Request for Proposals for Consulting Services for Enterprise Resource Planning Readiness Assessment and Project Management Services

For REQUEST FOR PROPOSALS NO. L202001 SECTION # TITLE 1.0 Statement of Work 2.0 Definitions 3.0 General Information and Instructions to Proposers 4.0 Agreement Terms and Conditions 5.0 Scope of Work, Specifications, Technical Requirements 6.0 Certifications and Forms (Vendor to complete and return with proposal) Page 3 of 36 PROCUREMENT AND CONTRACTING SERVICES REQUEST FOR PROPOSALS, RFP # L202001 1.0 STATEMENT OF WORK 1.1 Summary. The Arizona Board of Regents (ABOR), on behalf of the University of Arizona (UA), is soliciting proposals from interested vendors to furnish the University with: 1.1.1 Conducting an on-site Enterprise Resource Planning (“ERP”) Financials Project Readiness Assessment. 1.1.2 Providing an on-site experienced and dedicated project manager to manage the implementation of a modernized financial application for the University of Arizona. 1.2 Coverage and Participation. The intended coverage of this RFP and any Agreement resulting from this solicitation shall be

for the use of all Departments at the University of Arizona. The other State Universities, Arizona State University (ASU) and Northern Arizona University (NAU), along with Pima Community College (PCC) and any other educational institution or Governmental entity may access an Agreement resulting from this solicitation issued and administered by the University of Arizona. 2.0 DEFINITIONS 2.1 Agreement / Contract. All types of agreements entered into by the Arizona Board of Regents, regardless of what they may be called, for the procurement of materials, services or construction, or the disposal of materials. Meaning is interchangeable. 2.2 Customer. Unless otherwise implied by the context of the specific provision within this RFP, "Customer" means a customer of the vendor, other than the University. 2.3 Contractor. Same as Successful Vendor. 2.4 May, Should. Indicates something that is not mandatory but permissible, recommended or desirable. 2.5 MST. Mountain Standard Time. We do not observe Daylight Savings Time. 2.6 Must, Shall, Will. Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of your proposal as non-responsive. 2.7 Proposal. The entirety of the vendor's responses to each point of this RFP, including any and all supplemental offers or information not explicitly requested within this RFP. Page 4 of 36 2.8 Proprietary Information. Information held by the owner that if released to the public or anyone outside the owner’s organization, would be detrimental to its interests. It is an issue of fact rather than opinion. Pricing and/or revenues cannot be considered proprietary or confidential. 2.9 Provider. Same as Vendor. 2.10 Request for Proposals (RFP). A competitive process under which discussions and negotiations are allowed, it is not to be confused with a Request for Bid (RFB), in which goods or services are precisely specified and price is substantially the only competitive factor. This RFP provides the University the flexibility to negotiate to arrive at a mutually agreeable relationship. Price will be considered, but will not be the only factor of evaluation. 2.11 Respondent. Same as Vendor. 2.12 Response. Same as Proposal. 2.13 Responsible Vendor. A person who has the capability, including necessary experience, to perform the contract requirements; who has the integrity and reliability which will ensure good faith performance and appropriate quality of the materials, services, construction or construction services, to be provided; and who is in compliance with any and all licensing requirements of the State of Arizona. 2.14 Responsive Vendor. A person who submits a proposal which conforms in all material respects to the Request for Proposals. 2.15 Successful Vendor. Any vendor selected by the University to receive a notice of award as a result of this RFP and to enter into a contract to provide the University with the products or services sought by this RFP 2.16 Supplemental Agreement. Any supplemental terms and conditions agreed to by the parties in writing, which take precedence over all other documents governing the transaction. 2.17 Supplier. Same as Vendor. 2.18 University. Arizona Board of Regents (ABOR), a body corporate, for and on behalf of the University of Arizona. 2.19 Vendor. For purposes of this RFP, "Vendor" means any entity responding to this RFP with the intention of winning the resulting award of contract, performing the work, and/or delivering the goods specified herein. 2.20 Vendor’s Proposal. Same as Proposal. 2.21 Vendor’s Response. Same as Proposal. 