Project Approach - AC Transit
REQUEST FOR PROPOSALS
PROFESSIONAL SERVICES
AC TRANSIT DISTRICT
Purchasing Department
10626 International Blvd.
Oakland, CA 94603
PROPOSALS MUST BE RECEIVED at 10626 International Blvd. by 11:00 A.M.,
MARCH 20, 2007
Sign the proposal, put it in an envelope, and write the Contract Proposal number and Title on the outside. Sign and return this page. Retain Proposer’s Duplicate copy for your files.
SIGN AND RETURN THIS PAGE
CONTRACT PROPOSAL NO.:2007-1013
Date: FEBRUARY 5, 2007
TITLE: FINANCIAL AND HUMAN RESOURCES APPLICATION SOFTWARE, TECHNICAL INFRASTRUCTURE AND IMPLEMENTATION SERVICES
ALL PROPOSERS COMPLETE THIS SECTION:
2007
Upon execution of a Contract Acceptance form, the undersigned agrees to furnish, subject to provisions on the reverse of this form, all articles or services within the dates specified, in the manner and at the prices stated, in accordance with the advertisement, specifications, proposal, special conditions and general conditions, all of which are made part of the contract proposal, when authorized by Purchase Order, Contract Order, or Letter of Agreement issued by the District.
Name under which
business is conducted:
Business street address: Telephone:
City State Zip Code
IF SOLE OWNER, sign here:
I sign as sole owner of the business named above:
Signed Typed Name
IF PARTNERSHIP OR JOINT VENTURE, sign here:
The undersigned certify that we are partners in the business (joint venture) named above and that we sign this contract proposal with full authority to do so (one or more partners sign):
Signed Typed Name
Signed Typed Name
IF CORPORATION, sign here:
The undersigned certify that they sign this contract proposal with full authority to do so:
Corporate Name:
Signed Typed Name Title
Signed Typed Name Title
Incorporated under the laws of the State of
Form C102 May 2005
1 GENERAL CONDITIONS, INSTRUCTIONS, AND INFORMATION FOR PROPOSERS 7
Clause No. Page No.
1.1 General Information 7
1.2 Request for Proposal Timeline 9
1.3 Letter of Intent 10
1.3.1 Content of Letter of Intent 10
1.4 Vendor Presentations and Demonstrations 11
1.5 Best and Final Offer 11
1.6 Scope of Services 12
1.7 Proposal Requirements 12
1.8 Evaluation and Award 14
1.8.1 Selection Criteria 14
1.9 Rendition of Services 16
1.10 Contractor’s Status 16
1.11 Ownership of Work 16
1.12 Records 16
1.13 Non-Discrimination 17
1.14 Indemnification 17
1.15 Changes 17
1.16 Dispute Resolution 18
1.17 No Assignment 18
1.18 Prohibited Interests 18
1.19 Waiver 19
1.20 Governing Law 19
1.21 Rights in Data 19
1.22 Non-Collusion Affidavit 20
1.23 Penalty for Collusion 20
2 SPECIAL CONDITIONS 21
Clause No. Page No.
2.1 Release of Information 21
2.2 Insurance 21
2.3 Protest Procedures 24
2.4 Vendor Registration 25
2.5 Proposal Property of AC Transit 25
2.6 Proprietary or Confidential Information 25
2.7 Waive Minor Adminstrative Irregularities 25
2.8 Errors in Response 26
2.9 Addendum/Addenda 26
2.10 Right to Cancel 26
2.11 Bond Requirements 26
2.12 Contract Requirements 27
2.13 Incorporation of Documents into Contract 28
2.14 No Obligation to Buy 28
3 MANDATORY FEDERAL CLAUSES 29
3.1 No Government Obligation to Third Parties 29
3.2 Program Fraud and False or Fradulent Statements or Related Acts 29
3.3 Access to Records 30
3.4 Federal Changes 30
3.5 Civil Rights Requirements 30
3.6 Termination 32
3.7 Disadvantaged Business Enterprise (DBE) 33
3.8 Incorporation of Federal Transit Administration (FTA) Terms 34
3.9 Debarment and Suspension Requirements 34
3.10 Lobbying Requirements & Certification 35
3.11 Clean Air Requirement 35
3.12 Clean Water Requirements 36
3.13 Energy Conservation Requirement 36
Clause No. Page No.
3.14 Notification of Federal Participation 36
4 SCOPE OF SERVICES 37
4.1 FHR Background 37
4.1.1 Overview 37
4.2 Purpose and Objectives 38
4.2.1 Objectives 38
4.2.2 The Vision of the Future 40
4.3 Detailed Scope of Services 40
4.3.1 Application Software 41
4.3.2 Interfaces and Conversion Programs 43
4.3.3 Financial and Management Reporting 44
4.3.4 Business Process Improvement 44
4.3.5 Technical Infrastructure 45
4.3.6 Services 45
4.4 Project Phases and Timeline 46
4.5 AC Transit Responsibilities 47
4.5.1 Project Staffing 47
4.5.1.1 Project Management 47
4.5.1.2 Functional Analysts 47
4.5.1.3 Technical Analysts 48
4.5.2 Assumptions 49
5 PROPOSAL INSTRUCTIONS 50
5.1 Strategic Alignment with Key Benefits 50
5.2 Functional Requirements 54
5.2.1 High Priority Business Requirements 54
5.2.1.1 Encumbrance Accounting 55
5.2.1.2 Scheduling, Time, and Attendance Integrated with Payroll 57
5.2.1.3 Robust Governmental (Multiple Equities Tracking ) Fixed Assets 60
5.2.1.4 Cost Accounting/Activity Based Management 61
5.2.1.5 Budget & Financial Planning/Performance Management 61
5.2.1.6 Grant and Project Accounting 62
5.2.1.7 Cash Management 63
5.2.1.8 Leave Management Including Family Medical Leave 63
5.2.1.9 Improved Retirement Processing 64
5.2.1.10 Robust User Friendly Reporting Tools for End Users, Managers, and Developers 65
Clause No. Page No.
5.2.1.11 Robust Applicant Tracking 65
5.2.1.12 Robust Human Resource Functionality 66
5.2.2 Detailed Checklist of Functional Requirements 67
5.2.3 Fare Media Business Scenario 69
5.3 Technical Architecture Requirements 69
5.3.1 Current Technical Environment 69
5.3.2 Technical Infrastructure Specifications 71
5.3.3 IS Staffing and Skills 74
5.3.4 Outsourcing of Technical Support 76
5.3.5 Technical Requirements 76
5.3.5.1 General Specifications 77
5.3.5.2 Workflow 79
5.3.5.3 Documentation 79
5.3.5.4 Portal 80
5.3.5.5 Application Architecture 80
5.3.5.6 Configuration Management and Version Control 82
5.3.5.7 Security and System Administration 82
5.3.5.8 Reporting 84
5.3.5.9 Batch Processing 86
5.3.5.10 Graphical User Interface 86
5.4 Service Requirements 87
5.4.1 Project Approach 88
5.4.2 Project Organization and Staffing Approach 89
5.4.3 Project Risk Management and Control 91
5.4.4 Business Process Improvements 92
5.4.5 Change Management and Transition Approach 92
5.4.6 Training and Knowledge Transfer 93
5.4.7 Testing Approach 93
5.4.8 Post Implementation Support 94
5.4.9 Technical Services 94
5.4.9.1 Technical Infrastructure Support 94
5.4.9.2 Interface Approach and Requirements 95
5.4.9.3 Reporting Approach and Requirements 96
5.4.9.4 Conversion Approach and Requirements 96
5.4.9.5 Business Objects Metadata 97
5.4.9.6 Travel and Expenses Approach 97
5.5 Vendor Vision and Viability 97
5.5.1 Company Information 98
5.5.2 Financial and Operational Viability 99
5.5.3 Company Vision 100
Clause No. Page No.
5.5.4 Product and Technical Vision 101
5.6 Cost Requirements and Spreadsheet 102
6 FORMS 103
6.1 Certification Form 103
6.2 Designation of Subcontractors 105
6.3 Certification Regading Lobbying 106
6.4 Disclosure of Lobbying Activities 107
6.5 Non-Collusion Affidavit 109
6.6 Performance Bond 110
6.7 Certification of Proposed Prime Contractor Regarding Debarment, Suspension and Other Responsibility Matters 112
7 SAMPLE CONTRACT 113
8 APPENDICES 117
8.1 Terms and Definitions 117
8.2 AC Transit Chart of Accounts 118
GENERAL CONDITIONS, INSTRUCTIONS, AND INFORMATION FOR PROPOSERS
1 GENERAL INFORMATION
Alameda-Contra Costa Transit District (AC Transit) is a Special District, organized under the laws of the State of California, which provides public transit service to approximately 220,000 riders daily with a fleet of more than 640 buses. The District’s service area extends from Western Contra Costa County to Southern Alameda County. The District has approximately 2,300 employees and is financed through the receipt of transit fares, property taxes, State and Federal funding.
This Request for Proposal (RFP) outlines the scope of services requested as well as information that should be included in the proposal. AC Transit is requesting a complete Financial and Human Resources (FHR) solution as a result of this procurement. Firms who are awarded a contract with the District must register on the District’s website as a vendor.
The RFP and related materials will be made available on the AC Transit web-site at until the deadline for receipt of proposals. The RFP and attachments will be made available in both Word/Excel formats and also PDF formats. If there are conflicts between the Word/Excel and PDF versions, the PDF versions take priority.
Prospective contractors may contact Jamell Woodard, at (510) 577-8822 or email jwoodard@, between the hours of 7:30 a.m. and 3:30 p.m., Monday through Friday, holidays excepted, for further information.
A Pre-Proposal Conference will be held on Thursday, February 22, 2007 at 10:00 a.m. The Conference will be held at AC Transit General Office, 1600 Franklin Street, 4th Floor Conference Room, Oakland, California 94612.
