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09-918-71 DATE: November 2009
City of Round Rock REQUEST FOR PROPOSALS PEOPLESOFT UPGRADE SERVICES
PART I GENERAL INFORMATION
PURPOSE: The City of Round Rock requests proposals from qualified firms to assist the City in the upgrade of PeopleSoft Financials 8.4 to release 9.0. As a result of this solicitation, the selected Vendor shall also provide project management under the guidance of the City. The targeted Go-Live date for Phase I of the upgrade is September 8, 2010.
BACKGROUND: The City initially installed PeopleSoft 6.0 in 1998, upgrading to release 7.5 in 2000. A second upgrade to release 8.4 was performed in 2003 to provide the current positioning for the City. City staff has acquired multiple levels of experience and proficiency with the PeopleSoft Financial modules identified in Scope of Work. Attachment B to this specification provides a detailed summary of present experience levels in resource areas affected by the planned upgrade.
DEFINITIONS: The following definitions will be used for identified terms throughout the specification and proposal document:
3.1. 3.2. 3.3. 3.4. 3.5. 3.6. 3.7.
Agreement – a mutually binding legal document obligating the Vendor to furnish the goods, equipment or services, and obligating the City to pay for it. City – identifies the City of Round Rock, Travis and Williamson Counties, Texas. Deliverables - the goods, products, materials, and/or services to be provided to the City by Proposer if awarded the agreement. Goods - represent materials, supplies, commodities and equipment. Proposal - complete, properly signed response to a Solicitation that if accepted, would bind the Proposer to perform the resulting agreement. Proposer - identifies persons and entities that submit a proposal. Purchase Order - an order placed by the Purchasing Office for the purchase of Goods or Services written on the City’s standard Purchase Order form and which, when accepted by the Proposer, becomes an agreement. The Purchase Order is the Proposer’s authority to deliver and invoice the City for Goods or Services specified, and the City’s commitment to accept the Goods or Services for an agreed upon price. Services - work performed to meet a demand. The furnishing of labor, time, or effort by the vendor and their ability to comply with promised delivery dates, specification and technical assistance specified. Subcontractor - any person or business enterprise providing goods, labor, and/or services to a Vendor if such goods, equipment, labor, and/or services are procured or used in fulfillment of the Vendor’s obligations arising from an agreement with the City. Vendor (sometimes referred to as Contractor) - a person or business enterprise providing goods, equipment, labor and/or services to the City as fulfillment of obligations arising from an agreement or purchase order.
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RFP 10-003 Specification No. 09-918-71 DATE: November 2009 4.
CONFLICT OF INTEREST
Effective March 1, 2006, Chapter 176 of the Texas Local Government Code (House Bill 914) requires that any vendor or person considering doing business with a local government entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. If mailing a completed form, please mail to: City of Round Rock City Secretary 221 East Main Street Round Rock, Texas 78664-5299
Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's proposal.
CITY CONTACT: All responses for Request for Proposals (RFP), as well as any questions, clarifications or requests for general information are to be directed to: Randy Barker Purchasing Supervisor 221 East Main Street Round Rock, TX 78664-5299 Telephone (512) 218-3295 Fax (512) 218-7028 firstname.lastname@example.org
The individual above may be contacted for clarification of the specifications of this Request for Proposals only. No authority is intended or implied that specifications may be amended or alternates accepted prior to closing date without written approval of the City. Under no circumstances will private meetings be scheduled between Proposer and City staff.
EX PARTE COMMUNICATION:
Please note that to insure the proper and fair evaluation of a proposal, the City prohibits ex parte communication (e.g., unsolicited) initiated by the Proposer to a City Official or Employee evaluating or considering the proposals prior to the time a formal decision has been made. Questions and other communication from vendors will be permissible until 5:00 pm on the day specified as the deadline for questions. Any communication between Proposer and the City after the deadline for questions will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Ex parte communication may be grounds for disqualifying the offending Proposer from consideration or award of the solicitation then in evaluation, or any future solicitation.
It is the City’s intention to comply with the following proposal timeline:
7.1.1. 7.1.2. 7.1.3. 7.1.4. 7.1.5.
Request for Proposals released Pre-Proposal Conference Call Deadline for questions City response to all questions/addendums Responses to RFP due by 3:00 p.m.
November 7, 2009 November 18, 2009 December 2, 2009 December 9, 2009 December 15, 2009
NOTE: These dates represent a tentative schedule of events. The City reserves the right to modify these dates at any time, with appropriate notice to prospective Proposer.
All questions regarding the RFP shall be submitted in writing (either electronically, fax, or regular mail) by 5:00 pm on December 2, 2009 to above named City Contact. All interested firms will be provided with a copy of the questions submitted and the City’s response. Questions shall be submitted to the contact named above.
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RFP 10-003 Specification No. 09-918-71 DATE: November 2009
PRE-PROPOSAL CONFERENCE CALL:
The City will conduct a Pre-Proposal Conference Call for all interested Proposers to familiarize them with the requested services and to give all potential Proposers an opportunity to ask questions they may have concerning this service. Agenda, instructions and contact information will be released by the City to all known interested firms via email on Friday, November 13, 2009 and posted on the City website www.roundrocktexas.gov/bids by 5:00 p.m. Date: Time: Wednesday, November 18, 2009 2:00 – 3:00 p.m., CDT
PROPOSAL DUE DATE:
Sealed proposals are due no later than 3:00 p.m., December 15, 2009 to the office of the Purchasing Department. Mail or carry sealed proposals to: City of Round Rock Attn: Randy Barker 221 East Main Street Round Rock, Texas 78664-5299
9.2. 9.3. 9.4. 9.5.
Proposals received after this time and date will not be considered. Sealed proposals shall be clearly marked “DO NOT OPEN – RFP 10-003 PeopleSoft Upgrade Services”. Facsimile or electronically transmitted proposals are not acceptable. Each proposal and each proposal variation shall be submitted in one (1) original and three (3) copies.
PROPOSAL SUBMISSION REQUIREMENTS: Interested and qualified firms or teams shall:
Submit one (1) original and three (3) copies of materials that demonstrate their experience in performing projects of this scale and complexity.
Additionally, the City requests inclusion of an electronic copy of the proposal in PDF format identical to original submittal. Electronic copy is preferred in CD/DVD media.
Documentation shall include:
10.2.1. 10.2.2. 10.2.3.
Identification of the firm/team responding to the RFP to include a brief summary of team member experiences. A summary demonstrating the firm’s/team’s qualifications to satisfy all the technical areas identified in the specification. A representative list of projects of a scale and complexity similar to the project being considered by the City. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name. Project timeline outlining the steps the firm would take in the implementation of the project.
Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 3 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed.
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13.3. including number of staff and locations. Year established (include former firm names and year established.1. Number of current contracts and contract amounts.RFP 10-003 Specification No. Vendor shall include organizational structure resources available. Any change of assignment or responsibility for employees identified as key personnel in this project are subject to prior notification and approval by the City. 11. Current limits of professional liability insurance.1.1. Key Personnel 12. including telephone number.2. The technical proposal shall describe the proposed implementation plan including a time schedule and approach for accomplishing the scope of work identified in this RFP. the Proposer shall also submit a Project Management Plan. COST PROPOSAL: 14.2. Office locations (relative to this project). 14.6.2. email address. and a proposed project schedule. 12. 12. relevant projects the person has worked on in the past and their particular responsibilities for this project.1.2.1. 11. Proposal shall include expected commitment of City resources necessary to meet requirements of Scope of Work.2. implementation. The cost shall include an estimate of the number of hours to be spent by the Proposer on the project. The official offer shall include a commitment to perform all financial responsibilities relative to the performance of the proposed contract including submitting all invoices and accounting for all funds.4. Project manager’s name. 11. Along with the Technical Proposal. if applicable). Each member of the project team shall be described in terms of position in the firm and on the project team. 14.5. The cost proposal shall include an official offer to undertake the proposed work at the quoted price and a detailed explanation of the quoted price which shall include a cost break down by each module or deliverable. Project Organization 12. 14.3.2. Page 4 of 14 .1. Proposer shall identify which team members have worked on which project.4. Change of Project Personnel 12. Firm name and business address. an estimate of miscellaneous expenses such as telephone costs and travel expenses. along with their resumes.1.1. 12. Proposer shall include the names and resumes for all key personnel who will be involved in this project. Identify the project manager responsible for this project.1. Vendor shall describe project organization for planning.1. Proposer shall have Oracle Government Financials experience and the team members shall have worked on at minimum one project in the past directly related to Oracle Government Financials. telephone number. The project manager shall have the responsibility and authority to act on behalf of the firm in matters relating to the proposed project.1. TECHNICAL PROPOSAL: 13. Provide the following information about your firm: 11.1. and resume. 11. The number of projects your firm has dealt with involving Oracle Government Financials.2. and post-implementation operations.1. 11.1. mailing address. 12.2. 09-918-71 DATE: November 2009 11. 14.1. PROPOSER PROFILE 11. The cost proposal shall be identified in summary page(s) or section of the proposal for clear identification.3. STAFFING: 12.3. 12. 13.1.
technical competence and clarity of the proposal. If a Proposer believes that a proposal or parts of a proposal are confidential. Vague and general claims as to confidentiality shall not be accepted. Client list/sponsor reference and experience. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers.5. 18. This process will be completed with the City Council’s authorization to the Mayor for the execution of the agreement or the execution of the agreement by the City Manager. resources. Upon completion of the evaluation. 19. proposals are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public Information Act.9. 18.2.1. 18.1.1. which the Proposer believes to be confidential. 17. comply with and enforce all applicable Federal. 18. Page 5 of 14 . the selection committee may recommend a firm/team for the project identified. CONFIDENTIALITY OF PROPOSAL CONTENT: 16. 19. as well as any relevant criteria specifically listed in the solicitation: 18. 19. failure to meet specifications. All proposals submitted in response to this RFP shall be held confidential until an agreement is awarded. 16.1. Price. A committee comprised of City Staff and others as appropriate will review the responses to the RFP and may develop a short list of firms/teams. Reputation of the Proposer and the Proposer’s services. ERRORS.RFP 10-003 Specification No. 18. but not limited to.1. The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received. 16. All vendors will be evaluated on their past performance and prior dealings with the City to include. 18. Compliance with requested form and information.10. late delivery.2. 09-918-71 DATE: November 2009 15. Proposer’s past relationship with the City.2. EVALUATION CRITERIA: All proposals received shall be evaluated based on the best value for the City by considering all or part of the criteria listed below.1. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the agreement is awarded. then the Proposer shall so specify. State and Local statutes and ordinances and a description of the proponent’s methodology for handling errors and omissions in the project management and implementation as part of this project. Completeness. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL" on that part of the proposal. and availability to provide the services requested. ASSURANCES. An agreement with the recommended firm/team for the project will then be negotiated.3.2.4. Project process and outline.2.6. Proposers are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. A brief statement providing assurances that the Proposer shall be cognizant of. CLARIFICATION OF PROPOSALS: 17. poor quality. The extent to which the goods or services meet the City’s needs.2. 19. 18. 18. EVALUATION PROCESS: 19. 18.8.7. 18. poor workmanship. AND OMISSIONS: 15. Long-term cost to the City to acquire Proposer’s goods and services. Following the agreement award. Technical expertise. Interviews and/or demonstrations may be conducted with any responding firms/teams to discuss their qualifications.
