TAIT – (RFP#F23049) – Procure Imp

Tulsa Airports Improvement Trust, Request for Proposals (“RFP”) RFP #F23-049 Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Due: January 27, 2023 4 p.m. Central Time TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 1 General Information The Tulsa Airports Improvement Trust (TAIT), a Title 60 Oklahoma Public Trust, is requesting proposals from qualified and experienced solution vendors to upgrade the existing on-premises financial management software system, Microsoft Dynamics AX (AX), to the cloud-based Software as a Service (SaaS) version of Microsoft Dynamics 365 Finance & Operations. TAIT anticipates no more than twenty- five (25) concurrent users at the same time. The successful vendor shall provide the one-time professional implementation services as described herein for a term of no longer than one (1) year in total for the procured system, from the notice-to- proceed.

The solicitation packet for RFP #F23-049 can be found upon its release (December 12, 2022) on TAIT’s website at: • https://www.tulsaairports.com/about-us/business-opportunities/ Vendors should plan to submit a single (1), original signed hard copy, along with an electronic PDF version of the Technical Proposal, Cost Proposal & Requirement Traceability Matrix. Electronic submissions will be received by email until January 27, 2023 at 4 pm Central Time: • Email Address: FabioSpino@tulsaairports.com • Attention: Fabio Spino, Executive Vice President, and Chief Financial Officer • Label: RFP #F23-049 Original, signed, hard copy of record will be received by until January 27, 2023 at 4 pm Central Time: • Address: Tulsa Airports Improvement Trust, 7777 Airport Drive, Suite A211, Tulsa, OK 74115 • Attention: Fabio Spino, Executive Vice President, and Chief Financial Officer • Label: RFP #F23-049 A Pre-Proposal Meeting will be held on January 4, 2023 at 2 pm Central Time: • Join Zoom Meeting o https://averoadvisors.zoom.us/j/85046818999?pwd=amlDQW5VbUxTQi9VY2ZrQWI0cn VCUT09 ▪ Phone = +1-646-931-3860 ▪ Meeting ID = 85046818999 ▪ Passcode = 0023049 https://www.tulsaairports.com/about-us/business-opportunities/ mailto:FabioSpino@tulsaairports.com https://averoadvisors.zoom.us/j/85046818999?pwd=amlDQW5VbUxTQi9VY2ZrQWI0cnVCUT09 https://averoadvisors.zoom.us/j/85046818999?pwd=amlDQW5VbUxTQi9VY2ZrQWI0cnVCUT09 TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 2 Questions regarding the RFP are due by January 9, 2023 at 4:00 p.m. Central Time. Questions can be sent to Fabio Spino, TAIT Executive Vice President and Chief Financial Officer, at: • Email Address: FabioSpino@tulsaairports.com • Subject: RFP #F23-049 – Vendor Questions In determining the most advantageous proposal, TAIT will consider all qualified and acceptable proposals on the basis of compliance with the evaluation criteria set forth in RFP #F23-049. TAIT reserves the right to reject any or all proposals, waive any nonmaterial irregularities in the proposals received, and to accept the proposal deemed most advantageous to the best interest of Tulsa Airports Improvement Trust. Disadvantaged business enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, religion, sex, national origin, or disability in consideration for an award of any contract entered pursuant to this advertisement. Before a contract will be awarded for work contemplated herein, TAIT will conduct such investigation as necessary to determine the performance record and ability of the Proposers to perform the size and type of work specified under this contract. Upon request, the Proposer shall submit such information as deemed necessary by TAIT to evaluate the Proposer’s qualifications. Electronic submittals in PDF format must be received by TAIT by the date and time stated above. Respondents are responsible for verifying receipt of the submittals by TAIT. There will be no exception to the submittal date unless explicitly stated in the form of a written addendum. • The Transmittal Letter shall not exceed two (2) pages. • The Executive Summary shall not exceed five (3) pages. Emphasis should be concentrated on accuracy, completeness, and clarity of content for the services and solution provided, based on the proposal format requirements and the evaluation criteria. • The vendor must adhere to the outline provided in Section – III Proposal Requirements of RFP #F23-049. The dates provided on the RFP Timeline are for planning purposes and represent the agency’s desired timeline for this project. Any revision to the deadline for submittals will be made by addendum. All other dates may be adjusted without notice as needed or circumstances dictate. mailto:FabioSpino@tulsaairports.com TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 3 Table of Contents I. Summary .............................................................................................................................................. 4 A. Requested Services .......................................................................................................................... 4 B. Term of Engagement ....................................................................................................................... 4 C. Proposal Timeline ............................................................................................................................ 4 D. Contact Person ................................................................................................................................. 4 E. Submission Requirements ............................................................................................................... 5 F. Related Questions and Inquiries ...................................................................................................... 5 G. Requests for Additional Information by TAIT .................................................................................. 6 H. Contract Terms ................................................................................................................................ 6 I. General Notifications ....................................................................................................................... 6 II. Statement of Work .............................................................................................................................. 6 A. RFP Objective ................................................................................................................................... 