REQUEST FOR PROPOSAL ENTERPRISE RESOURCE PLANNING (ERP ...lakesidefire.net/wp-lksfire/wp-content/uploads/2016/06/Lakeside... · REQUEST FOR PROPOSAL. ENTERPRISE RESOURCE PLANNING

Lakeside Fire Protection District

REQUEST FOR PROPOSAL ENTERPRISE RESOURCE PLANNING (ERP)

SYSTEM and

IMPLEMENTATION SERVICES

Issue Date Wednesday, June 8, 2016

Response Due Date/Time

Friday, July 8, 2016 - 4:00 PM PT

Request for Proposal Final

Lakeside Fire Protection District P a g e | 2

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TABLE OF CONTENTS

1. RFP Overview .................................................................................................................... 4 1.1 Purpose of RFP ........................................................................................................ 4 1.2 Objectives and Scope............................................................................................... 4 1.3 RFP Timeline ........................................................................................................... 5 1.4 RFP Coordinator ...................................................................................................... 6 1.5 Proposal Preparation Costs ...................................................................................... 6 1.6 RFP Amendment and Cancellation ........................................................................... 6 1.7 Questions Pertaining to the RFP .............................................................................. 6 1.8 Intent to Propose ...................................................................................................... 6 1.9 Proposal Submittal ................................................................................................... 7

2. District Overview ................................................................................................................. 7 3. Background/Current Environment ....................................................................................... 9

3.1 Application Context Diagram ...................................................................................10 3.2 Technology Standards .............................................................................................11 3.3 Key Business and Operational Volumes ..................................................................11

4. Project Objectives ..............................................................................................................12 4.1 ERP Requirements Overview ..................................................................................13 4.2 ERP Functional Requirements ................................................................................15 4.3 Optional Requirements ............................................................................................18 4.4 Conversion ..............................................................................................................19

5. Information Submission Requirements ..............................................................................20 5.1 General Instructions ................................................................................................20 5.2 Proposal Format ......................................................................................................20

6. Proposal Evaluation ...........................................................................................................26 7. General Notices .................................................................................................................27

7.1 General Information/Requirements ..........................................................................27 Appendix A – District Professional Services Agreement & Insurance Requirements .................32 Appendix B – Response Requirements Template .....................................................................39 Appendix C – Mandatory Pricing Sheets ...................................................................................40



1. RFP Overview

1.1 Purpose of RFP The purpose of this RFP is to solicit responses from qualified vendors offering the functionality and features identified to replace the Lakeside Fire Protection Districts’ (District) current financial management system. The District seeks a qualified firm (Proposer) with the experience, expertise, and qualifications to provide a fully integrated, proven, state-of-the-art solution. The District will be expecting the selected vendor to provide the associated professional services necessary to complete the implementation. The District will complete a fair and thorough evaluation of vendor responses to this RFP.

1.2 Objectives and Scope The District seeks to replace its existing system with a proven, commercial-off-the-shelf (COTS) Enterprise Resource Planning (ERP) system. The District’s goals are to gain efficiencies and to update existing processes by automating procedures; improving the timeliness, accuracy, and consistency of information; improving accessibility to accounting data; improving internal operations; and eliminating shadow systems. The District is interested in a single solution (delivered by a single vendor) that provides all of the functionality identified below and provides the ability to interface with other District systems in the future. A high-level overview of the required functionality is provided in RFP Section 4 and detailed requirements are located in RFP Appendix B. The District is interested in a future system that provides the following integrated functionality:

General Ledger Budget Project Accounting/CIP

Management Procurement Accounts Payable

Asset Management Human Resources Reporting Cross-Module Features (e.g. System Audit

and Security, Forms and Workflow, Interface Support, and Document Access)

In addition to the requirements listed above, the District is seeking information from Proposers regarding the following “optional requirements:”

Payroll - The District is currently using Paychex, but is open to change to a single solution if cost benefits are realized

Treasury Management - The District is interested in understanding the Proposers ability to assist in investment management

Requests for Service - The District is interested in an internal way to track and manage requests for maintenance services

Additional, high-level information regarding these requirements is provided in RFP Section 4, while the detailed requirements are located in RFP Appendix B.

In addition to the software functionality identified above, the District is seeking a Proposer to provide professional services that will ensure a successful implementation. The proposer’s professional services should include the following:

Project Management



Software Installation and Configuration Business Process Review and Redesign Training Documentation Conversion Services Ongoing Software Maintenance and Support

1.3 RFP Timeline Table 1 presents the RFP timeline.

Table 1 – RFP Timeline

RFP EVENT DATE/TIME

District Issues RFP June 8, 2016 Intent to Propose Submitted (Recommended) June 17, 2016 Deadline for Proposer Questions June 27, 2016 Deadline for District to Respond to All Questions June 30, 2016 Deadline for Proposal Submissions July 8, 2016, 4:00 PM PT District Completes Evaluations July 11 to July 22, 2016 Finalist(s) Notified & Proof of Capabilities (POC) Packet Provided August 1, 2016 POC Sessions August 15 to 19, 2016 Finalist Due Diligence August 22 to 26, 2016 Select Best Fit Vendor August 26, 2016 Begin Contract Negotiations September 5, 2016 District Board Approval and Award of Contract October 2016

Please note the District might request that Proposers clarify the capabilities of their solutions through follow-up conversations, emails, or limited remote demonstrations of solution functionality (e.g. GoToMeeting, WebEx, etc.) prior to formal POC and or selection.

Proposers should be aware that finalist(s) will be required to participate in a minimum of two or more days of scripted POC sessions to allow staff to fully understand the proposed solution. The sessions will be attended by District subject matter experts, focus on the functions deemed most critical to the District, and will consist of vendors working through scenarios provided by the District. The POC is not intended to be a generic demonstration of the application. Rather, it is designed to address specific product functionality concerns and processes the District considers unique to its operation. Proposers must be prepared to invest the time and resources necessary to complete a successful POC in order to be considered for final selection.

The District reserves the right, at its sole discretion, to adjust the timeline as it deems necessary. Notification of any adjustment will be provided to all Proposers who comply with RFP Section 1.8.



1.4 RFP Coordinator All communications concerning this RFP must be submitted via email to the RFP Coordinator identified below. The RFP Coordinator will be the sole point of contact for this RFP.

Robert Schiwitz Administrative Services Manager Lakeside Fire Protection District 12216 Lakeside Avenue Lakeside, CA 92040

619-390-2350 Ext. 05

[email protected]

Proposer contact with anyone else in the District is expressly forbidden and may result in disqualification of the Proposer’s bid.

1.5 Proposal Preparation Costs The District will not pay any costs associated with the preparation, submittal, or presentation of any proposal response.

1.6 RFP Amendment and Cancellation The District reserves the unilateral right to amend this RFP in writing at any time. The District also reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued, it will be provided to all Proposers complying with RFP Section 1.8.

1.7 Questions Pertaining to the RFP Specific questions concerning the RFP should be submitted via e-mail to the RFP Coordinator identified in RFP Section 1.4 by the date identified in RFP Section 1.3. Proposer questions should clearly identify the relevant section of the RFP and page number(s) related to the question being asked.

Copies of all questions and the District’s responses will be emailed to all Proposers complying with RFP Section 1.8.

1.8 Intent to Propose Each Proposer who plans to submit a proposal should register by email with the RFP Project Coordinator identified in RFP Section 1.4 by the date indicated in RFP Section 1.3. The email should indicate the Proposer's intent to respond to this RFP. The email should include:

Proposer name Name and title of Proposer main contact Proposer address, telephone number, facsimile number, and email address

Submittal of the "Intent to Propose" email is highly recommended and necessary to ensure receipt of RFP amendments, responses to vendor questions, and other communications regarding the RFP. The Intent to Propose is not intended to bind Proposers to submitting a proposal.

mailto:[email protected]



1.9 Proposal Submittal Proposals must be submitted no later than the date identified in RFP Section 1.3. Proposers assume the risk of the method of delivery chosen. The District assumes no responsibility for delays caused by any delivery service. A Proposer's failure to submit a proposal before the deadline may cause the proposal to be disqualified.