Price. servants. The City may terminate the Agreement with or without cause or may continue through the next twelvemonth review or renewal period.3.1. partner to. legal proceedings. demurrage. Proposal pricing shall reflect individual cost elements specific to each phase of the identified project as outlined.3. damages. agents. 1.1. Funding as appropriated by governing body. agents.3. claims. Advancements in technologies and/or service. 5. expenses.1.1. or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently-negotiated “piggyback” procurements. The City will not provide compensation or defray any cost incurred by any firm related to the response to this request. expenses and attorney fees arising out of a willful or negligent act or omission of the City. or to accept any proposal deemed most advantageous.3.5. 3. Continuing need. save harmless and exempt the City. its officers. However. 09-918-71 DATE: November 2009 19. actions. and employees.1. agents. INSURANCE: The successful Proposer shall meet or exceed ALL insurance requirements set forth by the City as identified in Attachment A to the specifications.2. costs. claims. 1. 1. 1.3. Vendor performance.1.3.3. all parties indicate their understanding and all parties hereby expressly agree that the City is not an agent of. No separate line item charges shall be permitted for either proposal or invoice purposes. Page 6 of 14 . 1. The Agreement shall remain in full force and effect unless and until it expires by operation of the term negotiated between the City and Vendor during the contractual process or until terminated or extended as provided.2. The term of the Agreement resulting from the solicitation shall be until full and satisfactory completion of the work specified herein is achieved. Such consent and agreement shall be conclusively inferred from lack of exception to this clause in vendor’s response. its officers.3. however. The City also reserves the right to reject any or all proposals. Proposer shall include expected Agreement term relative to cost elements in proposal.3. 1.RFP 10-003 Specification No. with the consent and agreement of the successful vendor(s) and the City. INDEMNIFICATION: The successful Proposer shall indemnify. costs associated with obtaining permits or any other extraneous charges. and to revise the process and/or schedule as circumstances require. legal proceedings. attorney fees and any and all other costs or fees incident to any work done as a result of this quote and arising out of a willful or negligent act or omission of the successful Proposer. 4. 2. Review the following at the end of each twelve-month review period or renewal: 1. costs. actions. or to waive any irregularities or informalities in the proposal received. 2.1. and employees from and against any and all suits. or third parties. The City reserves the right to negotiate with any and all persons or firms. its officers. that the successful Proposer shall not be liable for any suits.3. which shall include equipment rental. damages. 1. servants and employees.1. servants. Any additional insurance requirements of participating or cooperative parties will be included as subsequent Attachments and shall require mandatory compliance. PRICE: The agreement price shall be firm for the duration of the agreement or extension periods except as provided for in paragraph below. The City Manager reserves the right to: 1.1. provided. 1.2. PART II GENERAL TERMS AND CONDITIONS 1. demands. demands.4. AGREEMENT: 1.3. INTERLOCAL COOPERATIVE CONTRACTING: Other governmental entities within the State of Texas may be extended the opportunity to purchase off of the City’s solicitation.3.
Health Insurance. that such reproductions shall be subject to the same restrictions on use and disclosure as are set forth in the agreement.2. Incorporating any required module customizations.1. The City reserves the right to entertain and pursue options upon release of PeopleSoft 9. Phase I will include upgrade of core functionality and implementation of the eProcurement module with an expected Go-Live date of September 8. Project planning and management. It is understood and agreed that the Contractor shall not be considered an employee of the City. 1.1. 184.108.40.206. software or other information stored on electronic media supplied pursuant to the agreement at no additional cost to the City.4 into release 9. 1.1.2. The Contractor shall not be within protection or coverage of the City’s Worker Compensation insurance. Each Proposer shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty. Texas. 8. SCOPE OF WORK: 1.1. DISCLOSURE OF LITIGATION: 7.4. The proposed scope of the upgrade project includes: 1. 09-918-71 DATE: November 2009 6. 1. 1. 2010. 1.1. Williamson County.4. The scope of work includes time for Proposer to conduct fit gap analysis and present recommendations to incorporate additional functionality for both Phase I and Phase II upgrades.6.2. provided.4. however.0.4. Venue shall be in the applicable court. The Awarded Proposer agrees to execute any non-exclusive copyright assignments or reproduction authorizations that may be necessary for the City to utilize the rights granted in this subparagraph. Page 7 of 14 .2. Such action will be determined through consultation and recommendation of selected Vendor in relation to impact on projected timeline. For purposes of response to this solicitation. RIGHT TO REPRODUCE DOCUMENTATION AND OTHER INFORMATION: 8. 7. Liability Insurance or any other insurance that the City from time to time may have in force and effect. regardless of whether the same be copyrighted or otherwise restricted as proprietary information.RFP 10-003 Specification No. Proposers shall assume Phase I upgrade will be from current 8.1 to shift implementation of upgrade into Phase I.5. VENUE: The agreement shall be governed by and construed in accordance with the laws of the State of Texas.2. Providing report development and customizations.4 to release 9. INDEPENDENT CONTRACTOR: 9.0.1. 1.4. Providing post-implementation support. The City is considering a future upgrade that may include implementation of additional modules per Phase II Upgrade as identified below. 1. creating a direct upgrade from 8. 9. The City shall have the right to reproduce any and all manuals.1.4. 1. The City intends to upgrade the current PeopleSoft Financial System 8. 8.4.3. Providing Unit Testing before delivery. Providing knowledge transfer to the City’s functional and technical Subject Matter Experts (SMEs). documentation.1 during the first quarter of calendar year 2010. 1. The City recognizes the anticipated release of PeopleSoft 9. 9.4 to release 9. PART III SPECIFICATIONS 1.3.
220.127.116.11 are: 2. 18.104.22.168. 1. cost savings.22.214.171.124. The City recognizes that multiple options exist to meeting the project scope. 2.8. 1.1.3. Possible solutions include but are not limited to: 1. 2.0. Current core modules in 8. 3. 126.96.36.199 to release 9. Vendor hosts hardware and software.5. 1. 2.2.1 and may include one or more of the following modules: 3. PHASE II UPGRADE: 188.8.131.52. Assisting the City in archiving data prior to upgrade in order to reduce the size of the database and amount of data to be converted. 1. and Assisting the City in converting existing data from 8. All alternatives and options may be considered.2.2. Page 8 of 14 .1. 3.10. the City may consider a direct upgrade to release 9. Phase II is intended to include an upgrade from release 9.11.4 to release 9.1.1. 2.7.6. 3. Accounts Payable (AP) Asset Management (AM) General Ledger (GL) Purchasing (PO) 3. 1. 3.1.1. 3. 3. City hosts hardware and software.5.5.9. 3.4. or service improvements for the City.1.6. Selected Vendor shall suggest a sequence of module implementations based on experience and City core requirements.8.2. 3.1. Alternative pricing shall also be included.1. 2. As noted in Scope of Work. Proposers are encouraged to provide alternatives and options in their proposals that may create operational efficiencies. 09-918-71 DATE: November 2009 1.4.RFP 10-003 Specification No.1. 184.108.40.206 and the addition of the PeopleSoft eProcurement module.6.1.5. PHASE I UPGRADE: 2.3.1. Accounts Receivable Billing Cash Management Contracts Enterprise Portal (PeopleSoft) Expenses Hyperion Oracle User Productivity Kit Project Costing Strategic Sourcing Supplier Contract Management 3.4 to release 9.1.1 pending timing of PeopleSoft release in calendar year 2010. Phase I is intended as a technical upgrade of core functionality from current 8. 3. 3.1.
4. key decisions which require input from or discussion with the City staff. and local storage Operating System: Microsoft Windows Server 2003 Standard Edition SP1 PeopleTools 220.127.116.11 Database Server 4.1.2. identifying the issue. project adherence to schedule. Vendor staff shall maintain an issues list.2. Application Server. 4.1.3. Project reports: Prepare and submit weekly progress reports to the City. Progress reports shall briefly summarize progress of work tasks.e.3. Process Scheduler and Reverse Proxy Server. 4.2. 4.17 4.2. and date solution implemented.1. Based upon recommendations.1.1.3. Application Server. 5.5 4.3. Current Environment 4. and local storage Operating System: Microsoft Windows Server 2003 Standard Edition Service Pack (SP)1 Database: Oracle 9i (9. 4. and a list of problems or unresolved issues.1. monthly progress meetings (at a minimum).1.0 Platform: VMWare Clustered Host with High Availability (HA) and Dynamic Resource Scheduling (DRS).2. Meetings and presentations: Participate in meetings with City staff including an initial meeting.1.1.RFP 10-003 Specification No.48. 4.3.1. 4. Utilization of all features of the system: Vendor shall recommend Best Practices in utilization of system features as well as ways to streamline any process using the software.18.104.22.168.3. Each host has 2 quad core processors and 32 GB of Memory.1.1. Future Environment 4. Guest Operating System: Microsoft Windows Server 2008 Standard Edition Database: Oracle 10g (10.3.3. All VMs shall be contained in a VMware File System (VMFS) datastore on the SAN. PeopleSoft FSCM 9. the City will decide whether to proceed with the recommendations. PeopleSoft Financial Supply Chain Management (FSCM) 22.214.171.124.1.1. Virtual Machines (VMs): a VM shall be created for each required application i.3. 4. The duties of the project manager include general administrative duties associated with the Project Management Body of Knowledge (PMBOK) methodology. The project manager shall work closely with the City Finance and Information Technology Department to develop a project charter. 4 GB of Random Access Memory (RAM).2.0. Process Scheduler and Web Server 4.2.2. Web Server. Database.4.1.1. The Application Server and Database Server shall be set up to always run on the same host.2. Project Manager shall include recommended changes into the project scope.2. and follow up meetings as required. date solution required.3) PeopleTools: 8.3. Dell PE2850 with 2 dual core 3. OPERATING ENVIRONMENT: 4.2.6GHz processors.1. Dell PE2650 with 2 dual core 2. PROJECT MANAGEMENT: 5. detailed work breakdown structure.1. statement of work. 5.8) 4.1. 4. task durations and dependencies matrix and risk management plan.1. 5. The selected Vendor shall provide a project manager for the duration of the project. 6 Network Interface Connectors (NICs) and a Host Bus Adapter (HBA) connection to a Compellent Storage Array Network (SAN). date it was known as an issue.6 GHz processors. 40GB thin provisioned virtual drive for the operating system and Raw Device Mapped Drives on the SAN for additional Storage. 2 GB of RAM. 5. 09-918-71 DATE: November 2009 4. VMs can be configured with 2 or 4 processors and 2 to 4 GB RAM (more can be allocated if needed).3.2. 4. project plan. person responsible for solution.2. Page 9 of 14 .
4. 6. 6. Complete and refine the project management materials. List of individuals affected by change (stakeholders). The design document defines the approach for changing the system to satisfy the underlying requirement. 126.96.36.199.3.0 by beginning knowledge transfer from start date. 6.1.2. The Change Management Plan is a Phase I deliverable that includes the following information: 6.2.2. Confirm all technical assumptions and determine the key technical architecture prior to reviewing functional requirements. From this activity. 6. to include expected roles and responsibilities for both the Vendor and the City.1.2. 6. Functional Review 188.8.131.52. During the functional review. parallel to other activities. Project Planning and Organization 6.1. Knowledge Transfer and Change Management 6. Clarify basic project structure. 184.108.40.206. Provide a Project Implementation Plan showing key milestones that support a critical Go-Live date. Vendor shall lead the project team in running scenarios of business transactions on the new system.2. Page 10 of 14 . Vendor shall lead the project team in the following activities: 6.2. Vendor shall provide City staff with a detailed project schedule prior to conclusion of the second week of Planning Phase that indicates required levels of participation to facilitate involvement of key resources.1. Introduce and assess new version features and functionality. 09-918-71 DATE: November 2009 6.1. Vendor’s functional analyst shall analyze each gap and prepare a design document for the modification in consultation with the implementation team and the technical analyst.220.127.116.11.4.3. and Review and recommend Best Practices for connectivity via the PeopleSoft Portal to PeopleSoft Financials via intranet and internet connectivity. 6. During each phase of the project.1.1. PLANNING AND FIT/GAP ACTIVITIES: 6. and make note of any additional functionality gaps that emerge. Review and recommend new functionality and customizations that may enhance Best Practices. Identify potential functionality gaps.2.1. and technology changes introduced by release 9.2. The following activities shall be performed: 6. the Vendor team shall document any new “to be” processes.4.1. A functional review shall take place during Phase I.3.RFP 10-003 Specification No.1. 6. workarounds or elimination of unnecessary customized features shall be addressed by system modification. 6.5. Conduct kickoff meeting to brief team members on their expected roles. and the City will determine if existing customizations are still critical to the operation of the system. 6.4 and release 9.1. The Vendor team shall then conduct another review of the identified gaps.6. 6. The City will expedite the review of these designs. Vendor shall provide clear direction and identification of functional differences between 8. Confirm the City’s custom modifications for evaluation in detail in comparison with the new functionality. and includes an estimate for hours required to make this modification.18.104.22.168.4. Modification Analysis 6.2. The functional review shall begin immediately after the project implementation plan is in place.2.2. to include report development. selected Vendor shall work with City personnel to establish a framework to ensure success.1.1. Any gaps remaining after re-engineering. Meet with the City’s Project Team and/or other management stakeholders to brief them on the project objectives and strategy.2.1. and other transition plans. staffing plan. including the project implementation plan. procedural. Vendor shall assist the City in adapting to the cultural.2. 6. 6.