The Conference will consist of a discussion of the requirements and a question and answer period. Questions and/or requests for clarifications regarding the RFP should be directed to the individual at the address reflected below. Proposer inquiries must be submitted in writing and received no later than February 16, 2007, 10:00 a.m., in order to allow District Staff sufficient time to prepare responses.
AC Transit
Purchasing Department
Attn: Jamell Woodard, Contract Specialist
10626 International Blvd
Oakland, CA 94603
E-mail: jwoodard@
Written questions submitted prior to and questions raised at the Pre-Proposal Conference will be answered, and if appropriate, by written addendum to the RFP. Upon issuance of such, Addendum will become a part of the proposal documents and binding on all eligible Proposers. No further questions will be accepted after March 9, 2007.
Any marketing materials that you would like to provide to the District in connection with your proposal such as brochures, white papers, etc. should be submitted in Envelope 1 and only three (3) originals are needed.
Interested parties shall submit proposals in response to this Request for Proposal (RFP). Each proposal must be submitted in two (2) separate sealed envelopes within the proposal package. Envelope 1 will contain all responsive technical proposal requirements except those related to price. Envelope 2 will contain only information related to pricing.
To be considered, Envelope 1 should contain one (1) written original and twenty (20) electronic copies (on 20 separate compact disk (CD)) of the technical proposal. In addition, Envelope 2 should contain one (1) written original and five (5) electronic copies (on 5 separate compact disk (CD)) of the cost proposal spreadsheet. Your submission shall be submitted no later than 11:00 a.m. PST on March 20, 2007 to:
AC Transit
Purchasing Department
Ms. Jamell Woodard, Contract Specialist
10626 International Boulevard
Oakland, California 94603
Proposals may be mailed or delivered. If mailed, proposals must be mailed in sufficient time to reach the above address before the specified time. If delivered, the proposals should be delivered to the above address. All proposals should be clearly marked RFP 2007-1013 FINANCIAL AND HUMAN RESOURCES APPLICATION SOFTWARE, TECHNICAL INFRASTRUCTURE AND IMPLEMENTATION SERVICES. Proposals not received by the designated date/time will not be considered for award. No facsimile or e-mail transmissions of proposals will be accepted.
Proposals will remain in effect for ninety (90) days from the designated date for receipt of proposals, unless mutually extended. No pre-award costs will be paid. The District General Manager’s signature and only his signature will constitute a binding award.
This RFP does not commit the District to award a contract, to pay costs incurred in the preparation of a proposal, or to procure or contract for services. The District reserves, at its sole discretion, the right to reject any and all proposals, accept all or part of a vendor’s proposed solution, request changes to the vendor’s proposal as part of a “best and final” proposal process, cancel all or part of this RFP and waive any minor irregularities or informalities. The successful vendors will be required to secure and maintain insurance coverage as specified in the RFP.
Prior to submission of proposal, potential contractors should closely review all terms and conditions of the RFP, as well as the Sample Contract. Any conflict with the terms and conditions contained therein, arising subsequent to proposal, shall not be accepted and will be waived.
2 REQUEST FOR PROPOSAL TIMELINE
This RFP is being issued under the following RFP Timeline. All times are local time, Oakland, California (Pacific Standard Time).
|RFP issued to prospective Vendors |February 5, 2007 |
|Pre-proposal Conference |February 22, 2007 |
|Vendor (Prime Vendor) Letter of Intent due to the Contract Specialist |March 1, 2007 |
|Last date to submit questions |March 9, 2007 |
|Vendor Responses Due |March 20, 2007 |
|Notification to Finalist Vendors |April 6, 2007 |
|Vendor On-Site Demonstrations by Finalists |April 19 – 20, 2007 |
| |April 26 – 27, 2007 |
|Demonstration scripts and presentation instructions will be provided ten (10) calendar days |May 3 – 4, 2007 |
|prior to each vendor’s scheduled Demonstration. AC Transit reserves the right to provide | |
|supplemental instructions up to seven (7) calendar days following the date the scripts and | |
|instructions are first provided. | |
|Request Best and Final Offer from Finalists |May 9, 2007 |
|Vendor Best and Final Offer Due |May 18, 2007 |
|Notification of Successful Vendor |May 28, 2007 |
|Contract Negotiations |May 29, 2007 |
|Contract Execution |June 29, 2007 |
AC Transit reserves the right to revise the above timeline.
3 LETTER OF INTENT
Vendors who intend to submit a Proposal to this RFP must provide a written Letter of Intent to the Contract Specialist no later than 5:00 p.m., Pacific Time (Oakland, CA), on the date specified in Section 1.2.
The Letter of Intent may be provided by either the publisher of the core FHR application or the organization that is proposed to be the Prime Vendor for the implementation services contract. Vendors must submit a separate Letter of Intent in the event that either a software publisher or an implementation services provider plans to participate in multiple proposals.
The Letter of Intent must be submitted directly to the Contract Specialist. Vendor assumes all responsibility for delays caused by the U.S. Postal Service or other delivery methods Vendor chooses for the Letter of Intent or any other Vendor correspondence relating to this RFP. The Letter of Intent must be sent by an authorized representative via regular U.S. mail, registered or express mail, fax, or e-mail to the Contract Specialist.
1 CONTENT OF LETTER OF INTENT
Each Vendor (Prime Vendor) must appoint an individual to officially represent the Vendor for this acquisition. The Letter of Intent must include:
Name of Vendor (Prime Vendor) Representative
Title
Name of Organization
Name of Software Publisher
Address
Telephone Number
Fax Number
E-mail Address
Statement of Intent
A Vendor may revoke its Letter of Intent at any time before the deadline for Proposal submission.
4 VENDOR PRESENTATIONS AND DEMONSTRATIONS
Vendors will be notified by the date indicated in Section 1.2, if they have been selected as a finalist. Finalists will be requested to participate in two days of product demonstrations and team presentations in Oakland at a time and place selected by AC Transit. Vendors will be provided with scripts to use in preparing the demonstrations and topics to be included in their presentations.
5 BEST AND FINAL OFFER
During Vendor Presentations and Demonstration, the Evaluation Teams may conduct discussions with the finalist Proposal Teams. Items for discussion may include, but are not limited to, identified deficiencies in meeting functional, technical, or service requirements; terms, conditions, and assumptions of the Request for Proposal or Proposal; costs or prices; and suspected mistakes in understanding or presentation. The discussions are intended to give the finalist Vendors a reasonable opportunity to resolve deficiencies, uncertainties, and suspected mistakes and to make the cost, pricing, or technical revisions required by the resulting changes.
Upon completion of the Vendor Presentations and Demonstrations, the Contract Specialist may issue to the finalist Vendors a request for Best and Final Offers. This request may include specific instructions as to the content and form of the Best and Final Offer and an invitation to submit a revised Proposal.
AC Transit reserves the right to select the successful vendor without requesting a Best and Final Offer. Therefore, Vendors should submit their Proposal on the most favorable terms the Vendor can offer.
6 SCOPE OF SERVICES
See Section 4 - Scope of Services.
7 PROPOSAL REQUIREMENTS
The purpose of this Request for Proposal (RFP) is to obtain a Financial and Human Resources (FHR) solution to support the requirements of AC Transit. This solution will replace or upgrade existing systems.
As a result of this RFP, AC TRANSIT expects to enter into one or more Contracts:
• A Contract for the license, maintenance, and support of commercial standard software with the publisher of the core Finance and HR software.
• A Contract for the implementation of the solution.
In addition, AC Transit may enter into one or more Contracts for the acquisition of components of the technical infrastructure necessary to operate the FHR solution. These Contracts may include:
• Contracts for the purchase of information technology and telecommunications hardware.
• Contracts for the license of operating system software, database management systems, and other utilities or software necessary to operate the FHR solution.
Proposals developed in response to this RFP must meet the following requirements:
1. Each Proposal must be provided by a vendor or team of vendors that includes the publisher of the proposed core FHR software application.
2. A publisher of a core FHR software application may submit more than one Proposal, but each Proposal will be for a complete solution that includes the FHR application software, technical infrastructure, and implementation services.
3. AC Transit currently is using FHR application software assets from Peoplesoft for Human Resource and Payroll applications. They are using application software assets from Sungard/Bi-Tech for core financial applications. In addition, AC Transit is using application software assets from Mincom for Purchasing, Maintenance and Materials applications. The publishers of these software assets must consider the value of these existing licenses/software assets when proposing a complete FHR solution for AC Transit.
4. A provider of implementation services (“system integrator” or “service providers”) may submit Proposals in conjunction with multiple software publishers, but each Proposal will be for a complete solution that includes the FHR application software, technical infrastructure, and implementation services.
5. Each Proposal must include specifications and costs for a single recommended technical infrastructure consisting of hardware, operating system, database management system, and other hardware or software products. This configuration should comply with specified AC Transit technology architecture and the application performance and response time requirements described in the RFP.
6. The Proposal must identify and provide a complete description of all software, hardware, and other components to be delivered as part of this solution. The Proposal must indicate the purchase, licensing, and other contractual arrangements that the software publisher and other vendors for the hardware, software, and other components prefer, recommend, or require for the solution.
7. Each Proposal must include a single team of implementation service providers. One of these proposed vendors must be the prime vendor for the implementation of the solution.
8. Hardware manufacturers or resellers, and operating system, database management system, and other utility, middleware, or software publishers or resellers may be included in multiple Proposals.
9. Proposals may include third-party software applications or services that would be necessary to supplement the core FHR software application in order to meet AC Transit’s functional business and technical requirements. Such third-party software applications or services must be fully integrated with the core FHR software application.
10. Third-party software applications or services may be included in multiple Proposals.
11. Proposals should include options for Application Service Provider (ASP) services or other related outsourcing services.
Proposals shall include information as specified in Section 5 – Proposal Instructions.