6 B. Project Scope ................................................................................................................................... 7 C. Current Environment ....................................................................................................................... 7 III. Proposal Requirements .................................................................................................................... 8 A. General Format ................................................................................................................................ 8 B. Instructions and Expectations .......................................................................................................... 9 IV. Evaluation Criteria.......................................................................................................................... 18 A. Selection Committee...................................................................................................................... 18 B. Evaluation Process ......................................................................................................................... 18 V. Client Reference Template ................................................................................................................ 21 VI. FORM #1 – INTEREST AFFIDAVIT ................................................................................................... 22 VII. FORM #2 – NON-COLLUSION AFFIDAVIT ....................................................................................... 23 VIII. FORM #3 – AFFIDAVIT OF CLAIMANT ............................................................................................ 24 TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 4 I. Summary A. Requested Services • The Tulsa Airports Improvement Trust (TAIT) is requesting proposals from qualified and experienced solution vendors to upgrade the existing on-premises financial management software system, Microsoft Dynamics AX (AX), to the cloud-based Software as a Service (SaaS) version of Microsoft Dynamics 365 Finance & Operations. • The successful vendor shall provide all resources required for the procurement and implementation of Microsoft Dynamics 365 Finance including software, hardware (as-needed), professional services, and ongoing support through Go-Live. • At a minimum, the selected vendor must be available to TAIT during the regular business hours (8am – 6pm Central Time). B. Term of Engagement The successful vendor shall provide the one-time professional implementation services as described herein for a term of no longer than one (1) year in total for the procured system, following the Notice - To-Proceed, as stated in the Proposal Timeline. C. Proposal Timeline Activity Timeline RFP Issue Date December 12, 2022 Pre-Proposal Meeting January 4, 2023 – 2 pm Central Time Questions Due January 9, 2023 – 4 pm Central Time Q&A Addendum January 13, 2023 Proposals Due January 27, 2023 – 4 pm Central Time Submittal Review and Selection January 30, 2023 – February 24, 2023 Notification of Intent to Award February 27, 2023 Contracting February 27, 2023 – March 2, 2023 Notice to Proceed March 9, 2023 D. Contact Person IMPORTANT - All contact, inquiries, questions, and communications related to this RFP must be exclusively with the TAIT Contact identified below: Fabio Spino, Executive Vice President and Chief Financial Officer Email: fabiospino@tulsaairports.com mailto:fabiospino@tulsaairports.com TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 5 Contact with officials or persons other than the contact named above regarding this RFP will be justification for elimination from the selection process. E. Submission Requirements Proposals must be received by January 27, 2023 at 4pm Central Time. Each offeror shall submit to TAIT the information and forms required. Forms and information shall become the property of TAIT and will not be returned to offerors unless a written request to withdraw is received prior to the opening of proposals. Respondents are responsible for verifying receipt by TAIT of the submittals. There will be no exception to the submittal date unless explicitly stated in the form of a written addendum. Vendors should plan to submit a single (1), original signed hard copy, along with an electronic PDF version of the Technical Proposal, Cost Proposal & Requirement Traceability Matrix. Electronic submissions will be received by email until January 27, 2023 at 4 pm Central Time: • Email Address: FabioSpino@tulsaairports.com • Attention: Fabio Spino, Executive Vice President, and Chief Financial Officer • Label: RFP #F23-049 Hard copy of record will be received by until January 27, 2023 at 4 pm Central Time: • Address: Tulsa Airports Improvement Trust, 7777 Airport Drive, Suite A211, Tulsa, OK 74115 • Attention: Fabio Spino, Executive Vice President, and Chief Financial Officer • Label: RFP #F23-049 Submission of a proposal indicates acceptance by the firm of the conditions contained in this RFP # #F23- 049 unless clearly and specifically noted in the proposal submitted and confirmed in the contract between TAIT and the vendor selected. TAIT is under no obligation to accept any of the proposer’s terms or conditions. TAIT has the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. TAIT will not be responsible for expenses incurred in preparing and submitting a proposal and such costs should not be included in the proposal. F. Related Questions and Inquiries Questions and inquiries submitted to the TAIT Contact regarding this RFP, or the related engagements will be published through a formal Addendum. • Questions must be received by January 9, 2023, by 4pm Central Time mailto:FabioSpino@tulsaairports.com TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 6 TAIT will issue a formal response to all vendor questions in the form of a Question & Answer Addendum, which will be made available on the TAIT website on January 13, 2023. • https://www.tulsaairports.com/about-us/business-opportunities/ G. Requests for Additional Information by TAIT During the evaluation process, the Selection Team has the right, where it may serve TAIT’s best interest, to request additional information or clarifications from firms submitting proposals, or to allow corrections of errors or omissions. H. Contract Terms The term of the contract will be for one (1) year, with all implementation services to be completed