MSA, HP1 Sizing Report, CP1 Sizing Report, SP2 Sizing Report, Future Database Servers, Existing Product Landscape

REQUEST FOR PROPOSAL RFP #787839 SAP S4/HANA Implementation Partner RFP Timeline RFP Issue Date: December 8, 2023 Deadline for Respondent Questions to MSU: December 18, 2023 RFP Response Submission Window: January 8, 2024 – 3pm Eastern Virtual Bidder Presentations January 22 - February 2 Estimated Contract Award February 26, 2024 RFP Contact Name: Rachel Maas Email: rmaas@msu.edu Phone: (517) 432-5367 DESCRIPTION: Michigan State University (the “University” or “MSU”) is soliciting proposals through this Request for Proposal (“RFP”) for the purpose of migrating the existing SAP ECC/CUA/SM systems to the latest SAP S4/H System for paving a way for enhanced quality, improved speed of operations and intelligent automation. The requested services are more thoroughly described under the Scope of Services Section of this RFP. Firms intending to respond to this RFP are referred to herein as a “Consulting firm” or “firm”. Page 1 of 25

mailto:rmaas@msu.edu PROPOSAL INSTRUCTIONS 1. PROPOSAL PREPARATION. The University recommends reading all RFP materials before preparing a proposal, particularly these Proposal Instructions. Respondents must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the Respondent’s company name in the header of all documents submitted with your proposal. Document Description Response Instructions Cover Page Provides RFP title and number, important dates, and contact information for MSU Informational Proposal Instructions Provides RFP instructions to Respondents Informational Respondent Information Sheet Company and Contact Information, and Experience The respondent must complete and submit by the proposal deadline Scope of Work Describes the intended scope of work for the RFP The respondent must complete and submit by the proposal deadline Pricing Pricing for consulting service sought by the University through this RFP The respondent must complete and submit by the proposal deadline Master Service Agreement Provides legal terms for a contract awarded through this RFP Deemed accepted by Respondent unless information required in Section 8, Master Service Agreement is submitted by the proposal deadline 2. EXPECTED RFP TIMELINE. RFP Timeline RFP Issue Date: December 8, 2023 Deadline for Respondent Questions to MSU: December 18, 2023 RFP Response Submission Window: January 8, 2024 – 3pm Eastern Virtual Bidder Presentations January 22 - February 2 Estimated Contract Award February 26, 2024 3. CONTACT INFORMATION FOR THE UNIVERSITY. The sole point of contact for the University concerning this RFP is listed on the Cover Page. Contacting any other University personnel, agent, consultant, or representative about this RFP may result in Respondent disqualification. 4. QUESTIONS. Respondent questions about this RFP must be submitted electronically by email to the contact listed on the cover page of this RFP. In the interest of transparency, only written questions are accepted. Answers to all questions will be sent to Respondents via email and posted on the UPL Public Page 2 of 25 Bid Opportunity website located at https://upl.msu.edu/for-suppliers/bid-opportunities/index.html. Submit questions by referencing the following: (i) Question Number, (ii) Document Name, (iii) Page Number, and (iv) Respondent Question. Please refer to Section 2 above for the deadline to submit questions. 5. MODIFICATIONS. The University may modify this RFP at any time. Modifications will be sent via email. This is the only method by which the RFP may be modified. 6. DELIVERY OF PROPOSAL. The Respondent must submit its proposal, all attachments, and any modifications or withdrawals electronically via email to the contact listed on the cover page of this RFP. The price proposal should be saved separately from all other proposal documents. The Respondent should submit all documents in a modifiable (native) format (examples include, but are not limited to: Microsoft Word or Excel). In addition to submitting documents in a modifiable format, the Respondent may also submit copies of documents in PDF. Respondent’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal. The University may not allow a proposal to be submitted after the proposal deadline identified on the Cover Page, even if a portion of the proposal was already submitted. 