8 EVALUATION AND AWARD
This sub-section defines the approach to qualifying and evaluating vendor proposals.
The Evaluation Team will score proposals using the Selection Criteria (described below) and will rank all proposals in order. AC Transit intends to invite competitive proposal teams to Oakland to conduct product demonstrations and make presentations to the Evaluation Team. The teams invited will be the highest-scoring teams.
Following the on-site demonstrations and presentations and a request for best and final offer, the Evaluation Team will again score the proposals using the Selection Criteria. This re-scoring will utilize all information provided and available, including the original proposal, the evaluation of the on-site demonstrations and presentations, any response to the request for a best and final offer, and reference checks.
1 SELECTION CRITERIA
The Selection Criteria define how the proposed solutions will be compared against each other. The criteria are grouped into three (3) major categories: cost, technical requirements, and past performance. These three (3) major categories are each of roughly equal weight.
(THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK)
|Selection Criterion |
|Cost – using a “total cost of ownership” approach over a ten-year time horizon, the expected costs to AC Transit of the proposed solutions.|
|Technical Requirements – the extent to which the proposed solution meets the high priority and detailed business requirements for the FHR |
|solution. It also includes a review of the control, security, and auditability features of the solution. |
|Past Performance – this major category includes the following sub-categories and will be substantiated by past performance: |
| |
|Strategic Alignment – AC Transit’s assessment of the extent to which the proposed solution can achieve the tangible and intangible benefits|
|sought by AC Transit as described in the RFP. This criterion also includes AC Transit’s assessment of the vendor’s demonstrated |
|commitment to be a good long-term business partner to the District. Finally, this criterion includes AC Transit’s overall assessment of the|
|system’s flexibility and ease of use. |
| |
|Technical Architecture – the suitability of the proposed hardware, technical infrastructure, and the technical architecture of the |
|application; degree of fit to AC Transit’s technology architecture. |
| |
|Services – implementation services and the ability of the solution vendors to deliver the solutions to AC Transit within the required time |
|frame and with suitable management and mitigation of risk. The implementation methodology, proposed workplan, and other related issues will|
|be reviewed in evaluating this criterion. The successful vendor will possess an understanding and appreciation of AC Transit’s accounting |
|requirements by virtue of transit/public sector experience and expertise. The vendor will combine this understanding with an in-depth |
|knowledge of the software product and an ability to communicate this knowledge to both data processing and accounting personnel. |
| |
|Vendor Viability and Vision – principally the long-term viability of the core software application publisher as a strategic vendor and the |
|congruence of the publisher’s product vision with AC Transit’s evolving vision for the delivery of finance, human resource, and payroll |
|services in AC Transit. If the proposed solution includes third-party software or services to meet part of the functional requirements, the|
|viability and vision of these vendors will also be included in the evaluation of this criterion. The level of vendor support after the |
|sale including telephone access, training and documentation, etc., will also be considered. |
The Selection Criteria are described in more detail in the proposal instructions in Section 5.
9 RENDITION OF SERVICES
The Contractor hereby agrees to undertake, carry out and complete all work established herein in a professional and efficient manner satisfactory to District standards.
The professional service or the performance of work or services required by the District cannot satisfactorily be performed by the regular employees of the District.
10 CONTRACTOR'S STATUS
Neither the Contractor nor any party contracting with the Contractor shall be deemed to be an agent or employee of the District. The Contractor is and shall be an independent Contractor, and the legal relationship of any person performing services for the Contractor shall be one solely between said parties.
Contractor shall not subcontract any services to be performed by it under this Contract without the prior written approval of the District, except for service firms engaged in drawing, production, typing and printing. Contractor shall be solely responsible for reimbursing any subcontractors and the District shall have no obligation to them.
11 OWNERSHIP OF WORK
All reports, designs, drawings, plans, specifications, schedules, and other materials prepared, or in the process of being prepared, for the services to be performed by Contractor shall be and are the property of the District and the District shall be entitled to access thereto, and copies thereof, during the progress of the work.
In the event that the work which is the subject of this Contract is not completed, for any reason whatsoever, all materials generated under this Contract shall be delivered as the District may direct.
12 RECORDS
The Contractor shall permit the authorized representatives of the District to inspect and audit all data and records relating to performance under this Contract. Contractor shall maintain all such records for a period of three (3) years after the District makes final payment under this Contract.
13 NON-DISCRIMINATION
In connection with the execution of any Contract hereunder, the Contractor shall not discriminate against any applicant or employee on the grounds of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sexual orientation, sex or age as defined in Section 12926 Government Code.
14 INDEMNIFICATION
The Contractor shall indemnify, keep and save harmless the District, its Board of Directors, officers, officials, employees, agents and volunteers from and against any and all liability, loss, damage, expense, costs (including, without limitation, costs and fees of litigation) of every nature arising out of or in connection with Contractor's performance of work hereunder or its failure to comply with any of its obligations contained in the Contract, except such loss or damage which was caused by the sole negligence or willful misconduct of the District.
15 CHANGES
If any changes to the scope of services are sought by either party that would require a modification of the amount of compensation, the changes must be reviewed in advance of any action to implement the change by the Project Manager and the Purchasing Department.
The District may at any time by written order make changes within the Scope of Services described in this Contract. If such changes cause an increase in the budgeted cost of or the time required for performance of the agreed upon work, the Contractor shall notify the District in writing of the amount of time and compensation adjustments that are required.
In the event the Contractor encounters any unanticipated conditions or contingencies that may affect the scope of services and would result in an adjustment to the amount of compensation specified herein, Contractor shall so advise the District immediately upon notice of such condition or contingency. The written notice shall explain the circumstances giving rise to the unforeseen condition or contingency and shall set forth the proposed adjustment in compensation resulting therefrom.
Any notices shall be given to the District under the NOTICES clause of the Special Conditions. Any and all agreed upon pertinent changes shall be expressed as a written modification to this Contract prior to implementation of such changes.
16 DISPUTE RESOLUTION
In case any disagreement, difference or controversy shall arise between the parties, with respect to any matter in relation to or arising out of or under this Contract or the respective rights and liabilities of the parties, and the parties to the controversy cannot mutually agree thereon, then such disagreement, difference, or controversy shall be determined by binding arbitration, according to the rules of the American Arbitration Association.
Any award made by the Arbitrator(s) shall be final, binding and conclusive upon all parties and those claiming under them. The costs and expenses of any Arbitration shall be borne and paid as the Arbitrator(s) shall, by their award, direct.
The submission to Arbitration is hereby made a condition precedent to the institution of any action at law or in equity with respect to the controversy involved; and such action at law or in equity shall be restricted solely to the subject matter of the challenge of such award on the grounds and only in the manner permitted by law.
17 NO ASSIGNMENT
This Contract is personal to each of the parties hereto, and neither party may assign or delegate any of its rights or obligations hereunder without first obtaining the written consent of the other which will not be unreasonably withheld.
18 PROHIBITED INTERESTS
No member, officer, or employee of the District during his/her tenure or for one year thereafter, shall have any interest direct or indirect, in this Contract or the proceeds thereof.
Contractor covenants that it presently has no interest, direct or indirect, which would conflict in any manner or degree with the performance of the services called for under this Contract. Contractor further covenants that in the performance of this Contract no person having any such interest shall be employed by Contractor.
The District may require Contractor to file an annual Statement of Economic Interest form pursuant to the Political Reform Act of 1974 (Government Code Section 81000 et seq.)
19 WAIVER
Failure of any party to exercise any right or option arising out of a breach of this Contract shall not be deemed a waiver of any right or option with respect to any subsequent or different breach, or the continuance of any existing breach.
20 GOVERNING LAW
This Contract, its interpretation and all work performed thereunder, shall be governed by the laws of the State of California.
21 RIGHTS IN DATA
The term “subject data” as used herein means recorded information, whether or not copyrighted, that is delivered under this Contract. The term includes graphic or pictorial delineation in media, text in specifications or related performance or design-type documents and machine forms. Except for its own internal use, Contractor may not publish or reproduce such data in whole or in part, nor may Contractor authorize others to do so, without the written consent of the District, until such time as the District may have either released or approved release of such data.
In the event that the Scope of Services in this Contract is not completed for any reason whatsoever, all data generated under this Contract shall become subject data and shall be delivered as the District may direct.
22 NON-COLLUSION AFFIDAVIT
Pursuant to California Public Contract Code Section 7106, proposer shall execute and submit with its proposal, a duly notarized “Affidavit of Non-Collusion” on the form included in the solicitation, Form 6.5. Upon execution of the Affidavit, the proposer represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named, and that the proposer has not, directly or indirectly, induced or solicited any other proposer to put in a sham proposal, or any other person, firm, or corporation to refrain from proposing, and that the proposer has not in any manner sought by collusion to secure to the proposer an advantage over any other proposer.
23 PENALTY FOR COLLUSION
If at any time it shall be found that the person, firm or corporation to whom a contract has been awarded has, in presenting any proposal or proposals, colluded with any other party or parties, then the contract so awarded shall be null and void and the Contractor and his bondsmen shall be liable to AC Transit for all loss or damage which AC Transit may suffer thereby and the Boards of Directors may advertise for a new Contract for said labor, supplies, materials or equipment.
SPECIAL CONDITIONS
1 RELEASE OF INFORMATION
Contractor must receive prior permission from the District before releasing any reports, information or promotional materials prepared in connection with this Contract. The Contractor shall provide a copy or copies to the District Project Manager for first review and comment.
2 INSURANCE
Contractor 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 contractor, contractor’s agents, representatives, employees or subcontractors. If a contractor fails to comply strictly with the insurance requirements, that contractor may be disqualified from award of the contract. The District reserves the right to alter, amend, increase or otherwise modify the insurance requirements stated herein.
A. Coverage shall be at least as broad as:
1. General Liability coverage is to be equal to Insurance Services Office Commercial General Liability Occurrence Form CG0001.
