Enterprise Resource Planning SOFTWARE

Request for qualifications #12-25

Enterprise Resource Planning SOFTWARE

Statements of Qualifications Due: April 30, 2013

by 2:00 PM (Pacific Time)

A voluntary pre-submittal meeting for this RFQ will be held on

Monday, April 15, 2013 at 10:00 a.m. (Pacific Time) at PDC offices (address below) and by conference call (see Section 1.4 of this RFQ)

Direct all questions and submit one (1) original, seven (7) color photocopies,

and one (1) soft-copy response (on CD-ROM) to PDC’s sole point of contact for this RFQ:

Daniel Spero, CPPB
Professional Services Manager
Portland Development Commission
222 NW Fifth Avenue
Portland, Oregon 97209
(503) 823-3291 (direct)
(503) 865-3738 (fax)
(email)
http://www.pdc.us/ (www)

PDC encourages the participation of certified minority-owned, women-owned,
and emerging small businesses in this contract opportunity.

Table of Contents

Sections / Page No.
1.0 Request for Qualifications Summary / 3
2.0 PDC and Project Background / 4
3.0 Functional Requirements / 6
4.0 Submittal Requirements and Evaluation Criteria / 7
5.0 Conditions of this RFQ / 10
Exhibits
Exhibit A. PDC Current ERP Environment

Exhibit B. Key Statistics

EXHIBIT C. Interfaces
Attachment
Attachment A. Functional Requirements and Cost Estimates Worksheet

1.0 request for Qualifications summary

1.1 Summary

Through this Request for Qualifications (this “RFQ”), the Portland Development Commission (“PDC”), the economic development and urban renewal agency for the City of Portland, Oregon, requests statements of qualifications (“responses”) from experienced and qualified vendors (“Respondents” or “you(r)”) to provide, install, and maintain an enterprise resource planning system (“ERP System” or “Software”). This RFQ represents the first step in a two-step procurement process.

PDC is issuing this RFQ to prequalify (or “short-list”) a subset of the Respondents to participate in a subsequent Request for Proposals process. All parties interested in providing an ERP System to PDC must prequalify through this RFQ.

1.2 RFQ Data and Contact Information

The Solicitation Coordinator identified in this section is PDC’s sole point of contact for this RFQ. Direct all questions and comments regarding this RFQ to the individual identified here.

Request for Qualifications Title: / Enterprise Resource Planning Software
Solicitation Number: / RFQ #12-25
Solicitation Coordinator: / Daniel Spero, CPPB; Professional Services Manager
Contact Information: / (503) 823-3291 (direct)
(503) 865-3738 (fax)
(email)
Response Delivery Location*: / Portland Development Commission
Attn: Daniel Spero, Professional Services
222 NW 5th Avenue
Portland, OR 97209

* To be considered for evaluation, responses must be received by PDC at the location listed here no later than the “Response Due Date and Time” listed below.

1.3 Solicitation Schedule

PDC reserves the right to change the following schedule for any reason.

Request for Qualifications Issued / April 5, 2013
Pre-Submittal Conference / April 15, 2013 at 10:00 a.m. (Pacific)
Deadline for Questions and Requests for Changes / April 18, 2013
RESPONSE Due Date and Time (no later than) / April 30, 2013 by 2:00 p.m. (Pacific)
Product Demonstrations (optional) / Week of May 20, 2013
Notice to Short-List Issued (tentative) / May 31, 2013

1.4 Pre-SUBMITTAL Conference

A voluntary pre-submittal conference for this RFQ will be held on Monday, April 15, 2013 at 10:00 a.m. (Pacific Time) at PDC offices at 222 NW 5th Avenue, Portland, Oregon in the Enterprise Conference room. Upon arrival, all attendees must sign-in with PDC security. This meeting will also be held over a dial-in conference call at the same day and time. The number to call to participate by phone is (267) 507-0420, Access Code: 382-3439. Attendance at this meeting is recommended but not required. This RFQ and PDC’s procurement process will be explained at the pre-submittal meeting.

Attendees will also be given the opportunity to ask questions of PDC’s information technology and other project staff to help clarify PDC’s expectations for the ERP System. Verbal comments or responses given by PDC staff at the meeting are not binding and will not serve to modify any portion of this RFQ unless later confirmed in a written addendum to this RFQ. PDC may request that particularly detailed or technical questions, or those that require additional consideration and research, be submitted in writing to PDC’s sole point of contact for this RFQ (see Section 5.5 below). Interested parties are responsible for all costs associated with attendance at this meeting.

