REQUEST - Jefferson County, Alabamajeffconline.jccal.org/onlinebidsearch/pacabids/itbs/859.doc · Web viewThe County must protect the privacy and provide security of any protected

Jefferson County Commission RFP NO. 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North ERP SOFTWARE SOLUTIONBirmingham, AL. 35203205-214-8584

REQUESTFOR

PROPOSAL&

INVITATION TO BID

INSTALLATION, IMPLEMENTATION & CONSULTING SERVICES for Jefferson County’s SAP ERP SOLUTION

MANDATORY PRE-PROPOSAL CONFERENCE:

AUGUST 26, 2005 @ 10:00 AM

Amended Due and Opening DatesTIME FOR RECEIPT OF PROPOSALS: N/L/T: September 29, 2005

TIME FOR OPENING OF FUNCTIONAL PROPOSALS: September 30, 2005

FORM NO. 1

Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783

ACKNOWLEDGEMENT of

RECEIPT of

RFP NO. 233-05

The County requires that all prospective Bidders acknowledge receipt of this RFP by sending an e-mail immediately confirming receipt.

Send this information to the following Project representatives: Scott Stewart ( [email protected] ); and Jennifer Sherrod ([email protected]).

E-mail must contain the following information: RFP number (233-05), company name, address, primary contact (name, address, e-mail address, phone number), and secondary contact (name, address, e-mail address, phone number).

FORM NO. 2

BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE

READ _________ UNDERSTOOD __________ AGREE ___________ EXCEPTION ________**

**If Bidder takes exception to any portion of this page, please indicate location (page and tab) in bid response this exception has been addressed.

Failure to comply with this request may result in lower score on selection evaluation.

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mailto:[email protected]



SIGNATURE PAGE

The undersigned Bidder, doing business under the full and complete legal firm name as set forth below, having examined these documents hereby proposes to fulfill the obligations contained herein in accordance with all terms, conditions, and specifications set forth, and will furnish all required products in strict accordance with these documents for the stated prices as payment in full. The entire proposal package is submitted, together with this Signature Page.

Name of Company:__________________________________________________________

Legal Status (i.e., sole proprietorship, partner, corporation)_______________________________

Tax I. D. Number________________________________________________________________ (Sole Proprietorship only)

Address: _________________________________________________________________

Authorized Representative: ________________________________________________________(Signature)

Name: __________________________________________Title:__________________________(Print or Type)

Terms of Payment:________________________________

Telephone: ____________ Fax: ______________ E-mail: ________________________

EXCEPTIONS OR DEVIATIONS to this Request for Proposal or the Terms shall be indicated below or “No Exception” written.

.______________________________________________________________________________

.______________________________________________________________________________

.______________________________________________________________________________

FORM NO. 3





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783NONCOLLUSION AFFIDAVIT

This NONCOLLUSION AFFIDAVIT must be completed and submitted with the Bidder’s proposal.

STATE OF ________________________

COUNTY OF ______________________

I, ________________________________________, representing _________________, upon oath depose and state that neither I, nor anyone in my organization, have employed any person outside of my organization to solicit or procure this contract.

I further depose and state that neither I, nor my organization, will make any payment or agreement of any compensation in connection with the procurement of this contract.

I further depose and state that there is no contract, agreement or arrangement, either oral or written, express or implied, contemplating any division of compensation for services rendered under this contract, or participation therein, directly or indirectly, by any other person, firm, or corporation, except as defined in the proposal.

I further depose and state that neither I, nor anyone in my organization, has either directly or indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with this contract.

I declare under penalty of perjury that the foregoing is true and correct.Executed on this _____day of _____________________, 2005

Signed: ______________________________________

Title: ______________________________________

SUBSCRIBED BEFORE ME on this _________day of_____________, 2005

Notary: ___________________________________

My Commission Expires: ____________________________Expiration Date

FORM NO. 4





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ADMINISTRATIVE REQUIREMENTS

ChecklistThe following checklist is included to ensure Bidder compliance to the required RFP responses. Please indicate whether each item specified is included in your response and cross-reference to the page where the item is located.

ITEMIncluded Y/N

Proposal Page Reference

Proposal Cover Sheet/FormBidder Response Including: Requirements

Proposal ChecklistExceptions to RFP and Sample Bidder Contract Bidder Company InformationReference ListBidder’s organization chart and list of personnel, project function and laborcategoryAnswers to Bidder QuestionsCost Proposal (Appendix F)Proposal BondAudited Financial Statement (most current published)Noncollusion AffidavitFully executed Signature PageHas information requested at bottom of Each page of RFP been filled in andInitialed by Bidder?

If any of the requested documents are not included, please give reason for exclusion. Proposals may be rejected if any requested document is not completed and submitted.

FORM NO. 5 (Amended) 8/26/05 BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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BIDDER BACKGROUND QUESTIONNAIRE

1. Is your company a certified implementation partner with SAP for version 4.6 or higher software solutions? _____YES ____NO

2. How many SAP government implementations of the same size and scope as specified herein, have you completed in the past three (3) years?____________________

Please list the last three completed below:

Client:_________________________ Version:___ Completion Date:________



3. How many fully operational installations has your company completed?______________________

4. State the year your company started in the business of implementing SAP Software solutions?______________________________________________

5. State the year your company started in the business of implementing SAP Software to Local Government?____________________________________________

6. Where is your company’s closest support facility/sales office?_________________________________________________________________________________

7. Where is your company’s headquarters?_________________________________

8. List your company’s Revenues for the previous three years: 2004:________________ 2003:________________ 2002________________

FORM NO. 5 cont’dBIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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9. How many total employees does your company have in each of the following categories: Sales/Marketing:________ Management/Administration:_________ Help Desk Staff:________ Development Staff:______ Others (please clarify):_______

10. The County requires that the Bidder agree to a one year warranty on installation and implementation. The warranty period shall start on the day of final approval for payment per implementation phase, after the system is installed and functioning properly, and after the County’s authorized representative and consultants have tested and approved the system. Does your company agree with this condition?_________YES ___________NO

If Bidder does not agree, please state the longest time that the Bidder will agree to an on-site warranty?________________________

11. A proposal bond in the amount of $15,000 has been required; did your company furnish this bond? _________YES _________NO

12. A performance bond and a labor and materials bond is required, will your company comply? _________YES _________NO

FORM NO. 6





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CUSTOMER REFERENCE FORMYour organization is hereby authorized by the Implementation Bidder to complete this customer reference form relative to this procurement on the condition that all information will remain confidential between your organization, Jefferson County Commission, and any necessary evaluators/coordinators. Under no circumstances will the response be seen by the Implementation Bidder.

Bidder Signature of Agreement ______________________________

PART I -- TO BE COMPLETED BY BIDDER

1. Bidder/Implementer ____________________________________________________________

2. Customer (Company Name)

3. Bidder services provided to customer

4. General Description of Services Performed

PART II -- TO BE COMPLETED BY THE CUSTOMER REFERENCE

5. Name of Person Completing Form

6. Title of Person Completing Form

7. Is the information shown in items 1-4 accurate? If not, please correct

For items 8, 9, 10, and 11 please circle the value which best represents your experience with the Bidder and provide any explanatory comments. Please use the following definitions:

0 = Failing 6 = slightly above average 1 = Poor 7 = Good 2 = Less than average 8 = Very good3 = below average 9 = Excellent4 = slightly below average 10 = Superior 5 = Average

8.. How would you rate the Bidder's overall services? 0 1 2 3 4 5 6 7 8 9 10

FORM NO. 6 (cont’d)BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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CUSTOMER REFERENCE FORM (Continued)

9. How would you rate the Bidder's information technology skills? 0 1 2 3 4 5 6 7 8 9 10

10. How would you rate this Bidder's ability to meet project deadlines? 0 1 2 3 4 5 6 7 8 9 10

11. How would you rate the Bidder's working relationship with your staff? 0 1 2 3 4 5 6 7 8 9 10

12. What are the Bidder's principal strengths?

13. Discuss the Bidder's weaknesses, if any._______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

14. Any other general comments you may wish to provide._______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

___________________________________ ________________________Customer Reference Signature Title___________________________________ __________________________Company Name Date___________________________________ __________________________Company Address Phone

FORM 7BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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ACKNOWLEDGEMENT OF ADDENDA

Instructions: Complete Part I or Part II, whichever is applicable.

PART I: Listed below are the dates of issue for each Addendum received in connection with this solicitation.

Addendum #1, Dated________________________, 200__

Addendum #2, Dated________________________, 200__

Addendum #3, Dated________________________, 200__

PART II:

____No Addendum was received in connection with this solicitation.

Authorized Signature:__________________________Date:_________________

Print Name:__________________________________Title:_________________

Firm Name:_______________________________________________________

Address:__________________________________________________________

City/State/Zip:_____________________________________________________

Telephone: (____)_________________________Fax:(____)_________________





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Front row (L-R): Shelia Y. Smoot, Larry P. Langford, Mary M. BuckelewStanding (L-R): Bettye Fine Collins, Gary White

JEFFERSON COUNTY COMMISSIONThe Jefferson County Commission consists of five elected commissioners. The Jefferson County Commission provides a full range of governmental services for the 660,000 citizens of Jefferson County, Alabama. Included among these services are law enforcement protection, emergency management, public works, health care, community development, and environmental services. The County employs approximately 4,000 people, in approximate 26 different building locations throughout the county to deliver these services. Each commissioner is responsible for different aspects of County services. The Treasurer’s Office is responsible for revenue collections and administration of other agency funds. The Budget Management Office (BMO) is responsible for budget projection and payroll. The Human Resources department is responsible for risk management, benefits administration, and employee relations for the 4,000 plus employees of Jefferson County. Some payroll functions are shared by the Payroll division of BMO and the Human Resources Department. Retirement Fund investing and disbursements are handled by the Jefferson County Pension Board. Jefferson County is a member of the merit system administered by the Personnel Board of Jefferson County. The Personnel Board is responsible for the county-wide Civil Service System and maintains information on approximately 11,000 employees from 23 jurisdictions within Jefferson County. Some functions of the SAP/Pension Gold ERP solution must interface with the Personnel Board’s Lawson software system.BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783These areas of responsibility include: Commissioner Larry P. Langford – Finance, General Services, Budget Office, Cooper Green Hospital, Revenue, Family Court, Human Resources, PIO; Commissioner Mary M. Buckelew – Information Technology, Land Development, EMA, Inspection Services; Commissioner Bettye Fine Collins – Office of Senior Citizen Services, Jefferson Rehabilitation, Coroner and Central Laundry; Commissioner Shelia Smoot – Community & Economic Development, Roads and Transportation; Commissioner Gary White Environmental Services, Board of Registrars. The Commissioners have, through the passing of two resolutions, made a firm commitment to the employees and citizens of Jefferson County to facilitate the purchase and implementation of a state-of-the-art enterprise wide software solution that will serve the County for many years to come. The SAP software solution, along with the adoption of best business practices by each department, will put Jefferson County in the forefront of technology and allow the County to provide faster and better service to its citizens.Major stakeholders for the ERP project include the directors of: Finance, Human Resources, Budget Management, Information Technology, the Treasurer and the Pension Coordinator.Under the direction of Commissioner Buckelew, and with the cooperation of the Director of Finance and the Chief Information Officer, a joint partnership has been formed by their respective staff to ensure that this project runs smoothly and that issues regarding the implementation are handled in a timely and professional manner.

The Director of Finance is responsible for all aspects of the County’s financial planning and management. This responsibility includes oversight of accounts payable, fixed assets, purchasing, inventory, debt management and investor relations. The Budget Management office is responsible for budget projection and payroll. Human Resources is responsible for risk management, benefits administration, and employee relations for the 4,000 plus employees of Jefferson County. Some payroll functions are shared by the Payroll division of BMO and the Human Resources Department. Retirement Fund investing and disbursements are handled by the General Retirement System for the Employees of Jefferson County (Pension Board). Jefferson County is a member of the merit system which is administered by the Personnel Board of Jefferson County. The Personnel Board is responsible for the county-wide Civil Service System and maintains information on approximately 11,000 employees from 23 jurisdictions within Jefferson County. Some functions of the SAP software solution will interface with the Personnel Board’s Lawson software system.

Jefferson County has a strong financial position, with a substantial tax base and adequate reserves. The County has AA general obligation bond rating from Standard & Poor’s.





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783PROJECT GOALS AND OBJECTIVES:Jefferson County Commission has a long-term objective of seamless integration among all applications and related processes which includes consideration of (EDMS) Electronic Document Management System/Imaging using (FileNet/P8), Geographical Information System Resource Planning (SRP) and ESRI. Jefferson County Commission’s qualified list of vendors is supportive of this objective.

The ultimate objective for this project is to acquire and implement an integrated solution applicable to its financial, human resource operations, treasury functions and support functions enabling automation, and commonality in access of information, practices, and procedures, as well as improved work processes across the enterprise.





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EXECUTIVE PROJECT SPONSORIn early 2003 the president of the County Commission, Larry P. Langford, requested that Commissioner Mary M. Buckelew spearhead the process of obtaining an Enterprise Resource Planning (ERP) solution for Jefferson County. As Project Sponsor, Commissioner Buckelew formed an ERP Project Team that consists of representatives from the purchasing, accounting and information technology departments. The ERP Project Team works under the direction of Commissioner Buckelew and answers directly to her on all matters concerning this project.

Commissioner Buckelew has a long history of giving the citizens of Jefferson County the best value for their tax dollars while wisely allocating monies where they are most needed. In the early ‘90’s , Commissioner Buckelew made a commitment to transfer the bulk of her annual budget to Information Technology so they could outfit the County’s training facility with state of the art computers to be used for in-house training of county staff. Commissioner Buckelew’s philosophy has always been that the County should serve its taxpayers and employees by giving them the best value for the dollar while also furnishing them with the best technology resources available.

Commissioner Buckelew will be responsible for securing financing and resources, addressing issues brought to her attention by the ERP Project Management Team, and assisting the Team in promoting the project throughout the County government. The Project Sponsor, or an appropriate designee, will be available to resolve issues in a timely manner when said issues cannot be resolved by the ERP Project Management Team.





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Table of Contents1.1 PURPOSE OF RFP..........................................................................................................................191.2 CONTRACT TYPE.......................................................................................................................191.3 COUNTY BUSINESS PRACTICES.......................................................................................191.4 GENERAL RETIREMENT SYSTEM FOR THE EMPLOYEES OF JEFFERSON COUNTY (PENSION BOARD)........................................................................................................201.5 SAP CONSULTING...............................................................................................................201.6 SAP AND PENSION GOLD COMPONENTS:..................................................................211.7 COUNTY’S RELATIONSHIP WITH SOFTWARE PUBLISHER................................211.8 GENERAL TERMS AND CONDITIONS................................................................................211.9 IMPLEMENTATION TIMELINE.............................................................................................221.10 LANGUAGE, WORDS USED INTERCHANGEABLY...................................................221.11 RFP COORDINATOR...............................................................................................................231.12 CONTACT WITH COUNTY EMPLOYEES AND/OR CONSULTANTS.....................231.13 PROJECTED SCHEDULE OF EVENTS.............................................................................24TABLE 1-1: PROJECTED SCHEDULE OF EVENTS..............................................................................241.14 MANDATORY PRE-PROPOSAL CONFERENCE..........................................................241.15 LETTER OF INTENT................................................................................................................241.16 DELIVERY METHOD FOR LETTER OF INTENT AND/OR PROPOSAL RESPONSE:............................................................................................................................................251.17 PUBLIC RFP OPENING..........................................................................................................251.18 EXAMINATION OF RFP DOCUMENTS...........................................................................251.19 SOLE CONTRACTOR/IMPLEMENTER.............................................................................251.20 NEWS/PRESS RELEASE OR OTHER COMMUNICATION........................................261.21 VALIDITY OF PROPOSAL....................................................................................................261.22 ORAL PRESENTATIONS AND DISCUSSIONS:............................................................261.23 DISCLOSURE OF PROPOSAL CONTENTS...................................................................261.24 GOALS OF THE PROJECT..............................................................................................................271.25 SERVICE REQUIREMENTS............................................................................................................272.1 GENERAL.......................................................................................................................................282.2 DEFINITION OF TERMS..........................................................................................................282.3 TELEPHONE INQUIRES – NOT ACCEPTED....................................................................322.4 PROPOSAL FORMAT:..............................................................................................................322.5 EXECUTIVE SUMMARY...........................................................................................................332.6 COMPANY BACKGROUND....................................................................................................332.7 REQUIRED ENVIRONMENT..................................................................................................332.8 RESPONSES TO FUNCTIONAL REQUIREMENTS.......................................................332.9 VOLUME I: FUNCTIONAL/TECHNICAL PROPOSAL.................................................342.10 VOLUME II: SEALED BID PRICING................................................................................342.11 SPECIFICATION DEVIATIONS BY BIDDER.................................................................352.12 PROPOSAL AND PRESENTATION COSTS.....................................................................352.13 AMBIGUITY, CONFLICT, OR OTHER ERRORS IN THE RFP.................................362.14 ALTERATION OF RFP............................................................................................................36BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-57832.15 AMENDMENTS TO THE RFP:...............................................................................................362.16 ALTERNATE PROPOSALS....................................................................................................372.17 PROJECT UNDERSTANDING..............................................................................................372.18 FIXED PRICE GUARANTEE......................................................................................382.19 GUARANTEE:.............................................................................................................................382.20 PROPERTY OF JEFFERSON COUNTY............................................................................382.21 COUNTY’S RIGHT TO TERMINATE PROCESS............................................................382.22 PUBLIC DISCLOSURE OF RFP RESPONSES...............................................................382.23 OMISSIONS................................................................................................................................392.24 SELECTION OF IMPLEMENTER........................................................................................393.1 INITIAL REVIEW OF PROPOSALS......................................................................................403.2 COMMITTEE REVIEW OF PROPOSALS............................................................................403.3 FALSE OR MISLEADING STATEMENT/INFORMATION............................................403.4 RIGHTS OF THE COUNTY IN EVALUATING PROPOSALS........................................403.5 EVALUATION AND SELECTION CRITERIA...................................................................403.6 EVALUATION PROCESS.........................................................................................................413.7 EVALUATION METHOD..........................................................................................................413.8 CLARIFICATIONS AND CORRECTIONS............................................................................413.9 INCLUDED AMONG THE EVALUATION/SELECTION CRITERIA ARE:.......................................423.10 FINAL EVALUATION...............................................................................................................424.1 AWARD CRITERIA.....................................................................................................................434.2 AWARD RECOMMENDATION..............................................................................................434.3 CONTRACT AWARD.................................................................................................................434.4 AWARD GUARANTEE..............................................................................................................435.1 FUNDING.......................................................................................................................................446.1 ENTIRE AGREEMENT...............................................................................................................456.2 WARRANTIES........................................................................................................................456.3 FREIGHT CHARGES............................................................................................................456.4 PRE-PAYMENTS.........................................................................................................................456.5 TAXES........................................................................................................................................456.6 NON-COLLUSION AFFIDAVIT.......................................................................................456.7 CHANGE OF OWNERSHIP......................................................................................................456.8 AGREEMENT FORMS (CONTRACTS)....................................................................................466.9 INDEPENDENT CONTRACTOR RELATIONSHIP..........................................................466.10 COPYRIGHTS.............................................................................................................................466.11 OWNERSHIP OF WORK........................................................................................................476.12 MODIFICATION OF AGREEMENT....................................................................................476.13 WAIVER OF CLAIMS................................................................................................................476.14 INSURANCE................................................................................................................................476.15 EQUAL OPPORTUNITY...................................................................................................496.16 HOLD HARMLESS AGREEMENT..................................................................................496.17 DISCLAIMER OF LIABILITY................................................................................................506.18 PROPOSAL BOND...................................................................................................................506.19 PERFORMANCE AND PAYMENT BONDS....................................................................50