2. Automotive Liability coverage is to be equal to Insurance Services Office Business Auto Form CA0001 covering Automobile Liability.
3. Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.
4. Professional Errors and/or Omissions insurance appropriate to Contractor’s profession.
B. Contractor shall maintain limits no less than:
1. General Liability: $2,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If aggregate limit is used, either separate aggregate limit shall apply or aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.
3. Workers’ Compensation: Workers’ Compensation limits as required by State of California and Employer’s Liability limits of $1,000,000 per accident for bodily injury or disease.
4. Professional Errors/Omissions Liability: $2,000,000 per occurrence.
Deductible and/or self-insured retentions must be declared to and approved by the District. The District reserves the option to require insurer to reduce or eliminate such deductible and self-insured retention as to District and/or require Contractor to procure a bond guaranteeing payment of any deductible or self-insured retention of losses, related investigations, claims, administration and defense expenses.
D. Policies are to contain the following provisions:
1. General Liability and Automotive Liability
a. The District, its officers, officials and employees are to be covered as additional insureds as respects to liability arising out of activities performed on behalf of Contractor, products and completed operations of Contractor, premises owned, occupied or used by Contractor, and automobiles owned, leased, hired or borrowed by Contractor. Coverage shall contain no special limitation on scope of protection afforded to the District, its officers, officials or employees.
b. For any claims related to this contract, Contractor insurance coverage shall be primary insurance as respects the District, its officers, officials and employees. Any insurance or self-insurance maintained by District, its officers, officials or employees shall be in excess of Contractor insurance and shall not contribute with it.
c. Any failure with reporting provisions of the policies including breaches of warranties, shall not affect coverage provided to the District, its officers, officials or employees.
d. Contractor insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of insurer’s liability.
2. Workers’ Compensation and Employers Liability
Insurer shall agree to waive all subrogation rights against the District, its officers, officials and employees for losses arising from work performed by the Contractor, except for such loss or damage caused by the sole negligence or willful misconduct of the District.
3. All Coverages
a. Each policy required shall be endorsed to state that coverage shall not be suspended, voided or canceled by either party or reduced in coverages or limits, except after 30 days prior written notice by certified mail, return receipt requested, has been given to the District.
b. Each policy is to be on an “Occurrence” form. “Claims Made” form requires prior approval by the District as well as Contractor required to provide acceptable evidence of policy retroactive date and to maintain coverage with same retroactive date for a period of not less than five (5) years following termination of services.
4. Acceptability of Insurance
Insurance is to be placed with insurers having a current A.M. Best & Co. rating of no less than “A-:VII”.
5. Verification of Coverage
Contractor shall furnish the District with appropriate Certificates of Insurance and Endorsements effecting coverages required and signed by a person authorized by insurer to bind coverage. Certificates and Endorsements are to be received and approved by the District prior to commencement of any work under Contract. The District reserves the right to require certified copies of all required insurance policies.
6. Other Requirements
a. Should any work under this Contract be sublet, Contractor shall require each subcontractor to comply with all of Contract’s insurance provisions and provide proof of such compliance to the District.
b. These insurance requirements shall not in any manner limit or otherwise qualify liabilities and obligations assumed by Contractor under this Contract, including indemnification provisions.
c. Compliance with these insurance requirements is considered a material part of the Contract. Breach of any such provision may be considered a material breach of Contract and result in action by the District to withhold payment and/or terminate Contract.
3 PROTEST PROCEDURES
A. Protest before Opening
Proposal protests based upon restrictive specifications or alleged improprieties in the proposal procedure shall be filed, in writing, with the Procurement and Materials Director, ten (10) days prior to the proposal opening date. The protest must clearly specify the grounds on which the protest is based and include any supporting information.
B. Protest of Award
A Proposer (or other interested party as defined under the District’s Protest Procedures) may file a protest with the District alleging a violation of applicable federal or state law and/or District policy or procedure relative to the seeking, evaluating and/or awarding of a procurement contract. Such protest must be filed no later than ten (10) days after the date of notice of award or non-award of contract by the District.
Copies of the District’s Procurement Protest Procedures should be obtained from the District’s Procurement and Materials Director. The Procurement Protest Procedures will be provided immediately upon request. FAILURE TO COMPLY WITH ANY OF THE REQUIREMENTS SET FORTH IN THE DISTRICT’S WRITTEN PROPOSAL PROTEST PROCEDURES MAY RESULT IN REJECTION OF THE PROTEST.
4 VENDOR REGISTRATION
If you are not already an AC Transit registered vendor, an online Vendor Registration is required prior to contract award. Proposers should access , select: purchasing, online purchasing, and Register as an Online Purchasing User. To complete the process, include a W-9, Request for Taxpayer Identification Number and Certification (containing original signature) in proposal. If online access is not available, contact the Purchasing Department for instructions.
5 PROPOSAL PROPERTY OF AC TRANSIT
All materials submitted in response to this solicitation become the property of AC Transit. AC Transit has the right to use any of the ideas presented in any material offered. Selection or rejection of a Response does not affect this right.
6 PROPRIETARY OR CONFIDENTIAL INFORMATION
Any information contained in the Proposal that is proprietary or confidential must be clearly designated. Marking of the entire Proposal or entire sections of the Proposal as proprietary or confidential will neither be accepted nor honored. AC Transit will not accept Proposals where pricing is marked proprietary or confidential.
To the extent consistent with applicable law, AC Transit will maintain the confidentiality of Vendor’s information marked confidential or proprietary. If a request is made to view Vendor’s proprietary information, AC Transit will notify Vendor of the request and of the date that the records will be released to the requester unless Vendor obtains a court order enjoining that disclosure. If Vendor fails to obtain the court order enjoining disclosure, AC Transit will release the requested information on the date specified.
7 WAIVE MINOR ADMINISTRATIVE IRREGULARITIES
AC Transit reserves the right to waive minor administrative irregularities contained in any Vendor’s Proposal. Additionally, AC Transit reserves the right, at its sole option, to make corrections to Vendors’ Proposal when an obvious arithmetical error has been made in the price quotation. Otherwise, Vendors will not be allowed to make changes to their quoted price after the Proposal submission deadline.
8 ERRORS IN RESPONSE
Vendors are liable for all errors or omissions contained in their Proposals. Vendors will not be allowed to alter Proposal documents after the deadline for Proposal submission. AC Transit is not liable for any errors in Vendor Proposals. AC Transit reserves the right to contact Vendors for clarification of Proposal contents.
In those cases where it is unclear to what extent a requirement has been addressed or a price component has been included, the Evaluation Team, acting through the Contract Specialist or other authorized individual, may contact a responding Vendor to clarify specific points in the Proposal submitted. However, under no circumstances will the responding Vendor be allowed to make changes to the proposed items after the deadline stated for receipt of Proposals.
9 ADDENDUM/ADDENDA
AC Transit reserves the right to change the RFP Timeline or other portions of this RFP at any time. AC Transit may correct errors in the solicitation document identified by AC Transit or a Vendor. Any changes or corrections will be by one or more written addendum/addenda, dated, and attached to and made a part of this solicitation document. All changes must be authorized and issued in writing by the Contract Specialist. Vendors who have submitted a Letter of Intent (reference Section 1.3) will also be sent all addendum/addenda and other correspondence pertinent to the procurement.
10 RIGHT TO CANCEL
AC Transit reserves the right to cancel or reissue this Request for Proposal at any time without obligation or liability.
11 BOND REQUIREMENTS
A performance bond shall be executed within ten working days after the signing of a Contract in an amount not less than forty (40%) of the Contract price. The performance bond shall guarantee the Contractor’s faithful performance of the Contract in compliance with all terms, conditions and requirements specified in the Contract documents. (Attachment 6.6)
12 CONTRACT REQUIREMENTS
A sample contract incorporating terms that are required by AC Transit has been included in Section 7. To be responsive, Vendors must indicate a willingness to enter into the contracts with terms and conditions substantially the same as the Sample Contract. Any specific areas of dispute with the attached contract terms and conditions must be identified in Vendor’s Proposal as noted below and may, at the sole discretion of AC Transit, be grounds for disqualification from further consideration in the award of this contract.
A vendor will be more favorably evaluated based on the degree of acceptance of the specified terms and conditions without exception, reservation, or limitation. Under no circumstances is a Vendor to submit its own standard contract terms and conditions as a response to this solicitation. Instead, Vendors must review and identify the language from the Model Contracts that Vendor finds problematic in two ways:
• Provide specific language in a revised version of the contracts with proposed changes marked.
• Delineate each edit in the format of the Issues List stating the issue subject matter, referencing the contract section, and summarizing the Vendor’s position on the issue.
The Issues List must include all exceptions to the contract terms and conditions in the Sample Contract and must be attached to the Proposal.
Table 1 Contract Issues List
|# |Issue Subject Matter |Agreement and Section |Vendor Position |AC Transit Response |Further Dialogue |
| | | | | | |
| | | | | | |
| | | | | | |
The Successful Vendors (SV) will be expected to execute the contracts within 30 calendar days of announcement of the notice of award. To facilitate negotiations, it is expected that face-to-face negotiations between business and legal representatives authorized to commit the software publisher and the Prime Vendor and business and legal representatives authorized to commit AC Transit will be required. The Successful Vendors should be prepared to commit these resources on-site at Oakland, CA on or about May 29, 2007, until the contracts are signed.
If the selected Vendor fails to sign the contract within the allotted thirty (30) days time frame, AC Transit may elect to cancel the award, and award the contract to the next ranked Vendor or cancel or reissue this solicitation. Vendor’s submission of a Proposal to this solicitation constitutes acceptance of these contract requirements. AC Transit may also extend this timeframe at its sole discretion.
13 INCORPORATION OF DOCUMENTS INTO CONTRACT
This solicitation document and Vendor’s Proposal will be incorporated into any resulting Contracts.
