REQUEST FOR PROPOSALS - Multnomah County, Oregon€¦ · Web viewAll such addenda shall have the same binding effect as though contained in the main body of the Request for Proposals

REQUEST FOR PROPOSALS

MULTNOMAH COUNTY OREGON

REQUEST FOR PROPOSALS

RFP No: 4000000955

RFP Title: SAP Staff Augmentation

Issue Date: November 2, 2012Proposals Due: December 5, 2012Not Later Than 4:00 PM

LATE PROPOSALS SHALL NOT BE CONSIDERED

Refer Questions to:

Kathi Braeme-BurrPhone: (503) 988-5111 Ext 22596

Email:[email protected]

Submit Proposals to:

Multnomah County Purchasing

501 SE Hawthorne Blvd, Suite 400

Portland, OR 97214

Pre-Proposal Conference:There will be a pre-proposal conference for this Solicitation on November 15, 2012 at 10:30 a.m., at 501 SE Hawthorne Blvd., Portland, OR 97214 on the 4th Floor, Oak Conference Room.Attendance is: Optional but highly recommended

This RFP is issued under the provisions of the Oregon Revised Statutes Chapter 279A and 279B and Multnomah County PCRB public contracting rules. All proposers are charged with presumptive knowledge of the cited authorities. Submission of a valid executed proposal by any proposer shall constitute admission of such knowledge on the part of such proposer.

OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION.

Electronic copies of this RFP and attachments, if any, can be obtained from the Multnomah County Purchasing Website at: http://www.multcopurch.org.

All Proposal documents shall be submitted in hard copy. Electronic or facsimile submissions shall be rejected.

TABLE OF CONTENTS

PART

TITLE

PAGE #

PART 1

Procedural Information

Section 1.0

RFP Organization

4

Section 1.1

Procurement Timetable

4

Section 1.2

Pre-proposal Conference

4

Section 1.3

Protests

4

Section 1.4

Realistic Proposals

5

Section 1.5

Clarification of Responses

6

Section 1.6

Rejection of Proposals

6

Section 1.7

Cost of Preparation of Response

6

Section 1.8

Confidentiality

6

Section 1.9

References

6

Section 1.10

Publicity

6

Section 1.11

Cancellation

7

Section 1.12

Disputes

7

Section 1.13

Collusion

7

Section 1.14

Local Purchasing Preference

7

Section 1.15

Sustainable Purchasing

7

Section 1.16

EEO Certification Requirement

7

Section 1.17

Invoices

8

Section 1.18

Payment

8

PART 2

Service Description, Funding and Contracting Information

Section 2.0

Purpose and Overview

9

Section 2.1

Introduction and Program History

9

Section 2.2

Goals, Values and Other Important Considerations

10

Section 2.3

Target Population Served

10

Section 2.4

Geographic Borders/Limitations & Service Areas

10

Section 2.5

Funding

10

Section 2.6

Match Requirements

10

Section 2.7

Scope of Services

10

Section 2.8

Fiscal Requirements and Reporting

15

Section 2.9

Performance Measures/Performance Contracting

15

Section 2.10

Contract Negotiation

15

Section 2.11

Contract Award

16

Section 2.12

Contract Term

16

Section 2.13

Compensation and Method of Payment

16

Section 2.14

Cooperative Purchasing

16

Section 2.15

Insurance Requirements

16

PART 3

Proposal Evaluation, Questions and Instructions

Section 3.0

Proposal Evaluation Criteria and Scoring

18

Section 3.1

Proposal Questions Instructions

18

Section 3.2

Proposal Questions

19

PART 4

Proposal Submission Instructions

Section 4.0

Joint Proposals

39

Section 4.1

Multiple or Alternate Proposals

39

Section 4.2

Proposal Instructions and Content

39

Section 4.3

Maximum Page Limit

39

Section 4.4

Proposal Content

39

Section 4.5

Proposal Binding

39

Section 4.6

Proposal Packaging

39

Section 4.7

Proposal Copies and Submission

40

Section 4.8

Minimum Requirements

40

PART 5

Attachments and Electronic References

Attachment 1

Offeror Representations and Certifications

41

Attachment 2

Sample County Contract

42

Exhibit 1

Statement of Work, Compensation, Payment and Renewal Terms

45

Exhibit 1A

Information Technology Terms and Conditions and Example Work Order

48

Attachment 3

Not Used

-

Attachment 4

Job Descriptions

65

Attachment 5

Example Request

95

PART 1 - PROCEDURAL INFORMATION

1.0 RFP ORGANIZATION

This RFP is organized into five parts:

Part 1, Procedural Information: Provides an overview of the procurement process and conditions.

Part 2, Service Description, Funding, and Contracting Information: Provides a general description of the services to be performed, delineates responsibilities, defines deliverables (as applicable), funding and contracting terms.

Part 3, Proposal Questions and Evaluation Criteria: Describes questions to be answered and how proposals will be evaluated by the County.

Part 4, Proposal Submission Instructions: Describes the required format, instructions for submitting proposals, and minimum requirements.

Part 5, Attachments and Electronic References: Provides additional information and forms necessary to complete the proposal submission.

1.1 PROCUREMENT TIMETABLE

Activity

Section

Scheduled Date/Time

Date Issued

Cover page

November 2, 2012

Pre-proposal conference

1.2

November 15, 2012 at 10:30 a.m.

Questions or protests of specifications due to Purchasing in writing

1.3.1

November 21, 2012

Purchasing response to written questions

1.3.1

November 30, 2012

Proposal submittal deadline

Cover page

December 5, 2012 by 4 p.m.

Proposal evaluation period

December 6 2012 – January 3, 2013

Notice of Award

January 4, 2013

Contract start date

Approximately January 31, 2013

Multnomah County reserves the right to deviate from this schedule.

1.2 PRE-PROPOSAL CONFERENCE

An optional pre-proposal conference will be held as directed on the cover page. This meeting is designed to clarify the information that is contained in this solicitation and provide an opportunity for questions and answers. Attendance at the pre-proposal conference is strongly recommended.

1.3 PROTESTS

1.3.1Protest of Specifications

Any Proposer requiring clarification of the provisions of this RFP must submit specific questions in writing to the County Procurement Analyst listed on the cover page of this RFP. Any Proposer protesting any provision in this RFP must submit protest(s) in writing to the County’s assigned Procurement Analyst listed on the cover page of this RFP. Any protest must address the requirement, provision or feature of this RFP or its attachments, including but not limited to the contract, that the potential Proposer believes is ambiguous, unclear, unfair, contrary to law or likely to limit competition. The purpose of this deadline is to allow the County time to correct any term or condition in this RFP and/or contract that may be unlawful, improvident, unduly restrictive of competition, or otherwise inappropriate. By allowing corrections before opening Proposals, the County intends to avoid or minimize much of the waste inherent in protests and in the possible rejection of all Proposals. Failure of a Proposer to protest in accordance with this section shall be deemed acceptance of the terms of this RFP and contract, and a waiver of Proposer’s rights to later contend that either the RFP or contract is ambiguous, unclear, unfair, contrary to law or likely to limit competition.

The deadline for submitting questions or protests is 4:00 P.M. on the date listed in the timeline. If Multnomah County determines that additional information or clarification is necessary, such information or clarification will be supplied in addenda that will be sent by e-mail or mail to all persons or firms that have received the Notice of Open Solicitation from Purchasing, registered on the Purchasing website for this solicitation, or who signed-in at the pre-proposal conference (if held). Available addenda may also be downloaded from the Purchasing website www.multcopurch.org. All such addenda shall have the same binding effect as though contained in the main body of the Request for Proposals. Oral instructions or oral information concerning the specifications from County managers, employees or agents to prospective Proposers shall not bind Multnomah County. Purchasing shall issue all Addenda not less than five (5) calendar days prior to the proposal deadline.

After closing, Multnomah County reserves the right to issue Addenda to all Proposers who submitted proposals, or to those Proposers determined to be in the Competitive Range, if applicable, in order to communicate program requirements and arrangements and other information as determined necessary by the County.

1.3.2Protests of Intent to Award

The following procedure applies to Proposers who wish to protest a disqualification of proposal or award of contract:

1. All protests must be in writing and physically received by the Purchasing Manager no later than 4:00 P.M. on the fifth (5th) working day after the postmarked notice of intent to award or disqualification.