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-57836.20 PROJECT COMPLETION/LIQUIDATED DAMAGES..............................................516.21 EXCUSABLE DELAY..........................................................................................................516.22 MONETARY RESTITUTION..............................................................................................516.23 CANCELLATION..................................................................................................................526.24 TERMINATION OF CONTRACT FOR CONVENIENCE........................................526.25 TERMINATION OF CONTRACT FOR CAUSE............................................................526.26 LAWS AND REGULATIONS...................................................................................................536.27 LICENSES/CERTIFICATES....................................................................................................536.28 HIPPA............................................................................................................................................546.29 ASSIGNMENT.......................................................................................................................546.30 PATENT GUARANTEES.....................................................................................................546.31 PROJECT RECORDS RETENTION AND ACCESS REQUIREMENTS....................556.32 PROJECT AUDITS.....................................................................................................................557.1 CURRENT FINANCIAL MANAGEMENT SYSTEM ENVIRONMENT FOR THE JEFFERSON COUNTY COMMISSION:........................................................................................56TABLE 7-1: CURRENT FINANCIAL SYSTEM CHARACTERISTICS....................................................567.2 PROJECT STRATEGIES............................................................................................................587.3 IMPLEMENTATION METHODOLOGY...............................................................................587.4 PHASED IMPLEMENTATION................................................................................................597.5 SAP AND PENSION GOLD COMPONENTS:..................................................................59TABLE 7-2: PROPOSED ORDER OF IMPLEMENTATION...................................................................607.6 COUNTY LOCATIONS..............................................................................................................617.7 SCOPE OF WORK (SOW) DOCUMENTS.........................................................................617.8 MINIMUM PERFORMANCE REQUIREMENTS..............................................................618.1 OUTSOURCING OF HOSTING/ASP...................................................................................628.2 FINANCING OF PROJECT.......................................................................................................629.1 APPROVAL TO START WORK.............................................................................................639.2 BUSINESS RELATIONSHIP REQUIREMENTS..............................................................639.3 PROJECT SCHEDULE................................................................................................................639.4 PROJECT STATUS MEETINGS.............................................................................................649.5 PROJECT MANAGEMENT AND IMPLEMENTATION....................................................649.6 PERSONNEL QUALIFICATIONS..........................................................................................649.7 PERSONNEL REQUIREMENTS............................................................................................659.8 BEHAVIOR OF CONTRACTOR’S PERSONNEL..............................................................659.9 CONTRACTOR’S RESPONSIBILITY FOR EMPLOYEES............................................659.10 STAFFING, TRAINING AND KNOWLEDGE TRANSFER.........................................669.11 PROJECT CONFERENCES/MEETINGS............................................................................669.12 CHANGE MANAGEMENT......................................................................................................679.12.1CHANGE MANAGEMENT: (BUSINESS PROCESS).......................................................679.13 TRAINING....................................................................................................................................679.13.1THE COUNTY HAS AN EXPECTATION THAT:........................................................................689.14 WORK RESPONSIBILITIES:................................................................................................689.15 COMMUNICATION AFTER PROJECT BEGINS............................................................699.16 CONTRACTOR REQUIREMENTS:.....................................................................................69





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-57839.16.1 PROJECT ORGANIZATION.......................................................................................................699.16.2PROJECT MANAGEMENT...........................................................................................................699.17 ISSUE MANAGEMENT...........................................................................................................719.17.1DEFINITION OF ISSUE LEVELS................................................................................................719.17.2REQUIRED VENDOR RESPONSE TIMES.................................................................................729.17.3REQUIRED VENDOR RESOLUTION TIMES.............................................................................729.17.4PENALTIES TO VENDOR FOR NOT ADHERING TO RESPONSE AND RESOLUTION TIME LIMITS 729.18 PROJECT MANAGEMENT (IMPLEMENTER)......................................................................739.19 CONTRACTOR’S IMPLEMENTATION STAFF/PROJECT MANAGER...........739.20 BIDDER’S PROJECT TEAM..................................................................................................749.21 CONTRACTOR’S PROJECT MANAGER REFERENCES............................................749.21.1POST GO-LIVE SUPPORT.................................................................................................749.21.2QUALITY ASSURANCE.......................................................................................................749.21.3CONTINUITY OF WORK DURING DISPUTES..........................................................759.21.4STAFFING FOR PROJECT – COUNTY PERSONNEL................................................759.22 JEFFERSON COUNTY REQUIREMENTS........................................................................759.22.1PROJECT GOVERNANCE............................................................................................................759.22.2 COUNTY RESOURCES.................................................................................................75TABLE 9-1: JEFFERSON COUNTY PROPOSED IMPLEMENTATION TEAM.....................................7610.1 PAYMENT PROCESS..............................................................................................................7710.1.1 INITIAL PAYMENT:................................................................................................................7710.1.2 PAYMENT FOR SERVICES:...............................................................................................7710.2 INVOICING..................................................................................................................................7711.1 PROJECT DELIVERABLES....................................................................................................7811.1.1 WRITTEN DELIVERABLES..................................................................................................7811.1.2 SOFTWARE DELIVERABLES..............................................................................................7811.1.3 NON-SOFTWARE DELIVERABLES.....................................................................................7911.1.4 NON-SOFTWARE DELIVERABLES REVIEW..........................................................................7911.2 DEFINITIONS FOR DELIVERABLES:..............................................................................8012.1 PRICE.............................................................................................................................................8312.2 COSTS ASSOCIATED WITH EACH ACTIVITY...............................................................8312.3 PAY RATE FOR IMPLEMENTER’S EMPLOYEES.........................................................8312.4 PRICING AMENDMENT.........................................................................................................8312.5 CLARIFICATIONS/DISCUSSIONS/ DEMONSTRATIONS:......................................8412.6 RIGHTS TO THE PROPOSAL DOCUMENT................................................................8412.7 PROPRIETARY DOCUMENTS...........................................................................................8413.1 DATA CONVERSION...............................................................................................................8513.2 PURPOSE.....................................................................................................................................8513.2.1TEAM RESPONSIBILITIES OF JEFFERSON COUNTY AND IMPLEMENTER:.......................8513.2.2JCC RESPONSIBILITIES:...........................................................................................................8513.2.3IMPLEMENTER RESPONSIBILITIES:........................................................................................8613.3 FINANCE DEPARTMENT RECORDS............................................................................................8613.4 HR, PAYROLL AND PENSION RECORDS................................................................................86





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-578313.5 OPTIONAL ADDITIONAL DATA CONVERSION:........................................................................8714.1 CUSTOMIZATION.....................................................................................................................8814.2 SYSTEM MIGRATION STRATEGY....................................................................................8814.3 SYSTEM AND OPERATIONAL PROCEDURE DEVELOPMENT...........................8814.4 APPLICATION INTEGRATION.........................................................................................88TABLE 14-1 INTERFACE LISTING.........................................................................................................8914.5 ACCEPTANCE TESTING........................................................................................................8914.6 FINAL ACCEPTANCE...................................................................................................................90





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SECTION 1: INTRODUCTION

1.1 PURPOSE OF RFP (Amended) 8/26/05 As the result of a recently completed process of evaluating and selecting an Enterprise Resource Planning software solution, Jefferson County is issuing this RFP to engage the services of a qualified and experienced implementer for its ERP Project. Bidders who choose to respond to this RFP must guarantee that they will assume all responsibility, be sole point of contact and serve as prime contractor. This entire RFP, all appendices and all documents included on the ftp site must be the basis for requirements gathering, statements of work, pricing and any agreement entered into between selected bidder and Jefferson County.

The ERP solution selected as a result of our RFP 029-05 is SAP Version 5.0 ERP 2004 and Pension Gold. The County has elected to purchase and implement ERP 2004 in lieu of Version 4.7 as shown in SAP’s response to RFP 029-05. In order to avoid an additional interface, the County will upgrade to ERP 2005 at no additional software expense prior to implementation of SAP for Utilities. Bidders must take this upgrade into consideration when preparing an implementation plan and the associated fixed cost. This document is a combination of a Request for Proposal (RFP) and Invitation to Bid (ITB) issued by JEFFERSON COUNTY, ALABAMA to Bidders that are qualified Implementers of the SAP software solution (all qualifications and certifications will be verified and documented by the County’s ERP Project Team and Jefferson County Purchasing Department). At a minimum, Bidders must have successfully implemented SAP software version 4.6 or higher in at least five (5) other locations with three (3) being governmental installations. The County will use an Oracle 9i or above database on a Sun Solaris Unix 9 and above platform.

1.2 CONTRACT TYPE The County plans to execute a Firm Fixed Price contract for the ERP Software and Implementation, as a result of this RFP. The successful Bidder shall be fully prepared to commence work within 30 days of contract signing.

1.3 COUNTY BUSINESS PRACTICES Bidders must become familiar with the County’s current business practices so they can better understand the time and effort that will be required to implement not only SAP/Pension Gold ERP software solution, but to re-educate County personnel in agreed upon best practices that will be developed through the use of our new ERP software solution. The County currently has department review and workflow assessments for all primary departments involved in this BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783project. If, after review of these documents, bidders must contact users, Purchasing will coordinate a time and place.

SECTION 1: INTRODUCTION (cont’d)

1.4 GENERAL RETIREMENT SYSTEM for the EMPLOYEES OF JEFFERSON COUNTY (PENSION BOARD)The Pension Board of Jefferson County consists of five (5) Board Members and is a separate entity from the Jefferson County Commission. The general operations are under the direction of Cathy Crumley (Pension Coordinator). It is the understanding of Jefferson County that Levi Ray & Shoup is the only implementer of the Pension Gold software. Therefore, Jefferson County has provided their contact information below:Michael Pratt - Levi, Ray & Shoup: 1-888-577-0010, x.1381www.lrs.com/pengold

1.5 SAP CONSULTINGThe success of this project is of the utmost importance and will be a very high profile engagement. It is expected that the successful Bidder will deploy its most highly trained and experienced personnel who are thoroughly familiar with the SAP software solution. But, if there is a time when, in the sole judgment of the County’s ERP Project Team, the project is in need of the expertise of SAP consulting services, these services shall be fully paid by the successful Bidder. Bidders must have a documented history of providing comprehensive integration, customization, data conversion, documentation and project management services for the SAP and Pension Gold products to government entities of the same size and of the same scope as requested herein. Bidder must be authorized to conduct business in the State of Alabama and Jefferson County and must propose a fixed cost solution based upon the County’s requirements contained in this RFP and any subsequent RFP addenda. The selected Bidder must provide all products and services necessary for the successful implementation including, without limitation: software (at the price of $1,229,907 for SAP and Pension Gold applications as previously quoted by SAP in their response to County’s RFP 029-05) setup and installation, data conversion and assistance, interface assistance, training for users and specialized training for the County’s Technical Support employees.





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http://www.lrs.com/pengold


SECTION 1: INTRODUCTION (cont'd)

1.6 SAP AND PENSION GOLD COMPONENTS: o mySAP Business Suite o Strategic Sourcing o Payroll engine o e-Recruiting o SAP Treasury o Utility Billing

(consumption based) o Utility Billing Invoice and

Contract Accounting o Energy Mgmt Device

Mgmt o Energy Mgmt. Meter

Reading Mgmt o SAP Grants

o Consumer Mortgages and Loans

o XI engine o Environmental Health and

Safety o e-Learning o Netweaver Adaptor

for Generic EDI by Seeburger

o BSI Tax Factory o RWD Info Pak with Simulator o Pension Gold

1.7 COUNTY’S RELATIONSHIP WITH SOFTWARE PUBLISHER The County will contract directly with SAP for ongoing software maintenance/support. However, during implementation, the successful bidder will be responsible for communicating issues and concerns directly to SAP/Pension Gold.

1.8 GENERAL TERMS and CONDITIONS This RFP states, at a minimum, the services desired, terms and conditions as well as systems implementation qualifications and experience to be provided. Proposal responses must clearly demonstrate how the Bidder will provide these products/services and support that will best satisfy the County’s requirements. By submitting a Proposal, the Bidder agrees that the Jefferson County, Alabama Terms and Conditions shall form the basis of any contract resulting from this RFP. In the event of any conflict between the County’s Terms and Conditions and any portion of the Bidder’s Proposal, the County’s Terms and Conditions shall take precedence and supersede any and all such conflicting terms and conditions contained in the Bidder’s Proposal. The Bidder acknowledges that it has read this entire RFP, fully understands it, and agrees to be bound by its requirements. Any contract(s) awarded as a result of this RFP shall be in full conformance with all statutory or regulatory requirements of the State of Alabama. The County is not responsible for the accuracy of any information regarding this RFP that was gathered through a source different from the inquiry process described.BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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1.9 IMPLEMENTATION TIMELINE The County expects work to commence according to a project schedule mutually determined by the County and the successful Bidder, but no more than 30 working days after a purchase order or other written obligation has been issued under the Contract. Jefferson County has no desire or intention to commit to a ‘big bang’ implementation approach of all modules at once. Therefore, a phased implementation is required with an estimated “go-live” within 18-24 months from start date. However, the County will rely on the Bidder’s expertise to recommend a more appropriate “go-live” date if necessary. This information must be filled in on the Cost Sheet (Appendix F). Each Bidder must take into account this timeline and price their proposal accordingly.

1.10 LANGUAGE, WORDS USED INTERCHANGEABLY The word COUNTY, JEFFCO refers to the JEFFERSON COUNTY COMMISSION and/or JEFFERSON COUNTY, ALABAMA (a political subdivision of the State of Alabama) and the General Retirement System for the Employees of Jefferson County “Pension Board” throughout this document. Similarly, RESPONDENT, VENDOR, IMPLEMENTER, PROPOSER and BIDDER refer to the person, firm, entity or company submitting an offer to sell its goods or services to the COUNTY. The words PROPOSAL, QUOTATION, PRICING, and BID are all offers from a BIDDER. The words “CONTRACT” or “CONTRACT DOCUMENTS” or “AGREEMENT” means this RFP document, its terms and conditions, all associated addenda and attachments, the Bidder’s proposal, and all other attachments hereto and all amendments issued hereto. The County has established for the purposes of this RFP that the words SHALL, MUST OR WILL are equivalent in this RFP and indicate a mandatory requirement or condition, the material deviation from which shall not be waived by the County. A deviation is material if, at the sole discretion of the County, the deficient response is not in substantial accord with this RFP’s mandatory condition requirements. Additionally, the words SHOULD and MAY will be considered equivalent in this RFP and indicate very desirable conditions or requirements but are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not in and of itself cause automatic rejection of a proposal, but may result in being considered as not in the best interest of the County. The terms “HEREOF”, “HEREIN”, “HEREINAFTER”, “HEREBY”, “HEREWITH”, “HERETO”, and “HEREUNDER” shall be deemed to refer to this Agreement. The titles, headings, captions and arrangements used in this RFP are for convenience only and shall not be deemed to limit, amplify or modify the terms of this Contract, nor affect the meaning thereof.





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1.11 RFP COORDINATOR In order to continue its pledge to the tax payers of Jefferson County, the County Commission intends to ensure that this project is managed with the utmost integrity. It is the goal of the County Commission to guarantee that the selection process is conducted in a manner that is of the highest professional, ethical and legal standards. Therefore, Scott Stewart has been designated as the RFP Coordinator for this project. The RFP Coordinator and/or the designated alternate (Jennifer Sherrod) are the only points of contact in Jefferson County for this procurement action. Any reference in this document to the RFP Coordinator also includes the designated alternate.

Communications directed to parties other than the RFP Coordinator and/or the designated alternate(s) may result in disqualification of the proposal.

1.12 CONTACT WITH COUNTY EMPLOYEES and/or CONSULTANTS It is the intent to award the contract to the Bidder deemed most able to meet the present and future ERP Implementation requirements in accordance with the evaluation criteria specified herein. Therefore, from the issue date of this RFP until the successful Bidder is selected, a recommendation is made to the County Commission and the selection is voted on and approved by the Commission, Bidders are not allowed to communicate for any reason with any Jefferson County officials, staff or consultants. Such contact shall be deemed as an attempt to unduly influence the bid award and may be grounds for rejection of the bid submitted by the Bidder initiating such contact. The only exceptions shall be during the pre-proposal conference, Bidder demonstrations, or as provided for by existing contracts. All other contacts shall be directed solely to the Jefferson County representative (Scott Stewart [email protected]) or other designees. Contact with other county officials, county employees, consultants or members of the evaluation committee is prohibited unless requested by an authorized representative of the Purchasing Department. Failure to comply with this provision could result in the rejection of the Bidder’s proposal.Trinity Advisors LLC (Trinity) has been engaged to work with Jefferson County’s staff in information gathering, formatting, reviewing and analyzing the proposal general specifications and all responses to this RFP. Communication with Trinity Advisors regarding any aspect of this RFP or the County’s ERP project is expressly prohibited unless approved by the County ERP Project Manager.





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1.13 PROJECTED SCHEDULE OF EVENTS Jefferson County reserves the right to adjust the following schedule of events where needed to benefit the county.