within that time frame following the notice-to-proceed. I. General Notifications 1. TAIT notifies all possible respondents that no person shall be excluded from participation in, denied any benefits of, or otherwise discriminated against in connection with the award and performance of any contract on the basis of race, religious creed, color, national origin, ancestry, physical disability, sex, age, ethnicity, or on any other basis prohibited by law. 2. All respondents shall comply with the Americans with Disabilities Act (ADA) and all proposals and a subsequent contract, if any, shall include the following statement: “The Respondent shall take the necessary actions to ensure its facilities are in compliance with the requirements of the Americans with Disabilities Act. It is understood that the program of the Respondent is not a program or activity of TAIT. The Respondent agrees that its program or activity will comply with the requirements of the ADA. Any costs of such compliance will be the responsibility of the Respondent. Under no circumstances will the Respondent conduct any activity which it deems to not be in compliance with the ADA.” II. Statement of Work A. RFP Objective The purpose of RFP #F23-049 is to solicit proposals from qualified solution providers who can demonstrate that they possess the functional and technical capabilities to furnish all resources required https://www.tulsaairports.com/about-us/business-opportunities/ TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 7 for the procurement and implementation of Microsoft Dynamics 365 Finance & Operations including software, training, hardware (as-needed), and ongoing support through Go-Live. Vendor proposals shall include software, technical labor, training, any needed hardware, and ongoing support and maintenance that meet TAIT’s business needs as described in this RFP #F23-049. TAIT intends to integrate the requested system, including all modules, with other current core systems as well as any future systems. TAIT anticipates no more than twenty-five (25) concurrent users at the same time. AX B. Project Scope TAIT is seeking the procurement and implementation of Microsoft Dynamics 365 Finance & Operations that will meet its core requirements across all functional areas out-of-the-box with minimal modifications. The goal is to optimize system utilization for all users, improve response times, reduce errors, decrease manual efforts, improve analytical capabilities, and offer customer service enhancements. TAIT intends to minimize its total cost of ownership without any impact on performance and level of service. Through RFP #F23-049, TAIT intends to upgrade its existing core financial system, Microsoft Dynamics AX 2012, with Microsoft Dynamics 365 Finance & Operations. TAIT requests the vendor indicate the level of staffing needed for implementation and ongoing support in the form of estimated hours per day/week dedicated to this project. Vendors should estimate hours for staff engagement from TAIT Information Technology staff and end-users by functional area. A comprehensive implementation plan should be provided to establish a realistic timeline for the implementation of all proposed enterprise software systems. Additionally, a Cost Proposal separate from the Technical Proposal, should be provided to detail the total project cost, including software licensing, professional services (implementation, data conversion, training) and any hardware C. Current Environment TAIT’s current financial management system is Microsoft Dynamics AX 2012, version CU7, which was implemented in 2014. TAIT anticipates no more than twenty-five (25) concurrent users at the same time. AX is used by Finance for the following processes: • Accounts Payable • Accounts Receivable, supported by external software Airport Business & Revenue Manager (ABRM) • Procurement • General Ledger • Fixed Assets • Budgeting, supported by external software Microsoft Forecaster TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 8 Human Capital Management (Human Resources, Payroll, Benefits Management) is managed outside of the system using Paylocity. Financial information used for budgeting is imported to AX via Excel on an annual basis. Accounts Receivable is managed externally through Airport Business & Revenue Manager (ABRM) due to the complexity of airport operations. Financial information is then imported into the General Ledger module of AX. Accounts Payable uses Centreviews for the purpose of automated Accounts Payable including invoice management and coding. Invoices are forwarded into Centreviews by emailing the designated mailbox. Incoming invoices are manually entered into the Accounts Payable module and manually posted to the General Ledger. TAIT will consider replacing this process if the vendor is able to support automated Accounts Payable within the new Microsoft Dynamics 365 Finance environment. III. Proposal Requirements A. General Format In submitting responses, vendors are to be aware that TAIT strongly considers the completeness of the submittal to be the most important, and any erroneous omissions of submission requirements will constitute disqualification. Further, clear and effective presentations are preferred, with all parts, pages, figures, and tables numbered and labeled clearly. Submitted electronic RFP response must adhere to the following outline for the proposal format: Technical Proposal 1. Transmittal Letter 2. Executive Summary 3. Vendor Qualifications 4. Proposed Solution 5. Staffing Plan 6. Functional System Requirements 7. Implementation Plan 8. Ongoing Support Services 9. Client References 10. Vendor Contract Samples 11. Exceptions and Deviations 12. Other Required Forms and Attachments Cost Proposal (Separate, Submitted in Excel format) Requirements Traceability Matrix (Separate, Submitted in Excel format) TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 9 Please use the Dropbox link found below to download a Microsoft Excel version of the Requirements Traceability Matrix (RTM) containing the System Requirements (by functional area) for the Financial Management System that the Vendor is proposing. Vendors are required to respond to the questions within the RTM in the native Excel format provided in accordance with the guidelines provided in the spreadsheet. The completed RTM will be used by TAIT to determine the fit of the offeror’s proposed solution to the requirements. Failure to complete and submit an