Provision of Enterprise Resource Planning (ERP) System Integrator Services for the Oracle ERP Cloud System

RP001-23 Page 1 December 22, 2022 REQUEST FOR PROPOSAL RP001-23 The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified service providers for the Provision of Enterprise Resource Planning (ERP) System Integrator Services for the Oracle ERP Cloud System for the Department of Financial Services. Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and Company Name. Proposals will be received until 2:50 P.M. local time on February 10, 2023 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any proposal received after this date and time will not be accepted. Proposals will be publicly opened and only names of submitting firms will be read at 3:00 P.M. A list of firms submitting proposals will be available the following business day on our website

target="_blank">www.gwinnettcounty.com. A WebEx pre-proposal conference is scheduled for 10:00 A.M. local time on January 11, 2023. To access, dial 408-418- 9388, enter Access Code 23329311263##. All service providers are urged to attend. Questions regarding proposals should be directed to Dana Garland, CPPB at dana.garland@gwinnettcounty.com or by calling 770-822-8723 no later than 3:00 p.m. on January 12, 2023. Proposals are legal and binding upon the vendor when submitted. One unbound single sided marked “original”, six (6) exact copies, one (1) electronic copy on a flash drive (labeled Technical), and one (1) electronic copy of the cost proposal on a flash drive (labeled Financial) should be submitted. The Proposal package can be accessed through the County’s website, Bids and RFPs page. www.gwinnettcounty.com/web/gwinnett/departments/financialservices/purchasing/bidsandrfps Successful service provider will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-5 or higher. Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and Administration Center, 770-822-8165. The written proposal documents supersede any verbal or written prior communications between the parties. Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or all proposals, to waive technicalities, and to make an award deemed in its best interest. Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting a proposal will be notified via email. We look forward to your proposal and appreciate your interest in Gwinnett County. Dana Garland, CPPB, FOII, NIGP-CPP Purchasing Associate III http://www.gwinnettcounty.com/ mailto:dana.garland@gwinnettcounty.com http://www.gwinnettcounty.com/web/gwinnett/departments/financialservices/purchasing/bidsandrfps http://www.gwinnettcounty.com/ RP001-23 Page 2 Request for Proposal For Provision of Enterprise Resource Planning (ERP) System Integrator Services for the Oracle ERP Cloud System RP001-23 Issue Date: December 22, 2022 Closing Date: February 10, 2023 at 2:50pm RP001-23 Page 3 Table of Contents 1. Introduction .............................................................................................................. 5 1.1. Overview 5 1.2. Definitions 5 1.3. County Background 6 1.4. Current Application Environment 9 1.5. Current Technical Environment 13 1.6. Other Planned Technology or County-wide Initiatives 21 1.7. Scope of SaaS ERP System Integrator Services 21 1.8. Summary of Key Transaction Volumes 23 1.9. Overall Evaluation Process 26 2. Service Provider Proposal Guidelines ...................................................................... 28 2.1. Intent 28 2.2. Requirements for Proposals 28 2.3. Requirements for Signing Proposal 28 3. Proposal Response Format ..................................................................................... 29 3.1. Executive Summary 29 3.2. Company Background 29 3.3. Relationship with Oracle 30 3.4. Implementation Plan 30 A. General Implementation Approach 30 B. Project Management Approach 31 C. Process Design Approach 32 D. ERP Software Configuration 32 E. Prototyping 32 F. Integrations and Interfaces 32 G. Data Conversion and Migration 33 H. Historical Data Access, Archiving, and Reporting 33 I. Business Intelligence, Reporting 34 J. Report and Form Development 34 K. Training Services 35 L. Testing Methodology and Approach 35 M. Change Management Approach 36 N. ERP Documentation, Presentations and Manuals 36 O. Post Implementation Support 36 3.5. Staffing Plan 36 3.6. System Requirements 37 3.7. Client References 38 3.8. Other Required Forms and Attachments 38 3.9. Addendums 38 3.10. Cost Proposal 38 3.11. Pricing Forms 39 4. Proposal Forms, Terms and Conditions, and Sample Contract Documents .............. 40 4.1 Service Provider Information Form 41 4.2 Client Reference Form 42 4.3 Non-Collusion Affidavit 45 4.4 Insurance Requirements 46 RP001-23 Page 4 4.5 Contract and Statement of Work Documents & Terms 49 4.6 Code of Ethics Affidavit 60 4.7 Service Provider Affidavit and Agreement 61 4.8 No Bid Form 62 4.9 General Instructions for Proposers, Terms and Conditions 63 RP001-23 Page 5 1. Introduction 1.1. Overview The County is issuing this Request for Proposal document to solicit responses from certified implementors (service providers) for the following Oracle Fusion Cloud components: • Enterprise Resource Planning • Procurement • WebCenter Forms Recognition • Supply Chain Executive • Human Capital Management • Payroll • Human Resources Help Desk • Policy Automation for Workers • Workforce Health and Safety Incidents • Talent Management and Workforce Compensation • Learning • Time and Labor • Digital Assistant • Enterprise Performance Management The County has purchased the following environments: • 4 Test Environments for Oracle Fusion Cloud Service • 6 Environments for Oracle Enterprise Performance Management Cloud Service Additionally, the County will be procuring software from the following vendors to be integrated with the future Oracle system: • ADP, Inc. for SmartCompliance tax filing and compliance • Emphasys Computer Solutions, Inc. for SymPro or debt and investment management 1.2. Definitions The following definitions are used in the proposal: • Availability in section 3.6 System Requirements response means how the requested functionality is addressed through the Software proposed. • Business Function means business functional areas like finance, budget, procurement, human resources and payroll. • Change Order means a written document signed by the County, and issued to the awarded service provider, which alters the scope of the work to be performed by the service provider, changes the schedule for performance of the work, increases or decreases the service provider’s compensation, or makes any other change to the Contract. • Client or County means Gwinnett County, Georgia, a political subdivision of the State of Georgia. • Cloud Solution means the Oracle Cloud Software as a Service that is being provided by Mythics, Inc. (Mythics) • Completion means fulfillment of all the service provider’s obligations under the Contract. RP001-23 Page 6 • Configuration means the use of application features to establish business rules in the application to meet the County’s business needs. • Plante & Moran, PLLC is the County’s independent consultant for the system selection and integrator initiative. • Pricing Form means the attachment which service providers should use to submit cost proposals. Including costs for the following: implementation services, training, interfaces and data conversions. The pricing form should include all costs to satisfy the requirements documented in this request for proposal. The pricing form is available as Attachment 4 – RP001-23 ERP System Integrator Services – Pricing Forms.xlsx • Request for Proposal (RFP) means this document and all attachments including any addenda released. • Requirements means all requested Software and Services, Terms and Conditions as specified in this request for proposal and in associated references. Standards, or portions thereof, cited in Attachment 1 – RP001-23-ERP System Integrator Services – Requirements, by reference shall have the same effect as if actually included in the proposal document in their entirety. • Software means the licensed software application, including third party software applications that are included in the service provider’s proposal response. System Interfaces is a current or desired interface that is requested by the County. • System Requirements means all functionality requested in the new System. System Requirements are documented in the Attachment 1 - RP001-23 ERP System Integrator Services – Requirements.xlsx • System means the fully installed, configured, and implemented software application(s), including any third-party software, necessary to meet the County’s requirements and defined work. Third (3rd) Party Interface is an interface desired with an outside third party. • Service Provider or Proposer means a firm, company or organization submitting a proposal in response to this request for proposal. • Software Provider means Mythics who is providing the Oracle Fusion Cloud Suite Software as a Service to the County. • Successful Service Provider or Successful Proposer means the firm, company or organization selected as the entity to perform the anticipated services, subject to the completion of contract negotiations and execution of a written contract. 