As of November 1. and A plan to target how to fill gaps.1.4 and release 9. with City assistance.3.1.1. 9. etc.1.4 and release 9. Vendor trainers shall hold sessions with the City end users to acquaint them with the differences between 8. List of changes these individuals will undergo to support new processes. 09-918-71 DATE: November 2009 6. This staff will be directed and managed by the City. 9. Vendor shall provide all PeopleSoft application training for City personnel.1. 8.RFP 10-003 Specification No.4 and 9. Vendor shall train City employees who use the software in the differences between 8.2.3. While the technical team is completing the upgrade. A set of the test scripts shall become the property of the City. 9. Post-Implementation Activities 8.1. During this period.1.3. Back-up and recover features in Oracle: Vendor shall train City staff in back up and recovery features of the software and the database.3. the business process scenarios developed in the functional review are used again for comprehensive system testing. issue investigation and resolution.22.214.171.124.3. updates.2. When system testing is complete and the results verified.0: 9. training. shall develop test scripts based on best practices and functionality requirements of the City. 9. 7.1. sponsorship. TESTING: 7. TRANSITION/DEPLOYMENT ACTIVITIES: 8. All users in Finance shall require training. Vendor shall begin the final upgrade to the Production Environment.1. Page 11 of 14 . 6. 9. through knowledge transfer. there are 30 users in Finance.2. who shall require training in all functions of the software. The Vendor. or anything required of Oracle. Training Development 8. but the entire project team will be involved in this activity.1. and planning for additional system functionality or features. To assist the City in any issues that may arise after the cutover to the new system. 9.2. Training documentation: Vendor shall develop and provide training documents based on best practice processes identified during implementation. There are 7 users in Information Technology as of November 1. The Vendor’s functional analyst shall coordinate the testing process with the City.4. During this phase. All initial end user training shall be complete before the system is moved to production. Vendor shall outline the differences between 8. selected Vendor shall provide on-site support as needed from the same Vendor staff members who worked on the implementation. 8. 7. Other City employees shall require training in GL Inquiry. and can be used for help desk support. and PO Requester. 9.1. The endpoint of this final round of testing is acceptance of the system by the City. Vendor shall initiate the final round of acceptance testing prior to moving over to production.1.1. 7. The selected Vendor shall provide training as follows: 9. prior to deployment. 8.2. Detailed testing results shall be reported to the City. PO Receiving.4. communications. TRAINING: 9. 2009.0.3.1.0 and customize associated training material templates. and any gaps they have in undertaking the PeopleSoft transformation.126.96.36.199. This move shall be conducted in conjunction with the City user activities to minimize disruption. Database changes: Vendor shall train City staff in the aspects of the Oracle database that have changed so that City staff can properly maintain the database in applying patches. 2009.1. When this has been accomplished.
09-918-71 DATE: November 2009 10.6. They will participate in all significant decisions affecting their respective area. Help Desk: The City will provide a central point-of-contact responsible for all Help Desk issues during the testing and post go-live support phase of the project in order to centrally control issues.3. provide resources to complete specific tasks that have been assigned to their department. Management involvement: Managers for the departments affected by these upgrades will be actively involved in the project.6. 10. super users.6. and business users) available as required. It is further acknowledged that the City and its affiliates are solely responsible for providing Vendor with directions and instructions relating to any laws or regulations applicable to the protection of data.2.1. 10. Assess and manage project risk.1. Provide guidance and ongoing support to the teams. 10.1.1.1. The following assumptions apply to the scope. and. Data protection: 10. controls and system procedures to be implemented.6. and 10. Proposer acknowledges that the City and/or its affiliates: 10.1. including.1.1. the City will allocate team leads/super users that will participate throughout the initiative. Page 12 of 14 .188.8.131.52.1.2.2. The City will share project management responsibilities with Vendor and jointly manage the tasks according to the detailed project implementation plans.5.1. Refer to the City Staffing Matrix (Attachment B) for a description of the experience levels currently present from the City team leads/super users.3. execution. but not limited to. Resolve escalated issues.1.1.7. Assess the impact of proposed changes in scope and make final decision on change requests. but not limited to.1. where appropriate. upon which directions and instructions Vendor 10. The City represents and warrants to Proposer that all Data processing and transfers between the City.1. 10. affiliate. PROJECT ASSUMPTIONS: 10. connectivity to the user desktops.1.4. including. 10. to include but not limited to: 10. 10.1. 10. and deliverables for this project: 10.1. The City will assign one full time employee to function as project manager.1. including but not limited to decisions concerning system design. 10. the individuals to whom the Data relate and City and affiliate personnel. 10. In order to support the new systems after implementation.1.1. network administrators. Team leads/super users are experienced City resources that will drive this implementation process and guide the efforts of subordinate team members.1.3. This includes set-up of any new hardware.6.1. project scope and timetable. cabling and configuration of user workstations. The City (with assistance from the Vendor) will be responsible for detailed hardware tasks and determining technical and hardware direction and requirements related to PeopleSoft. data relating to individuals (the “Data”). Are the controller(s) of any City.184.108.40.206. Hardware/software installation: Vendor (with assistance from the City) shall be responsible for software installation and configuration.5. Will be solely responsible to third parties for such Data. or third party data or databases accessed 10. Vendor and the City will work together to achieve the objectives of this project.RFP 10-003 Specification No. Vendor shall utilize the City’s internal Help Desk. 10.1. its affiliates and selected Vendor will be conducted in full compliance with any laws or regulations applicable to the protection of data. Make key decisions regarding the overall direction of the project. and/or processed by Vendor in the course of performing the Services.1. Participate in regular project leadership and team meetings. Facilitate availability of proper resources to achieve implementation capabilities.1. Resource commitment: The City will have fulltime and part-time resources (the City team leads.6.1. and 10.1.
1. The “Spreadsheet Import” function is used to interface Procurement Card journal to the General Ledger. 09-918-71 DATE: November 2009 shall rely exclusively when accessing and processing Data in performing the Services.1. Maintenance Packs.17.16. 10. Software selection was based on City’s independent evaluation of the software’s ability to meet the City’s business requirements. 10.1. technical or other project related issues. In addition. 10. The City will make final decisions regarding outstanding project issues in no more than five business days.1.RFP 10-003 Specification No.1. Custom interfaces. Access to facilities: Vendor project personnel will have reasonable access to City facilities during both normal business hours and outside normal business hours.1. 10.2.1.14.1. 10.. Issue resolution: Timely resolution of project issues shall be a critical success factor given the project timeframe.20. Excel. 10. Vendor support: Vendor shall follow City procedures for dealing with PeopleSoft related issues.14. Production Support: Proposer shall provide production support following the Go-live period over a two- week period.15.1. 10.1.7. much of what is currently best practice will become the base specification for the new financial systems.1.1. Process redesign: The project utilizes industry best practices for process redesign. Material business changes: No City acquisitions. 10. These interfaces create journals which are posted to the General Ledger. Vendor will be provided access to Oracle support in order to follow-up and manage vendor software issues. significant deviation from current markets serviced. and complying with. Access to management and staff: The project team will have timely access to all appropriate City 10. Change request process: Any scope changes shall be documented through a change order process and signed by both Vendor and City. mergers or reorganizations will occur during the project other than what is discussed with the project planning team The City does not foresee changes in their core business. any laws or regulations applicable to the protection of data as they may apply to Vendor deliverables.1. as the project requires. management and staff personnel (both functional and technical) on an as-needed basis. Software Warranty: Vendor shall not warranty software products or their functionality. Should the City require additional support.6. Hardware acquisition and installation: There will be no delays in the availability of hardware and software necessary to perform installation and upgrade. The City currently utilizes several import interfaces as noted below: 10. Windows.1. 10. 10. PeopleSoft reports and reporting library: Vendor shall update and modify all existing reports and queries. 10. The “External Flat File” function is used to interface with Incode for Utility Billing and Municipal Court accounts receivables as well as Highline for Payroll functionality.12. document and resolve any potential functional.1.14. In essence.1. the City shall be solely responsible for determining the existence of.1.18.9. Bundles and Patches: The upgrade includes the installation of all maintenance packs and required bundles and patches to meet both the business needs and PeopleSoft support for the City. Selected Vendor and the City will work together to identify.11.4. 10. It is assumed that any major redesign of finance operations will occur in potential future projects.1. and can be used for the following issues: Page 13 of 14 . 10.) prior to the rollout of PeopleSoft upgrade to all employees who will utilize the system and who lack proficiency in these areas. 10.g. Vendor shall provide additional services at the bill rate identified in proposal.21.8. Vendor is not responsible for delivery of such training. Additional work shall not be performed in advance without authorization from the City. 10.10. production or distribution patterns that may impact the validity or appropriateness of the project estimates.1. User training: The City will provide baseline computer training (e.13. etc.19. 10. The support shall be by telephone or onsite as needed. Suitability and usability of system: The City has sufficiently evaluated the functionality of PeopleSoft and is satisfied that it meets the City’s key business requirements.
services or equipment delivered or the services performed that causes the payment to be late. INVOICING: 2.2. 10. if any. PROMPT PAYMENT POLICY: 3. 10. this policy does not apply to payments made by the City in the event: 3.1.01. 2. in cost. 3. The Contractor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy. et seq. and which arise under the antitrust laws of the State of Texas. Vendor will be notified if service provided is not in full compliance with the project scope for corrective action. 10. however.1. equipment.1.1. Page 14 of 14 . 10. the needed service may be procured elsewhere and Vendor may be charged full increase. 4. 09-918-71 DATE: November 2009 10. on the purchase order or agreement or other such contractual agreement. whichever is later. grant.1. or The terms of a federal contract. Bus. OVERCHARGES: 4. 3. TX 78664-5299 3. Questions regarding the tools set for building the interfaces and customizations. material. or There is a bona fide dispute between the Contractor and a subcontractor or between a subcontractor and its suppliers concerning supplies. 3. There is a bona fide dispute between the City and Contractor concerning the supplies. or equipment delivered or the services performed which caused the payment to be late.21. 15 USGA Section 1 et seq. if any.21. If any service is canceled for non-acceptance.21.1. or statute prevent the City from making a timely payment with Federal Funds. PART IV INVOICE AND PAYMENT 220.127.116.11. and/or Patches and fixes.1. Connectivity. materials.1. Payments will be made within thirty days after the City receives the supplies. ACCEPTANCE: City will determine successful completion of deliverables as specified. or the day on which the City receives a correct invoice for the service.5. Code.1. regulation.21.1.1. and Com.4. Technical Errors. Section 15.4. materials. Vendor shall submit one original and two copies of each invoice referencing the assigned Purchase Order number to the following address: City of Round Rock Attn: Accounts Payable 221 East Main Street Round Rock.3. or the day on which the performance of services was completed..1. Hardware and Performance Issues.2. Contractor hereby assigns to purchaser any and all claims for overcharges associated with this purchase which arise under the antitrust laws of the United States. or The invoice is not mailed to the City in strict accordance with instructions.RFP 10-003 Specification No.1.
ATTACHMENT A City of Round Rock Insurance Requirements .
