… · web viewspecifically: arcgis (version 10.2). work orders & infra assets. mobile...

ENTERPRISE INFORMATION MANAGEMENT

SOLUTION

Request for Proposal

RamonaMunicipal Water District

Ramona MunicipalWater District

105 Earlham StreetRamona, CA 92065

www.rmwd.org/

ENTERPRISE INFORMATION MANAGEMENT SOLUTION

REQUEST FOR PROPOSALENTERPRISE INFORMATION MANAGEMENT SOLUTION

The Ramona Municipal Water District (RMWD) is evaluating new software to satisfy its Financial, People Management, Utility Billing, and Work Order/Maintenance Management application needs. Response instructions are contained in Sections 3, 4, 5, and 6 of this Request

for Proposal (RFP) document. Section 5 of the RFP contains feature/function and other information

worksheets. Please complete these worksheets using the electronic forms, in Excel format, and as directed in the RFP instructions.

Effort has been made to keep the RFP and feature/function listing as brief as possible.

The proposal should include all costs associated with training, implementation, hardware specifications, interface estimates, file conversion assistance, custom modification estimates, annual maintenance, and support.

Intent to propose notification is to be directed to Tim Clement, Human Resources Manager, by e-mail at [email protected] no later than July 29, 2015.

Questions related to this RFP are to be directed to Tim Clement, Human Resources Manager, by e-mail at [email protected] no later than August 3, 2015. Only written questions submitted by email by the above stated date will be accepted.

Please submit your proposal by August 14, 2015 – electronically and in hard copy, as follows:

Electronic: In Microsoft Word and Excel format emailed to [email protected] and [email protected]

Printed: Eight (8) copies sent to:Tim Clement

Human Resources ManagerRamona Municipal Water District


Thank you for your participation. We look forward to reviewing your proposal.

Sincerely,

Tim ClementHuman Resources Manager

RAMONA MUNICIPAL WATER DISTRICT of 30


TABLE OF CONTENTS1 PROJECT OBJECTIVES AND PROCESS.......................................5

Purpose....................................................................................................5Objective..................................................................................................5Ramona Municipal Water District Background.........................................6Ramona Municipal Water District Organizational Chart...........................7System Functionality Requirements.........................................................8Process and Schedule.............................................................................10

2 EVALUATION CRITERIA...........................................................113 SPECIFIC RESPONSE REQUIREMENTS.....................................12

Programming Languages.......................................................................12Operating Systems.................................................................................12Database................................................................................................12User Interface Configurations.................................................................12Reporting Capabilities............................................................................12Document Management Capabilities.....................................................12Workflow Capabilities.............................................................................13Application Security...............................................................................13Application Software..............................................................................13Software Customization.........................................................................13Software Versioning and Updates..........................................................13Licensing Model......................................................................................14Hardware Requirements.........................................................................14Integration/Interface Capabilities...........................................................14Cost Considerations................................................................................16Automated Meter Reading Software Vendors........................................16Hand-Held Meter Reading Devices.........................................................16Mobile Field Computing..........................................................................16Telephone and Other Support................................................................16Implementation Methodology.................................................................17Training and Education..........................................................................17Project Management..............................................................................17Customer Implementation Responsibilities............................................17Subcontractor and Third-Party Relationships.........................................18Sample User and Technical Manuals......................................................18Vendor/Reseller Information...................................................................18Corporate Structure Changes.................................................................18Vendor Financial Information.................................................................19



Sample Contract.....................................................................................19User Groups............................................................................................19References and User Base.....................................................................19

4 VOLUMES AND CONVERSIONS.................................................20General Information...............................................................................20User Information.....................................................................................20Volumes Information..............................................................................20Conversion Information..........................................................................21

5 PROPOSAL FORMS AND SUPPORTING INFORMATION.........22Vendor Electronic Response File............................................................22

6 PROPOSAL INSTRUCTIONS......................................................23General Proposal Instructions.................................................................23Proposal Format.....................................................................................24

7 DISCLOSURES AND CONTRACTUAL REQUIREMENTS................26Bulletins and Addenda...........................................................................26Rejection of Proposals............................................................................26Acceptance of a Proposal.......................................................................26Liability and Insurance Requirements....................................................26Rights to Source Code............................................................................28Intention.................................................................................................28Rights to Submitted Materials................................................................28Vendor Demonstrations..........................................................................28Assignment............................................................................................28Vendor Representations and Warranties................................................29Qualifications..........................................................................................30Acknowledgments..................................................................................30



1 PROJECT OBJECTIVES AND PROCESS

PURPOSEThis information was developed in a format to facilitate the preparation of a proposal in response to this Request for Proposal and the subsequent evaluation of that response.Currently, the various divisions of Ramona Municipal Water District use Reflections by Datastream Business Solutions for general ledger, budgeting, financial reporting, purchasing, payables, receivables, fixed assets, work orders, services orders, and utility customer accounts. The District currently prints and mails customer utility bills and accepts online credit payments through Official Payments.Other divisions use Microsoft Office products, including Excel and Word for tracking project invoices, past-due receivables, and performing bank reconciliations. RMWD also uses paper forms to capture staff time throughout the organization.The goal of RMWD is to implement an integrated enterprise resource planning system utilizing best practices, automated workflow, project management tools, and other suitable applications.The final decision will be based on a number of evaluation criteria, primarily how well the proposed solution will meet the District’s overall functional requirements. The requirements noted in this RFP are designed to meet these objectives.

