WAM v2 Upgrade: Readiness Assessment & Pre-Implementation … · 2017-02-27 · REQUEST FOR PROPOSALS The Madison Metropolitan Sewerage District requests proposals for WAM v2 Upgrade:

REQUEST FOR PROPOSALS

The Madison Metropolitan Sewerage District requests proposals for

WAM v2 Upgrade:

Readiness Assessment & Pre-Implementation Plan

PROPOSAL

The Madison Metropolitan Sewerage District (MMSD) is soliciting proposals for an Oracle Work and Asset Management Version 2 (WAM v2) Upgrade Pre-Implementation Plan & Readiness Assessment. These proposals should include information on services provided, scope, process, schedule and detailed costs The Madison Metropolitan Sewerage District intends to fund the services provided under the contract that will result from this Request for Proposal (RFP) using money from the District’s 2017 and 2018 budget. Total funds available for the two year time period are not to exceed $100,000.00. The Madison Metropolitan Sewerage District encourages DBEs, including MBEs and WBEs, to submit a proposal. MMSD understands that proposers may have questions that cannot be answered by the information contained within this RFP. Proposers are urged to meet with District staff (in person or via teleconference) in advance of submitting proposal documents. Proposers are also welcome to contact the MMSD Project Manager, Amy Bublitz ([email protected]) via email with specific questions. The deadline for question submittals is by 3:00pm CST on March 10, 2017. Any responses to inquiries that would be relevant to proposers and/or our requirements will be distributed by March 17, 2017 by email to all firms that submit a Transmittal Letter.

PROPOSAL SUBMITTAL DEADLINE: No Later Than March 31, 2017 @ 3:00 p.m. CDT

The Madison Metropolitan Sewerage District reserves the right to reject any or all proposals in part or full for any reason.

NO LATE PROPOSALS WILL BE ACCEPTED FOR ANY REASON WHATSOEVER

Please submit proposals via email to:

Amy Bublitz [email protected]

Email shall clearly state in the subject line that you are sending a proposal for:

WAM v2 Upgrade Readiness Assessment & Pre-Implementation Plan

mailto:[email protected]

mailto:[email protected]

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WAM v2 Assessment and Pre-Implementation Plan

02/22/17

Table of Contents

SECTION I: GENERAL INFORMATION, OBJECTIVE, REQUIREMENTS ................................... 4

1 GENERAL .............................................................................................................................................. 4

1.1 INTRODUCTION ................................................................................................................................... 4 1.2 BACKGROUND .................................................................................................................................... 4

2 OBJECTIVE ........................................................................................................................................... 4

3 PROJECT REQUIREMENTS .............................................................................................................. 5

3.1 REQUIREMENTS FOR PHASE 1, 2017:.................................................................................................. 5 3.1.1 Technology Assessment .............................................................................................................. 5 3.1.2 WAM v2 Implementation Estimated Costs ................................................................................. 6

3.2 REQUIREMENTS FOR PHASE 2, 2018:.................................................................................................. 6 3.2.1 Functional Requirements ............................................................................................................. 6 3.2.2 Reports ......................................................................................................................................... 7

3.3 WAM V2 IMPLEMENTATION RFP REQUIREMENTS ............................................................................ 8

4 CONFLICT OF INTEREST ................................................................................................................. 8

5 REMOVING CONTRACTOR EMPLOYEE FOR MISCONDUCT OR SECURITY REASONS 8

6 KICK-OFF MEETING .......................................................................................................................... 8

7 MMSD PROVIDED RESOURCES ...................................................................................................... 8

7.1 MMSD FURNISHED DATA.................................................................................................................. 8 7.2 MMSD INVOLVEMENT ....................................................................................................................... 8

8 GENERAL REQUIREMENTS ............................................................................................................. 9

8.1 PROJECT MANAGEMENT .................................................................................................................... 9 8.2 DISCOVERY WORKSHOPS ................................................................................................................... 9

9 DELIVERIES.......................................................................................................................................... 9

9.1 PLACE OF PERFORMANCE ................................................................................................................... 9 9.2 PERIOD OF PERFORMANCE ................................................................................................................. 9 9.3 TRAVEL .............................................................................................................................................. 10 9.4 REPORTS AND DELIVERABLES ........................................................................................................... 10

10 WORK TASK TABLE ........................................................................................................................... 11

11 DISTRICT HOLIDAYS ......................................................................................................................... 11