3. 1. Property Damage Insurance with minimum limits of $50. Statutory Worker’s Compensation Insurance and minimum $100. certified copies of all insurance policies shall be furnished to the City Policies shall include.3.3. and without expense to receive copies of insurance policies and all endorsements thereto and may make reasonable request for deletion. 1. 1. General Liability Policy Automobile Liability Policy Worker’s Compensation Policy The following general requirements are applicable to all policies: 1.2.00 each person. its agents.1. Upon request.1.5. 1.4. upon request.3. employees or subcontractors. but not be limited to.5.1. The City shall be entitled.3.3. Coverage shall be maintained for two years minimum after the termination of the Contract. conditions.2. except for Professional Liability Insurance. 1.3.3. 18.104.22.168.4. Claims made policies shall not be accepted.2.3. All insurance and bonds shall meet the requirements of the bid specification and the insurance endorsements stated below. in writing. 1. 1.000.2.000. 1. Certificates of Insurance and endorsements shall be furnished to the City and approved by the City before work commences. the Vendor shall exercise reasonable efforts to accomplish such changes in policy coverage and shall pay the cost thereof.000.000. Vendor agrees that with respect to the required insurance. or modification of particular policy terms.00 for each occurrence. 1. Only insurance companies licensed and admitted to do business in the State of Texas shall be accepted. or exclusions (except where policy provisions are established by law or regulation binding either of the parties hereto or the underwriter of any of such policies).3. and $300.3.3.1. revision. Page 1 of 4 .6. Automobile Liability Insurance for all owned.5. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only.5. The following standard insurance policies shall be required: 1. representatives.000. 1. 1. on the certificate or its attachment. 1. the following minimum limits: 1. the following provisions: 1. 1.2.00 Employers Liability Insurance.2. Upon such request by the City. INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration of the contract or purchase order resulting from a response to this bid/Specification insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work as a result of this bid by the successful bidder.000. and Property Damage Minimum limits of $50.00 for each occurrence. non-owned.00 per occurrence. Minimum Bodily Injury Limits of $300.5.00 for each occurrence. volunteers. all insurance contracts and certificate(s) of insurance will contain and state. limitations. and hired vehicles with minimum limits for Bodily Injury of $100.4.5.ATTACHMENT A CITY OF ROUND ROCK INSURANCE REQUIREMENTS 1.
5.includes all persons or entities performing all or part of the services the CONTRACTOR has undertaken to perform on the project. “Services” include. property damage.9.4. 1. showing statutory workers’ compensation insurance coverage for the person’s or entity’s employees providing services on a project.2. Failure to do so shall impose no obligation of liability of any kind upon the company. Name the City and its officers. Certificate of coverage (“certificate”) .5. 1. (as the interest of each insured may appear) as to all applicable coverage. TX 78664-5299 City Attorney City of Round Rock 309 East Main Round Rock.includes the time from the beginning of the work on the project until the CONTRACTOR’S /person’s work on the project has been completed and accepted by the OWNER. Duration of the project . non-renewal.5. 2. without limitation.5. or providing labor. “Services” does not Page 2 of 4 .098 requires workers’ compensation insurance coverage for all persons providing services on building or construction projects for a governmental entity. All notices shall be mailed to the City at the following addresses: Assistant City Manager City of Round Rock 221 East Main Round Rock. transportation. WORKERS COMPENSATION INSURANCE 2. employees.2.1. and elected officials for injuries. regardless of whether that person contracted directly with the CONTRACTOR and regardless of whether that person has employees.5. which notice shall be accomplished by a replacement Certificate of Insurance. 1. employees of any such entity.5.5. Provide for an additional insurance endorsement clause declaring the Vendor’s insurance as primary. or TWCC-84). including death.2. 2. Texas Labor Code. or material changes Remove all language on the certificate of insurance indicating: 1.A copy of a certificate of insurance. All copies of the Certificate of Insurance shall reference the project name.1. employees. or any other loss to the extent same may be covered by the proceeds of insurance. Persons providing services on the project (“subcontractor”) in Section 406. motor carriers. its officers. Provide for notice to the City at the addresses listed below by registered mail: Vendor agrees to waive subrogation against the City. TWCC-82.5. for the duration of the project. or employees of any entity. a certificate of authority to self-insure issued by the Texas Workers’ Compensation Commission.5. 1. bid number or purchase order number for which the insurance is being supplied. and elected officials as additional insured’s. and standard of care together with the indemnification provision.5. providing. Vendor shall notify the City in the event of any change in coverage and shall give such notices not less than thirty days prior notice to the change. 1.1. subcontractors. 2. without limitation.7.4.8.096 .1.10. or representatives. Provide thirty days notice to the City of cancellation. duty. 1. or other service related to a project. shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. which furnishes persons to provide services on the project.1. This includes. TWCC-83. 1.1. That the insurance company or agent/broker shall endeavor to notify the City. and. or a coverage agreement (TWCC-81. hauling. 1. 1. its agents.5.3. owner-operators. 22.214.171.124. or delivering equipment or materials. leasing companies. Provide that all provisions of this contract concerning liability.5.1.5. independent contractors. TX 78664 1. Section 406.
The CONTRACTOR shall provide coverage. to: 2. 2. 2. 2. 2.011(44) for all its employees providing services on the project. such as food/beverage vendors. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being awarded the contract.4.1. The CONTRACTOR shall contractually require each person with whom it contracts to provide services on a project. within 10 calendar days after the CONTRACTOR knew or should have known. 2.1. 2.1. prior to the end of the coverage period. form and manner prescribed by the Texas Workers’ Compensation Commission.10.include activities unrelated to the project. provide the CONTRACTOR.3. prior to the end of the coverage period.011(44) for all employees of the CONTRACTOR providing services on the project. a certificate of coverage showing that coverage is being provided for all employees of the person providing services on a project. Section 401. and no later than seven calendar days after receipt by the CONTRACTOR. for the duration of the project. Page 3 of 4 .3. prior to the other person beginning work on the project. that meets the statutory requirements of Texas Labor Code. provide coverage.3. prior to that person beginning work on the project. or any change that materially affects the provision of coverage of any person providing services on the project.1.6.1. prior to the end of the coverage period. provide to the CONTRACTOR. if the coverage period shown on the current certificate of coverage ends during the duration of the project. the CONTRACTOR must. if the coverage period shown on the current certificate of coverage ends during the duration of the project 2. 2. for the duration of the project. and provide to the CONTRACTOR: 126.96.36.199.6. a new certificate of coverage showing extension of coverage.2. and a new certificate of coverage showing extension of coverage.10.6.10. for the duration of the project. that meets the statutory requirements of Texas Labor Code. so the OWNER will have on file certificates of coverage showing coverage for all persons providing services on the project.1. 2. If the coverage period shown on the CONTRACTOR’S current certificate of coverage ends during the duration of the project. The CONTRACTOR shall retain all required certificates of coverage for the duration of the project and for one year thereafter. and provide to the OWNER: 2. a certificate of coverage.3.10. in the text. 2. informing all persons providing services on the project that they are required to be covered. and delivery of portable toilets. a new certificate of coverage showing extension of coverage. 2. The CONTRACTOR shall obtain from each person providing services on a project.10. 2. prior to that person beginning work on the project. obtain from each other person with whom it contracts. 2. if the coverage period shown on the current certificate of coverage ends during the duration of the project.8. based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements. office supply deliveries.2.5. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal delivery.9. a certificate of coverage. and stating how a person may verify coverage and report lack of coverage. file a new certificate of coverage with the OWNER showing that coverage has been extended.10.2. The CONTRACTOR shall post on each project site a notice. Section 401. based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements.
10.3.5.3.3.3.10. 2. with the certificates of coverage to be provided to the person for whom they are providing services. or other civil actions. 2. within 10 calendar days after the person knew or should have known. that the coverage will be based on proper reporting of classification codes and payroll amounts.10.10. to perform as required by paragraphs (A thru G). 2. Providing false or misleading information may subject the Contractor to administrative penalties. or providing.6. the Contractor is representing to the Owner that all employees of the Contractor who will provide services on the project will be covered by workers’ compensation coverage for the duration of the project. By signing the solicitation associated with this specification. in the case of a self-insured. and contractually require each person with whom it contracts. retain all required certificates of coverage on file for the duration of the project and for one year thereafter.4. notify the OWNER in writing by certified mail or personal delivery.2.3.10. or causing to be provided a certificate of coverage. civil penalties. The Contractor’s failure to comply with any of these provisions is a breach of contract by the Contractor that entitles the Owner to declare the contract void if the Contractor does not remedy the breach within ten calendar days after receipt of notice of breach from the owner. Page 4 of 4 . of any change that materially affects the provision of coverage of any person providing services on the project.3. criminal penalties. and that all coverage agreements will be filed with the appropriate insurance carrier or. 2. with the Commission’s Division of Self-Insurance Regulation.2.
4 9 years 7. 6.4 Field Experience 19 years 15 years 10 years 10 years 20 years 10 years 10 years Enterprise Application Manager Enterprise Applications Finance Department Title Finance Director Financial Programs Manager Accounting Supervisor Accounting Supervisor Accounting Tech I Budget Supervisor Budget Analyst II Construction Accountant II Construction Accountant I Purchasing Supervisor Purchaser Division Finance Accounting Accounting Accounts Payable Accounts Payable Budget Budget Construction/Projects Construction/Projects Purchasing Purchasing Peoplesoft Experience 6 years 7.5.5. 8. 8.4 10 years 6. 7.4 6 years 8.5.4 8 years 7. 188.8.131.52 5 years 184.108.40.206.Attachment B City Staffing Matrix November 2009 Information Technology Department Title Assistant City Manager Database Administrator Infrastructure Manager Senior Network Manager User Support Manager User Support Technican Division Information Technology Enterprise Applications Infrastructure Infrastructure Help Desk Help Desk Peoplesoft Experience 11 years 6.0.5 5 months 8. 8. 7.4 5 years 8. 8.5. 7.4 Field Experience 6 years 20+ years 23 years 23 years 10 years 18 years 10 years 15 years 15 years 30 years 35+ years .4 5 years 8.4 5 years 8.4 2 years 8.4. 6. 8.5.4 13 years 5. 7. 8.0. 8.1 10 years 6.5.
The City plans to keep the current hardware. QUESTION: Please detail the number of users that are going to be trained for each module including the core users and other City employees referenced in part III of the RFP. CITY RESPONSE: This request will be addressed in the December 9th written response from the City. there are none. The firm that assisted in our prior upgrade in 2003 is not participating. but none that are applicable to this upgrade project. QUESTION: Regarding the Past Relationship evaluation criteria in the RFP.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments QUESTION: Is the City open to customization? CITY RESPONSE: Yes QUESTION: Does the City plan to upgrade the platform hardware currently being used? CITY RESPONSE: No. QUESTION: Is the City currently operating in production the modules that are listed as part of the Phase II upgrade? CITY RESPONSE: No. QUESTION: So the modules listed for Phase II are new deployments of modules that the City is currently not utilizing today in production? CITY RESPONSE: Yes. that is correct. QUESTION: What interfaces or 3rd party software is used with current system? Page 1 11/30/2009 . We do have prior experience with several firms participating on other projects. please list the companies on the conference call that have done business with the City in the past? CITY RESPONSE: In relation to this project.
you are welcome to include any options for pricing components or alternate options. The Spreadsheet Import function is used to interface Procurement Card journal to General Ledger. In assessing what we are looking for and in preparing your proposal.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments CITY RESPONSE: External Flat File function is used to interface with Incode for Utility Billing and Municipal Court and Highline for payroll. The City has a “Go live” date of September 8. QUESTION: Will the City be responsible for configuring the hardware in the Oracle database? Page 2 11/30/2009 . Our desired goal is to have a contract negotiated and presented to our City Council for formal approval by late January. we were hoping that the proposer would propose whatever would be required for us to meet our needs going forward. Based on our experience with PeopleSoft. 2010. QUESTION: Is the City looking for a business process review or an overview of capabilities of each of the modules or a full blown Fit/Gap? Informal sessions or formal review? CITY RESPONSE: Based on scope of work identified we did include time for a Fit/Gap analysis. QUESTION: Does anyone with the City have experience with Hyperion? CITY RESPONSE: No QUESTION: Is the City looking at Hyperion for budget purposes? CITY RESPONSE: Yes QUESTION: Integrated with commitment control? CITY RESPONSE: Yes QUESTION: Do you have an estimated start date for this project? CITY RESPONSE: No estimated start date.