OBJECTIVEThe objectives for this project are to:Improve customer relationsImprove integration between applications and other systemsImprove citizen/customer’s ability to interact and do business with Ramona Water Take advantage of newer technologyReduce manual processes and increase productivityPlease note that analysis and presentation of some of this information was completed and documented according to the District’s Organizational Structure, not necessarily according to the software module architecture of these types of systems. Although there are some redundancies, it is necessary for each of the District’s departments to evaluate their specific needs. Please answer the functionality questions as best you can, regardless of where in your system the function or process is completed.Ramona Municipal Water District is looking for the best overall solution to meet their current and future needs. It is understood that there are no perfect solutions and that the applicable vendor may vary in their capability to meet the District’s overall system needs.



RAMONA MUNICIPAL WATER DISTRICT BACKGROUNDThe Ramona Municipal Water District was formed on August 15, 1956, as a municipal water district. Organized under the Municipal Water District Law of 1911, Water Code Section 71000, RMWD provides water, sewer, recycled water, fire protection, emergency medical services, and park services. Other significant milestone dates for Ramona Municipal Water District include: 1967 – Acquired the Ramona Irrigation District that was formed in 1925 1970 – Annexed the San Diego Country Estates 1981 – Merged with the Ramona Sanitation District (San Vicente Sewer Service

Area and Santa Maria Sewer Service Area) and with the Ramona Fire Protection District

Service AreaThe Ramona Municipal Water District boundaries encompass approximately 45,800 acres (75 square miles) in the unincorporated area of San Diego County. The District provides services to approximately 7,000 urban parcels and 3,000 rural parcels with an approximate population of 36,000 people. The District service area encompasses the Santa Maria Valley and surrounding hills with elevations ranging from 1,300 feet to 2,100 feet mean sea level (MSL). Approximately 13 million kilowatts of energy are used to pump water to Ramona each year.Governing BoardRamona Municipal Water District is governed by a five-member board of directors that serve staggered four-year terms of office, representing five geographical divisions. The Board meets once per month in an open session. See Board Meetings for dates, time, and location.OrganizationThe District has approximately 48 full-time employees, structured under seven departments that serve under the direction of a General Manager. Departments include Administrative Services, Engineering, Finance, Wastewater Operations, and Water Operations. Two of the departments are operated under contract, including Fire (service provided by CalFire) and Parks (managed by Ramona Parks and Recreation Association - “RPRA”).Additional information is obtainable at http://www.rmwd.org/


http://www.rmwd.org/


RAMONA MUNICIPAL WATER DISTRICT ORGANIZATIONAL CHART



SYSTEM FUNCTIONALITY REQUIREMENTSRamona Municipal Water District is looking for an integrated enterprise system, which is to include the following list of primary functionality (modules). This list is not intended to be all-inclusive/exclusive, or organized by specific software modules.

Financial Management General Ledger and Bank Reconciliation Budgeting Project Accounting Purchasing Accounts Payable Accounts Receivable Cash Receipts Fixed Assets Property Tax Roll Financial Reporting and Ad Hoc Reporting

People Management HR Payroll Time Keeping Employee Self Service Applicant Tracking Retiree and COBRA Benefit Management

Utility Billing / Customer Information System Customer Information/Service Utility Billing Drought Restriction Management and Billing Backflow Module Agricultural Credit Calculation Document/Attachment Management Online Utility Accounts, Payments, and Usage Service Requests

The District seeks to install the system utilizing the vendor to provide all services, including software, installation, process discovery, training, project management, interfaces, conversion assistance, maintenance, and support. Applicable hardware specifications with sizing documentation should also be provided.


Work Orders / Maintenance and Asset Management Work Orders Preventative Maintenance Inventory Infrastructure Asset Tracking

Integration/Interfaces GIS (Version 10.2) ECMS (To Be Determined) Hand-held Meter Reading Devices

(MC5GT hand-held’s by CMT) Automated Meter Reads (To be

Determine) Outsourced Bill Printing (To Be

Determined) Direct Deposit (create direct deposit

file for upload to bank) Bank positive pay file creation and

transmission Credit Card/Online Payments (accept

credit card payments into billing system)

EFT (recurring EFT Bank Draft Payments)

Wire transfer payments Import of cancelled checks Import of bank statements California and Federal Interfaces

(CASDU, CalPERS, EDD, EFTPS, IRS-941, SSA, DE166, DE9, etc.)

Mobile Work Orders Application (GIS) Ad Hoc Reporting Writer (if Ad Hoc is

not provided as a part of your


Enterprise System Overview DiagramThe diagram below represents a high-level pictorial review of the future Ramona Municipal Water District system environment.



PROCESS AND SCHEDULEThe process is for Ramona Municipal Water District to review the proposals, evaluate the solutions, and finalize a project scope of work. Using subsequent interviews, demonstrations, reference checks, and/or site visits, the District will then make a final decision.The following is the current estimated timeline:

Selection Process Step Estimated Date(s)

Release and Issuance of the Request for Proposal (RFP) July 20, 2015

Notification by vendors of Intent to Respond July 29, 2015

Final Date for vendors to Submit Questions August 3, 2015

Date for Publishing Answers to vendors’ Questions August 5, 2015

Proposals Due August 14, 2015

Decision on vendor Finalists (short-list) September, 2015

Demonstrations By vendor Finalists September, 2015

User Site Visits October, 2015

Final vendor Selection October, 2015

Contract Negotiations Process October/November, 2015

Implementation Start (estimated) November/December, 2015



2 EVALUATION CRITERIARamona Municipal Water District reserves the right to select the vendor who best meets the overall needs of the District, based primarily on the following criteria (not listed in any order of importance):The overall capability to provide the required software features and capabilities The flexibility of the application software, including the availability of tools to

allow the novice user to “drill down and across” and perform Ad Hoc analysis and reporting

The amount of vendor support that will be available for installation, conversion, training (on-site and online webinars), ongoing modifications, and software support