14 NO OBLIGATION TO BUY
AC Transit reserves the right to refrain from contracting with any and all Vendors.
(THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK)
MANDATORY FEDERAL CLAUSES
1 NO GOVERNMENT OBLIGATION TO THIRD PARTIES
No Obligation by the Federal Government.
1) The Purchaser and Contractor acknowledge and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the Federal Government, the Federal Government is not a party to this contract and shall not be subject to any obligations or liabilities to the Purchaser, Contractor, or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying contract.
2) The Contractor agrees to include the above clause in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions.
2 PROGRAM FRAUD and FALSE or FRAUDULENT STATEMENTS or RELATED ACTS
1) The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. § 3801 et seq. and U.S. DOT regulations, “Program Fraud Civil Remedies,” 49 C.F.R. Part 31, apply to its actions pertaining to this Project. Upon execution of the underlying contract, the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to be made, pertaining to the underlying contract of the FTA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, the Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to the extent the Federal Government deems appropriate.
2) The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification to the Federal Government under a contract connected with a project that is financed in whole or in part with Federal assistance originally awarded by FTA under the authority of 49 U.S.C. § 5307, the Government reserves the right to impose the penalties of 18 U.S.C. § 1001 and 49 U.S.C. § 5307(n)(1) on the Contractor, to the extent the Federal Government deems appropriate.
3) The Contractor agrees to include the above two clauses in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clauses shall not be modified, except to identify the Subcontractor who will be subject to the provisions.
3 ACCESS TO RECORDS
Access to Records of Recipients and Subrecipients. Upon request, the Recipient agrees to permit and require its Subrecipients to permit the Secretary of Transportation, the Comptroller General of the United States, and, if appropriate, the State, or their authorized representatives, to inspect all Project work, materials, payrolls, and other data, and to audit the books, records, and accounts of the Recipient and its Subrecipient pertaining to the Project.
4 FEDERAL CHANGES
Contractor shall at all times comply with all applicable FTA regulations, policies, procedures, and directives, including without limitation those listed directly or by reference in the contract between the Purchaser and the FTA, as they may be amended or promulgated from time to time during the term of this contract. Contractor’s failure to so comply shall constitute a material breach of this contract.
5 CIVIL RIGHTS REQUIREMENTS
The following requirements apply to the underlying contract:
1) Nondiscrimination – In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. § 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. § 12132, and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, creed, national origin, sex, age, or disability. In addition, the Contractor agrees to comply with applicable Federal implementing regulations and other implementing requirements FTA may issue.
2) Equal Employment Opportunity – The following equal employment opportunity requirements apply to the underlying contract.
a) Race, Color, Creed, National Origin, Sex – In accordance with Title VII of the Civil Rights Act, as amended, 42 U.S.C. § 2000e, and Federal transit laws at 49 U.S.C. § 5332, the Contractor agrees to comply with all applicable equal employment opportunity requirements of U.S. Department of Labor (U.S. DOL) regulations, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Depart of Labor,” 41 C.F.R. Parts 60 et seq., (which implement Executive Order No. 11246, “Equal Employment Opportunity,” as amended by Executive Order No. 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” 42 U.S.C. § 2000e note), and with any applicable Federal statutes, executive orders, regulations, and Federal policies that may in the future affect construction activities undertaken in the course of the Project. The Contractor agrees to take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, national origin, sex, or age. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue.
b) Age – In accordance with section 4 of the Age Discrimination in Employment Act of 1967, as amended 29 U.S.C. §§ 623 and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees to refrain from discrimination against present and prospective employees for reason of age. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue.
c) Disabilities - In accordance with section 102 of the Americans with Disabilities Act, as amended, 42 U.S.C. § 12112, the Contractor agrees that it will comply with the requirements of U.S. Equal Employment Opportunity Commission, “Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act,” 29 C.F.R. Part 1630, pertaining to employment of persons with disabilities. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue.
(3) The Contractor also agrees to include these requirements in each subcontract financed in whole or in part with Federal assistance provided by FTA, modified only if necessary to identify the affected parties.
6 TERMINATION
In the event that the Contractor breaches the terms or violates the conditions of the contract to be awarded, and does not within ten (10) days of written notice from AC Transit cure such breach or violation, AC Transit may immediately terminate the contract, and shall pay the Contractor only its allowable costs to date of termination.
a. Termination for Convenience (Professional or Transit Service Contracts)
AC Transit, by written notice, may terminate this contract, in whole or in part, when it is in the Government’s interest. If this contract is terminated, the Recipient shall be liable only for payment under the payment provisions of this contract for services rendered before the effective date of termination.
b. Opportunity to Cure
AC Transit in its sole discretion may, in the case of a termination for breach or default, allow the Contractor ten (10) days in which to cure the defect. In such case, the notice of termination will state the time period in which cure is permitted and other appropriate conditions.
If Contractor fails to remedy to AC Transit’s a satisfaction the breach or default of any of the terms, covenants, or conditions of this Contract within ten (10) days after receipt by Contractor of written notice from AC Transit setting forth the nature of said breach or default, AC Transit shall have the right to terminate the Contract without any further obligation to Contractor. Any such termination for default shall not in any way operate to preclude AC Transit from also pursuing all available remedies against Contractor and its sureties for said breach or default.
c. Waiver of Remedies for any Breach
In the event that AC Transit elect to waive its remedies for any breach by Contractor of any covenant, term or condition of this Contract, such waiver by AC Transit shall not limit AC Transit remedies for any succeeding breach of that or of any other term, covenant, or condition of this Contract.
d. Termination for Default (Supplies and Service)
If the Contractor fails to deliver supplies or to perform the services within the time specified in this contract or any extension or if the Contractor fails to comply with any other provisions of this contract, AC Transit may terminate this contract for default. AC Transit shall terminate by delivering to the Contractor a Notice of Termination specifying the nature of the default. The Contractor will only be paid the contract price for supplies delivered and accepted, or services performed in accordance with the manner or performance set forth in this contract.
If, after termination for failure to fulfill contract obligations, it is determined that the Contractor was not in default, the rights and obligations of the parties shall be the same as if the termination had been issued for the convenience of AC Transit.
7 DISADVANTAGED BUSINESS ENTERPRISE (DBE)
A. It is the policy of the District to ensure non-discrimination in the award and administration of all contracts and to create a level playing field on which Disadvantaged Business Enterprises (DBEs) can compete fairly for contracts and subcontracts relating to the District construction, procurement and professional services activities. To this end, the District has developed procedures to remove barriers to DBE participation in the proposal and award process and to assist DBEs to develop and compete successfully outside of the DBE Program. In connection with the performance of this contract, the Contractor will cooperate with the District in meeting these commitments and objectives.
B. The District, recipient of federal financial assistance from the Federal Transit Administration (FTA) is committed to and have adopted DBE Program in accordance with federal regulations 49 CFR Part 26, issued by the U.S. Department of Transportation (U.S. DOT).
C. Pursuant to 49 CFR §26.13, the Contractor is required to make the following assurance in its Contract with the District and to include this assurance in any Contracts it makes with Subcontractors in the performance of this contract:
“The Contractor or Subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The Contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of U.S. DOT assisted contracts. Failure by the Contractor or Subcontractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as the District deems appropriate.”
Additionally, all of the requirements described in the DBE Program shall be met. Any proposer who would like to request additional information or ask questions may contact AC Transit’s DBE Representative at (510) 577-8818.
D. Firms submitting proposals are urged to obtain DBE participation for work under this Agreement, although no specific goal has been set.
Prompt Payment to Subcontractors. In accordance with the District’s DBE Program, the contractor shall pay any subcontractors approved by the District for work that has been satisfactorily performed no later than thirty (30 days from the date of contractor’s receipt of progress payments by the District. Within sixty (60) days of satisfactory completion of all work required of the subcontractor, contractor shall release any retainage payments withheld to the subcontractor.
8 INCORPORATION of FEDERAL TRANSIT ADMINISTRATION (FTA) TERMS
The following provisions include, in part, certain Standard Terms and Conditions required by DOT, whether or not expressly set forth in the preceding contract provisions. All contractual provisions required by DOT, as set forth in FTA Circular 4220.1E, are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this Contract. The Contractor shall not perform any act, fail to perform any act, or refuse to comply with any AC Transit requests which would cause AC Transit to be in violation of the FTA terms and conditions.
9 DEBARMENT AND SUSPENSION REQUIREMENTS
A. The prospective lower tier participant certifies, by submission of this bid or proposal, that neither it nor its “principals” [as defined at 49 C.F.R. § 29.105(p)] is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.
B. When the prospective lower tier participant is unable to certify to the statements in this certification, such prospective participant shall attach an explanation to this proposal.
10 LOBBYING REQUIREMENTS & CERTIFICATION
The Recipient agrees to:
A. Refrain from using Federal assistance funds to support lobbying.
B. Comply, and assure the compliance of each third party Contractor at any tier and each subrecipient at any tier, with U.S. DOT regulations, “New Restrictions on Lobbying,” 49 C.F.R. Part 20, modified as necessary by 31 U.S.C. § 1352.
C. Comply with Federal statutory provisions to the extent applicable prohibiting the use of Federal assistance funds for activities designed to influence Congress or a State legislature on legislation or appropriations, except through proper, official channels. Contractors must complete and execute the form entitled “Certification Regarding Lobbying”, Form 6.3, which is attached hereto and is an integral part of this Contract.
11 CLEAN AIR REQUIREMENT
A. The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. §§ 7401 et seq. The Contractor agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will, in turn, report each violation as required to assure notification to FTA and the appropriate EPA Regional Office.
B. The Contractor also agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with Federal assistance provided by FTA.
12 CLEAN WATER REQUIREMENTS
1) The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq. The Contractor agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will, in turn, report each violation as required to assure notification to FTA and the appropriate EPA Regional Office.
2) The Contractor also agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with Federal assistance provided by FTA.