SECTION II: INSTRUCTIONS, CONDITIONS AND NOTICES ......................................................... 12

1 PROPOSAL SUBMISSION .................................................................................................................. 12

1.1 PROJECT TIMELINE & EVENTS ........................................................................................................... 12 1.2 DEADLINE FOR SUBMITTING PROPOSALS .......................................................................................... 12 1.3 TRANSMITTAL LETTER ....................................................................................................................... 13 1.4 SUBMITTAL REQUIREMENTS .............................................................................................................. 13

1.4.1 Electronic submittal ..................................................................................................................... 13 1.4.2 Company Information and Qualifications ................................................................................... 13 1.4.3 Team Qualifications .................................................................................................................... 14 1.4.4 Past Performance Project Summaries .......................................................................................... 14 1.4.5 Work Approach and Schedule ..................................................................................................... 14

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1.4.6 Cost Proposal ............................................................................................................................... 14 1.4.7 Reference Reviews ...................................................................................................................... 14 1.4.8 Proposer History .......................................................................................................................... 14 1.4.9 Statement of Proposal Life .......................................................................................................... 14 1.4.10 Statement of Intent....................................................................................................................... 14

2 PROPOSAL EVALUATION AND INTERVIEWS ............................................................................ 14

2.1 PROPOSAL EVALUATION: ................................................................................................................... 15 2.2 INTERVIEWS ....................................................................................................................................... 16

3 ADDITIONAL PROVISIONS .............................................................................................................. 16

3.1 REVISION TO RFP ............................................................................................................................... 16 3.2 USE, DISCLOSURE, AND CONFIDENTIALITY OF INFORMATION .......................................................... 16 3.3 ERRORS IN PROPOSALS....................................................................................................................... 16 3.4 PROPOSER EXPENSES ......................................................................................................................... 16 3.5 PROPOSAL WITHDRAWAL & MODIFICATION ..................................................................................... 17 3.6 PROFESSIONAL SERVICES CONTRACT ................................................................................................ 17 3.7 EXCLUSIONS ....................................................................................................................................... 17 3.8 PURCHASE ORDERS ............................................................................................................................ 17 3.9 TAXES ................................................................................................................................................. 17 3.10 USE OF DISTRICT’S NAME .................................................................................................................. 17 3.11 INCORPORATED BY REFERENCE ......................................................................................................... 17

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SECTION I: General Information, Objective, Requirements

1 General

1.1 Introduction The Madison Metropolitan Sewerage District (MMSD or the District) is a municipal corporation created for the purpose of collecting and treating wastewater from the Madison metropolitan area. MMSD provides service to 5 cities, seven villages and 28 sanitary/utility districts. MMSD has a service area of about 180 square miles with a population of over 340,000 people. MMSD owns 96 miles of gravity interceptor sewer, 32 miles of force main, and 18 regional pumping stations. Each municipality within the MMSD area owns and operates their own sewer collection system, which ultimately feeds into MMSD's facilities. All wastewater collected within the MMSD service area is treated at the Nine Springs Wastewater Treatment Plant (NSWWTP). The District employs 100 people and is governed by a 9-member Board of Commissioners appointed by the communities we serve.

1.2 Background Oracle’s Work and Asset Management (WAM) system has been the District’s enterprise business application for asset management, maintenance work management, timekeeping, invoicing, and purchasing since 1997. In 2014 Oracle announced they were developing a new version (WAM v2) that would involve significant changes to WAM. The changes will be evident to MMSD staff in the ‘look and feel’ and how it is utilized, administered, managed, and supported. Oracle has scheduled support for the current version, WAM 1.9, to end in 2021. Based on this timeline MMSD is in the beginning stages of planning to upgrade before support ends on WAM 1.9. Planning, testing, IT infrastructure, training and budget concerns all play a part in the timeline for the upgrade. The District’s first step towards the upgrade is to have a readiness assessment and pre-implementation plan completed. This will provide us with the information to determine the roadmap, technical implications, what time will need to be allocated to various departments for testing and training and any additional training needed to administer WAM v2.

2 Objective

The District is seeking a qualified vendor with working knowledge and experience of WAM and Oracle to provide an assessment of the MMSD’s WAM system, configuration, usage and data. The assessment and pre-implementation plan will provide a roadmap towards the upgrade and a pre-implementation plan that outlines the steps needed to ensure cost-effective infrastructure, conversion of business processes, and data integrity in WAM v2. In particular, the District seeks to address the following issues, with details outlined below in the Project Requirements section:

- To what degree does WAM v2 support the existing business processes, including, but not limited to asset register, maintenance work management, timekeeping, invoicing and purchasing? Are there significant functionality gaps?