7. EVALUATION PROCESS. The University will convene a team of individuals from various Departments within MSU to evaluate each proposal based on each Respondent’s ability to provide the required services, taking into consideration the overall cost to the University. The University may require an oral presentation of the Respondent's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process. The following criteria will be used to evaluate each proposal: Criteria The proposed solution meets the required functionality and Technical Requirements outlined in this RFP, as determined by university The proposed support model meets or exceeds, the requirements outlined in this RFP, as determined by the University Proposed solutions' ease of use, including the University’s evaluation of the amount of required training to implement and operate the proposed solution Overall Cost to University Value Adds, as determined by University Acceptance of MSU Master Service Agreement 8. MASTER SERVICE AGREEMENT. The University strongly encourages strict adherence to the terms and conditions set forth in the Master Service Agreement. The University reserves the right to deem a proposal non-responsive for failure to accept the Master Service Agreement. Nevertheless, the Respondent may submit proposed changes to the Master Service Agreement in track changes (i.e., visible edits) with an explanation of the Respondent’s need for each proposed change. Failure to include track changes with an explanation of the Respondent’s need for the proposed change constitutes the Respondent’s acceptance of the Master Service Agreement. General statements, such as “the Respondent reserves the right to negotiate the terms and conditions,” may be considered non- responsive. 9. CLARIFICATION REQUEST. The University reserves the right to issue a Clarification Request to a Respondent to clarify its proposal if the University determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification. Page 3 of 25 https://upl.msu.edu/for-suppliers/bid-opportunities/index.html 10. RESERVATIONS. The University reserves the right to: a. Disqualify a Respondent for failure to follow these instructions. b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the University’s subsequent receipt and evaluation of your proposal does not commit the University to award a contract to you or anyone, even if all the requirements in the RFP are met. c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the University received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award. d. Consider an otherwise disqualified proposal, if no other proposals are received. e. Disqualify a proposal based on: (i) information provided by the Respondent in response to this RFP; or (ii) if it is determined that a Respondent purposely or willfully submitted false or misleading information in response to the RFP. f. Consider prior performance with the University in making its award decision. g. Consider total cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award. h. Refuse to award a contract to any Respondent that has an outstanding debt with the University or has a legal dispute with the University. i. Require all Respondents to participate in a Best and Final Offer round of the RFP. j. Enter into negotiations with one or more Respondents on price, terms, technical requirements, or other deliverables. k. Award multiple, optional-use contracts, or award by type of service or good. l. Evaluate the proposal outside the scope identified in Section 7, Evaluation Process, if the University receives only one proposal. 11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible Respondent who offers the best value to the University, as determined by the University. The best value will be determined by the Respondent meeting the minimum requirements and offering the best combination of the factors in Section 7, Evaluation Process, and price, as demonstrated by the proposal. The University will email a Notice of Award to all Respondents. A Notice of Award does not constitute a contract, as the parties must reach a final agreement on a signed contract before any services can be provided. 12. GENERAL CONDITIONS. The University will not be liable for any costs, expenses, or damages incurred by a Respondent participating in this solicitation. The Respondent agrees that its proposal will be considered an offer to do business with the University in accordance with its proposal, including the Master Service Agreement, and that its proposal will be irrevocable and binding for a period of 180 calendar days from the date of submission. If a contract is awarded to the Respondent, the University may, at its option, incorporate any part of the Respondent’s proposal into the contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the University’s needs, or contain all matters upon which agreement must be reached. Proposals submitted via email are the University’s property. 