Table 1-1: Projected Schedule of Events (Amended) 8/26/05 Activity DATERelease RFP Document August 17, 2005Notification of Intent letter and questions due from BiddersSubmission of Bidder Questions Before Pre-Proposal Conf. August 22, 2005MANDATORY Pre-proposal Conference* August 26, 2005Submission of Final Bidder Questions September 7, 2005Jeffco answers to Bidders’ Final Questions September 14, 2005Proposals & Sealed Bid Pricing Due at 5:00 PM September 29, 2005Proposal Functional/Technical Section Opens 2:00 PM September 30, 2005Bidder Presentations (If Requested by Jefferson County) To Be DeterminedSealed Bid Pricing Opens 2:00 PM To Be DeterminedImplementer Selection approximate

1.14 MANDATORY PRE-PROPOSAL CONFERENCE A mandatory Pre-Proposal Conference will be held August 26, 2005 @ 10:00 a.m., CDT, Room 200 County Courthouse, 716 Richard Arrington, Jr. Blvd, North, Birmingham, AL. to answer any questions arising from the RFP and to give Bidders the opportunity to become familiar with the County’s intentions with regard to this RFP. To assist the County in providing Bidders with answers to questions regarding the RFP, please send questions in writing to Mr. Stewart [email protected] (copy Ms. Sherrod [email protected] ) no later than 5:00 PM on_August 22,_2005. Questions will be taken at the meeting, but some answers may be delayed to a later date. Each Bidder’s participation in this proposal meeting shall be evidenced by the County’s completed sign-in sheet. It shall be each Bidder’s responsibility to sign in.*Only those Bidders in attendance will be eligible to submit proposals and sealed bids.

1.15 LETTER OF INTENT Recipients of this Request for Proposal shall submit a Letter of Intent to Jefferson County Purchasing c/o Scott Stewart, via FAX (205.325.5221) or email ([email protected]) or U.S. Postal Service indicating their intent to attend the mandatory Pre-Proposal Conference and their intent to submit a proposal. Only those Bidders submitting the Letter of Intent will be advised





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783on any clarifications prior to the Pre-Proposal Conference, addenda, etc., pertaining to this RFP. The Letter of Intent letter must be returned by August 22, 2005 by 5:00pm Central Time.


1.16 DELIVERY METHOD for LETTER of INTENT and/or PROPOSAL RESPONSE:The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the Bidder. Similarly, the County is not responsible for, and will not open, any proposal responses, which are received later than the date and time stated above. Late proposals will be retained in the proposal file, unopened.

1.17 PUBLIC RFP OPENING (Amended) 8/26/05 Functional/Technical Proposals will be publicly opened BUT NOT READ on September 30, 2005 at 2:00 P.M. CDT, in the Purchasing Conference Room, Room 830 County Courthouse, 716 Richard Arrington Jr. Blvd. North, Birmingham, AL. The main purpose of the proposal opening is to reveal the name(s) of the bidder(s), not to serve as a forum for determining the apparent low bidder(s).

1.18 EXAMINATION OF RFP DOCUMENTS Failure of any Bidder to receive or examine any form, instrument, addendum or other document shall in no way relieve any Bidder from any obligation with respect to their proposal or to any contract resulting from this proposal. The submission of a proposal shall be taken as conclusive evidence of compliance with this condition. Failure to meet this condition may result in rejection of any offering on this proposal. By submitting a Proposal, the Bidder acknowledges that it has carefully read this RFP No. 233-05 including all appendices and RFP No. 029-05, understands both documents, and agrees to be bound by their requirements. The County is not responsible for the accuracy of any information regarding this RFP that was gathered through a source different from the inquiry process described in the RFP.

1.19 SOLE CONTRACTOR/IMPLEMENTER The Jefferson County Commission intends to award the contract to a sole contractor. The successful Bidder shall assume total responsibility for all Deliverables whether a sub-contractor or third-party produces them in whole or in part. Further, the County will consider the successful Bidder to be the sole point of contact with regard to contractual matters, including payment of all charges resulting from the Contract. And the successful Bidder will be fully responsible for any default by a sub-contractor, just as if the successful Bidder itself had defaulted. No sub-contractor will be paid directly by Jefferson County. Since the successful Bidder will be solely responsible for the success of the entire ERP Project, Jefferson County urges all bidders to maintain open communication with SAP and Pension Gold and, if necessary, form the BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783relationship they feel will best guarantee that their pricing will include whatever services are required to ensure that this implementation will be without major problems.


1.20 NEWS/PRESS RELEASE or OTHER COMMUNICATION Under no circumstances shall the successful bidder without the express written consent of the County:

a) Issue or permit to be issued any press release, advertisement or literature of any kind which refers to the County, or the Work being performed hereunder, unless the successful Bidder first obtains the written approval of the County Purchasing Department. Such approval may be withheld if for any reason the County believes that the publication of such information would be harmful to the public interest or is in any way undesirable; and

b) Communicate in any way with any contractor, department, board, agency, commission or other organization or any person whether governmental or private in connection with the Services to be performed hereunder except upon prior written approval and instruction of the County; and

c) Except as may be required by law, the successful Bidder and its employees, agents, sub-contractors and suppliers will not represent, directly or indirectly, that any product or service provided by the successful Bidder or such parties has been approved or endorsed by the County.

1.21 VALIDITY OF PROPOSAL Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of Proposals, or until the effective date of any resulting contract, whichever is later.

1.22 ORAL PRESENTATIONS and DISCUSSIONS: The County reserves the right to require Bidders to demonstrate their implementation strategies. Any and all costs associated with such presentation shall be borne entirely by the Bidder. The Bidders may be requested to provide demonstrations of any additionally proposed systems as part of their presentations. Bidders are prohibited from altering the basic substance of their Proposals during oral interviews and product demonstrations.For each invited Bidder, the oral interview and demonstration process will be approximately two (2) days in length. A highly structured agenda will be used for oral interviews and demonstrations to ensure standard coverage of each invited Bidder. Information gained from oral interviews and demonstrations will be used to refine scores assigned from the initial review of the Proposals.





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-57831.23 DISCLOSURE OF PROPOSAL CONTENTS The RFP responses will be kept confidential until a contract is awarded. At that time, all proposals and documents pertaining to the proposals will be open to the public, except for material that is marked proprietary.

SECTION 1: INTRODUCTION (cont’d)The services offered shall be complete in every respect inclusive of all design, components, and recommendations for auxiliary equipment and required licensing and/or maintenance. The current user environment is a terminal emulation mainframe system on a Unisys series NX6800. Bidders must submit a proposed hardware requirements necessary to support users listed in this RFP.

1.24 Goals of the project The primary goals of the project include the following.

Implement the software selected by Jefferson County. Leave Jefferson County (User and IT) self sufficient and completely

operational in regards to the new system when the project is completed. Improve the physical processes through the use of best practices supported by

the selected software. Migrate completely from the legacy environment. Implement modern business tools and practices to enable the County to utilize

its resources for optimum production of services 1.25 Service Requirements

The County seeks to procure at a minimum the following services: Business process analysis and improvements; Change management; Configuration and testing of the selected ERP software; Data conversion, migration and data warehousing; Development of in and out-bound interfaces; Implementation Services; Integration Services; Requirements validation; Software and hardware recommendations and implementation; System documentation; Testing; Training and user support; Enterprise Portal





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END OF SECTION 1SECTION 2: PROPOSAL GUIDELINES

2.1 GENERAL Before submitting a proposal, Bidders shall thoroughly familiarize themselves with all contract conditions referred to in this document and any addenda issued before the proposal submission date. Such addenda shall form a part of the RFP response and all documents shall be made a part of the contract. It shall be the Bidder’s responsibility to ascertain that the proposal includes all addenda issued prior to the proposal submission date.

The Bidder shall determine by personal examination, and by such other means as may be preferred, the actual conditions and requirements under which the Agreement must be performed. If, upon inspection and examination by the Bidder, there are any existing conditions or requirements that are not completely understood, the Bidder shall contact the buyer in writing no later than four (4) business days prior to the scheduled pre-proposal conference.

This document in conjunction with RFP 029-05 presents all specifications and requirements for the Enterprise Resource Planning Software to be furnished to and implemented in Jefferson County.

2.2 DEFINITION OF TERMS This RFP and functional requirements contain the terms listed below. In reviewing the RFP/requirements, the definitions given below shall apply.

CONTRACTOR: Is the successful Bidder and its permitted successors and assigns.

DAYS: Means Business Days, Monday through Friday, 7:00am – 5:00pm Central Standard Time

DEPARTMENT: Identifies specific operations within a fund. A Department may consist of a single “Department/Division” or may consist of several department divisions. For example, 08XX identifies the Finance Department (i.e., 0801 is the Administration Division of the Finance Department; 0802 is the Accounting Division). However, the Finance department includes the Purchasing Department and Inventory 09XX. Treasurer is a single department 1600 with no divisions.

ERP: Enterprise Resource Planning refers to integrated, multi-module application software packages designed to serve and support several business functions across an organization.





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ENHANCEMENTS: Changes or additions, other than Maintenance Modifications, to Licensed Program(s) or Licensed Documentation that add significant new functions or substantially improved performance thereto by changes in system design or coding.

SECTION 2: PROPOSAL GUIDELINES (cont’d)ERROR: A problem caused by incorrect operation of the computer code of the Licensed Program(s) or an incorrect statement or diagrams in Licensed Documentation that produces incorrect results or causes incorrect actions to occur.

FUND/DEPARTMENT: All reporting levels – fund and department

FUND: A self-balanced set of books. Jefferson County currently uses a two (2) digit fund number as well as a three (3) digit for trust funds. The fund number is housed in the first segment of the general ledger account number.

FUND TYPE: General, Capital Project, Debt Service, Enterprise, Special Revenue, Internal Service, Fiduciary, General Fixed Assets Account Group, Trust Funds and General Long Term Debt Account Group.

INSTALLATION: Means the correct installation of the Licensed Program(s) on the Customer’s System whereby the Licensed Program(s) are functioning correctly in accordance with the Licensed Documentation.

INTEGRATED APPLICATIONS/MODULES: Applications/modules designed to share common data resources to the maximum reasonable extent. Integrated applications are implemented with actual data records, such as taxpayer demographic data records, residing in one and only one database on the system. Such records are accessed by a number of the functional modules that have a requirement for that data such as human resources, payroll, accounts payable, accounts receivable, and even purchasing. The determinant, however, is that there is a single instance of the data residing in a single physical location.

INTERFACED APPLICATIONS: Interfaced applications are more loosely coupled than integrated applications. Interfaced applications can and do maintain local copies of data that may duplicate data found in records maintained by other application modules. Changes that occur to the data maintained in an interfaced module are propagated to the data records in the other modules to which they are interfaced through the use of interface routines and procedures.

LICENSED DOCUMENTATION: On-line product documentation, including help screen, made available by the Vendor for the licensed program(s).

LICENSED PROGRAM(S): Licensed data processing program or set of programs or routines and subroutines, consisting of a series of instructions or statements in machine





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readable form and any related license program materials provided for use in connection with the program as detailed in RFP 029-05.

SECTION 2: PROPOSAL GUIDELINES (cont’d)

MAINTENANCE MODIFICATIONS: Modifications or revisions to the Licensed Program(s) or to the Licensed Documentation that correct Errors.

ORGANIZATIONAL UNIT: A unit with its own governing board, commission, or council that may, or may not, be a component unit of Jefferson County, and may or may not have its own Employer Identification Numbers.

PROJECT CHANGE ORDER: Is a change to the project that does not involve additional funds. ANY CHANGE ORDER MUST BE REVIEWED AND APPROVED BY THE ERP PROJECT TEAM AND ANY AFFECTED DEPARTMENT BEFORE THEY WILL BE CONSIDERED VIABLE.

PURCHASING CHANGE ORDER: Is a change to the project that involves additional funds. ANY CHANGE ORDER MUST BE REVIEWED AND APPROVED BY THE ERP PROJECT TEAM, AFFECTED DEPARTMENT AND FORMALIZED WITH A SIGNED CHANGE ORDER FROM THE PURCHASING DEPARTMENT BEFORE BEING CONSIDERED VIABLE.

PROPRIETARY INFORMATION: Means commercially valuable information or data that is generally not known outside the company creating, compiling or utilizing that information. It may include unpublished “know-how” and “trade-secrets” such as, test data, charts, graphs, operation sheets, and all other technical information relating to the development and production or use of the Licensed Program(s) and the design, configuration, programming and protocol of the Licensed Program(s).

QUALIFIED BIDDER: A qualified bidder is a Bidder whose company: Is licensed to conduct business in the State of Alabama and Jefferson County. Has a documented ability to provide all the products and services required by this

RFP, Functional Requirements, Delivery Schedule, and other supporting documents.

Is financially stable, demonstrated and documented by a certified financial statement.

Has documented corporate experience and a good reputation for reliability and successful completion of similar projects in governmental agencies.

Provides a documented list of references indicating successful completion of similar projects, including organization name and address, contact name, position





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and phone number, modules or applications implemented, and length of time in production.


Has successfully implemented the SAP software product (version 4.6c or higher) in at least five governmental agencies (excluding military, colleges and universities) with completed projects of the same size and scope as specified herein.

TESTING PERIOD: Shall be defined as that period of time, for each application, beginning on the first day of Operational Training after installation on the County’s network of the Licensed Program(s) by the Vendor and up to sixty (60) days thereafter.

THIRD PARTY SOFTWARE: Any software that is not created by nor to which the Vendor has any proprietary interest.

UNLIMITED: No restrictions are placed by the software application. The user or the amount of available disk space as opposed to software limitations shall govern restrictions to the number of codes or records.

CONFIDENTIAL INFORMATION: Is information (in verbal, hardcopy and/or electronic form) that relates to a party’s past, present, or future research, development, business activities, products, services, or technical knowledge, and that is maintained by discloser as confidential. No information or document that the Vendor provides to the County in connection with this Agreement will be deemed Confidential Information unless marked as “confidential” and constitutes material that, under applicable law, is not of public record. For purposes of this Agreement, any information made available by the County to Vendor, or to which Vendor otherwise obtains access, which is exempt from public release under Alabama law, that is stored in the County’s computerized or non-computerized records, included but not limited to personnel records, patient records, pension records, insurance records and the like, is CONFIDENTIAL INFORMATION.

Any Bidder responding to this RFP must be a qualified Bidder; must be a documented implementer of the SAP software selected by JEFFERSON COUNTY and must be the single point of contact and take legal responsibility for the implementation; must be able to provide all the functionality as mandatory in this RFP; must offer quality services as requested in this RFP; must meet or exceed all the Selection Criteria in this RFP in order to be considered responsive. Bidders should clearly detail how their proposed software implementation services can best satisfy the County’s requirements. Bidder must submit one consolidated response with all cost items included in the cost summary.





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2.3 TELEPHONE INQUIRES – NOT ACCEPTED Telephone inquiries with questions regarding clarification of any and all specifications of the proposal will not be accepted. All questions will be written and faxed or e-mailed to Scott Stewart ([email protected]), with copy to Jennifer Sherrod ([email protected]) at Jefferson County Purchasing (FAX 205.325.5221) no later than August 22, 2005 @ 5:00 P.M., but interested parties are encouraged to address these questions at the Pre-Proposal Conference.

Communication in any form with individuals other than those listed herein will not be allowed. Only written replies issued by the Jefferson County Purchasing Department will be deemed official responses. No verbal responses will be honored with regard to this RFP.

The ONLY official position of the County is that position which is in writing and issued by the Purchasing Department. No other means of communication, whether written or oral, shall be construed as a formal or official response by the County. It is the responsibility of the Bidder to ensure timely receipt of questions and to verify receipt.

All proposal packages must be mailed or hand delivered to the following address:

Scott StewartJefferson County Purchasing Division

830 Courthouse716 Richard Arrington Jr. Blvd. North

Birmingham, AL 35203

There are two separate volumes to the responses necessary (VOLUME I: Functional/Technical and VOLUME II: Sealed Bid Pricing). Each VOLUME must be in SEPARATE SEALED packages containing the proposal number (233-05) and must be clearly marked as VOLUME I or VOLUME II and with the Bidder name. No proposals may be withdrawn after the proposal opening.

2.4 PROPOSAL FORMAT: Proposals shall be prepared in accordance with the Proposal Format outlined in this section. Proposals not complying with this format may be considered non-responsive and may be removed from consideration on this basis. All costs incurred by the Bidder in preparing the proposal or costs incurred in any other manner by the Bidder with regard to this RFP will be wholly the responsibility of the bidder. BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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2.5 EXECUTIVE SUMMARY The Executive Summary shall be limited to a brief narrative highlighting the Bidder’s proposal. The summary should contain as little technical jargon as possible, and should be oriented toward non-technical personnel. THE EXECUTIVE SUMMARY SHALL NOT INCLUDE COST QUOTATIONS or SEALED BID PRICING .

2.6 COMPANY BACKGROUND The Bidder should outline their company’s background, including:

How long the company has been in business. Brief description of the company, including past history, present status, future plans, etc. The most recent audited financial statement (e.g., annual sales profitability, etc.). Number of governmental customers where bidder has implemented SAP software version

4.6 or higher Geographic area covered. Indicate the number of employees for your organization and the distribution of those

employees as follows: application development, training, support, maintenance, and customer service.

Location and description of the company home office and the offices from which consultant’s assigned to the project will be based.

2.7 REQUIRED ENVIRONMENT The Bidder must list the hardware and operating system software products required to support the proposed computing environment. List any additional software products required to support the proposed application software. (Refer to Jefferson County operating environment description in Appendix F).

2.8 RESPONSES TO FUNCTIONAL REQUIREMENTS Each bidder must reference the software RFP functional requirements to determine that its organization can perform the functions in the capacity in which SAP has already identified. The successful implementation Bidder will be responsible for implementing SAP v5.0 ERP 2004 and Pension Gold software as it is described in the response to the Software RFP (029-05) and Section 1 above. Therefore, implementation bidders must review the responses to individual requirements and note whether they agree or disagree with the response provided by SAP. A full explanation of disagreements must be given; the explanation must include an alternative method of meeting the requirement. Implementation bidders must quote a cost for meeting all requirements that have a response of Enhancement, Modification, or Additional $ .





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783Implementation bidders may supply a quotation for the cost of alternative methods for fulfilling requirements that have a response of “No”. Such quotations should be listed as optional items.