Proposers must submit the following in a sealed package:

One (1) original, signed master RFP response Four (4) copies of the RFP Response One (1) redacted copy of the RFP Response for public requests for

information; this copy should be clearly identified and should NOT contain any proprietary or confidential information

Four (4) copies of the Pricing Response under separate cover One (1) electronic copy of the Pricing Response in Excel format Two (2) electronic copies (a single .pdf file containing all submitted material is

strongly encouraged), one file comprising the complete RFP response and one comprising the redacted RFP response

The package should be clearly labeled as follows:

Attention: Robert Schiwitz Response for ERP and Implementation Services Name of Proposer Proposer’s Address Proposer’s Contact Person Proposer’s Telephone Number

The proposal package should be mailed, couriered, or hand delivered to the following: Lakeside Fire Protection District ATT: Robert Schiwitz Administrative Services Manager ERP and Implementation Services 12216 Lakeside Avenue Lakeside, CA 92040 All proposals must be received before 4:00 PM PT at the above address on the date indicated in RFP Section 1.3. Proposals received after this date and time may be returned unopened. Postmarks will not be accepted as proof of receipt.

2. District Overview

The Lakeside Fire Protection District is located in north San Diego County and the District serves over 60,000 residents living in the communities of Lakeside, Eucalyptus Hills, Moreno, Winter Gardens, Lakeview, Johnstown, Blossom Valley, Flinn Springs, Pepper Dr., and other areas of unincorporated El Cajon. The service area is primarily suburban



residential, but also has several core commercial zones, some light industry, and many rural/agricultural properties. The District also has a significant wildland/urban interface. The District is proud to have been an original participant in the Heartland Mutual Aid Pact and continues to operate the longest running paramedic program in San Diego County. The Lakeside Fire Department is dedicated to the prevention and suppression of fire, the emergency treatment and transportation of the ill and injured, and those duties that provide for protection of life, property, and the environment. Established in 1963, the District operates under the direction of a governing board comprised of five members elected at-large to serve four-year terms. Members of the fire board set district policy and provide direction to staff on matters concerning District business and operation. The District consists of four fire stations and 56 employees, and is organized as follows: Administrative Services: The Administrative Services Division is responsible for

establishing policy; planning operations; controlling budget; managing expenditures, supplies, and facilities; evaluating operational effectiveness; and implementing improvements. The division focuses on the department’s effectiveness in managing the district’s fire protection delivery system in order to minimize loss of life, property, personal injury, and environmental damage from fire, accident, medical, and hazard related emergencies. Administrative personnel operate out of the Lakeside Administrative office.

Operations: The Operations Division is comprised of three platoons of firefighters alternating 24-hour duty shifts to provide continual, year-round service. Operations Division personnel operate out of four fire stations staffing four paramedic engine companies, one rescue company, one brush engine, and two advanced life support paramedic ambulances. Lakeside firefighters respond to over 8,000 incidents annually including fires, medical emergencies, traffic collisions, rescues, and a wide variety of other requests for service.

EMS/Fire Prevention: The Emergency Medical Services Division provides oversight

and administration of the district’s paramedic program ensuring the provision of the high-quality advanced life support (ALS) services that district firefighters have been continuously providing since 1975. In addition to the four ALS (paramedic) first responder engine companies, the district also operates two Mobile Intensive Care Paramedic (MICP) transport ambulances.

Training/Facilities: The Training Division provides initial and ongoing training for all department operations personnel. The division additionally provides oversight for maintenance to all of the District facilities.

Fire Prevention: Contracted with San Diego County Fire Authority.

The figure on the following page presents the structure of the Lakeside Fire Protection District organization.



Figure 1 – District Organization Chart

3. Background/Current Environment The District has been managing its accounting and financial needs primarily with QuickBooks and through a combination of stand-alone Excel spreadsheets, an Access database, Google Docs, and other non-interfaced third party systems. The systems and processes support approximately 56 District employees, and there are currently limited user logins to the QuickBooks system. The District contracts with a local IT consultant to assist with its technology needs, to provide IT expertise, and to support its current local implementations. The following list summarizes how the District currently manages its financial areas:

General Ledger – QuickBooks Budgeting – Excel, Google Docs, Word Purchasing – Manual processes outside of system Inventory/Assets – Manual processes outside of system Accounts Payable – QuickBooks Human Resources – Excel, Database



The District also runs other third party applications that are currently not interfaced to QuickBooks. The District is looking to identify best practices and have the new solution provide functionality to eliminate redundant processes when possible. These applications include:

Payroll – Paychex Payroll Services with Employee Self-Service Portal Scheduling/Payroll Hours – Telestaff Safety Training/Testing/Tracking – Target Solutions Document Imaging – Laserfiche CAD/RMS – Firehouse Back Office – Microsoft Office and Google Enterprise

The District wishes to pursue a robust solution to support the specific needs of the District and that supports the regulations in California. The District desires to leverage the most current technology offerings, and while the District prefers a hosted solution, the District is open to a local implementation.

3.1 Application Context Diagram

The District’s current environment, as depicted in Figure 2 of the following page, is supported by multiple stand-alone systems (both local and hosted) and many manual processes that collectively represent the District’s operational infrastructure.

Figure 2 – Application Context Diagram



3.2 Technology Standards

Table 2 identifies future District technology standards. Proposers will be required to conform to these requirements or clearly articulate proposed alternatives.

Table 2 – Local Technology Standards

TECHNOLOGY CURRENT STANDARD

Database(s) SQL Database for integration with Laserfiche

Server OS Microsoft Server

Desktop OS Windows 7

Server Hardware HP Proliant Server

Desktop Hardware HP Desktops

Laptop/Mobile Hardware Windows & Mobile Browser Compatible (IOS & Android)

Office Productivity MS Office

Browser Chrome, Firefox, & Explorer

Email Server/Client Google Business

Virtual Environment None

Storage Area Network (SAN) Using NAS

Active Directory Yes

VPN Sonicwall router hardware

3.3 Key Business and Operational Volumes Table 3 provides Proposers with key information that will help promote an understanding of the current environment related to processing volumes and accounts managed.

Table 3 – Key Business and Operational Volumes

CATEGORY DETAIL

Number of Users – Core/Power Core/Power users are those that enter and or extract data from the system on a regular basis and use the system on a daily basis to complete their job functions.

8 – Admin Staff and Chiefs

Number of Users – Casual Casual users are those that login periodically to complete a task, conduct research, or perform a data function.

12 - Captains

Number of Users – Read Only / Reporting Read only users will never add, edit, or remove data from the system and would infrequently access system.

61 – All Employees and Directors



CATEGORY DETAIL

Number of GL Accounts 1,000 Number of Funds 1-5 Current Vendor Master File – Total 1,400 Current Vendor Master File – Active 200 Average Purchase Requisitions/PO’s - Per Year 500 Average # of Line Items Per PO 10 Average Invoices Per Year 2,000 Average 1099’s (past 3 years) 10 Average AP Checks – Per Year 1,000 Average AP electronic checks – Per Year 150 Average AR Active Customers 5 Average AR invoices processed 2 Number of Items Inventoried 500-1,000 Fixed Assets Tracked 150

Number of Asset Types 10

Current Employees – Full Time Current Employees – Part Time

56 Full Time and five Part Time Elected Officials; 14 Senior Volunteers; 12 Volunteer Reserve Firefighters; (two Part Time retired annuitants are sometimes needed)

Job Classifications 15

Payroll Cycle Bi-Weekly

Payroll Checks – Per Year All employees are required to have direct deposit, but there are occasional manual checks

Number of Pay Types Up to 25

4. Project Objectives The new ERP system must improve internal processes and assist the District in managing the financial and accounting needs of its operations. The most significant challenges identified by District staff consist of the following and are specific areas that the District deems important in any future system implementation. The new ERP system should meet the following project objectives:



Provide the features and functionality to support electronic automation and efficiencies (e.g. forms, workflow, self-service, document attachment, access to underlying data through reports, integrations, etc.)

Eliminate siloed systems where possible and unify District operational data within the new ERP

Improve real-time reporting that provides staff with access to expenses, budget versus actuals, and employee data by way of multiple selection criteria options and date range options

Provide a greater level of accounting details that allows for analysis, trends, projections, and supports output of data to reports, data exports, etc.