13. FREEDOM OF INFORMATION ACT. Respondent acknowledges that any responses, materials, correspondence, or documents provided to the University may be subject to the State of Michigan Freedom of Information Act (“FOIA”), Michigan Compiled Law 15.231 et seq., and may be released to third parties in compliance with FOIA or any other law. Page 4 of 25 1. Project name and description of the scope of the project RESPONDENT INFORMATION SHEET Please complete the following Information Sheet in the space provided: Information Sought Response Contact Information Respondent’s sole contact person during the RFP process. Include name, title, address, email, and phone number. The person authorized to receive and sign a resulting contract. Include name, title, address, email, and phone number. Respondent Background Information Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP. What state was the company formed in? Main phone number Website address DUNS# AND/OR CCR# (if applicable): Number of years in business and number of employees Legal business name and address of parent company, if any Has your company (or any affiliates) been a party to litigation against Michigan State University? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction. Experience Describe relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the services described in this RFP. Experience 1 Company name Contact name Contact role at the time of the project Contact phone Contact email 2. What role did your company play? 3. How is this project experience relevant to the subject of this RFP? Start and end date (mm/yy – mm/yy) Status (completed, live, other – specify phase) Experience 2 Company name Contact name Contact role at the time of the project Contact phone Page 5 of 25 Contact email 1. Project name and description of the scope of the project 2. What role did your company play? 3. How is this project experience relevant to the subject of this RFP? Start and end date (mm/yy – mm/yy) Status (completed, live, other – specify phase) Experience 3 Company name Contact name Contact role at the time of the project Contact phone Contact email 1. Project name and description of the scope of the project 2. What role did your company play? 3. How is this project experience relevant to the subject of this RFP? Start and end date (mm/yy – mm/yy) Status (completed, live, other – specify phase) Page 6 of 25 SCOPE OF WORK Please address each of the sections below in a written response, which can be completed on a separate sheet (using the same section headings). 1. Introduction Background Michigan State University is evaluating technical options to perform system conversion for the SAP Enterprise Resource Planning (ERP) ECC 6.0 Human Capital Management (HCM), SAP Solution Manager (SM), NetWeaver JAVA Adobe Document Services (ADS) and NetWeaver ABAP Central User Administration (CUA) systems running on Oracle 19c to SAP S/4HANA systems running on HANA 2.0 database. MSU is seeking consulting firm/company to perform a brownfield migration of SAP HCM to S4HCM and CUA/SM to S/4HANA, and SAP Forms Service by Adobe. The scope of the RFP is limited to consulting services to support the conversion/migration project. Below are the number of systems involved in this project. 1 ERP Production system 3 ERP QA systems 3 ERP Development systems 1 ERP Sandbox system 1 NetWeaver Development system (CUA) 1 NetWeaver QA system (CUA) 1 NetWeaver Production system (CUA) 1 NetWeaver Production system (ADS) 2 NetWeaver Development system (ADS) 3 NetWeaver QA system (ADS) 1 NetWeaver Sandbox system (ADS) 1 Solution Manager Development system (SM) 1 Solution Manager Production system (SM) The scope must include the deployment of High-Availability (HA/Standby) and Disaster Recovery (DR) S4/HANA systems for Production and QA. Standby deployment must include real time memory replication of database between Primary and Standby instances and for DR instances it should use change logs. Page 7 of 25 System Architecture Current Architecture for SAP ECC on Oracle 19c SAP systems at MSU run on Oracle databases with on-premise hardware and network to support SAP ERP ECC 6.0 (HCM), NetWeaver 7.5 (ADS), NetWeaver 7.5 (CUA) and Solution Manager 7.2 (SM) systems and other supporting non-SAP systems. The storage for SAP systems is running on NetApp AFF-A400 all-flash storage. All enterprise backups occur via CommVault data management software. The current database servers and the connected application servers run on VMWare with RHEL 8. Page 8 of 25 No SAP Product & Version Landscape SID SPS Level OS Version DB Version DB Size HANA Size 1. SAP HCM 6.0 EHP 8 Sandbox HS1 SPS 28 RHEL 8 Oracle 19c 481 GB 193 GB Development HT1 SPS 28 RHEL 8 Oracle 19c 797 GB 