electronic version (Microsoft Excel) of an RTM will result in the Offeror being disqualified from the RFP evaluation process. • https://www.dropbox.com/scl/fo/21rejmzcg5n2bzm52e521/h?dl=0&rlkey=qifkjr897ykksjcs m7r80judq B. Instructions and Expectations Section 1. Transmittal Letter The Vendor shall include a Transmittal Letter and expression of interest in the project. The Vendor should indicate a willingness to enter into contract with TAIT and meet the requirements of RFP #F23-049, including insurance requirements. Moreover, the Transmittal Letter must indicate the system solution the Vendor would like to offer within RFP #F23-049. The Transmittal Letter shall also name the person(s) authorized to represent the Vendor in any negotiations with the name and title of the person(s) legally authorized to sign any contract that may result. The Transmittal letter must include a statement indicating the proposed price in the separate Cost Proposal is valid for no less than ninety (90) days after the proposal submission deadline. The letter must be signed by the Vendor’s authorized representative and include a contact email address and telephone number. The Transmittal Letter is not to exceed two (2) pages. Section 2. Executive Summary The Vendor shall include an Executive Summary as a brief narrative not to exceed three (3) pages describing the proposed solution and a brief implementation timeline. The summary should contain minimal technical commentary and should be oriented toward non-technical personnel. The Executive Summary should not include cost quotations. Section 3. Vendor Qualifications The Vendor must submit comprehensive information that demonstrates and provides evidence that it has the full spectrum of capabilities, experience, professional staff, and expertise to deliver the products and perform the professional services described in RFP #F23-049. The vendors responding to this RFP must: a. Propose to implement the upgrade of Microsoft Dynamics AX 2012 to Microsoft Dynamics 365 Finance & Operations b. Have a minimum of five (5) years of experience providing the requested software and services. https://www.dropbox.com/scl/fo/21rejmzcg5n2bzm52e521/h?dl=0&rlkey=qifkjr897ykksjcsm7r80judq https://www.dropbox.com/scl/fo/21rejmzcg5n2bzm52e521/h?dl=0&rlkey=qifkjr897ykksjcsm7r80judq TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 10 c. Have a minimum of five (5) successful system implementations in other organizations, including three (3) of which are for airport authorities that are comparable in size to TAIT. d. Have sufficient, competent, and skilled staff, with experience in performing the requested services. e. Have the necessary credentials, licensures, etc. (if applicable) that govern the software and services provided and adhere to all applicable local, state, and federal laws. f. Be able to provide the services confidentially and professionally. g. Provide proof of the minimum insurance requirements, as specified by TAIT. h. The vendor is required to submit their most recent audited financial statements. The Vendor shall address the minimum Vendor qualifications and may also include additional information on the Vendor’s qualifications. This evaluation component will allow TAIT to assess the Vendor’s qualifications to perform the requested statement of work and determine the Vendor’s stability as well as the ability to support the commitments outlined in their proposal. Section 4. Proposed Solution (Microsoft Dynamics 365 Finance & Operations) The Vendor shall provide a general description of the Proposed Solution, Microsoft Dynamics 365 Finance & Operations, as well as technical aspects and how they will meet the requirements of RFP #F23- 049. This section must address, at a minimum, the following items: a. Describe the Vendor’s overall proposed technology solution, Microsoft Dynamics 365 Finance & Operations. b. Describe the product direction for the company, including time frames. c. Describe unique aspects of the Vendor’s implementation strategy in the marketplace. d. Describe components of the solution that are industry-standard versus proprietary to the Vendor. e. For third-party products proposed that are integrated with the Vendor’s solution, provide the following for each product: 1. The reason that this product is a third-party product versus being part of the Vendor’s software solution 2. The extent to which this third-party product is integrated with the Vendor’s solution f. Describe the proposed Cloud solution offered. Please describe how TAIT’s critical data will be stored and kept safe, the backup process, the upgrade process, and all other aspects of the solution maintenance that will directly impact TAIT. Detail TAIT’s options to access or retain data for the long-term. Also, clearly identify responsibilities that the Vendor owns and those that are owned by TAIT. TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 11 g. Describe any hardware proposed to support the end-user in operating the cloud-based solution including recommended internet speeds, desktop equipment, and networking equipment. Section 5. Staffing Plan The Vendor shall provide a Staffing Plan, including the designation of the Principal or Project Manager, who will have direct and continued responsibility for the project. This single-point-of-contact will be TAIT’s vendor contact on all matters dealing with the project and will handle the day-to-day project management activities through completion. The Vendor must detail all personnel assigned to the proposed implementation team, including a listing of their individual job responsibilities for this project. If the Vendor is proposing subcontractors, please include information on the subcontracting staff being used and their specific role on the project. The Vendor will be responsible for verifying the experience and qualifications for any outsourced work to subcontractors. The Vendor is also responsible for paying its employees and any subcontractors that the Vendor hires. Resumes should be included for all personnel that will be assigned to the project. • Project Manager Qualifications o Be a permanent employee of the firm o Oversee all aspects of the project o Serve as the constant primary point of contact for TAIT o Minimum of ten (10) years of relevant experience o Minimum of four (4) years of transportation-related (Airport – preferred) implementation experience o Project Management Professional (PMP®) certification through the