Address protests to:

PROTEST OF AWARD OR DISQUALIFICATION TO RFP NO. 4000000955

ATTN: Purchasing Manager

Multnomah County Purchasing

501 SE Hawthorne Blvd Suite 400

Portland OR 97214

2. Proposers may protest only deviations from laws, rules, regulations, or procedures. Protests must specify the grounds for the protest including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not grounds for protest. Disagreement with the scoring by evaluators may not be protested.

Protests not filed within the time specified in paragraph 1, above, or which fail to cite the specific law, rule, regulation, or procedure upon which the protest is based shall be dismissed.

1.4 REALISTIC PROPOSALS

It is the expectation of the County that proposers can fully satisfy the obligations of the proposal in the manner and timeframe defined within the proposal. Proposals must be realistic and must represent the best estimate of time, materials and other costs including the impact of inflation and any economic or other factors that are reasonably predictable.

Multnomah County shall bear no responsibility or increase obligation for a Proposer’s failure to accurately estimate the costs or resources required to meet the obligations defined in the proposal.

1.5 CLARIFICATION OF RESPONSES

Multnomah County reserves the right to request clarification of any item in a Proposer's proposal or to request additional information prior to evaluation necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing and issued through the assigned Procurement Analyst from Purchasing. Except for requests and responses related to a clarification necessary to evaluate whether a proposal has met minimum requirements, all requests for clarification and responses shall be provided to each evaluator.

1.6 REJECTION OF PROPOSALS

Multnomah County reserves all rights regarding this solicitation, including but not limited to the right to:

1. Cancel this solicitation at any time and not award a contract;

2. Award a contract in part;

3. Reject any and all proposals in whole or in part; and

4. To waive technical defects, minor irregularities and omissions if, in its judgment, the best interests of the County will be served.

1.7 COST OF PREPARATION OF RESPONSE

Costs incurred by any Proposer in preparation of a response to this Request for Proposal shall be the responsibility of the Proposer.

1.8 CONFIDENTIALITY

Multnomah County is required to disclose non-exempt public documents pursuant to ORS 192.410-192.505). ORS 192.502(4) exempts the County from disclosing information submitted in response to a solicitation where the information is such that it “should reasonably be considered confidential.”

A Proposer who determines that information within a proposal meets the statutory requirement and desires that such information remain confidential shall mark the bottom of the pages containing such information with the word “CONFIDENTIAL.”

If a Proposer marks every page of a proposal as “CONFIDENTIAL”, the statutory requirement is not met; any proposal so marked will not be deemed to have been submitted in confidence, and upon request, the entire proposal will be disclosed.

The County will keep properly marked information confidential unless ordered to release the information and materials by the District Attorney pursuant to ORS 192.460.

After award, the contract executed by the County and the successful Proposer will be a public document subject to disclosure. No part of the contract can be designated as confidential.

1.9 REFERENCES

The County reserves the right to investigate references including customers other than those listed in the Proposer’s submission. Investigation may include past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment to employees and workers or any other criteria as determined by Multnomah County.

1.10 PUBLICITY

Any publicity giving reference to this project, whether in the form of press releases, brochures, photographic coverage, or verbal announcement, shall be done only after prior written approval of Multnomah County Purchasing and the Public Affairs Office.

1.11 CANCELLATION

Multnomah County reserves the right to cancel this solicitation any time before execution of a resulting contract by both parties if cancellation is deemed to be in Multnomah County's best interest. In no event shall Multnomah County have any liability for the cancellation of this solicitation.

1.12 DISPUTES

In case of any doubt or differences of opinions regarding the items or service to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of Multnomah County shall be final and binding upon all parties.

1.13 COLLUSION

A Proposer, submitting a proposal hereby certifies that no officer, agent, or employee of Multnomah County has a financial interest in this proposal; that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Proposer and that the Proposer is competing solely on its own behalf without connection or obligation to any undisclosed person or firm.

1.14 LOCAL PURCHASING PREFERENCE

Multnomah County desires to employ local businesses in the purchase or lease of any personal property, public improvements or services to support the local economy in the State of Oregon so that residents benefit from local employment opportunities that are generated. Therefore, Multnomah County shall prefer goods or services that have been manufactured or produced by an Oregon business if price, fitness, availability, and quality are otherwise identical.

1.15 SUSTAINABLE PURCHASING

In 2010, Multnomah County initiated a new Sustainable Purchasing and Social Equity Policy that demonstrates support for our sustainability goals by integrating environmental stewardship and social equity, as well as fiscal responsibility, into the procurement process. The County seeks to partner with suppliers who demonstrate a commitment to these considerations. Examples of such practices include but are not limited to: resource conservation, waste reduction, minimized paper use, and use of alternative transportation methods among other sustainable best practices.

The County recognizes that suppliers can take multiple paths, ranging from simple to complex, to help support these goals. The list below is meant to guide vendors as they describe their sustainable practices within their RFP responses.

1. Comprehensive energy conservation measures;

2. Renewable energy use;

3. Water conservation measures;

4. Waste management and reduction plans;

5. Alternative fuels and transportation plans;

6. Sustainable purchasing;

7. Supplier diversity;

8. Fair trade and labor policies; and

9. Community engagement and support for underserved populations.

1.16 EEO CERTIFICATION REQUIREMENT

Contracts in excess of $75,000 which originate from this RFP are subject to the County’s Equal Employment Opportunity (EEO) requirements, as outlined in PCRB 60-0040 and the sample Multnomah County contract attached to this RFP. Contractors must be certified before a contract is executed.

1.17 INVOICES

All invoices shall be prepared on contractor's letterhead or standard invoice form and shall include:

1. Contractor's name and address and a phone number for questions about the invoice;

2. Contractor's invoice number;

3. Invoice date;

4. Multnomah County contract number; and,

5. Any additional information required in Exhibit 1 of the finalized contract.

1.18 PAYMENT

It is the County’s Policy to make recurrent contract payments to contractors via electronic payment. The contractor(s) selected under this solicitation will have the option to receive payments through Automated Clearing House.

County shall pay invoices within 30 calendar days unless otherwise provided in Exhibit 1 of the finalized contract.

PART 2 - SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION2.0PURPOSE AND OVERVIEW

Multnomah County’s Department of County Assets, Information Technology is seeking Proposers from whom it may purchase SAP Staff Augmentation services on a requirements basis under Multnomah County PCRB rules. This RFP solicits SAP Augmentation service providers to submit a proposal for evaluation for award of this contract.

Multnomah County has many open employee positions as well as SAP Project work. To have no disruption in service to our customers, from time to time, we will have requirements for experienced staff (SAP Staff augmentation) to provide coverage throughout the term of this procurement.

Multnomah County Information Technology seeks to bring in the highest scoring staff to cover the work as these openings occur.

For this RFP, the County will evaluate by methods described below and will award contracts to the selected vendors. This group of awarded vendors will be contacted via the process described in section “2.7 SCOPE OF SERVICES” when needs arise. Please see Attachment 2 for Sample Contract and sample work order.

The staff augmentation resources will provide support until the new staff members are hired or until the SAP Project work is completed. This RFP will cover the SAP Team, SAP Basis Team, and SAP Security Team positions including all of the new job descriptions that arise during the resulting contract.

Following are examples of types of jobs that we typically need to fill:

Experienced SAP Business Analyst Senior– FI/CO/FM

Experienced SAP Business Analyst Senior– SRM PPS, MM

Experienced SAP Business Analyst Senior– Payroll and HCM

Experienced SAP Business Analyst Senior– Benefits and HCM

Experienced SAP Business Analyst Senior– HCM

Experienced SAP Business Analyst Senior– Plant Maintenance

Experienced SAP Development Analyst Senior - ABAP

Experienced SAP NetWeaver Application Developer Senior

Experienced SAP BI/Data Warehouse Solution Engineer Senior

Experienced SAP Center Of Excellence (COE) Senior Solution Architecture Administrator

Experienced SAP Basis Administrator

Experienced SAP Identity & Access Management Administrator

See Attachment 4 for the current Multnomah County job descriptions.

The duration of each work order assignment will be described in the request (Attachment 5 is a sample) and is usually the time from candidate selection until a permanent Employee is hired or the Project is completed.