The total costs of the system over a ten-year period, including direct and indirect costs

The vendor's performance record to date in meeting the requirements of their existing customers, including the availability of users similar to RMWD to allow reference investigation

The expandability of the proposed solution, including the ease of upgrading the proposed system by adding components to accommodate future needs

Adherence to the requested information specifications, thoroughness of the proposal, as well as the overall format of the presentation

The financial stability, longevity, and strength of the vendor Corporate direction (potential organizational/industry restructurings, mergers,

acquisitions, etc.) Future technology direction (major changes in architecture, database, platforms,

languages, etc.) The internal controls provided within the system which prevent unauthorized

access to data and provide adequate audit trails The capability to perform required conversions of existing data files The seamless integration of the various system modules and ability to meet the

interface/integration requirements noted in this RFPEase and intuitive use of software interface (for both internal staff and Web

customers)Availability and ease of use of mobile and online applications



3 SPECIFIC RESPONSE REQUIREMENTSInclude the following items in the order listed below (and indexed in the same manner) in your response to this RFP. During the needs assessment phase of the project, key issues were discussed regarding alternate information management solutions. Following is a list of specific concerns of Ramona Municipal Water District. Please respond to each issue in detail regarding how the proposed solution will satisfy each concern.

PROGRAMMING LANGUAGESPlease provide information on all programming languages used for each required application.

OPERATING SYSTEMSPlease provide a description of the server and desktop operating systems used by your products.

DATABASEThe District expects the information system to be based on a very stable and flexible relational database standard. The District prefers MS SQL. Please briefly describe the relational database platforms available in the use of your products.

USER INTERFACE CONFIGURATIONSThe District desires to move forward with advancing technologies and therefore prefers a thin-client architecture or browser user interface (BUI). Screen-scraper technology configurations will not be considered. Please describe your client architecture.

REPORTING CAPABILITIESPlease provide information on overall system/solution reporting capabilities (e.g., standard/pre-built reports, Ad Hoc reporting, executive dashboard, etc.)

DOCUMENT MANAGEMENT CAPABILITIESPlease provide information on your document management capabilities and options, including integration to third-party Enterprise Content Management System (ECMS) solutions. Ramona Municipal Water District does not have a District-wide ECMS solution, but may consider one in the future. If your solution offers standard integration with any ECMS solutions, please list them and describe the integration capabilities.



WORKFLOW CAPABILITIESPlease provide information on your system's workflow capabilities. Describe the integration level with all systems. If you have no workflow capabilities, please indicate.

APPLICATION SECURITYPlease describe application and user security features/capabilities. Indicate any special security features (e.g., user security, function security, file security, field-level security, etc.) provided by the software. Please also confirm your support of Active Directory and if you provide single sign-on capabilities.

APPLICATION SOFTWAREPlease complete the Software Features, Functions, and Capabilities Listing contained in the electronic file provided with the RFP Section 5 (Appendix A).The proposed software should demonstrate an online, integrated method of processing the noted application modules, and allow for immediate update of all information. Access to information in either summary or detail should be obtained easily and intuitively with minimal manual entry.For each application software module proposed, indicate whether your organization developed the module, or if the module is available because of a third-party relationship that has been established with another vendor.In addition to the required and optional software information requested in Section 5, provide general information on other application modules not requested in this RFP, which may be of interest or benefit to Ramona Municipal Water District.

SOFTWARE CUSTOMIZATIONPlease provide information regarding the capability to provide the District with software customizations, including all applicable rates. In addition, include information on periodic system enhancements and updates.

SOFTWARE VERSIONING AND UPDATESPlease describe your software versioning and update polices/practices. Include, at a minimum, how often you issue updates (new versions) and whether new versions are provided as part of your annual maintenance and support fees. Please provide costs related to the following upgrade items.

Upgrade TypesTypical

Frequency (in months)

Typical Vendor Assistance Cost

Typical Vendor End-User Training

Low Cost High Cost Low Cost High CostVersion UpgradesMajor UpgradesMinor Upgrades



LICENSING MODELPlease describe your licensing models (e.g., concurrent user, named user, revenue, transaction volumes, etc.) and provide examples. Also state the number of the most current version level that has been released for install in live customer production environments and confirm what version you propose to install in response to this RFP.

HARDWARE REQUIREMENTSPlease provide all hardware specifications including servers, workstations, and other equipment. Include estimated costs in Section 5 (Appendix G).

INTEGRATION/INTERFACE CAPABILITIESRamona Municipal Water District is expecting to expand its integration and interfaces with key systems. Please describe any current capabilities, partnerships, or future considerations for the following types of applications/systems:

Module Requiring Interface Description

General Ledger DOWNLOAD CHECK FILE - Ability to transfer cleared check file from bank into accounts payable, and payroll check files to reconcile outstanding checks.

General Ledger DOWNLOAD BANK STATEMENT - Provide the ability to accept a downloaded bank statement file.

Accounts Payable ELECTRONIC PAYMENT - Ability for electronic payments to be made to vendors via ACH/Direct Deposit and wire transfers (Push Pay.)

Accounts PayablePayroll

BANK - POSITIVE PAY - Provide the ability to interface with financial institutions for positive pay on checks. Also provide the capability of producing an electronic transmission of checks currently processed to be forwarded to the related financial institutions (NACHA format.)

Payroll DIRECT DEPOSIT - Provide for direct deposit of payroll checks.

Payroll CALPERS - Ability to integrate with My CalPERS for online submission of employee PERS contributions.

Payroll CA DE9 - Ability to electronically submit a state Quarterly Contribution Return and Report of Wages file to the California Employment Development Department (EDD).