Project Management Institute (PMI) is preferred • Key Team Members Qualifications o Minimum of five (5) years of relevant experience o Minimum of two (2) years of transportation-related (Airport – preferred) implementation experience The Vendor shall also provide an overall project management approach, including a project organizational structure, which identifies anticipated TAIT staff involvement during the project. Identify the roles and responsibilities of each component of this structure. TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 12 Section 6. Functional System Requirements The Vendor must complete the Microsoft Excel version of the Requirements Traceability Matrix (RTM) provided for Microsoft Dynamics 365 Finance & Operations. The RTM must be inserted into this section of the Technical Proposal as a non-editable PDF version. In addition, the Vendor must also submit an electronic version of the completed RTM in Microsoft Excel format. The RTM will be quantitively evaluated based on the Vendor’s responses and will identify the Vendor’s ability to meet TAIT’s system requirements. Please note: The response to these requirements should be provided in the exact format as provided (e.g., no additional macros, formulas, extra columns, modifications, passwords, etc.). Failure to do so can result in disqualification of the entire proposal. Section 7. Implementation Plan The Vendor shall provide an implementation plan, in a narrative format supported by an activity level Microsoft Project Plan that details how the proposed solution is to be implemented. This comprehensive implementation plan should include the following elements: a. General Implementation Approach b. Data Conversion Planning c. System Integration Planning d. Business Process Analysis e. System Configuration f. Report Development g. Testing h. Training i. System Go-Live / Post Go-Live Support j. System Documentation and Manuals k. Disaster Recovery Plan l. Knowledge Transfer The Vendor should not be constrained to only include the above items in the proposal response if the provision of additional elements may add value to the overall implementation. Further information that is requested as part of the vendor proposals: Section 7a. General Implementation Approach The Vendor shall provide a general overview of the proposed implementation approach intended for use at TAIT that includes addressing the following items: • Describe the approach for transition from the sales cycle to the implementation phase of the project, including any pre-implementation planning. • Describe the project methodology as it relates to implementing a solution on-time, within the proposed budget, and with the ability to meet the unique needs of an airport client like TAIT. • Describe your approach to phasing the implementation of proposed solution by functional area. What is your recommended approach for this implementation? Describe the expected level of engagement with TAIT staff. • Any unique tools, techniques, or methods that the Vendor intends to use related to the implementation should be described in this section. TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 13 Section 7b. Data Conversion Plan The Vendor shall provide a Data Conversion Plan for assisting TAIT in the conversion of both electronic and manual historical data to the new system. It is anticipated that TAIT will be responsible for data extraction from current systems, data scrubbing, and data pre-processing. The Vendor will be responsible for overall data conversion coordination, definition of file layouts, data import, and validation into the new solution. Describe your general approach towards data conversion and how you would work with TAIT to conclude what should be converted. Section 7c. System Integration Planning The Vendor shall provide a plan for Integration and Interfaces. It is expected that an end-user would generally need to enter data once into the systems, and that information would be accessible across systems in real-time due to integrations. Modules within the systems should be integrated in real-time with each other such that batch processes are not required to transfer information from one area of the systems to another. Additionally, the Vendor shall address the following items: • Describe the extent to which the various modules are integrated versus being purchased separately and interfaced. • Describe your approach towards interfacing and integration with other solutions including the use of specific tools, methods, and standards. • Describe your data exchange standards (e.g., XML, Web Services, or EDI) supported or provided by your software. • Describe potential issues for integrating with specific technologies that are used within TAIT, such as integration with Paylocity (Human Capital Management) and Airport Business & Revenue Manager (Accounts Receivable). • Describe potential tools or assistance to easily incorporate customizations into new versions/releases of your software if local customizations are made. Section 7d. Business Process Analysis The Vendor shall provide an approach for working directly with TAIT to address the impact that core functionality will have on critical business processes. TAIT anticipates maximizing the utility of workflow automation to build efficiencies and improve communications and data-informed decision-making in real time. Describe the effort of working with TAIT on the redesign of critical business processes across functional areas prior to System Configuration, such as incorporating an automated Accounts Payable workflow into the new Financial Management System, Microsoft Dynamics 365 Finance & Operations. In addition, discuss the change management process of assisting with the adoption of optimized business processes to maximize system functionality including workflow automation and approvals. TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 14 Section 7e. System Configuration The Vendor shall provide an approach for System Configuration of Microsoft Dynamics 365 Finance & Operations that describes the process for building workflows and completing system setups. TAIT understands that workshops will be held by the Vendor that will include homework. Discuss these workshops and provide a description to inform TAIT of the level of ongoing stakeholder engagement that will be required throughout the system configuration stage. Additionally, discuss the crosswalk process for setting up the new Chart