2.1INTRODUCTION AND PROGRAM HISTORYBusiness customers of Multnomah County’s Information Technology department require seamless SAP Support as Multnomah County employees retire or leave the County. Additionally, there are times when the SAP support employees do not have sufficient time to address new project work, or our positions remain open longer than anticipated before we are able to fill the position. To provide a stable and dependable SAP support base when there is a requirement, the County will contact vendors awarded under this RFP. 2.2GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS

The SAP Team’s Vision is: Accurate information, accessible anytime, anywhere.

The SAP Team’s Goals:

· Transparency and collaboration are foundational.

· Leverage tools to be as automated as possible such as Employee Self Service (ESS) and Manager Self Service (MSS).

· Minimize maintenance and maximize strategic projects.

· Improve user productivity and information visibility by providing flexible and effective access to SAP data (user interfaces). This can be accomplished by increasing our use of SAP NetWeaver, Service Oriented Architecture (SOA), Web Services, etc. This will improve efficiency and flexibility.

· Reduce shadow systems.

· Accelerate the access to critical business information and improve decision making by providing timely and accurate reporting. Explore SAP NetWeaver and SAP Business Objects to enable our ability to provide business information to the right a candidate at the right time.

· Maximize the use of effective reporting tools such as Business Intelligence/Business Warehouse management reports.

· Enable the SAP team to scale to project demand while maintaining quality and consistency governed by the Center of Excellence (COE). This will also strengthen SAP governance, accountability and leadership.

· Explore mobile device opportunities and event-based notification.

2.3TARGET POPULATION SERVED

The focus of these services is to ensure continuous SAP functionality and support to Multnomah County departments and stakeholders.

County customers may include:

County Chair & Board of Commissioners

Auditor’s Office

Multnomah County Sheriff’s Office

District Attorney’s Office

County Attorney’s Office

Non-departmental Agencies

Department of County Assets

Department of Community Services

Department of Community Justice

Department of County Human Services

Department of County Management

Health Department

Library

2.4GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREAS

NA

2.5FUNDING

Funding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding. In Fiscal Year 2012, spending for this category of work was approximately, $680,000.

2.6MATCH REQUIREMENTS

NA

2.7SCOPE OF SERVICES

This RFP will result in the selection of staff augmentation firms that will be considered when fulfilling the SAP staff augmentation needs with SAP experienced candidates.

The SAP team provides Multnomah County with the following SAP functionality:

If a staff augmentation firm currently has staff working at Multnomah County under a prior procurement authority, and the professional service firm qualifies under this RFP, this procurement authority shall supersede the prior procurement authority such that the staff augmentation firm’s staff already working at Multnomah County may be retained under this RFP without further consultant request and selection process.

When there is a need for staff augmentation resources related to this RFP, Multnomah County will send via email a request with the position and requirements to the designated email address(s) (see Section 2.8). See Attachment 4 for the current Multnomah County job descriptions and Attachment 5 for an example request.

After a request is sent out, staff augmentation firms are to submit resumes of their qualified candidate(s) (if they have any) for the position requested. The submitted resumes will be reviewed and candidates may be chosen for interviews. Based on successful interview, one or more candidates may be selected for immediate placement. There may be multiple rounds of interviews if a satisfactory candidate is not identified from a previous round. Any candidate submitted by more than one staff augmentation firm, either in consideration of this RFP qualification or after award, shall be rejected. Submitted resumes must have a Consultant authorization form that allows the proposer the sole right to represent the candidate. The County will not accept the same candidate from several different staff augmentation firms.

Once a candidate is selected as staff, the County will write a work order against the contract associated with the staff augmentation firm representing the person.

All staff is expected to follow Multnomah County policies, procedures, processes and standards.

All staff is required to be on site unless otherwise specified in the request or work order. Staff will work as directed by IT management to complete the work identified. Staff will work alongside the County’s IT Project Managers and the SAP Team members to provide staff augmentation and knowledge transfer to new staff members as they are brought in. At the County’s request, additional staff augmentation persons may be engaged to complete the work defined under this procurement.

Once a candidate is selected, s(he) will be required to:

· Complete the Background check form

· Pass the Background check

· Obtain CJIS (Criminal Justice Information Services) clearance

· Provide fingerprints (performed by Multnomah County)

Multnomah County will specify a work schedule at the time of the requirement submission. Please see Attachment 5 for the currently approved schedules. Any candidate or staff that agrees to one of the schedules and then requests to change to a schedule not listed, or otherwise demonstrates non-compliance to the terms of the work order may be terminated immediately at the County’s sole discretion. If this results in the person being terminated, the staff augmentation firm may be assessed a retainage for non-performance. Please see section 2.9 Performance Measures/Performance Contracting for more information on types of non-performance measures.

Travel during the work hours of the agreed upon work schedule is not permitted.

Any candidate or staff that agrees to these travel restrictions and then fails to comply after selection may be terminated immediately at the County’s sole discretion. If termination results, the staff augmentation firm may be assessed a retainage for non-performance. Please see section 2.9 Performance Measures/Performance Contracting for more information on types of non-performance measures.

Multnomah County will determine if a replacement person from the same staff augmentation firm is considered or required for the assignment or if another request will be sent out to some or all staff augmentation firms. It is the County’s expectation that staff augmentation firms will supervise and manage their staff so to ensure their candidate’s compliance.

Tier Levels

There is no guarantee of being contacted when the County has a need for staff augmentation under this RFP.

Staff augmentation firms will be evaluated over time and be assigned to a Tier level:

· Tier 1 – Preferred Providers

· Tier 2 – Secondary Providers

· Tier 3 – Poor Performing Providers

Initially, all staff augmentation firms under this RFP will be considered Tier 1 – Preferred Providers.

When Multnomah County needs staff augmentation, the determination of which staff augmentation firm(s) is contacted is based on the Firm’s Tier Level and Multnomah County’s requirements. Example: Multnomah County has a requirement for ‘contract to hire’ SAP positions, only firms awarded under this RFP that indicated under this RFP that they have the ‘contract to hire’ capability will be contacted.

In order to have a manageable number of staff augmentation firms to send the requirement out to, Multnomah County may decide to limit the number of staff augmentation firms contacted. Examples:

1. Multnomah County sends the requirement to all Tier 1 firms only

2. Multnomah County sends the requirement to all Tier 1 and all Tier 2 firms only

3. Multnomah County sends the requirement to a subset of Tier 1 firms only. In this case, the staff augmentation firms contacted will be randomly selected by lot.

This RFP establishes a process for evaluating staff augmentation firms. The information gathered during this RFP evaluation phase and post award can be used for information in any/all future RFPs as evidence of past performance and quality.

Staff augmentation firms will be evaluated on their own performance and their candidate’s performance:

· Filling the County’s requirements

· Providing a quality candidate in response to new staff requests

· Ensuring the quality of staff when they are on site and working

· Ease of interaction between the County and the staff augmentation firm

· Rates

· Quality of candidate interviews

· Measurement of failure to meet schedule

· Measurement of failure to meet term completion

· Measurement of failure to perform

· Measurement of failure to start

· Number of sales calls

· Other quality measures

Over time, staff augmentation firms could move to a lower tier. Also, staff augmentation firms could be moved directly from Tier 1 to Tier 3 or not renewed during the annual renewal process.

Staff augmentation requests for the positions described will be sent to those firms awarded under this RFP. No sales calls are needed to Multnomah County since this RFP contains a list of staff augmentation firms we have contracted with. The requirements are sent out according to the process described here. Staff augmentation firms that choose to perform sales calls anyway may move to a less preferred status (lower tier).

During the RFP process, communication with Multnomah County is only with the Procurement Analyst listed on the cover page. After the contracts have been awarded, questions are to be sent to SAP manager or designate. Multnomah County contacts will be identified during the contracting process.

Tier 1 – Preferred Providers

Tier 1 consists of preferred firms.

Initially, all staff augmentation firms under this RFP will be considered Tier 1 - Preferred Providers.

Staff augmentation firms that are in Tier 1 may or may not be contacted when a requirement arises.

Note: At the County’s sole discretion, Tier 1 companies may be moved to Tier 2, Tier 3 or not be renewed during the annual renewal process.