1.3. County Background Gwinnett County is a suburban county, located approximately 30 miles northeast of Atlanta, Georgia and has an estimated population of 966,874 for 2021. Currently, the County has a total of 5,939 authorized positions, including appointed and elected officials. The governing authority of the County consists of a five-person Board of Commissioners, including a full-time Chairwoman elected at large and four Commissioners elected on a district basis. The Board of Commissioners appoints the County Administrator to implement the Board’s directives, and the County Administrator uses a management team consisting of members of his immediate staff and 14 department directors. The 14 departments that make up the executive side of the County government are Child Advocacy and Juvenile Services, Communications, Community Services, Corrections, Financial Services, Fire and Emergency Services, Human Resources, Information Technology Services, Law, Planning and Development, Police Services, Support Services, Transportation, and Water Resources. RP001-23 Page 7 In addition to the 14 departments, certain services are provided to citizens through constitutional officers and independent elected officials. The elected officials include Chief Magistrate, Clerk of Court, District Attorney, Probate Court Judge, Sheriff, Solicitor, State Court Judges, Superior Court Judges, and the Tax Commissioner. The judicially appointed officials include Juvenile Court Judges, Recorder's Court Judges, Clerk of Recorder’s Court, and Court Administrator. The County government provides a wide array of services to its citizens, including "traditional" county government functions such as construction and maintenance of roads and court-related activities, as well as municipal functions such as police, fire, recreation, emergency services and water and sewage. The County is currently operating SAP as its core ERP system. SAP has issued end-of-life support commencing in 2027 for the County’s current ERP system and 2030 for the County’s ERP HCM system. The following County-wide organization chart shows all that will be involved in the ERP implementation. RP001-23 Page 8 RP001-23 Page 9 1.4. Current 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 service provider 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 Application Application Notes/Description Migration Plan Accela Planning, permitting, inspection, and code enforcement applications I Account Validation API Bank account validation services with Wells Fargo to minimize fraud. I Adobe Interactive Forms Uses PDF and Adobe Software that has been integrated into the current SAP to create interactive forms R ADP SmartCompliance Tax filing and compliance I ArchLogix Meter reading service orders field workorders. Will integrate with future Utility Billing solution. M Articulate 360 Create online/mobile courses for employees I AssetWorks Fleet management I Attunity Gold Client Software that moves configuration, master data, and subsets of transactional data into SAP from testing environments R Aumentum Property tax billing/collection I Bank of America - Works Purchasing card processing I Benefit Providers Employee demographics and benefit election info. There are currently ~30 providers I BSI Payroll and other tax updates R Five9 DWR UB call tracking to automatically bring up customer information. Will integrate with future Utility Billing solution. M CivicRec Online recreation management system I RP001-23 Page 10 Current Application Application Notes/Description Migration Plan CJIS Software that moves data from one or more criminal justice applications M CIP Tracker DWR construction management solution I Corporater Business intelligence (BI) and management platform for planning, performance, compliance, governance, and reporting business functions C/I Crystal Reports SAP intelligence tool for reporting R DataMatic’ SPMR 3 rd party reads water meters from smart phone and uploads to billing software. Will integrate with future Utility Billing solution. M DigiTech Third-party ambulance billing I Docusign Electronic signature system in implementation process I eBuilder Construction management software I Elavon Credit card processing in iNovah. The ERP will be integrated to iNovah for cashiering. M ESRI -GIS GIS Map and layers. Will integrate with future Utility Billing solution. M FileNet Invoice processing I Fivepoint State Court online payments I Gwinnett County Website Water resources and other online bill pay functionality, unclaimed funds search, charitable donations I Humana Software for virtual training C iNovah Cashiering system primarily for water, sewer, & solid waste payments I JCATS Defender Indigent defense payments I Lease Query Lease management system. This solution was put in place to manage GASB 87 requirements. Functionality exists within the solution to manage leases of any type from institution to completion including payments. Consideration needs to be made to include Support Services/Real Estate activities in this solution prior to interfacing. M Liferay Platform used to build custom portals, intranets, and websites M LinkedIn Learning Employee training I Lucity Enterprise asset and maintenance management system M IBM Maximo Enterprise asset management software I Icon Jury payments I Microsoft Access- Contract Management A single database for all County contracts is housed in Access R RP001-23 Page 11 Current Application Application Notes/Description Migration Plan Microsoft Access – Employee Database Fire employee database, as well as for tracking smoke alarms. SAP does not have photo functionality for employees, forcing the county to use Access R Microsoft Excel – Accela Cash Receipting Tracks payment information prior to inputting into Accela R Microsoft Excel – Bank Reconciliation Tracking deposits, withdrawals, transfers, and accrued interest in County bank accounts R Microsoft Excel - Bond Payments Managed in Excel R Microsoft Excel - Candidate Information Used to track candidate information during the recruiting process R Microsoft Excel – Debt Management Used for debt management purposes in place of SAP R Microsoft Excel – Grant Time Tracking Tracking grant-related time to assign to a grant R Microsoft Excel – Humana Trainings Recording of hours in Humana trainings R Microsoft Excel – Multi-year Contracts Tracking of multi-year contracts to manage dates, payments, budget, and milestones R Microsoft Excel - Performance Evaluations Excel spreadsheets are utilized to track and record performance evaluations R Microsoft Excel - Retiree Benefits Excel is utilized to track all retiree benefits R Microsoft Excel – Solicitation Tracking System of record to track multiple types of solicitations (RFPs, RFIs, etc.) R Microsoft Excel - Uniform Tracking (DWR) Used to track quantity, cost and date signed out for all uniforms. SAP tracks uniforms as inventory items R Microsoft Excel - Vehicle and Equipment Replacement Plan Managed in Excel R Microsoft Excel – Water Resources – Informal Change Orders Tracking informal change orders to the CIP R Microsoft SharePoint Budget File sharing R Nakisa Succession planning I NeoGov NeoGov Insight and Onboarding recruiting and applicant tracking I RP001-23 Page 12 Current Application Application Notes/Description Migration Plan Network G: drive Purchasing files, agenda packages, PO attachments R Penn Credit DWR Collection Agency. Will integrate with future Utility Billing solution. M Provision of Public Safety Information Technology (IT) Solution Comprehensive Public Safety Solution that supports the current CAD/RMS systems and is used for some financial and HCM transactions I REI Grants management solution I Riskonnect Risk – accident transactions I SAP SAP serves as the Counties core ERP system with various modules. These modules include – BEx, Business Objects, BO BI Platform, BSI, BW, Central Billing, CRM, CRM Revenue License, ECC, ESS, FI, GUI, HCM, ISU, MM, NetWeaver Portal, PY, Redwood Scheduler, SEM/BPS, Solution Manager, SRM, and WM R SAP – CRM (v7.0) *SAP – customer relationship management module will be maintained until a future software replacement for CRM is initiated R SAP – ISU Primary utility billing module for all billing functions, lien processing and meter reading data R Shelter Buddy Animal welfare system tracks animal management and adoption payments in this system. In the current environment this system is not integrated to SAP but instead revenue is recorded in SAP as a cash journal. I SmartyStreets Address verification for USPS and international addresses M SymPro Debt and investment management. To be implemented alongside ERP effort. I Telestaff Fire and EMS scheduling I Tiburon Third-Party alarm billing. Police is in the process of moving to Tiburon to manage their alarm billing I TIN Check Tax ID Verification I Trimble Work order software M Unisys Inhouse mass mail uploader with payment and account information R uPerform Application to create training and simulation content I Wdesk Budget document and CAFR prep R Wells Fargo ACH, lockbox and eBox payments I Western Union Water payments made at Western Union. Will integrate with future Utility Billing solution. M RP001-23 Page 13 1.5. Current Technical Environment Gwinnett Department of Information Technology Services The Department of Information Technology Services is responsible for leading the technology evaluation of the solutions presented as a part of this solicitation as well as providing support and delivery of technology solutions and innovations throughout the Gwinnett County Government. The department is made up of over 150 business and technology professionals that deliver innovations and services to all Gwinnett County departments. Gwinnett Department of Information Technology Architecture and Environment The County’s Network is managed by the County Department of Information Technology Services. The Network supports all County Departments, including public safety. The County’s existing network topology consists of a logical layer operating over a physical layer. The logical layer is firewalled between members but operates in a relatively open manner so that if there is physical connectivity, there is also a logical path to that node. The physical layer is a hub-and-spoke architecture with links provided by Gwinnett County-owned fiber, as well as metered connections from a network vendor. The County Network Core consists of two primary sites, Gwinnett County Justice and Administration Center (GJAC) and Gwinnett County Police Department (GCPD) Annex, which have dual high-speed connections to each site. The remote nodes have redundant connections to the Core. The County is establishing a Disaster Recovery location and Alternate 9-1-1 Center at the Bay Creek District Office. The current Gwinnett County ecosystem that includes the relevant technologies for this proposal shown in the table below. Technology Type Current Technology On-premises Email Gateway Proofpoint Security Current Technology Data Loss Prevention Microsoft DLP Network Current Technology Cloud Email Gateway Proofpoint Multi Factor Authentication Microsoft Azure Cloud Protocols Current Technology Directory Services Standard LDAP, Active Directory (AD), AzureAD Software Current Technology Productivity Microsoft 365 ERP SAP Document Repository FileNet, SharePoint Email Communications Platform Microsoft Exchange Online Internet Browser Microsoft Edge Document digitization and workflow DocuSign Mobile Device Management Microsoft Intune Table 1 – Technology Ecosystem The Gwinnett County current requirements related to infrastructure and information security can be found below in Exhibit A - Security Requirements for Purchases of this Request for Proposal. As RP001-23 Page 14 indicated in the response requirements, all service providers are required to comment on their adherence to those requirements and callout specifically any, and all exceptions or clarifications to that end. The County has established technology standards and would prefer to adhere to them as part of the implementation of the ERP Software, where applicable for a public service provider hosted/Cloud solution. RP001-23 Page 15 Exhibit A – Security Requirements for Purchases RP001-23 Page 16 RP001-23 Page 17 RP001-23 Page 18 RP001-23 Page 19 RP001-23 Page 20 RP001-23 Page 21 1.6. Other Planned Technology or County-wide Initiatives Activity Staff Impacted Timing Utility Billing Software Replacement Water Resources, Treasury 2023 Enterprise records management system implementation Technology 2023 Grants Management System Finance, Planning & Development 2023 Customer relationship management software replacement Customer service 2022-2024 Digital automation solution; electronic document management and processing with e-signature Technology 2022-2024 COBRA benefits management partner selection Human Resources 2022-2023 ADP for tax filing and 1099s Finance 2023-2025 Sympro debt and investment system implementation Finance 2023-2025 1.7. Scope of SaaS ERP System Integrator Services The County is requiring that service providers propose implementation services for the complete scope of Oracle Fusion Cloud modules purchased by the County and listed below: Enterprise Resource Planning Procurement WebCenter Forms Recognition Supply Chain Execution Human Capital Management Payroll Human Resources Help Desk Policy Automation for Workers Workforce Health and Safety Incidents Talent Management and Workforce Compensation Learning Time and Labor Digital Assistant Enterprise Performance Management The County has purchased the following environments: • 4 Test Environments for Oracle Fusion Cloud Service • 6 Environments for Oracle Enterprise Performance Management Cloud Service For specific functionality expected in each business function, please refer to the attached ‘Attachment 1 - RP001-23 Oracle Cloud ERP System Integrator Services – Requirements.xlsx’. Instructions for responding to the requirements are in the Requirements section of this proposal document. The requirements provided will inform the service provider how Mythics/Oracle has responded to the County’s requirements and will allow the service provider to provide any updates to the requirements based on their expertise in implementing the software solution, as well as inform the overall response to this proposal. RP001-23 Page 22 Desired implementation services: Project Management Chart of Accounts Re-design Process Redesign Operational Redesign Software Installation Software Modifications as identified in Requirements Data Conversion Historical Data Access, Archiving, and Reporting Report Development Integration and Interface Development Implementation and Training Services Change Management Knowledge Transfer to Staff System Documentation Development Managed Services (including Security & Compliance Management) Desired functionality has been broken into the following business function areas: Financial • Chart of Accounts • Budget Control & Maintenance • Accounts Payable • Interagency Billing • Customer Management • Inventory • Travel • Fixed Assets • Projects • Grants • Accounts Receivable • Cost Allocation • Financial Reporting Procurement • Vendor Management • Bidder Portal • Requisition to Payment • Contract Management • P-cards • Competitive Procurement • Sourcing Budget Preparation • Operational Budget Preparation Payroll • Employee Set up / Maintenance • Benefits • Garnishments • Labor Distribution • Time Keeping • Leave Management • Deductions & Contributions • Payroll processing Human Resources (HR) • Benefit Enrollment • Employee Self Service • Position Control Human Resources (HR) (cont.) • Staff Scheduling • Performance Management • Learning Management • Personnel Actions • Talent Acquisition • Classification Technology • User Account Management • Identity Access Management • Workflow and Transaction Processing RP001-23 Page 23 • Capital Budget Preparation • Position Budgeting • Forecasting • Supplemental Budget Management • Business Rule Orchestration • Business Intelligence and Data Analytics • Data Management • Data Governance • Application Integration / Interfaces • Application Operations & Maintenance • Application Security 1.8. Summary of Key Transaction Volumes A summary of key transactions and operating volumes and standards are included below. These volumes and standards reflect actual and estimated amounts for the current environment. Metric Current Population 966,874 Form of Government County Jurisdictional Area (Square Miles) 437 Residential Units 316,334 Number of Departments 25 Executive/Elected Budget (General Fund) $422,692,406 Budget (Central IT) $59,006,238 Budget (All Funds) $2,066,530,179 Total Staff (Full time: 1FTE) 5,400 Total Staff (Part time: 0.5 FTE) 550 Number of IT users 192 (Full Time + Contractor) Number of ERP System Users - Total Current 5,832 + 2,180 retirees Number of ERP System Users - Total Future 5,832 + 2,280 retirees Number of ERP System Users - Concurrent Future 16,124 Number of Employees Per Area Misc. Billing & Accounts Receivable 250 Cash Receipting 250 Purchasing/Inventory 300 HR/Payroll 150/5,750 Time and Attendance 150/5,750 Work Orders and Facility/Fleet Management 200 General Ledger/Bank Reconciliation Current Chart of Accounts Structure Chart Segment One Name/Account Mask Fund (3#’s) RP001-23 Page 24 Chart Segment Two Name/Account Mask Functional Area (6#’s) Chart Segment Three Name/Account Mask Fund Center (5#’s) Chart Segment Four Name/Account Mask Cost Center (8#’s) or WBS (1 letter and 9#’s) Chart Segment Five Name/Account Mask Account (8#’s) Future Chart of Accounts Structure according to the Georgia DCA chart of accounts Chart Segment One Name/Account Mask Fund (3#’s) Fund Classification (Governmental, Proprietary, Fiduciary) Fund type (General, Special Revenue, Debt Service, Capital, Internal Service, Enterprise, Custodial, Trust) Chart Segment Two Name/Account Mask Function (4#’s) Account Class (Assets, Deferred Outflows, Liabilities, Deferred Inflows, Fund Balance/Net Position, Inflows of Resources, Expenses/Expenditures Chart Segment Three Name/Account Mask Department (2#’s) Chart Segment Four Name/Account Mask Cost Center (8#’s) or WBS (1 letter and 9#’s) Chart Segment Five Name/Account Mask GL account (4#’s) Fiscal Year End 12/31 Number of Funds 96 Number of Department Codes 321 Number of Balance Sheet Accounts 699 Number of Expense Accounts 485 Number of Revenue Accounts 489 Number of Project numbers 1,014 Number of Manual Journal Entries (Monthly) 400-500 Number of Cash Accounts 161 Number of Bank Accounts 126 Number of Annual Check Voids 250-400 Budgeting Pre-Encumbrance Controls? No Encumbrance Controls? Yes Position Control? No Budget Entry Model (Centralized or Decentralized) Mostly Decentralized Number of Approval Levels 0.00 Budget Frequency Annually Number of Funds Budgeted 67 Fixed / Capital Assets Number of Capitalized Fixed Assets 55,505 RP001-23 Page 25 Fixed asset tagging? Yes Fixed Asset Capitalization Threshold 5,000 Tracking/Reporting of Non-depreciable Assets? Yes Project / Grant Accounting Do Projects/Grants Cross Funds? Yes Do Projects/Grants Cross Departments? Yes Purchasing / Contract Management / Inventory Use of NIGP/Commodity Codes? Yes 5-digit NIGP commodity codes Number of Requisitions per Month 1,587 Number of Purchase Orders per Month 1,640 Number of Invoices Without a Purchase Orders per Month 2,367 Number of Vendors in Purchasing System 8,995 Number of Inventory Item Codes? 10,257 Number of Item ship to Locations 305 Average Frequency of Physical Inventories Annual physical inventory and cycle counting Accounts Payable Number of Vendors Maintained in Accounts Payable System 4,092 Remit Vendors 23,614 A/P Vendors, 21,371 Employee Vendors Number of Invoices Input Annually 59,840 does not include invoices brought over by JCATS, STARS, Utilities Summary billing Frequency of Check/EFT Runs Checks, DNM Checks, E-Payable are run on Monday’s and Thursday’s ACH is run Monday through Friday Check Signature Method Printed on checks, amounts over $1M require wet signature Payments Types Supported Checks, ACH, E-Payables and Wires when needed Number of 1099s Processed Annually 1,750- 2,000 Cash Receipting Receipting Model (Centralized or Decentralized) Decentralized Number of Cash Registers / POS Terminals 282 Human Resources / Payroll / T&A Number of Permanent Employees 5,400 Number of Part-Time Employees 550 Number of LTD 200 Number of Retirees 2,000 Number of Seasonal Employees 4,000 Number of Bargaining Units N/A Number of Applicants (Annually) 60,000 RP001-23 Page 26 Payroll Frequency Bi-weekly, Monthly, and On-demand Off cycle 1.9. Overall Evaluation Process Responses to this proposal document will be evaluated by a selection committee consisting of various process owners within the County. The County’s intent is to acquire the SaaS ERP System Integrator Services that will provide the best value to the County in implementing the Oracle ERP Cloud Suite. The County will be using the following evaluation process to reach a finalist decision: Tab Criteria Points Part 1 A General Requirements - Financial stability, number of municipal installations, quality, and completeness of proposal presentation 10 B Functional Requirements - Ability of service provider to meet functional requirements as demonstrated by the examples identified that are of similar scope and service 15 C Technical Approach and Guidelines - Service providers data conversion approach, data archiving, security management, interface approach, environment management, relationship with SaaS provider 25 D Implementation Approach and Methodology (including amount and type of support), service provider staffing provided on the project, post implementation support, training approach, change management approach, project management approach 25 F References - Service provider should provide at least three (3) references from clients that are similar in size and complexity to the County. 