13 ENERGY CONSERVATION REQUIREMENT
The Contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are contained in the State energy conservation plan issued in compliance with Energy Policy and Conservation Act (42 U.S.C. Section 6321 et seq.).
14 NOTIFICATION OF FEDERAL PARTICIPATION
This project may be financed in part by the Federal Transit Administration (FTA). Accordingly, federal requirements apply to this contract. In the event that those requirements are revised during the performance of this contract, the Contractor shall incorporate those revised provisions mandated by the FTA.
SCOPE OF SERVICES
1 FHR BACKGROUND
1 OVERVIEW
The current Financial and Human Resource system at AC Transit is a patchwork of different application packages acquired at different times to provide departmental solutions for various financial and HR functions.
The general ledger, accounts receivable, check management, and accounts payable package provided by Sungard/Bi-Tech has served AC Transit with basic accounting capabilities for 14 years. (The budget/encumbrance and purchasing modules were purchased, but not implemented). The version of this software used by AC Transit is several generations out of date. It runs on an HP 3000 platform that is still supported by the vendor, but it is obsolete. In recent years, there has been increasing criticism over the growing inadequacy of the current system in relation to new technology platforms, and extensive functionality offered by modern financial systems. The Peoplesoft financial modules (Version 7.0) were purchased in 1997, but never implemented.
The HR and Payroll system provided by Peoplesoft (Version 7.51) was implemented in January 1999 on Windows/SQL Server with the following modules:
• Workforce Administration
• Payroll
• Benefits Administration
• Time and Labor
• Training, Labor Relations, Health and Safety
• PeopleTools
Interfaces were built to the general ledger package and other existing systems. The version of this software used by AC Transit is also several generations out of date. Several attempts were made to implement a more current version of the software. This project was abandoned when Oracle acquired Peoplesoft, as it was felt at the time by the District that Peoplesoft would no longer be supported in the future by Oracle.
The Maintenance, Materials, and Purchasing system provided by Mincom was implemented in October 2002. Interfaces from these applications to the Sungard/Bi-Tech applications were built and are still functioning. These applications are running on the Windows/SQL Server software platform.
Significant financial and accounting requirements are not met by the current Financial and HR systems. For example:
• Encumbrance accounting has not been implemented, resulting in a lack of financial control and accountability.
• The various systems do not provide user friendly tools to easily retrieve needed information on demand.
• Much of the financial analysis needed by management is compiled by hand and information must be reconciled between the various systems.
• Lack of integration between the several systems leads to a proliferation of paper flow, manual reconciliations, creation of stand-alone shadow systems, and duplicate filing.
• The various systems have not been kept current with the vendor’s maintenance releases and, if retained, will require a major upgrade implementation effort.
In short, the current Financial and HR systems are reaching functional obsolescence and do not meet some of AC Transit’s critical financial and accounting requirements.
2 PURPOSE AND OBJECTIVES
The purpose of the FHR Systems Project is to acquire and implement a financial and human resource software system that will satisfy all critical financial and accounting requirements, and meet the District’s demand for better information and more efficient business systems.
1 OBJECTIVES
A list of strategic Critical Business Outcomes (CBO’s) has been approved by AC Transit board. These CBO’s are used by AC Transit management to guide all programs, activities, and projects. One of the CBO’s is titled “Use of Best Business Practices.” The explanatory notes for this CBO include the following:
• Analytical tools to aid decision-making
• Hiring practices that attract and result in a high quality workforce
• Financing practices that maximize financial resources
• Efficient operations through the use of technology
• Management processes that maximize performance
• Measurement of key performance indicators
The objectives of the FHR project described below directly support the “Use of Best Business Practices” CBO.
The overall objective of the project is to acquire and implement an FHR system that can effectively used by AC Transit management and other stakeholders as an effective tool for financial management, control, and reporting. This includes the following sub-objectives:
• Improve integration of the following financial end-to-end business processes:
o GL/Reporting Cycle (Account coding, general ledger, financial and management reporting)
o Procure to Pay Cycle (Purchasing, Inventory, Encumbrance, Accounts Payable, Check Management)
o Cost Accounting Cycle (Labor Distribution, Cost Allocation, Projects, Grants)
o Revenue Cycle (A/R, Cash Receipts, Cash Management)
o Budget Cycle (Salary Projections, Decision Packages, Position Control, Performance Management)
o Hire to Retire Cycle (Recruitment, Applicant Tracking, Leave Management, Benefits, Payroll, Timekeeping, Training)
• Improve operational and financial reporting capabilities.
• Improve the ability to monitor & manage operations.
• Ensure automated compliance with selected major internal control requirements.
• Improve operational efficiency and functional effectiveness by implementing practical reengineering initiatives that are system dependent and system independent to reduce time and/or cost of financial and accounting work processes.
2 THE VISION OF THE FUTURE
• In the future, common policies/processes/systems will make back-office work more efficient, deliver greater value to taxpayers and provide decision-makers with better information. Both the public and AC Transit employees will benefit from financial and administrative reforms.
• The new financial application will provide an efficient financial accounting and reporting process, one that will reduce accounting cycle time, and generate timely and accurate financial reporting to support year-end reporting and financial management requirements.
• Valid and reliable financial information will be readily available and easily accessible for department managers to make informed decisions.
• System integrity and strong internal controls, along with voluntary compliance with relevant aspects of Sarbanes Oxley, will improve financial controls for the District.
• The project’s overall business goals include streamlining financial and administrative business processes, leveraging the District’s investments in systems and data to reduce costs and achieve economies of scale, and improving core management systems to align with performance management efforts.
• The combination of financial/administrative information and HR-based personnel information can create “more than the sum of its parts,” allowing the District to gain much clearer information about its costs of services.
• Better financial and administrative controls also supports the goal of safeguarding taxpayer resources.
• Private enterprises and other government departments have turned toward enterprise solutions to improve efficiency and effectiveness.
3 DETAILED SCOPE OF SERVICES
The FHR project scope includes the application package components listed below under the heading Application Software. It is anticipated that the solution will be integrated to the extent possible given the limited project scope defined hereafter. Interfaces to other District systems, conversion of several years of historical information, financial and management reporting, systems dependent business process improvements, and the technical infrastructure necessary to support the proposed solution are also part of the scope of services.
1 APPLICATION SOFTWARE
The scope includes the following application package components:
Financial Modules: General Ledger, Accounts Receivable, Accounts Payable, Grants Administration, Budget and Planning, Fixed Assets, Cost Accounting, Encumbrance Accounting, Payroll, Time and Attendance.
Human Resources Modules: Position Control, Benefits, Leave Management, Labor Relations, Training, Recruitment/Applicant Tracking.
The project scope does not include replacement of the purchasing, materials, or maintenance system, but the interfaces and integration of these systems to the rest of the financial system is included in the project. Interfaces required to implement encumbrance accounting are especially important to AC Transit.
Operator timekeeping, (OTS Timekeeping on the system overview chart below), is complex and is also vital to the successful operation of AC Transit. It is not included within the scope of the project, but the maintenance timekeeping system (Kronos Timekeeper on the system overview chart below), is within scope.
Claims management is not part of the scope of this project. However, we anticipate that claims payments will continue to be paid out of accounts payable module of the new financial management system solution.
The system overview chart below shows the scope of the project overlaid on the current systems in use at AC Transit.
[pic]
Key: In Scope
2 INTERFACES AND CONVERSION PROGRAMS
All programs necessary to convert existing financial information from legacy systems to the new FHR solution will be included in the scope of this project. It is expected that several years of historical information will be converted.
It is anticipated that the Data Transformation Services (DTS) tool currently used for the majority of the District’s interfaces will be the primary data conversion tool of choice. It will also be used to create the on-going interfaces between the FHR solution and other District applications, pending recommendations from the successful vendor.
The scope of the FHR project will include at least the following interfaces:
|Num. |Source |Destination |Description |Tool |
|1 |FHR |Paybase |Payroll checks/advices | |
|2 |FHR |IFAS AP |Payroll checks/advices | |
|3 |FHR |IFAS AP |Entitlement payments | |
|4 |FHR |IFAS GL |Payroll labor distribution | |
|5 |FHR |Benefits Providers (4) |Benefit plan maintenance | |
|6 |FHR |Data warehouse |Employee maintenance |DTS |
|7 |FHR |WinStar |Employee maintenance | |
|8 |FHR |OTS |Employee maintenance |DTS |
|9 |FHR |Worker’s comp provider |Employee maintenance | |
|10 |FHR |Drug testing |Employee maintenance | |
|11 |FHR |Safety awards |Employee time | |
|12 |WinStar |FHR |Employee time | |
|13 |OTS |FHR |Employee time | |
|14 |IFAS AP |Claims |Check numbers | |
|15 |Claims |IFAS AP |Claim payments | |
|16 |Workers comp provider |IFAS AP |Claim payments | |
|17 |IFAS AP |Banking provider |Positive pay | |
|18 |IFAS AP |IFAS GL |AP vouchers |DTS |
|19 |Banking provider |IFAS AP |Check reconciliation | |
|20 |IFAS AR |Banking provider |Check deposits | |
|21 |IFAS AR |IFAS GL |AR cash receipts | |
|22 |Ellipse |IFAS AP |Vendor maintenance |DTS |
|23 |Ellipse |IFAS AP |Vendor invoices |DTS |
|24 |Ellipse |IFAS GL |Inventory journals |DTS |
|25 |IFAS GL |Data warehouse |Account maintenance |DTS |
|26 |IFAS GL |Budget reporting |Account transactions |DTS |
|27 |Ellipse |Fixed Assets |Fixed asset maintenance |DTS |
|28 |Ellipse |Fixed Assets |Fixed asset physical inventory |DTS |
|29 |Fixed Assets |Ellipse |Fixed asset disposals | |
|30 |FHR |Ellipse |Labor costing edit and load | |
|31 |Kronos |Ellipse |Work order labor costs | |
|32 |IFAS |Fixed Assets |Fixed asset transactions | |
3 FINANCIAL AND MANAGEMENT REPORTING
AC Transit currently uses a homegrown data mart to store multiple years of historical information for most financial, HR, and other business systems. This data mart uses basic SQL Server and DTS functionality to store multiple years of information for most of AC Transit’s critical business systems. SQL Server queries are built upon request to satisfy management’s ad-hoc management reporting requirements. The scope of the FHR project does not include the implementation of a new data mart.