QUESTION: Will the City consider new and/or smaller vendors? CITY RESPONSE: Yes. The City did not award that solicitation and have decided to upgrade instead.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments CITY RESPONSE: Yes but we will work with the vendor to identify any special configurations based on standard PeopleSoft configuration methodology. The hours of operation are generally Monday – Friday 8:00am – 5:00pm. QUESTION: Are you requesting assistance for Oracle upgrade from 9i to 10g or doing it yourself? CITY RESPONSE: The City will do it. QUESTION: Is this RFP different from the previous 3rd party support RFP? CITY RESPONSE: Yes. QUESTION: Is the City looking for on-site or off-site Phase I and II upgrade implementation? CITY RESPONSE: That is up to the vendor to propose in either phase. Each proposal will be evaluated on its own merit using the evaluation criteria outlined in the RFP. The City does not operate on a 24/7 basis. however. QUESTION: What is the expectation from the project standpoint of contracted staff from the vendor? CITY RESPONSE: The City has no expectations other than the expectation that the vendor will use whatever resources they need to get the job done. The City will consider any vendor that submits a proposal. QUESTION: Is the City considering using any of the new features in 10g such as RAC or ASM? CITY RESPONSE: We are considering using these features. Page 3 11/30/2009 . we most likely will not utilize RAC because we are running in a virtualized environment.
QUESTION: Can you identify the number of your reports and/or workflows? CITY RESPONSE: The City will identify the exact number of either Crystal reports or SQRs that we have customized in our response on December 9. This will consist of a user group including employees outside of the Finance Department submitting requisitions to Finance/Purchasing resulting in the issuance of a Purchase Order. QUESTION: Is the City using any of Oracle’s business intelligence tools or looking into business intelligence for Phase II? Page 4 11/30/2009 . QUESTION: Does the City anticipate this to include direct connection to suppliers as well? CITY RESPONSE: Not a primary focus at this point. QUESTION: What are the intentions around implementing functionality in E-Procurement? CITY RESPONSE: To introduce online requisitioning to our organization and the workflow that follows to route requisitions through the Purchasing Department to completion with issuance of a PO. The City expects that in Phase II there are some components that would go hand in hand with that.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments QUESTION: What are your current customizations? CITY RESPONSE: There are none. The City could possibly expect this functionality in Phase II. QUESTION: Is the suggested sequence of module implementations for Phase II being requested up front before Phase I implementation? CITY RESPONSE: Not necessary up front. 2009. The City’s goal is to establish partnership with the selected vendor in Phase I that would result in working together to identify the Phase II sequence.
That will evolve out of partnership developed with the vendor and what works best. QUESTION: Will on-site support from the vendor for post implementation be capped to a period of time or is it open ended? Is there an exit measurement that needs to be met? CITY RESPONSE: Post support refers to after system acceptance of upgrade.1. the requirements have not been defined. we are not currently using them.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments CITY RESPONSE: Yes. QUESTION: Has the City modified its chart of accounts? CITY RESPONSE: No. We will incorporate train the trainer in some instances. can you provide data elements and timeframe to be archived? CITY RESPONSE: No. QUESTION: Will the City entertain “train the trainer” or will you expect the consultant to do all training? CITY RESPONSE: Yes. the City is looking at the functionality of business intelligence tools. We realize that will be some training that we need to do from a higher level to users in partnership. Although we are licensed for it. not that we won’t. Processes will need to be identified and documented before we introduce the upgrade to our organization. Our data base is at 25GB. User training is outlined in RFP section 10. QUESTION: What level of process and/or user documentation does the City currently have in place that will serve as a baseline? CITY RESPONSE: The City has a limited user base as well as limited documentation. Page 5 11/30/2009 . QUESTION: Have requirements been defined for data archiving effort? If so. We have not implemented any archiving but request the vendor to propose recommendations and procedures to archive data. The City uses standard chart fields.12.
QUESTION: Should we assume that Hyperion will be used for Budget or BI warehouse or both? CITY RESPONSE: Hyperion will be used for Budget. funding. etc. QUESTION: Does the City want pricing for Phase II when we aren’t exactly sure of the requirements at this time? CITY RESPONSE: The City requests pricing on the implementation of modules listed in the RFP realizing that the sequence of implementation may change and that there are variables that could come into play. We would like pricing for Phase II included.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments QUESTION: Does the respondent have the choice of responding to the basic requirements of the RFP as well as adding anything else that they feel that would be of value to the City as it relates to this RFP? CITY RESPONSE: Yes. If you are able to submit anything that addresses Phase II we would consider it but we realize that Phase II schedules are going to be driven by Phase I. QUESTION: What interfaces are currently being used? Page 6 11/30/2009 . QUESTION: Does the City perform manual testing or are tools used? CITY RESPONSE: The city utilizes manual testing. QUESTION: Does the City have VPN access into environment? CITY RESPONSE: Yes. QUESTION: Is the City asking for both Phase I and II proposed project schedules at this point? CITY RESPONSE: Primary focus is Phase I. the City will consider any alternatives or options that are proposed.
QUESTION: Does the City plan to implement the PeopleSoft Portal? CITY RESPONSE: We currently have the enterprise Portal version 8.8. QUESTION: Does the City plan to update the current Portal to 9. The Spreadsheet Import function is used to interface Procurement Card journal to General Ledger. QUESTION: Are you going to use a Portal line in Phase II imports? CITY RESPONSE: Decision has not been made at this point. QUESTION: Are all interfaces the same type or are they different? CITY RESPONSE: One is an Excel and the others are ASCII file format. QUESTION: How many years and volume of data needs to be transferred? Page 7 11/30/2009 .0? CITY RESPONSE: Yes QUESTION: What kind of Legacy systems does the City currently use? CITY RESPONSE: None at this point. QUESTION: What type of programs are they? CITY RESPONSE: File imports.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments CITY RESPONSE: External Flat File function is used to interface with Incode for Utility Billing and Municipal Court and Highline for payroll.
Is this part of the Phase I or Phase II upgrade? CITY RESPONSE: Not included in either. We will do in-house. QUESTION: Should respondents propose how much DBA support and administrative assistance we would supply for project? CITY RESPONSE: We would ask that you propose what you think your firm would do and the commitment you need from us.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments CITY RESPONSE: The City has been with PeopleSoft for 11 years and has never purged any data. QUESTION: What payment methods are currently used in the City’s Accounts Payable department to submit payment to a supplier or vendor? CITY RESPONSE: Checks and Wire Transfers. QUESTION: Does the City use 3rd party paper stock? CITY RESPONSE: Yes. QUESTION: Please clarify the upgrade of the Enterprise Portal 8.1.8 to 9 or 9. Our database contains 25GB of data. Page 8 11/30/2009 . QUESTION: Does the City use 3rd party check printing software? CITY RESPONSE: No. QUESTION: How many DBAs does the City currently have? CITY RESPONSE: The City has one DBA with PeopleSoft experience dedicated to this project.
QUESTION: Does the City currently use software to capture or process testing results? CITY RESPONSE: No.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments QUESTION: Are Wire Transfers performed directly from AP or is a 3rd party application used? CITY RESPONSE: The City uses a 3rd party application. QUESTION: What application of Hyperion is the City looking at implementing? CITY RESPONSE: The City would like to implement the Planning and Budget module. QUESTION: Is the City open to using software to capture or process testing results? CITY RESPONSE: Yes QUESTION: What is the City asking for in Phase II for Oracle UPK? CITY RESPONSE: The City is looking for a recommendation from the vendor for implementing the UPK to help provide additional user documentation and training and ongoing training.is the city willing to execute testing or onsite or remote assistance? CITY RESPONSE: Vendor to propose as much testing as they can take on with our staff doing acceptance testing.1 addresses existing customizations. Page 9 11/30/2009 .3. QUESTION: Support and test . QUESTION: 6. QUESTION: Will the City use UPK for every module? CITY RESPONSE: Yes for the 4 modules. Please clarify.
4 to 9. It will be an internal decision. The City will not have a PeopleSoft rep on-site.8 outside of normal upgrade that we would be performing? CITY RESPONSE: Any data conversion required from 8.0. QUESTION: When will the City address the submitted questions? CITY RESPONSE: December 9th Page 10 11/30/2009 . QUESTION: Is the existing data outlined in Section 1. QUESTION: Is the City running the scripts or is the vendor? CITY RESPONSE: The vendor. that will determine the go or no go regarding the version? CITY RESPONSE: No. If we run into issues on the final upgrade prior to going live they will be submitted as a critical issue.4.8? CITY RESPONSE: Any additional data conversions required in upgrade that the City was not previously aware of. QUESTION: What participation do you expect to have with PeopleSoft proper during upgrade? Do you envision that the vendor would have access to your rep? What is the City’s expectation of PeopleSoft’s participation? CITY RESPONSE: The expectation is that any problems would be filed through the City’s account.10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments CITY RESPONSE: Reports only. QUESTION: What would the vendor be assisting with in Section 1.4. especially in Phase II. QUESTION: Will it be the City’s communication with PeopleSoft.
10-003 PeopleSoft Upgrade Services Pre-Proposal Conference Call Summary of Questions & Comments PARTICIPATING FIRMS: 4Consulting Cephei Technology Group Chivas Engineering & Consulting Empower Solutions EMS Consulting eVerge Group Exxova Fujitsu America HyperGen Interfusion Solutions iuXta America MAXIMUS Mo'mix Solutions Neos Consulting ObjectWin Plante & Moran PMCS Services Sierra Systems Satyam Government Solutions Stark Holdings Summit Technology Synch-Solutions System Efficiency Varsun eTechnologies Page 11 11/30/2009 .
1 as a Phase I option in their proposal. Please mention names of other applications interacting with PeopleSoft application. 1. Customizations: What are present customizations. which is a product we are not familiar with. (It can be a very simple diagram showing inputs.0 and implementation of the eProcurement module as the Phase I approach. The inclusion of Oracle in terminology was in reference to the buyout. if you have experience with PeopleSoft Financials 8. but no decision has been made at this time. Interested firms are welcome to include upgrading from 8. outputs and the relation with other applications. 2.4 to 9. a brief description of the same would help us in effort and cost estimations and allocating resources with appropriate skill set CITY RESPONSE: None 4.3 references experience with Oracle Government Financials. We are aware that version 9.4 environment to PeopleSoft 9.) CITY RESPONSE: No we do not have an I/O diagram. Customizations: Workflows CITY RESPONSE: None 6. We have not created any custom menus. Is the experience with OGF required for this project? CITY RESPONSE: The product module we currently have is PeopleSoft Financials.1 has been released by PeopleSoft and are considering a direct upgrade.I. 5. added any custom tables or modified any existing tables. 3. Customizations: No of Reports and types CITY RESPONSE: Please see Question #155. and is not referenced as one of the PeopleSoft modules included in either Phase I or II. Customizations: Alerts Page 1 of 30 . There are no customizations other than relaying out the screen or order of fields. Current Solution Architecture – diagram: Provide if available.4 you meet the criteria. Our implementation is a vanilla implementation. Section II.12/8/2009 10-003 PeopleSoft Upgrade Services City Response to Submitted Questions NOTE: The Scope of Work for this project identifies upgrading the City’s existing 8.
We have not added or changed any fields or added or changed any menus or added or modified any tables. vendor name. Page 2 of 30 . Unicode/Languages: Is the current installation Unicode compliant? CITY RESPONSE: No. Customizations: Forms CITY RESPONSE: There are no new forms. 11. vendor number. This allows staff to search on multiple fields (voucher id. 8. it is non-Unicode in English only. Customizations: Any custom bolt on (Custom Module) CITY RESPONSE: None 10.12/8/2009 CITY RESPONSE: None 7. We have re-ordered fields so that the user does not need to scroll across the screen to enter data. Customizations: Any other customizations CITY RESPONSE: We have a custom view that our document management system (Liberty IMS) utilizes an ODBC connection to retrieve the voucher id (unique key) in order to index the remaining fields within our document management system. accounting date. Unicode/Languages: Are any languages (other than English) being used in the system? CITY RESPONSE: No 13. check number and payment date) within our document management system. Customizations: Customizations to standard functionality CITY RESPONSE: The only changes have been in the screen navigation. 12. Data conversion: Please provide details – legacy system to PS and in what for data exist in Legacy system. We have relayed out fields to facilitate data entry in purchasing and A/P but that is the limit of any changes 9.