Payroll CA DE9-C - Ability to electronically submit a state Quarterly Contribution Return and Report of Wages (Continuation) to the California Employment Development Department (EDD).

Payroll QRTLY 941 FED AND STATE QRTLY REPORT - Quarterly reporting and balancing of payroll to IRS, including 941 Schedule B.

Payroll ELECTRONIC FEDERAL AND STATE FILES - Generate electronic file and all related forms (including W-2 reporting) for annual reporting to federal and state agencies, in accordance with their requirements.

Utility Billing / CIS CREDIT CARD PAYMENTS - Ability to accept credit card payments into billing system.

Utility Billing / CIS HAND HELD METER READS - System must support putting the meter readings into the Utility Billing system from MC5GT handhelds. Meter read information includes: Customer Account Number, Meter Service Address, Meter Location Instructions, Meter Serial Number, Previous Meter Read, Current Read, and Service Code (if maintenance needed).



Module Requiring Interface Description

Utility Billing / CISAUTOMATED METER READS - System must support putting the meter readings into the Utility Billing system from an automated meter reading software. Please list the software’s that can integrate directly to your proposed solutions. NOTE: The District does not utilize an automated meter reading software at this time.

Utility Billing / CIS BILL PRINT VENDOR - Ability to integrate with a bill print vendor for utility bill data processing, printing, and mailing services.

Utility Billing / CISPARCEL MANAGEMENT - Provide ability to feed the Utility Billing module from either Parcel Management, ESRI ArcGIS (Vendor to include which ESRI license versions and license types are required for integration to proposed system) to utilize addresses and location information.

Utility Billing / CISWork Orders & Infra Assets

GIS - Interface to GIS mapping products that support ESRI formats. Specifically: ArcGIS (Version 10.2).

Work Orders & Infra Assets MOBILE APPLICATION - Ability for the mobile application to retrieve GIS information.

Ad Hoc Reporting SQL SERVER REPORTING SERVICES - Ability to integrate SSRS Reporting Services into the Application for documents and statistical reporting needs.

Gen Sys & Security EMAIL INTEGRATION - Sending emails from system utilizing standard SMTP protocols.

General LedgerFinancial ReportingUtility Billing / CIS

PRODUCE STANDARD REPORTS - Ability to export detailed transactional data to Microsoft Word and Microsoft Excel.

Project/Program AccountingRequisitions / PurchasingAccounts PayableAccounts ReceivableFixed AssetsHuman ResourcesPayrollTime KeepingUtility Billing / CISWork Orders & Infra Assets

ELECTRONIC DOCUMENT MANAGEMENT SYSTEM - System must integrate with Electronic Document Management System (To Be Determined).



COST CONSIDERATIONSInitial one-time costs for hardware (if applicable), implementation, training, software licensing, interfaces, data conversions, modifications, travel and related costs, etc., must be included with the price proposal. See electronic price proposal form Section 5 (Appendices G through J).Recurring annual costs should be described in the proposal, clearly stating what is included (e.g., application upgrades, state and/or federal reporting requirements, hours of support, etc.), Section 5 (Appendices G and H). Ramona Municipal Water District prefers unlimited telephone support. If 24/7 telephone support is available, price proposals should clearly indicate total recurring costs for that support option. If after-hours support is only available at an hourly rate, this should clearly be indicated. The objective is to have no hidden or unexpected costs.

AUTOMATED METER READING SOFTWARE VENDORSThe District does not utilize an automated meter reading software and is interested in identifying automated meter reading software vendors that are compatible with your solution. Please provide a list of the automated meter reading software vendors that have current integrations with your solution.

HAND-HELD METER READING DEVICESThe District is currently using MC5GT hand-held meter reading devices by CMT to collect manual meter reads and wishes to continue using these devices for the foreseeable future. Please explain if your software requires a third-party meter reading software to interface between your solution and the hand-held or whether your solution can integrate directly to them.

MOBILE FIELD COMPUTINGPlease describe your solution’s mobile field computing options, including full application access through wireless VPN connectivity (i.e., no vendor software required), mobile field application for use with laptops, or mobile field applications with use of tablets (e.g., iPads, Surface, etc.)

TELEPHONE AND OTHER SUPPORTPlease describe all support services available from your company in Section 5 (Appendix B). Specifically address the following issues: Normal hours of availability Website support information Online chat Remote system access capabilities Access via toll-free 800 number Costs Quality Assurance program(s) Other support services Service-Level Agreements (SLA) – Response time (by priority or severity levels),

escalation processes, and other metrics



IMPLEMENTATION METHODOLOGY Please describe your implementation methodology, with milestones and

timeframe. Include a preliminary implementation schedule for all applications, including the required time for system and application training, program testing, and conversion. Please include how you expect to sequence the installation of the various applications or application groupings.

Ramona Municipal Water District anticipates electronic data conversions, depending on cost. Please include estimated range of costs for data conversions for each application, if available, and a description of data that would be typically converted. Costs for proposed data conversion are to be included (Section 5, Appendix I).

TRAINING AND EDUCATIONPlease provide your consulting and training options, including classroom (on-site and off-site), online (group and self-paced), training videos, and manuals. Include pricing for direct training for all required staff and users. Vendors may propose a Train-the-Trainer option, which the District will consider, but would prefer for direct training to be provided by the selected vendor.

PROJECT MANAGEMENTThe District will provide a designated project manager, and expects the vendor to do the same. Please include recommended vendor project management costs (Section 5, Appendix G) in the proposal and describe, in detail, services to be provided. The District reserves the right to interview and accept the vendor’s proposed project manager as well as accept or reject changes in vendor project management personnel.Please identify your proposed project manager and also confirm if your proposed project manager: Has CAPM or PMP certifications from the Project Management Institute Has at least five years of enterprise application implementation project

management experience Has experience in managing projects for water districts or municipalities with full

water and waste-water operations

CUSTOMER IMPLEMENTATION RESPONSIBILITIESPlease describe and/or provide a list of the typical customers’ implementation responsibilities.