of Accounts. Section 7f. Report Development The Vendor shall provide an approach to addressing Report Development related to the proposed solution. For specific reporting requirements, it is anticipated that the Vendor will take the lead on developing any reports required as part of the initial deployment of the system. The Vendor is expected to provide specialized knowledge and information to TAIT staff during the development of needed reports, via technical training on the tools used for report development. The Vendor shall address the following items: • Describe the various methods of reporting including any ad-hoc business intelligence capabilities. • Describe the methods for TAIT to identify, specify, and develop required custom reports during the implementation and a method for TAIT to create reports post-implementation. Section 7g. Testing The Vendor shall describe their recommended approach to the following types of testing that are anticipated to be performed as part of the implementation phase of the project, along with the level of TAIT staff engagement during the Testing process: • System testing • Integration testing • Stress/performance testing • User Acceptance Testing (UAT) Section 7h. Training The Vendor shall provide TAIT with onsite training programs to assure all end-users understand the core functionality of the solution and can execute the associated workflows. It is important to note that TAIT intends to explore the advantages, disadvantages, and related costs of the following implementation training approach: • End-User Training Approach: All end-user and technical training will be performed on- site throughout the implementation and be performed by the Vendor. TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 15 o End-user implementation training will be provided by the Vendor and include joint participation by the relevant TAIT process owners supporting the process area in the new software system. o Technical implementation training will include training for TAIT’s IT staff on the technologies and processes required to support the new solution. The Vendor shall provide an overall description of training methods, including the following: • General timeframes in which training will be conducted • The Vendor must list the nature, level, and amount of training to be provided Section 7i. System Go-Live / Post Go-Live Support The Vendor shall provide an overview of System Go-Live activities, per proposed enterprise software system, including preparation for Production Cutover, Blackout Period, Go-Live Support (Help Desk) and Post-Go-Live Support. Describe the level of engagement with the end user community throughout the Go-Live events. Section 7j. System Documentation and Manuals The Vendor shall describe user manuals and online help for use by TAIT as part of the initial training and on-going operational support. Additionally, the Vendor is expected to describe technical documentation. • Describe what documentation is readily available as part of the proposed solution including, but not limited to user guides, technical guides, training materials, online resources, etc. Any related costs should be identified in the Cost Proposal. • Describe what types of documentation you anticipate developing during the project as custom material for the TAIT project. Section 7k. Disaster Recovery Plan The Vendor shall describe the Disaster Recovery Plan and associated services provided around disaster recovery as part of your proposed solution. Please also include any other relevant cybersecurity information, such as encryption strategy and frequency of restore points on backups. Additionally, the Vendor may include a narrative of when the Disaster Recovery Plan was last implemented successfully, downtime incurred, and any adverse effects on the data that was experienced. This narrative will help TAIT understand some of the challenges that may be faced during implementation. Section 7l. Knowledge Transfer The Vendor shall describe their process for ensuring that a transfer of knowledge occurs back to TAIT staff such that staff can support and maintain the application in the most proficient manner TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 16 once the Vendor’s implementation engagement is complete. Knowledge transfer will include all project artifacts. Section 8. Ongoing Support Services The Vendor shall specify the nature and conditions of any post-implementation support options, including: • System outages o Level 1 – System is down and requires immediate support, maximum thirty (30) minute response time o Level 2 – Major functionality of the system is impacted, or parts of the system are down, maximum one (1) hour response time o Level 3 – non-mission critical processes are impacted, maximum of four (4) hour response time • Post go-live support that is included in the proposal response • Onsite support (e.g., system tuning, application configuration, interface issues, report development, network optimization, user training and tips to optimize the user experience) • Telephone/virtual support • Help Desk services (if there is a service level agreement for your help desk, please provide a copy with your RFP response) • Toll-free support line • User group (i.e., information about it, where it is held and when) • Online user community/knowledgebase (i.e., how it is accessed, who updates it, etc.) • User conferences • Vendor relationship expectations and defined roles for TAIT staff regarding ongoing product support Section 9. Client References The Vendor shall provide five (5) references including contact names, phone numbers, email addresses, mailing addresses, contract value, enterprise software systems implemented, and a project summary from customers for whom the vendor is currently (or has previously) provided services as required in RFP #F23-049, within the last five (5) years. Of the five (5) client references, the vendor shall provide three (3) of which are comparable airport authorities who perform similar services. References will be contacted by TAIT to assist with the evaluation of experience, expertise, and customer satisfaction. Each reference must be willing to make themselves available for a conference call and possible virtual site TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 17 visit. The template for completing vendor references is provided in Section V of RFP #F23-049. Vendors may attach additional pages as needed. Section 10. Vendor