Support self-service and automated functionality through electronic automated features to eliminate manual paper processing

Enhance internal and external communications through better use of information technology and improved business processes

Increase productivity by eliminating redundancy of data entry and unnecessary tasks where possible

Improve management and policy decision making by increasing staff’s ability to analyze data in a single data repository

Provide continuous access to upgraded technologies to support current and future core functional needs

Improve ability to utilize and manage technology in the most cost effective manner

Improve ability to implement best business practices based on Proposers recommendation to take advantage of new system features and functionality (e.g. encourage the streamlining and automation of standard business transactions, enhanced processing, on-line capabilities, etc.)

Eliminate the need for customizations (i.e. best business practices already incorporated within Commercial Off-the-Shelf solution)

The District desires to initiate project kick-off on or before November 2016 and is prepared to have District resources assigned and available to the project. If necessary, the District is open to a phased approach as long as it meets its business, operational, and financial needs.

4.1 ERP Requirements Overview This section provides a high-level overview of the ERP. The District seeks a proven, integrated ERP public sector solution to replace and automate its current, numerous manual financial processes. It is seeking to modify existing business processes to take advantage of vetted best practices and is seeking a single software and services provider that will support the implementation of these practices.



Figure 3 provides a high overview look at the project scope.

Figure 3 – Conceptual ERP Scope

FinanceGeneral Ledger

BudgetingProject Job Costing/CIP

Procurement / PurchasingContract Mgmt.

Accounts Payable Asset Mgmt.

Treasury Request for Service

HR/PayrollHuman ResourcesEmployee LifecyclePersonnel Actions

Performance Review Mgmt. Certification / Event Mgmt.

Training Mgmt.Benefits Administration

CalPERSPayroll

General, User Interface, Forms, Workflow, Document Imaging

Employee Self-Service

Interfaces / Integrations

Secu

rity,

Aud

it, A

dmin

istra

tion

Proc

ess I

mpr

ovem

ent

Technical Infrastructure (Hosted Preferred)

Training / Documentation

Conversion (Minimal)

SUPPORT SERVICES

GENERAL SYSTEM SERVICES

Reporting Out of Box, Ad Hoc, Drill Down, Query, Export, Import

The District is seeking an ERP solution that provides functionality to improve the application and use of business rules for process improvement automation, forms and workflow management, robust user query and reporting options, and associated document management and interface tools. The District is looking for a solution that will support fund accounting, eliminate information silos, streamline business processes, and provide contemporary tools that allows executive management and administrative staff the ability to more effectively serve its employees, residents, and the business community. Some of the key benefits and goals should include, but not be limited to, the following:

A simplified and intuitive user interface accessible to assigned staff and management. The system should enable users to find information easily, reduce or eliminate the need to rely on others to provide reports and/or access to financial data, and provide information for prompt decision making and timely actions.

Simplified standard reporting and enhanced ad hoc reporting that enables trained staff of every level to access, query, drill-down into, retrieve, efficiently process and extract data based on security rules without requiring the assistance of others and/or vendor support.



Ability to track activities across the entire organization, thus enabling staff to act cohesively and in partnership with each other, resulting in the ability to provide more rapid, improved service.

Simplified and cost-effective data integration points with the District’s mainstay business applications (Telestaff/Laserfiche initially and others possibly in future).

An up-to-date, open technology platform that provides the District the best options for long term support and maintenance of the new system.

Reduction in stand-alone systems (favoring solutions provided under the new ERP) to minimize the maintenance of multiple data environments, and to facilitate District collaboration, information flow, and access.

A solution that has the ability to evolve and stay current with new developments in technology, as well as end user requirements.

4.2 ERP Functional Requirements The District seeks a proven, fully integrated ERP public sector solution. The following high-level overview of the desired capabilities describes the system the District intends to acquire. Please refer to Appendix B for more detailed requirements in each functional area.

4.2.1 ERP General Requirements The District is seeking to modify existing business processes to accommodate best practices and will be looking to select a system that drives the implementation of best practices. The system should provide capabilities in terms of its ease of use, be fully integrated across modules, include robust query and reporting tools, provide a secure user interface and other general system characteristics. Please refer to the detailed specifications in Appendix B for more information about General Requirements.

4.2.2 General Ledger The General Ledger is an integrated central repository of District financial data and should be capable of managing all of the District’s revenues and expenditures. The system should be capable of automating many manual accounting functions. The General Ledger is the key module in terms of financial reporting and should provide robust, easy to use reporting capabilities to support budget, expense reporting and financial analysis.

The General Ledger module should feature a rich set of functionality for centralized cash, journal management and bank reconciliation. The District plans on enhancing its current Chart of Accounts to accommodate greater detail in support of budget and expense tracking across its operational, project and activity dimensions. The future system should allow ample design options to accommodate the anticipated Chart of Accounts enhancement. Please refer to the detailed specifications in Appendix B for more information about General Ledger requirements.

4.2.3 Budget The District currently follows an annual fiscal year budget cycle (July 1 to June 30). The Administrative Services Division manually develops the District’s annual budget file based on the previous year’s budget data. The entire budget process, including generation of the final budget document, is currently completed through a combination of Excel spreadsheets, Google Docs, and MS Word documents. The District desires to upload the final approved



budget to the ERP system. The District is considering a two-year budget in the future; as such, any new ERP system should have the ability to accommodate a multiple year budget and support periodic (quarterly and mid-year) amendments. The system should provide multiple year projections that would allow for extensive revenue and budget projections, with associated variances illustrated through charts, graphs and reports. Please refer to the detailed specifications in Appendix B for more information about Budgeting requirements.

4.2.4 Project Accounting/CIP (Capital Improvement Program) Projects

The District manages a variety of CIP projects that are considered financially significant and long term (typically over multiple fiscal years) in nature. Staff is currently using Excel for tracking of project expenditures, managing project budgets vs. actuals, maintaining real-time balances, etc. Please refer to the detailed specifications in Appendix B for more information about Project Job Costing requirements.

4.2.5 Procurement (Purchasing/Contract Management) The District procurement and purchasing processes follow the guidelines defined in the District Administrative Services Division Financial Procedures Manual. All Divisions have the ability to purchase goods and services necessary to support their operations. The District is interested in electronically automating the manual processes to complete the purchase requisition approval, and the generation of the electronic purchase order (PO) through the future system forms and workflow processes. The defined purchasing rules will direct the workflow for encumbering goods and services. The District seeks a fully integrated “procure-to-pay” solution that incorporates best business practices and will provide significant savings in data entry, tracking of purchase ownership, analysis, and reporting. The District currently stores its contracts in Laserfiche, and would like to access contracts within the ERP system as well to track and manage the associated insurance certificates expirations. Please refer to the detailed specifications in Appendix B for more information about Procurement requirements.

4.2.6 Accounts Payable The Accounts Payable processes currently in place at the District rely entirely on manual approval processing and procedures. The new system must support a fully integrated requisition-to-invoice payment solution without the need to re-enter data at any stage in the process. System controlled budget validations should occur at the initiation of a purchase requisition, approval and payment steps. The District is interested in intelligent electronic workflow and approval processing for payment, and a system that provides for attachment options and / or access to Laserfiche images. Please refer to the detailed specifications in Appendix B for more information about Accounts Payable requirements.

4.2.7 Asset Management The District currently manages its assets (anything over $5,000) in a stand-alone electronic file. The future asset management module should capture and maintain information associated with the District’s leased, capitalized, and non-capitalized assets. Information maintained in this module should include, at a minimum, acquisition date and cost, asset type, location, asset description, model number, serial number, insurance information, and replacement cost. Depreciation schedules should be managed in the system. Please refer to the detailed specifications in Appendix B for more information about Asset Management requirements.