SUBCONTRACTOR AND THIRD-PARTY RELATIONSHIPSPlease describe any subcontractor relationships and/or third-party providers that will be used for this implementation.Note: If a vendor chooses to partner with a third-party vendor to address some requirements, this must be clearly stated in the response. Be specific when describing applications and the third-party vendor solution provider. Third-party vendors will be required to demonstrate their portion of the application solution along with all other required information being provided by the prime vendor.

SAMPLE USER AND TECHNICAL MANUALSPlease provide the following: Sample Application User Manual Sample Application User Online Documentation Sample Technical User Manual Sample Technical User Online Documentation Sample Training Syllabus Sample Section of a Detailed Implementation Project Schedule

VENDOR/RESELLER INFORMATIONPlease provide all information related to your company as requested in the RFP Section 5 (Appendices). In addition, specifically address the following issues: Describe your research and development approach and process If you are a Software Reseller/Partner, please provide the same company,

customer demographics, and reference information for your specific company in addition to the software vendor’s information (see Section 5, Appendices B, C, D, and E)

If your proposed solution belongs to a parent/consolidation company, only provide the total number of employees and support personnel for the proposed solution (see Section 5, Appendices B and C)

Technology direction Please describe short-, medium-, and long-term direction regarding major

changes in architecture, database, platforms, languages, etc.

CORPORATE STRUCTURE CHANGESPlease explain whether there are any known circumstances, such as major organizational restructuring, mergers, and/or acquisition plans, which are under consideration.



VENDOR FINANCIAL INFORMATIONShort-listed vendors may be required to provide copies of your organization’s last three (3) years of audited financial statements, including any pending litigation, in a confidential manner to the District’s Human Resources Manager. Please do not send financial statements with your proposal.

SAMPLE CONTRACTPlease provide sample/boilerplate contract(s) with terms and conditions (T&C’s) that will be used to negotiate the proposed solution.

USER GROUPSProvide information regarding organized user groups, including frequency, and location of user group meetings. Also, indicate who conducts the meetings, and who is responsible for establishing meeting agendas. Please also describe a local (State or regional) user groups or meetings.

REFERENCES AND USER BASEPlease provide references for a minimum of ten (10) completed projects of similar scope and nature to Ramona Municipal Water District, preferably within the same region and within the last three (3) years.A reference worksheet is provided in Section 5 (Appendix E).Please provide total number of customers (Software Provider and Reseller, if applicable) for the applications according to demographic request worksheet provided in Section 5 (Appendix D).If your proposed solution belongs to a parent/consolidation company, only provide customer base figures and references for the proposed solution (see Section 5, Appendices D and E).Additionally, please provide an organization name list of all active customers within the state of California. Contact information is not necessary.Lastly, please provide the number of new customers (original go-lives) implementing the proposed applications in each of the last three (3) years.



4 VOLUMES AND CONVERSIONSThe tables below summarize the estimated volumes of transactions and records associated with the application processing requirements and preliminary conversion requirements.

GENERAL INFORMATION

Description Value or QuantityNumber of Ramona Municipal Water District Accounts 9,546Ramona Municipal Water District’s Annual General Fund Operating Budget 16,562,903Number of District Employees 48

USER INFORMATION

Description Value or Quantity

Number of RMWD UsersUsers (single licenses / user ID’s) 28Users (concurrent) 15Mobile Users (Work Orders/Infrastructure Asset Tracking) 0

VOLUMES INFORMATION

Volume Description Quantity Estimated AnnualVolumes

FINANCIAL MANAGEMENTGeneral Ledger

G/L - Number of funds 18G/L – Account numbers 336Bank Accounts 6

Requisitions and Purchase OrdersPurchase Orders 717Average Number of Line Items Per PO/Req 5Vendors 1,500Contracts 20

Accounts PayableA/P Checks 2,040Issued Employee-use Credit Cards 1

Accounts ReceivablePersons/Entities Billed 25Invoices 200Average Number of Line Items Per Invoice 3

Fixed AssetsFixed Assets 812



Volume Description Quantity Estimated AnnualVolumes

Programs/ProjectsProjects 132

Grants (active) 1PEOPLE MANAGEMENT New-Hire Applications 200 Full-Time Employees 46 Part Time/Seasonal Employees 2 Payroll Frequency Bi weekly Retiree Beneficiaries 10UTILITY BILLING Utility Customers 9,546 Utility Billing Frequency Bi and Monthly Cashiering Locations (counters) 1 Utility Cash Receipts (Payments received) 61,456 Utility Billing Service Orders 3,312 Meter Changes 70 Backflow Devices <1,000MAINTENANCE ASSET MGMT Work Orders Inc. above Fleet Vehicles/Equipment 75

CONVERSION INFORMATION

Application/InformationExisting Software

Product Number Records to Convert

(Approximate)

Data ConversionE= ElectronicM = Manual

N/A = Not ApplicableName Version

General Ledger Accounts Datastream 13.12 1,000 EFixed Assets Datastream 13.12 850 E

Address/Parcel Records Datastream 13.12 12,000 ECustomer Master Records Datastream 13.12 10,000 E

CIS Payment History Datastream 13.12 120,000 ECIS Open Transactions Datastream 13.12 240,000 E

CIS Consumption History Datastream 13.12 60,000 EVendor Master Records Datastream 13.12 1,500 E