15 Part 2 Cost Schedule 10 Sub-Total 100 Part 3 Service Provider Interview 25 Sub-Total 125 Optional Part 4 Optional Site Visit (In-Person or Remote) 10 Total Points 135 Part 1 Evaluation: The above categories of criteria will be used to evaluate the proposals based on their relative responsiveness and will be scored based on the point values as shown in the table above. Please note that references, and subsequent reference checks, are a required component of Part I scoring. The service provider should have performed and completed an implementation in at least three government entities of similar size and complexity with the Oracle ERP Cloud Solution. Part 2 Evaluation: Service providers may be short-listed for further consideration. The Cost Schedules of the short-listed service providers from Part 1 will be opened, reviewed, and scored with the lowest cost receiving the most points and the other service providers receiving proportional points based on the differences in proposal costs. Part 3 Evaluation: At Gwinnett’s discretion, or as deemed in Gwinnett’s best interest, service providers may be short-listed again for an interview. At this time, Gwinnett may request further information, explanations, clarifications, presentations, interviews, or meetings with some or all the remaining service providers. All interviews will be the sole responsibility of the proposing service providers and at no cost to Gwinnett. RP001-23 Page 27 Optional Part 4 Evaluation: The top service providers in the third-round evaluation may then proceed to an additional level of due diligence that includes potential site visits (in-person or remote) to comparable entities using the service provider's product. The County will then enter contract negotiations with the highest scoring firm. If an agreement with the highest ranked firm cannot be reached, Gwinnett may then negotiate with the second ranked firm and so on until a satisfactory agreement has been reached in accordance with the Gwinnett County Purchasing Ordinance. RP001-23 Page 28 2. Service Provider Proposal Guidelines 2.1. Intent It is the intent of the County, through this request for proposal and the contract conditions contained herein, to establish to the greatest possible extent complete clarity regarding the requirements of both parties to the contract resulting from this request for proposal. Before submitting a proposal, the service provider must be thoroughly familiarized with all contract conditions referred to in this document, any additional documentation (e.g., questions and answers) and any addenda issued before the proposal submission date. Such addenda shall form a part of the proposal and shall be made a part of the contract. It is the service provider's responsibility to ascertain that all addenda issued were received prior to the proposal submission date. The terms of the request for proposal, the selected service provider’s proposal and any additional documentation (e.g., questions and answers) provided by the service provider during the solicitation process will be integrated into the final contract for services entered between the County and the selected service provider. The service provider shall determine by personal examination and by such other means as may be preferred, the conditions and requirements under which the agreement must be performed. 2.2. Requirements for Proposals The service provider should submit: One (1) unbound single sided marked “original”, six (6) exact copies, one (1) electronic copy on a flash drive (labeled Technical), and one (1) electronic copy of the cost proposal on a flash drive (labeled Financial). Cost should be submitted in a separate sealed envelope. The Technical flash drive copy should include the following files: • RP001-23 Oracle ERP System Integrator Services – Technical Proposal.pdf • Attachment 1 – RP001-23 ERP System Integrator Services – Requirements.xlsx • Attachment 2 – RP001-23 ERP System Integrator Services – Service Provider Forms.docx • Attachment 3 – RP001-23 ERP System Integrator Services – Implementation Staffing Resources.xlsx The Financial flash drive copy should include the following files: • Attachment 4 – RP001-23 ERP System Integrator Services – Pricing Forms.xlsx • RP001-23 Oracle ERP System Integrator Services – Cost Proposal.pdf 2.3. Requirements for Signing Proposal Each service provider, by making a proposal, represents that this document has been read and is fully understood. The proposal should be signed in ink or through DocuSign or a similar program by an individual authorized to legally bind the person, partnership, company, or corporation submitting the proposal. All manual signatures should have the name typed directly under the line of the signature. RP001-23 Page 29 3. Proposal Response Format This section defines the scope of services to be provided by the Oracle Cloud ERP System Integrator and provides specific instructions for completing the response sections as specified in this section. Service providers are encouraged to submit clear and concise responses, and excessive length or extraneous information is discouraged. In an effort to ensure our ability to evaluate and choose a successful service provider for this project, service providers are encouraged to be responsive to the specific range of issues requested in this solicitation. Submission of excessive “boiler plate” information, including sales brochures, is discouraged. Service providers should not submit website links in lieu of written responses. Website links and any information contained within may not be reviewed or considered by Gwinnett County. 3.1. Executive Summary This part of the response to the proposal should be limited to a brief narrative that should not exceed two (2) pages describing the proposed solution. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The executive summary should not include cost quotations. 3.2. Company Background In addition to providing responses to the following items, the service provider should complete the Service Provider Background Form in ‘Attachment 2 – RP001-23 ERP System Integrator Services – Service Provider Forms.pdf’ and include the form in this section of the proposal response. Service providers should provide information about their company so that the County can evaluate the service provider's stability and ability to support the commitments set forth in response to the proposal. Information that service providers should provide in this section are as follows: 1. The company's background including a brief description (e.g., history, present status, future plans, company size, company headquarters, etc.) and organization charts. 2. Audited financial information for the past two (2) completed fiscal years that include a copy of the service provider’s latest audited financial statements. If audited financial statements are not disclosable, then include information that can be used to get a clear and realistic understanding of the service provider’s financial standing 3. Does the service provider anticipate any changes in company ownership or structure that may occur during the proposal evaluation process? 4. Privately held companies wishing to maintain confidential financial information should provide information detailing the company’s long-term stability. Please provide a current Dunn & Bradstreet report (D&B) as part of the service provider’s proposal response. 5. If the service provider is proposing to use subcontractors on this project, please provide a response to the Company Background Form for each subcontractor, service provider relationship with that firm and the specific services and/or products that the subcontractor will be providing on the project. A complete list of subcontractors should be submitted. The County has the right to approve all sub-contractors of the service provider at any time. RP001-23 Page 30 3.3. Relationship with Oracle The service provider shall provide the information described in this section. The information will be used in the evaluation process. The County has selected the Oracle ERP Cloud modules described in the Overview Section. a. Describe the service provider’s relationship with the selected software provider and experience with products that the County has chosen to implement. b. Describe the service provider’s approach to designing and managing the configurations within the ERP software. c. Describe the coordination and communication process that will exist between the ERP Software Provider and the service provider during implementation. Please include a detailed escalation process for actions, issues, risks, and decisions identified during the implementation. d. Describe the service provider’s approach to managing the conversions necessary for the implementation of the solution. e. Describe the service provider’s approach to managing the integrations necessary for the implementation of the solution, including using the Informatica© integration layer. f. Describe the process of managing upgrades and patches during the implementation activities. 3.4. Implementation Plan In this section the service provider is to provide an implementation plan in narrative format supported by an activity-level project plan created in Microsoft Project or similar. The plan must detail how the proposed solution is to be implemented. This section of the proposal response implementation plan should include the following elements: a. General Implementation Approach b. Project Management Approach c. Process Design Approach d. ERP Software Configuration e. Prototyping f. Integration and Interfaces g. Data Conversion and Migration h. Historical Data Access, Archiving, and Reporting i. Business Intelligence, Reporting j. Form Template Development k. Training Services l. Testing Methodology and Approach m. Change Management Approach n. ERP Software Documentation, Presentations and Manuals o. Post Implementation Support It is expected that the service provider will lead the efforts in each of the implementation areas unless stated otherwise. A. General Implementation Approach Provide a general overview of the implementation approach the service provider plans to use for the County that includes addressing the following items: 1. Describe how the service provider will work with the County to establish and implement best practices across the departments. 