214 GB Quality HQ1 SPS 28 RHEL 8 Oracle 19c 3848 GB 1200 GB Production HP1 SPS 28 RHEL 8 Oracle 19c 3363 GB 1200 GB 2. SAP CUA 7.5 Development CT1 SPS 25 RHEL 8 Oracle 19c 255 GB 135 GB Quality CQ1 SPS 25 RHEL 8 Oracle 19c 185 GB 110 GB Production CP1 SPS 25 RHEL 8 Oracle 19c 1262GB 250 GB 3. SAP ADS 7.5 Sandbox AS1 SPS 28 RHEL 8 Oracle 19c 27 GB Development AT1 SPS 28 RHEL 8 Oracle 19c 28 GB Quality AQ1 SPS 28 RHEL 8 Oracle 19c 18 GB Production AP1 SPS 28 RHEL 8 Oracle 19c 16 GB 4. SAP Solution Manager 7.2 Sandbox SS2 SPS 11 RHEL 8 Oracle 19c 219 GB 135 GB SS3 SPS 21 RHEL 8 Oracle 19c Page 9 of 25 No SAP Landscape SID SPS OS DB DB Size HANA Product & Level Version Version Size Version Production SP2 SPS 11 RHEL 8 Oracle 19c 558 GB 210 GB SP3 SPS RHEL 8 Oracle 21 19c The HANA sizing reports of production systems for ERP, NetWeaver and Solution Manager are attached for reference. Reference document #1, #2 and #3. Future Architecture for S4/HANA The goal is to perform a system conversion (brownfield implementation) of SAP ERP ECC 6.0, NetWeaver 7.5 (ADS), NetWeaver 7.5 (CUA) and Solution Manager 7.2 systems to S/4 HANA using VMWare with other necessary supporting hardware and software to connect to the existing NetApp SAN and existing application servers. Backup related infrastructure will not change as part of the migration. Diagram of the future architecture with basic connectivity is attached. Reference document # 4. ADS functionality will be migrated to SAP Forms Service by Adobe. Page 10 of 25 Page 11 of 25 2. Requirements Please provide responses for how you would provide implementation partner services to support each of the below items. a. ECC systems’ conversion to S/4HANA 2023 (S4HCM) i. New infrastructure validation – Hardware, OS, Network Connectivity ii. Current system analysis – Readiness Check – Source system check iii. Prepare systems for conversion. iv. Review 3340515 SAP S/4HANA 2023 - application specific notes in system conversion / release upgrade preparation phase v. Define conversion procedure (technical steps) vi. Proof of Concept (POC) conversion – Plan and prototype 1. System Conversion prep 2. HANA 2.0 SPS 07 DB Installation 3. System conversion using Silent data migration (SDMI) 4. HA & DR installations. 5. SolMan setup 6. Data migration assessment 7. Custom code impact analysis 8. Prototype analysis – conversion procedure updates 9. Post POC conversion configurations and setups 10. Integration with other SAP and non-SAP systems 11. New system validation a. POC system b. HA & DR c. SMP integration d. Data consistency e. System snapshot, backup and recovery f. EWA results 12. New system SAP certification 13. Establish Data slicing for non-production system refresh with desired data subset. 14. User security vii. Conversion of Sandbox, Test, QA and Production systems [steps and learning from the POC conversion] b. Functional support i. The implementation partner will work with MSU in defining Functional, UAT and Performance testing scope and plan for the functionality below. ii. MSU will need consulting services to convert the existing SAP FI configuration to continue working with MSU Kuali Financial System (KFS). SAP FI is necessary for the integration. iii. MSU will need consulting services to convert Employees to Employee Business Partners. MSU heavily uses Concurrent Employment. Page 12 of 25 iv. MSU Basis team will need support in analyzing and adjusting the ECC and CUA security roles for S/4 platform. SAP MODULES/FUNCTIONALITY. The following list is representative of, but may not be completely inclusive of, functionality utilized by MSU and considered in scope: HCM Functions – Usage of Public Sector and Concurrent Employment. 1. Organizational Management 2. Personnel Administration 3. Time Management 4. Payroll 5. Benefits Administration 6. SAP Learning Solution 7. SAP Finance – Only used for integrating with external financial system (Kuali Financial System) HCM Roles 1. Employee Self-Service 2. Manager Self-Service 3. HR Administrator 4. Various custom roles Additional Functionality 1. Fiori Front-End Server (FES) 2. Fiori Landing Page (FLP) 3. Extremely heavy use of HCMP&F (Fiori Forms and FPM WebDynpro Forms) 4. SAP HR data is exported to Oracle Datawarehouse via IBM DataStage ETLs 5. Realtime integrations are implemented via MuleSoft. Customizations 1. MSU has several custom applications, some quite complex that will also need to be supported (e.g., Pay Change and Cost Redistribution). c. Development Support i. Validate that MSU has captured all custom objects that need to be remediated for S/4 migration. ii. Mentor MSU resources for optimizing existing code for S/4HANA migration. iii. Partnering with MSU to manage all custom code remediation for the successful migration of the MSU’s existing SAP System to the target S/4HANA environment. Page 13 of 25 iv. MSU employs several competent Senior Application Development Analysts, and it is expected that MSU resources will participate in custom code remediation and lean on implementation partner for guidance. v. MSU expects Implementation Partner to provide guidance when needed for: 1. Rerun checks for HANA compatibility e.g., using ATC. 2. Update modifications to standard transactions SPDD, SPAU, SPAU_ENH 3. Fixing S/4HANA findings. 