Tier 2 – Secondary Providers

Tier 2 contains staff augmentation firms that have lower quality of their engagement with the County or staff issues as measured above. Staff augmentation firms that are in Tier 2 may or may not be contacted when there is a requirement.

Examples include but are not limited to Staff augmentation firms that:

· Present a candidate that doesn’t match the County’s requirements

· Present a candidate with a poor quality resume and is not selected for interview.

· Present a candidate scoring lower than other firms’ candidates during interviews.

· Have poor performing staff that has worked at the County.

· Do not address issues and concerns raised by the County in a mutually agreeable manner.

· Rates for candidates submitted are higher than industry norms.

· Non-performance as described in Section 2.9.

A firm that has not performed satisfactorily or has retainage assessed (Section 2.9) will be sent a written notification either via mail or email from the County’s SAP Manager or designate regarding the change of Tier level. The firm will have one week from post mark or sent date to respond in writing to the SAP Manager or designate regarding the issues noted.

Example: Company Ajax is a Tier 1 staff augmentation firm that has been contacted a number of times. The candidates submitted for interviews during this time are a lower quality than other staff augmentation firms. Company Ajax is moved to be a Tier 2 provider. A requirement comes up for a SAP Business Analyst Senior in the Finance area. They are not contacted for this requirement.

Note: At the County’s sole discretion, Tier 2 companies may be moved to Tier 3 or not be renewed during the annual renewal process.

Tier 3– Poor Performing Providers

Tier 3 contains staff augmentation firms that have poor quality of their engagement with the County or staff issues as measured above. Staff augmentation firms that are in Tier 3 are not contacted when there is a requirement.

Examples include, but are not limited to, Staff augmentation firms that:

· Continue to perform sales calls.

· Present a candidate that doesn’t match the County’s requirements

· Present a candidate with a poor quality resume and is not selected for interview.

· Present a candidate with poor quality interviews.

· Present poor performing staff when working at the County.

· Do not perform quality assurance processes prior to presenting a candidate to the County.

· Lie on resume (Example: Lists experience that a candidate does not have).

· Do not address issues and concerns raised by the County in a mutually agreeable manner.

· Present candidates with rates that are higher than industry norms.

· Present candidates with rates inconsistent with RFP responses.

· Present candidates that they do not have sole right to represent to the County.

· Non-performance as described in Section 2.9.

· Other quality measures.

A firm that has not performed satisfactorily or has retainage assessed (Section 2.9) will be sent a written notification either via mail or email from the County’s SAP Manager or designate regarding the change of Tier level. The firm will have one week from post mark or sent date to respond in writing to the SAP Manager or designate regarding the issues noted.

Example: Company XYZ presents a candidate as having experience per the County’s request. The resume lists SRM PPS experience for the SAP SRM PPS Business Analyst Senior role. During the interview process, it is determined that the person being interviewed does not have SRM PPS experience. The resume is inconsistent with the interview. Company XYZ is moved to be a Tier 3 provider. A requirement comes up for a SAP Business Analyst Senior in the Finance area and they are not contacted for this requirement.

Note: Tier 3 companies are not renewed during the annual renewal process.

2.8FISCAL REQUIREMENTS AND REPORTING

The County’s SAP office will negotiate specific email addresses with awarded vendors during contract negotiations. These email addresses will be used to communicate to vendors which Proposers the County has selected,

2.9PERFORMANCE MEASURES/PERFORMANCE CONTRACTING

Performance measures and reporting metrics will be required by all qualified firms. The specific reporting requirements will be defined during the contracting activities.

It is Multnomah County’s intent to establish the specific retainage structure at the time of contracting for all awarded vendors.

Failure to start: If designated staff is not on site and available for work on the agreed upon start date, Multnomah County will determine if other qualified candidates exist from the panel of candidates interviewed for that job requirement. If there are other qualified candidates, Multnomah County will select the remaining highest scoring candidate. If the highest scoring candidate is from the same staff augmentation firm, the staff augmentation firm will commit to a discount for the newly selected candidate. If no other qualified candidates exist in the interview panel for that job requirement, Multnomah County will send out a new request to the remaining staff augmentation firms. The staff augmentation firm that submitted the staff that failed to start will not be included in this process.

Failure to meet schedule: If staff does not adhere to the schedule requirements, the following retainage may be assessed against the staff augmentation firm:

· For staff that has travel expenses included in their rate, Multnomah County will not pay the loaded hourly rate for that week of travel. The travel expenses are subtracted out for that week of travel.

· For staff that does not have travel expenses included in their rate, Multnomah County will not pay 25% of staff’s invoice for that week.

Failure to meet term completion: There will be a retainage of 22% of the total fees for a period of time (to be determined at the time of contracting or work order creation) to cover consultants that do not work until term completion. When the consultant works to term completion, supplier may invoice for the 22% retainage. If the consultant does not work to term completion, Multnomah County is not obligated to pay this 22% retainage held.

Failure to perform: If Multnomah County determines that the staff is not performing adequately and needs to be replaced, this person will be terminated as defined by Multnomah County. The 22% retainage equivalent to the time the staff worked will be forfeited to Multnomah County. There will be a new retainage of 22% of the total fees for the period of time specified in the contract to cover the new staff. When staff works to term completion, supplier may invoice for the 22% retainage for the new staff only. When staff does not work to term completion, Multnomah County is not obligated to pay the 22% retainage held.

A firm that has retainage assessed will be sent a notification either in writing or via email from the County’s SAP Manager or designate regarding the assessment. The firm will have one week from post mark or sent date to respond in writing to issues noted.

2.10CONTRACT NEGOTIATION

The County will initiate contract negotiations with the highest scoring responders that scored 70% or higher on the total points and reserves the right to award from the Competitive Range up to a maximum 15 contracts based on top score rankings. The County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in its best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.

2.11CONTRACT AWARD

Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.

2.12CONTRACT TERM

Fixed term with automatic renewal unless notice of non-renewal is given by the County. The initial contract term shall be 1 year. Thereafter, the contract shall automatically renew on the contract anniversary date each year for a total of up to 5 years unless the County or the Contractor gives 30 day written notice that the Contract will not be renewed.

2.13COMPENSATION AND METHOD OF PAYMENT

It is the County’s Policy to make recurrent contract payments to contractors via electronic payment. The contractor(s) selected under this solicitation will have the option to receive payments through Automated Clearing House.

All invoices shall be prepared on contractor's letterhead or standard invoice form and shall include:

· Supplier’s name and address and a phone number for questions about the invoice

· Contractor's name

· Contractor’s dates of service

· Suppliers’ invoice number

· Invoice date

· Multnomah County contract number, and

· Any additional information required in Exhibit 1.

County shall pay the invoice by one of several payment methods, including but not limited to electronic payment (aka ACH-Automated Clearing House) within 30 calendar days unless otherwise provided in Exhibit 1 of the final contract.

2.14COOPERATIVE PURCHASING

Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract.

2.15INSURANCE REQUIREMENTS

The table below states the minimum insurance required of a Contractor to provide this service. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution and recorded in Exhibit 2 of the contract. The minimum insurance coverage stated below supersedes requirements listed in Exhibit 2 of the Sample Contract where they are different.

Minimum insurance requirements:

Type of Insurance

Amount

Per Occurrence

Aggregate

Professional Liability

$1,000,000

$2,000,000

Commercial Gen Liability

$1,000,000

$2,000,000

Commercial Auto Liability

Not applicable

Statutory Workers Compensation

$500,000

Required

Indemnity: Contractor shall defend, save, hold harmless, and indemnify County and its officers, employees and agents from and against all claims, suits, actions, losses, damages, liabilities, costs and expenses of any nature whatsoever, including attorneys fees, resulting from, arising out of, or relating to the activities of Contractor or its officers, employees, subcontractors, or agents under this Contract, including any malicious or criminal misconduct by its employees and agents. Contractor shall have control of the defense and settlement of any claim that is subject to this paragraph. However, neither Contractor nor any attorney engaged by Contractor shall defend the claim in the name of County or any department of County, nor purport to act as legal representative of County or any of its departments, without first receiving from the Multnomah County Attorney’s Office, authority to act as legal counsel for County, nor shall Contractor settle any claim on behalf of County without the approval of the Multnomah County Attorney’s Office. County may, at its election and expense, assume its own defense and settlement.