2. Describe the service provider’s approach to documenting and managing the configurations across the application environments. RP001-23 Page 31 3. Describe key differentiators of the approach as it relates to implementing a solution on time, within budget and with the ability to meet the needs of the County. 4. Describe the service provider’s proposed implementation phasing of the software procured and timeline for the implementation. Include a description of how this timeline provides adequate time for business process analysis, data conversion, testing and user training. Be sure that associated costs for phasing/interim integrations is included in the pricing document. Pricing should NOT be included in this section of the proposal response and only in the pricing form to be submitted separately. 5. Describe the service provider’s implementation methodology (phases and key activities). 6. Describe the service provider’s approach towards running parallel legacy applications and ERP software for a period, if any are proposed. 7. Describe the use of any additional tools or software products that are planned to be used in addition to those purchased from the software vendor. Include these tools in the pricing document. Include any additional licensing terms and conditions with the response. 8. Describe the service provider’s methodology for tracking and managing the requirements traceability matrix. 9. Describe the service provider’s pre-implementation and implementation activities that are unique in approach and methodology. 10. Provide a high-level work plan for achieving the successful deployment of the Oracle ERP Cloud Suite. The service provider must provide their work plan in a Microsoft Project or similar and PDF format in this section of the proposal response. B. Project Management Approach In addition to providing responses to the following items, the service provider must complete the Project Management Approach form in ‘Attachment 2 – RP001-23 ERP System Integrator Services – Service Provider Forms.pdf’ and include this form in this section of the proposal response. The County expects the service provider to provide project management resources leading to the successful deployment of the system. This project manager will work as a team member with the County’s project team. It is expected that this project manager will be “on the ground” as appropriate to team with the County project management office (PMO). As part of any significant engagement, the County employs a project management approach that is based on the Project Management Institute’s Project Management Body of Knowledge (PMBOK). The County expects responding service providers to adhere to such standards as part of the project. Provide an overall description of the project management approach for this engagement and specifically describe the service provider’s approach to the following: 1. Describe the coordination and communication process that will exist between the parties involved, including the County teams, software vendor, and other stakeholders. 2. Describe the overall approach and methodology to the implementation. This will include the use of an agile iterative approach within the implementation lifecycle, which will allow the County to adjust and transform how the County does business. 3. Describe the change management process that will be used to track project scope changes. 4. Describe the management and escalation process for actions, issues, risks and decisions identified throughout the project. Provide a sample project management plan. RP001-23 Page 32 C. Process Design Approach With the deployment of a new ERP system, the County wishes to take advantage of process improvements and capabilities within the system that support operational improvements. Service providers are requested to describe their approach towards process design including: • Design activities performed • Timing for activities with regard to the implementation effort Additionally, the County plans to make changes to the existing Chart of Account (COA) structure to align with the State of Georgia COA requirements. D. ERP Software Configuration Describe how the system configurations will be determined, configured and documented for the County. Response should include: • Approach for migrating configurations across software environments during implementation activities • County staff responsibility for supporting service provider as configurations are made • Training included for configuration management (both technical and functional) • Explain County responsibilities for maintaining configuration information following implementation. E. Prototyping Describe in this section how the service provider will conduct prototyping for the County. Prototyping will assist the County in making configuration and business processes decisions. It can also be used to inform the departments of process changes supporting change management and the overall implementation. F. Integrations and Interfaces The intent of this section is to communicate the expected interface environment for the ERP software solution. The County is expecting, to the fullest extent possible, that information generally would need to be entered only once into the system. Describe in this section how the service provider will provide continuous integration from one environment to another environment without manual processes or intervention. The ‘Attachment 4 – RP001-23 ERP System Integrator Services – Pricing Forms.xlsx’ allows the service provider to respond to requested interfaces. It is expected that interfaces will be reviewed with County Business Owners to determine the proper future state during the design phase. It is understood that some crosswalks will be required, and that some system changes may also be necessary where crosswalks cannot be provided. In addition, provide the following: 1. Describe the approach to identifying integration requirements with other applications. 2. Describe the service provider’s approach towards interfacing and integration with other solutions including the use of specific tools, methods and standards. 3. Describe the service provider’s approach to establishing and maintaining crosswalks. RP001-23 Page 33 4. Describe how the service provider will manage to the data exchange standards (e.g., Extensible Markup Language (XML), Web Services, or Electronic Data Interchange (EDI) supported in the software solution as it pertains to the County’s current technical environment described previously, identify potential issues for integrating with specific technologies that are used within the County. G. Data Conversion and Migration It is anticipated that data conversion will occur when migrating to the new application. The service provider is expected to assist the County in the conversion of both electronic and manual data to the new ERP application. It is expected that the County will be responsible for data extraction from current applications. The service provider will be responsible for the data scrubbing, data pre-processing, data conversion coordination, definition of file layouts, and data import and validation into the new ERP solution. Provide pricing for data conversions in the attached ‘Attachment 4 – RP001-23 ERP System Integrator Services – Pricing Forms.xlsx’. See Section 1.4 Current Application Environment within this request for proposal, to review current system information. Pricing should NOT be included in this section of the proposal response and only in the pricing form to be submitted separately. In addition: 1. Describe the service provider’s general approach towards data conversion and how the service provider would work with the County to conclude what should be converted. H. Historical Data Access, Archiving, and Reporting Consultant shall propose, as part of the overall Solution, any necessary software, hardware, and services, for a cloud-based data archival, historical data reporting and access (BI) Solution. The scope is expected to include data conversion, data cleansing, data mapping, data migration and data reporting. Requirements for this Solution are as follows: a) Solution shall include migrating data the County deems mission-critical for operations from the existing on-premises SAP ERP (NetWeaver 7.40, ECC 6.0 EHP 7.0, CRM 7.0 EHP3, SRM 7.0 EHP3, BW 7.0 EHP3) system to a cloud solution. b) Solution shall also be used for ongoing storage of new ERP (Oracle Fusion SaaS) data that extends beyond the implementation migration timelines with the ability for end users to access the data via reporting, analytical, and/or Web API solutions for reporting purposes. 1. Current data size within the SAP ERP environment: 5 TB of uncleansed data to include structured, unstructured, and system logs. Current growth rate per year: 10%. 1. The approximate breakdown of the 5 TBs of data by percentage is as follows: 1. 20% - System generated data (logs, workflows, emails) 2. 35% - Utility Data (Department of Water) 3. 10% = Payroll 4. 10% - Human Capital 5. 15% - Finance 6. 10% - Other c) Solution shall have open APIs to connect to unstructured data such as supporting documentation for transactional records. Current system used for related document storage is IBM FileNet Content Manager (Version 5.5). RP001-23 Page 34 d) Solution shall either be a native Oracle data warehouse product that integrates seamlessly with Oracle Fusion SaaS or a solution that tightly integrates with the Oracle Fusion SaaS environment. e) Solution shall meet all FedRAMP requirements. f) Solution shall integrate with enterprise single Sign-on solutions (Azure AD). g) Solution shall include a highly available back-up/disaster recovery solution. h) Solution shall be highly available and accessible meeting IT industry standard up-times. i) Solution provider shall implement reports based on business needs and a gap analysis between out of the box module reporting needs and data archive reporting needs. 