Employee Master Records DatastreamAccess, Excel

13.12 50+ EE, M

Inventory Items Datastream 13.12 1,100 E



5 PROPOSAL FORMS AND SUPPORTING INFORMATION

VENDOR ELECTRONIC RESPONSE FILEThis section of the RFP explains the required proposal forms and other supporting information designed to assist the vendors in their response. The multi-tab Excel spreadsheet files contain all Appendices listed below. Appendices must be filled-in and submitted using these electronic forms (multi-tab Excel files), and must also be printed and included in your proposal.Ramona Water EIMS RFP Appendix A.xlsAppendix A1 – Financial Management Feature/Function Worksheet TabsAppendix A2 – People Management Feature/Function Worksheet TabsAppendix A3 – Utility Billing Feature/Function Worksheet TabsAppendix A4 – Maintenance Management Feature/Function Worksheet TabsAppendix A5 – Other Feature/Function Worksheet TabsRamona Water EIMS RFP Appendices B-J.xlsAppendix BVendor ProfileAppendix C Vendor Financial InformationAppendix DVendor Customer BaseAppendix E Vendor ReferencesAppendix F Vendor General SystemAppendix GProject CostsAppendix HInterface CostsAppendix I Conversion CostsAppendix J Modification Costs



6 PROPOSAL INSTRUCTIONS This section outlines the information that is requested to be included in your proposal. Please include a table of contents at the beginning of your proposal clearly outlining the contents of each section.

GENERAL PROPOSAL INSTRUCTIONSSoftware features, functions, and capability information should also be submitted electronically using the forms and instructions contained in the RFP. Response instructions are contained in Sections 3, 4, 5, and 6 of the Request

for Proposal (RFP) document. Section 5 of the RFP contains electronic vendor information worksheets. Please

complete these worksheets using the electronic forms (Excel format) and as directed in the RFP instructions.

The proposal should include all costs associated with training, implementation, hardware specifications, interface estimates, file conversion assistance, custom modification estimates, annual maintenance, and support.

Intent to propose notification is to be directed to Tim Clement, Human Resources Manager, by e-mail at [email protected] no later than July 29, 2015.

Questions related to this RFP are to be directed to Tim Clement, Human Resources Manager, by e-mail at [email protected] no later than August 3, 2015. Only written questions submitted by email by the above stated date will be accepted.

Please submit your proposal by August 14, 2015– electronically and hard copy, as follows:

Electronic: In Microsoft Word and Excel format emailed to [email protected] and [email protected]

Printed: Eight (8) copies sent to:Tim Clement

Human Resources ManagerRamona Municipal Water District


Requests for extension of the submission date will not be granted. Vendors submitting proposals should allow for normal mail or delivery time to ensure timely receipt of their proposal.Responses to the Specific Proposal Requirements identified in Section 3 MUST be completed and indexed appropriately. In addition, all forms and checklists identified in Section 5 MUST also be included in your hard copy response. Failure to include any of the requested information within your proposal may result in rejection or disqualification.RAMONA MUNICIPAL WATER DISTRICT of 30

mailto:[email protected]

mailto:[email protected]


PROPOSAL FORMATProposals should be made in accordance with the RFP format provided herein, with all blank spaces in the Appendices properly filled in. Costs shall be stated in whole dollars.Please provide the following sections, as a minimum: Executive Summary Understanding of Project Objectives Specific Proposal Requirements (see Section 3) Detailed Proposal and Contractual Requirements (including exceptions

taken to any RFP requirement) Remaining Appendices not included in another sectionProposals shall be addressed as indicated. A duly authorized official representing the vendor must sign all proposals. Proposals that contain omissions, erasures, alterations, or additions not called for, conditional, or alternate proposals unless called for, or irregularities of any kind, may be rejected or disqualified.Modification of proposals will be acceptable only if delivered in writing to the place of the proposal prior to the proposal due date and time. Should the vendor find discrepancies in, detect omissions from the RFP, or be in doubt as to the meaning of any point, they shall at once notify Tim Clement, Human Resources Manager, at [email protected]. Ramona Municipal Water District will then send written instructions/clarifications to all vendors. If the proposal and specifications are found to disagree after the contract is awarded, the District shall be the judge as to which was intended. Vendors are prohibited from contacting any Ramona Municipal Water District officials or employees regarding this Request for Proposal. All questions must be directed to Tim Clement, Human Resources Manager, at [email protected]. Failure to comply with this provision may result in rejection or disqualification of your proposal.No negotiations, decisions, or actions shall be executed by the vendor as a result of any discussions with any District officials, employees, and/or consultant. Only those transactions provided in written form from Ramona Water may be considered binding. In addition, Ramona Municipal Water District will only honor transactions from vendors, which are written and signed.Ramona Municipal Water District reserves the right to terminate the selection process at any time and to reject any or all proposals. The contract will be awarded to the vendor whose overall qualifications best meet the requirements of the District.Ramona Municipal Water District shall not be liable for any pre-contract costs incurred by interested vendors participating in the selection process.The contents of each vendor's proposal to Ramona Municipal Water District—including technical specifications for hardware and software, purchase and lease prices, and hardware and software maintenance fees—shall remain valid for a minimum of 120 calendar days from the proposal due date.All proposals must include copies of all sample contracts for hardware (if applicable), systems software, application software, hardware maintenance (if applicable), and software support. Please note that all contracts will be subject to negotiation between the District and the selected vendor.



Please note that the final contract may not include all the applications or all the equipment listed in this RFP.This RFP and the selected vendor’s proposal, including all representations, warranties, and commitments contained in the proposal and related correspondence shall be contractual obligations included in the written final contract for services, equipment, and software.Ramona Municipal Water District will be awarding a contract to a single vendor for all core applications. Vendors are allowed to provide a proposal that includes subcontractors, but Ramona Municipal Water District will be entering into a single agreement with one vendor, acting as a prime contractor. The prime contractor will be responsible for the timeliness, quality, and deliverables provided by any subcontractors under the prime contractor’s agreement.