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- What barriers or issues should the District anticipate based on the current configuration, data structure, data usage patterns that would make a transition to the new version difficult?

- What functionality does WAM v2 offer that would provide opportunities for business process improvements?

- What hosting and technical support solution would maximize the District’s resources (hardware and software support, as well as operational staff time, effort and training requirements) over time?

3 Project Requirements

3.1 Requirements for Phase 1, 2017:

3.1.1 Technology Assessment

Evaluation of Hosting Solutions. Both internal and cloud hosting solutions will be evaluated. Note that this evaluation should reflect analysis, resources, and costs for the hosting of 1 production and 2 test environments. MMSD needs enough information to assist us with determining which option (or possibly combination of options) would be most cost effective given the resources MMSD has available to support WAM v2. MMSD understands that pricing will change depending on when we implement WAM v2.

o Internal. The contractor will review and evaluate our current hardware, network resources, and licensing, and then determine what updates and changes will need to be made for internally hosting WAM v2. Costs associated with the changes will be included in the assessment based on the pricing model specific to MMSD. Deployment Strategy Requirements. On December 12, 2016, Oracle informed MMSD

that Windows Server is no longer a certified deployment option for Oracle WAM. If hosted internally, WAM v2 would be installed on Unix/Linux or Solaris servers. MMSD currently hosts WAM on Windows servers. The contractor will provide information on what additional costs and time will be involved using the Unix/Linux or Solaris deployment options. This needs to take into account both initial and on-going costs.

o Cloud. The assessment will evaluate the cloud options for MMSD and determine which solution would be most cost effective.

o Licensing Evaluation. The assessment will evaluate and compare licensing costs for both in-house and cloud hosted solutions. These comparisons should include initial costs and subsequent costs for the next 4 years. The consultant will need to evaluate costs using the pricing model that reflects licensing specific to MMSD as these are significantly different from listed commercial costs. Additionally, these costs will need to reflect any cost-reduction benefit that would be received from the conversion of current licenses during the upgrade process.

IT Infrastructure. The contractor shall review the District’s network infrastructure, data center hardware, and desktop hardware, and make recommendations as to what changes will be necessary for WAM v2. Note that these recommendations will be different for internal and cloud hosted solutions; this analysis should include both options.

Support Staff. An evaluation of the MMSD staff resources – both costs and hours – needed to support WAM v2 must be included. A comparison of those resources for both the internal and cloud solutions must be part of this evaluation. Staff considered shall include (but is not limited to)

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those responsible for the WAM administration, network administration, database administration, report development, interface development, helpdesk, training, and on-going documentation.

Interfaces. MMSD has multiple interfaces with WAM. The assessment should include a review of these interfaces and provide information on what changes will need to be made for interfacing with WAM v2. The assessment shall include an estimate of time, cost and resources needed to setup these interfaces in both an on-premise and cloud hosted WAM v2 environment.

o Attachment 1 provides a diagram and table that describe the interfaces MMSD has with its current WAM implementation.

Ongoing support costs. The assessment will include information regarding what MMSD will need

to budget for the next 5 years for the support of WAM v2. Total Cost of Ownership should be

identified as it relates to both a cloud implementation and an in-house implementation.

Database analysis. The District will need to know what level of effort it will it take to bring the

database to a state of readiness for conversion. This should include: a listing of tasks with

estimated time, equipment purchases, analysis tools needed, training time, and an estimate of

hours for key staff and/or consultants, and the associated costs.

3.1.2 WAM v2 Implementation Estimated Costs MMSD requests that the contractor provide a rough estimate of the total costs to upgrade to WAM v2. These costs are needed for our 5 year financial plan. Costs can be a rough estimate and can be given as a range instead of a single dollar value. The estimate will include costs for what is detailed in Phase 1 and 2 requirements and any additional costs that may be anticipated based on existing work being done on upgrades to WAM v2 by other utilities.