4. Review of Simplification Items 5. Review and Remediation of ABAP SQL Monitor results 6. Performance tuning of ABAP code 7. Configuring and Customizing new HCM Fiori Applications d. Solution Manager 7.2 and NetWeaver 7.50 (CUA) systems’ conversion i. Solution manager 7.2 systems running on ABAP and J2EE stacks supported by NetWeaver 7.40 will only have their databases migrated from Oracle 19c to HANA 2.0. ii. NetWeaver systems (CUA) must be migrated to S/4 HANA platform. e. NetWeaver 7.50 (ADS) i. ADS functionality will be migrated to SAP Forms Service by Adobe cloud subscription to work with S/4HANA to provide functionality to generate PDFs. 1. Example: Pay Slip, W2, 1095, Time Statement etc. f. Post-cutover Support i. Must include Basis, Security, Development and functional. ii. Roles and responsibilities of implementation partner must be defined between the implementation partner and MSU. iii. Engagement protocols iv. Engagement execution and signoffs. 3. The RFP response should be quoted for the model below. 1. Consulting service – a. MSU IT is seeking a service to migrate its existing SAP HCM/CUA/SM servers to on-prem S/4 HANA servers. Once the project is successfully implemented, support services of 2 months for Post Go Live Support period is required. b. MSU IT is seeking a service to migrate the existing ADS functionality to SAP Forms Service by Adobe 2. Support on ad-hoc basis or on demand basis after 2 months of Post support period for next 1 year. 4. Consulting firm Preferences a. Preference may be given to a Michigan-based business. i. To be considered, the Respondent is to provide evidence of State of Incorporation and/or Michigan-based operations. Page 14 of 25 5. Consulting firm Qualifications a. Minimum: i. The firm must be SAP certified for S/4HANA migration. ii. The firm shall submit evidence of certification as part of their RFP response. iii. RFP response must include quotes for: 1. Project: a. Time and Material AND b. Fixed Price 2. Post Project Support: a. Time and Material b. Desired: i. Firm that has experience with Concurrent Employment ii. Firm that has experience in Public Sector implementation iii. Firm that has completed at least three S/4HANA migrations successfully iv. The firm shall be SAP certified for S4HCM migration. v. The firm should have experience in configuring and testing High Availability (HA) and Disaster Recovery (DR) environments. vi. A firm that has successfully completed at least one S4HCM conversion from ECC 6.0 EHP8 for a large customer will be given a higher preference. vii. A firm that has knowledge or experience of integrating with the non-SAP Finance system will be given a higher preference. viii. Firm that has knowledge or experience with custom Cost Distribution ix. Firm that has experience in automating system refreshes and data slicing. x. Firm that has experience in configuring S4/HANA monitoring via Solution Manager or SAP Cloud ALM. 6. Migration Requirements All solutions proposed must meet all the lines below. Please address each line separately. a. Migration projects must follow SAP`s Activate methodology. b. Within Activate methodology, please propose multiple strategies for migration with key milestones. Please include sufficient detail to identify each strategy’s pros/cons. c. Existing Infrastructure for Application server, Backup and Storage must be leveraged for the S/4 HANA environments. d. Firm is responsible for installation/upgrade/migrate and setup to the satisfaction of MSU. e. Consulting firm should analyze all the integrated third-party system like (IBM-DataStage (DS)/ SailPoint / LDAP/ MuleSoft / Filestore (external storage for outbound/inbound data) / Automic (UC4 – Job Scheduling) / SolarWinds (Smart Monitoring) / Puppet/ Commvault (backup/restore)/ MSU Authorization System (D6501) / F5 Load Balance (Big-IP)/ Okta SSO / Enterprise Data Warehouse / SAP Cloud Connector) and make sure all the third-party connectivity should work after the migration. f. Migrated system performance should be at par or better than the current system. 