the County’s servers and core network components.
  • This facility is protected behind locked doors and only authorized personnel have access to this facility.
  • A single dedicated air cooling system is available for the data center.
  • A non-liquid fire suppression system is available for use at the data center.
  • A single UPS unit is used to provide backup power protection for all IT components in the data center.
Schools
  • The Schools are in the process of moving the current data center to a third party hosted data center facility.

Storage & Backup Environment
County
  • There are approximately 20 servers as a part of the County environment. Dell Computer Systems (80%) is the preferred manufacturer of the server equipment.
  • The majority of the systems have redundancy features such as dual power supplies, NICs, and hard drives.
  • Microsoft Windows 2008 is the only server operating system used.
  • Antivirus software is use on all of the servers.
Schools
  • There are approximately 50 – 100 servers as a part of the SCS environment. Dell Computer Systems is the preferred manufacturer of the server & storage equipment.
  • The majority of the systems have redundancy features such as dual power supplies, NICs, and hard drives.
  • Microsoft Windows 2008 (60%), Windows 2003 (30%), and Apple OSx (10%) are the primary operating systems used on the servers.
  • Microsoft Hyper-V hypervisor is used for server virtualization. Server virtualization is deployed in a limited manner.
  • Systems are updated regularly, but there is no formal patch management in place.
  • AVG Pro is used on the servers for antivirus.

DRP/BCP Environment
County
  • Disk-to-Disk (D2D) technology is used to backup the data
  • Daily full backups are performed. In addition, an online backup service is used to ensure backups are located off-site.
Schools
  • There are multiple backup systems in place.
  • Disk-to-Disk (D2D) technology is used to backup the data. Symantec Backup Exec is used for system backups.

Workstation Standard
County
  • There are approximately 150 workstations across the County network.
  • A variety of operating systems are in use – Windows 95/98 (20%), XP (40%), and Windows 7 (40%). All new system are procured with Windows 7 operating systems.
  • Trend Micro is used for antivirus protection on the workstation.
  • Microsoft IE (90%) and Google Chrome (10%) are the primary web browsers used on the workstations.
Schools
  • There are a large number of workstations (>1000) across the school system.
  • A variety of operating systems are in use – Windows 95/98, XP, Vista, and Windows 7.
  • The Schools are in the process of implementing a pilot Virtual Desktop Integration (VDI).
  • The Schools are in the process of implementing a Windows Services Update Server (WSUS) to manage deployment of Microsoft operating system and application patches /updates.
  • Multiple web browsers are is use.
  • Clonezilla and Microsoft SCCM are used for workstation image management.

Other
County
  • The County use Microsoft Exchange 2007 email services that are hosted internally.
  • A proprietary web content management system is used to manage the web sites.
Schools
  • The Schools use Microsoft Outlook 365 hosted email services.
  • Onbase and ImageEase are used for document imaging and Electronic Content Management (ECM).
  • Open source content management system (CMS) Joomla is used for the management of website content.
  • When web based applications are developed internally, PHP is the preferred programming language.
  • Microsoft SQL and MySQL are the two primary databases used in the organization.

Staffing
County
  • There are 0 County IT employees. For the most part, the County uses external resources to assist with the day-to-day activities.
Schools
  • There are approximately 10 employees in IT.
  • After hours support for the system is provided via remote access.

1.6Other Planned Technology Initiatives

Project Description / Timing
New data center migration / 6 months
Update of network infrastructure / 12 months
Wireless roll out at schools / 18 months
Server consolidation/virtualization project / 6 months
Helpdesk optimization project / 6 months
VoIP rollout at schools / 6 months

1.7Expected Scope of System Solution

The County is requiring that responding vendors propose a complete ERP solution, including software, hardware specifications, project management, and other technology services for the entire scope of the project that may or may not include components owned by the vendor.

The following definitions should be considered relative to the list below:

  • Core: Components of the solution that MUST be responded to by Vendors in the RFP.
  • Expanded: Components of the proposed solution that may be optionally proposed by responding Vendors but are not mandatory to include in the Vendor's response.

An outline of the required software system solution has been provided as follows:

Software:

  • Core Application Software:
  • Accounts Payable
  • Bank Reconciliation
  • Budgeting
  • Cash Receipting
  • Contract Management
  • Fixed Assets
  • General Ledger
  • Human Resources
  • Miscellaneous Billing and AR
  • Payroll and Time Entry
  • Project and Grant Accounting
  • Purchasing
  • Report Writer
  • Any other necessary software components to support the proposed Core Application Software solution
  • Expanded Application Software and Related Technologies:
  • Cash Management
  • Debt Management
  • Document Management
  • Inventory Management
  • Investment Management
  • Performance Management
  • Others not requested but proposed by responding Vendors

Services:

  • Required Services
  • Project Management
  • Hardware design and installation consulting
  • Software Installation
  • Data Conversion
  • Report Development
  • Integration and Interface Development
  • Software Modifications
  • Implementation and Training Services
  • Change Management
  • Knowledge Transfer to Staff
  • System Documentation Development
  • Operational Redesign Assistance
  • Ongoing Support and Maintenance Services
  • Optional Services
  • On-Going Hosting Services

It is important to note that the County is considering both a County-hosted and a Vendor-hosted solution. It is optional, but not mandatory, for Vendors to provide information on both solutions as part of their RFP response. If a Vendor does propose a Vendor-hosted solution, any differences from a County-hosted solution must be clearly delineated in the appropriate sections of the RFP response.