Exhibit 1
Detailed Scope of Work including Questions and Required Narrative Responses
Contents
1 Overview 3
1.1 ERP Acronyms 3
1.2 ERP Project Background 4
1.3 Scope of County ERP Solution 4
1.4 Project Phasing 5
1.5 Current Technical Environment 6
2 Vendor Questions (Responses Required) 12
2.1 Evaluation Criteria: Project Specific Criteria 12
2.2 Application Software 24
2.3 Technical Infrastructure 25
2.4 Security 35
2.5 Software Licensing 36
2.6 Application Service Provider (ASP) or Hosted Option 37
2.7 Implementation Plan 45
2.7.1 General Implementation Approach 45
2.7.2 Project Management Approach 47
2.7.3 Hardware, Software and Storage Design and Installation Consulting 49
2.7.4 Data Conversion Plan 49
2.7.5 Report Development 49
2.7.6 Integrations and Interfaces 50
2.7.7 Training 51
2.7.8 Change Management Approach 54
2.7.9 Testing 55
2.7.10 Operational Redesign 55
2.7.11 System Documentation and Manuals 56
2.7.12 Disaster Recovery Plan 57
2.7.13 Knowledge Transfer 57
2.7.14 Staffing Plan 58
2.7.14 Staffing Plan (continued) 59
2.7.15 Transition, Ongoing Support and Maintenance 61
2.7.16 On-Going Operations 67
2.8 Cost Proposal 68
1 Overview
Exhibit 1 provides the following information to proposing vendors:
· Background information on the County ERP project and current ERP environment
· Assumptions regarding the scope of services being requested
· Scope of services requested as part of this RLI
· Information for which the vendors are requested to provide a response
1.1 ERP Acronyms
Acronym / DefinitionACH / Automated Clearing House
ADM / Application Development, Maintenance and Support
AP / Accounts Payable
API / Application Protocol Interface
AR / Accounts Receivable
COA / Chart of Accounts
DBA / Data Base Administrator
DLL / Data Link Layer
ePRO / e-Procurement
FTE / Full Time Equivalent
FTP / File Transfer Protocol
GL / General Ledger
HCM / Human Capital Management
HCO / Health Care Organization
HIPAA / Health Insurance Portability and Accountability Act
HRIS / Human Resource Information System
HRMS / Human Resources Management System
IVR / Interactive Voice Response
LAN / Local Area Network
NAT / Network Address Translation
PMP / Project Management Professional
QA / Quality Assurance
RDBMS / Relational Database Management System
RDP / Remote Desktop Protocol
SCM / Supply Chain Management
SLA / Service Level Agreement
SSAE 16 / Statement on Standards for Attestation Engagements
SSL / Single Socket Layer
UAT / User Acceptance Testing
VOD / Video on Demand
VPN / Virtual Private Network
WAN / Wide Area Network
1.2 ERP Project Background
County government is composed of many disparate and nonintegrated entities. These include enterprise agencies such as a port, airport, and water wastewater and waste and recycling facilities as well as regional agencies that operate and/or provide parks, libraries, human services, a bus transit system, permitting and licensing, and environmental and growth management services.
Broward County has analyzed its business operations with support from external vendors and has determined a need to implement an Enterprise Resource Planning (ERP) System. The County views an ERP project as an enterprise-wide re-engineering initiative that requires on-going leadership and support from the top of the enterprise. To this end, an ERP Project Office has been established in County Administration reporting directly to the County Administrator and a Steering Team of Senior Leaders. The County has selected Plante & Moran, PLLC to serve as 3rd Party Assurance Provider (3PA) to assist in the implementation of this multi-year project including project management. The 3PA has assisted the County in developing this RLI document.
1.3 Scope of County ERP Solution
The scope of services include:
1. Implementation of a vendor-hosted, centralized ERP solution encompassing all departments and offices reporting to the County Administrator (see Exhibit 7).
2. A single proposal, from a Prime Vendor, for a Solution including software, hardware, implementation, hosting, support and maintenance services to include pre-project training, application development, change management, training and support and maintenance to address as many of the functional requirements (see Exhibit 2) as possible for a period of five (5) years.
a. The Prime Vendor is defined as the sole party to the contract with the County and the sole point of contact between the County and the Contractor, who is accountable and responsible for the successful integration of all Solution components being proposed by the Vendor.
3. The proposed Solution should address the following business areas:
a. Finance: General Ledger, Budget, Performance Management, Treasury Management (to include Cash Management, Debt Service Management and Investment Management), Cash Receipting, Accounts Payable, Billing and Accounts Receivables, Project Accounting, Grant Accounting, Fixed Assets.
b. Supply Chain: Purchasing (to include associated e-Procurement related modules), Inventory Management.
c. Human Capital Management: Human Resources (to include associated modules), Learning Management, Benefits Administration, Payroll Administration.
d. Portal Management
4. The Prime Vendor must propose a vendor-hosted solution which may be either dedicated hosted or Software as a Service (SaaS).
a. None of the data can be hosted or backed up outside of the Continental United States and no portion of the hosted solution can be supported outside of the continental U.S. during East coast business hours.
5. Proposers should have significant experience with ERP implementations in the public sector in the United States in organizations comparable to the size and complexity of the County.
6. A letter from the software provider(s) must be submitted stating that the Vendor(s) is/are a certified implementer(s) of the proposed software(s).
7. Proposers should note that the County is in the process of finalizing a separate contract with a selected Time and Attendance vendor. Initially, the time capture system will interface with the existing Cyborg payroll system; ultimately it must interface with the various modules of the selected ERP software.
1.4 Project Phasing
In preparation for releasing the RLI, County staff spent time contemplating phasing of the implementation based on a variety of factors. Through these efforts, the following chart was developed depicting how the County envisions the modules being phased. Vendors are requested to review and provide feedback on the proposed approach. It should be noted that a Time and Attendance solution was solicited separately, and implementation activities are expected to begin at approximately the same time that this ERP solicitation is issued. Time and Attendance will fall under the same County governance structure as the ERP implementation.
1.5 Current Technical Environment
Detailed information regarding County systems is contained in the Government Finance Officers Association Draft Technology Needs Assessment: An Evaluation of Broward County’s Financial and Human Resources Management Systems, July 2007. The report and appendices are located on the County’s website at http://www.broward.org/Administrator/Pages/ERP.aspx. Also on this website is the Broward County Business Case for an ERP.
The following table includes existing technology standards in the County. In preparing responses, vendors must remain diligent in referencing this table to assure that responses clearly identify:
· Areas of known or potential conflict between the vendor’s proposed solution and the County’s defined environments
· Recommendation of how best to implement and operate the proposed solution within the County’s defined environments
ENTERPRISE LEVEL /Technology Area / Use / Manufacturer / Product /
Desktop* / Operating System / Microsoft / Windows 7 SP1 Enterprise Edition
Office/WP / Microsoft / Office 2010 Professional Plus SP1
E-Mail / Microsoft / Outlook 2010 SP1
Project Management / Microsoft / Project 2010 SP1
Reporting Tool / Business Objects / Crystal Reports 2011
Reporting Tool / Microsoft / SQL 2008 R2 Reporting Services
Remote Desktop Mgmt. Tools / Microsoft / System Center Configuration Manager 2007 R2 SP2
Desktop Data Base – 3 User Max / Microsoft / Access 2010 SP1
Business Diagramming / Microsoft / Visio Professional 2010 SP1
World Wide Web browser / Microsoft / Internet Explorer 8.x – 9.x
Instant Messaging and Presence / Microsoft / Lync 2010
Web collaboration and meeting / Microsoft / Lync 2010
PDF Reader / Adobe / Reader X (10.1.1.)
Computer Antivirus/AntiSpam / Microsoft / Forefront Endpoint Protection 2010
Server / Network Operating System (Intel) / Microsoft / Windows Server 64 Bit 2008 R2 Enterprise Edition with SP2
Server Management Tools / Microsoft / Systems Center Operations Manager 2007 R2
Backup/Restore Mgmt. Tool / Symantec / Netbackup Version 7.0
Mail Server Software / Microsoft / Exchange Server 2010 SP1
Virtual Platform / VMware / VMware ESX 4.1
Mail Archiving Software / Symantec / Exchange 2010 SP1
Mail Hygiene Software / IronPort / Async/OS 7.0x
Mail Encryption External / IronPort / Async/OS 7.0x
Groupware Collaboration / Microsoft / Windows SharePoint 2007 SP2
IM, Presence, Voice, Video Collaboration / Microsoft / Lync Server 2010
Hardware – Model / Dell / Minimum Specification –PowerEdge R710, 2x Quad Core Xeon X5570, 2.93GHz 8MB Cache, 1.333Ghz Hyper Transport, 24GB Ram
**5 Year Warranty Required
Hardware – Model / SUN / Sun M5000 Sparc 2X Quad,2.53GHz, 128GB Ram, (4) 146GB HD, Quad E-Net, 4GB FC
**1 Year Warranty Required
Voice/ Data Network / Network Management Tool / SolarWinds / Orion Network Performance Monitor
Network Database / Cisco / Cisco Works LMS 3.2
Network Switches / Routers / Cisco / Switches/Routers – Core 4500 series
Datacenter – Nexus
Access – 2900, 3750, Concentrators, Wireless Controllers, etc.
Wireless Management Tool / Cisco / Cisco Wireless Control System (WCS)
Wireless Access point / Cisco / Cisco AP 3500, AP 1260, AP 1140Access Point
Wireless Bridge / Cisco / Cisco AP1240, AP1520, AP1260 wireless bridge
Wireless NIC / Various / 802.11G/X/N mobile or desktop
IP Telephony
IP PBX
Voicemail
Call Recording
Paging / Cisco
Telstrat (call recording) / Cisco Unified Communications Manager v 6.1.5.13
IPCC – v5.0
Voicemail – Unity Connection v 8.5.1
Call Recording – Telstrat Engage v 3.5
Paging – IP Celerate IP Session v 5.7
IP Phones / Cisco / Cisco IP Phones 794x, 796x, 7970
VPN Access / Cisco / Cisco ASA 55xx, Cisco AnyConnect (Client)
Video Conferencing High Definition / Tanberg/Cisco / C20, C40
Video Conferencing / Microsoft / Live Meeting/Communicator
Communications / Internet / AT&T / Peak 10 / AT&T – 12MB non burstable
Peak 10 - 500MB Burstable to 1GB
Data / AT&T / Metro Ethernet
Communications (continued) / Voice Local Calling / AT&T / 1FB, T1, Metro Ethernet
Voice Long Distance / Sprint
Wireless / Cisco / 802.11x/n
Cellular / Sprint / PCS, 3G, 4G
Satellite / Iridium
Data Base Management System / RDBMS / ORACLE / Enterprise Licensing 10.2.xx or Greater, Per Processor Licensing
Data Base Management System / RDBMS / Microsoft / SQL Server 64 bit Enterprise 2008 R2 (Clustered) Active/Passive, Per Processor License(s)
Authentication Standard / Password – application authentication / Microsoft / Active Directory 2008 R2 (AD)
Web Content Management / Manage the static content of Broward’s web site / Microsoft / Microsoft Office SharePoint Server 2007 (2010 Spring 2012)
Internet File Transfers / Secure file transfer / FTP (File Transfer Protocol)
PGP encrypted (Pretty Good Privacy)
Interfaces / Web interfaces / Online via http and Web Services
Credit Card Payment protocol / Credit Card on-line payment / BC Payment Gateway-PCI Compliant
Secure Access / Web Server encryption certificates (SSL) / VeriSign / SSL Machine Certificate
Secure Access / Firewall appliance / Described upon request / This information will be shared with awarded vendor.
Secure Access / Firewall software / Described upon request / This information will be shared with awarded vendor.
Secure Access / VPN Concentrator / Described upon request / This information will be shared with awarded vendor.
Secure Access / Digital certificates (users) / Microsoft / Internal User CA
Secure Access / Web Filtering / Websense / TRITON Unified Security 7.6
Secure Access / DLP / RSA / DataCenter 8.1
Secure Access / Log Management/SIEM / RSA / envision 4.0 SP4
Secure Access / OS/Device Vulnerability Scanner / McAfee / Vulnerability Manager 4.0
Secure Access / Web App Vulnerability Scanner / HP / WebInspect 9.1
Secure Access / Wireless Vulnerability Scanner / Described upon request / This information will be shared with awarded vendor.
*Minimum Broward County Hardware: 700Mhz Pentium, 256Mb Ram, 6Gb Hard drive.
ActiveX components are not standard on the desktop.
Application at the desktop must be browser based or have the ability to run with “local user” account rights.
In addition to the above technology standards, the County has the following inventory of tools/products that can be leveraged for the implementation:
· Testing Tools: MS Team Systems Suite
· Project Management Tools, in addition to Microsoft Project (e.g., Issue Management, Risk Management, Progress Reporting, etc.).
· Configuration Mgmt: BMC Express
· Development Tools (e.g., Migration tools, Case Management Tools) Batch Applications (e.g., scheduling tools, TWS, Control-M, AutoSys): Development - MS Team Systems Suite; Control M.
Additionally, the size of the current production database in GBs is as follows:
· Financial System: AMS Advantage production database is 141 GB, the application and other Advantage files that reside on the UNIX server are 28 GB.
· Human Capital Management: Cyborg does not reside in a database. The size of the Cyborg application and related files is 78 GB. Cyborg has approximately 370 Users.
User counts for the various systems used are as follows:
System Users / Total / ConcurrentFinancials & Supply Chain / 750 / 300
Reporting – InfoAdvantage(WEBI) / 501 / 155
Human Resources/Payroll / 370 / 370
Reporting - Cognos / 80 / 80
Capital Program Management / 389 / 389
Central and Technical Development Support1 / 12 / 12
Queries (ad hoc) / 750 / 389
Performance Scorecard / 298 / 30- 40
Broward County, FL RLI #R0866301R2 Centralized ERP Solution
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2 Vendor Questions (Responses Required)
The following sections are required to be completed by vendors.
2.1 Evaluation Criteria: Project Specific Criteria
Complete the following table that describes your firm’s experience on projects of similar nature, scope, and duration along with evidence of satisfactory completion, both on time and within budget, for the past five (5) years.
Evaluation Criteria: Project-Specific Criteria / ResponsesEnter responses in the spaces provided whenever possible. Supplemental information may be included on separate pages with page numbers referenced in the spaces provided. Supplemental material must be provided in the same order as listed below in the Project-specific criteria.