2.9 VOLUME I: FUNCTIONAL/TECHNICAL PROPOSAL Each Bidder must submit in a SEALED package created in Microsoft Word/Excel as appropriate

One (1) HARD COPY MARKED “VOLUME I: ORIGINAL” Ten (10) ADDITIONAL HARD COPIES AND Three (3) CD COPIES

MARKED “VOLUME I: COPY”All proposals must follow the outline below:

Cover Letter (if desired) Table of Contents Bidder must return the entire RFP with the footer of each page

properly marked and initialed in such a manner to confirm that each Section/statement/paragraph has been read and fully understood. If exceptions are taken, bidder must identify in both fields provided in footer

Tabbed sections corresponding with each Section number in the RFP Executive Summary Company Background Required Environment Audited Financial Statements Responses to System Requirements (Appendix B) Responses to Functional Requirements (Appendix A) Project Organization Implementation Support and Training Data Conversion, Migration and Data Warehousing Client References REQUIRED FORMS

o Executed Signature Page o Executed Non-Collusion Affidavit (Form No. 3)

Additional Explanations or Clarifications Contract Terms and Conditions (if they differ from those contained herein)

DO NOT INCLUDE PRICING IN ANY OF THE VOLUME I: FUNCTIONAL/TECHNICAL PROPOSAL DOCUMENTS

2.10 VOLUME II: SEALED BID PRICING 1. Sealed Bid Pricing

One (1) HARD COPY MARKED “VOLUME II: ORIGINAL” Two (2) ADDITIONAL HARD COPIES MARKED “VOLUME II: COPY”

All sealed bid pricing must include the following at a minimum:BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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Software Cost (Same as RFP 029-05 SAP Response or less) Implementation Cost Optional Services


The Bidder shall sign the proposal correctly using the Signature Page. The proposal may be rejected if it shows any omissions, alterations of the form, additions not called for in this RFP, or any irregularities of any kind. Bidders are requested to verify that all required Functional/Technical information is contained on each CD.

Bidders may submit additional information and brochures relative to the product(s) for which they are offering, but those submittals will only be considered in addition to, not in lieu of, any information submitted on the County’s form.

In case of a discrepancy between the unit price and the extended price, the unit price shall prevail. Again, pricing is to be submitted in a SEPARATE sealed package.

Bidders are responsible for ensuring that proposals are received by the above office prior to the deadline. Proposals received after the deadline will not be considered. However, Jefferson County reserves the right to extend the receipt deadline due to “force majeure” or other causes which might restrict the competitive nature of the proposal process.

2.11 SPECIFICATION DEVIATIONS BY BIDDER Any deviation from the specifications in this RFP document must be noted in detail, and submitted in writing on the Proposal Signature Page. Completed specifications should be attached for any substitutions offered, or when amplifications are desirable or necessary. The absence of the specification deviation statement and accompanying specifications will hold the Bidder strictly accountable to the specifications as written herein. Failure to submit this document of specification deviation, if applicable, shall be grounds for rejection of the item when offered for delivery. If specifications or descriptive papers are submitted with the proposal, the Bidder’s name should be clearly shown on each document.

2.12 PROPOSAL and PRESENTATION COSTS Proposals should be prepared as simply as possible and provide a straightforward, concise description of the Bidder’s capabilities to satisfy the requirements of the RFP. Expensive bindings, color displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled.





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2.13 AMBIGUITY, CONFLICT, or OTHER ERRORS IN THE RFP If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in the Request for Proposal, it shall immediately notify the Purchasing Department. Any matter of this proposal package that requires explanation or interpretation MUST be inquired into by the Bidder IN WRITING at least four (4) business days prior to the time set for the Proposal Opening. FAX or E-Mail all questions to Scott Stewart ([email protected]) in the Purchasing Department with a copy to Jennifer Sherrod ([email protected]). Any and all questions will be responded to in the form of written addenda to all Bidders. It shall be the responsibility of each Bidder, prior to submitting their proposal, to contact the County RFP Coordinator (by E-mail or Fax) to determine if addenda were issued. All addenda that you receive shall become a part of the contract documents and shall be acknowledged and dated on the bottom of the Signature Page.

If Bidder fails to notify the County, prior to the date and time fixed for submission of the Proposal, of any error or ambiguity in the RFP known to him, he shall not be entitled to additional compensation or time by reason of the error/ambiguity or its late resolution.

2.14 ALTERATION OF RFP The original RFP document is on file with the Jefferson County Purchasing Department. Bidders are provided an electronic version of the Request for Proposal (RFP). Any alteration to this RFP or any file associated with this RFP is prohibited. Any such changes will result in a Proposal being rejected. If requested, the County shall provide the RFP document in hard copy, but the preferred method will be to transmit the information electronically. Call Scott Stewart @ 205-214-8584 or Jennifer Sherrod @ 205-325-5783 to request a hard copy of the RFP.

It is the responsibility of each Bidder to assure receipt of all addenda. The Bidder should verify with the RFP Coordinator prior to submitting a proposal that all addenda have been received. Bidders are required to acknowledge the number of addenda received as part of their proposals.

2.15 AMENDMENTS to the RFP: If amendments are required to this RFP before the Proposal due date, amendments will be sent via e-mail and will be posted on the County PACA web site. The County reserves the right to issue amendments to the RFP at any time. The County also reserves the right to cancel or reissue the RFP in whole or in part and for any reason at the sole discretion of the County at any time prior to execution of a contract.





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SECTION 2: PROPOSAL GUIDELINES (cont’d)After the submission of Proposals amendments will be distributed only to those Bidders whose submissions are under active consideration. When the County makes an amendment to the RFP after Proposals have been submitted, the County will permit Bidders to withdraw their Proposals within 10 business days after the amendment is issued. This withdrawal option will allow any Bidder to remove its Proposal from active consideration should the Bidder feel that the amendment changes the nature of the transaction so much that the Bidder’s Proposal is no longer in its best interests. Alternatively, the County may allow Bidders that have Proposals under active consideration to modify their Proposals in response to the amendment, as described below.

The only way pricing can be amended is if, during demonstrations, the County determines that they have omitted a function that is required for a successful implementation of the ERP software. If this determination is made, the finalists will be notified by amendment stating the requirements that are needed and the finalists will be allowed to amend their sealed bid price accordingly.

In the event the County determines an amendment is necessary after the Proposal due date, the County will notify all Bidders, whose Proposals are under active consideration, whether they have the option to modify their Proposals in response to the amendment.

2.16 ALTERNATE PROPOSALS Bidders may submit only one proposal for evaluation. Alternate proposals (proposals that offer something different than what is requested) will be rejected.

2.17 PROJECT UNDERSTANDING Bidder must describe how it intends to organize its approach to the Project. Bidder shall relate how it perceives its role in carrying out the responsibilities required for a successful installation, training and implementation of the SAP/Pension Gold ERP solution. The Bidder must also address specific challenges and opportunities it foresees for this Project.

The successful Bidder acknowledges that the County shall be responsible for making all policy decisions regarding the Scope of Services. The Bidder agrees to provide input on policy issues in the form of recommendations. The Bidder agrees to implement any and all changes in providing services hereunder as a result of a policy change implemented by the County. The Bidder agrees to act in an expeditious and fiscally sound manner in providing the county with input regarding the time and cost to implement said changes and in executing the activities required to implement said changes.





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2.18 FIXED PRICE GUARANTEEThe County strongly encourages each Bidder to be diligent in their fact finding and information gathering before responding to this RFP. It is the obligation of each Bidder to thoroughly research this project before submitting a proposal and, in doing so, guarantee the County that they have furnished a fixed firm price for all services, software and equipment required to complete the installation and implementation of the SAP ERP Project. Jefferson County has no plans for “Change Orders” during this engagement.

2.19 GUARANTEE: Bidder certifies by bidding, that he is fully aware of the conditions of service and purpose for which services included in this RFP/Invitation to Bid are to be purchased, and that his offering will meet the requirements of service and purpose to the satisfaction of the Jefferson County Commission and its Agent.

2.20 PROPERTY OF JEFFERSON COUNTY All copies and contents thereof of any proposal, attachment, and explanation thereto submitted in response to this RFP, except copyrighted material, shall become the property of the Jefferson County Commission regardless of the bidder selected. All copyrighted material must be clearly marked in indication of its copyrighted status. The County shall be held harmless from any claims arising from the release of proprietary information not clearly designated as such by the proposing firm.

2.21 COUNTY’S RIGHT to TERMINATE PROCESS The County may terminate the RFP process at any time and for any reason as deemed appropriate by the County as defined later in Section 6.27 and 6.28. The County makes no commitments, express or implied, that this process will result in a business transaction with anyone.

2.22 PUBLIC DISCLOSURE of RFP RESPONSES Subject to applicable State and Local law or regulations, the content of each Bidder’s Proposal shall become public information upon the effective date of any resulting contract. A Bidder’s disclosure or distribution of the Proposal, other than to the County, will be grounds for disqualification at the County’s option. All electronic files; audio and/or video recordings; and all papers pertaining to any activity performed by the Successful bidder for or on behalf of the County shall be the property of the County and shall be turned over to the County upon request.





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783Proposals submitted are not publicly available until after awarded contract is signed by the Jefferson County Commission. Jefferson County reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected.

SECTION 2: PROPOSAL GUIDELINES (cont’d)No proposal shall be accepted from and no contract will be awarded to any person, firm, or corporation that is in arrears to Jefferson County, under any obligation to Jefferson County or that is deemed irresponsible, financially unstable, or unreliable by Jefferson County. If requested, Bidder shall be required to submit satisfactory evidence that they have a practical knowledge of the particular service proposed and that they have the necessary financial resources to provide the proposed service(s) as described in this RFP.

2.23 OMISSIONS A good faith effort has been made by the County to list all functions or end result services it believes will be required for the fulfillment of the contract as specified. This in no way relieves the successful bidder from its obligation to inspect site(s) that will be affected by this project and to furnish all services and personnel required to meet the needs of the County for a fully functional ERP system implementation. Thus, any products or services not specifically requested or proposed by the successful bidder, but are required for proper implementation of the software system as the County intends, will be furnished at no charge to the County.

2.24 SELECTION OF IMPLEMENTER The selection of Implementer for the ERP Software Solution project will be made to the Responsible Bidder whose proposal/services best meet the needs of Jefferson County. Jefferson County reserves the right to reject any or all proposals or parts thereof. The County further reserves the right to waive technicalities and formalities in the proposal where it is deemed advisable in protection of the best interest of the County. Bidders should list options to the specification. If Bidder knows of an optional method not listed in the specification, bidder shall list the recommended method to accomplish this option. The County reserves the right to interpret all proposals and waive any ambiguities therein to the best interests of the County.

Bidders may include partners to satisfy key functional/technical requirements of the RFP. Partners must also attend pre-bid conference and any requested demonstrations as part of RFP evaluation by the County. Any and all ambiguities would still be defaulted to prime contractor (bidder).





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END OF SECTION 2SECTION 3: EVALUATION3.1 INITIAL REVIEW of PROPOSALS The Purchasing Department will review all Proposals for their format and completeness and eliminate those which are clearly non-responsive to the stated requirements. The Purchasing Department normally rejects any incomplete or incorrectly formatted Proposals. Therefore, Bidders are advised to exercise particular care in reviewing the Proposal Format required for this RFP.

3.2 COMMITTEE REVIEW of PROPOSALS The Evaluation Committee will evaluate and score each Proposal after review by the Purchasing Department. The evaluation will be conducted according to the criteria contained in this RFP. The committee reserves the right to break these criteria into components and weight any components of a criterion according to their perceived importance. The committee may also have the Proposals or portions of them reviewed and evaluated by independent third parties or other County personnel with technical or professional experience that relates to the Project or to a criterion in the evaluation process. The committee may adopt or reject any recommendations it receives from such reviews and evaluations.

3.3 FALSE or MISLEADING STATEMENT/INFORMATION The County reserves the right to reject a Proposal if, in the opinion of the County, it contains false or misleading statements or references. This stipulation also applies to Bidder’s response to questions or functionality contained herein. Determination of said false or misleading information will be solely that of the County’s Project Team.

3.4 RIGHTS of the COUNTY IN EVALUATING PROPOSALS The County reserves the right to:

o Consider any source of information in evaluating Proposals;o Omit any planned evaluation step if, in the County’s view, the step is not needed; ando At its sole discretion, reject any and all Proposals at any time.

3.5 EVALUATION AND SELECTION CRITERIA The proposals will be evaluated and scored by the Evaluation Committee that represents the users within the County who will work directly with the modules. Proposals will be evaluated based upon the Bidder’s documented history of implementing SAP software. Also, the Bidder’s response to Appendix A (SAP responses to Functional Requirements from RFP 029-05) and Appendix B (SAP responses to IT requirements from RFP 029-05). It is the responsibility of





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783each Bidder to document their agreement/disagreement with SAP responses in Appendices A and B.

SECTION 3: EVALUATION (Continued)3.6 EVALUATION PROCESS The following steps will be used in the evaluation of Bidder Proposals:

Proposals will be publicly opened and Bidder’s name read aloud; Proposals will be distributed to the County’s evaluation committee

and will be reviewed and scored according to a pre-defined scoring methodology;

Scoring will be summarized and Bidder’s will be ranked; Finalist(s) will be selected; Demonstrations will be scheduled with finalist(s); Site visits may be requested; A Bidder will be selected and award recommendation will be made to

the County Commission.

3.7 EVALUATION METHOD The evaluation team is under the direction of Commissioner Mary M. Buckelew, Project Sponsor and the ERP Project Team. Other agencies and consultants of the County may also examine documents and, if requested, assist in evaluation. The Committee will evaluate all proposals deemed responsive to this request. The entire evaluation process may take up to sixty (60) days to complete. The initial evaluation will consider only the qualifications and demonstrated experience of each respondent. Following the evaluation committee’s analysis of the written proposals and discussions, the responses will be ranked to establish the finalist(s) which will be asked to provide on-site demonstrations. Discussions and negotiations may take place with the short list vendors to ensure clarification. The award recommendation will be based upon the proposal that is determined to be the most advantageous to the County. Therefore, the lowest price Proposal will not necessarily be selected.

3.8 CLARIFICATIONS and CORRECTIONS During the evaluation process the County may request clarifications from any Bidder under active consideration and may give any Bidder the opportunity to correct any defects in its Proposal if the County believes doing so does not result in an unfair advantage to the Bidder and it is in the County’s best interest.





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SECTION 3: EVALUATION (Continued)3.9 Included among the Evaluation/Selection Criteria are:

Bidder’s ability to meet or exceed the listed implementation guidelines Bidder’s understanding of the project requirements Bidder’s work plan and control of work Bidder experience and references in implementing SAP version 4.6 or higher software in

a governmental environment Bidder experience utilizing the SAP ASAP Methodology and utilizing the Solution

Manager product during implementation Cost of implementation. Bidder must include:

price of SAP software and the Pension Gold software selected by Jefferson County (price must be same as or lower than the bid received from SAP, in RFP 029-05);

price of any additional software for implementation and/or integration; cost by each role/domain expert and projected # of hours by role; cost of required data conversion as described below in Section 13; cost of any modifications and/or customizations as listed in Appendix A.

Identification of any additional hardware required for a successful implementation of the above mentioned software

Adequacy of the proposed methodology of software implementation, project schedule and deliverables

Project management expertise and documented success Software modifications and interface development Bidder’s documented knowledge and expertise working with the same computing

platform as stated herein Bidder’s familiarity and knowledge of Jefferson County’s current business practices and

their vision for implementing “Best Practices”

3.10 FINAL EVALUATION The County will conduct final evaluations as a culmination of the entire process of reviewing Bidder Proposal and information gathering.The County reserves the right, at its sole discretion, to reject any or all responses without penalty and not to issue a contract as a result of this solicitation.The final selection, if any, will be the response which, in the opinion of the County, best meets the requirements set forth in this RFP and is in the best interest of Jefferson County.

DO NOT PROCEED UNLESS ALL OF THE PREVIOUS MANDATORY REQUIREMENTS CAN BE MET.





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END OF SECTION 3SECTION 4: CONTRACT AWARD4.1 AWARD CRITERIA Cost of services provided will not be the sole determining factor in the award. Other criteria shown in this RFP will be considered, as well as any other factors that the evaluation team determines may affect the suitability of the proposal for the County’s requirements. A submission of a proposal constitutes the respondents acceptance of the evaluation technique and their recognition and acceptance that subjective judgment will be used by the evaluators in this process.

4.2 AWARD RECOMMENDATION The recommendation that will be made to the Jefferson County Commission for the award of software, installation, implementation and consulting contract(s) for the SAP Enterprise Resource Planning solution will be for the Bidder that has been judged to be the best in meeting the needs of the County. The Jefferson County Commission has final award approval.

4.3 CONTRACT AWARD A contract award by the County will be based upon criteria, standards, and weighting as determined by the Evaluation Committee and applied to the total ERP Implementation Proposal. Each Proposal will be considered as a whole solution, without limitation, including all software and services proposed, qualifications of the Bidder and any sub-contractors and cost. The evaluation, scoring and award decision of the County shall be final. Further, the County is the sole judge as to which Bidder substantially meets the proposal evaluation criteria, and the requirements of the County.

The County reserves the right to make an award of this Proposal any time up to six (6) months from the date of Proposal opening.

In the event of default by the awarded Proposer, the County reserves the right to negotiate and award the contract to the next best Proposer without any further competition.

4.4 AWARD GUARANTEE The issuance of this RFP does not guarantee that any contract will be awarded or that any goods or services will be purchased. Jefferson County further reserves the right to waive technicalities and formalities in the proposal where it is deemed advisable in protection of the best interest of the County. Jefferson County reserves the right to reject any or all proposals or parts thereof. The County reserves the right to withdraw this RFP at any time, without prior notice, and for any reason deemed in the interest of the County. The County will award the implementation to a sole-contractor. However, the County reserves the right to purchase optional services from any Bidder, as long as those services are identified in the RFP or amendments thereon and are priced by bidder. The County reserves the right to interpret all proposals and waive any ambiguities therein to the best interests of the County. BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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END OF SECTION 4SECTION 5: FUNDING

5.1 FUNDING The County anticipates that full funding for this project will be approved by the County Commission. In the event the dollar amount is not fully funded, the County may amend by change order any awarded contract to reflect such change(s). Such amendments to increase or decrease the maximum dollar value of the contract shall be at the sole discretion of the County. Any contract awarded as a result of this competitive procurement will be contingent upon the availability of funding. If the County does not appropriate funds in subsebsequent fiscal years to continue payments otherwise required by this Agreement, then all commitments related to all remaining and uncompleted work under this Agreement shall be dissolved at the end of the last fiscal year for which payments were appropriated. The County will notify the Vendor of such non-appropriation not later than 30 days after the beginning of the County’s Fiscal year (October 1). Upon notification of non-funding by the County, the contract will be terminated in accordance with “Termination of Contract for Convenience” in Section 6.





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END OF SECTION 5SECTION 6: LEGAL, INSURANCE and BONDING6.1 ENTIRE AGREEMENT These Standard Terms and Conditions shall apply to any contract, including any purchase order, awarded as a result of this RFP. Special requirements of a resulting contract may also apply. Further, the written contract with referenced parts and attachments shall constitute the entire agreement, and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the County.