3.0 GENERAL INFORMATION AND INSTRUCTIONS TO PROPOSERS 3.1 Original RFP Document. The Office of Procurement and Contracting Services shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification. Page 5 of 36 3.2 University Demographics. For information about the University of Arizona, please visit the University’s Internet web page at: www.arizona.edu/. For specific demographic information, visit http://factbook.arizona.edu. 3.3 Schedule of Events. The following is the tentative schedule that will apply to this RFP, but may change in accordance with the University's needs. 07-22-2019 Issuance of RFP 08-02-2019 Technical Questions/Inquiries due no later than 12:00 PM/MST 08-08-2019 Responses to Technical Questions/Inquires posted to UA Procurement & Contracting Site: https://pacs.arizona.edu/rfp-bid_opportunities 08-19-2019 RFP is Due August 19th, 2019, no later than 2:00 PM, MST 08-22-2019 Initial Evaluation of vendors; narrow it down to 2-3 Aug/Sept. Vendor Presentations, (if necessary); Dates are TBD 09-06-2019 Complete Final Evaluations 09-11-2019 Award Notification 09-30-2019 Begin Assessment 11-22-2019 Final Presentation on findings 3.4 Pre-Proposal Conference. Not Applicable. 3.5 Pre-Proposal Site Visit. Not Applicable. 3.6 Accommodations for People with Disabilities. If the vendor's employees participating in this RFP need, or have questions about the University's accommodations for people with disabilities, please make arrangements with Carissa Pasewark at telephone # 520-626-8899, facsimile # 520-626-1391, email address carissap@email.arizona.edu. Such requests should be made as early as possible to allow time to arrange the accommodation(s). 3.7 PROPOSAL PREPARATION INSTRUCTIONS 3.7.1 Vendor's Understanding of the RFP. In responding to this RFP, the vendor accepts the responsibility fully to understand the RFP in its entirety, and in detail, including making any inquiries to the University as necessary to gain such understanding. The University reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, the University reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. Related to this, the University's right extends to cancellation of award if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to the University. 3.7.2 University Provides Information in Good Faith without Liability. All information provided by the University in this RFP is offered in good faith. Individual items are subject to change at any time. The University makes no certification that any item is without error. The University is not responsible or liable for any use of the information, or for any claims attempted to be asserted therefrom. 3.7.3 Verbal versus Written Communication. Verbal communication shall not be effective unless formally confirmed in writing by the specified University procurement official in charge of managing this RFP’s process. In no case shall verbal communication override written communication. http://www.arizona.edu/ http://factbook.arizona.edu/ https://pacs.arizona.edu/rfp-bid_opportunities Page 6 of 36 3.7.4 Questions, Communications and Inquiries between the University and Vendors. All Vendor inquiries, questions and requests for clarification related to this RFP are to be directed, in writing (email and facsimile are also acceptable), ONLY to the Buyer listed below. Once this RFP has been sent out, Vendors are not to contact any University Department, other than Procurement and Contracting Services, concerning this RFP, or risk disqualification (see Section 3.7.1 above): For U.S. Mail – Only (Please note that all U.S. Mail, including Express Mail, is delivered to the University’s Postal Services office and is then distributed to University Departments, including Procurement and Contracting Services, which may delay it by a day or more): The University of Arizona Procurement and Contracting Services PO Box 210300 Tucson, Arizona 85721 Attn: Carissa Pasewark For other methods of delivery (e.g. FedEx, UPS, etc.): The University of Arizona Procurement and Contracting Services University Services Annex, Bldg. 300A 220 W. 6th Street, 5th Floor Tucson, Arizona 85701 Attn: Carissa Pasewark Telephone No. 520-621-3067 Facsimile No. 520-621-5179 Email Address: carissap@email.arizona.edu Applicable terms and conditions herein shall govern communications and inquiries between the University and vendors, as they relate to this RFP. Informal communications shall include but are not limited to requests from/to vendors or vendors' representatives of any kind or capacity, to/from any University employee or representative of any kind or capacity, with the exception of the Purchas