PART 3 - PROPOSAL EVALUATION, QUESTIONS AND INSTRUCTIONS3.0PROPOSAL EVALUATION AND SCORING

Evaluation of proposals received in response to the RFP will be conducted comprehensively, fairly and impartially. Structured quantitative scoring methods will be used to maximize the objectivity of the evaluation. The evaluation committee of designated reviewers shall review and evaluate proposals. The committee will be composed of individuals with experience in, knowledge of, and program responsibility for program service and financing.

EVALUATION PROCESS FOR WRITTEN RESPONSE

Each evaluator shall independently assign a score to each evaluation criterion. Then the evaluators shall meet at a Proposal Evaluation Session and share their key findings from the proposals. After sharing their findings, each evaluator shall be given an independent opportunity to revise their draft scores and to finalize them.

Evaluators may enlist technical advisors to provide input however scoring will be determined solely by evaluators.

Final scoring by each evaluator will then be summed. The award will be made to the highest scoring staff augmentation firms that scored 70% or higher on the total points based on the written proposals and reserves the right to award from the Competitive Range up to a maximum 15 contracts based on top score rankings.

3.1PROPOSAL QUESTIONS INSTRUCTIONS

Proposers will respond to questions and requested information found in Section 3.2. Proposals should clearly indicate the Section and questions being responded to. Proposers must complete all questions found in each Section. Limit your responses as instructed for each question. These questions have been created to determine whether the Proposers have the qualifications to provide the required services.

Be sure to limit the total number of pages submitted to the County. See Section 4.3 Maximum Page Limit for more information.

Questions have variable points possible, and are weighted for importance. Answers should be as specific to the requirements requested as possible for best scoring.

Score Summary:

CATEGORY

Possible Score

3.2.1 Staff Augmentation Firm Information

250

3.2.2 Candidate Resume Information

350

3.2.3 Rate Information

150

3.2.4 Responsible Business Practices

250

TOTAL SCORE POSSIBLE:

1000

Scoring

All Proposers must complete the questions of the scoring (sections 3.2.1, 3.2.2, and 3.2.3, and 3.2.4). Proposers failing to achieve a minimum 70% of total points in these sections will not be considered further for an award under this procurement.

Example: Proposer A submits a proposal and receives the following scores from the three evaluators:

Rater A:650 Points

Rater B:720 Points

Rater C:735 Points

Total Points: 2105 Points

The minimum necessary score is calculated by: 1000 possible points x 3 evaluators x 70% = 2100 points.

As a result, Proposer A has met the minimum requirements since their total point score of 2105 exceeds the minimum number of points required to qualify, 2100.

If the total points earned with the scoring (section 3.2.1, 3.2.2, 3.2.3, 3.2.4) had been less than 2100 points, then Proposer A would not have been considered further for an award under this RFP.

Failure to comply with these instructions may result in the rejection of the proposal.

3.2PROPOSAL QUESTIONS

3.2.1Staff Augmentation Firm Information

Possible Score

3.2.1 Staff Augmentation Firm Information

250

Contract to Hire Option

Company Background

Professional Conduct

Vendor Support and Service Delivery Model

Company Experience

Contract to Hire Option: Please indicate if Multnomah County will have the option to hire.

a. ( ) Yes

( ) No

b. Describe how the process would work and what the fees, if any are.

Evaluation Criteria:

· Contracting firm information is complete and relevant.

· Process described is easy to follow and provides a workable method to select “Contract to Hire” staff.

Company Background: Please provide and describe the following Vendor Profile information.

a. Date Founded

b. Organization structure

( ) Sole Proprietorship

( ) Partnership

( ) Corporation

c. Ownership status

( ) Independent

( ) Subsidiary (Name of Parent Organization: ________________________

d. Office locations and size

e. History providing experienced SAP consultants including years of experience providing these services, background and track record in providing these type of staff.

f. Experience with SAP products.

g. List all the SAP modules that you supply staff for.

h. If you provide project work to clients, what is the number of projects that were a full life cycle implementation?

i. Describe relevant partnerships with other companies including company names and the nature of relationship

j. Future vision of your staff augmentation firm’s offerings

k. For the past 5 years, list the annual revenue related to SAP staff augmentation. What percentage of total company revenue does the SAP staff augmentation make up?

l. If you have a website, what types of information can be accessed through it? Provide examples (screenshots) as samples of your firm’s site.

m. What percentage of your company focuses on SAP Project work versus SAP Staff augmentation?

n. Describe in detail your experience with Government and Public Utilities providing these types of staff (include length of time you have worked with these entities). Please provide a description of the project or assignment.



· Proposer provides detailed experience and thorough knowledge of supplying SAP consultants in the areas that we identified.

· Proposer shows a solid understanding of SAP products and SAP related business processes.

· Proposer shows a solid understanding of what the County is asking for and the ability to ensure that candidates presented to Multnomah County meet our needs and are qualified for the work.

Professional Conduct:

a. Describe any situation where a client has notified you of a serious performance issue with a consultant during the contract or with project work. Describe how you handled this situation. How did you remedy this situation with your client? If you have provided staff or project work to Multnomah County previously and Multnomah County has notified you of a performance issue, your answer here must address that situation.

b. Describe a situation where a client raised an issue with the contract, the delivered product, or the performance of the consultant after the contract was completed. Describe how you handled this situation. How did you remedy this situation with your client? If you had a contract with Multnomah County previously and Multnomah County has notified you of a contract issue or performance issue, your answer here must address that situation.



· Contracting firm has experience with dealing with performance issues with successful outcomes.

· Contracting firm’s approach to issue resolution shows they took the situation seriously and provided a quality solution with project management throughout the process.

· Contracting firm resolved this situation successfully to the satisfaction of the client.

Vendor Support and Service Delivery Model:

a. Describe your business process for fulfilling requests for consultants. Include number of your company contacts Multnomah County is required to talk with to fulfill a request for staff. Also include the total number of company staff that is involved with working on these requests (job description/role).

b. Describe in detail the number of conversations with these company contacts with Multnomah County that are required in order to initiate the search for staff to meet our requirement.

c. Describe in detail your screening process for ensuring that you propose qualified candidates.

d. How does a client report issues with staff? Describe in detail how you handle poor performers. What is your company’s policy with dealing with poor performers?

e. Do you use employees, contractors, or subcontractors? If a mix of these, what % of each?

f. Identify the number of employees at your firm in each of the categories identified in this RFP (SAP Business Analyst Senior, SAP Developer Senior, Solution Architect/Data Architect, Basis Administrator, and Security Administrator).

g. If using subcontractors, name all of the companies you have as subcontractors.

h. Are you a registered Partner with SAP? If so, please describe this partnership.

i. What support do you provide to your staff for resume writing, interviewing, networking infrastructure, etc.

j. For the last 12 months, please provide the following statistics (matching our Classifications and Job Descriptions only):

Activity

· Average headcount (client engaged and administrative)

· Number of Starts

· Number of Roll offs

· Number of jobs released

· Number of jobs responded to

· Number of total submissions made across all jobs

Quality

· Total Offers made

· Successful starts

· Failure to start

· Attrition – candidate leaves early (reason: other employment/contract job/illness/vacation, etc)

· Termination – candidate let go early (budget/performance)

Speed

· Number of days from job release to resume submittal

Price

· Average rate per classification and job description. Travel expenses must be declared as a percentage of rate or fixed amount of rate for each.

Compliance

· Number with right to represent

· Number with insurance and benefits

Additional Info

· Name of client companies where these placements took place

· Number of placements of consultants at Multnomah County

· Number of consultants presented to Multnomah County that did not get selected.

k. What statistics do you keep on placements and submittals? Please provide examples.

l. What processes do you use to ensure quality of consultants that you place?


· Contracting firm information appears complete and relevant.

· The number of conversations needed to initiate the search for staff is low and reasonable.

· Company’s process to screen and match consultants to client business requirements is clearly defined, in-depth, and appears effective.

· Company has a clearly defined process to address consultant performance. The process is consistent with the example(s) described in the earlier sections.

· Company provides employment service support for consultants. The services address quality assurance in resume writing and interviewing techniques.

· Company provides networking support for SAP consultants, which allows them access to information to improve their responsiveness to the client’s requirements.