Contract Samples The Vendor shall provide sample contract templates utilized by the vendor including, but not limited to, Software License Agreement, SaaS fees, 3rd Party Agreements, Maintenance, Services, Service Level Agreements, Remote Access, etc. Section 11. Exceptions and Deviations The Vendor shall provide a written description of any exceptions and deviations to the requirements of this RFP solicitation. This section will be all-inclusive and will contain a definition statement of every objection or deviation with adherence to specific sections within RFP #F23-049. Objections or deviations expressed only in other parts of the proposal, either directly or by implication, will not be accepted as deviations, and the vendors in submitting a proposal will accept this stipulation without recourse. Section 12. Other Required Forms and Attachments The Vendor shall provide all required forms in this section, completed with official signature(s) and date(s): • Interest Affidavit • Non-Collusion Affidavit • Affidavit of Claimant Cost Proposal (Separate, Submitted in Excel format) The vendor shall prepare and submit a separate, stand-alone, Cost Proposal which offers itemized pricing through completion of the project, along with recurring annual costs, for all aspects of the project including, but not limited to, the following costs: • “Software as a Service” license with software assurance • Additional software modules by functional area • Implementation fees • Annual support costs • SaaS upgrade costs • Software integration • Hardware integration (if needed) • Data conversion • Training • Travel Expenses Requirements Traceability Matrix (Separate, Submitted in Excel format) Please use the Dropbox link below to download a Microsoft Excel version of the Requirements Traceability Matrix (RTM) containing the System Requirements for the requested Financial Management system, Microsoft Dynamics 365 Finance. Offerors are required to respond to the questions within the RTM in the native Excel format provided in accordance with the guidelines provided in the spreadsheet. Completed RTM’s will be used by TAIT to determine the fit of the vendor’s proposed TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 18 solution to the requirements. Failure to complete and submit an electronic version (Microsoft Excel) of the RTM will result in the vendor being disqualified from the RFP evaluation process. • https://www.dropbox.com/scl/fo/21rejmzcg5n2bzm52e521/h?dl=0&rlkey=qifkjr897ykksjcsm7r 80judq IV. Evaluation Criteria A. Selection Committee TAIT’s Selection Committee will be representing the Authority’s workforce. The role of the Selection Committee is to evaluate the proposals submitted, based upon the following Proposal Evaluation Process, and make a recommendation of award(s). B. Evaluation Process TAIT’s Proposal Evaluation Process will encompass the following: • Round 1: Proposal Evaluation • Round 2: Oral Presentation • Round 3: Reference Checks • Round 4: Virtual Site Visits [OPTIONAL] Scoring will be completed based on areas listed below and defined in the remainder of this section. All scores for each vendor shall be added together to arrive at a final score for each proposal. Proposals will then be ranked in descending order by the total proposal score. TAIT reserves the right to not enter into any contract as a result of this bid invitation. Round 1: Proposal Evaluation TAIT’s Selection Committee will conduct a detailed Proposal Evaluation of the vendor’s submission (Technical and Cost) to determine basic responsiveness to stated minimum requirements. The evaluation will determine whether they are complete, that the documents have been properly signed, and that they are generally in order. Proposals that are not deemed complete will be removed from consideration and will not be reviewed further by TAIT’s Selection Committee. During the Proposal Evaluation, each Selection Committee Member will score the offeror’s proposal using a proposal evaluation matrix form based on the Evaluation Criteria detailed below. All individual Selection Committee Member ratings are then added together to create a composite rating. The composite rating indicates the group’s collective ranking of the highest-rated proposals. The highest-rated proposals will be short-listed and will move on to Round 2: Oral Presentation. TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 19 Technical Proposal – Evaluation Metric (Round 1) Weight Transmittal Letter (Section 1) Pass / Fail Submission of Required Forms (Section 12) Pass / Fail Vendor Qualifications (Section 3) 20% Staffing Plan (Section 5) 30% Client References (Section 9) 20% Solution and Approach (Section 4, 7, 8) 15% Response to Functional System Requirements (Section 6) 15% Total Points 100% Cost Proposal – Evaluation Metric (Round 1) Weight Total Project Cost (Cost Proposal) 100% Total Points 0 – 100% Round 2: Oral Presentation TAIT’s Selection Committee will invite the Short-Listed offerors from the Proposal Evaluation (Round 1) to have their Project Teams conduct an Oral Presentation of their Proposal Response and Implementation Approach. Additionally, TAIT’s Selection Committee will ask detailed questions encompassing all aspects of the vendor’s Proposal Response, including the proposed Project Team, Oral Presentation, and Implementation Approach. The Oral Presentations are estimated to be held during the week of February 13 – February 17 (2023). Please note that the Oral Presentation for short-listed vendors will be held virtually, through Zoom/Teams, with a link to be provided by TAIT. TAIT’s Selection Committee expects the vendor’s proposed Project Manager and key members of the implementation team to be present at the Oral Presentation. Any cost associated with the preparation and delivery of the Oral Presentation will NOT be reimbursed by TAIT. During Round 2, the Selection Committee will score the Oral Presentation of Short-Listed vendors using an evaluation matrix form based on the Evaluation Criteria below. The ratings from Round 1 and Round 2 will be considered in combination to determine the collective final ranking of the Short-Listed offerors. Proposal Evaluation Metric (Round 2) Weight Oral Presentation 20% Implementation Approach 40% Project Team Qualifications 40% Total Points 100% TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 20 Round 3: Reference Calls TAIT’s Selection Committee will conduct Reference Calls. Offerors shall provide