4.2.8 Human Resources The District maintains employee life cycle information in several systems / files. (i.e. Master Excel file, Access, Telestaff, Target Solutions, Laserfiche, EMS, Firehouse, Benefits Excel file, Dental Excel file, Paychex, etc.). There is no easy way to consolidate data for reporting purposes. The current processes are inefficient in that they involve extensive data reentry and manual processing. The District manually manages open recruitments and all recruitment activities; including job posting, receiving of paper applications, screening, applicant notifications, testing oversight and scoring are managed manually. The District retains acceptable candidates in a status of Reserve if not hired initially but are eligible for a future opening consideration. Currently, employee event tracking for performance evaluations, merit increases and other step pay related events are handled ad-hoc and require manual tracking. Payroll / Personnel Action Requests (PAR) are paper-based and manually managed or request may come through email only. There is no ability to track the status of PAR activity and reporting is nonexistent. The District uses Target Solutions for fire staff to complete assigned testing and training. There are numerous additional certifications that are required that would benefit from electronic management for automation of approaching expirations.

The District’s currently manages its benefits manually with Excel spreadsheets. All employee benefits information, dependents data and maintenance of all associated data is manual. The District seeks to implement a full-featured Human Resources module as part of the future system. It should also feature extensive use of browser-based employee self-service, and should support interfaces to 3rd party decentralized systems. Please refer to the detailed specifications in Appendix B for more information about Human Resources requirements.

4.2.9 Reporting The District currently has limited reporting tools and access to consolidated data. The District seeks to obtain enhanced reporting capabilities with built-in common financial reports, extensive query options and on screen drill-down capabilities. A user-friendly report writer implemented across all modules is essential. The system should have the ability to schedule reports to run and distribute automatically. In addition, the system needs to provide generation of reports to Excel, CSV, HTML and .pdf formats. Please refer to the detailed specifications in Appendix B for a list of Mandatory Reports at Go-Live and more information about Reporting requirements.

4.2.10 System Audit and Security The District seeks to implement a system with robust security and transaction audit / logging capabilities. The system audit capabilities should include the ability to track transaction processes and updates to the database at a defined level. The system should create audit trails for transactions processed, allowing authorized staff to drill-down to supporting detail. Audit logging should allow authorized staff to easily determine the source of each transaction to include identifying user ID and data / time for all table changes. Please refer to the detailed specifications in Appendix B for more information about System Audit and Security requirements.

4.2.11 Forms and Workflow The District seeks to implement a future system with strong electronic forms and workflow capabilities to help automate common financial, payroll, and personnel transactions. The



system’s workflow capabilities should include the ability to automatically notify a user when action is needed. The system should include automated approvals and notifications supporting a paperless environment to replace many manual processes. Please refer to the detailed specifications in Appendix B for more information about Forms and Workflow requirements.

4.2.12 Interface / Integration Abilities The District is looking to identify best practices and have the new solution provide functionality where possible to eliminate manual or redundant processes. The District wishes to implement a combination of real-time interfaces, scheduled file exchanges and/or allow manually processed imports/exports. Please refer to the detailed specifications in Appendix B for more information about Interface and Integration abilities.

4.2.13 Document Imaging The District uses Laserfiche as its permanent records and document management system. The District is interested in associating documents with accounting transactions during ERP processing steps. The goal is for the District to be able to look at associated images / documents directly from the ERP screens without having to launch another system. Please refer to the detailed specifications in Appendix B for more information about Document Imaging requirements.

4.2.14 Technical Requirements The District desires to leverage the most current technology offerings available in the market and is open to a hosted or a local implementation. (The Districts prefers a hosted solution but is also looking for the best fit.) The system should provide an open architecture solution which supports various methods for integrating with external systems.

If a hosted solution is being proposed, the District will require a full understanding of the hosted ERP environment, hosted hardware infrastructure, level of redundancy, and disaster recovery offerings, the guaranteed level of availability, the maintenance and service schedule, and issue notification processes. Please refer to the detailed specifications in Appendix B for more information about Technical requirements.

4.3 Optional Requirements In addition to the requirements listed above, the District is seeking information from Proposers regarding several areas that are considered optional requirements.

4.3.1 Payroll The District payroll is currently produced via Paychex on a bi-weekly basis. Time worked for Fire staff is collected through Telestaff (used for initial scheduling) and requires supervisory approval for release of hours worked to the payroll administration person. The process requires additional manual calculations in Excel to complete the summary totals per Fire staff employee that are then manually keyed into Paychex along with non-fire staff data.

The District is considering potentially migrating to the Proposer’s payroll solution, and will make a determination about migrating after receiving and reviewing the cost proposal. The District is seeking a fully automated, full-featured, integrated HR / Payroll system that are capable of accurately processing payrolls comprised of multiple employee groups, and requiring the processing of checks, advices and direct deposits to multiple financial



institutions. It also should feature extensive use of browser-based functionality, mobility, and employee self-service. The District expects to make use of electronic workflow, review and approval processes to complete the pay-cycle. Please refer to the detailed specifications in Appendix B for more information about Payroll requirements.

4.3.2 Treasury Management

The District is interested in understanding what the proposed system provides for possible use in the future. Please refer to the detailed specifications in Appendix B for more information about Treasury requirements.

4.3.3 Request for Service The Training and Facilities Division currently responds to requests for maintenance services from telephone, email, or verbal communication. The requests may be as simple as a bulb replacement or a request for new carpeting or repair of a faulty garage door. The total requests per week average 5 - 7. The Division Chief currently manually assigns the work to staff, but has no way to track or report on the service status, type of service or any reporting of work completed. If available, the District is interested in learning how the Proposer may be able to address the automation and management of these requests. Please refer to the detailed specifications in Appendix B for more information on the Request for Service requirements.

4.4 Conversion

4.4.1 Conversion Requirements The District desires to start with a clean set of data for its day-to-day business operations in the new system. The Proposer must identify the information and data fields the District will need to minimally populate the new system in order to transition successfully. The District will determine if they will manually key identified data, or where possible (such as Employee data), provide a data extract file for import based on Proposer defined file format requirements. Table 4 provides a list of data the District expects to be needed and requests that the Proposer validate the minimal data required by functional area.

Table 4 – Conversion Requirements

Data Current Description

General Ledger QuickBooks Journal Entries, Transactional Data and Beginning Balances

Vendor Master Files QuickBooks All Active Vendor Master Files Assets Excel All Available Assets Budget Data Excel Current Budget Purchasing Excel/QuickBooks Open PO’s/Blanket PO’s Employee Master Data Paychex - Payroll Current Employee Job Status Paychex - Payroll Current Job Data Master/History Paychex - Payroll Current



Benefits Paychex - Payroll Current Position Tables Paychex - Payroll Current Pay Rate Tables/Earning Codes

Paychex - Payroll At time of conversion

Accrual Balances Paychex - Payroll Leave, Furlough, Comp, Vacation, etc.

5. Information Submission Requirements

5.1 General Instructions The District discourages lengthy and costly proposals. Proposals should be prepared simply and economically and provide a straightforward, concise description of the Proposer’s company, qualifications, proposed solution, and capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. Glossy sales and marketing brochures are not necessary or desired.

Proposals must be organized consistent with the outline provided in this section of the RFP. Proposers must follow all formats and address all portions of the RFP set forth herein providing all information requested. Proposers may retype or duplicate any portion of this RFP for use in responding to the RFP, provided that the proposal clearly addresses all of the District's information requirements.

5.2 Proposal Format Proposals must be structured, presented, and labeled in the following manner:

Cover Letter Table of Contents Section 1 – Executive Summary Section 2 – Company Background/Qualifications Section 3 – References Section 4 – Proposed Solution Section 5 – Implementation Approach and Work Plan Section 6 – Other Requirements Section 7 – Pricing Section 8 – Software Licensing and Maintenance Agreements

Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the District’s sole discretion, result in the rejection of the Proposal.

Proposals should be prepared on standard 8 1/2" x 11" paper and printed on two sides. All proposal pages should be numbered.

5.2.1 Cover Letter The proposal must include a cover letter that provides the following;

Proposer’s legal name and corporate structure.