Standby Database: Where is your standby database located? CITY RESPONSE: There is no standby database. The database is approximately 25GB. No. Standby Database will not be upgraded separately.4 14. 18. Please confirm our understanding. 15. Documentation: If implementation. The number of years of data that we convert will need to be determined at the time of upgrade. reporting etc. If we choose to do any development we would then create a separate database or we would snapshot the Test environment in VMWare.12/8/2009 CITY RESPONSE: All data is currently in PeopleSoft FSCM 8. The time commitment expectation will need to be included in the proposal. Open to vendor recommendation. DBA availability: Can City’s PS DBA(s) be actively involved in the upgrade activity if required? CITY RESPONSE: Yes. Prior to the upgrade we would like to work with the selected vendor to identify any opportunities that we may have to archive data using PeopleSoft Archive functionality into archive tables. of Instances: Please provide us details as regards to number of. 19. Application Security features: What are security features used? If any enhancement is expected? Page 3 of 30 . CITY RESPONSE: There are 3 instances that we maintain. Data conversion: How many years’ data needs to be transferred to People Soft and what is volume of it? CITY RESPONSE: We have 10 years of data in our existing database. instances – production. 16. 17. development. customization documents for current version available? Once awarded the project will they be made available to us? CITY RESPONSE: Yes 20. Demo and Test. Production. CITY RESPONSE: Please see Question #16.
Vendor support: Does City have support contract with People soft suppliers? CITY RESPONSE: No 22. 21. There has been some discussion re: incorporating LDAP (Lightweight Directory Access Protocol) but no decision has been made. 24. Please refer to PART I. A decision on the City’s desired timeline for Phase II as identified in the specification will be developed through internal discussion and recommendation of selected vendor. We are open to either possibility pending receipt and evaluation of proposals. 26. General: When second Phase is expected to start and end? CITY RESPONSE: Unable to specify at this time. General: Data conversion: can we propose offshore onsite model? CITY RESPONSE: City will consider all relevant proposal options in determining the best solution to meet our needs. General: Would you be awarding contract for database upgrade and application upgrade to same vendor or different vendors? CITY RESPONSE: The City reserves the right to select a single vendor or combination of vendors that best meet our need. COST PROPOSAL. should vendor provide costing for the same? CITY RESPONSE: City does not currently hold license for new modules and database. Item 14. General: What is pricing model – fixed bid or T&M CITY RESPONSE: The City is seeking fixed pricing for the upgrade services. 27.12/8/2009 CITY RESPONSE: We are using PeopleSoft’s security functionality. page 4 of 14. We would prefer provision of cost information in proposal. 25. Software/database Licenses: Does City hold license for new modules and database that are to be implemented? If not. General: Are we supposed to provide implementation module wise for all modules indicated in second phase? Page 4 of 30 . 23.
there are very few issues that come up in a week. Hotel and debt service funds. The Hotel fund has 5 divisions. 31. We would like pricing for Phase II included in all proposals for this project. 30. 28. Organization Structure: No. 29. 4 Debt Service funds. Organization Structure: Locations (operations)/ Details of the Profit centers and Cost Centers CITY RESPONSE: Please see Question #29. 13 Capital Project funds. with about 47 active funds made up of 62 divisions. The General Fund has 18 departments made up of 41 divisions. 13 Special Revenue funds. The City has approximately 9 Enterprise funds. Typically I get <10 calls per week of which <5 become an issue that is entered into our tracking system. an internal service fund and a couple of other miscellaneous funds. Organization Structure: What is Present Organization Structure? Please provide brief write up CITY RESPONSE: The City’s main operations are conducted through the General.12/8/2009 CITY RESPONSE: The City requests pricing on the implementation of modules listed in the RFP realizing that the sequence of implementation may change and that there are variables that could come into play. e-Procurement: What is current Procurement System? CITY RESPONSE: The current Procurement System in the City consists of a user group including employees outside of the Finance Department submitting paper requisitions to Finance/Purchasing resulting in the issuance of a paper Purchase Order. General: How stable is the current PeopleSoft Finance system? What is the volume of the issues faced on a monthly basis? CITY RESPONSE: It is stable. Page 5 of 30 . The Utility fund has 9 departments made up of 10 divisions. Utility. Of all the issues per month there is no more than 1-2 that get escalated to Oracle/PeopleSoft. The City utilizes 1 Business Unit. 32. of Legal Entities/Operating units/regions/departments etc CITY RESPONSE: Please see Question #29.
We do not maintain data or track these materials through PeopleSoft after issuance of Purchase Order. inspection. 40. then elaborate CITY RESPONSE: The City uses application of the 5 digit Commodity Code provided by the National Institute of Governmental Purchasing for all goods and services. e-Procurement: Explain the Material Flow vis-à-vis: Receipt and inspection of goods.4. CITY RESPONSE: Not applicable to this project for the City of Round Rock. 34. CITY RESPONSE: Please see Question # 37. e-Procurement: Explain the method for tracking the items/materials. 35. CITY RESPONSE: User departments are responsible for receipt. Issue for internal consumption. ABC classifications CITY RESPONSE: We do not maintain data or track these components of procuring goods or services through PeopleSoft. e-Procurement: Is Bar coding being used to track the items? If yes. e-Procurement: Inventory Management Methodology being currently followed CITY RESPONSE: We do currently utilize inventory management methods in PeopleSoft 8. Page 6 of 30 . e-Procurement: Existing Item Master along with the Item codification mechanism (availability of BIN cards etc). 36. then provide details. 38. 39.12/8/2009 33. Issue of items/materials. e-Procurement: Hardware and Software being used for Bar Coding. 37. CITY RESPONSE: Please see Question #37. and acceptance of all materials ordered via Purchase Order. e-Procurement: Inventory Policies. e-Procurement: Are Items being categorized on the basis of certain common characteristics? If yes. Accuracy plans.Stock norms.
e. track and secure contractual agreements with vendors. this group handles all formal solicitations for the department. equipment. e-Procurement: Explain the method by which items/materials are being tracked e. and other programs as assigned. Expiration date control etc. The Program group administers services. and issuance of Purchase Order.) CITY RESPONSE: Please see Question #37. uniforms. e-Procurement: What is the Material Accounting Structure followed and how the cost is being tracked Cost Structure Valuation Structure CITY RESPONSE: Please see Question #37. 46. CITY RESPONSE: Please see Question #37.g. verification of budgetary compliance. conventional channel etc Describe Page 7 of 30 . Travel. and invoicing for specific program activities such as the Procurement card. 41. Additionally. assistance with obtaining quotes and/or bids. 44. 42. The Purchasing group is responsible for review of all department requisitions.12/8/2009 CITY RESPONSE: Please see Question #37. e-Procurement: Structure of the Procurement/commercial division with roles and responsibilities CITY RESPONSE: The Purchasing Department consists of 3 separate work groups relative to City business demands. e-Procurement: Channels of Procurement i. e-Procurement: What is the Material Planning method being followed (Re-Order Level/Min-Max Planning/EOQ etc. Wireless Communications. Lot Control. 43. e-Procurement: How the Inventory in the warehouses/other storage locations being tracked and maintained? CITY RESPONSE: Please see Question #37. The Contract group serves as a liaison between user departments and our 3rd party legal firm to initiate. through the web. 45. Fleet fuel services.
CITY RESPONSE: Current Procurement channels would be considered conventional. Purchase Orders are generated by user requisition and supplied to departments in paper format for issuance. Additionally, City users also have the functionality of procuring items below a monetary threshold via credit card transaction outside of the PO process. 47. e-Procurement: Component of import purchases and details of procedure for imports CITY RESPONSE: Not applicable to the services requested for this project. 48. e-Procurement: Procurement Process Flow from initiating a Requisition to raising of Purchase Orders and finally to the Receipt of Goods) for different types of Purchase Orders (standard Purchase Orders, Contract Purchase Orders, Release against agreements etc.) CITY RESPONSE: Departmental user identifies need and prepares purchase requisition (paper); departmental approver signs/approves the requisition; paper requisition is submitted to Purchasing for processing; requisition is entered into PeopleSoft for PO creation; Purchasing staff reviews submitted requisition for policy and legal compliance; Purchasing staff budget checks procurement, encumbers funds, and dispatches PO; PO is reviewed by Purchasing staff and final signature authority is executed; PO (paper) is returned to department for issuance to vendor; original requisition and documentation is forwarded to Accounts Payable for verification of receipt and payment of invoice(s). Departments are responsible for receipt of goods, verification of matching to PO, and contact of Accounts Payable with approval to pay invoices against the PO. The process is the same for all procurements. 49. e-Procurement: Procurement Approval Mechanism for each type and category of procurement CITY RESPONSE: Please see Question #48. 50. e-Procurement: Request for Quotation, Quotation Analysis and Price negotiation process CITY RESPONSE: Not applicable to the services requested for this project. 51. e-Procurement: Availability of approved vendor list and criterion of the same CITY RESPONSE: Please see Question #60 below.
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12/8/2009 52. e-Procurement: Principal Suppliers and the types of Purchase Agreement with them. Highlight any specific aspects and peculiarity vis-à-vis the agreements CITY RESPONSE: Not applicable to the services requested for this project. 53. e-Procurement: Explain the various steps involved in the receipt of Goods process CITY RESPONSE: Please see Question #48. 54. e-Procurement: Highlight the various costs that are included as total cost of purchases (e.g. inward cost, freight cost, other incidental costs etc.) CITY RESPONSE: Not applicable to the services requested for this project. 55. e-Procurement: Various currencies used while raising POs. CITY RESPONSE: Not applicable to the services requested for this project. 56. e-Procurement: Treatment of foreign exchange fluctuation on imports in the books of account CITY RESPONSE: Not applicable to the services requested for this project. 57. e-Procurement: Volumes of Transactions (Number of Requisitions, Request for Quotation, Quotations, Agreements, Purchase Orders, Receipts against Purchase Orders) CITY RESPONSE: In 2008-2009 fiscal year: 1,967 POs were generated against same number of requisitions from 26 user departments. 58. e-Procurement: What is the average lead-time required for completing the Purchasing process for various types of Items or category of Items CITY RESPONSE: Not applicable to the services requested for this project. 59. e-Procurement: List the various credit terms being used and do highlight if any specific credit term is being exclusively being used for certain supplier or supplier types CITY RESPONSE: Not applicable to the services requested for this project.
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Vendor Management: What is the size of Vendor Master, how are the vendors categorized and what is the vendor numbering system being used at present? CITY RESPONSE: Vendor Master currently contains 19,175 active and 5,624 inactive vendors. The vendors are categorized by Active and Inactive. The current numbering system is a 10 digit format.
Vendor Management: Elaborate on Vendor Development and Vendor rating. CITY RESPONSE: Not applicable to the services requested for this project.
General Ledger: Elaborate the broad accounting policies CITY RESPONSE: Please see the Budget Message in the City’s 2008-2009 Annual Operating Budget on the Finance Administration page of the City’s website www.roundrocktexas.gov .
General Ledger: Describe the Existing Chart of Accounts structure CITY RESPONSE: The City utilizes the accounting string of Account-Fund Code-Deptid for most budgets. The City also utilizes the Project ID for capital project budgets and Program code in a limited capacity.
General Ledger: Structure of the Accounts/Finance Department along with Roles & Responsibilities CITY RESPONSE: The City has several different roles within the system depending on position. There are approximately 9 people with varying degrees of security within the Purchasing module. There are 5-7 people with Accounts Payable roles, about 6-8 with Budget roles, 4 with Asset Management roles, and about 15 with General Ledger roles.