1. The County currently uses the following reporting solutions- to include the approximate number of reports/queries in production today: 1. Crystal Reports – Existing reports in production: 600 2. Webi Reports – Existing reports in production: 180 3. Bex Querying Tool – Existing queries in production: 1,100 4. SAP ECC system-standard and custom reports: 80 j) Solution shall be accessible for up to 500 end users and 10 administrators. k) Solution shall be capable of storing historical payroll data from ADP. l) Solution shall be capable of storing historical treasury and budget data from SymPro Treasury Management. m) Solution shall be capable of storing historical data from the Department of Water’s utility billing system. n) Solution shall be fully implemented simultaneous with the go-live of the County’s Oracle ERP Solution. I. Business Intelligence, Reporting For specific reporting requirements, it is anticipated that the service provider will take the lead on developing any reports required as part of the initial deployment of the Oracle Cloud Solution. The service provider is expected to work with the County staff during the development of needed reports, to include technical training on the tools used for report development, database schema and architecture, etc. Provide information on the service provider’s reporting approach including: 1. Describe the service provider’s overall approach to reports and query development. 2. Describe the various methods of reporting including Business Intelligence. 3. Describe the service provider’s approach to identify, specify and develop executive style dashboards during the implementation. 4. Describe methods for the County to identify, specify, and develop required custom County reports during the implementation. 5. Please include implementation hours for Report Development services in the ‘Attachment 4 – RP001-23 ERP System Integrator Services – Pricing Forms.xlsx’. Pricing should NOT be included in this section and only in the pricing form to be submitted separately. J. Report and Form Development Describe the service provider’s approach to the form template development. This includes the number of form modifications that the service provider will complete during the implementation. Provide information on the service provider’s form development approach including: 1. Describe the service provider’s overall approach to forms/templates development (e.g., purchase order and invoice). 2. Describe the rollout of the approved forms/templates for business process use. 3. Describe the forms/templates OCR/ICR and e-signatures capabilities approach. RP001-23 Page 35 The service provider must complete the Report Development Form in ‘Attachment 2 – RP001-23 ERP System Integrator Services – Service Provider Forms.pdf’ and include this form in this section of the proposal response. K. Training Services In addition to providing responses to the following items, the service provider must complete the Training Form in ‘Attachment 2 – RP001-23 ERP System Integrator Services – Service Provider Forms.pdf’ and include this form in this section of the proposal response. The County needs to understand the approach to the following types of training: 1. Functional Team Training Approach: Describe the approach that will be used to train the County functional team members on the ERP solution capabilities. 2. Technical Team Training Approach: Describe the service provider’s approach to training the County technical team members on the ERP technologies and tools. 2. Knowledge Transfer: Describe how the service provider will detail, track and measure knowledge transfer between the service provider and the County staff. Describe how knowledge transfer activities will be applied throughout the project lifecycle, as well as how the knowledge transfer will be measured. The service provider must provide detailed work plans for knowledge transfer in their Response. 3. End User Training Approach Describe the service provider’s approach to end user training, including the actual training approach proposed. The service provider must provide an overall description of all training methods including, but not limited to, the following: General timeframes in which all types of training will be conducted The service provider must list the nature, level, and amount of training to be provided for all options in each of the following areas: • Technical training (e.g., programming, operations, etc.) • User training • Any tools used in the software to support training Required County staff to support the proposed training method Any tools used in the software to support training Cost for the training method must be included in the ‘Attachment 4 – RP001-23 ERP System Integrator Services – Pricing Form.xlsx’. Pricing should NOT be included in this section of the proposal response and only in the pricing form to be submitted separately. L. Testing Methodology and Approach The service provider should describe the recommended approach to the following types of testing that are anticipated to be performed on the project and the type of assistance the service provider anticipates providing to the County related to such testing: 1. ERP solution and 3rd party testing 2. Integration testing 3. Stress/performance testing 4. User acceptance testing (UAT) 5. Accessibility testing 6. Describe the use of any automated testing tools used to test the application and include pricing for the automated testing tools in the pricing forms. RP001-23 Page 36 M. Change Management Approach The service provider should describe its approach towards Change Management and Readiness in this section. The County wants to understand change management services offered by the service provider including any unique approaches or tools that will be used to support change management throughout the implementation initiative. N. ERP Documentation, Presentations and Manuals The service provider should clearly describe their approach to ERP software documentation and manuals that will be created as part of the implementation. 1. What types of documentation (user guide, technical guide, training materials, etc.) are provided through the pre-implementation, implementation, and post implementation effort? 2. Describe the service provider’s ability to develop tailored documentation based on the County’s software configuration and include any costs associated with this service in ‘Attachment 4 – RP001-23 ERP System Integrator Services – Pricing Form.xlsx’. Pricing should NOT be included in this section of the proposal response and only in the pricing form to be submitted separately. O. Post Implementation Support In addition to providing responses to the following items, the service provider shall complete the Post Implementation Support Form in ‘Attachment 2 – RP001-23 ERP System Integrator Services – Service Provider Forms.pdf’ and include this form in this section of the proposal response. Please specify the nature and conditions of any post-implementation support options including: I. Post-go live support that is included in the proposal, including transitioning support to the software vendor II. Onsite support (e.g., software infrastructure tuning, application configuration, interface management and issues, BI and reporting development, form template development, network optimization, and user training.) 3.5. Staffing Plan In addition to providing responses to the following items, the service provider shall complete the Staffing Plan Form in ‘Attachment 2 – RP001-23 ERP System Integrator Services – Service Provider Forms.pdf’ and include this form in this section of the proposal response. 1. Detail the type and amount of implementation support to be provided (e.g., number of personnel, skill level of personnel, project role title, time commitment to the County’s project, etc.). Include resumes for all personnel that will be assigned to the project. If the service provider is using a subcontractor, please include information on subcontracting staff being used and their specific role on the project. 2. Please provide an organizational chart for both the service provider and County staff involvement during the project. Identify the roles and responsibilities and time commitment estimated. Note: The finalized Statement of Work will require more detail related to the staffing plan, including the roles and responsibilities of the County, the software provider and the service provider. RP001-23 Page 37 3.6. System Requirements Responses to the requirements referenced in this request for proposal should be provided in this section of the service provider’s proposal response. Use the Microsoft Excel specification spreadsheet provided ‘Attachment 1 – RP001-23 ERP System Integrator Services - Requirements.xlsx’ to review the Application Requirements and Availability responses submitted by Mythics-Oracle. The service provider only needs to respond to the requirements that have a different availability than the software providers response. • Service providers shall replace cells A1:G1 in the Accounts Payable tab with the service provider’s Name which will be repeated and printed in the header of each subsequent module. • The software provider’s response is listed in column D, “Mythics/Oracle Response.” No action is needed in Column D. • If there is a deviation between the software provider’s availability response and the service provider’s experience in implementing the Cloud Solution, the service provider should use the availability legend on the following page to respond to the requirement in column E, “Service Provider Response.” • The service provider is asked to update Row D10:G10 with the primary product name that will be used to satisfy the requirements. Availability Response Legend: Y Functionality is provided out of the box through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import/export, table driven setups and standard reports with no changes. These configuration areas will not be affected by a future upgrade. The proposed services include implementation and training on this functionality, unless specifically excluded in the Statement of Work, as part of the deployment of the solution. R Functionality is provided through reports generated using proposed Reporting Tools. T Functionality is provided by proposed third party functionality (i.e., third party is defined as a separate software service provider from Mythics/Oracle). The pricing of all third- party products that provide this functionality MUST be included in the cost proposal. M Functionality is provided through modification/customization to the application, including creation of a new workflow or development of a custom interface, that may have an impact on future upgradability. F Functionality is provided through a future general availability (GA) release that is scheduled to occur within 1 year of the proposal response. N Functionality is not provided The requirements defined in the excel attachment contain the overall general functions of the requested Cloud Solution. The Priority column includes one of the following entries to indicate the importance of the specification/report to the County: “R” – Required: This would be a feature that the County already has and uses in its current software or is required in the new system. “D” – Desired: This is a feature that the County would like in the new system that is not currently being tracked or is not existing functionality. RP001-23 Page 38 “O” – Optional: This would be a feature that, while of interest, is not applicable at this time or is something that could be a future deployment. Please note: The response to these requirements should be provided in the exact format as provided (e.g., no additional macros, formulas, additional columns, modifications, passwords, etc.). Failure to do so will significantly impact the scoring of the proposal. 