3.2 Requirements for Phase 2, 2018:

3.2.1 Functional Requirements In addition to a review of existing documentation on functionality, applicable data and reports analysis, it is expected that the contractor will conduct workshops or discovery sessions with MMSD staff to become familiar with the current uses of WAM. These sessions should focus on what functions are required, what is missing that could be available in WAM v2, and to obtain an overview of the business processes related to WAM functions at MMSD.

At a minimum, the MMSD business processes that use the following WAM modules need to be covered:

Timekeeping Maintenance work orders (PM’s, BOM’s, Specifications) Purchasing (including Storeroom and Catalog) Invoicing Asset register

The complete list of modules used at MMSD is listed in Attachment 2 – WAM Current State, page 6-9.

Examples with detail information about some specific business processes that will need to be addressed in the assessment are outlined in Attachment 3.

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The functional requirements listed below provide direction and details on what will need to be reported.

New Functionality. o Based on the existing inventory knowledge of the business processes WAM currently

supports at the District, the vendor will provide a basic level of training/demonstration on what the possibilities are in the WAM v2 version beyond what is currently used. During discovery sessions, end users will then identify functions that would be useful in business improvement efforts. New functionality that is of interest to MMSD staff will be recorded in the final report.

o Discovery should also include discussions with staff to help identify improvements that they want to see in WAM. These improvements and recommendations for improvement should be documented.

GIS. MMSD will begin transitioning to an ESRI-based GIS in late 2017. The assessment report must

include an approach that MMSD can use for implementing WAM v2 so that we can incorporate the

GIS platform in the future.

Gap analysis. During the discovery sessions the contractor will need to look at MMSD’s business

processes and determine what gaps there are in relation to the functionality of WAM v2. Gap

analysis will provide information on what we need to do to get ready for the upgrade as well as

potential for changing our business processes to be more efficient when using WAM v2.

Analysis of Data Quality, Standards, and Integrity It is assumed that there will be some notable

changes in the database structures of WAM v2. As we reformat our data for import into those

structures, MMSD would like to take advantage of that transition time to improve the quality,

consistency, and integrity of our data. This would include data cleansing, establishing standard

procedures for data entry/QC, recommendations for ongoing data checking routines,

documentation of applicable data quality standards, and any other recommendations that would

assist MMSD in maintaining a high level of data quality in WAM v2. The assessment report should

include an evaluation of our data, and then recommendations for data quality improvements. The

cost estimate for the WAM v2 upgrade must include the costs for this work.

Batch Processing. The assessment will need to include how Batch processing setup and

maintenance will change in WAM v2 for MMSD.

Training. The assessment will describe the training required for District staff to move to WAM v2.

Information should be provided that includes training for WAM system administrators, WAM

technical and database support staff, train-the-trainers, and end users. Descriptions of the training

should including estimated cost, training providers, and training location.

3.2.2 Reports

The contractor will review our current custom reports written in Crystal Reports and determine the best path forward in re-writing the queries in WAM v2. The report will provide estimates on time and effort that will be needed for conversion of the reports.

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The assessment report should include a listing of Business Intelligence (BI) Tools available to use

with WAM v2. This listing should include toolset name, estimated cost, on-going 5 year costs,

implementation cost, description of typical users, and training costs. Tools that seem particularly

appropriate for MMSD should be noted.

3.3 WAM v2 Implementation RFP Requirements Once the assessment and pre-implementation plan is completed, MMSD plans to move forward with writing an RFP for the WAM v2 implementation. In order to do this MMSD would like the contractor to provide the following:

Recommendations and options for development of an RFP for an implementation plan.

Information that we can use to frame our WAM v2 project to support planning and budgeting.

Assistance in development of the requirements and qualifications for creation of the

implementation RFP.

4 Conflict of Interest

The Contractor shall not employ any person who is an employee of the District if that employment would, or would appear to, cause a conflict of interest.

5 Removing Contractor Employee for Misconduct or Security Reasons

The District may, at its sole discretion, direct the Contractor to remove any Contractor employee from the project or District facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any task order awarded.

6 Kick-Off Meeting

The Contractor shall schedule a Kick-Off Meeting with the District’s WAM v2 Planning Team. The purpose of the Kick-Off Meeting, which will be led by the Contractor, will be to identify primary points of contact, discuss roles and responsibilities, review the project schedule, and discuss the technical and contracting objectives of this RFP. The District’s preference is for the Kick-Off Meeting to be held in-person at the District’s facility. If this is not feasible the meeting may be held via teleconference.