Business Objects, an enterprise reporting, query and analysis, and data access tool, has recently been acquired by AC Transit. However, it is only being used on a limited basis for data access, analysis or reporting against the homegrown data mart or any of the current financial or human resource systems.
During Implementation Planning, a Reporting Strategy will be developed that may include designing and creating some reports using Business Objects as the data access tool of choice.
4 BUSINESS PROCESS IMPROVEMENT
A significant number of financial and HR business process improvement opportunities have been identified as part of a separate but related business process improvement (BPI) project currently being conducted by Macias Consulting. Some of these business process opportunities are system independent, meaning that they can be implemented regardless of the financial system that is in use. These business process opportunities may be implemented concurrently with the FHR project, but they are not part of the scope of the FHR project.
Some of these opportunities are system dependent, meaning that they cannot be implemented unless certain FHR system features or functions are implemented at the same time or have previously been implemented. The FHR system features or functions required to implement system dependent business process improvement opportunities identified by the Macias project are included in the scope of the FHR project. The FHR project manager and the BPI project manager will work closely together to identify the system dependent opportunities and to coordinate project tasks and activities.
5 TECHNICAL INFRASTRUCTURE
If additional server or storage space is required to support the new FHR solution, the labor and equipment required to support the FHR solution will be included in the project scope. However, the additional server or storage space and related labor will be acquired from a source other than the selected FHR vendor.
The project scope will include an analysis of the current network capacity and its ability to support the selected FHR solution. If it is determined that additional network bandwidth is required to support the FHR solution, the labor and equipment required to increase the network bandwidth to accommodate the FHR solution will be included in the project scope. However, the labor and equipment required to increase the network bandwidth will be acquired from a source other than the selected FHR vendor.
6 SERVICES
AC Transit intends that all professional services necessary to successfully implement the new FHR will be part of the scope of services. These services include:
• Vendor Project Management
• Package Configuration
• Technical Services, including infrastructure design and support, and design, development, and testing of application enhancements, reports, interfacing with external applications, and data conversion
• Training
4 PROJECT PHASES AND TIMELINE
The major sub-phases and deliverables of implementation typically include:
|Sub-phase |Description |Deliverable |
|1.0 |Implementation Planning |Project Planning Report and Workplan |
|2.0 |Fit Analysis |Fit Analysis Report |
|3.0 |Build and Test |Approved Acceptance Tests and User Procedures, Trained Users |
|4.0 |Transition |Live Production System |
|5.0 |Post-Implementation Activities |Stress Test Results and System Acceptance |
These five (5) major sub-phases would be repeated for each major grouping of software modules that will be implemented together. For example, the Financial modules will likely be implemented together over a period of 6 to 9 months. After this implementation is completed, the HR/Payroll modules would be implemented together over a period of 6 to 9 months. The order in which these groupings of modules are implemented could easily be reversed, depending on vendor recommendations, AC Transit priorities and software dependencies and constraints.
Vendors are encouraged to propose alternative approaches and timelines that are consistent with their experience and demonstrated best practices. Alternative approaches can include a different division of functionality among the Phases, different approaches to rolling out the implementation to AC Transit workforce, or any other aspect of the implementation that the Vendor believes would reduce risk to AC Transit, increase the likelihood of success, and enhance the cost-effectiveness of the overall implementation.
5 AC TRANSIT RESPONSIBILITIES
1 PROJECT STAFFING
AC Transit intends to staff this project with a team of functional and technical resources. It expects that the project manager will be assigned to the project full-time and for the entire duration of the project. Other resources will be assigned as mutually agreed during contract negotiations with the successful vendor.
1 PROJECT MANAGEMENT
The District’s Project Manager, Kevin Anderson, will provide leadership and direction in all functional and technical areas. Tasks that may be performed include:
• Develop team work plans
• Lead deliverables reviews
• Accept deliverables
• Authorize payment of invoices
• Coordinate and assign team activities and tasks
• Coordinate cross team communication and tracking of team’s tasks to completion
• Coordinate problem resolution and assist in leading Status Meetings
• Manage compliance with the software license and implementation services contract
2 FUNCTIONAL ANALYSTS
AC Transit will provide functional analysts for each functional area with appropriate management attributes, business unit knowledge, and process knowledge of the existing AC Transit financial and human resource functional areas, and external interfaces to other systems. Tasks that may be performed include:
• Participate in the deliverables reviews as needed
• Provide functional information about the existing application environment
• Review conversion data file information
• Participate in application design via the future requirements and fit-gap analysis workshops
• Assist in problem resolution
• Participate in status meetings
• Respond and obtain approval for functionality decisions resulting from participation in requirements, fit-gap analysis, and configuration workshops
• Facilitate change management implementation
• Coordinate training efforts
3 TECHNICAL ANALYSTS
AC Transit will provide technical analysts to support the implementation of the selected FHR solution. These individuals may require additional training in the specific operating system, database management system, and application technologies, and such training will be provided during the project. A variety of technical roles will be supported, including:
• FHR System Administration
• Operating System Administration
• Database Administration
• Technical Design and Development
• FHR Architect
• FHR Security
• Server Operations and Management
Tasks that may be performed include:
• Set up security
• Test and design application definition
• Participate in the deliverables reviews as needed
• Provide technical information about the existing systems
• Provide technical information on/about the existing application environment
• Provide technical information about system interfaces
• Provide data file information
• Participate in application design
• Develop technical specifications
• Provide information about any third party systems as may be needed for specification creation
• Code and test interfaces, conversions, adaptations, and modifications to the system
• Provide infrastructure design and implementation services
• Participate in status meetings
2 ASSUMPTIONS
AC Transit will be responsible for providing the environment and facilities for the project implementation and operation. AC Transit will be responsible for the following items and/or services for the project:
A. Providing reasonable and necessary office space, local telephone connections, workstations, copiers, fax machines, and AC Transit Intranet and Internet access at AC Transit site.
B. Providing the Vendor information regarding standard hardware, operating system, system software, database configurations, and current business practices used by AC Transit.
C. Providing access at mutually agreed times and locations to appropriate AC Transit facilities.
D. Supplying AC Transit-specific information necessary for the Vendor to implement all functions of the FHR.
E. Reviewing and accepting all project Deliverables such as software functional and design documentation, operations documentation, training materials, report formats, progress reports, test plans, and related documentation in accordance with the Contract.
F. Providing documentation and interface information for all required manual and automated system interfaces to AC Transit’s existing applications required to support the FHR.
G. Verifying that the deliverables, materials, and workmanship of Vendor-provided Services conform to the Contract requirements, including specifications.
H. Conducting Acceptance Tests and evaluating the test results. AC Transit and other AC Transit personnel will conduct Acceptance Testing with the Vendor’s assistance.
I. Providing facilities for training.
PROPOSAL INSTRUCTIONS
All Vendor Proposals must adhere to the format specified below. Variations from the format may result in a Vendor being declared non-responsive.
Please make a copy of Section 5 of the RFP, and use it as the template for your proposal. Please insert your responses directly into this Word document at the end of each sub-section, or as otherwise instructed below. Use italics or other means to distinguish your responses from the RFP language. Note that there are page limits for most of the sub-sections. Where there are no stated page limits, please use the general rule of being concise, clear, and brief.
1 STRATEGIC ALIGNMENT WITH KEY BENEFITS
This sub-section should serve as an executive summary of the Proposal. The summary should highlight aspects of this Proposal which make it superior or unique in addressing the needs of AC Transit. It should clearly and concisely state the Vendor’s value proposition.
The evaluation of the Vendor’s alignment with AC Transit’s expected strategic benefits ensures evaluation of those factors critical to the success of the solution. This evaluation approach can also provide a counter-weight to the reliance on the detail of the functional and technical requirements. Essentially this category allows the evaluation to focus on the “forest” (strategic benefits) rather than the “trees” (detailed requirements).
In preparing their responses to this section, the Vendor should review the purpose and objectives of the project described in Section 4.2, as well as the overall scope of services. Vendors must articulate—through any combination of descriptions of product functionality, implementation approach, client references, and case studies—how the proposed solution will achieve the described purpose and objectives of the project. The executive summary should be no more than five (5) pages.