3.7. Client References The service provider should provide at least three (3) references from clients implementing the Oracle Cloud Solution that are similar in size and complexity to the County. The format for completing the client references is provided in the Client Reference Form in located in section 4. In addition, the County requests a listing of other government clients where the service provider implemented the Oracle Cloud Solution. 3.8. Other Required Forms and Attachments Please provide all other required forms in this section of the proposal response. The following forms are provided in Section 4. a. Service Provider Information Form b. Client Reference Form c. Non-Collusion Affidavit d. Insurance Requirements e. Contract and Statement of Work Documents & Terms f. Code of Ethics Affidavit g. Service Provider Affidavit and Agreement h. No Bid Form (if applicable) The following Service Provider Forms are included in Attachment 2 – RP001-23 ERP System Integrator Services – Service Provider Forms.docx • Service Provider Background Form • Project Management Approach Form • Report and Form Development Form • Training Form • Post Implementation Support Services Form • Staffing Plan Form 3.9. Addendums Please acknowledge all addenda on the Service Provider Information Form. 3.10. Cost Proposal Costs for the service provider’s proposed solution should be submitted on the proposal pricing forms provided in the associated Microsoft Excel pricing spreadsheet ‘Attachment 4 – RP001-23 ERP System Integrator Services – Pricing Forms.xlsx’. The pricing form should remain in the original Excel format. a. The County will not consider time and materials pricing. Service providers shall provide firm and fixed pricing based on the functionality described. For each item, indicate if the cost is one-time, annual, or other. RP001-23 Page 39 b. The service provider shall provide price information for each separate component of the proposed solution implementation, as well as the price if any modifications necessary to fully comply with the proposal specifications. c. In the event the product or service is provided at no additional cost, the item should be noted as "no charge" or words to that effect. d. In the event the service is not being included in the service provider’s proposal, the item must be noted as "no bid". e. Service providers shall provide all pricing alternatives in these cost sheets. f. Service providers shall provide prices in U.S. dollars. g. Service providers shall make clear the rationale and basis of calculation for all fees. h. Service providers shall show separate subtotals for the required elements of the proposed solution, and for any layers of optional elements. i. To the extent possible, service providers shall show any applicable discounts separately from the prices for services. j. Service provider proposed pricing should remain valid 180 days after opening of proposals. k. Although the County prefers that service providers provide separate prices for each item, the service provider may present alternatives (i.e., bundled pricing) if such pricing would be advantageous to the County. In this case, please describe where the component costs are included using the Module Information tab. The linkages described in this worksheet are assumed to be consistent for costs in the Application Software, Implementation Services, End User Training, and Train-the-Trainer Training tabs, unless otherwise stated. The response to the pricing forms should be provided in the exact format as provided (e.g., no additional macros, formulas, additional columns, modifications, passwords, etc.). Failure to do so will significantly impact the scoring of the proposal. 3.11. Pricing Forms Please complete the pricing forms that have been provided in the associated Microsoft Excel pricing spreadsheet ‘Attachment 4 - RP001-23 Cloud ERP System Integrator Services – Pricing Forms.xlsx’. It is the responsibility of the service provider to ensure the accuracy of the pricing provided as part of the response. Any errors in providing an accurate price response due to inaccuracies in the provided templates are the sole responsibility of the responding service provider. If there is not enough space to describe the pricing on these forms, please attach a separate pricing page and provide the pricing information in the same type of format so that it is easy to understand. The County requests a firm, fixed price for each of the components described below that are included on the attached Microsoft Excel pricing spreadsheet as separate tabs: • Service Provider Checklist • Proposal Summary (no direct input required) • Implementation Services • Training Services • Modifications • Data Conversion Services • Interfaces • Other Implementation Services • Managed Services • Optional Software, Hardware, and Services RP001-23 Page 40 4. Proposal Forms, Terms and Conditions, and Sample Contract Documents Introduction This section contains various forms that should be prepared and submitted along with the service provider’s proposal. The intent of providing such forms is to ensure comparability between proposals. Included in this section are the following forms/documents: RP001-23 Page 41 4.1 Service Provider Information Form SERVICE PROVIDER INFORMATION FORM Please include this page as part of the Technical Response document and NOT with the Fee Proposal Certification of Non-Collusion In Proposal Preparation Signature Date Service provider has examined the proposal package, and following addenda: No. Dated No. Dated No. Dated No. Dated In compliance with the attached specifications, the undersigned acknowledges all requirements outlined in the "General Instructions to Proposers" and all documents referred to therein, if this proposal is accepted by the Board of Commissioners within one hundred and eighty (180) days of the date of proposal opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the fee schedule. By submission of this proposal, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Service providers should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the instructions to proposers. Legal Business Name (If your company is an LLC, you must identify all principals to include addresses and phone numbers in your submittal) Federal Tax ID Address Does your company currently have a location within Gwinnett County? Yes No Representative Signature Printed Name Telephone Number E-mail address http://www.gwinnettcounty.com/portal/gwinnett/Departments/FinancialServices/Treasury/ RP001-23 Page 42 4.2 Client Reference Form Reference 1: Service provider name: Customer name: Customer contact: Customer phone number: ( ) Customer E-mail address System which Solution Replaced Project dates Describe Nature of Project and Services Provided to This Client: Scope of Solution Implemented and Version: RP001-23 Page 43 Reference 2: Service provider name: Customer name: Customer contact: Customer phone number: ( ) Customer E-mail address System which Solution Replaced Project dates Describe Nature of Project and Services Provided to This Client: Scope of Solution Implemented and Version: RP001-23 Page 44 Reference 3: Service provider name: Customer name: Customer contact: Customer phone number: ( ) Customer E-mail address System which Solution Replaced Project dates Describe Nature of Project and Services Provided to This Client: Scope of Solution Implemented and Version: RP001-23 Page 45 4.3 Non-Collusion Affidavit GWINNETT COUNTY, GEORGIA NON-COLLUSION AFFIDAVIT RP001-23 Provision of Enterprise Resource Planning (ERP) System Integrator Services for the Oracle ERP Cloud System NON-COLLUSION AFFIDAVIT Now here appeared before the undersigned officer duly authorized by the State of Georgia to administer oaths______________________________________________ and after being first duly sworn, depose and say that, they are all the officers, agents, persons or employees who have acted for ______________________________________________________________ (Company Name) on the Provision of Enterprise Resource Planning (ERP) System Integrator Services for the Oracle ERP Cloud System and that said ____________________________________________________has not by (himself, themselves) or through any persons, officers, agents or employees prevented or attempted to prevent by any means whatsoever, competition in such proposing; or by any means whatever prevented or endeavored to prevent anyone from making a proposal therefore, or induced or attempted to induce another to withdraw proposal from said work. BY: ______________________________________ Signature of Affiant ________________________________________ Name – Typed or printed ________________________________________ Title Sworn to and subscribed before me this _______ day of ______________, 202 . Notary Public (Seal) Note: See OCGA § 36-91-21 (e) RP001-23 Page 46 4.4 Insurance Requirements The successful service provider shall provide the following coverage for the duration of the contract. PROFESSIONAL SERVICES INSURANCE REQUIREMENTS 1. Statutory Workers' Compensation Insurance (a) Employers Liability:  Bodily Injury by Accident - $100,000 each accident  Bodily Injury by Disease - $500,000 policy limit  Bodily Injury by Disease - $100,000 each employee 2. Commercial General Liability Insurance (a) $1,000,000 limit of liability per occurrence for bodily injury and property damage (b) The following additional coverage must apply:  1986 (or later) ISO Commercial General Liability Form  Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04)  Additional Insured Endorsement (Form B CG 20 10 with a modification for completed operations or a separate endorsement covering Completed Operations)  Blanket Contractual Liability  Broad Form Property Damage  Severability of Interest  Underground, explosion, and collapse coverage  Personal Injury (deleting both contractual and employee exclusions)  Incidental Medical Malpractice  Hostile Fire Pollution Wording 3. Auto Liability Insurance (a) $500,000 limit of liability per occurrence for bodily injury and property damage (b) Comprehensive form covering all owned, non-owned, leased, hired, and borrowed vehicles (c) Additional Insured Endorsement (d) Contractual Liability 4. Professional Liability Insurance - $1,000,000 (project specific for the Gwinnett County project) limit of liability per claim/aggregate or a limit of $1,000,000 per occurrence and $2,000,000 aggregate.  