7 MMSD Provided Resources

7.1 MMSD Furnished Data MMSD will initially provide WAM data to the Contractor for evaluation and assessment. This data will be extracted and provided to the Contractor as needed during the system assessment. Upon completion of the project, the District’s data will be erased from the vendor’s system. The data is only to be used as it is related to the Project no other use of the data is authorized.

7.2 MMSD Involvement

During this project, MMSD staff from various District departments will be involved in workshops, decision-making, data review, and information gathering.

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MMSD will provide the Consultant access to staff, work space, interview rooms, internet access, organizational charts, existing work flow diagrams, existing data flow diagrams, network maps, entity-relationship diagrams, and any other available and applicable documentation.

MMSD Staff will be available to attend and participate in scheduled workshops. This project will be given high priority across the organization.

MMSD Staff will provide assistance to the Consultant in evaluation, analysis, and possible recommendations associated with this project.

MMSD Information Systems Staff will act as a staff resource for the Consultant to provide access to the appropriate database, network, and infrastructure resources when needed. Remote connection to these resources may involve some restrictions or monitoring due to security policies. In these cases, Staff may recommend alternatives.

8 General Requirements

The Contractor shall provide all reports and final documentation in electronic format with read/write capability using applications that are compatible with Microsoft Office applications. Except as indicated otherwise herein, all drafts, design documents, and the final report shall be delivered in an electronic format.

8.1 Project Management The Contractor shall deliver a project plan identifying detailed tasks, task durations, start and end dates, resource assignments, and expectations for resources from the MMSD. The Contractor shall manage the project and shall provide the District with a bi-weekly written status report during the course of the project. The total project duration will be approximately 12-18 months, with the first phase of the project starting early in 2017 and the second starting in 2018.

8.2 Discovery Workshops During the Discovery Phase of the work, the Contractor will schedule a series of workshops to collaborate with District staff in refining the project requirements. These workshops should also be used to more thoroughly develop an understanding of the current WAM system. It is expected that these workshops would be held in the District’s offices and the Contractor would bring WAM and Oracle knowledge and facilitation experience to those workshop meetings. The workshop discussions will be left to the discretion of the Contractor, but topics should include: technical/system implementation, data management, integrations, asset management, work management, reporting, purchasing, timekeeping and other WAM areas that are necessary as outlined in the Requirements sections 3.1 and 3.2.

9 Deliverables

9.1 Place of Performance The Contractor will generally perform the work under this Scope of Work (SOW) at the Contractor’s facility, though because of the nature of some of the requirements, it will also be necessary to perform some of the work at the District’s facility.

9.2 Period of Performance MMSD expects work to begin on the project soon after the contract is finalized with the vendor. The project outlined in this RFP covers two years, 2017-2018, as outlined below.

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Phase 1, 2017 – Technology Assessment of MMSD infrastructure and assist with identifying the best option for either moving to the cloud or keeping WAM on premise. This phase will also include an estimated cost of a complete upgrade. See Section 3.1 for complete information and requirements.

o Tentative schedule: Completed by December 31, 2017.

It should be noted that a key deliverable of this phase is a rough estimate of the total cost of the WAM upgrade which we would prefer to have before July 1, 2017 for long-range budget planning.

Phase 2, 2018 – Functional Assessment of MMSD’s implementation of WAM, integrations, data, business processes for WAM and identify the roadmap for transitioning to WAM v2. See Section 3.2 for complete information and requirements.

o Tentative schedule: Complete by June 1, 2018 (in time for budget planning for 2019)

Any final revisions to the WAM upgrade cost estimate provided in Phase 1 will need to be included in Phase 2 as a more accurate estimate for budget planning.

9.3 Travel The Contractor may be required to travel to the District Offices in Madison, WI to conduct meetings with WAM subject matter experts. The Contractor will be reimbursed for travel and expenses at cost. Expected travel expenses should be included in the cost information attached to the proposal.

9.4 Reports and Deliverables The Contractor shall provide all deliverables directly to the District’s Project Manager in an electronic version provided in Microsoft Office Word format. Assessment findings to be delivered will include, at the minimum, written reports that include the following items as outlined in the Project Requirements section:

Technology Assessment

Reports Assessment

Functional Assessment

Training needs for WAM v2 requirements

Roadmap for upgrading to WAM v2

The RFP requests costs associated with various aspects of the WAM v2 upgrade. The assessment report written by the contractor will include line items and costs for each requirement that asks for a cost. If there is no specific cost known at the time of the assessment the District requests the contractor estimate the cost to the best of their ability and make a notation stating so. Costs may be provided as a range as the MMSD understands that costs will fluctuate between planning time and pre-implementation/implementation. The District’s Project Manager and other persons designated by the District will review all final deliverables (documents, reports, etc.) to ensure overall compliance with RFP requirements. The District will consider errors, misleading statements, incomplete information, or repetition as deficiencies and the Contractor shall make corrections at no additional cost.