7. Project Requirements: Page 15 of 25 a. Project guidelines i. The project must be quoted and executed as a fixed price and time and material project from start till the end of cutover. ii. Assignments and activities after the S4/HANA stabilization should be quoted based on time and material only. iii. Few systems are to be converted to run on a single database system and few on multi-tenant system. iv. Silent data migration (SDMI) to be used. v. Conversion cutover of Solution Manager and CUA systems to be executed during a longer conversion project of ECC systems. vi. 2 rounds of production cutover rehearsals must be practiced for ECC. vii. Change Management - Retrofit must be migrated and tested in the ECC landscape during the conversion. viii. Define conversion strategies under the umbrella of SAP Activate methodology. ix. Define phase and time-based deliverables and signoffs. b. Project ownership – i. MSU will own the end-to-end project management. ii. Implementation partner will own creation of the project plan encapsulating all aspects of multi system landscape. iii. MSU will own daily project tracking. c. Project start, cutover and post-implementation support dates: i. Start: April 2024 ii. Cutover: mid-March 2025 iii. Post-Implementation support: mid-March 2025 – mid-May 2025 d. The Implementation partner must possess SAP HANA project expertise. When completing the Respondent Information Sheet, please provide appropriate experience where the project scope was similar to MSU S/4HANA project from a functional aspect including the following: i. Concurrent Employment ii. Custom Base Pay / Cost Distribution iii. Custom SAP FI integration to non-SAP FI system iv. Usage of Retrofit to keep ECC and HANA systems in sync. e. Project methodology – SAP Activate i. Discover – Strategic planning. ii. Prepare 1. Project team enablement 2. Prototyping 3. Transition planning - cutover approach & technical architecture 4. Transition prep iii. Explore Page 16 of 25 1. Sandbox conversion 2. Test conversion 3. Sizing validation iv. Realize 1. QA conversion 2. Operational changes - documentation 3. Create a cutover plan. v. Deploy 1. Operational readiness check 2. Create a cutover rehearsal zone. 3. Execute cutover rehearsals and reset. 4. Execute production cutover. 5. Project closure f. Define critical stages of project and related signoffs must be created by the implementation partner. g. Risk management: Implementation partner must provide a Risk Management Plan that shall be used, quantify the potential impact of each identified risk, present mitigation plans for each identified risk, and enact appropriate risk responses. must implement risk mitigation measures and contingency plans as high-priority risks are identified and monitored. 8. RACI matrix No DELIVERABLES Vendor Resources Michigan State University Basis Project Manager Dev Functional 1. Future State of Architecture R A I I I 2. Execute Prechecks R A I I I 3. Review Prechecks R A I C C 4. Pre-Conversion Configuration R A I I I 5. POC Upgrade & HANA Migration R A I C C 6. Post Conversion Configuration R A I C C 7. Issue Tracking and resolution R/A R/A I R/A R/A 8. Disaster Recovery Setup and Configuration R A I I A 9. Project Plan R C A C C Page 17 of 25 No DELIVERABLES Vendor Resources Michigan State University Basis Project Manager Dev Functional 10. Project Metrics and Status Reporting C C R C C 11. Knowledge Transfer Planning and Execution R A I I I 12. Sandbox Upgrade/Migrate (ECC, ADS, CUA, SM) R A I A A 13 Development Upgrade/Migrate (ECC, ADS, CUA) R A I A A 14 Quality Upgrade/Migrate (ECC, ADS, CUA) R A I A A 15. Production Upgrade/Migrate (ECC, ADS, CUA) R A I A A 16. ALT Environment Upgrade/Migrate (ECC, ADS) R A I A A 17. High Availability (HA) & Disaster Recovery (DR) Validation R A I I A 18. HANA DB Refresh R A I I C 19. Post-Go-Live Functional Configuration and Support R C I I A 20. Review and sign-off on deliverables C R/A I R/A R/A 9. Project Timeline a. Overall, S4/HANA migration project timeline is April 2024 – May 2025 b. April start of the project is dependent on MSU receiving the HANA hardware by end of February. 