2.0 PDC and Project Background

2.1 About the Portland Development Commission

Created by Portland voters in 1958, PDC has been a driving force in Portland’s reputation for vibrancy and livability. As Portland’s urban renewal and economic development agency, PDC focuses on investing in the job creation, innovation, and economic opportunity that will transform Portland into one of the world’s most desirable and equitable cities.

As the city's economic development agency, PDC helps existing and new businesses navigate a wide variety of public and non-profit resources, assists businesses in evaluating Portland as a viable and effective location where a company can thrive, and connects business owners with financial and technical resources that can give companies a competitive edge.

For more information, visit the PDC website at http://www.pdc.us

2.2 Project BACKGROUND

Over the next ten years, PDC will transition from a Tax Increment Financing (TIF) funded redevelopment agency to a smaller economic development agency. A necessary element to this transition is a substantial reduction in the size of the organization, including staff and the associated operating budget. The transition from an organization that consistently had over 250 employees to one with potentially fewer than 100 permanently, alters the variables that drive businesses processes and the size and nature of the organization’s IT infrastructure.

We are beginning the process of reviewing those systems we have in place, what it has historically taken in agency staffing to support them, and whether we can find solutions that require less overhead and greater business process improvement opportunities.

PDC implemented our ERP system, Lawson, in 1999. Please see Sections 2.3 and Exhibits A through C for information related to PDC’s current financial systems and information technology environment.

2.3 Current ERP System

The PDC currently utilizes Lawson S3 application suites and technology products for its Financial, Human Resource, Procurement, and analytical requirements. Complementary software, both third-party and in-house developed, provide additional solutions for time entry, budgeting, and loan and grant servicing, all of which are tightly integrated with the Lawson system. Details of the current ERP environment, interfaces and transaction volumes can be found in the following exhibits located at the end of this RFQ:

·  Exhibit A – Current PDC Environment

·  Exhibit B – Key Statistics

·  Exhibit C – Interfaces

2.4 Project objectives

With this Project, PDC seeks to achieve the following:

·  Reduce the total cost of ownership of its IT systems

·  Right-sizing of infrastructure and resources to meet evolving application and user demand

·  Leverage latest technologies (e.g., cloud-based solutions) to reduce dependency of on-premise resources

·  Maximize availability of remote and mobile computing tools

·  Successful data migration audited for integrity before “Go-Live”

·  Reporting and query tools that provide flexibility in reporting and use of data without need for programming knowledge.

·  Ability to download data to a file to analyze, chart and/or perform decision support analysis without danger of corrupting “live” data

·  An event driven system to manage and streamline business processes with prompts for required actions, tracking and monitoring.

·  Reduce the need for supporting applications

·  Reduce reliance on IT staff to manage complex infrastructure, disaster recovery, upgrades and application development

·  Ability to extend the system through self-authored content to support strategies of the future.

3.0 FUNCTIONAL requirements

3.1 Mandatory FUNCTIONALITY

This section describes PDC’s mandatory requirements for a proposed ERP System. The “Mandatory” requirements are those requirements that must be satisfied by the proposed ERP System; proposed systems that lack the following mandatory functions will not be considered by PDC. The mandatory components and functionality include:

3.1.1 Financials

·  General ledger

·  Cash management

·  Accounts payable / encumbrance

·  Accounts receivable

·  Asset management (fixed assets)

·  Project accounting

3.1.2 Procurement

·  Requisitions

·  Purchase orders

3.1.3 Human Resources

·  Position control (include status management)

·  Employee tracking (Personnel changes, employee history)

·  Employee labor relations (Unit Tracking)

·  Benefits administration

·  Compensation planning

·  Employee self-service

·  EEO/AA

·  Retroactive changes

·  Leave management (including FMLA/OFLA tracking)

·  457 & Roth IRA

3.1.4 Payroll

·  Payroll systems and servicing

·  Time and attendance

·  Vacation and leave accounting

·  Direct deposit

3.1.5 General

·  End-user reporting and analytics

·  Workflow

·  Integration capability

·  Web-enablement

·  Ability to setup multiple entities/companies

3.2 desirable FUNCTIONALITY

PDC is interested in achieving greater integration by moving non-Lawson functionality, where possible, into the new ERP system to consolidate financial management applications and reporting tools. The following components and attributes are considered to be highly desirable (i.e., “nice to have,” but not mandatory) in a proposed solution:

3.2.1 Financials

·  Comprehensive Annual Financial Report (CAFR)

3.2.2 Budget

·  Budget preparation and control

3.2.3 Procurement

·  Contract management

3.2.4 Human Resources

·  Performance management

·  Job Posting and application tracking

·  Training tracking

·  Organizational development (e.g., org. charts, succession planning, etc.)

·  On-boarding

3.2.5 Loan and Grant Management

·  Loan servicing

·  Loan allowance calculation

3.2.6 Customer Relationship Management

·  Remote access with role base security

·  Business contact management & workflow

·  Business development and outreach tracking

·  Communication and marketing campaign management

3.2.7 General

·  Hosted software / software-as-a-service

·  Managed services

·  Associate records with an electronic content management system

4.0 submittal requirements and evaluation criteria

Responses submitted for this RFQ will be evaluated by comparing the quality and completeness of your response with the following Submittal Requirements and Evaluation Criteria. Include a “Table of contents” and organize your response in the order of the sections below.

All submittal requirements listed as “Mandatory” in this section must be addressed in sufficient detail to demonstrate your understanding of the work requirements described in this RFQ. Responses that do not address all mandatory submittal requirements will be deemed non-responsive to this RFQ.

4.1 Cover Letter

In a one or two page cover letter, provide a summary of your response. This cover letter should include a brief history of your firm and the software your firm proposes to meet PDC’s needs. Additionally, include the mailing address, phone number and email address of your firm’s primary point of contact for this RFQ.

4.2 GENERAL QUALIFICATIONS AND EXPERIENCE

Provide a description of your firm’s experience in providing the Software described in this RFQ. For this section include:

·  Total number of years your firm has been in operation, general scope of services and products provided, and current principal areas of expertise

·  Description of your firm’s history in providing the products and services described in this RFQ, including number of years your firm has been providing the proposed Software

·  Number of years your firm has been providing implementation, project management, and training services for the proposed software system(s)

·  Description of (a) your total number of product installations; and (b) your firm’s prior ERP product installations for public sector organizations, including the average implementation time for those installations and when the work was complete

·  Provide an overview of your firm’s personnel infrastructure and capacity to provide effective implementation services

·  Narrative description of your firm’s organization and its relationship to any larger business entity, if applicable

·  At least three (3) client references, two (2) of which should be for public sector entities.Reference information should contain the name of your client, contact name and title, and the contact phone number and email address. Submit references for fully completed installations to the extent possible. References may be checked at PDC’s discretion.

4.3 GENERAL PRODUCT INFORMATION

Provide general information about the proposed ERP system including:

·  Available business application modules and their description

·  Reporting capabilities

·  Work flow capabilities

·  Interface capabilities

·  Ability to migrate historical data from current ERP system

·  Configuration capabilities

·  Product support tools and offerings

·  Upgrade and maintenance methodology

·  Software development path

·  Product enhancement requests

·  Disaster recovery features

4.4 TECHNICAL PRODUCT INFORMATION

Provide technical information about the proposed ERP system product including:

·  System architecture and network requirements

·  Security features (e.g., application, data, and network security)

·  Application development environment

·  User interface methods and requirements (e.g., web-based, mobile devices, supported browsers, etc.)

·  Integration with Microsoft applications (e.g., Office 365, SharePoint)

·  Any additional third-party product requirements

·  Databases supported

4.5 PDC-SPECIFIC PRODUCT INFORMATION

Address the following PDC-specific questions in your response:

·  Describe your software’s ability to do Fund Accounting.

·  Explain the products potential as a right-sized option for PDC. How is the product capable of meeting potential change?

·  Describe how an enterprise reporting model is supported? Ideally, a user would only have to log into one portal to run all reports rather than into a disparate set of systems.

·  Describe how integration between on premise and cloud applications is handled. Are the integrations real time or batch? How is security handled? Who creates and maintains the integrations?

·  Currently, when a cost center is moved to a different department, PDC loses the ability to report out transactions using the new structure and the prior organizational structure. What features are provided to allow users to report out transactions based on both the new and/or prior organizational structure?

·  What is the ability to configure the product (e.g., user-defined fields, screen layout, etc.)? List examples and technology used.