· Company has history of SAP placements for projects and staff support relative to our Classifications and Job Descriptions.

· Company’s placement history suggests client satisfaction with consultants - long term placements, minimal turnover for same placement.

· Company’s recruitment and placement process to fill client solicitations is streamlined, responsive to the client, and efficient. There are minimal layers to go through to solicit consultants and receive responses.

· Company has a process in place to monitor quality of staff working at clients.

· Company clearly indicates the placement and submission information for the past 12 months. This includes accurate information on Multnomah County placements and submissions.

Company Experience:

Please provide and describe the following information for three of your customers that you feel most closely match Multnomah County’s requirements. Please include SAP Modules and Job Classifications/Job Titles you supplied staff for in the scope of work section. For the SAP Version section, please indicate the customer’s SAP Version and Support Pack Level (if known) for the most recent work done for that customer (ECC, SRM, NetWeaver, etc). Example #1: Your firm provided staff for an ECC project. The Customer’s Version was ECC 6 Enh 4 SP 40. Example #2: Your firm provided staff for a SRM PPS Project. The Customer’s Version was SRM PPS 7.0 SP 8.

CUSTOMER ONE

GOVERNMENT/COMPANY NAME: ________________________________________________________

ADDRESS: ___________________________________________________________________________

CONTACT PERSON AND TITLE: _________________________________________________________

TELEPHONE NUMBER: _________________________________________________________________

E-MAIL ADDRESS: _____________________________________________________________________

SCOPE OF WORK: ____________________________________________________________________

CONTRACT PERIOD: ___________________________________________________________________

SAP VERSION:

___________________________________________________________________

CUSTOMER TWO


ADDRESS: ___________________________________________________________________________



E-MAIL ADDRESS: _____________________________________________________________________

SCOPE OF WORK: ____________________________________________________________________

CONTRACT PERIOD: ___________________________________________________________________

SAP VERSION:

___________________________________________________________________

CUSTOMER THREE


ADDRESS: ___________________________________________________________________________



E-MAIL ADDRESS: _____________________________________________________________________

SCOPE OF WORK: ____________________________________________________________________

CONTRACT PERIOD: ___________________________________________________________________

SAP VERSION:

___________________________________________________________________



· Information indicates experience with County’s type of requirements (SAP team support, SAP projects).

· Customer information is current.

· Information includes Public Sector contacts.

· Customer’s version information shows experience with recent versions of SAP.

3.2.2Candidate Resume Information (350 Points Possible)

Possible Score

3.2.2 Candidate Resumes

350

This section is to see the quality of staff you have in each of our categories. The purpose is not to select these candidates to work at Multnomah County.

Resumes that are submitted for this RFP represent:

· A candidate that best meets our requirements as outlined in job descriptions in Attachment 4.

· A candidate that is currently placed with clients by your firm or are currently available for placement.

· A candidate that has signed a Consultant Authorization Form to allow the proposer the sole right to represent the candidate for this RFP. A copy of this form must be included with resume. Failure to provide this documentation will result in the candidate not being included in the evaluation.

These positions are divided into the following five categories:

Category 1

SAP Business Analyst Senior

Category 2

SAP Developer Senior

Category 3

Solution Architect/Data Architect

Category 4

Basis Administrator

Category 5

Security Administrator

Category 1 SAP Business Analyst Senior

1. SAP Business Analyst Senior– FI/CO/FM

2. SAP Business Analyst Senior– SRM PPS, MM

3. SAP Business Analyst Senior– Payroll and HCM

4. SAP Business Analyst Senior– Benefits and HCM

5. SAP Business Analyst Senior– HCM

6. SAP Business Analyst Senior– Plant Maintenance

Category 2 SAP Developer Senior

1. Experienced SAP Development Analyst Senior - ABAP

2. Experienced SAP NetWeaver Application Developer Senior

Category 3 Solution Architect/Data Architect

1. BI/Data Warehouse Solution Engineer Senior

2. SAP Center Of Excellence (COE) Senior Solution Architecture Administrator

Category 4 Basis Administrator

1. SAP Basis Administrator

Category 5 Security Administrator

1. SAP Identity & Access Management Administrator

The following chart shows this relationship:

Category 1


Category 2


Category 3


Category 4

Basis Administrator

Category 5


1.1 SAP Business Analyst Senior -FI/CO/FM

2.1 SAP Development Analyst Senior - ABAP

3.1 BI/Data Warehouse Solution Engineer Senior

4.1 SAP Basis Administrator

5.1 SAP Identity & Access Management Administrator

1.2 SAP Business Analyst Senior – SRM PPS, MM

2.2 SAP NetWeaver Application Developer Senior

3.2 SAP Center of Excellence (COE) Senior Solution Architecture Administrator

1.3 SAP Business Analyst Senior – Payroll and HCM

1.4 SAP Business Analyst Senior – Benefits and HCM

1.5 SAP Business Analyst Senior – HCM

1.6 SAP Business Analyst Senior – Plant Maintenance

Each contracting firm will be scored based on their ability to supply staff from all of these categories.

Resume submissions: For each of the five categories, select only one job in that category and submit one resume of a person that works for your firm that best meets our job description. The total number of resumes submitted is five (one per Category). If less than five resumes are submitted or if only some of the Categories are covered, the firm has improperly responded to this RFP. See the “Invalid Response Process” section below for more information.

Submissions

The purpose of this section is to be able to score based on your ability to supply staff in our categories and job descriptions. All resumes must be a real candidate that has agreed to work solely with your company. If resumes are not provided, this could result in a lower score in this section.

Scoring well in this section of the proposal does not guarantee that these candidates, evaluated through this RFP process, will be working at Multnomah County. Multnomah County reserves the right to be able to retain the evaluated candidate if it meets the needs of Multnomah County.

Include the following information per candidate:

· Category identifier – Example: Category 1 SAP Business Analyst Senior

· Job identifier – Example: 1.2 SAP Business Analyst Senior - SRM PPS, MM. The 1.2 corresponds to the chart above.

· Resume - Resume needs to contain the description of the project, their role in the project, and the start and end dates with the year and month.

· All inclusive rate – Travel expenses are to be declared as a percentage of rate or fixed amount of rate.

· If the candidate is currently working with one of your customers, please provide the customer company name and length of time the consultant has been working for your customer.

· Indicate if candidate is an employee of your firm, a consultant direct to your firm, or via a third party supplier. Note, if via a third party, you should disclose the/all contracting firm name(s).

· Written authorization to allow proposer sole right to represent candidate for this RFP. Failure to provide this documentation will result in a lower score for the proposer or not being included in the evaluation.

· Proficiency is defined as follows:

· Training – less than 10% of work time spent

· Light – 10 to 25% of work time spent

· Medium – 25 to 75% of work time spent

· Heavy – 75% or more work time spent

The top of the resume must contain this Technical Skills chart. Failure to supply this chart will result in a lower score. The rows in this table should match the job description requirements. You will be scored on your ability to translate the job description requirements into the rows that show in this table:

Technical Skills: Category # and description and sub area

Years and months Experience

Proficiency (Training, Light, Medium, Heavy)

Last used year and month

1.

2.

3.

4.

5.

(additional lines if needed )

Example:

Technical Skills: Category 2 SAP Developer Senior - NetWeaver

Years and months Experience

Proficiency (Training, Light, Medium, Heavy)

Last used year and month

NWDS/NWDI

5 years 2 months

Medium

August 2012

ABAP Web Dynpro

2 years 0 months

Light

August 2012

Java Web Dynpro

6 years 6 months

Heavy

January 2012

SAP NetWeaver Enterprise Portal

5 years 2 months

Medium

August 2012

ABAP Object development

1 year 3 months

Light

June 2011

SOA service development

1 year 3 months

Light

September 2010

(additional lines if needed )

Invalid Response Process

If contracting firm does not provide documentation from the candidate authorizing for sole representation, the candidate will not be included in this evaluation. This results in a zero score for that job category.

If two contracting firms submit the same candidate and both provide documentation from the candidate authorizing for sole representation, the candidate will not be included in this evaluation for either contracting firm. This results in a zero score for that job category for both firms.

If a contracting firm submits more than one resume per Category, the resume with the highest rate will be included in this evaluation. The others will not be considered. If a contracting firm submits more than one resume per Category and the rates are the same, one resume will be randomly selected. The others will not be considered.