10. General Requirements a. Firm will be required to use MSU tools like but not limited to: i. JIRA: For tracking all issues associated with S4/HANA migration project ii. TDX: For post go-live end user support tickets. iii. MS Project: For formal project administration iv. Microsoft Office Suite (Outlook, Word, Excel, PowerPoint etc.) Page 18 of 25 v. F5 VPN Client vi. SAP GUI b. The firm will be required to follow MSU project and change management processes. c. The majority of the project work will be executed on a remote work basis. No project member will be required to be on-site for the execution of this project. Exception: Few project team members will be required to be on-site before, during and after the project cutover. The duration of on-site work and the identification of the required personnel/expertise will only be finalized during the tail-end of the project. d. It is the intent to award this contract for the period of implementation of project. e. Performance of the work per this Agreement will be as coordinated with the University’s Information Technology Department. f. The selected firm for this RFP may be subject to the University’s Criminal Background Check Policy, available at: https://upl.msu.edu/procurement/supplier- resources/criminal-background-check/index.html i. If the University, at its sole discretion, determines the selected consulting firm is subject to this Policy, the firm must sign and deliver the Contractor Certification for Criminal Background Checks to University prior to the provision of any services or delivery of any goods g. Where the firm work may cause damage, or disrupt, existing MSU property, including but not limited to, utilities, industrial equipment, etc., the firm shall plan necessary for the protection of such property. h. Firm, at its sole expense, shall be responsible to MSU for damage to MSU and non-MSU data/configuration during the migration of systems. i. Replacements shall be new and current technology unless otherwise authorized by MSU. i. The consulting firm is responsible for the purchase and control of applicable parking passes. Permits of varying lengths are available through the MSU Police Department. j. The firm will be responsible for all permits (if necessary), labor, materials, and equipment (including required PPE and safety equipment), needed to complete the scope of work. k. The firm shall assign a primary point of contact for the University. This contact shall be responsible for accounts and project management. 11. Safety and Regulatory Requirements a. The firm will comply with all Federal, State, and Local, MSU, safety rules, and regulations and shall follow these as a requirement to continue work. b. MSU personnel may stop all work if any Federal, State, or Local, as well as MSU, safety rules and regulations are not followed. c. If deleting any data during the project, then the firm must take the approval from point of contact from university side. Page 19 of 25 https://upl.msu.edu/procurement/supplier-resources/criminal-background-check/index.html https://upl.msu.edu/procurement/supplier-resources/criminal-background-check/index.html 12. Insurance Requirements a. The selected bidder shall procure, maintain in force, and provide documentation to the University of insurance meeting the below requirements: i. The selected bidder shall maintain in force Commercial General Liability Insurance (CGL), Business Automobile Liability Insurance Workers’ Compensation Insurance, Employers’ Liability Insurance, and Professional liability/errors and omissions Insurance with limits of liability described in the “Required Insurance Coverable” table below: Required Insurance Coverage General Liability $2,000,000 Auto Liability $1,000,000 Workers’ Compensation $1,000,000 b. University may require a Certificate of Insurance prior to issuing the order or precedent to any payment per the contract resulting from this RFP c. University reserves the right to require higher limits or additional types of insurance for specific projects i. If the firm has existing coverage meeting the specific project requirement, then this shall be provided at no additional cost to the University ii. If University requires additional, specific types of insurance, or limits in excess of that required above and maintained by the Supplier, then Supplier shall be entitled to pass on a reasonable cost for the additional required coverage to the University 13. Reference Accounts Communication a. As part of the University’s evaluation process, MSU asks that vendors submit a referenceable account with direct contact information. The account should have fully implemented, as close as possible, the solution being proposed. MSU would find it advantageous to speak to accounts in higher education, of the same relative size and geographically close, if possible. 14. Bidder Presentations a. As part of the University’s evaluation process, MSU reserves the right to require virtual presentations and demonstrations of respondents. Such presentations provide an opportunity for the exchange of information to clarify the proposal and to ensure a thorough and mutual understanding of the University’s requirements. b. MSU shall, at its sole discretion, determine which, if any, respondents it desires to have present to the selection committee and will coordinate a date and time for a meeting. 