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10 Work Task Table

The table below shows all deliverables for this effort. The Contractor shall provide a schedule for these deliverables and work tasks. The District will review deliverables and provide comments to the Contractor within 10 business days. The Contractor shall return revised deliverables within 5 business days.

Deliverable Description

Project Plan

Kick-Off Meeting

Bi-weekly Status report

Discovery Sessions

Analysis of Findings

Final Written Report

11 District Holidays

New Year's Day 1 January

Martin Luther King's Birthday Third Monday in January

Memorial Day Last Monday in May

Independence Day 4 July

Labor Day First Monday in September

Thanksgiving Day Fourth Thursday in November

Christmas Eve Day 24 December

Christmas Day 25 December

New Year’s Eve Day 31 December

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SECTION II: Instructions, Conditions and Notices

1 Proposal Submission

1.1 Project Timeline & Events The District has established the following tentative timeline for the administration of this project. These dates are subject to amendment at the District’s discretion. Please note that approval by the District’s Commission is required before the contract can be awarded to the selected vendor. RFP Released to Proposer Community February 28, 2017 Transmittal Letter Due March 6, 2017 (email to [email protected]) Final Written Questions Due March 10, 2017 @ 3:00 p.m. CST Response to Written Questions March 17, 2017 Proposals Due March 31, 2017 @ 3:00 p.m. CDT Proposal Interviews May 1, 2 and 4, 2017 Award of contract After the May 25, 2017 Commission meeting Project completion date s Phase I: December 15, 2017

Phase II: June 1, 2018

1.2 Deadline for Submitting Proposals Proposals are to be submitted electronically in MS Word format to Amy Bublitz at the following e-mail address: [email protected]. The Proposer should confirm receipt of an electronic submittal to ensure delivery by the deadline as stated under Section II, 1.1: Proposals Due. The proposal shall not exceed 25 pages, excluding appendices. Proposals shall be received by the District by the deadline. The District will not consider any proposals received after the official deadline. The District will not make any exceptions due to failure or delay of any other delivery service, and Proposers are strongly encouraged to take any steps necessary to ensure that the proposal is received on time. Any specific questions or comments concerning the RFP may be emailed to: [email protected]. Please refer to the Final Written Questions Due date in Section II, 1.1 for when the questions are due and for when responses will be returned. Notification of any addendum will be provided by email to all prospective Proposers in receipt of the original RFP. The addendums will be sent to the Proposers via email. Proposers shall note that only the written answers provided will be binding on the District. These answers shall represent the District’s official position and supersede any previous oral statements made at any time by District staff.

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1.3 Transmittal Letter The Proposer shall first submit a formal transmittal letter on official company letterhead that contains the following: Statement of Interest This statement shall indicate your firm’s general interest and capability to provide an Oracle WAM readiness assessment and pre-implementation plan for WAM v2 that can meet the needs of the District. It shall also include a brief summary of any information that you feel might be especially important to the District. Contact Person Please include the name, title, address, telephone number, and e-mail of the key contact person for any questions regarding your proposal. Signature of Authorized Representative An authorized representative of the Contractor shall sign the Proposal.

1.4 Submittal Requirements 1.4.1 Electronic submittal The Proposer shall submit their RFP response electronically in MS Word format to: [email protected] by the deadline as stated in Section II, 1.1. 1.4.2 Company Information and Qualifications This section shall give a brief overview of the company and provide the following information:

Company name and complete mailing address

Contact Name

Contact Email address

Contact telephone

Type of ownership and parent company

Company Size

Number of years in business

Company’s primary focus

Company’s history If a joint venture or subcontracts are contemplated, provide the same information as above for any subcontractors, and explain their role in the contract. The Proposer shall assume all responsibility for the work, including the work of any subcontractors. Any subcontracting for completing the work of this RFP must be identified in the proposal submittal. In the event that unanticipated subcontracting for services, material, or equipment becomes necessary during the execution of the Contracted Professional Services, this engagement must be approved by the District. Please include any general pre-printed literature regarding your company in this section.