Proposer’s primary contact to include name, address, phone, and email. Identification of use of subcontractors and scope of work to be performed by

subcontractors. Identification of any pending litigation against the Proposer. Disclosure of any bankruptcy or insolvency proceedings in last 10 years. Statement of the Proposer’s credentials to deliver the services sought under the RFP. Statement indicating the proposal remains valid for at least 120 days. Statement that the Proposer, or any individual who will perform work for the Proposer,

is free of any conflict of interest (e.g., employment by the District). Statement of acknowledgement that the District’s legal documents have been

reviewed and accepted with or without qualification. If qualifications are involved, those items requiring adjustment or modification must be identified and listed along with suggested modifications to the contract. If no modifications are noted, the District will assume that the proposer is capable of performing all normal tasks and services without reservation or qualification to the contract.

Signature of a company officer empowered to bind the Proposer to the provisions of this RFP and any contract awarded pursuant to it.

The Cover Letter should be concise and brief and not exceed two pages unless Proposer’s exceptions to the District’s legal documents require it.

5.2.2 Table of Contents All pages are to be numbered and figures, tables, charts, etc. must be assigned index numbers and identified in the Table of Contents.

5.2.3 Section 1 - Executive Summary This section of the proposal should provide a brief and concise synopsis of Proposer’s proposal and a description of the Proposer’s credentials to deliver the services sought under the RFP. The Executive Summary should not exceed three pages.

5.2.4 Section 2 – Company Background/Qualifications This section of the proposal should identify company background/qualifications and experience in implementing solutions similar to what the District is seeking according to the following:

2.1 - A brief description of the Proposer’s company background and organizational history.

2.2 - A statement of how long the Proposer has been performing the services required by this RFP.

2.3 - Identify the location of headquarters, technical support, and field offices. 2.4 - Identify the location of the office that would service the District. 2.5 – Identify the Proposer’s annual company revenues and profit for the last three

company fiscal years. 2.6 - Describe the Proposer’s familiarity with public sector ERP systems and

associated business processes, and experience with the requirements of the State of California.



2.7 – Identify the Proposer’s existing client base including the number of existing clients using the version/release of the software being proposed and the date of the clients’ implementation. Clearly identify the number of California public agency installations.

The Company Background/Qualifications section should not exceed five pages.

5.2.5 Section 3 - References The Proposer must provide at least five references, and at least three of them must be for systems that have been implemented in the last five years. The District prefers references from California agencies of similar size and complexity to the District. For each reference, Proposer must provide the following information:

Agency name and contact information (i.e. name, title, address, phone, and email) Brief project description, including identifying the software version and modules

implemented Number of employees Agency general fund budget Implementation date Implementation timeline and cost

5.2.6 Section 4 - Proposed Solution In this section of the proposal, the Proposer should identify the proposed solution according to the following:

4.1 – Provide a brief solution overview identifying origin of system, release history, current release being proposed, and number of operational installations for the proposed software solution.

4.2 – Provide a written response to the key benefits and goals identified in RFP Section 4. Proposers are allowed to supplement their response to RFP Section 4 using additional product information as an attachment to their proposal. However, at a minimum, Proposers must provide a written summary response at the module level such that the evaluators can obtain an adequate understanding of how the proposed solution will meet the District’s needs.

4.3 – Complete RFP Appendix B, as provided in MS Word format. The document should be completed for each line item based on the following criteria; M – Meets/Exceeds, D – Does not Meet, C – Customization/Work around, or A – Alternate/3rd Party Solution. Proposers are to respond with a single option and are encouraged to provide a written response to adequately explain the identified criteria. It is important to note that the level of detail must be sufficient to allow the evaluators to understand your product’s features, functions, capabilities and shortcomings/challenges.

4.4 – Identify any additional functionality or recommended modules or services that were not identified in RFP Section 4, but that the Proposer recommends that the District consider. The District is interested in understanding the breath of possible future capabilities the Proposer product suite can provide. Include a description of the features and functions of each additional proposed module.

4.5 – Confirm ability to conform to the technology standards in RFP Section 3.2 or clearly articulate proposed alternatives.



4.6 – RFP Section 3.1 documents the Districts current standalone business applications and manual efforts that support the District. Describe Proposers ability to provide replacement solutions and/or the ability to interface and/or exchange data and eliminate redundancy where possible.

4.7 – Describe Proposers Conversion Options and approach to meet the District’s request to start with the necessary data only and not years of historic data. The District is open to key data directly into the new system and/or open to convert when it can easily be completed. (i.e. Employee Master Data) Include activities involved in a very minimal data migration.

5.2.7 Section 5 - Implementation Approach and Work Plan The Proposer should identify the proposed implementation approach, clearly identifying each phase, the timeline proposed, roles and responsibilities to be performed by the Proposer and those to be performed by the District. The Proposer response should be reflective of the District’s timeline, and should clearly indicate the District resource requirements to meet the vendor proposed schedule.

5.1 – Describe the implementation and project management methodology and approach to ensure a successful implementation.

5.2 – Provide a Proposer project organization chart highlighting the key staff who will be assigned to the project. Provide biographies for the project manager and other key assigned resources.

5.3 – Provide a detailed work plan that identifies major tasks, activities, durations, predecessors, deliverables, milestones, and resources. The work plan should assume a November 2016 initial project kick-off.

5.4 – Describe the roles and responsibilities of District staff during implementation, and provide estimate the number of District resources required, expected role, and level of effort during each project phase.

5.5 – Describe the conversion methodology available. In addition, recommend what the District should minimally convert from the current system.

5.6 – Describe your training methodology and how you will ensure District users are prepared to use the system.

5.7 – Describe your documentation and to what extent the documentation will be customized for the District.

5.8 – Describe how the use of any alternative service delivery models would impact the proposed implementation approach, work plan, and District staff level of effort.

5.2.8 Section 6 – Other Requirements In this section of the proposal, Proposers should address the following items in a concise manner:

6.1 – Describe ongoing maintenance, release/upgrade, and support services. At a minimum, Proposers should address the following items: Help desk processes and procedures Hours of support (stated in Pacific Standard Time) Escalation procedures Response time commitments



6.2 – Identify if there are solution user groups and/or user conferences 6.3 - Describe the frequency that application patches and releases have been made

available within the past two years. In addition, clearly identify the roles and responsibilities of the Proposer vs. District to complete updates. If hosted, describe process for client notification, typical advance notice timeframe, testing and acceptance practices, etc.

5.2.9 Section 7 - Pricing The District seeks a clear and comprehensive understanding of all costs associated with the system, its implementation, and its ongoing maintenance. The Proposer must itemize all costs associated with the implementation, one time, hosting and ongoing maintenance costs. The District will evaluate proposals based on the “Total Cost to Implement (TCI)” and the “Total Cost to Operate (TCO)”. TCI will include all costs required for a successful implementation. The TCO will be calculated based on TCI plus five years of annual maintenance/hosting fees.

The Proposer’s price sheet(s) must identify all costs required to complete a successful implementation to include:

Solution pricing Local Software Licensing and Maintenance Costs Hosted Fees and Costs

Implementation Services Project Management Software Installation, Setup, and Configuration Business Process Review Training Documentation Conversion Change Management

Interface Services 3rd party products required/recommended for future system (i.e. software, hardware) Optional offerings Other Proposer offerings Consultant travel and expenses not included Professional Services rates

If a local solution selected, the District intends to purchase any required system hardware and database software independently from the ERP solution process. The District has provided a mandatory electronic (MS Excel) spreadsheet with a pricing template that must be completely filled out and included in Proposer’s response under separate cover. The District will evaluate solution pricing based solely on the information provided in the pricing templates. The templates provide space for Proposers to identify any assumptions or comments necessary to ensure the District understands what is being proposed (please see Appendix C.)

The Proposer’s response to the Pricing section must include completion of the following components:



SW License and Maintenance Price Sheet – This section of the pricing proposal should clearly identify the proposed software modules that are required to meet the RFP requirements. Proposers are strongly encouraged to provide a detailed breakout of software module pricing in order to help the District assess the cost of the proposed solution. Proposers must identify the number of user licenses being proposed for each module and clearly describe the basis for software licensing and method to justify number of licenses being proposed. If a solution has both local and hosted options please provide both.

Hosted/Software as a Service (SaaS) Price Sheet – This section of the pricing proposal should clearly identify the hosted modules required to meet the RFP requirements. Proposers are strongly encouraged to provide a detailed breakout of hosted software module pricing in order to help the District assess the cost of the proposed solution. Proposers must identify the number of user licenses being proposed for each module and clearly describe the basis for costs and method to justify number of licenses being proposed.