Example: Company D submits a resume in:

· Category 1 “SAP Business Analyst Senior” Job “1.1 SAP Business Analyst Senior - FI/CO/FM”

· Category 1 “SAP Business Analyst Senior” Job “1.2 SAP Business Analyst Senior - SRM PPS, MM”

Company D will be scored only on the resume with the higher rate. If the resumes have the same rate, only one will be considered for evaluation, randomly chosen.

If a contracting firm does not submit one resume per Category (five resumes), the firm will be scored with a zero in the Category that is left out.

Example: Company E submits a resume in:


· Category 2 “SAP Developer Senior” Job “2.1 SAP Development Analyst Senior - ABAP”,

· Category 3 “Solution Architect/Data Architect” Job “3.2 SAP Center of Excellence (COE) Senior Solution Architecture Administrator”,

· Category 5 “Security Administrator” Job “5.1 SAP Identity & Access Management Administrator”.

Company E has improperly responded for scoring under this RFP by not providing resumes in Category 4 “Basis Administrator”, and receives zero points in the Basis Administrator Job category.

Example: Company C submits a resume in:


· Category 2 “SAP Developer Senior” Job “2.1 SAP Development Analyst Senior - ABAP”,

· Category 3 “Solution Architect/Data Architect” Job “3.2 SAP Center of Excellence (COE) Senior Solution Architecture Administrator”,

· Category 4 “Basis Administrator” Job “4.1 SAP Basis Administrator”,

· Category 5 “Security Administrator” Job “5.1 SAP Identity & Access Management Administrator”.

Company C has properly responded for scoring under this RFP and all resumes will be evaluated and scored in each category.

Scoring:

Scoring is 350 points divided over 5 categories:

Category 1


Category 2


Category 3


Category 4

Basis Administrator

Category 5


70 Points

70 Points

70 Points

70 Points

70 Points

For each staff augmentation firm, the resumes in each of the categories will be used to determine the resume quality score.



· Resume matches job description outlined in Attachment 4,

· Resume shows longevity in some of the assignments.

· Resume contains the description of the project, the candidate’s role in the project, and the date and month from/to.

· Resume is neat, organized, and grammatical.

· All resumes from the company follow the same format.

· The resume contents are internally consistent; they support the years of experience and type of skills identified.

· The years of experience chart is accurate, complete, and reflects the job expectations.

3.2.3 Rate Information (150 Points Possible)

Possible Score

3.2.3 Rate Information

150

For each staff augmentation firm, the resume scored in each of the five categories will be used to determine the rate score.

Staff augmentation firms are encouraged to submit reasonable and customary rates as part of this process. A formula will be used to score staff augmentation firms on the rates submitted. Lower rates result in more points. Rates that are higher than the calculated average could result in a zero score for this category or section.

All the categories are added together to determine the total points for this section.

Scoring:

Scoring is 150 points divided over 5 categories:

Category 1


Category 2


Category 3


Category 4

Basis Administrator

Category 5


30 Points

30 Points

30 Points

30 Points

30 Points

Multnomah County will utilize a modified Difference in Price method to determine the actual pricing points earned by each Proposer.

To calculate the average rate, the highest Proposer’s rate and the lowest Proposer’s rate received for the category will be removed from the equation. The remaining rates will be used to establish an average rate. This average rate is used in the formula below for determining points for the category. If only one Proposer’s rate is evaluated in a category, that proposer will receive the full 30 points.

Each proposer’s rate for the category will then be compared to the average rate and a point adjustment factor will be developed. The further the Proposer’s rate is over from the average rate, the larger the adjustment factor and the fewer number of points will be earned for that category. The County is using this methodology to reward realistic pricing and to penalize pricing that is unreasonably high. The formula to calculate the point adjustment factor will be as follows:

Formula: Category Points maximum 30 points - (Proposer's Rate - Average Rate) = Point Adjustment Factor. The Point Adjustment Factor for each category can not be greater than 30 nor less than zero.

Example: Company A submits the following rates:

· Category 1 - SAP Business Analyst Senior: Company A's rate is $5 higher than the average rate in that Category. The Category Points = 30 - (5) which results in 25 points assigned for Category 1.

· Category 2 - SAP Developer Senior: Company A's rate is $5 lower than the average rate in that Category. The Category Points = 30 - (-5) which equals 35. Company A gets 30 points for Category 2 since the Point Adjustment Factor (35) more than the 30 points.

· Category 3 - Solution Architect/Data Architect. Company A's rate is $30 higher than the average rate in that Category. The Category Points: 30 - (30) which results in 0 points assigned for Category 3.

· Category 4 - Basis Administrator. Company A's rate is $40 higher than the average rate in that Category. The Category Points: 30 - (40) = -10. Since the Point Adjustment Factor (-10) is less than zero, zero points are assigned for Category 4.

· Category 5 - Security Administrator. Company A's rate is the same as the average rate in that Category. The Category Points: 30 – 0 =30 which equals 30 points assigned for Category 5.

A proposer’s total Section 3.2.3 score is the sum of the points received in Categories 1 through 5. Therefore, Company A's points are: 25 points + 30 points + 0 points + 0 points + 30 points = 85 points for this section.

Evaluation Criteria

· The company’s rate includes travel and other expenses clearly broken out (if applicable),

· The rates are reasonable and competitive,

3.2.4RESPONSIBLE BUSINESS PRACTICES (250 POINTS POSSIBLE)

Our vendors are an integral part of the societies and communities in which they operate. Their influence extends to the employees they depend upon, the environment from which they draw their resources and the marketplace in which they participate. Multnomah County seeks to conduct business with vendors who demonstrate responsible business practices through sustainability and social equity innovations.

Proposals will be scored based on the responses to the following:

3.2.4 Responsible Business Practices

Possible Score

3.2.4.1 Sustainability

100

3.2.4.1.1 Goods & Services/Environmental Impact

20

3.2.4.1.2 Industry/Environmental Impact

20

3.2.4.1.3 Sustainable Business Practices

20

3.2.4.1.4 Integration of Candidate Selection

20

3.2.4.1.5 Cultural Competency

20

3.2.4.2 Social Equity (Section A OR Section B)

150

Total Points Possible This Section

250

3.2.4.1 Sustainability (100 Points Possible).

The County has an interest in measures used by its vendors to ensure sustainable operations with minimal adverse impact on the environment. The County seeks to do business with vendors who demonstrate community and environmental stewardship

1. Please demonstrate how your business or organization will provide the goods or services identified in the scope of services in a sustainable manner. What measures will you take to minimize impacts to the environment in the delivery of your goods or services? Please provide specific examples, metrics, details of efforts, practices, and/or processes. (20 Points)

Evaluation Criteria: The proposer provides specific examples, metrics, details of practices, and/or processes to deliver goods or services in a sustainable manner.

2. Discuss the big environmental impacts in your industry. How will you mitigate these impacts in the delivery of your goods or services? Describe how your organization handles transportation issues with your clients. (20 Points)

Evaluation Criteria: The proposer provides details of how they will mitigate industry environmental impacts in the delivery of goods or services.

3. Please demonstrate your business’s or organization’s sustainable business practices, which could include, but are not limited to a formal sustainability program and/or policies covering recycling measures; energy conservation plans; water conservation policies; and a green cleaning policy. Please provide specific examples, metrics, and details of practices and include copies of reports, policies or plans if available. (20 Points)

Evaluation Criteria: Proposer provides specific examples, metrics, and details of practices, and copies of reports, policies, or plans related to their sustainable business practices.

4.How does your business/agency integrate sustainability practices with the selection of candidates? In the process of providing candidates requested by the County, what can your business/agency do to reduce environmental impacts and promote social equity? Please provide details of practices which reduce environmental impacts and promote social equity. (20 Points)

Evaluation Criteria: Proposer provides specific examples, metrics, and details of practices, and copies of reports, policies, or plans related to their client selection sustainable business practices.

5.Describe in detail your firm’s cultural competency and diversity training, and the expectations that both your firm’s staff and recruited staff will be working with diverse populations to ensure program values and goals are met. Explain how you might use cooperative or other techniques to engage diverse employees. (20 Points)

Evaluation Criteria: The proposer describes in detail their cultural competency and diversity training for staff that will not be working with diverse populations, and the cultural competency and diversity training for staff that will be working with diverse populations.