7 DISCLOSURES AND CONTRACTUAL REQUIREMENTS

Please note that any exceptions to the following requirements, as well as other sections of this RFP should be addressed in a separate section of the vendor’s proposal.

BULLETINS AND ADDENDAAny bulletins or addenda to the specifications contained in this RFP issued during the period between issuance of the RFP and receipt of proposals are to be considered covered in the proposal, and in awarding a contract, they will become a part thereof. The vendors shall acknowledge receipt of bulletins or addenda in their proposal cover letter.

REJECTION OF PROPOSALSProposals that are not prepared in accordance with these instructions to vendors may be rejected or disqualified. If not rejected, Ramona Municipal Water District may demand correction of any deficiency and accept the corrected Proposal upon compliance with these instructions to proposing vendors.

ACCEPTANCE OF A PROPOSALProposals submitted are offers only, and the decision to accept or reject will be based on the quality, reliability, capability, reputation, and expertise of the proposing vendors.Ramona Municipal Water District reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of Ramona Municipal Water District; to reject the lowest price proposal; to accept any item of any proposal; to reject any and all proposals; and to waive irregularities and informalities in any proposal submitted or in the RFP process, provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposing vendors should not rely upon, or anticipate, such waivers in submitting their proposal.

LIABILITY AND INSURANCE REQUIREMENTS

Consultant shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, his agents, representatives or employees.

Insurance

Insurance Requirements. Consultant shall provide and maintain insurance acceptable to Ramona Municipal Water District in full force and effect throughout RAMONA MUNICIPAL WATER DISTRICT of 30


the term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by Consultant, its agents, representatives or employees. Insurance is to be placed with insurers with a Bests’ rating of no less than A-:VII, or equivalent. Consultant agrees with Ramona Municipal Water District (“RMWD”) that:When the law establishes a professional standard of care for the Consultant’s services, to the fullest extent permitted by law, Consultant will defend, indemnify and hold harmless RMWD, its directors, officers, employees, and authorized volunteers from all claims and demands of all persons that arise out of, pertain to, or relate to the Consultant’s negligence, recklessness, or willful misconduct in the performance (or actual or alleged non-performance) of the work under this agreement. Consultant shall defend itself against any and all liabilities, claims, losses, damages, and costs arising out of or alleged to arise out of Consultant’s performance or non-performance of the work hereunder, and shall not tender such claims to RMWD nor to its directors, officers, employees, or authorized volunteers, for defense or indemnity.

b. Other than in the performance of professional services, to the fullest extent permitted by law, Consultant will defend, indemnify and hold harmless RMWD, its directors, officers, employees and authorized volunteers from all claims and demands of all persons arising out the performance of the work or furnishing of materials; including but not limited to, claims by the Consultant or Consultant’s employees for damages to persons or property except for the sole negligence or willful misconduct or active negligence of RMWD, its directors, officers, employees, or authorized volunteers.

c. By his/her signature hereunder, Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and that Consultant will comply with such provisions before commencing the performance of the professional services under this agreement. Consultant and sub-consultants will keep workers’ compensation insurance for their employees in effect during all work covered by this agreement.

d. Consultant will file with RMWD, before beginning professional services, a certificate of insurance satisfactory to the RMWD evidencing professional liability coverage of not less than $1,000,000 per claim and annual aggregate, requiring 30 days notice of cancellation (10 days for non-payment of premium) to RMWD. Coverage is to be placed with a carrier with an A.M. Best rating of no less than A-:VII, or equivalent, or as otherwise approved by RMWD. The retroactive date (if any) is to be no later than the effective date of this agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the contract work. Consultant shall purchase a one-year extended reporting period i) if the retroactive date is advanced past the effective date of this Agreement; ii) if the policy is canceled or not renewed; or iii) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. In the event that the Consultant employs other consultants (sub-consultants) as part of the work covered by this agreement, it shall be the Consultant’s responsibility to require and confirm that each sub-consultant meets the minimum insurance requirements specified above.



e. Consultant will file with RMWD, before beginning professional services, certificates of insurance satisfactory to RMWD evidencing general liability coverage of not less than $1,000,000 per occurrence ($2,000,000 general and products-completed operations aggregate (if used)) for bodily injury, personal injury and property damage; auto liability of at least $1,000,000 for bodily injury and property damage each accident limit; workers’ compensation (statutory limits) and employer’s liability ($1,000,000) (if applicable); requiring 30 days (10 days for non-payment of premium) notice of cancellation to RMWD. The general liability coverage is to state or be endorsed to state “such insurance shall be primary and any insurance, self-insurance or other coverage maintained by RMWD, its directors, officers, employees, or authorized volunteers shall not contribute to it”. The general liability coverage shall give RMWD, its directors, officers, employees, and authorized volunteers insured status using ISO endorsement CG2010, CG2033, or equivalent. Coverage is to be placed with a carrier with an A.M. Best rating of no less than A- :VII, or equivalent, or as otherwise approved by RMWD. In the event that the Consultant employs other consultants (sub-consultants) as part of the work covered by this agreement, it shall be the Consultant’s responsibility to require and confirm that each sub-consultant meets the minimum insurance requirements specified above.

RIGHTS TO SOURCE CODEShould the selected program contractor or vendor cease to exist or their organization become financially insolvent, rights to use the source code (for Ramona Municipal Water District use only) shall be granted to RMWD.