Implementation Services Price Sheet – This section of the pricing proposal should clearly identify the quantity, hourly rate, and total cost for all professional services the Proposer will provide to ensure a successful implementation. Proposers are encouraged to provide a breakdown of the service categories that will be provided to support the implementation to allow evaluators to understand the level of effort, resources, and cost of services.

Interface Services Price Sheet – This section of the pricing proposal should clearly identify the one-time and annual costs associated with providing the interfaces, exports, and imports of data with other systems if not defined as part of the proposed solution.

Conversion Price Sheet – This section of the pricing proposal should clearly identify the costs associated with data conversion from the existing systems to the new system. Minimal data conversion is planned to go-live.

3rd Party Products Price Sheet – This section of the pricing proposal should clearly identify any third party software and/or specialty hardware that will be required to fully implement the proposed solution to meet the RFP requirements and desires all third party costs in the total project costs.

Optional Price Sheet – This section of the pricing proposal should identify any optional product or service offerings the Proposer would like the District to consider. If Proposers believe they have additional products and services that might be of interest to the District, please itemize that information in the Optional Offerings Price Sheet.

Travel Price Sheet – This section of the pricing proposal should clearly identify the projected travel costs associated with Proposer’s implementation services. The proposer should identify the anticipated number of trips, days of service per trip, and estimated per trip cost. The District will reimburse the selected Proposer based on actual trip expenses supported by receipts and documentation.

Professional Services Rate Price Sheet – The District seeks hourly pricing for additional services that may be required during the implementation. Proposers should provide an hourly rate for any professional services categories offered as part of the proposal. If necessary, the District will use these rates to purchase additional services.



5.2.10 Section 8 – Software Licensing, Hosting and Maintenance Agreements In this section, the Proposer must provide any software licensing, hosting agreements and maintenance agreements that will be required to implement the Proposer’s solution.

6. Proposal Evaluation An Evaluation Committee shall review all proposals to determine which Proposers have qualified for consideration. The evaluation will include both an initial administrative review and a detailed review. The initial administrative review will evaluate all submissions for conformance to stated specifications to eliminate all responses that deviate substantially from the RFP’s intent and/or fail to satisfy the mandatory requirements. Only those proposals that meet or exceed the mandatory requirements will be further evaluated.

Submitted proposals will be evaluated on the following criteria:

Proposal submission follows the stated format and specifications for submittal Proposer understands the work required Quality, clarity, and responsiveness of proposal Ability to meet the identified needs and functionality required by the District Ability to provide the requested interfaces/integrations Commitment to continually evolving the system to remain current with evolving best

practices Well thought out timeline and roadmap with a phased approach Proven technical ability to design, install, and support the proposed system Demonstrated ability to work in a cooperative and collaborative manner with clients Anticipated value and price Perceived risk or lack thereof Company financial stability Recent relevant references in successfully performing similar services in California Results of interviews, demonstrations, POC (proof of capabilities) and site visits Ability to prepare and execute a contract in a timely manner Current active client base for proposed system Proposed implementation team resources

The District reserves the right, at its sole discretion, to request proposal clarifications or conduct discussions for the purpose of clarification with any or all Proposers. The purpose of any such discussions shall be to ensure full understanding of the proposal. Discussions shall be limited to specific sections of the proposal identified by the District and, if held, shall be after initial evaluation of Proposals is complete. If clarifications are made as a result of such discussion, the Proposer shall put such clarifications in writing.

The District will short list one or more Proposers to continue with further evaluation using proof of capabilities (POC) sessions. The short list Proposers will be contacted regarding their status.



In the POC sessions, Proposers will utilize scripted scenarios that demonstrate their ability to meet all requirements stipulated in this RFP. Each short-listed Proposer will be provided the scripted scenarios to be used to prepare for an on-site solution evaluation. The short-listed Proposers will be further evaluated based on the results of reference checks, additional discovery, and, at the option of the District, organized site visits at Proposer customer sites. Proposers will provide the District with a list of three (3) potential customer sites. Customer sites should be using the same major version of the software being proposed to the District, similar in scope and complexity, and geographically close to District if possible. Specific days and times for POC sessions will be determined at a later date, but Proposers should be prepared to conduct the on-site participation with two weeks of notification. As reflected above, contract award will not be based solely on price, but on a combination of factors determined to be in the best interest of the District. After evaluating the proposals and discussing further with the finalists or the tentatively selected Proposer, the District reserves the right to further negotiate the proposed work and/or method and amount of compensation.

7. General Notices

7.1 General Information/Requirements

7.1.1 Collusion By submitting a response to the RFP, each Proposer represents and warrants that its response is genuine and made in the interest of or on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham response or any other person to refrain from submitting a response; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a response.

7.1.2 Gratuities No person will offer, give, or agree to give any District employee or its representatives any gratuity, discount, or offer of employment in connection with the award of contract by the District. No District employee or its representatives will solicit, demand, accept, or agree to accept from any other person a gratuity, discount, or offer of employment in connection with a District contract.

7.1.3 Required Review and Waiver of Objections by Proposers Proposers should carefully review this RFP and all attachments, including but not limited to, the Standard Professional Services Agreement for comments, questions, defects, objections, or any other matter requiring clarification or correction. Comments concerning RFP objections must be made in writing and received by the District no later than the "Deadline for Proposer Questions" detailed in Table 1. This will allow issuance of any necessary amendments and help prevent the opening of defective proposals upon which contract award could not be made.

Protests based on any objection will be considered waived and invalid if these faults have not been brought to the attention of the District, in writing, by the Deadline for Written Questions and Comments.



7.1.4 Nondiscrimination No person will be excluded from participation in, be denied benefits of, or be discriminated against in the admission or access to, or be discriminated against in the treatment or employment in the District’s contracted programs or activities on the grounds of disability, age, race, color, religion, sex, national origin, or any other classification protected by federal or California State Constitutional or statutory law; nor will they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with the District or in the employment practices of the District’s contractors. Accordingly, all Proposers entering into contracts with the District will, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

7.1.5 Proposal Withdrawal To withdraw a proposal, the Proposer must submit a written request, signed by an authorized representative, to the RFP Coordinator (see RFP Section 1.4). After withdrawing a previously submitted proposal, the Proposer may submit another proposal at any time up to the deadline for submitting proposals.

7.1.6 Proposal Errors Proposers are liable for all errors or omissions contained in their proposals. Proposers will not be allowed to alter proposal documents after the deadline for submitting a proposal.

7.1.7 Incorrect Proposal Information If the District determines that a Proposer has provided, for consideration in the evaluation process or contract negotiations, incorrect information which the Proposer knew or should have known was materially incorrect, that proposal will be determined non-responsive and the proposal may be rejected.

7.1.8 Prohibition of Proposer Terms and Conditions A Proposer may not submit the Proposer's own contract terms and conditions in a response to this RFP. If a proposal contains such terms and conditions, the District, at its sole discretion, may determine the proposal to be a nonresponsive counteroffer, and the proposal may be rejected.

7.1.9 Assignment and Subcontracting The Contractor may not subcontract, transfer, or assign any portion of the contract without prior written approval from the District. The substitution of one subcontractor for another may be made only at the discretion of the District and with prior, written approval from the District.

Notwithstanding the use of approved subcontractors, the Proposer, if awarded a contract under this RFP, will be the prime contractor and will be responsible for all work performed and for all costs to subcontractors for services provided by the Proposer. The Proposer is prohibited from performing any work associated with this RFP or using contractors for any service associated with this RFP offshore (outside the United States).

7.1.10 Right to Refuse Personnel The District reserves the right to refuse, at its sole discretion, any subcontractors or any personnel provided by the prime contractor or its subcontractors. The District reserves the



right to interview and approve all Proposers’ staff. Proposer’s staff may be subject to the District’s background and drug testing processes at any time.

7.1.11 Proposal of Additional Services If a Proposer indicates an offer of services in addition to those required by and described in this RFP, these additional services may be added to the contract before contract signing at the sole discretion of the District.