General Ledger: Financial reporting structure of the Organization CITY RESPONSE: Fund Department Division Category Account
General Ledger: Accounting year and periods within that accounting year
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utilize ORG and ORG2 ledgers as stated in #67 above.)? CITY RESPONSE: Invoices are selected for payment based on the invoice date. ORG budgets are the rollup category accounts. Project. therefore. what are the parameters for selecting the invoices for payment)? What are the different types of payment instruments being used e.12/8/2009 CITY RESPONSE: Fiscal Year Oct 1-Sept 30. Master. Highlight the mechanism by which it is being controlled CITY RESPONSE: Operating budgets use ORG & ORG 2 ledgers. Utilize 12 monthly periods and adjustment period 998. Page 11 of 30 . General Ledger: Significant expense heads. General Ledger: Explain the budgeting and budgetary control process for both Revenue and Capital expenditure. 68.g. Most departments budget check at the ORG level. Payables: Invoice processing (Highlight specific Invoice Processing process for certain types of suppliers and purchase orders) CITY RESPONSE: Invoices are received in Accounts Payable. General Ledger: Consolidation Process (Explain how the consolidation takes place at the Unit level. Is any payment being processed in a batch form? If yes. invoices are paid 30 days later. Payables: Payment Processing (Highlight the basis on which the invoices to be paid are selected. 69. 67. Once approved by the department. a finance approver reviews and we enter a voucher for the invoice. some budget check at the ORG2 level. however.) CITY RESPONSE: Please see Question #65. ORG2 are line item account budgets that roll up to a category total. Wire Transfer etc. Types of payment are checks and wires. EFT. CITY RESPONSE: Utilize Revest ledger to track revenue budgets. 70. Vendors are set up as 30 day pay. Group level etc. and Segment ledgers to control Capital Project budgets. we request approval from the specific department. If the approval to pay is not already received. utilize Funding Source. 71. Cheque.
where Invoices are not received. Page 12 of 30 .g. then by the finance approver prior to vouchering and paying. upon return they submit a final travel reconciliation form with any additional reimbursements. Travel expense statement etc. at period end. 76.). CITY RESPONSE: We identify any recurring expenses not received. 77. 78. Payables: Explain the way in which the outstanding payable balances are monitored and analyzed. Payables: Elaborate the manner in which the Employee Expense Reports are being processed and accounted for (e. although we do not have very many outstanding payables. Payables: Explain the procedure adopted for accruing operational expenses. This is a manual process. 74. Payables: Explain the process for capturing information for IATA forms CITY RESPONSE: Our current processes do not require the use of IATA forms. not web-enabled. We then journal the entry to the accrual account. 75.12/8/2009 72. Payables: Explain the process for capturing information for ICH settlements CITY RESPONSE: Our current process does not require ICH settlements. 73. Does the employee submit the reports manually or is it done automatically using a web-enabled system CITY RESPONSE: Employees submit a travel advance request form to receive an advance per diem check. Payables: List the authority matrix for voucher approvals and payment CITY RESPONSE: Invoices are approved by department. Payables: Explain the manner in which Imprest Cash transactions are reflected in the system CITY RESPONSE: These transactions are handled through the GL transactions. CITY RESPONSE: We utilize a manual monitoring process to track outstanding invoices.
Assets: Details of imported capital items and accounting for foreign exchange fluctuation on restatement of liability for capital goods at balance sheet date. Monthly Revenue reports run by department and posted to City’s intranet through Portal. Annual Operating & Strategic Budgets. Page 13 of 30 . approvals etc) CITY RESPONSE: Capitalize items over $5. capital projects or donations. 84. Reports: List all the MIS & Analytical reports being generated at the Group level. Assets: Accounting for fixed assets and method of depreciation used CITY RESPONSE: Depreciation method is Half-year. 85. 80. Assets: Description of Fixed Assets and process of capitalization (including budgeting. OMB-A133 Single Audit Report.000 by manual entry.12/8/2009 79. Reports: List the various statutory reporting requirements CITY RESPONSE: CAFR – Comprehensive Annual Financial Report (GASB & GAAP requirements). 83. 81. Reports: Currently is there any data warehouse in place to meet reporting requirements? If yes please give more details. highlight the expectations from the new system in order to meet certain reporting and analytical requirements not being met by the existing system but are desirable. In addition. Capital items can be from operations. CITY RESPONSE: Weekly and Monthly nVision reports run by department and posted to City’s intranet through Portal. Assets: Current year revaluation of fixed assets if any CITY RESPONSE: N/A 82. Business unit level and for the various functions as identified above. Need to be able to budget and report more programmatically in the future system rather than just by department. CITY RESPONSE: No data warehouse. CITY RESPONSE: No foreign exchange. requisition. straightline.
Decision will be based on proposed solution and recommendation of selected vendor. Page 14 of 30 .1. What functions within Hyperion does the City expect to use? CITY RESPONSE: Hyperion will be used for Budget.1 modules identified in Phase II? CITY RESPONSE: The City is aware of the need to upgrade core modules in 9. Is Access via VPN/Remote desktop for remote access available? CITY RESPONSE: Yes 87. 93. What is the expected start date for Phase II Upgrade? CITY RESPONSE: Please see Question #26. Our desired goal is to have a contract negotiated and presented to our City Council for formal approval by late January.12/8/2009 86.4. 90.7: What is the size of current production database? CITY RESPONSE: 21GB 91.4. What is the estimated Award and start dates for this project? CITY RESPONSE: The City has a “Go live” date of September 8. Are there existing Business Process Test Scripts available? CITY RESPONSE: No 89. Section 1.0 and again in 9. Section 1. 2010.8: Is there custom data that needs to be converted? CITY RESPONSE: No 92. 88.0 does the City understand that they will also need to be upgraded in Phase II in order to implement the 9. If Phase I core modules are upgraded to 9.
crystal). Section 4. 99. Section 6. estimate of concurrent users is not expected to exceed 100 employees.3.12/8/2009 94.2. Is there any documentation available for the existing customizations.14: Are the interfaces noted in this section the total number of interfaces for the application? CITY RESPONSE: Yes 97. Online (pages/app engine/CI etc).4 does not run on PT8. Section 3.1: Is there any information related to the existing modification? For example: total customized objects. Does the FSCM application integrate with any other application? (HRM) CITY RESPONSE: No 98. CITY RESPONSE: Please see Question #155.5 nor is it approved to run on Oracle 10g.0? Page 15 of 30 . What is the number of concurrent users and number of concurrent environments estimated for the upgraded system? CITY RESPONSE: Current estimate provides for approximately 200 system users within 26 departmental environments.2. Does the City currently use the Oracle User Productivity Kit? If so what version? CITY RESPONSE: No 101. 95. FSCM 8. Hardware sizing is typically determined by the number of concurrent users and number of environments. interfaces and reports? CITY RESPONSE: Yes 100. Section 10. 96. Reports (SQR.1.3: Will the database upgrade and PeopleTools be part of the project or will they be complete prior? CITY RESPONSE: They will be completed at the same time as part of the project.5: Enterprise Portal has already been upgraded to 9.
Item 19. 108. Are there existing standards used by the client for following : Development standards/template for preparing documents(e. 106.4 105. Page 16 of 30 . it is currently on version 8. Any issues or "things to learn" from the last upgrade. Does the City plan on using the delivered PeopleSoft archiving process? CITY RESPONSE: Yes 107.g. EVALUATION PROCESS. 1.12/8/2009 CITY RESPONSE: No.) CITY RESPONSE: No 103. Item 1. will all bidders be required to conform to identical terms and conditions? CITY RESPONSE: Please refer to PART I. will there be an opportunity for chosen bidders to negotiate mutually agreeable terms and conditions with the County? If not. Vendor Hosts the hardware/software: Does City expect shared hosting or dedicated hosting model? CITY RESPONSE: The City will consider any alternatives or options that are proposed. technical doc template.2. Upon selection. CITY RESPONSE: Yes but it will not be applicable since that upgrade was from 7.g hardware. CITY RESPONSE: Yes. Conversion to Ledger KK & Commitment Control.2 and PART II. 19. test plan template etc. AGREEMENT.2 of the specification.8. Is there any issues with the existing system? e.5 to 8. page 6 of 14. functional doc template. page 5 of 14. Is there any documentation available from the last upgrade. CITY RESPONSE: No 104. software. The City will be responsible for the Portal upgrade. 102. space issue or slowdowns etc.
115. Texas. Vendor Hosts the hardware/software: Please provide End users details. Vendor Hosts the hardware/software: Please indicate if City will extend their WAN network to establish connectivity to Datacenter CITY RESPONSE: This will be a discussion item with selected vendor after award. like no of users. As we add more modules this will grow. but in the future it is not expected to exceed 100 concurrent users all located in Round Rock. 114. Vendor Hosts the hardware/software: What standard SLAs are used to monitor and manage the environment? CITY RESPONSE: This will be a discussion item with selected vendor after award. 110. 113. Page 17 of 30 . CITY RESPONSE: Currently there are no more than 20 concurrent users. 112. Vendor Hosts the hardware/software: Describe the City's Disaster Recovery strategy requirements? CITY RESPONSE: Please see Question # 112. Vendor Hosts the hardware/software: What is the frequency and type (full. Vendor Hosts the hardware/software: Please provide the back-up/restore requirements CITY RESPONSE: We expect requirements to change pending solutions proposed in connection with the upgrade.12/8/2009 109. location etc. Vendor Hosts the hardware/software: Describe the secure media storage process including the use of external service provider storage and frequency of off-site storage? CITY RESPONSE: Please see Question # 112. 111. The City will consider any alternatives or options that are proposed. incremental) for backups? CITY RESPONSE: Please see Question # 112.
12/8/2009 116. 123. Will UPK be utilized for 9. 119. Procurement: 7-8. What is the existing user community size for each module? CITY RESPONSE: AP: 5-6. City hosts the hardware/software: Will city procure and install hardware's? Does it also include installing Operating System. General Ledger and E-Procurement. Will Commitment Control be utilized. Which modules will utilize data archiving? CITY RESPONSE: This will be a discussion item with selected vendor. Accounts Payable. especially in the area when we add new functionality and modules 120. AM: 3-4 121. will the focus be delta training or full module training for new hires? CITY RESPONSE: Full module training. How many items are defined in the purchasing catalog and how many will be converted? CITY RESPONSE: The City does not currently utilize a purchasing catalog. Will any new group of the total 800+ employees be added as users with the upgrade? CITY RESPONSE: Yes 122. we would like to work with the selected vendor to identify any opportunities that we may have to archive data using PeopleSoft Archive functionality into archive tables.0 upgrade work. Prior to the upgrade. 117. implementation and Best Practices identified by selected vendor. 118. Page 18 of 30 . GL: 15.? CITY RESPONSE: Yes for both questions. and if so. Will workflow be utilized and if so for which modules? CITY RESPONSE: Yes. and if so which modules will utilize it? CITY RESPONSE: Yes – Purchasing. decisions will be based on proposed solution.
127. Will they be changing the set up for workflow in Phase I CITY RESPONSE: Please see Question #123. 128. Page 11 sec 8. summary ledger. How many trees are utilized and how many will be converted? CITY RESPONSE: Currently utilize approximately 10-15 trees to be converted.1 – Is the vendor responsible for all training and documentation? CITY RESPONSE: Yes. etc? CITY RESPONSE: Yes. Will a change to the existing chart of accounts structure be implemented or significant changes to combination edits? CITY RESPONSE: Yes 125. please see Question #123. We realize there will be some training that we need to do from a higher level to users in partnership. decision will be based on proposed solution and recommendation of selected vendor. workflow. Page 11 sec 8.1 – Are there existing training docs? CITY RESPONSE: Very limited (Assets).12/8/2009 124. 130. Page 19 of 30 . We will incorporate train the trainer in some instances. Is the city using workflow currently? CITY RESPONSE: No 129. Will any data cleanup be included as part of the upgrade? CITY RESPONSE: Yes. 131. Any existing features not currently utilized known to be added in upgrade. That will evolve out of partnership developed with the vendor and what works best. such as bank recon. 126.
Is the city personnel responsible for the hardware configurations and loading the oracle database? CITY RESPONSE: The City will be responsible for the hardware configurations and loading the Oracle database with consideration for vendor recommendations.2 – Is this just on technical aspects. Can you clarify this? Is this just PeopleSoft or is Oracle Database.12/8/2009 132. What is the number of users for eProcurement? CITY RESPONSE: In current paper process. We run Oracle on Windows in a virtualized environment 133.1. Page 20 of 30 . Does City want vendor to only conduct fit gap Analysis & provide the recommendation for Phase II or complete implementation of Additional modules in Phase II also within the scope of this RFP? CITY RESPONSE: Based on scope of work identified we did include time for a Fit/Gap analysis. 137. we were hoping that the proposer would propose whatever would be required for us to meet our needs going forward. or functionality also? CITY RESPONSE: Yes to both. Based on our experience with PeopleSoft. In assessing what we are looking for and in preparing your proposal.2 – says 7 IT users need training in all functions of software. Is City looking for Fixed bid or Time & material for Phase I & Phase II? CITY RESPONSE: Please see Question #24. 113 departmental signers/approvers. The time commitment expectation will need to be included in the proposal. and 4 Purchasing approvers (2 with final signature authority). you are welcome to include any options for pricing components or alternate options. Section 9. 138.1. Unix included? CITY RESPONSE: PeopleSoft but not Unix. 136.1. Section 9.1. we have 65 departmental requestors. 134. What is the timeline (expected start date & end date) for Phase II? CITY RESPONSE: Please see Question # 26. 135.