INTENTIONThe vendor shall, unless otherwise specified, supply all installation, conversion, training, transportation, and incidentals necessary for the entire proper implementation of the selected systems. In addition, the vendor shall be responsible for the implementation in a most professional manner, a complete job and everything incidental thereto, as shown in the Proposal, stated in the specifications, or reasonably implied, all in accordance with the contract documents.

RIGHTS TO SUBMITTED MATERIALSAll proposals, responses, inquiries, or correspondences relating to or in reference to this RFP, and all reports, charts, displays and other documentation submitted by the vendor shall become the property of Ramona Municipal Water District when received. The District reserves the right to use the material or any ideas submitted in any proposal in response to the RFP.

VENDOR DEMONSTRATIONSVendors may be requested, at no cost to RMWD, to demonstrate the proposed software and hardware systems at a mutually agreeable date and site.

ASSIGNMENTIt is mutually understood and agreed that the Proposal and any final contract will be binding upon the vendor and its successors. Neither this RFP, any final contract,



any part of either or any monies due, or to become due under them, may be assigned by vendor without the prior written consent of Ramona Municipal Water District.

VENDOR REPRESENTATIONS AND WARRANTIESIn order for Ramona Municipal Water District to accept a Proposal, each vendor, by submitting a proposal, thereby represents and warrants as follows:Status of Vendor. Vendor will perform the Work in vendor's own way and pursuant to any final contract as an independent contractor and in pursuit of vendor's independent calling, and not as an employee of Ramona Municipal Water District. The persons used by vendor to provide the Work under any final contract will not be considered employees of Ramona Municipal Water District for any purposes.The payment made to vendor pursuant to any final contract will be the full and complete compensation to which vendor is entitled. Ramona Municipal Water District will not make any federal or state tax withholdings on behalf of vendor or its agents, employees, or subcontractors. RMWD will not pay any Workers' Compensation insurance, retirement contributions, or unemployment contributions on behalf of vendor or its employees or subcontractors. Vendor agrees to indemnify and pay RMWD within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or Workers' Compensation payment which RMWD may be required to make on behalf of vendor or any agent, employee, or contractor of vendor for work done under any final contract. At RMWD’s election, RMWD may deduct the amounts paid pursuant to this section, from any balance owing to vendor.Vendor understands that its professional responsibility is solely to Ramona Municipal Water District. Vendor warrants that it presently has no interest, present or contemplated, and will not acquire any direct or indirect interest that would conflict with its performance of any final contract. Vendor further warrants that neither vendor, nor vendor’s agents, employees, subcontractors, and vendors, have any ancillary real property, business interests, or income that will be affected by this RFP or final contract or, alternatively, that vendor will file with RMWD an affidavit disclosing this interest. Vendor will not knowingly, and will take reasonable steps to ensure that it does not, employ a person having such an interest in the performance of a final contract. If, after employment of a person, vendor discovers that it has employed a person with a direct or indirect interest that would conflict with its performance of a final contract, vendor will promptly disclose the relationship to RMWD and take such action as RMWD may direct to remedy the conflict. Discrimination and Harassment Prohibited. Vendor will comply with all applicable local, state, and federal laws and regulations prohibiting discrimination and harassment.Jurisdiction, Venue, and Governing Law. Any action at law or in equity brought for the purpose of enforcing a right or rights provided for by this RFP or final contract will be tried in a court of competent jurisdiction in San Diego County, State



of California, and vendor and Ramona Municipal Water District will waive all provisions of law providing for a change of venue in these proceedings to any other county. The laws of the State of California will govern this RFP and any final contract.Waivers. The waiver by either RMWD or vendor of any breach or violation of any term, covenant, or condition of this RFP or any final contract or of any provisions of any ordinance or law will not be deemed a waiver of such term, covenant, condition, ordinance or law. The subsequent acceptance by either party of any fee or other money that may become due hereunder will not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this agreement or any applicable law.Authority. The individuals executing this RFP and the instruments referenced in it on behalf of vendor each represent and warrant that they have the legal power, right and actual authority to bind vendor to the terms and conditions of this RFP.

QUALIFICATIONSIt is expected that the proposing vendor has the requisite experience, ability, capital, facilities, organization, and staff to enable the proposing vendor to perform the work successfully and promptly, and to commence and complete the work within the proposed price and time frame.

ACKNOWLEDGMENTSBy submitting a proposal, a proposing vendor acknowledges and agrees to each of the following:Reliance. Ramona Municipal Water District is relying on all warranties, representations, and statements made by the vendors in their proposals.Reservations of Rights. Ramona Municipal Water District reserves the right to reject any and all Proposals, reserves the right to reject the lowest priced Proposal, and reserves such other rights as are set forth in the instructions to proposing vendors.Acceptance. If a vendor’s proposal is accepted by Ramona Municipal Water District, the vendor shall be bound by each and every term, condition and provision contained in the RFP, the vendor’s proposal, and in the final contract to be negotiated between the selected vendor and Ramona Municipal Water District.Remedies. Each of the rights and remedies reserved to Ramona Municipal Water District in this RFP shall be cumulative and additional to any other or further remedies provided in law or equity.Severability. The provisions of this RFP shall be interpreted when possible to sustain their legality and enforceability as a whole. In the event any provision of this RFP shall be held invalid, illegal, or unenforceable by a court of competent jurisdiction, in whole or in part, neither the validity of the remaining part of such provision, nor the validity of any other provisions of this RFP shall be in any way affected thereby.Amendments. No modification, addition, deletion, revision, alteration, or other change in this RFP shall be effective unless and until such change is reduced to writing and executed and delivered by Ramona Municipal Water District to the prospective vendors.


… · web viewspecifically: arcgis (version 10.2). work orders & infra assets. mobile...

Documents