6.2 WARRANTIESBidder warrants that all materials and work will conform with applicable specifications, samples and/or other descriptions given to the County, and will be free from defects. Without limitation of any rights that the County may have by reason of any breach of warranty, goods that are not as warranted may be returned at Bidder’s expense for either credit or replacement, as the County may direct.

6.3 FREIGHT CHARGESIf applicable, freight charges are to be included in the quoted price, rather than as a separate item. Shipping shall be quoted as FOB Destination and the shipper maintains ownership until the County has received, inspected and accepted the goods.

6.4 PRE-PAYMENTS No prepayments of any kind will be made prior to shipment.

6.5 TAXESJefferson County is exempt from all tax. Bidder shall be responsible for payment of all sales, use, lease, ad valorem and any other tax that may be levied or assessed by reason of this transaction.

6.6 NON-COLLUSION AFFIDAVITEach Bidder submitting a proposal shall complete the Non-Collusion Affidavit (Form #3) and include it with its response.

6.7 CHANGE of OWNERSHIP If any change in ownership or control of the organization is anticipated during the twelve months following the proposal due date, the Bidder must describe the circumstances of such change and indicate when the change is likely to occur.





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SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)6.8 AGREEMENT FORMS (Contracts) If a Bidder intends to request that the County enter into any agreement form in connection with the award of this contract, the form must be submitted with the proposal for review by the County’s legal counsel during the evaluation of proposals. Bidders are advised that in the event any such agreement contradicts the County requirements, the proposal may be rejected due to the contradictions unless bidder indicated deletion of such clauses. If no agreement form is included with the proposal, no such form will be approved by the County during the evaluation or award processes, or following award of contract. Payments will be made only to the Bidder to whom the contract is awarded.

6.9 INDEPENDENT CONTRACTOR RELATIONSHIP Under this Agreement the successful Bidder shall be an independent contractor and personal services and activities shall be by employees of the Bidder and subject to supervision by the Bidder and shall not be employees, agents or servants of the County. All persons engaged in any of the work or services performed pursuant to this Agreement shall at all times, and in all places, be subject to the Contractor’s sole direction, supervision and control. The Contractor shall exercise control over the means and manner in which it and its employees perform the work, and in all respects the Contractor’s relationship and the relationship of its employees to the County shall be that of an independent contractor and not as employees and agents of the County. The Contractor does not have the power or authority to bind the County in any promise, agreement or representation other than specifically provided for in this agreement.

The successful Bidder, as an independent contractor, will be responsible for payroll withholding (tax responsibilities, social security, health insurance, employee benefits, etc.) on its employees and is not entitled to worker’s compensation benefits and unemployment insurance benefits. In addition, the Bidder is obligated to pay federal and state income tax on any moneys earned pursuant to the contract relationship.

6.10 COPYRIGHTS Any copyright resulting from any agreement derived from this RFP shall belong to the author. The author and the successful Bidder shall expressly assign to the County nonexclusive, royalty free rights to use any and all information provided by the successful Bidder in any deliverable and/or report for the County’s use which may include publishing in County documents and distribution as the County deems to be in the County’s best interests. If anything included in any deliverable limits the rights of the County to use the information, the deliverable shall be considered defective and not acceptable and the Successful bidder will not be eligible for any compensation.





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SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)6.11 OWNERSHIP OF WORK The County shall hold all ownership, title, and rights in any Custom Software developed in connection with performance of obligations under the Contract, or modifications to the ERP Software, and their associated documentation including any and all performance enhancing operational plans and vendors’ special utilities. The County shall have sole right to produce, publish, or otherwise use such software, modifications, and documentation developed under the contract and to authorize others to do so.All software, documentation, processes, procedures or other intellectual properties that may result from this project beyond delivered vendor products are and will remain the sole property of the County.

6.12 MODIFICATION OF AGREEMENT No modification of award or contract shall be binding unless made in writing, reviewed by the County Attorney and signed by the President of the Jefferson County Commission.

6.13 WAIVER of CLAIMS Once the contract expires, or final payment has been requested and made, the successful Bidder has thirty (30) calendar days to present or file any claims against the County concerning the contract. After that period, the County will consider that the successful Bidder has waived any right to claims against the County concerning the contract.

6.14 INSURANCE In the event of Bidder’s presence on any County property, the successful bidder shall, during the term of this Agreement and until completion thereof, provide and maintain the following insurance:

The successful bidder shall carry workers compensation insurance and liability insurance for its employees which shall save harmless the County and protect the public and any person from injury sustained by reason of carrying on the work involved in this contract.

The Bidder shall require sub-contractors similarly to provide worker’s compensation insurance for all of their employees unless such employees are covered by the Bidder’s worker’s compensation policy. All independent sub-contractors must also provide proof of being covered under a worker’s compensation policy.

The successful bidder shall carry and maintain during the life of this contract liability insurance protecting the public or any person from injury or property damages sustained by reason of carrying on the work involved in this contract. The certificate and/or policy shall specifically evidence the following forms of insurance protection:





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SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)

Public liability insurance covering all operations performed by persons directly employed by the successful bidder and any sub-contractors working under the direction of the contractor.

Automobile bodily injury insurance and property damage insurance on all owned, hired, and non-owned motor vehicles employed on the work, by the Bidder, sub-contractor, or independent Implementers. Coverage should be at least $1,000,000 for bodily injury and property damage combined.

Errors and Omissions Professional Liability Insurance covering all work performed by the Bidder, anyone directly employed by the Bidder, any sub-contractors to whom a portion of the work may be assigned, and any independent Implementer working under the direction of either the Bidder or a sub-contractor.

The minimum Public Liability insurance required above under this contract shall have either a combined single limit of at least $1,000,000 for bodily injury and property damage per occurrence or split limits of at least $1,000,000 for bodily injury per person per occurrence and $1,000,000 for property damage per occurrence. The minimum Professional Liability insurance required shall be at least $1,000,000 per claim and an annual aggregate of $2,000,000. Products and Completed Operations aggregate shall have coverage of at least $2,000,000 and be maintained for a period mutually agreed upon with the County after the expiration of contract. Property Damage Liability Insurance shall provide X, C and U coverage as applicable. Broad Form Property Damage Coverage shall include Completed Operations. The limits of said insurance shall not, however, be a limit of the liability of the Bidder hereunder.

Non-assessable insurance companies who are licensed to do business in the State of Alabama should write the insurance required by this contract.

Jefferson County Commission, its commissioners and employees shall be named as additional insured on the Bidder’s liability insurance policies and certificates of insurance.

The successful bidder shall furnish the County with certificates of insurance and, if requested by the County, a copy of the policies. These certificates shall contain a provision that the insurance company shall provide for thirty (30) days written notice prior to expiration*, cancellation or material change to be sent via certified mail to Scott Stewart, Jefferson County Purchasing. Additionally, the insurance certificate shall include Jefferson County, Alabama as Added Additional Insured By Endorsement.





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SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)

*In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the County shall suspend the Contract until such time as the new or renewed certificates are received by the County in the manner prescribed herein; provided, however, that this suspended period does not exceed thirty (30) calendar days. Thereafter, the County may, at it sole discretion, terminate this contract.

All certificates of insurance shall be signed with an original penned signature of the agent and include the typed name of the agent and agency, address, and phone number. Signature stamps shall not be used on the certificates. Also, a power of attorney form, or some other document showing the Agent’s authority to sign the certificate as the authorized representative for the insurance company, shall accompany each certificate. The County Human Resources Department must approve all insurance documents.

Before commencing any performance under this Agreement, the successful Bidder shall deliver the Certificates of Insurance to the County Purchasing Department (Scott Stewart) and to the County Human Resources Department (John Dorsett) certifying that the policies stipulated above are in full force and effect. The successful Bidder must request from Mr. Dorsett in the Human Resources Department certification that all insurance is as specified. Certification can be in the form of an e-mail sent from Mr. Dorsett to the County’s RFP Coordinator.

The successful Bidder shall be responsible for all insurance, permits, licenses, etc., for any and all sub-contractors. Even if the sub-contractor is self-insured, the County may require the successful Bidder to provide the insurance certificates.

6.15 EQUAL OPPORTUNITYEach Bidder submitting a proposal agrees not to refuse to hire, discharge, promote, demote, or to otherwise discriminate in matters of compensation against any person otherwise qualified solely because of race, creed, sex, national origin, ancestry or physical handicap.

6.16 HOLD HARMLESS AGREEMENT Bidder agrees to protect, defend, indemnify and hold harmless Jefferson County and its commissioners and employees from any and all costs, claims, and damages of every kind and nature made, including attorneys’ fees, rendered or incurred by or in behalf of every person or corporation whatsoever, including the parties hereto and their employees that may arise, occur, or grow out of any acts, actions, work or other activity done by the Bidder, its employees, sub-contractor or any independent Contractor working under the direction of either the successful Bidder or sub-contractor in the performance of this contract.





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SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)6.17 DISCLAIMER OF LIABILITY The County will NOT hold harmless or indemnify any successful Bidder for any liability whatsoever.

6.18 PROPOSAL BOND Each Bidder submitting a proposal shall include with their Functional/Technical proposal a proposal bond in the amount of $15,000, issued by a recognizable and licensed surety with the conditions that in case of failure to execute a contract and furnish a performance bond (at no cost to the County) within 14 days after notice of award, the Jefferson County Commission will be paid by this bonding company the lesser of $15,000 or the difference between the amount of the low bid as submitted, and the amount of the next highest bid that fulfills the County’s requirements. If no other acceptable bid is received, the full amount of the proposal guaranty will be recovered as liquidated damages for such default. Failure to provide a proposal bond will result in proposal being deemed non-responsive and subject to automatic rejection. Alternatively, Bidders may submit a Cashier’s Check payable to Jefferson County Alabama in the amount of $15,000 and drawn on an Alabama Bank. The condition of the check shall be the same condition as the proposal bond, above. The Cashier’s Check will be returned promptly following an award and submission of a satisfactory performance bond by the successful Bidder.Personal or business checks are not acceptable.

6.19 PERFORMANCE AND PAYMENT BONDS To ensure that the successful Bidder completes the work to the satisfaction of the County, the County will require a Performance Bond and Payment Bond equal to the value of the contract for implementation and integration services. The Performance Bond and Payment Bond shall be executed by a surety company licensed to do business in the State of Alabama and made payable to Jefferson County Alabama. The successful Bidder shall require the attorney, in fact, who executes the required bonds in behalf of the surety, to affix thereto a certified and current copy of his Power of Attorney indicating the monetary limits of such power. The successful Bidder shall pay both the initial expense and the annual premiums for the Performance Bond and the Payment Bond. The County Human Resources Office must approve the Performance Bond and Payment Bond. Each Bidder must enclose, with its Proposal, a letter of commitment from a bonding company for the performance bond and labor and material bond. The Performance Bond shall secure the performance of the Bidder, including without limitation performance of the Services in accordance with the Work Plan and providing Deliverables in accordance with the Specifications, and shall secure any damages, cost or expenses resulting from the Bidder’s default in performance or liability caused by the Bidder. The Performance Bond shall become





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783payable to the County for any outstanding damage assessment made by the County against the Bidder if there is a termination for default.

SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)An amount up to the full amounts of the Performance Bond and the Labor and Material Bond may also be applied to the Bidder’s liability for any administrative costs and/or excess costs incurred by the County in obtaining similar Software, Deliverables, other products and Services to replace those terminated as a result of the Bidder’s default. In addition to this stated liability, the County may seek other remedies. The County reserves the right to review the Performance Bond and the Labor and Material Bond and to require the Bidder to substitute a more acceptable Performance Bond and/or Labor and Material Bond in such form(s) as the County deems necessary prior to acceptance of the Performance Bond.

6.20 PROJECT COMPLETION/LIQUIDATED DAMAGESBidders must provide a timeline for completion of the project. The County expects the project to take no longer than 18-24 months from start to finish, but will rely on the Bidder’s expertise to define a more accurate timeline (as proposed on cost sheet – Appendix F). In the event that any one or more of the deliverables for the specified software, services, materials, training, or equipment (if applicable) is/are not delivered by the agreed upon project timeline, since actual damages would be difficult to determine, successful bidder agrees to pay the County liquidated damages (not a penalty) of $500.00 per day for each and every calendar day of delay beyond the specified time e.g. deliverable due date (as agreed upon during requirements gathering. Upon receipt of a written request and justification for extension from the successful Bidder, the County may extend the time for performance of the contract herein specified if it is deemed to be in the best interest of the County.

6.21 EXCUSABLE DELAYNeither party will be liable for any delay in its performance that arises from causes beyond its control and without its negligence or fault. The delayed party will notify the other promptly of any material delay in performance and will specify in writing the proposed revised performance date as soon as practicable after notice of delay. In the event of any such excusable delay, the date of performance or delivery will be extended for a period equal to the time lost by reason of the excusable delay. The delayed party must also describe the cause of the delay and what steps it is taking to remove the cause. The delayed party may not rely on a claim of excusable delay to avoid liability for a delay if the delayed party has not taken reasonable steps to mitigate or avoid the delay. Things that are controllable by the successful Bidder’s sub-contractor(s) will be considered controllable by the successful bidder.

6.22 MONETARY RESTITUTIONIn the event the contract is prematurely terminated due to non-performance and/or withdrawal by the successful Bidder, Jefferson County reserves the right to seek monetary restitution (to include





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783but not limited to; withholding of monies owed) from the Bidder to cover costs for interim services and/or to cover the difference of a higher cost (difference between termination Bidder

SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)rate and new company’s rate) beginning the date of vendor termination through the contract expiration date. In the event that any items provided or services performed by the successful bidder cannot be used by the County and/or the replacement implementer to finish the project, the successful bidder shall reimburse the County all amounts paid for the items or services. In the event civil suit is filed to enforce this provision by Jefferson County, the successful bidder agrees to pay the County’s attorney fees and cost of the suit.

6.23 CANCELLATIONEither party may terminate the contract in the event that a petition, either voluntary or involuntary, is filed to declare the other party bankrupt or insolvent or in the event that such party makes an assignment for the benefit of creditors.

6.24 TERMINATION OF CONTRACT FOR CONVENIENCEUpon seven (7) days written notice to the successful Bidder the County may, without cause and without prejudice to any other right or remedy of the County, elect to terminate the agreement. In such case, the successful bidder shall be paid (without duplication of any items):

1. For completed and acceptable work performed in accordance with the contract documents prior to the effective date of termination, in accordance with the attached cost schedule;

2. For expenses sustained prior to the effective date of termination in performing services and furnishing labor, materials or equipment as required by the contract documents in connection with uncompleted work;

3. For reasonable expenses directly attributable to termination (demobilization);4. Successful Bidder shall not be paid on account of loss of anticipated profits or revenue or

extended overhead or interest or underutilization of personnel or economic loss whatsoever arising out of or resulting from such termination.

6.25 TERMINATION OF CONTRACT FOR CAUSE On written notice, the Successful Bidder will have 30 calendar days to cure any breach of its obligations under this Contract, provided the breach is curable. If the Successful Bidder fails to cure the breach within 30 calendar days after written notice or if the breach is not one that is curable, the County will have the right to terminate this Contract. The County may also terminate this Contract in the case of breaches that are cured within 30 calendar days but are persistent. “Persistent” in this context means that the County has notified the Successful Bidder in writing of its failure to meet any of its obligations three times. After the third notice, the County may terminate this Contract without a cure period if the Successful Bidder again fails to meet any obligation. The three notices do not have to relate to the same obligation or type of BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)failure. Some provisions of this Contract may provide for a shorter cure period than 30 calendar days or for no cure period at all. Those provisions will prevail over this one. If a particular section does not indicate to the County what the cure period will be, this provision will govern.The notice of termination, whether for cause or without cause, will be effective as soon as the Successful bidder receives it. Upon receipt of the notice of termination, the Successful bidder will immediately cease all work on the Project and take all steps necessary to minimize any costs the Successful bidder will incur related to this Contract. The Successful bidder will also immediately prepare a report and deliver it to the County. The report must detail the work completed at the date of termination, the percentage of the Project’s completion, any costs incurred in doing the Project to that date and any Deliverables completed or partially completed but not delivered to the County at the time of termination. The Successful bidder will also deliver all the completed and partially completed Deliverables to the County with its report. But, if delivery in that manner would not be in the County’s interest, then the Successful bidder will propose a suitable alternative form of delivery.

6.26 LAWS and REGULATIONS All applicable State of Alabama and federal laws, ordinances, licenses and regulations of a governmental body having jurisdiction shall apply to the award throughout as the case may be, and are incorporated here by reference. A Jefferson County business license will be required before work begins. Any contract executed based on award of this RFP must stipulate that governing law will be the State of Alabama. Except to the extent Federal law is applicable, the interpretation, effect, and validity of any contract(s) resulting from this RFP shall be governed by the laws and regulations of the State of Alabama, and Jefferson County, Alabama. Venue of any court action shall be in Jefferson County, Alabama. The Vendor waives whatever rights it may have in the selection of venue.

Vendor and County agree that waiver by either party of any breach or violation of any term or condition of this Agreement shall not be deemed to be a waiver of any other term or condition contained herein or a waiver of any subsequent breach or violation of the same or any other term or condition. The acceptance by the County of the performance of any work or services by the Vendor shall not be deemed to be a waiver of any term or condition of this Agreement.

6.27 LICENSES/CERTIFICATES Jefferson County reserves the right to require documentation that each Proposer is an established business and is abiding by the Ordinances, Regulation, and Laws of their community and the State of Alabama.





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SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)If you are required by any regulatory agency to maintain professional license or certification to provide any product and/or service solicited under this RFP, the County reserves the right to require you to provide documentation of your current license and/or certification before considering your proposal and/or before awarding a contract.

Are you required to maintain professional license or certification?_________YES _________NO

If you fail to keep your required license and/or certification current and in force for the term of the contract and any extension, the County will deem you to be in breach of contract and will take all appropriate actions.

6.28 HIPPA The County must protect the privacy and provide security of any protected health information disclosed to the successful Bidder in accordance with the Health Insurance Portability and Accountability Act of 1996, Public Law 104-191 (“HIPAA”) and any other applicable laws or regulations. To the extent HIPAA applies, the Successful bidder shall, at no additional cost to the County, enter into contractual agreements with the County required to comply with HIPAA, including but not limited to a Business Associate Agreement as applicable and deemed necessary by the County.

6.29 ASSIGNMENTNo portion of the proposal or resulting project contract may be sold, assigned, transferred or conveyed to a third party without the express written consent of Jefferson County. Should Jefferson County authorize the Successful Bidder to subcontract (assign) any portion of this contract, the Successful Bidder will maintain the ultimate legal responsibility for all services according to contract specifications. In the event of a subcontract, the Successful Bidder must maintain a continuous effective business relationship with the sub-contractor(s) including, but not limited to, regular payment of all monies owed to any sub-contractor. Failure to comply with these requirements, in whole or part, will result in termination of the contract and/or legal ramifications, due to nonperformance.