3.2.4.2 Social Equity (150 Points Possible)

The Social Equity is broken into two sets of questions. Proposers should fill out one section of questions – either A or B.

If proposer has one or more employees, fill out questions in section 3.2.4.2A Section A. Questions for Firms and Organizations with One or More Employees. Do not fill out questions in section 3.2.4.2B Section B. Questions for Firms and Organizations with no Employees. If proposer has no employees, fill out questions in section 3.2.4.2B Section B. Questions for Firms and Organizations with no Employees. Do not fill out questions in section 3.2.4.2A Section A. Questions for Firms and Organizations with no Employees.3.2.4.2A Section A. Questions For Firms and Organizations With One or More Employees

(If you do not have employees, skip 3.2.4.2A Section A and go on to 3.2.4.2B Section B)

SECTION A (One or More Employees)

Possible Score

3.2.4.2A Social Equity

100

3.2.4.2.1 Workforce Diversity

33

3.2.4.2.2 Minority, Women and Emerging Small Business

Contracting

33

3.2.4.2.3 Business Practices

34

3.2.4.2.4 Employee Healthcare and Other Benefits

50

3.2.4.2.4.A Employee Healthcare

20

3.2.4.2.4.B Other Benefits

Sick Leave

10

Vacation Benefits

10

Retirement Benefits

10

Total Score This Section

150

Social Equity (100 Points Possible)

The County is committed to extending contracting opportunities to businesses that demonstrate social equity in the areas of workforce diversity, utilization of State of Oregon certified Minority, Women and Emerging Small Businesses (MWESBs), business practices, and health insurance and other benefits for employees. In order to promote economic growth, the County seeks to maximize the participation of diverse consultants, partners, contractors, and suppliers throughout the duration of the project. Ten percent (10%) of the total possible points to be awarded in this solicitation have been assigned to the Social Equity criteria below.

1. Workforce Diversity (33 Points Possible)

A. Describe in detail how your business or organization develops your own internal diverse workforce. How do you approach internal on-the-job training, mentoring, technical training and/or professional development opportunities addressing diversity? Describe the process(es) used to recruit women and minorities. What types of projects or initiatives have been implemented?


· Proposer describes efforts used to develop an internal diverse workforce.

· Proposer describes approach to internal diversity mentoring, training, and/or professional development opportunities.

· Proposer describes process(es) used to recruit women and minorities into the organization or agency.

· Proposer describes projects and initiatives implemented.

B. Describe in detail how your business or organization supports workforce diversity within your community.

Evaluation Criteria: The Proposer describes community involvement that supports workforce diversity such as volunteering, donations, internships, community organization participation and other workforce capacity building activities.

2.Minority, Women and Emerging Small Business (MWESB) Contracting (33 Points Possible)

A. MWESB Contracting and Past PerformanceWithin the past 24 months, have you subcontracted or partnered with State of Oregon certified MWESB businesses on any project? If yes:

· List the State of Oregon MWESB businesses that your organization or business has had contractual relationships with during the past 24 months.

· Identify the total volume and total overall percentage of contracts awarded to MWESB businesses during the past 24 months.

· Describe any innovative or successful measures that your organization or business has undertaken to work with MWESB businesses on previous projects.

· Describe any mentoring, technical or other business development services your organization or business has provided to previous or current MWESB sub-consultants or partners, or will provide in relation to the goods or services in this solicitation.


· Proposer lists the State of Oregon MWESB businesses they have had contractual relationships with during the past 24 months.

· Proposer identifies the total volume and overall total percentage of all contracts awarded to MWESB businesses.

· Proposer describes any innovative or successful measures undertaken to work with MWESB businesses on previous projects.

· Proposer describes any mentoring, technical or other business development services provided to previous or current MWESB businesses, sub-consultants or partners, or will provide in relation to the good and services in this solicitation.

B. Sub-contracting Will you be subcontracting any element of the services under this Proposal? If yes, answer the questions below; if not, proceed to question 3.

· Describe your business’ or organization’s plan for obtaining maximum utilization of State of Oregon certified MWESB firms on this project.

· List the subcontracting opportunities your firm has identified within the scope of goods or services in this solicitation.

· Describe the outreach and recruitment efforts you intend to make or have already made to certified MWESB businesses including the actual results of your efforts, if applicable.

· Describe the mentoring, technical or other business development services your business or organization will provide to MWESB businesses.

· If your organization or business will be utilizing MWESB businesses to provide the goods or services described in this document, please list those MWESB businesses and detail their role within your proposal.


· Proposer describes plan for obtaining maximum utilization of State of Oregon certified MWESB businesses on this project.

· Proposer lists the subcontracting opportunities the firm has identified within the scope of goods or services described in this solicitation.

· Proposer describes outreach and recruitment efforts to be made or already made to certified State of Oregon MWESB businesses including the actual results of efforts, if applicable.

· Proposer describes mentoring, technical or other business development services that are/will be provided to MWESB businesses.

· Proposer lists MWESB businesses to provide the good or services and details their role within proposal.

2. Business Practices (34 Points Possible)

A. Describe in detail how your business or organization includes diverse suppliers, vendors and subcontractors in the conduct of your business. Please provide specific examples.

Evaluation Criteria: The Proposer describes efforts, practices and/or processes to include a diverse vendor pool that reflects the diversity of Multnomah County

B. Describe in detail the efforts and activities under taken by your business or organization to create economic and social benefits for this or future generations. Please provide specific examples.

Evaluation Criteria: The Proposer describes efforts or activities such as volunteering, donations, sponsorships, economic and social development participation, youth and community organization participation or other community capacity building activities.

3. Employee Healthcare and Other Benefits (50 Points Possible)

The County values access to healthcare and other benefits as an important aspect of social equity. We recognize contracting with vendors who offer Healthcare and Other Benefits to their employees demonstrates responsible community stewardship. The County has assigned 5% of the total points available on this solicitation to Healthcare and Other Benefits criteria.

A. Employee Healthcare

Please check the one statement below that applies to your firm:

FORMCHECKBOX Proposer offers health insurance to employees that meets or exceeds each of the minimum coverages specified below as determined by the Multnomah County Benchmark for Employee Health Insurance Plans. (20 points)

OR

FORMCHECKBOX Proposer does not offer health insurance that meets all of the coverage as defined by the Multnomah County Benchmark for Employee Health Insurance Plans (0 points)

Multnomah County Benchmark for Employee Health Insurance Plans

Medical Cost Sharing

Annual Deductible

$1000 individual

Member Coinsurance

30 percent

Out of Pocket Maximum

$4000 per individual

Prescription Medicine Cost Sharing

Member Coinsurance level for generic Rx

$15 or 50 percent for 30 day supply

Out of Pocket Maximum

None

Other Required Services

Doctor Visits

Covered Benefit

Immunization

Covered Benefit

Routine Well Checks

Covered Benefit

Women’s Health Care Services

Covered Benefit

Maternity

Covered Benefit

Diagnostic X-Ray/Lab

Covered Benefit

Hospital

Covered Benefit

Outpatient

Covered Benefit

Emergency Room

Covered Benefit

Ambulance

Covered Benefit

Transplant

Covered Benefit

Mental Health/Chemical Dependency Inpatient

Covered Benefit

Mental Health/Chemical Dependency Outpatient

Covered Benefit

Skilled Nursing Care

Covered Benefit

Durable Medical Equipment

Covered Benefit

Rehabilitation

Covered Benefit

Hospice

Covered Benefit

Home Health

Covered Benefit

B. OTHER BENEFITS:

Please select the statements that apply to your firm:

Sick Leave

FORMCHECKBOX Proposer offers sick leave to all full time employees (10 points)

OR

FORMCHECKBOX Proposer does not offer sick leave to all full time employees (0 points)

Vacation Benefits

FORMCHECKBOX Proposer offers vacation benefits to all full time employees (10 points)

OR

FORMCHECKBOX Proposer does not offer vacation benefits to all full time employees (0 points)

R

Documents

REQUEST FOR PROPOSALS - Multnomah County, Oregon€¦ · Web viewAll such addenda shall have the same binding effect as though contained in the main body of the Request for Proposals