15. Pricing During Term of Agreement a. Service Page 20 of 25 i. Consulting Pricing shall be guaranteed for the term of the agreement resulting from this RFP. b. Lead Time i. Respondents are to provide an estimated lead time for the availability of a consultant who will work during this course of project. 16. Travel a. Any travel expenses must be pre-approved by the University and shall be reimbursed at the actual cost b. All reimbursable travel shall be subject to MSU’s Travel Reimbursement Policy set forth at http://www.ctlr.msu.edu/COTravelNew/ReimbursementChart.aspx. 17. Written Proposals a. As part of a written proposal, respondents shall overview their ability to meet the requirements of this RFP; including but not limited to: i. At least one, and no more than three, accounts of equal or greater size than the one described in this RFP currently using the solution proposed. MSU will be allowed to contact these accounts independently and without the respondent present. ii. Proposal for Professional services; including, but not limited to: 1. Professional Services for Support during deployment 2. Professional Services for post-deployment support 18. Required Documents for RFP Submission a. Respondent Information Sheet b. Signed Pricing Proposal c. Master Service Agreement (if requesting redlines) d. Scope change process e. Please provide below based on attached current and future state architecture diagram. i. Sample project plan with milestones ii. Sample performance testing plan iii. Testing plan for High Availability and Disaster Recovery 19. Payment Terms a. Invoice payment terms shall be 2.75% 10 Days, Net 30 Days from receipt of invoice i. Failure to accept these payment terms will result in a respondent being deemed non-responsive. b. Milestone Payments i. 50% of anticipated project spend upon execution of a statement of work ii. 25% upon delivery and installation of materials iii. 25% upon successful completion of testing by MSU 20. Invoicing a. Invoice Submission Requirements Page 21 of 25 http://www.ctlr.msu.edu/COTravelNew/ReimbursementChart.aspx i. Each invoice is to be billed separately, either on a separate sheet of paper or a separate PDF document ii. Each invoice must be billed within 30 days after the completion of the stated work or delivery of materials iii. All invoices are to be emailed or mailed to MSU Accounts Payable. b. Invoice Requirements i. Company Name ii. University Purchase Order Number iii. Description of services provided or goods delivered to the University iv. If invoicing for hourly charges, a breakdown of the number of hours being invoiced Page 22 of 25 PRICING Consulting Service In order to more accurately compare proposals, respondents shall return a pricing proposal per the below. Failure to return a signed version of this form may result in a bidder being deemed non-responsive. In addition to this form, bidders are free to also include other pricing information they feel would be of interest to the University (i.e. options, pricing breakdown, etc.). Bidders may indicate a dollar value for each cost (including $0 / no charge) or that cost is “included” in other costs. Respondent should specify the hourly rates for and depending on different job roles and expertise as the project’s requirements would vary at different stages. Professional Services Price List Service Price Ex. Project Manager $50.00 per hour Ex. Consultant 1 for deployment $2,000 total fixed cost The signature below confirms that this proposal is valid for 180 days. Consulting firm: Signature: Name: Company: Date: Page 23 of 25 MASTER SERVICE AGREEMENT (attached) Please refer to Section 8 of the RFP Instructions when reviewing the Master Services Agreement terms and conditions. The proposed Master Service Agreement was distributed as an attachment with the RFP invitation. If you have not received the proposed MSA, please reach out to the Point of Contact Listed on the Title Page of this RFP. Page 24 of 25 1 2 3 4 5 Reference Documents: No. Title File Name HANA Sizing report of ERP production system HP1 Ref_Doc_1_HANA_Sizing_Report_of_ERP _Production_System_HP1.pdf HANA Sizing report of NetWeaver production system CP1 Ref_Doc_2_HANA_Sizing_Report_of_ERP _Production_System_CP1.pdf HANA Sizing report of Solution Manager production system SP2 Ref_Doc_3_HANA_Sizing_Report_of_ERP _Production_System_SP2.pdf Future database servers with basic connectivity Ref_Doc_4_Future database servers with basic connectivity.pdf Existing production landscape Ref_Doc_5_Existing production landscape.pdf Page 25 of 25