6.30 PATENT GUARANTEESBidder shall, with respect to any device or composition of Bidder’s design or Bidder’s standard manufacture, indemnify and hold harmless the County, its employees, and agents, from costs and damage as finally determined by any court of competent jurisdiction for infringement of any United States Letters Patent, by reason of the sale of normal use of such device or composition, provided that Bidder is promptly notified of all such actual or potential infringement suits, and is given an opportunity to participate in the defense thereof by the County.BIDDERS NUST MARK APPROPRIATELY AND RETURN THIS PAGE WITH RESPONSE




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SECTION 6: LEGAL, INSURANCE & BONDING (cont’d)6.31 PROJECT RECORDS RETENTION and ACCESS REQUIREMENTSThe Successful Bidder and any of its sub-contractors shall maintain books, records, documents and other evidence of account procedures and practices which properly and sufficiently reflect all direct and indirect costs invoiced in the performance of the Contract. The Successful Bidder and its sub-contractors shall retain all such records for five (5) years after the expiration or termination of the Contract. Records relating to any litigation matters regarding the Contract shall be kept for one year following the termination of litigation, including all appeals if the litigation does not terminate within six (6) years from the date of expiration or termination of the Contract. Upon prior notice and subject to reasonable time frames, all such records shall be subject to inspection, examination, audit and copying by personnel so authorized by the County and state or federal officials so authorized by law, rule, regulation or contract, as applicable. During the term of this Contract, access to these items will be provided within Jefferson County of the State of Alabama, unless otherwise agreed by the County. Delivery of and access to such records will be at no cost to the County during the six (6) year period after the Contract term or six (6) year term following litigation. The Successful Bidder shall include the records retention and review requirements of this section in any of its subcontracts.

6.32 PROJECT AUDITS For all the work being performed under this contract, Jefferson County or a designated 3 rd party auditor has the right to inspect, examine, and make copies of any and all books, accounts, records and other writing relating to the performance of the work. Audits shall take place at times and locations mutually agreed upon by both parties, although the successful Bidder shall make the materials to be audited available within one (1) week of the request for them.





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END OF SECTION 6SECTION 7: SCOPE OF WORK

7.1 CURRENT FINANCIAL MANAGEMENT SYSTEM ENVIRONMENT FOR THE JEFFERSON COUNTY COMMISSION:Jefferson County Commission currently uses the Total Accounting for Government (TAG) system provided by Government Systems, Inc. and a Payroll database to provide centralized processing of general ledger, budgetary control, payroll, encumbrance accounting, accounts payable, cash disbursement-checks, reconciliation, revenue, fixed assets, purchasing, and inventory control. TAG operates on a Unisys NX6800 ClearPath mainframe computer using the DMSII database in the COBOL programming language. The County Desktop Security requirements are:

Anti-Virus Software – Computer Associates e-trust v7.1 with all of latest updates Windows Operating Systems – XP and Window 2000 with latest Service Packs and all security

updates (XP = SP2, 2000 = SP4) Microsoft Office – Office XP and 2003 with the latest service packs and security updates

Users access the TAG system using desktop PC’s. Characteristics of the current financial system are shown in Table 7-1.Table 7-1: Current Financial System Characteristics Item CharacteristicNumber of organizational units served 340 Number of users 366Number of concurrent systems users 75Number of records updated daily 1200Archival records – General Five yearsArchival records – Grants Seven yearsApplications General Ledger

Accounts PayableAccounts ReceivableFixed AssetsProject/Grant AccountingTreasuryBudget DevelopmentPurchasingInventory ControlUtilities BillingPensionPayrollHuman ResourcesLoan Management





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783General Ledger accounting structure 6 segments, 23 digits

Fund (2)Organization (4) (Dept. 2, Div.2) Account (5) Section (2) Unit (2) Project (5) Grant (3)

Number of unique General Ledger accounts Total: 49,100Expense: 43,800Revenue: 2,500GL: 2,800

Number of self-balanced funds 39Annual general fund budget 168 millionFive year capital project budget 874 millionNumber of capital projects 206Annual grant income 9.2 millionTotal number of Respondents 27,000Number of purchase orders issued annually 19,800Number of requisitions entered annually 86,200Number of accounts payable checks issued annually 28,100Number of 1099s issued annually 300Number of inventory items 3,000Number of fixed asset items 17,400Total investment dollars 700 millionNumber of payrolls (annually) 26 Bi-weekly/ 24 Semi-monthlyPay frequencies Bi-weekly and Semi-monthlyNumber of different pay periods 50 AnnuallyNumber of active employees 4,000Number of employee records maintained 36,000 (active & inactive)Total number of retirees receiving pension 1,400Number of pay codes 160Number of benefit/deduction codes 60The County is adding PCs with Windows 2003 and XP operating systems with SP1 and SP2 to most user stations. We are also utilizing “Thin Client” work stations from Sun and Wise when applicable. The County has approximately 25 distinct operational locations that will be utilizing the SAP software. Current Financial Management System (TAG) users are located at about half of these locations. It is anticipated that some PACA entities will participate in this acquisition in the future (not during initial rollout), thus creating a large ‘multi-company’ information





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Jefferson County Commission RFP 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North July 15, 2005 ERP SOFTWARE S OLUTIONBirmingham, Al. 35203205.325-5783management system. Additional users’ licenses would become necessary in the near future should PACA members elect to use the system.

SECTION 7: SCOPE OF WORK (cont’d)7.2 PROJECT STRATEGIES The County has identified a number of strategies that will be employed in conducting this project. Bidders should keep these strategies in mind, and consider their interrelationships, when developing their response to the Scope of Work section. The strategies that have been identified to date are listed below.

The County believes it is in its best interest to implement SAP/Pension Gold software following an aggressive schedule, but not so aggressive as to significantly increase risk or sacrifice quality.

Business process improvement is a major objective of this project. When confronted with the need to either change existing business processes or modify

the software, it is the County’s intent to change business processes (exceptions might be requirements dictated by legislation).

The County’s goal is to build the capability of its employees to maintain the system after it has been implemented and its stability has been assured.

The County recognizes that the handling of business process change and change management are critical success factors for an ERP project and the County intends to work with the Successful bidder selected to define an approach that addresses the County’s requirements.

The implementation process must have significant input and participation from the County’s user departments, which will be utilizing the system to perform their day-to-day functions.

7.3 IMPLEMENTATION METHODOLOGY The Accelerated SAP (ASAP) methodology will be used to implement the new system. ASAP is SAP’s standard implementation methodology. This approach standardizes and streamlines the implementation process while optimizing time, enhancing quality and ensuring the efficient use of resources. The project team will use its judgment in determining which components of ASAP are appropriate for an organization the size and scope of the County, recognizing the County’s political and cultural nuances. SAP Solution Manager (SM) is the preferred process to be used throughout the implementation. Responses must include pricing for training and knowledge transfer for the SAP Solution Manager product.





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SECTION 7: SCOPE OF WORK (cont’d)7.4 PHASED IMPLEMENTATION Bidders must propose a phased implementation. The County may discontinue the implementation at the end of any phase (or module). Proposals must include responses to all items listed in this section. Each proposal response must explicitly reference the corresponding RFP Section number. Proposals that do not address these questions risk being disqualified.

The following components are included in the scope of this RFP, with the understanding that implementation of these components may be in any order deemed necessary depending on priority and availability of funding or as deemed most advantageous to the County.

7.5 SAP AND PENSION GOLD COMPONENTS:





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Jefferson County Commission RFP No. 233-05 IMPLEMENTATION SERVICES716 Richard Arrington Jr. Blvd. North Birmingham, Al. 35203

o mySAP Business Suite o Strategic Sourcing o Payroll engine o e-Recruiting o SAP Treasury o Utility Billing (consumption based) o Utility Billing Invoice and Contract Accounting o Energy Mgmt Device Mgmt o Energy Mgmt. Meter Reading Mgmt o SAP Grants o Consumer Mortgages and Loans o XI engine o Environmental Health and Safety o e-Learning o Netweaver Adaptor for Generic EDI by Seeburger o BSI Tax Factory o RWD Info Pak with Simulator o Pension Gold

In addition to providing integrated ERP software modules, the Bidders must include in their costs, prices for the following associated services when completing the Price Proposal Form.a. A detailed project work plan-outlining tasks that must be completed to successfully

implement the system (Implementation Plan).b. A project schedule to reflect product delivery, time frames, and responsibilities.c. Initial configuration and installation of the selected software.d. Training for appropriate technical and functional users of the system based on vendor

proposed number of training sessions.

SECTION 7: SCOPE OF WORK (cont’d)e. Design and installation of any modifications/customizations based on vendor’s

estimate of required hours.f. Interfaces to other applications that are dependent on the financial systems based on

vendor proposed number of hours.g. Laser printing interfaces (if applicable)h. Conversion of data based on vendor’s prior experience with comparable

implementations.

NOTE: The County realizes the estimated number of hours proposed by bidder for items (a) through (h) may not be accurate. However, the County assumes that bidder will base this estimate on previous projects of the same size and scope as the Jefferson County project. In the event of an increase in billable hours, reason for change must be thoroughly documented as to cause and must be approved by the County Project Manager and through release of County change order. The stated rate from cost proposal will be used for billable hours above and beyond estimate.

Table 7-2: Proposed Order of Implementation ApplicationGeneral Ledger Accounting


Accounts PayableAccounts ReceivableProject/Grant AccountingBudget DevelopmentPurchasingInventory ControlFixed AssetsHuman ResourcesPayrollPensionUtilities BillingTreasuryLoan Management

The County understands that it will most likely be possible to “roll-out” several of the above modules concurrently or within a larger plan at dates closely timed together. For example, Payroll and Pension Gold must have concurrent “go-live” dates. There are also some modules that would work independently such as SAP for Utilities that, given the resource availability, could be implemented at any point in the master plan. Bidder shall provide a detailed plan of implementation based on their previous SAP installations, with proposed order of modules to be implemented and proposed “go-live” dates for each.

SECTION 7: SCOPE OF WORK (cont’d)7.6 COUNTY LOCATIONS There are approximately 25 distinct locations within Jefferson County that will be accessing the SAP system. The main Courthouse is by far the largest of these locations. The County owns one Hospital Facility, a Nursing Healthcare Facility, multiple Water Treatment Facilities and satellite offices throughout Jefferson County. Services will include software delivery, installation and implementation as applicable to these locations.

7.7 SCOPE OF WORK (SOW) DOCUMENTS The functional/technical requirements incorporated in this RFP have been reviewed and approved by the user departments, the County’s ERP Project Team and the County’s consultants, Therefore, all SOW documents shall follow the functional/technical requirements in this RFP and must be reviewed, approved and signed off on by a designee of the user department and the ERP Project Team. Any High Level Detail SOW that results from the original SOW must also be reviewed and approved by a designee of the user department and the Project Team. All SOW’s must comply with the RFP and cannot contain scope changes that require additional funds or deletions of functional/technical requirement contained in this RFP. The County is committed to follow business best practices when at all possible. The intention is to have changes in the scope of the contract only when law requires such a change. SOW’s that require money changes must be approved by the user, the Project Team and then formally approved by a County issued change order.


7.8 MINIMUM PERFORMANCE REQUIREMENTS The requirements set forth as the Scope of Work are the minimum performance requirements for this RFP. They are not intended to limit competition nor specify any particular Bidder. All proposals shall be considered which meet or exceed each item listed in the scope of work. Any exceptions or alternates must be clearly identified and explained in writing and included in the proposal. The apparent silence of the specifications or any supplemental specifications as to details or the omission from the same of any detailed description concerning any point shall be regarded as meaning only the best commercial practices shall prevail and that only materials and/or services of first quality and correct type, size, and design shall be used. All interpretations of specifications shall be made upon the basis of this clause.

END OF SECTION 7SECTION 8: OPTIONAL SERVICES (Amended) 8/26/058.1 OUTSOURCING OF HOSTING/ASP As an option, Jefferson County will explore the advantages of outsourcing the hosting and Application Service Providing services for its ERP applications. Interested bidders must quote, as an option, these services and coordinate with their outsourcing vendor (if applicable) the terms and conditions of such a transaction. Jefferson County reserves the right to award any of the options listed in section 8 of the bid to a provider that best meets the County’s needs.

If this option impacts any of the services/prices/warranties of the SAP Version 5.0 ERP 2004 and/or ERP 2005 software and implementation, Bidders must address those issues fully in their response.

8.2 FINANCING OF PROJECT The County may choose to finance the ERP Project through the use of a third party financial agent. Therefore, there is the potential that no purchase order will be issued by the County to the Successful bidder for this acquisition. If the County chooses to finance the project, a new RFP will be sent to financial institutions after the total cost of the project is known. This process will begin immediately after pricing is opened and award recommendation has been approved by the County Commission. The software license may be subject to assignment as security for the financing of the product.

8.3 TRAINING The County wishes to explore the option of using “PBS” which is an add-on which can show both the online and off-line archive data and also has a drill-down feature.


8.4 LICENSING The County also wishes to explore the option of using the Business Objects or SAP Crystal Reports licensing as well as the SAP Oracle Application specific licensing option. Pricing for all options should be provided if available.

END OF SECTION 8SECTION 9: PROJECT MANAGEMENT

9.1 APPROVAL TO START WORK This RFP does not permit the successful Bidder to perform work or services until the Jefferson County Commission has awarded a contract, a contract agreement is approved and signed by both parties, and all appropriate documentation, including a project plan with definable resources and timelines, has been received and approved by the County.

The County shall not be responsible for work done, or services provided, even in good faith, prior to all of the above actions.

9.2 BUSINESS RELATIONSHIP REQUIREMENTS The County feels that there are characteristics that are important when choosing the successful Bidder for its ERP implementation project. These areas include:

Documented Strong Project Management Skills Account Management/Partnering Change and Integration Management Transition Management Staffing, Training and Knowledge Transfer Thorough understanding of the Project and the vision of the County Ability to identify pertinent issues and potential problems related to the project Understanding of the County’s project schedule Proven knowledge and experience in local government arena

9.3 PROJECT SCHEDULE Bidder will submit a detailed proposed project schedule, which will follow the implementation priorities set forth by the affected stakeholders of Jefferson County. The selected bidder shall maintain a detailed project schedule in Microsoft Project which must be shared with the Jefferson County project team. The County expects work to


commence according to the project schedule mutually determined by the County and the Successful bidder but no more than 30 working days after a purchase order or contract award has been issued. Further, the County wishes to have the solution implemented and fully operational by December 2007. Each Bidder must take into account this timeline and price their proposal accordingly.

SECTION 9: PROJECT MANAGEMENT (cont’d)9.4 PROJECT STATUS MEETINGS Until final acceptance of the system implementation, the successful Bidder will be required to direct weekly status meetings with the steering committee. In this meeting the successful Bidder will submit a formal project status report covering such items as progress of work being performed, milestones attained, resources expended, problems encountered and corrective action taken. The successful Bidder will also be responsible for submission of this report to the Commission, Stakeholders, the Project Team and Evaluation Committee Members.

9.5 PROJECT MANAGEMENT and IMPLEMENTATION The County requires that the successful bidder (contractor) take responsibility for providing extensive onsite project management and implementation services for all systems and applications in the scope of this RFP. The contractor is also expected to guarantee the successful and timely completion of those aspects of the Project over which it has responsibility. The contractor will assume the lead in the management of the project. The contractor will also coordinate the successful execution of the project and direct all project activities on a day-to-day basis, with the advice and consent of the Jefferson County Project Manager. Contractor’s personnel must be thoroughly familiar with the solution(s) offered and are strictly prohibited from proposing alternate solutions to County personnel. The County intends to meet its obligations as defined in, and agreed upon, in the project implementation plan. The County shall retain the right to request, within a reasonable period of time, the replacement of any of the contractor’s personnel whose qualifications or performance does not meet the qualifications or performance necessary for the successful and timely completion of the project. Upon receipt of such written request, the contractor shall comply within 30 days, or take other corrective actions as may be negotiated with the County.

The contractor shall provide SAP and Pension Gold knowledge transfer throughout the implementation to County functional and technical staff. The knowledge transfer should encompass, but not be limited to, configuration, trouble shooting, systems administration, and development and maintenance of system interfaces. An established methodology for achieving knowledge transfer during implementation should be documented and will be factored in the selection process.


9.6 PERSONNEL QUALIFICATIONS The successful Bidder warrants and represents that its personnel have the proper skill, training, background, knowledge, experience, rights, authorizations, integrity, character and licenses as necessary to perform the services described herein, in a competent and professional manner.

SECTION 9: PROJECT MANAGEMENT (cont’d)9.7 PERSONNEL REQUIREMENTS Successful Bidder agrees at all times to maintain an adequate staff of experienced and qualified employees for efficient performance under this Agreement. Bidder also agrees that, at all times, the employees of the Bidder furnishing or performing any services shall do so in a proper, workmanlike, and dignified manner. Should the County make a determination, in its sole discretion, that said personnel staffing are inappropriate or that an individual is not performing in a manner consistent with the requirements for such a position, the Bidder agrees to adjust its personnel staffing levels or to replace any of its personnel if so directed upon reasonable request from the County. Notwithstanding anything to the contrary, the County shall have the option to terminate the contract, at its discretion, if it is dissatisfied with the successful Bidder’s replacement Project Staff.

9.8 BEHAVIOR of CONTRACTOR’S PERSONNEL Jefferson County is committed to creating and maintaining an environment free from harassment and other forms of misconduct that fundamentally compromises the working environment of the County. All Contractors performing work/services at a County facility shall take all necessary steps to assure that none of its employees engage in harassment or intimidation relating to personal beliefs or characteristics of anyone on the County’s premises, including, but not limited to race, religion, color, sex, or national origin, or disabilities. Such harassment is unacceptable and will not be condoned in any form at Jefferson County. If such conduct occurs, the contractor will take all necessary steps to stop it and prevent its future occurrence, including but not limited to the immediate dismissal of personnel. This policy shall be strictly enforced.