7.1.12 Licensure Before a contract pursuant to this RFP is signed, the Proposer must hold all necessary, applicable business and professional licenses. The District may require any or all Proposers to submit evidence of proper licensure.

7.1.13 Conflict of Interest and Proposal Restrictions By submitting a response to the RFP, the Proposer certifies that no amount will be paid directly or indirectly to an employee or official of the District as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this RFP.

Notwithstanding this restriction, nothing in this RFP will be construed to prohibit another governmental entity from making a proposal, being considered for award, or being awarded a contract under this RFP.

Any individual, company, or other entity involved in assisting the District in the development, formulation, or drafting of this RFP or its scope of services will be considered to have been given information that would afford an unfair advantage over other Proposers, and said individual, company, or other entity may not submit a proposal in response to this RFP.

7.1.14 Contract Negotiations After a review of the proposals and completion of the POC session and additional due diligence, the District intends to enter into contract negotiations with the selected Proposer. These negotiations could include all aspects of services and fees. If a contract is not finalized in a reasonable period of time, the District will open negotiations with the next highest ranked service provider.

7.1.15 Execution/Award by the District Board of Contact If the selected Proposer does not execute a contract with the District within thirty (30) business days after notification of selection, the District may give notice to that service provider of the District’s intent to select from the remaining Proposers or to call for new proposals, whichever the District deems appropriate.

7.1.16 Right of Rejection The District reserves the right, at its sole discretion, to reject any and all proposals or to cancel this RFP in its entirety.

Any proposal received which does not meet the requirements of this RFP may be considered to be nonresponsive and the proposal may be rejected. Proposers must comply with all of the terms of this RFP and all applicable State laws and regulations. The District may reject any



proposal that does not comply with all of the terms, conditions, and performance requirements of this RFP.

Proposers may not restrict the rights of the District or otherwise qualify their proposals. If a Proposer does so, the District may determine the proposal to be a nonresponsive counteroffer, and the proposal may be rejected.

The District reserves the right, at its sole discretion, to waive variances in technical proposals provided such action is in the best interest of the District. Where the District waives minor variances in proposals, such waivers do not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. Notwithstanding any minor variance, the District may hold any Proposer to strict compliance with the RFP.

7.1.17 Disclosure of Proposal Contents All proposals and other materials submitted in response to this RFP become the property of the District. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed price and cost information, will be held in confidence during the evaluation process. Upon the completion of the evaluation of proposals, the proposals and associated materials will be open for review by the public to the extent allowed by the California Public Records Act, (Government Code Section 6250-6270 and 6275-6276.48). By submitting a proposal, the Proposer acknowledges and accepts that the contents of the proposal and associated documents will become open to public inspection.

7.1.18 Proprietary Information The master copy of each proposal will be retained for official files and will become public record after the award of a contract unless the proposal, or specific parts of the proposal, can be shown to be exempt by law (Government code §6276). Each Proposer may clearly label part of a proposal as "CONFIDENTIAL" if the Proposer thereby agrees to indemnify and defend the District for honoring such a designation. The failure to so label any information that is released by the District will constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the District, the District will notify the Proposer of the request and delay access to the material until seven working days after notification to the Proposer. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act will constitute a complete waiver.

7.1.19 Severability If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions will not be affected; and, the rights and obligations of the District and Proposers will be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

7.1.20 RFP and Proposal Incorporated into Final Contract This RFP and the successful proposal will be incorporated into the final contract.

7.1.21 Proposal Amendment The District will not accept any amendments, revisions, or alterations to proposals after the deadline for proposal submittal unless such is formally requested, in writing, by the District.



7.1.22 Consultant Participation The District reserves the right to share with any consultant of its choosing this RFP and proposal responses in order to secure a second opinion. The District may also invite said consultant to participate in the Proposal Evaluation process.

7.1.23 Warranty The selected software proposer must warrant that the proposed software will conform in all material respects to the requirements and specifications as stated in this RFP, and demonstrated in both the software demonstration and subsequent proof-of-capabilities. Further, the RFP requirements will become part of the selected software proposer’s license and the proposer must warrant that the content of its proposal accurately reflects the software's capability to satisfy the functional/technological RFP. Furthermore, the warranty, at a minimum, should be valid for the duration of the implementation and until final acceptance (as will be defined during the negotiation process) of all application modules included in the implementation.

7.1.24 Rights of the District The District reserves the right to:

Make the selection based on its sole discretion Reject any and all proposals Issue subsequent Requests for Proposals Postpone opening proposals, if necessary, for any reason Remedy errors in the Request for Proposal process Approve or disapprove the use of particular subcontractors Negotiate with any, all, or none of the Proposers Accept other than the lowest offer Waive informalities and irregularities in the proposals Enter into an agreement with another Proposer in the event the originally selected

Proposer defaults or fails to execute an agreement with the District

An agreement will not be binding or valid with the District unless and until it is approved by the District Board and executed by authorized representatives of the District and of the Proposer.


Appendix A – District Professional Services Agreement & Insurance Requirements It is recognized that the formal basis of any agreement between the District and the service provider is a contract rather than a proposal. In submitting proposals, Proposers must indicate that they are prepared to complete the District’s Agreement for Professional Services, which is presented on the following pages.

The selected Proposer will be expected to accept these terms and conditions unless they otherwise take exception in their cover letter.

Agreement for Services Between Lakeside Fire Protection District and _________________________

This Agreement is made and entered into this day of , 20__, by and between the Lakeside Fire Protection District, hereinafter designated as “District” and __________________, hereinafter designated as “Contractor” for the purpose of __________________________(“Project”).

RECITALS

A. District desires to obtain _________________________ services from an independent contractor for the above named project. B. Contractor has submitted a proposal to provide services for the District in accordance with the terms set forward in this agreement. C. District desires to contract with Contractor as an independent contractor and Contractor desires to provide services to District as an independent contractor. D. Contractor has demonstrated its competence and qualifications necessary for the satisfactory performance of the services designated herein by virtue of its experience, education, training and expertise. NOW THEREFORE, THE PARTIES MUTUALLY AGREE AS FOLLOWS: 1.0 SCOPE OF WORK AND COMPENSATION 1.1 SCOPE OF WORK. The Project and services to be provided by the Contractor are more particularly described as set forth in Exhibit A, Scope of Services. 1.2 COMPENSATION. The compensation to be provided to the Contractor shall be provided as set forth in Exhibit B, Fee Schedule. The total cost for all work described


in the Scope of Services shall not exceed $_____________________ without prior written authorization from District. Contractor shall bill the District for work provided and shall present a written request for such payment monthly, unless a different payment schedule is set forth in Exhibit B.

1.3 ADDITIONAL SERVICES. District may, as the need arises or in the event of an emergency, request additional services of Contractor. Should such additional services be required, District and Contractor shall agree to the cost prior to commencement of these services. 1.4 SERVICES PROVIDED BY THE DISTRICT. The District shall provide the following services: 1.4.1 Overall quality assurance for the Project by providing applicable written and oral standards and guidelines, reviewing correspondence and documentation, and reviewing any citizen comments and complaints. 1.4.2 Field inquiries and complaints and forward the information to the Contractor. 1.4.3 Consultation on issues related to the concerns of the District. Assistance with enforcement of District ordinances and/or standards will be provided when necessary. 1.4.4 Provide other information to Contractor necessary for the completion of the Project. 2.0 TIMING REQUIREMENTS. Time is of the essence in the performance of work under this agreement and the timing requirements set forth in Exhibit A shall be strictly adhered to unless otherwise modified in writing and agreed to by the Contractor and the District. Failure by the Contractor to strictly adhere to these timing requirements may result in termination of this agreement by the District. 3.0 CRITERIA AND STANDARDS. All work performed under this agreement shall be in accordance with all applicable District, State, and Federal laws, codes, ordinances, and standards. In the performance of its services, the Contractor shall use the degree of care and skill ordinarily exercised by other contractors, under similar conditions. Safety precautions shall be used in all operations. Equipment, tools and vehicles used by the Contractor shall be in good mechanical condition and are subject to inspection and approval by the District prior to acceptance. Operations may be suspended at any time should it be determined that proper safety precautions are not being taken. 4.0 INDEPENDENT CONTRACTOR. The Contractor’s relationship to the District shall be that of an independent contractor. The Contractor shall have no authority, express or implied, to act on behalf of the District as an agent, or to bind the District to any obligation whatsoever, unless specifically authorized by this agreement or subsequent written agreements by the District. The Contractor shall be solely