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1.4.3 Team Qualifications Please outline who your project manager and other team members will be. Provide summary of experience and skills of key team members. Include resumes (limited to 2 pages per team member) in an appendix.

1.4.4 Past Performance Project Summaries Please include at least 2 project summaries (no more than 1 page) illustrating your experience with WAM projects in the past. Please provide a summary of any experience your firm has had with WAM v2 assessment and/or implementation preparation.

1.4.5 Work Approach and Schedule Please provide a narrative and illustration, describing how you plan on approaching this project. 1.4.6 Cost Proposal Include a detailed cost proposal showing hours and costs by task and team members. 1.4.7 Reference Reviews Please provide a detailed list of three references that can attest to your expertise and experience in providing the services requested, especially references for which you have performed work similar to what is being requested here and/or work with utilities and/or government entities. This shall include project descriptions, contact names, addresses, phone, and e-mail. Specific references for work with WAM v2 is preferred but not required. 1.4.8 Proposer History The Proposer shall be a “responsible” Proposer that is both ethically and financially in good standing within the industry, as determined by the District. If the Proposer has had a contract terminated for default during the past three (3) years, this fact shall be disclosed in the RFP response along with the Proposer’s position on the matter(s). If the Proposer has experienced no such terminations for default in the past three years, it shall so indicate. 1.4.9 Statement of Proposal Life The proposal shall have a proposal life of at least one hundred eighty (180) days from the date of the RFP due date. This shall represent the time during which the proposal is a firm offer and a contract may be entered into. 1.4.10 Statement of Intent This statement shall indicate that the Proposer agrees, if its Proposal is selected by the District, to enter into a Professional Services Agreement with the District in accordance with the provisions of this RFP and contract documents.

2 Proposal Evaluation and Interviews

MMSD’s WAM v2 Planning Team will evaluate, review, and score the submitted proposals. Team members will also attend and evaluate interviews and participate in the process to select the final consultant. Team members may include:

Project Manager/Business Analyst

Information Systems Manager

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Programmer Analyst

Sustainable Infrastructure Manager

Asset Information Specialist

Maintenance & Reliability Manager

Other key MMSD personnel for the WAM v2 implementation project

2.1 Proposal Evaluation:

The WAM v2 Planning Team will serve as the Evaluation Team for the proposals and interviews.

Each responsive Proposal will go through a preliminary review and evaluation. The proposals will be given a Total Proposal Score that will be determined by adding the following scores established for the respective Proposal:

No more than three potential contractors will be selected for interviews. If more than three proposals are received the above evaluation criteria will be used to select the top three.

Criteria Point Allocation

1. Experience. Includes details about your: length and level of WAM 1.9 and WAM v2 experience; and experience with Oracle database administration, database analysis, data cleansing, and database programming. Also include information on your WAM v2 assessment experience and your abilities to develop and strategize a pre-implementation plan for WAM v2.

0-35

2. Project Approach and Schedule. Detail the method of project delivery and show how you would organize the project and carry out the work. Comment on the capability of your firm to perform the work in a timely manner and meet the proposed schedule.

0-20

3. Project Team. Describe the past experience and technical competence of your firm and the staff that will lead this project to successful completion.

0-15

4. District Involvement. Discuss the method of insuring appropriate interaction with District staff. Focus on your firm’s ability to work with people that have a wide variety of WAM and general technology skill sets. Describe your firm’s ability to communicate complex technical issues to a more general and less technical audience.

0-20

5. Pricing. The proposal pricing is assessed for total estimated cost. MMSD has a limited budget for this project so the proposals that offer higher value will be given stronger consideration. The successful firm is not necessarily the one with the least cost proposal.

0-10

Total 0-100

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2.2 Interviews The interviews will be scored on the same scale as used by the Proposal Evaluation in 2.1.

Interviews will be arranged with potential contractor firms. Dates for the interviews are listed in Section II, 1.1. The District will schedule these interviews with the three firms that are selected. Time slots for individual interviews will be determined by a random selection and availability. Verbal presentations should be no more than 45 minutes and will be followed by up to 30 minutes for questions and answers. Presentations may be organized as you see fit, and may be used to supplement or expand upon any aspects of your written proposal. Contractor firms should highlight aspects of their proposal which differ from the RFP. The MMSD staff will ask directly clarifying questions about the details and implementation of the consultant proposal. The members of the MMSD evaluation committee will have reviewed your written proposal prior to the interview.