9.9 CONTRACTOR’S RESPONSIBILITY FOR EMPLOYEES Vendor agrees that all persons working for or on behalf of the Vendor whose duties bring them upon County premises shall obey the rules and regulations that are established by the County and shall comply with the reasonable directions of the County’s officers. The County may, at any time, require the removal and replacement of any of the Vendor’s employees for good cause. The Vendor shall be responsible for the acts of its employees and agents while on the County’s premises. Accordingly, the Vendor agrees to take all necessary measures to prevent injury and loss of persons or property located on the County’s premises. Vendor shall be responsible for all damages to persons or property caused by Vendor or any of its agents or employees. The Vendor shall promptly repair, to the specifications of the County, any damage that it or its employees or agents may cause to the County’s premises or equipment; on the Vendor’s failure to do so, the County may repair such damage and the Vendor shall reimburse the County promptly for the cost of repair. The Vendor agrees that, in the event of damage to County property,


the Vendor will immediately notify the County’s Human Resources/Risk Management Director and thereafter, if requested, furnish a full written report of such accident.

SECTION 9: PROJECT MANAGEMENT (cont’d)9.10 STAFFING, TRAINING AND KNOWLEDGE TRANSFER Training on new environments and establishing effective knowledge transfer are areas of concern for the County. The County must have a partner that has experience in this area and one that can execute a strategy that will result in a self-sufficient staff of County employees.

In order to keep issues at a minimum and to meet the County’s expectations and requirements regarding staffing, training and knowledge transfer, the successful Bidder must commit to the following:

a) Sufficient and appropriate staffing. It is imperative that the successful Bidder furnish the County with a sufficient number of personnel who are well trained in the SAP solution and who are committed to the knowledge transfer process and who will remain on the project from start to finish.

b) Personnel, whether that of the prime Contractor or one of its sub-contractors, must perform their duties in a professional manner at all times.

c) Contractor’s Project Plans must contain timeline spelling out explicit tasks for all aspects of the implementation process, including training and knowledge transfer activities.

Provide a complete and detailed process that your company will use in working with SAP for the following situations:

a. Reporting a problem with the softwareb. Obtaining instruction/clarification on a specific featurec. Requesting a custom reportd. Obtaining professional ERP advice due to changes in the structure or political

settinge. Obtaining technical assistance in making changes in the system coding to

achieve a specific objectivef. Requesting and arranging for an increase in user licenseg. Requesting additional training or on site servicesh. How upgrades and patches are distributed to clients

9.11 PROJECT CONFERENCES/MEETINGS In an effort to prevent any misunderstanding regarding the scope of the Project, all meetings with the users must be attended by a member of the County’s ERP Project Team one of whom must be an employee of the Purchasing Department. The County does not expect the user department to be completely familiar with the project scope and matters that may involve additional funds, therefore, this requirement is mandatory unless waived by the ERP Project Team.

SECTION 9: PROJECT MANAGEMENT (cont’d)


9.12 CHANGE MANAGEMENT A controlled transition to the new ERP solution is critical for the success of this Project. While the actual management of the transition relates to the project management capabilities of the team, the County is interested in working with an Implementer that truly has a defined strategy.

To address how transition management issues can be minimized within the new solution, the County requires that the successful Bidder ensure that:

a) It is able to assist with parallel environments if necessaryb) It is able to assist in determining a cost-effective transition strategy, for example,

supplying of interim infrastructure needs during transition.c) It is commited to being on-site during transition times and be able to assist in a

timely manner with any issues that arise.d) It thoroughly understands that several migration paths may be necessary and

participate at all levels of planning and execution of the transition.

9.12.1 CHANGE MANAGEMENT: (Business Process) Jefferson County understands that a proper and focused approach to Change Management is critical to the success of this project. Change Management components will be coordinated at the Management level. The Successful bidder’s involvement will be necessary to insure that process changes are clearly identified and that retention and retraining programs are developed and introduced to address such changes in an effort to help retain employees with the talent and expertise needed to succeed in a post-implementation environment.

9.13 TRAINING Training must be furnished for functional users and technical training for IT support personnel. Training must be performed by qualified and experienced personnel with a minimum of three years experience and at least one major training reference using the same software as chosen by the County and of the same size and scope as requested herein. Bidder must quote pricing for on-site training of the core team members for Jefferson County and also quote the daily rate for any supplemental training that will be required.

SECTION 9: PROJECT MANAGEMENT (cont’d)Provide an overview of the proposed training for each of the items listed below. Include the number of days required for each area, resumes detailing trainer experience, options for on-site or training center services, and competency testing given.

Software applications divided among modules offered


List the nature, level, and amount of training to be provided in the following areas:

o Technical training (e.g., DBA, programming, operations, etc.) o Key system user trainingo Application administration

9.13.1 The County has an expectation that: o All end user and other staff training (e.g., executive-level,

administrative staff, technical) will be performed on-site throughout implementation and be performed by the successful Bidder

o End user training will utilize a “train the trainer” approach including participation by the person(s) supporting the named modules.

o Technical training will include training for County staff on the technologies required to support the new ERP system.

o Standard reports are to be described as well as ad hoc reporting specifically relating to the capability to prepare reports described in the “Reports” section of each of the sections contained in this RFP.

o All training participants will be provided with written training manuals

o All training shall be performed onsite (Jefferson County) with a maximum class size of 16 students for hands-on classes.

9.14 WORK RESPONSIBILITIES: The County will be responsible for providing only those things expressly identified, if any, in the RFP. If the County agrees to provide facilities or equipment, the Successful bidder, by signing this Contract, warrants that it has either inspected the facilities and/or equipment or has voluntarily waived an inspection and will work with the equipment and/or facilities on an “as is” basis.

Normal working hours on County property are Monday through Friday, except for County holidays, from 8:00 a.m. to 5:00 p.m., Central Time with one hour for lunch. For work performed on site, the Successful bidder must plan to work within these time constraints.

SECTION 9: PROJECT MANAGEMENT (cont’d)The Successful bidder will assume the lead in the management of the Project. The Successful bidder will coordinate the successful execution of the Project and direct all Project activities on a day-to-day basis, with advice and consent of the Project Representative. The Successful bidder will be responsible for all communications regarding the progress of the Project and will discuss with the Project Representative any issues, recommendations, and decisions related to the Project.


If the Project, or parts of it, requires installation on the County’s property, the County will provide the Successful bidder with reasonable access to the installation site for the installation and any site preparation that is needed.

Unless otherwise provided in the RFP, the Successful bidder will be responsible for obtaining and paying for all official permits, approvals, and similar authorizations required by any local, County, or Federal agency for the project.

9.15 COMMUNICATION AFTER PROJECT BEGINS Oral discussions pertaining to the scope of the project must be confirmed through written communication (e-mail, faxes, memos, etc.) to respective users, department heads, etc., and must be copied to all members of the ERP Project Team. At no time will verbal communications be binding to the County.

9.16 CONTRACTOR REQUIREMENTS: 9.16.1 Project Organization

The Bidder must provide an overview of the implementation methodology used for the installation of the software and the project management methodology used during the various stages of the project. The overview shall cover the following:

9.16.2 Project Management Jefferson County expects the successful Bidder (i.e. Implementer) to be proficient in project management skills and the Project Manager assigned to the County’s implementation to have a minimum of three (3) years of experience in administering project management services for installation of SAP version 4.6c software or newer. To address how project management issues can be minimized, the successful Bidder must comply with the following:

a) Project plans should be part of normal daily activitiesb) Resource planning should occur in conjunction with Jefferson County

management teams. Project managers for each area will be named at a later date.

SECTION 9: PROJECT MANAGEMENT (cont’d)c) Escalation of project issues should have an established and approved path to

appropriate individuals named by the stakeholders. d) Risk management should be included as part of the normal processe) The successful Bidder’s project manager must be committed to this project

and excluded from others for the duration of the project. The successful Bidder’s project manager must spend 100% of their time on-site unless released by Jefferson County. Failure to comply with this requirement may result in cancellation of the contract at no cost to the County.

f) The successful bidder’s project manager must give weekly project status meetings. Meetings may only be skipped with the permission of the County. Conference calls are an acceptable substitute under unusual circumstances when approved by the County. “Project Manager Checklist” is a form to use


in conjunction with weekly and monthly project status reporting. The purpose of this document is to set expectations and identify project attributes that the County expects to be reported on throughout the project.

g) The project plan should be organized in a phased approach that provides achievable and demonstrable milestones and deliverables. The engagement should be managed to meet specific milestones with an established method of reporting project status.

h) The successful Bidder will be paid upon achievement of agreed-upon milestones.

i) Jefferson County strongly recommends that only one project manager be assigned to the contract until completion. Any changes in the successful Bidder’s project team must be approved by an authorized representative* of the ERP Project Team or the contract could be terminated.

j) Jefferson County will not pay for any additional costs associated with the knowledge transfer as the result of changes in the project team. The Successful bidder is responsible for these costs. It is preferred that the project manager be PMP certified and manage the project utilizing PMBOK principles.

k) Jefferson County Project Management Team will have access to assist in monitoring the project and assist in mitigating risk and mediating issues.

*Authorized Representative is defined as the Finance Director for Jefferson County or any individual specifically appointed in writing.

SECTION 9: PROJECT MANAGEMENT (cont’d)9.17 ISSUE MANAGEMENT The preferred method of tracking all project issues is to use SAP’s Solution Manager. The issue tracking process shall facilitate documentation of, at a minimum, the following:

1) Issue description2) Issue priority3) Issue status (e.g. open, pending, under investigation, resolved)4) Plan for resolution5) Individual responsible for resolution6) Targeted and actual resolution dates7) Resolution action

Issue tracking shall include escalation procedures and a mechanism for reporting high priority problems immediately to the County’s Project Management Team for resolution and closure.Issues can be identified and presented by any member of the project team or by individuals at several levels of the organization during the weekly status meetings. The


Successful bidder shall track issue status and report issues to the County’s Project Management Team on a weekly basis.

Issue reports generated by the issue tracking system shall become part of the Successful bidder’s weekly and monthly status reports on a consistent basis.

The Successful bidder shall provide, at a minimum, read-only access to the issue tracking system to key County Project Staff as designated by the County’s Project Management Team.

9.17.1 Definition of Issue Levels The County will initiate support calls to the Vendor as necessary for issues and identify issue level. Issue level will be based on County interpretation of the level of importance. If issue level is not identified by the County, Vendor will assume call is a Priority 1 issue and specifically inquire with the County project team as to issue level at initial follow up. The following issue levels will be used.

a. Priority 1 – Mission critical issue – software is down/undiagnosed but feared critical; situation may require a restore and software use is suspended until a diagnosis is given; Federal deadline/penalty or fine to be levied; and State/local deadline/penalty or fine to be levied.

b. Priority 2 – Critical issue – software is not down, but operations are negatively impacted.

c. Priority 3 – Non-critical issue – resolution period to be mutually agreed upon by the County and the Vendor.

SECTION 9: PROJECT MANAGEMENT (cont’d)9.17.2 Required Vendor Response Times

For the issue levels identified above, the following designates the Vendor’s required response time to the County based on the issue level identified:a. Priority 1 – Vendor will respond to the County’s first call within two (2) business

hours.b. Priority 2 – Vendor will respond to the County’s first call within six (6) business

hours.c. Priority 3 – Vendor will respond to the County’s first call within twenty-four

(24) business hours.

9.17.3 Required Vendor Resolution Times For the issue levels identified above, the following designates Vendor’s required resolution time for the issue based on the issue level identified:a. Priority 1 – Vendor shall use its best efforts to resolve within one business day.

Vendor’s best efforts will be solely determined by the County’s Project Management Team or its designee. Additionally, if Vendor and the County are on a support telephone call to resolve a Priority 1 support issue at the time that normal support hours end, the Vendor’s support representatives will remain on the call past normal support hours to provide what assistance can be provided at no


additional cost. The County acknowledges that programmers will not be available at that time.

b. Priority 2 – Vendor shall use its best efforts to resolve within one (1) business week. Vendor’s best efforts will be solely determined by the County’s Project Management Team or its designee.

c. Priority 3 – Vendor shall use its best efforts to resolve within one (1) business week. Vendor’s best efforts will be solely determined by the County Project Management Team or its designee.

9.17.4 Penalties to Vendor for Not Adhering to Response and Resolution Time Limits (Amended) 8/26/05

For the issue levels identified above, the following designates the penalty that will be assigned to the Vendor for not adhering to the response and resolution time limits for the issue based on the issue level identified:

a. Priority 1 – County shall receive a five percent (5%) credit against the SAP Support fees, per incident plus expenses already incurred for deliverable.

b. Priority 2 – County shall receive a three percent (3%) credit against the SAP Support fees, per incident plus expenses already incurred for deliverable.

c. Priority 3 – County shall receive a three percent (3%) credit against the SAP Support fees, per incident.

SECTION 9: PROJECT MANAGEMENT (cont’d)9.18 PROJECT MANAGEMENT (Implementer) Experienced and skillful Project Management will be essential for the success of this Project. Therefore, Bidder must include in its proposal a provision for an onsite, full-time Project Manager and other personnel and equipment for its implementation staff as necessary to accomplish all implementation activities required to meet the Implementation Schedule. The Bidder must document that it currently has in its employ and will make available to the County, as deemed necessary by the County, Consultant Project Managers with successful Public Sector, preferably local or state government, implementation experience. These individuals must be accessible and available to the County and its onsite Project Manager for consultation, advice, knowledge transfer, suggestions and examples of successful implementation strategies and any other information obtained from previous Public Sector implementations and experience. It is preferred that the Bidder be either CMM level 3 or ISO Certified. Indicate the tools you use and/or provide to aid in the management of the Project.

9.19 CONTRACTOR’S IMPLEMENTATION STAFF/PROJECT MANAGERIn their Proposal the Bidder shall assign and identify a Project Manager and key Staff. The successful Bidder’s selection of a Project Manager will be subject to the approval of the County. The County’s approval process may include, at the County’s discretion, review of the proposed Project Manager’s resume and qualifications and an interview. The Project Manager must have full authority to make binding decisions under the Contract, and shall function as the successful Bidder’s representative for all


administrative and management matters. The successful Bidder must use its best resources on the Project. Therefore the successful Bidder’s Project Manager must be qualified to perform the obligations required of the position under the Contract. The project manager and other key personnel assigned to this project by the successful Bidder shall not be removed from the Project without written consent of the County. The County reserves the right to approve all personnel proposed. The successful Bidder is expected to provide its own workstations for employees.

SECTION 9: PROJECT MANAGEMENT (cont’d)9.20 BIDDER’S PROJECT TEAM Each Bidder’s proposed project team must consist of individuals with substantial experience in the following:

Government accounting, including successful closure of a fiscal year and a production of a CAFR;

Budgeting in the public sector;

Business process improvement;

Management of human resources activities in the public sector;

Purchasing functions;

Inventory functions;

Treasury functions;

Payroll functions in the public sector;

Communication and training in a complex setting;

Technical matters associated with the ERP software solution described herein.

9.21 CONTRACTOR’S PROJECT MANAGER REFERENCES A minimum of two references must be submitted for the Successful bidder’s Project Manager. References must include names, phone numbers, addresses, the types of business and the types of applications deployed. A minimum of one reference must be a public sector implementation.


The County reserves the right to require removal or reassignment of the successful Bidder’s Project Staff found unacceptable to the County.The County may conduct reference and background checks on the successful Bidder’s Project Staff. The County reserves the right to reject the successful Bidder’s Project Staff as a result of such reference checks.

9.21.1 POST GO-LIVE SUPPORT The County will require a minimum of six (6) weeks post go-live support. This should not include the entire implementation team, but key personnel to assist the County through major milestones (period closes, key report generation, etc.). As such, the post go-live support may involve non-contiguous assistance.

9.21.2 QUALITY ASSURANCE Bidder must provide a detailed quality assurance plan. In addition, the County may elect to engage its own Quality Assurance agent.

SECTION 9: PROJECT MANAGEMENT (cont’d)9.21.3 CONTINUITY OF WORK DURING DISPUTES

The bidder must agree that no work stoppage, interruption, or delay will be permitted should any dispute arise between the Vendor and the County or any of the Vendor’s sub-contractor(s) in the course of this project or during the resolution (by whatever procedural or legal means) of the dispute.

9.21.4 STAFFING for PROJECT – COUNTY PERSONNEL It will be the responsibility of each Bidder to determine, by whatever means necessary, the extent to which staffing will be required for the project. Each Bidder shall submit a proposal for cost of the project showing limited participation by County personnel and a proposal for cost of the project showing full (as thoroughly defined in your document) participation by County personnel.

It is the intent of the County to have the successful Bidder provide functional and technical training to the core project team. Each bidder shall include in their cost proposal the cost to develop end-user training documentation, curriculum, and tool/process maintenance of documentation. Under optional services, each bidder shall include the cost to perform end user training.

9.22 JEFFERSON COUNTY REQUIREMENTS 9.22.1 Project Governance

The project is headed by the Jefferson County Commission. The Project Team reports directly to Commissioner Mary Buckelew. The team is comprised of members of the


Jefferson County Finance Department and the Department of Information Technology. The Project Team will be augmented with functional and technical Subject Matter Experts (SME’s) as appropriate.

9.22.2 County ResourcesThe County intends to provide a Project Management Team for the duration of the contract. The team will be responsible for, at a minimum: Management of the Contract Overall coordination of County resources Approval of Contract deliverables Assisting the successful Bidder by providing liaison services to the County and

other County entities Supervision of other County resources assigned to the project

SECTION 9: PROJECT MANAGEMENT (cont’d)

Table 9-1: Jefferson County Proposed Implementation TeamApplications Subject Matter Expert (SME)

General Ledger Accounting Randy WolfeAccounts Payable Brenda CarrawayAccounts Receivable Cynthia DeVaughnProject/Grant Accounting Edwina PenneyBudget Development Lene WormleyPurchasing Jennifer SherrodInventory Control Scott StewartFixed Assets Frances JacksonHuman Resources Demetruis TaylorPayroll Doug HandUtilities Billing Linda CookPension Cathy CrumleyLoan Management Liz BivinTreasury Susan ClayburnInformation Services Pat Ferguson


END OF SECTION 9SECTION 10: INVOICING/PAYMENT SCHEDULE

10.1 PAYMENT PROCESS 10.1.1 Initial Payment:

Upon delivery of software, the Successful bidder must provide the County with: 1. Itemized list of components included (packing slip)2. Certified copy of invoice sent to Successful bidder by SAP3. Invoice requesting payment to Successful bidder

After deliverables have been received, the County will process payment within 30 days to Successful bidder.

10.1.2 Payment for Services: Payments will be made according to the attached cost schedule in Appendix F,

which will be based on the mutually agreed upon project plan. Upon signoff of deliverable, 80% becomes due The remaining 20% will become due 60 days after system acceptance of

respective project go-live date, i.e. Financials, HR, Treasury Mgmt., etc.