Insurance company must be authorized to do business in the State of Georgia.  Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04 or some other form) 5. Cyber Liability Insurance (a) $3,000,000 Limit for Network Security or Privacy Liability RP001-23 Page 47 (b) $3,000,000 Limit for Data Recovery 6. Gwinnett County Board of Commissioners (and any applicable Authority) should be shown as an additional insured on General Liability and Auto Liability policies. 7. The cancellation should provide 10 days' notice for nonpayment and 30 days' notice of cancellation. 8. Certificate Holder should read: Gwinnett County Board of Commissioners 75 Langley Drive Lawrenceville, GA 30046-6935 9. Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-5 or higher. Certain Workers' Comp funds may be acceptable by the approval of the Insurance Unit. European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the service provider’s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-5 or better. 10. Insurance Company should be licensed to do business by the Georgia Department of Insurance. *See above note regarding Professional Liability 11. Certificates of Insurance, and any subsequent renewals, must reference specific bid/contract by project name and project/bid number. 12. The service provider shall agree to provide complete certified copies of current insurance policy(ies) or a certified letter from the insurance company(ies) if requested by the County to verify the compliance with these insurance requirements. 13. All insurance coverages required to be provided by the service provider will be primary over any insurance program carried by the County. 14. Service provider shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier and shall require each and every Subcontractor of any tier to comply with all such requirements. Service provider agrees that if for any reason Subcontractor fails to procure and maintain insurance as required, all such required Insurance shall be procured and maintained by service provider at service provider's expense. 15. No service provider or subcontractor shall commence any work of any kind under this Contract until all insurance requirements contained in this Contract have been complied with and until evidence of such compliance satisfactory to Gwinnett County as to form and content has been filed with Gwinnett County. The Acord Certificate of RP001-23 Page 48 Insurance or a preapproved substitute is the required form in all cases where reference is made to a Certificate of Insurance or an approved substitute. 16. The service provider shall agree to waive all rights of subrogation against the County, the Board of Commissioners, its officers, officials, employees, and volunteers from losses arising from work performed by the service provider for the County. 17. Special Form service providers’ Equipment and Contents Insurance covering owned, used, and leased equipment, tools, supplies, and contents required to perform the services called for in the Contract. The coverage must be on a replacement cost basis. The County will be included as a Loss Payee in this coverage for County owned equipment, tools, supplies, and contents. 18. The service provider shall make available to the County, through its records or records of their insurer, information regarding a specific claim related to any County project. Any loss run information available from the service provider or their insurer relating to a County project will be made available to the county upon their request. 19. Compliance by the service provider and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the service provider and all Subcontractors of their liability provisions of the Contract. 20. The service provider and all Subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, and any other laws that may apply to this Contract. 21. The service provider shall at a minimum apply risk management practices accepted by the service providers’ industry. RP001-23 Page 49 4.5 Contract and Statement of Work Documents & Terms The service provider’s standard statement of work, master service agreement, and standard contract including a Business Associate Agreement (BAA) must be provided in this part of the service provider’s response. Any negotiation on contractual terms must be conducted prior to award. The proposal submission and any negotiated terms will become part of the contract with Gwinnett. Below are standard and/or key contract/SOW items that the County identifies as priority terms. Identify any items that the service provider cannot agree to and provide an explanation. No. Key Contract / SOW items Description 1 Software Specs Inclusion of service provider’s response to County’s software specifications in the contract/SOW 1a 2 Contract Documents The County’s Request for Proposal and the service provider’s proposal (response) will be part of the final contract documents. The County will not be bound by terms and conditions incorporated by URL and/or which may be unilaterally modified by the service provider. 2a 3 Confidentiality Any confidentiality provisions must explicitly be subject to the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. 3a 4 Term Term provisions shall comply with O.C.G.A. § 36-60-13. 4a 5 Covenant against Contingent Fees Service provider warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the service provider for the purpose of securing business and that the service provider has not received any non-County fee related to this Agreement without the prior written consent of the County. For any violation of this warranty, the County shall have the right to annul this Agreement without liability or at its discretion to deduct from the fees payable pursuant to Section ___ the full amount of such commission, percentage, brokerage or contingent fee. 5a 6 Prohibited Interests (a) Conflict of Interest: Service provider agrees that it presently has no interest and shall acquire no interest, direct or indirect, that would conflict in any manner or degree with the performance of its services hereunder. Service provider further agrees that, in the performance of the Agreement, no person having any such interest shall be employed. RP001-23 Page 50 (b) Interest of Public Officials: No member, officer, or employee of the County during his tenure or for one year thereafter, shall have any interest, direct or indirect, in this Agreement or the proceeds thereof. 6a 7 Illegal Immigration Reform and Enforcement Act During the period this Agreement is in effect, service provider shall comply with the Illegal Immigration Reform and Enforcement Act of 2011, O.C.G.A. § 13-10-90 et seq., as it may be amended, including, but not limited to, obtaining affidavits from subcontractors demonstrating their participation in the E-Verify Program for the duration of their contract with service provider. Service provider shall further include the obligation to obtain affidavits demonstrating E-Verify participation in its contracts with approved subcontractors that perform all or part of the Services under this Agreement. Service provider and all approved subcontractors shall retain all documents and records of compliance for a period of five (5) years after expiration or termination of the Agreement or as required by law, if longer. 7a 8 Anti-Kickback Clause Salaries of architects, draftsmen, technical engineers and engineers, and technicians performing Services under this Agreement shall be paid unconditionally and not less often than once a month without deduction or rebate on any account except only such payroll deductions as are mandatory by law. Service provider hereby promises to comply with all applicable “Anti-kickback” laws and shall insert appropriate provisions in all subcontracts covering Services under this Agreement. 8a 9 Audits and Inspections Service provider shall maintain all books, documents, papers, accounting records, and other evidence pertaining to performance under this Agreement by service provider and service provider’s employees and agents during the period of the Agreement and for five (5) years after expiration or termination of the Agreement or as required by law if longer. Service provider agrees that the provisions of this Section shall be included in any agreements it may make with any subcontractor, assignee, or transferee. At any time during normal business hours and as often as the County may deem necessary, the service provider shall, at no additional cost to County, make available to the County or any reviewing agencies for examination all of its records with respect to all matters covered by this Agreement. It shall also permit the County to audit, examine, and make copies, excerpts, or transcripts from such records of personnel, conditions of employment, and other data relating to all matters covered by this Agreement as reasonably needed by the County. 9a 10 Assignment The service provider shall not sublet, assign, transfer, pledge, convey, sell, or otherwise dispose of the whole or any part of this Agreement or its right, title, or interest therein to any person, firm, or corporation without the prior written consent of the County. 10a 11 Subcontracting (a) Except as otherwise expressly provided in this Agreement, service provider shall not subcontract any part of the Services covered by this Agreement or permit