responsible for the liability and performance of any of its employees, agents or subcontractors under this agreement. 5.0 BUSINESS LICENSE. Prior to the commencement of any work under this agreement, the Contractor shall obtain and present a copy of a current business license for the jurisdiction. 6.0 WORKERS’ COMPENSATION. Pursuant to Labor Code section 1861, the Contractor hereby certifies that the Contractor is aware of the provisions of section 3700 of the Labor Code, which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that code, and the Contractor will comply with such provisions, and provide certification of such compliance prior to commencement of any work. The certification shall be in accordance with subsections 7.3 through 7.8 of this agreement. 7.0 LIABILITY INSURANCE. 7.1 The Contractor shall, throughout the duration of this agreement, maintain comprehensive general liability and property damage insurance, or commercial general liability insurance covering all operations of the Contractor, its agents and employees, performed in connection with this agreement, including, but not limited to, premises and automobile. 7.2 The contractor shall maintain the following minimum limits: General Liability Combined single limit per occurrence $1,000,000 General aggregate $2,000,000 Automobile Liability Combined single limit per occurrence $1,000,000

Workers Compensation – as required by California state law employer’s liability Combined single limit per occurrence $500,000

7.3 All insurance companies affording coverage to the Contractor shall include the District as “additional named insured” under their insurance policy, for all work performed in accordance with this agreement. 7.4 All insurance companies affording coverage to the Contractor shall be insurance organizations admitted by the Insurance Commissioner of the State Department of Insurance to transact business of insurance in the State of California. 7.5 All insurance companies affording coverage shall provide a thirty (30) day written notice to the District should the policy be canceled before the expiration date. For the purpose of this notice requirement, any material change in the policy prior to the expiration shall be considered a cancellation. 7.6 The Contractor shall provide evidence of compliance with the insurance requirements listed above by providing a Certificate of Insurance and an original


endorsement to the policy, in a form satisfactory to the District’s legal counsel, concurrently with the submittal of this agreement. 7.7 The Contractor shall provide a substitute Certificate of Insurance and an endorsement no later than thirty (30) days prior to the policy expiration date. Failure by the Contractor to provide such a substitution and extend the policy expiration date shall be considered a default by the Contractor and may subject the Contractor to suspension or termination of work under this agreement. 7.8 Maintenance of insurance by the Contractor as specified in this agreement shall in no way be interpreted as relieving the Contractor of any responsibility whatever and the Contractor may carry, at its own expense, such additional insurance as it deems necessary. 8.0 CONTRACTOR’S INDEMNIFICATION OF THE DISTRICT. The Contractor shall defend and hold harmless the District and its officers, agents and employees against all claims for damages to persons or property arising out of the conduct of the Contractor or its employees, agents, subcontractors or others in connection with the execution of work covered by this agreement, except only for those claims arising from the sole negligence or sole willful misconduct of the District, its officers, agents or employees. The Contractor’s indemnification shall include any and all costs, expenses, attorneys’ fees and liability incurred by the District, its officers, agents or employees in defending against such claims, whether the same proceed to judgment or not. Further, the Contractor at its own expense shall, upon written request by the District, defend any such suit or action brought against the District, its officers, agents or employees. The Contractor’s indemnification of the District shall not be limited by any prior or subsequent declaration by the Contractor. 9.0 OWNERSHIP OF DOCUMENTS AND INFORMATION. A copy of all documents, correspondence and data prepared, provided and/or collected as a part of work covered by this agreement shall be the property of the District and shall be provided upon request. Further, a computer generated copy of all information accumulated under the auspices of this agreement shall be supplied to the District on a computer disc when requested. The Contractor may retain copies of all such materials for the purpose of documenting their participation in this agreement. 10.0 TERMINATION OF AGREEMENT. 10.1 District’s Right to Terminate for Default. Should Contractor be in default of any covenant or condition hereof, District may immediately terminate this Agreement for cause if Contractor fails to cure the default within ten (10) calendar days of receiving written notice of the default.

10.2. District’s Right to Terminate without Cause. Without limiting its rights in the event of Contractor’s default, District may terminate this Agreement, without cause, by giving written notice to Contractor. Such termination shall be effective upon receipt of


the written notice. Contractor shall be compensated for all effort and material expended on behalf of District under the terms of this Agreement, up to the effective date of termination. All personal property remaining in District facilities or on District property thirty (30) days after the expiration or termination of this Agreement shall be, at District’s election, considered the property of District. 11.0 ASSIGNMENT AND DELEGATION. This agreement and any portion thereof shall not be assigned or transferred, nor shall any of the Contractor’s duties be delegated without the express written agreement of the District. This does not apply to Contractor’s assignment of receivables for financing purposes. Any attempt to assign or delegate any provision of this agreement without the express written consent of the District shall be void and of no force and effect. The District may delegate authority in connection with this agreement, for the purposes directing the Contractor’s performance, to any member of the District. 12.0 INTERPRETATION OF THE AGREEMENT. The interpretation, validity and enforcement of this agreement shall be governed by and construed under the laws of the State of California. This agreement does not limit any other rights or remedies available to the District. The Contractor shall be responsible for complying with all Local, State, and Federal laws, whether or not said laws are expressly stated or referred to herein. Should any provision herein be found or deemed to be invalid, this agreement shall be construed as not containing such provision, and all other provisions which are otherwise lawful shall remain in full force and effect, and to this end the provisions of this agreement are severable 13.0 AGREEMENT MODIFICATION. This agreement may not be modified orally or in any manner other than by an agreement in writing, signed by the parties hereto. 14.0 DISPUTE RESOLUTION. No suit shall be brought on this agreement unless all statutory claims filing requirements have been met. 15.0 NOTICES. All notices, demands, requests, consents or other communications which this agreement contemplates or authorizes, or requires or permits either party to give to the other, shall be in writing and shall be personally delivered or mailed to the respective party as follows : TO District: TO Contractor: Lakeside Fire Protection District Fire Chief 12216 Lakeside Avenue Lakeside, CA 92040 Either party may change its address by notice to the other party as provided herein. Communications shall be deemed to have been given and received on the first to occur of (I) actual receipt at the offices of the party to whom the communication is


sent, as designated above, or (II) three (3) working days following the deposit in the United States mail of registered or certified mail, postage prepaid, return receipt requested, addressed to the offices of the party to whom the communication is to be sent, as designated above. 16.0 AGREEMENT PERIOD. The term of this agreement shall be __________________________from the date of execution. Unless otherwise terminated as provided herein, this agreement may be extended by mutual agreement of both parties. 17.0 SIGNATURES. The individuals executing this agreement represent and warrant that they have the right, power, legal capacity and authority to enter into and to execute this agreement on behalf of the respective legal entities of the Contractor and the District.

IN WITNESS WHEREOF the parties hereto for themselves, their heirs, executors, administrators, successors, and assigns do hereby agree to the full performance of the covenants herein contained and have caused this Services Agreement to be executed by setting hereunto their signatures this day of , 20__. CONTRACTOR LAKESIDE FIRE PROTECTION

DISTRICT ______________________________ ______________________________ SIGNATURE/ TITLE BOARD PRESIDENT ATTEST: ________________________________ SECRETARY OF THE BOARD


EXHIBIT “A”

SCOPE OF SERVICES

EXHIBIT “B”

FEE SCHEDULE


Appendix B – Response Requirements Template The Proposer must complete the response requirements template (provided in Word).


Appendix C – Mandatory Pricing Sheets The Proposer must complete the mandatory price sheets (provided in Excel).

REQUEST FOR PROPOSAL ENTERPRISE RESOURCE PLANNING (ERP ...lakesidefire.net/wp-lksfire/wp-content/uploads/2016/06/Lakeside... · REQUEST FOR PROPOSAL. ENTERPRISE RESOURCE PLANNING

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