10.2 INVOICING The Successful bidder shall submit correct invoices to the County Accounts Payable department for all amounts to be paid by the County. All invoices submitted must meet with the approval of the County and said approval shall not be unreasonably withheld. The Successful bidder shall only submit invoices for Services or Deliverables as permitted by the Contract. Invoices must be in a format desirable to the County and contain detailed information, including without limitation: itemization of each Deliverable and identification of the Deliverable for which payment is sought, and the acceptance date triggering such payment; date of delivery and/or installation; monthly maintenance charges; any other Project costs or retention amounts, if applicable. The County will process and pay all approved completed invoices within thirty (30) business days of receipt of completed invoice.The County will pay any additional fees, travel expenses, mileage and/or per diem for services deemed reasonable by the County Project Manager and not included in any executed Contract based on award of this RFP, according to the Schedule of Fees (which


must be provided in the bidder’s cost proposal) only by negotiating and executing a Purchasing Change Order.

END OF SECTION 10SECTION 11: DELIVERABLES11.1 PROJECT DELIVERABLES The County classifies Deliverables into three categories: Written Deliverables, Software Deliverables and Non-Software Deliverables. Pricing and scheduling information requirements are provided in Appendix F - Pricing Worksheets. Project deliverables, organized by category, follows.

11.1.1 Written DeliverablesThe following Written Deliverables will be required during project:

a. Project Work Plan, complete with go-live dates (Due BEFORE work begins) with identified milestones

b. Detailed List of all Software/Hardware necessary for projectc. Project Status Reportsd. Business Process Procedure Plan (BPP)e. Documentation of Recommended Improvements to Business Processesf. Communications and Change Management Plang. Requirements Traceability Matrixh. Software Configuration Plani. Software Architecture Documentsj. Systems Interface Plan and Design/Capabilityk. Process/Flow Documents – Data Flowl. Software Change Control Process Documentm. Detailed Testing Plan and Testing Resultsn. Data Conversion Plan and Designo. Knowledge Transfer Planp. Recommended Upgrades to County Infrastructureq. Risk and Issue Management Planr. Deployment Plans. Comprehensive Training Plan, Materials, and Curriculumt. End user Support Planu. Documentation of Operational Procedures

11.1.2 Software DeliverablesThe following Software Deliverables are required:

a. ERP Application Software Configured to County specificationsb. Software Delivery Packages to client (Appendix C)c. Functioning in-bound and out-bound interfacesd. Converted Data Loaded into Production Environmente. Tools for Backup and Recovery of all Applications and Data


f. Software License and Upgradesg. Documentation and source code

SECTION 11: DELIVERABLES (cont’d)11.1.3 Non-Software Deliverables

The following Non-Software Deliverables are required:a. Conduct Project Kickoff Meetingb. Conduct and Document Joint Application Development (JAD) Sessionsc. Conduct Information Architecture Reviewd. Conduct Unit and System Testinge. Conduct Systems Integration Testing (SIT)f. Conduct Volume/Stress Testingg. Conduct Trainingh. Perform Production Testsi. Support User Acceptance Testing (UAT) only after Systems Integration

Testing is accepted by the Countyj. Cutover to New Softwarek. Conduct Project Exit Meetingl. Creation of a minimum of 100 customized reportsm. Fully Tested Data Conversion

11.1.4 Non-Software Deliverables Review The County will review Non-Software Deliverables to determine whether any deficiency exists and notify the successful bidder in writing of its Acceptance or Non-Acceptance of the Non-Software Deliverable. The successful Bidder must correct the deficiencies within five (5) business days, or within the period identified in the Work Plan, as applicable. Following correction of the deficiency, the County will notify the successful Bidder of its acceptance or rejection of the Deliverable.It is imperative that the lists of deliverables exclude cost information to ensure that the proposal is deemed responsive. It is the Bidder’s responsibility to ensure that costs are not included as part of the Requirements Response proposal. Bidder must provide a separate sealed bid which will be opened at a later date.By accepting a Deliverable, the County reserves the right to reject any and all Deliverables in the event the County detects and deficiency in the system, in whole or in part, through completion of all Acceptance Testing, including but not limited to, Software/System Acceptance Testing, and any extensions thereof. For each denial of Acceptance, the Acceptance Period may be extended, at the option of the County, by the corresponding time required to correct the deficiency, retest or review, as applicable.Bidders must include in its proposal a list of the Project Deliverables that are detailed in the Implementation Plan. The time line and deliverables will form the basis of the payment schedule.

SECTION 11: DELIVERABLES (cont’d)


11.2 DEFINITIONS FOR DELIVERABLES: Detailed Requirements Document

The Bidder should complete a detailed requirements gathering process in order to produce a detailed requirements document on behalf of Jefferson County.

Completion of System DesignThe System Design should include all components of the system, including but not limited to core system components, third-party applications, and external interfaces which includes consideration of (EDMS) Electronic Document Management System/Imaging using the FileNet/P8 Imaging Repository, Geographical Information System (GIS) or Spatial Resource Planning (SRP).

Completion of Detailed Conversion PlanA detailed Conversion Plan should be formulated and documented for the project. The plan will include a detailed description of the conversion methodology and process, a description of the process for keeping new and old systems synchronized, a description of any parallel processing supported, and a description of the quality assurance process to assure that all transactions and records have been converted correctly and fully.

Detailed Implementation PlanThe Bidder shall provide a complete plan of all activities to meet the project requirements including: detailed requirements document; system design; software installation and configuration; additional development (to meet custom requirements); user, administrator and developer training; testing; and conversion. The plan should include staffing and hours to complete. This plan shall be maintained by the Bidder throughout the life of the project and will be reviewed at weekly meetings with the County and the successful Bidder. The plan must detail all resources (County and Implementer) required by the successful Bidder for proper implementation of the Jefferson County ERP project.

Installation and Configuration of Proposed ERP Software All ERP software for the development, training, test environment and production environment must be installed and configured on recommended hardware in a location designated by Jefferson County. Refer to Software RFP 029-05. The successful Bidder will coordinate with and provide mentoring to the Jefferson County IT department DBA and the Jefferson County System Administrators while doing the production and test installations. The successful Bidder will work with and mentor user groups and Information Technology staff to prepare detailed specifications for configuration of the new system. All of the successful Bidder’s implementation team members must have participated in successful implementations with SAP in other public sector implementations.

SECTION 11: DELIVERABLES (cont’d) Completion of System Test

The successful Bidder along with the Jefferson County ERP Project Team will prepare a written test plan designed to demonstrate the successful operation of


the system. System testing to ensure that the ERP system is functioning and processing the data correctly in the designated areas must be performed and documented by the Bidder and the user departments. Tests to be performed include end-to-end application testing, stress tests, performance tests to assure that the solution will meet performance requirements under expected user loads, backup and recovery testing and installation testing. End users will participate in the end-to-end application testing. The JEFFERSON COUNTY Project Manager will sign off successful completion of the System Test.

Completion of TrainingThe successful Bidder should provide a training plan, training for users, administrators and development personnel. This training may be a combination of standard courses and customized implementation-specific training. Jefferson County has a training center and personnel to be utilized for the applicable training. Emphasis will be placed on using the County’s staff as trainers to ensure continuity over the long-term. Sample course outlines and schedules must be provided. Also, the system must have a complete set of system and user documentation, which must be approved by Jefferson County. Training will not be conducted without system and user manuals.

Commencement of User Acceptance Test (UAT)The User Acceptance Test will consist of using the system for a period of sixty (60) calendar days of continuous operation, at a 99-percent uptime level, between the hours of 7:00 a.m. and 5:00 p.m., Monday through Friday, with no more than one (1) major, nor more than five (5) minor problems, during the 60-calendar-day period. Major problems are defined as system problems affecting transaction accuracy, timeliness and system performance. Minor problems are defined as all others. Should the limitations for major or minor problems be exceeded during the 60-calendar-day period, the Acceptance Test would be restarted for another 60-calendar-day period.

Acceptance of the System by UsersAfter successful completion of the UAT, the system will be turned over to the users for production use.

Completion of the Conversion ProcessThe Successful bidder will perform complete verification and certification checks to ensure successful conversion and will provide audit trail of records processed. Conversion process is successfully complete upon verification of the conversion of all County data.

SECTION 11: DELIVERABLES (cont’d)

Staffing PlanProvide a detailed project team structure to be applied to this effort, including Implementer, Jefferson County and other project team members necessary for the successful implementation of this project.


END OF SECTION 11

SECTION 12: PRICING PROPOSAL12.1 PRICE Sealed bid pricing shall be submitted UNDER SEPARATE COVER, using the cost sheets in Appendix F and must be a fixed firm price (itemized) and must include the following:

Cost for project management and professional services Cost for license of 3rd party software necessary for implementation Cost for data conversion, migration and data warehousing Total cost to implement Any special payment options or plans you are willing to offer


12.2 COSTS ASSOCIATED with EACH ACTIVITY All cost components must be stated in the Project Cost Sheet including all costs related to the successful implementation of the SAP/Pension Gold ERP Software solution. Failure to do so may result in Proposal being rejected as non-responsive. The Bidder may include further descriptions of the project cost items on separate page(s) to be attached to the Project Cost Sheet (Appendix F).The Bidder’s costs shall include all compensation for sub consultants, agents, supervision, labor, materials, equipment, reimbursable expenses, third-party products and services, insurance, fees, honoraria, gratuities, travel, other overhead and profit.The costs detailed on the Project Cost Sheet must be firm-fixed price for your proposal which you must guarantee for no less than six months. The County intends to use a payment structure that is based on milestones and/or deliverables for the project.

12.3 PAY RATE for IMPLEMENTER’S EMPLOYEES Bidder must attach the hourly rate for all roles of employees who will work on this Project, including their estimated hours. This information may be necessary in the event there is a need for CHANGE ORDERS which will involve these individuals.

12.4 PRICING AMENDMENT If, after demonstrations by the shortlist Bidder(s), the County feels that a service/feature is required, the County has the option to request that each shortlist Bidder submit an amended price that reflects the additional service/feature required by the County. The service/feature shall not alter the overall scope of the original RFP, but will clarify/enhance the requirements of the County.

SECTION 12: PRICING PROPOSAL (cont’d)

12.5 CLARIFICATIONS/DISCUSSIONS/ DEMONSTRATIONS: The Jefferson County Commission reserves the right to request pricing proposal clarifications, conduct discussions or require demonstrations of any or all Bidders prior to selection. The County will not be liable for any costs incurred by the Bidder in connection with such clarifications, discussions or demonstrations (i.e. travel, accommodations, etc.)

12.6 RIGHTS TO THE PROPOSAL DOCUMENT All copies and contents of any proposal, attachment, and explanation submitted in response to this RFP, except copyrighted material, shall become the property of the Jefferson County Commission. All copyrighted material must be clearly marked to reflect its copyrighted status. The Bidder shall hold harmless and indemnify the County and its officials and employees from any claims arising from the release of copyrighted or


proprietary information not clearly designated as such by the Bidder. Cashier’s Checks are excluded from the foregoing.

12.7 PROPRIETARY DOCUMENTS Any documents considered proprietary by the Bidder must be clearly marked as proprietary. Documents will be handled in compliance with the rules of Jefferson County Commission and the Bid Laws of the State of Alabama.

END OF SECTION 12SECTION 13: DATA CONVERSION13.1 DATA CONVERSION It is anticipated that minimal data conversion will occur when migrating to the new application. The successful Bidder is expected to assist the County in the conversion of both electronic and manual data to the new system. It is expected that the County will be responsible for data extraction from current systems and data scrubbing and data pre-processing and that the successful Bidder will be responsible for overall data conversion coordination, definition of file layouts, and data import and validation into the new system. Bidder must provide a plan of how conversion of current data will be handled in modules where requested, to include:

Testing environment The estimated number of hours required for conversion Cost for conversion, based on previous comparable projects.

Vendor must also provide an audit of all data converted (Appendix D)

13.2 PURPOSE SAP implementer must develop and mutually agree upon a conversion plan with the County’s Implementation team. The County and the successful bidder must create a method for auditing the conversion data. These steps would be completed on a test


environment of the SAP system and once the County accepts the test system the process would be repeated with the production environment.

13.2.1 Team responsibilities of Jefferson County and Implementer:

1. Develop mappings for data to be converted (Show mapping from mainframe or other County application to SAP tables.)

2. Develop a sub-project plan and documentation outlining the conversion process.3. Develop mutually agreed upon counts and audit trails for conversion.

a. The County will develop these audits when extracting the data for conversion and will not release the actual details.

b. Vendor will develop these audits when converting and report to the County what their counts and details are from their conversion process.

c. The County will compare audits to see if there are any issues before loading data.

4. Import data and validate each system using reports, row counts and random searches. User need to be involved in verifying reports and validity of data.

5. Run applicable reports in SAP, compare balances, etc. as needed after data is converted.

13.2.2 JCC Responsibilities: 6. Generate reports from County applications that must show balances, etc. after

converted.

SECTION 13: DATA CONVERSION (cont’d)7. Generate scripts to extract data from appropriate mainframe or other County

application tables into a file formatted in accordance with the mappings developed in step 2.a.

8. Develop row counts and other mutually agreed upon audit trails as data is extracted for conversion.

9. After vendor releases the test system conversion, IT and users will verify the data and audit details for accuracy.

10. Users will take a random sample for verifying quality of converted data.13.2.3 Implementer Responsibilities:

11. Prepare imports for SAP from the mainframe and other systems data provided by the County.

12. Convert County data according to mapping13. Show number of rows imported into each table and other mutually agreed upon

audit trails for the conversion.14. Import a set of data into County test system first.15. Generate exception report showing what data could not be imported and why.16. Do random searches of data to verify data quality and accuracy. 17. Correct errors until import is clean.


13.3 Finance Department Records A new general ledger account structure will be implemented. The new structure will be developed jointly by the Vendor and Jefferson County.

13.4 HR, Payroll and Pension Records A "data warehouse" of history is required for HR, Payroll and Pension. The history is not optional since the County is required by law to maintain and provide the historical information for the Pension system.

Personnel Actions, individual employee earnings and deductions by pay period, leave usage, pension payments and contributions must be converted/migrated to a data warehouse with an interface from the new SAP system to update the data warehouse at go live.

The General Retirement System for the Employees of Jefferson County was established in 1965 by Alabama Act 497. Any changes made to the Pension system must be passed by the Alabama Legislation. Other than what is mentioned above and required by Law, Jefferson County intends to hold data conversion to the minimum necessary. Table structures will be provided at a later date.

SECTION 13: DATA CONVERSION (cont’d)13.5 Optional Additional Data Conversion:

Pricing Sheet must include the following areas of optional data conversion1. Fixed Asset Register2. Human Resources - Employee Records3. Human Resources – Employee Leave Balances4. Payroll W-2 Information

5. Accounts Payable 1099 Information6. Utilities Billing Customer Files and Outstanding Customer Bills7. Utilities Billing History

Jefferson County will provide flat file extracts of existing data. It is the bidder’s responsibility to convert that data and import into the database.

Bidders must give a detailed description of their “best practice” data conversion process. The description must include:

Data files - Describe how all the files will be converted to the form required by the selected software (e.g., through software conversion aids/utility programs, custom software, the actual conversion procedures, etc.).


END OF SECTION 13SECTION 14: IMPLEMENTATION PLAN

14.1 CUSTOMIZATION In order to follow the directive of the County Commission, customization will only occur when dictated by law. Therefore, user departments will conform to best business practices for all functions. Consequently, the Successful bidder shall provide direction in the use of accepted current business practices to each department. The Project Management Team will work with the Successful bidder, the user and the Commission when and if requests for customization arise. By review of RFP 029-05 and pre-proposal questioning, each Bidder is charged with the responsibility to be familiar enough with each module’s functions to determine the extent of customization that will be required and include that pricing in their bid response.

14.2 SYSTEM MIGRATION STRATEGY The County’s preference is to minimize the number of temporary interfaces by coordinating concurrent go-live dates for dependent/related modules whenever possible. The County realizes that migrating applications from the existing systems will require care and detailed planning. The known interfaces have been identified by the County (Appendix E). Bidders must recommend the proposed phasing, including but not limited to, temporary interfaces required. The Bidder’s proposed implementation schedule shall include any recommended “live” dates that are time-sensitive. A detailed implementation plan and schedule for the migration from the existing applications to the SAP ERP system is required in the Bidder’s Statement of Work, in Section 7.

14.3 SYSTEM and OPERATIONAL PROCEDURE DEVELOPMENTThe successful Bidder shall work with the County in developing technical support and technical operational procedures to support the system.


14.4 APPLICATION INTEGRATIONThe successful bidder must provide integration to some of Jefferson County’s existing systems. The following table lists the interfaces that are required; further details on each will be provided at a later date.

SECTION 14: IMPLEMENTATION PLANFor budgeting purposes, the bidder’s cost quotation must have each of these interfaces priced separately.

Table 14-1 Interface Listing Integration from Integration to DescriptionHR Position Control (legacy) Adds, changes, and

deletions in the new system must be written to legacy

HR Personnel (legacy) New hires, transfers, terminations, etc. must be written to legacy

Payroll (legacy) General Ledger Payments made thru the legacy payroll application must be posted to the new General Ledger application

Fuel Cost/Parts Cost General Ledger Fleet Management application produces a list of county vehicle fuel transactions that must be posted to the accounts of the departments that own/use the vehicles.

Phone Billing (legacy) General Ledger The County receives a file from Bellsouth and cell phone companies that contains phone bills listed by phone number. The legacy system produces a list of charges by department that must be posted to general ledger accounts.

Payroll's Salary Forecast

Budget Module Forecast is done on current and vacant positions and all fringe benefits.

Board of Registrars Voucher Module Poll Workers receive


Accounts Payable Checks.Cooper Green Hospital General Ledger/Revenue/Expenditure Tape is received each month

with balance sheet totals.

14.5 ACCEPTANCE TESTING On-site Acceptance Testing will include appropriate vendor and County staff, and will occur at a time agreeable to both parties. System acceptance tests will exercise all system components according to the testing plan submitted with the vendor’s Statement of Work. (SOW). Each Bidder must describe their policies relative to testing and acceptance. The successful Bidder must assist the County in navigating and thoroughly testing the SAP/Pension Gold ERP System. The successful Bidder must provide the County with appropriate documentation that includes all functions, features, browsers, and methods. Help files shall also be included with the product and tested for content and version number as well.

SECTION 14: IMPLEMENTATION PLAN

14.6 FINAL ACCEPTANCE Final acceptance of the software will not be made until the software has been delivered, placed in operation, tested by the County, and has provided full functionality in the conduct of customary data processing, development and permitting activities for sixty (60) calendar days. Successful access and retrieval of converted records shall be included in the criteria of acceptance.


END OF SECTION 14