12/8/2009 139.3.7 it has been mentioned that City wants to archive data prior to upgrade to reduce the size of the database.2. Does city has any performance issues which call for reduction of database size? CITY RESPONSE: Please see Question # 14.4. CITY RESPONSE: Unknown at this time. 140. In section 1.1. Please provide number of interfaces.5. 140. Please provide list of transactions & volume of transactions which needs to be archived. Future decisions will be based on proposed solution. Is archival of data from PeopleSoft standard tables or from Custom tables? CITY RESPONSE: Please see Question # 14. Please respond to following questions regarding this requirement 140. CITY RESPONSE: Please see Question # 14. 140. 140.4 format)? Page 21 of 30 . and recommendation of selected vendor. 140.6.4. 140. Does City want to use the Archived data in future for any reporting? CITY RESPONSE: Please see Question # 14.7. identified best practices. Does City have any Archived Instance where City wants to load the archived Data? CITY RESPONSE: Please see Question # 14. Does City want to archive data after upgrade (Data in PeopleSoft 9.0 format) or prior upgrade (Data in PeopleSoft 8. customizations & reports requirement for additional modules for phase II. 140. What City wants to do with Archived data? Does City want to load the data in some other Instance? CITY RESPONSE: Please see Question # 14.
.5 during phase I? Please Confirm Page 22 of 30 . Workflows CITY RESPONSE: There is no customization for . We understand that City will have license of Software even for vendor hosted option. SQR Interfaces 143. 141. and recommendation of selected vendor. the City anticipates the user base could fluctuate substantially dependent on proposed solution.1.6 above. Please confirm our understanding.3-. however. Does City want vendor to provide the response for Vendor hosted options with Costing? CITY RESPONSE: Yes 142.2. nVision reports 143. Please provide following custom components number with complexity 143. What is the user base for Phase II? CITY RESPONSE: Current estimate would provide for approximately 200 users. App Engine Interfaces 143.5.5 Please see response to Question #155 below for numbers for . Please provide more details about the scope of Archival of data? CITY RESPONSE: Please see Question # 14.6.4. .12/8/2009 CITY RESPONSE: Please see Question # 14. 140. 144. City wants to upgrade the database also to Oracle 10g during Phase I. identified best practices.8. Please Confirm CITY RESPONSE: Yes 146. CITY RESPONSE: Yes 143. Customizations of Standard PeopleSoft functionalities 143.2 and . and .6 above and limited modifications to . We understand that City wants to upgrade the People Tools to 220.127.116.11. 145. Crystal reports 143.4.
7 “Process redesign” we understand that any Process redesign will be part of future phases not part of Phase I & Phase II.1. Is September 8th 2010 go live for Phase I is fixed date or vendor can propose go live for phase I earlier than September 8th 2010? Page 23 of 30 . It has been mentioned in Section 10.1. A key result of the established partnership would include identification of best practices. 149. 147. Per Section 10. How many resources City is looking for or Vendor needs to propose number of resources for application support? CITY RESPONSE: The City has no expectations other than the expectation that the vendor will use whatever resources they need to get the job done. Please clarify as why modifications to all reports are required. and recommendation of improvements or redesign where applicable. What is the duration of Post production support? CITY RESPONSE: Post support refers to after system acceptance of upgrade. Per Section 8.RFP is open for this and also have said to propose otherwise we will provide both options 148.12.12/8/2009 CITY RESPONSE: Yes 147.2.1. User training is outlined in RFP section 10. 151. Does City means modification to reports to ensure that they work in upgraded environment? CITY RESPONSE: Yes.19 that all reports to be updated & modified. comparison with current processes. updated and modified to work in upgraded environment. Does City want Vendor to provide training to Key users and Key users will provide train all other users? CITY RESPONSE: Please see Question #130.1. Please respond to following regarding this requirement 147.3 of RFP City wants post implementation support.1. 148. Please respond to following for Section 9.0 “Training”. 150. CITY RESPONSE: The City’s goal is to establish partnership with the selected vendor in Phase I that would result in working together to identify the Phase II sequence.
Are you using delivered Chart Fields or have you modified them? CITY RESPONSE: Delivered Chartfields 154. otherwise. 155. 152. We are going to provide the estimate for implementing all PeopleSoft modules given in RFP for Phase II. 153. Department (Deptid). Please let us know if it is OK. Program Code. Fund Code. Project. What Chart Fields are you using? CITY RESPONSE: Account.sqr Yes PRIVATE 125-130 Yes (MOST ARE COPIES OF PUBLIC QUERIES) PUBLIC 350-400 75. CITY RESPONSE: Please see Question #27. 2010 is the City’s desired Go Live date. AP Check 285 Yes Yes CRYSTALS NVISION 156. Would you please fill out the below Customization Matrix? Estimates only CUSTOM MODIFIED CLONED CUSTOMIZATION TYPE MESSAGES RECORDS FIELDS PAGES (PANELS) PEOPLECODE SQL OBJECTS SQR/SQC APP ENGINE QUERIES PurchaseOrder. Interested firms are welcome to propose an earlier date for Phase I if they so choose. Of the Above SQR’s and Application Engines.12/8/2009 CITY RESPONSE: September 8. provide list of modules which we should consider for implementation estimate for Phase II. how many are interfaces to external systems and can you please give a description of the interface? Page 24 of 30 .
161. Will the project winner upgrade the database from oracle 9i to 10 G? CITY RESPONSE: Please see Question # 18. Please list the number of custom reports and queries? CITY RESPONSE: Please see Question #155. Consultant required to have a security clearance? CITY RESPONSE: No 159. Is this a fix bid project? CITY RESPONSE: Please see Question #24.12/8/2009 CITY RESPONSE: None 157. Page 25 of 30 . 164. 163. 162. Who is doing the installation for FSCM demo? CITY RESPONSE: Decision will be based on proposed solution and recommendation of selected vendor. Will the project winner designs the PeopleSoft Architecture? CITY RESPONSE: Decision will be based on proposed solution and recommendation of selected vendor. Limited customizations 160. Is the PeopleSoft Application Highly customized? CITY RESPONSE: No. Consultant work remotely on the project? CITY RESPONSE: Yes 158.
What was the duration and resources used on previous upgrade projects? CITY RESPONSE: Duration and resources have varied. Please see Attachment B of the RFP for current staffing resources for the City. # of vouchers / payments per month Page 26 of 30 . 170. # of requisitions per month CITY RESPONSE: See Question #170. You mention a number of inbound interfaces in the RFP.433.3. Are you looking for a fixed fee price or T&M estimate? CITY RESPONSE: Please see Question #24. all requisitions are converted to Purchase Orders. Metrics 170.711 170.3. but are there any outbound interfaces? CITY RESPONSE: No 168.967 POs issued 170. 167. vendor will be responsible for making sure queries are updated and working in upgraded environment. 169.2.1. private queries? CITY RESPONSE: Please see Question #155. What is the breakdown of public vs.12/8/2009 165. Will City be responsible for retrofit of queries or will that be partner responsibility? CITY RESPONSE: Per response to Question #150.4. # of POs per month CITY RESPONSE: Fiscal Year 2009 = 1. 170. 166. Total Spend CITY RESPONSE: Fiscal Year 2010 budgeted expenditures $135.
173. or identification of exact modules to be implemented. Please advise on whether attending the Pre-Proposal conference call on 11/18 is a prerequisite to responding to RFP 10-003 for PeopleSoft Upgrade Services.1. CITY RESPONSE: The Pre-Proposal Conference Call was not a mandatory event. Without the specific requirements. the City requests that pricing is included for Phase II modules.7. Any estimates would have limited accuracy and could vary widely based on findings during Phase I.3 (Page 4) refers to experience with "Oracle Government Financials". # of vendors CITY RESPONSE: Active = 19. We have provided a summary on the City website (www. Is it acceptable to not include pricing for these Phase II modules.12/8/2009 CITY RESPONSE: Fiscal Year 2009 = 12.roundrocktexas. In the Conference Call Summary.007 Total 8.210 payments 170.5.271 Disposed 170. 172.736 Active 4. # of Assets CITY RESPONSE: 13. Section 11.624 171.gov/bids) of the Q&A content for the benefit of the firms that were unable to attend yet still wish to propose on the project.420 170. Inactive = 5. City will consider all relevant proposal options in determining the best solution to meet our needs. it is very hard to provide price estimates for these modules.175.039 vouchers & 8.6. Is this term being used to refer to PeopleSoft Enterprise Financials in the Public Sector? If not. can you please clarify the meaning of the term? CITY RESPONSE: Please see Question #1. # of Journal entries per month CITY RESPONSE: Fiscal Year 2009 = 6. and only include pricing for assessing these modules during Phase I? CITY RESPONSE: Please see Question #27. timeframes. Page 27 of 30 .
176. Will the contractor system administrator of the upgrade project have full rights administration over the development and new production environments? CITY RESPONSE: Decision will be based on the proposed solution and recommendation of the selected vendor. 177.4.4 production and FSCM8. Does the contractor require security clearance? CITY RESPONSE: Please see Question # 158. 175. 181. Page 28 of 30 . Will a Performance Bond be required? CITY RESPONSE: No 179. occasional users and infrequent users? CITY RESPONSE: Please see Question #120.12/8/2009 174. How much customization has been made to the current Production version? (% of the customizations with in the PeopleSoft FSCM8.4) Compare between FSCM8. Number of named users in the database broken out by heavy users. Can the contractor work remotely on the project? (VPN or other RSA access) CITY RESPONSE: Please see Question # 157. 178. If the % is high . Will the project contractor designs the PeopleSoft Architecture CITY RESPONSE: Please see Question #161. can we be provided the number of customizations by object type? CITY RESPONSE: See Questions #143 & #155. Does the contractor require US Citizenship? CITY RESPONSE: No 180.
How many City of Round Rock resources will be allocated for User Acceptance Testing? CITY RESPONSE: Based on vendor proposals. 2010? CITY RESPONSE: Adherence to the Go Live target date is critical for the success of the upgrade. 187. 2010. skill set and tenure w/ organization? CITY RESPONSE: Please see Attachment B to the specifications. 183. Will there be new requirements introduced with the upgrade? Or. what is the next opportunity for the Go-Live date? October 8. Does the Go-Live date of September 8. When is the anticipated Project start date? CITY RESPONSE: Please see Question #87. When is the anticipated award date? CITY RESPONSE: Please see Question #87. What is the be clear criteria to go-live example 1% error failure during testing CITY RESPONSE: Depending on what specific core functionality is affected. 186. There is no desire to place those requirements on hold until post-upgrade. 188. will new requirements be on hold until the upgrade has been stabilized? CITY RESPONSE: The City expects new requirements with the upgrade. no alternate date has been considered. please see Attachment B. 185. City Staffing Matrix/ 184. Page 29 of 30 . Will they have dedicated resources allocated to the effort and if so who. If September 8.12/8/2009 182. our desire is to have implementation and testing completed and a fully functional system in place for the 2010-2011 fiscal year. 2010 is delayed. 2010 have a fiscal significance? CITY RESPONSE: The City will begin the 2010-2011 fiscal year on October 1. 189. City Staffing Matrix.
Page 30 of 30 . Is this contract a fix bid project? CITY RESPONSE: Please see Question #24. If the project delays. Will there be clear objective criteria established to define the completion of Phase I? CITY RESPONSE: Decision will be based on proposed solution. how does the City of Round Rock anticipate covering for the cost overruns of the contractor? CITY RESPONSE: Based on contract terms. Will the payments be tied to a milestone.12/8/2009 190. can the City of Round Rock share them? CITY RESPONSE: No 191. such as a Monthly Status Report? The assumption is that the status report is on schedule according to the project plan. 193. Is there Information Assurance group working on project to determine if security are do be install by contractor CITY RESPONSE: No 192. for reasons outside the control of contractor. 195. 194. Does City of Round Rock have a formalized requirements process? If so. CITY RESPONSE: Payment terms will be negotiated with the selected vendor at the time of contract.