details of five (5) client references. These References should be customers with requirements similar to those of TAIT, including three (3) successful system implementations in other organizations that are comparable in size, scope, and operating budget to TAIT’s system implementation. TAIT reserves the right to contact these reference customers and to discuss their satisfaction with the offeror, its product, and its proposed solution(s) in response to RFP #F23-049. Proposal Evaluation Metric (Round 3) Weight Reference Calls 100% Total Points 0 – 100% Round 4: Virtual Site Visits (Optional) TAIT’s Selection Committee will conduct optional Virtual Site Visits following the completion of Round 3 Reference Calls. The optional Virtual Site Visits will allow TAIT to meet with the vendor’s References. TAIT’s Selection Committee will have the ability to see a demonstration of the offeror’s proposed solution in production and ask questions related to the implementation and on-going relationship with the vendor finalist. Proposal Evaluation Metric (Round 4) Weight Virtual Site Visit 100% Total Points 0 – 100% After completing of the Evaluation Rounds, TAIT’s Selection Committee will finalize the composite score across all rounds of evaluation. TAIT may commence negotiations with the highest-ranked eligible offerors or may commence simultaneous negotiations with all qualified offerors to determine the offeror’s Best and Final Offer (BAFO). TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 21 V. Client Reference Template Client Reference & Profile • Client name • Population • Operating Budget • Number of employees Contact Information • Contact name • Phone number • Email Address • Mailing Address Contract Value • Implementation Fees • Software Licensing Cost • Recurring SaaS Fees • Other cost associated with this contract Enterprise Software System(s) Implemented • List all Dynamics 365 modules implemented Project Summary • Project Scope • Project Activities • Project Timeline (kickoff, phases, closeout date) TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 22 VI. FORM #1 – INTEREST AFFIDAVIT INTEREST AFFIDAVIT STATE OF ) )ss. COUNTY OF ) I, ____________________________________________________, of lawful age, being first duly sworn, state that I am the agent authorized by Seller to submit the attached Bid. Affiant further states that no officer or employee of the Tulsa Airport Authority and/or the City of Tulsa either directly or indirectly owns a five percent (5%) interest or more in the Bidder's business or such a percentage that constitutes a controlling interest. Affiant further states that the following officers and/or employees of the Tulsa Airport Authority and/or the City of Tulsa own an interest in the Bidder’s business which is less than a controlling interest, either direct or indirect. _____________________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________________ By: Signature Title: _______________________________ Subscribed and sworn to before me this ________day of ______________, 20____. Notary Public My Commission Expires: Notary Commission Number: County & State Where Notarized: The Affidavit must be signed by an authorized agent and notarized TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 23 VII. FORM #2 – NON-COLLUSION AFFIDAVIT NON-COLLUSION AFFIDAVIT (Required by Oklahoma law, 74 O.S. §85.22-85.25) STATE OF ) )ss. COUNTY OF ) I, , of lawful age, being first duly sworn, state that: (Seller’s Authorized Agent) 1. I am the authorized agent of Seller herein for the purposes of certifying facts pertaining to the existence of collusion between and among Bidders and municipal officials or employees, as well as facts pertaining to the giving or offering of things of value to government personnel in return for special consideration in the letting of any Purchase Agreement pursuant to the Bid to which this statement is attached. 2. I am fully aware of the facts and circumstances surrounding the making of Seller’s Bid to which this statement is attached, and I have been personally and directly involved in the proceedings leading to the submission of such Bid; and 3. Neither the Seller nor anyone subject to the Seller’s direction or control has been a party: a. to any collusion among Bidders in restraint of freedom of competition by agreement to Bid at a fixed price or to refrain from Bidding, b. to any collusion with any municipal official or employee as to quantity, quality, or price in the prospective Purchase Agreement, or as to any other terms of such prospective Purchase Agreement, nor c. in any discussions between Bidders and any municipal official concerning exchange of money or other thing of value for special consideration in the letting of a Purchase Agreement. By: Signature Title: Subscribed and sworn to before me this ________day of ______________, 20____. Notary Public My Commission Expires: Notary Commission Number: County & State Where Notarized: The Affidavit must be signed by an authorized agent and notarized TAIT - Request for Proposals (RFP #F23-049) Procurement and Implementation of Microsoft Dynamics 365 Finance & Operations Page | 24 VIII. FORM #3 – AFFIDAVIT OF CLAIMANT AFFIDAVIT OF CLAIMANT STATE OF ) )ss. COUNTY OF ) The undersigned person, of lawful age, being first duly sworn on oath, says that all invoices to be submitted pursuant to this agreement with TAIT will be true and correct. Affiant further states that the work, services or material furnished will be completed or supplied in accordance with the plans, specifications, orders, requests and/or Purchase Agreement furnished or executed by the affiant. Affiant further states that (s)he has made no payment directly or indirectly to any elected official, officer or employee of the City of Tulsa or of any public trust where the City of Tulsa is a beneficiary, of money or any other thing of value to obtain payment of the invoice or procure the Purchase Agreement or purchase order pursuant to which an invoice is submitted. Affiant further certifies that (s)he has complied with all applicable laws regarding equal employment opportunity. Company: Remit to Address: City, State Zip: Phone: _______ Name (print): Signature: Title: Subscribed and sworn to before me this day of , 20 . Notary Public My commission expires: _______________ My commission number: _______________ County and State where notarized: ___________ The Affidavit must be signed by an authorized agent and notarized