3 Additional Provisions

3.1 Revision to RFP The District may modify or amend this RFP at any time. In such an event, the submission deadline may be extended, at the option of the District, to allow Proposers the opportunity to revise their proposals accordingly.

3.2 Use, Disclosure, and Confidentiality of Information The information supplied by a Proposer as part of an RFP response will become the property of the District. Proposals will be available to interested parties in accordance with the Wisconsin Open Records Law. None of the proposal responses will be made available to the public until after negotiation and award of a contract or cancellation of the procurement. To the extent requested by a Proposer and allowed by law, the District will treat trade secrets and confidential financial information as confidential (if designated as confidential and submitted separately in a sealed envelope). The Proposer shall request confidential status before the proposals are opened. If the District believes that information designated as confidential should not be treated as such, the Proposer will be notified and afforded reasonable time to present objections prior to any release of the information. The District will take into consideration the possibility of harm resulting from any disclosure, but reserves the right to make the final determination in accordance with the law. (Note: Pricing information may not be considered confidential.)

3.3 Errors in Proposals Proposers will not be allowed to change or alter their proposals after the deadline for proposal submission. The District reserves the right, however, to correct obvious errors such as math errors in extended pricing (not unit pricing). This type of correction may only be allowed for “obvious” errors such as arithmetic, typographical, or transposition errors. Any such corrections shall be approved by the District and countersigned by the Proposer. Proposers are advised to make sure that their proposals are true and correct.

3.4 Proposer Expenses By submitting a response to this RFP or participating in the process, each Proposer agrees that all of its related expenses are its sole responsibility, and that the District will not be responsible for any costs whatsoever incurred by the Proposer in connection with or resulting from the RFP process, including but not limited to

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costs for preparation/submission of proposals, travel & per diem, attending interviews, providing presentations or demonstrations, and participating in contract negotiation sessions.

3.5 Proposal Withdrawal & Modification The District may allow a Proposer representative, identified in the Transmittal letter, to notify the District’s project manager via email to withdraw the Proposer's proposal prior to submission deadline. A Proposer wishing to modify its proposal may do so by withdrawing the initial submission and then submitting a modified proposal prior to the deadline.

3.6 Professional Services Contract Following the selection of a qualified firm for the work of this RFP and approval from the District’s Commission, the District and the firm will begin a good faith effort to negotiate a Professional Services Contract for the work. The firm will supply the basic contract for the negotiations that will include Terms & Conditions as well as the Scope of Services for performance. Once the contract has been finalized and signed, the contract and language of the RFP cannot change without the Contractor identifying and discussing the specific changes with the District staff.

3.7 Exclusions The Proposer understands that the contract with the District will not include any purchases of hardware or

licensing from the Proposer’s company.

3.8 Purchase Orders The Proposer shall furnish no services, equipment, materials, or labor until a properly executed contract and a purchase order is received from the District.

3.9 Taxes The District is exempt from Federal, State, and Local Taxes and will not be responsible for any such taxes in connection with the award of this contract.

3.10 Use of District’s Name Upon entering an agreement, the successful Contractor agrees not to use the name of the Madison Metropolitan Sewerage District in relation to the agreement in commercial advertising, trade literature, or press releases to the public without the prior written approval of the District.

3.11 Incorporated by Reference This Request for Proposal (RFP) distributed by the District, including any other required terms, will be incorporated by reference, and made a part of any resulting contract, except that any material approved by the District as confidential will not be publicly disclosed.

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ATTACHMENT 1 – Application Connections and Interfaces to WAM Includes the list of applications and utilities designed or setup by MMSD to connect to the WAM

database.

ATTACHMENT 2 – Current State Includes at a minimum current hardware, general internal network description/capacity, database

size, current database version, current licensing details and a list of all WAM modules used at MMSD.

ATTACHMENT 3 – Functional Requirements: Detailed Examples Provides examples of some of the specific business processes that will need to be reviewed for what

impacts WAM v2 will have on them.

Documents

WAM v2 Upgrade: Readiness Assessment & Pre-Implementation … · 2017-02-27 · REQUEST FOR PROPOSALS The Madison Metropolitan Sewerage District requests proposals for WAM v2 Upgrade: