PROPOSAL RESPONSE RFP Number: RFP # IS18-14 RFP Title: RFP for Enterprise Resource Planning System (ERP) Procurement Submittal Deadline Deadline November 17, 2017 @ 4:00 PM PST Name Patricia Garcia, Buyer Submittal Form VIA EMAIL ONLY Email RFP TIME LINE: The anticipated schedule for this RFP is as follows: Activity Date/Time RFP Issue Date October 4, 2017 Pre-Proposal Conference Call October 13, 2017, 10:00 AM – 11:00 PM PST Final Written Questions Due October 20, 2017, 4:00 PM PST Final Addenda Posted October 27, 2017 Proposal Submission Deadline November 17, 2017, 4:00 PM PST Shortlist Notification December 15, 2017 Onsite Demonstrations January 2018 Recommendation to Council 2018
Section One - Qualifications and References Please complete the forms below. PROJECT ORGANIZATION NAME OF PRIME CONTRACTOR: _____________ Principal Contact Person: _____________ Address 1: _____________ Address 2: _____________ Address 3: _____________ Telephone: _____________ FAX: _____________ E-mail: _____________ NAME OF INDIVIDUAL PROJECT MANAGER: _____________ Telephone: _____________ FAX: _____________ E-mail: _____________ LOCATION OF PROJECT OFFICE: _____________ NAME OF PRINCIPAL SOFTWARE CONTRACTOR: _____________ Principal Contact Person: _____________ Address 1: _____________ Address 2: _____________ Address 3: _____________ Telephone: _____________ FAX: _____________ NAME OF SUBCONTRACTOR*: _____________ NAME OF SUBCONTRACTOR*: _____________ NAME OF SUBCONTRACTOR*: _____________ NAME OF MAPPING CONTRACTOR / PRODUCT: _____________ NAMES OF HARDWARE CONTRACTORS: _____________, _____________ _____________, _____________ Section One - Qualifications and References Response Form
Operating System Software License Contract / Hardware Purchase Agreement / Hardware Maintenance Contract / Others (list): / 4. What is the cost-free software warranty period? _____________ 5. What is the date the original application software was released? ___ / ___ / ___ 6 How long have the present software version been on the market? _____________ 7. Do you offer a "Help Line" for software problems? _____________ 7a. If so what are the of operation? _____________ 7b. Toll-Free Telephone Number? _____________ 8. What is your average response time for a maintenance call for Software? _____________ 9. What agency information technology staffing do you recommend to support your system? Please provide in full time equivalents (FTEs)? _____________ FTEs 10. What is the name of language in which software is written? _____________ 11. Was the system designed with a relational database management system? If so, which: (specify the database engine employed) / _____________ 12. What tool is provided to the customer to develop queries of the database? _____________ 13. Who originally wrote the proposed software; Self, Agent, Licensor or Other? _____________
14. How many customers are using the most current version, and for how long have they been users? _____________ 15. Does any automation function support a forms based field entry so that it has the look and feel of standard forms? / 16. Are software maintenance prices stated to mean that all State and Federal mandated changes are included and maintained for the duration of proposed maintenance contract? / 17. Will you provide, at no additional charge, new products, if application(s) are replaced while under warranty or maintenance contract? / 18. Will application software license be a license in perpetuity? / 19. Will the source code for application software be provided to the customer and the costs provided in the cost table for 5 years? / 20. What is your charge (during the contract period) for additional systems work? Programming $_____________ per hour Training $_____________ per hour File Conversion $_____________ per hour 23. Are all software changes provided to customers incorporated into the next release of the product to be offered to the agency? / Section One - Contractor Supplemental Information Please add any additional supplemental information in this section.
b. Will you sign a 5 year software maintenance agreement with built in escalator? / 4.1.3 Will you guarantee to make available 5 years of support for the proposed application systems? / 4.1.4 Are annual application upgrades and enhancements included when maintenance is purchased? / 4.1.5 Do you a "Help Line” for application system problems? / 4.1.6 What is your guaranteed response time for an application “Help Line” Call? / 4.1.7 What is your average response time for a software maintenance call? _____________ a. What hours of support are you offering? _____________ 4.1.8 Will all equipment be warranted as factory new? / 4.1.9 What is your cost-free hardware warranty period? _____________ 4.1.10 Is equipment maintenance to include preferred response time? / a. Hours to respond? _____________ b. Is on-site warranty coverage provided? _____________ c. Where is the hardware support office? _____________ d. Where is the nearest hardware parts office? _____________ 4.1.11 Does the proposed equipment maintenance provide: a. A loaner unit if unit is not repaired in 24 hours of first call? / b. On-site support 24 hours and 365 days a year? /
c. Same 24 x 7 support during warranty period? / On-Premise Questions 14.1.12 Do you provide a cost-free application maintenance period? / a. If yes, how long, and when does it begin? _____________ Vendor-Hosted SaaS Questions 14.1.13 Sample Service Level Agreement provided? / RFP Reference Description With Specs Yes/No Comments 4.2 General Maintenance Provisions / 4.3 System Warranty / 4.4 Service and Maintenance Facilities / 4.5 Moves, Changes, and Additions / Section Four - Contractor Supplemental Information Please add any additional supplemental information in this section. _____________ Section Five – Performance Requirements Response Form Please complete the forms below. RFP Reference Description With Specs Yes/No Comments 5.2 Testing / 5.3 System Acceptance / 5.4 Functional Acceptance Test /
6.9.2 System Training and Documentation Requirements / 6.9.3 Training Schedule / 6.9.4 Training Database / 6.9.5 Training Volumes / 6.9.6 Ongoing Training / 6.10 Implementation Plan / Section Six - Contractor Supplemental Information Please add any additional supplemental information in this section. _____________ Section Seven – City of Oxnard Contractual Requirements & City Forms Please complete the form as necessary. Spec # Contractual and Conditions Exceptions