Vendors should also respond to the past performance requirements stated in the table below. Public sector accounting and encumbrance requirements, implementation issues and problems are substantially different than those in the private sector, and these requirements, issues and problems are more complex and difficult to manage and resolve as agency size increases. These requirements will help ensure that responding vendors can demonstrate successful implementation of public sector financial and HR applications in agencies comparable in size and complexity to AC Transit.
| |Type |Business Requirement |
| |Desirable |Provide an integrated FHR System—including core financial, human resources and payroll functionality—that |
| | |has been successfully implemented in a public sector organization or governmental body in the United |
| | |States with over 2,000 active employees and with an operating budget of over USD $275 million. |
| | | |
| | |“Integrated FHR System” means a software application that performs a broad range of functions in the |
| | |administration of finance, human resource and payroll business processes and that uses a single database |
| | |and application development environment and toolset. This requirement is not meant to preclude the use of |
| | |third-party software or services for “non-core” functions outside workforce administration and payroll |
| | |(e.g., time and attendance or learning management). It is also not meant to preclude the use of |
| | |third-party software or services for “non-core” financial functions such as treasury management. |
| | |. |
| | |“Successful implementation” requires production operation of substantially all core finance, workforce |
| | |administration and payroll processes in accordance with applicable specifications for at least one year |
| | |following initial acceptance of the system. |
| |Desirable |Provide core finance functionality that includes proven and mature encumbrance accounting capability that |
| | |has been successfully implemented in a public sector organization or governmental body in the United |
| | |States with over 2,000 active employees and with an operating budget of over $275 million. |
| | | |
| | |“Proven and mature encumbrance accounting capability” means that the encumbrance accounting can be used |
| | |both for purchase order related expenditures and payroll related expenditures, and that the functionality |
| | |has been included in at least the last two of the software publisher’s major version releases of the |
| | |software. |
| | | |
| | |“Successful implementation” requires production operation of the proven and mature encumbrance accounting |
| | |capability in accordance with applicable specifications for at least one year following initial acceptance|
| | |of the system. |
| |Desirable |The proposed technical infrastructure and environment, including the combination of hardware, operating |
| | |system, database, and core FHR software application, is compliant with AC Transit’s specified technical |
| | |architecture (Windows servers and SQL Server), and has been successfully implemented in a private or |
| | |public sector organization with over 2,000 employees and a budget of over $275 million. |
| | | |
| | |“Successful implementation” requires production operation of substantially all core finance, workforce |
| | |administration, and payroll processes in a comparable technical infrastructure and in accordance with |
| | |applicable specifications for at least one year following initial acceptance of the system. |
| | | |
| | |The technical infrastructure and environment of the qualification(s) does (do) not need to match exactly |
| | |the versions of the proposed configuration (e.g., the reference implementation may be on an earlier |
| | |version of the database or an earlier model of hardware). |
| |Desirable |All hardware and software included in the proposed solution, including operating system, database |
| | |management system, core FHR software application, and any third-party tools, utilities, or other |
| | |applications, must be a version that is currently supported under standard maintenance agreements and be |
| | |generally available. |
| |Desirable |The proposed implementation services provider has successfully implemented the proposed FHR System at |
| | |least three times for a public sector organization or governmental body in the United States with at least|
| | |2,000 employees and an operating budget of over $275 million. |
The vendor is asked to summarize relevant clients and project engagements and references using the Qualifications and Experience Matrix shown below to indicate how the companies in the Proposal Team meet the past performance requirements listed in the table above.
A. A referenced qualification may meet more than one requirement.
B. Requirement 4 above does not need to be demonstrated through client references.
C. Qualifications and Experience are limited to a maximum of 15 references (for the full Proposal Team).
D. The past performance requirements may be met by any number of the Proposal Team members. It is not necessary for each member of the Proposal Team to meet all of the requirements as long as collectively the full Proposal Team meets all requirements.
E. For each client and project referenced in the Qualifications and Experience Matrix, provide a project summary of no more than two pages. This project summary should demonstrate exactly how the reference satisfies the Requirement. Names, titles, and phone numbers of contacts must be provided for each client.
F. These clients and project references may ultimately be contacted by the appropriate evaluation team(s) for verification and to serve as references for the proposal team. The Proposal Team is responsible for ensuring that the client and project reference will be willing and able to serve as a reference.
G. In addition to the references, the Vendor is requested to supply a list of all customers that have bought or implemented the proposed software in the last five years. AC Transit may, at its option, contact other known customers, by telephone or other means, and consider that additional information in the evaluation of the references.
|Client / Project Reference |
|Exceeds the requirement by providing exceptional benefit, functionality, or capability |
|Satisfies the requirement with some additional benefit, functionality, or capability |
|Satisfies the requirement in all ways |
|Nearly satisfies the requirement, but fails in some minor respect |
|Partially satisfies the requirement, but fails in some significant respect |
|No response or no capability |
1 ENCUMBRANCE ACCOUNTING
Business Driver. Most public entities are mandated by their governing body to perform encumbrance accounting. For public agencies, it is considered an accepted and standardized best business practice, as it provides the high level of control over expenditures that the public expects while minimizing the exposure of agency officials. AC Transit does not currently use encumbrance accounting, but intends to implement it for the following reasons:
1. Financial control and management. Encumbrance accounting improves the ability to stay within budget, and earmark funds for specific purposes. It also complies with governmental accounting standards, and Sarbanes Oxley.
2. Grant expenditure control. A lack of encumbrance accounting makes the information to complete mandated grant reporting difficult to acquire and reconcile. Problems of accuracy can result. At a minimum, if a grant expenditure is mis-coded, several correcting entries are needed. An encumbrance system would help resolve these problems.
3. Project accounting and project control. Projects use purchase orders and contracts, both of which need to be encumbered. This is the only way a project manager, (most of whom do not have financial backgrounds, or much time to do financial reconciliation’s if they do), can get a timely, accurate and comprehensive look at the financial status of their projects.
4. Payroll control. Whereas Payroll and benefits comprise the majority of expenditures at the District, payroll encumbrance will assist in managing these expenditures.
Future Vision. Due to the dollar volume of the spend, the governmental nature of the agency, and the need for complete control and visibility, a mature, full featured encumbrance system is a clear business requirement for AC Transit to control purchase order and payroll related expenditures. In addition, on a case by case basis as business need is demonstrated, encumbrances will be used to reserve funds for other specific future purchases. This encumbrance system needs to be tightly integrated to:
➢ Budgeting
➢ Budget Modeling and financial forecasting
➢ Purchasing
➢ Contracts
➢ Grants
➢ Project Control
➢ Accounts Payable
➢ General Ledger and subsidiaries
➢ General Journal Entries – imbedded functionality to transfer encumbrances, disencumber or do both on the same journal entry line, without additional processes.
Because a purchasing module is not going to be part of the FHR solution, a fully integrated encumbrance solution is not possible. Accounts Payable is considered to be part of the financial system and will be replaced. Robust two-way interfaces between the Mincom purchasing module and the FHR solution will be developed as part of the scope of the FHR project.
Payroll encumbrance can be an effective tool to help the District monitor and report payroll commitments and actual expenditures. The District defines payroll encumbrance as follows:
• Determine known annual commitments of payroll/benefits related amounts for each individual. (Vacant positions are not included, and planned/budgeted amounts that are not yet legal commitments are not included.)
• Summarize this information to the lowest level of detail provided for in the General Ledger for each cost center and/or grant/project, and encumber the annual amount
• Adjust known commitments on a quarterly or semi-annual basis and adjust encumbrance amounts accordingly.
• Disencumber actual amount paid each payroll, and increase actual expenditures at lowest level of detail provided for in the General Ledger for each cost center and/or grant/project.
• Reporting requirements related to payroll encumbrances will be determined during implementation
Vendor Narrative Response. Describe in detail how encumbrance accounting is accomplished in your proposed software. Describe how you propose to successfully implement encumbrance accounting in an environment where the purchasing module software is provided by a software publisher other than your proposed software publisher. Describe any existing interface programs between Mincom’s purchasing module and your proposed software that you could potentially transfer to minimize the effort required to successfully accomplish encumbering of purchase orders related expenditures. Describe how your proposed software could successfully accomplish encumbering of payroll.
2 SCHEDULING, TIME, AND ATTENDANCE INTEGRATED WITH PAYROLL
Business Driver. The District needs to gain real time control and visibility into the District’s number one expenditure, labor, by real time scheduled versus actual reporting down to the employee level. It also needs to provide robust costed scheduling capability which is dynamically derived from the time keeping elements of the schedule, and data provided by the integrated FHR solution.
The current system overview chart below shows the key sub-systems/modules that provide the operational functionality needed for bus and operator scheduling and dispatching, as well as the functionality needed for time and attendance and payroll. (This chart provides more detail than the high level system overview chart shown in Section 4).
[pic]
The core module in the center of the chart labeled Operator Timekeeping System (OTS), as well as the “Signup” module and the “Vehicle Dispatch” module on either side of OTS, are custom developed modules that use a common file structure (See shaded boxes on chart). “Signup” is where operators are assigned to bus routes. “Vehicle Dispatch” is where buses are assigned to the routes. They collectively satisfy the operator and bus scheduling and dispatching needs of the District. They are vital to the successful operation of AC Transit core business. From a technical perspective, all three of these modules reside on the HP3000. They have reached the end of their useful lives, and can no longer be supported.
The core OTS module is also where the business and union rules related to paying bus drivers reside, so that time and attendance can be accurately predicted, recorded and costed. Therefore, the core OTS module satisfies a combination of operational and financial (time and attendance) requirements, and has both operational and financial users.
The Hastus scheduling optimization module at the top of the chart is used to create and maintain bus routes. Essentially, Hastus feeds the bus routes to Signup, where bus drivers pick routes based on seniority. The operator schedules are then passed to OTS. These schedules can potentially change for every operator on a quarterly basis. In addition, every exception to the default schedule, such as sick leave, overtime, no shows, etc., are entered directly into OTS which modifies the hours and pay types reported. Several times every pay period, OTS feeds the operator hours to the payroll system. These are automatically generated by the OTS module based on business and union rules.
The “Datamart” shown at the top left of the chart stores history from the various operational modules and is used for data analysis and future planning of routes and schedules.
The Kronos timekeeping system on the left side of the chart is used to report time for maintenance personnel. The Peoplesoft Time and Labor module is the repository for time input from both the OTS and Kronos systems. It is also used to directly record some time and attendance input for all types of employees.
Future Vision. A major focus of the FHR procurement is to replace the circled modules on the chart. (Please note that financial time and attendance requirements are included in the detailed functional requirements spreadsheet described below in Section 5.2.2).
Because the core OTS module (partially shaded) includes both financial and operational components, the interface between OTS and the FHR time and attendance solution is also an important part of this project. Based on the District’s high level review, it appears that we can enable cost accounting and solve many downstream payroll and HR issues by sending more detail through the interface than is currently sent. Redesigning the reason codes and earnings codes being sent through the interface may also be necessary.
The District intends to replace the operational modules that are completely or partially shaded on the chart as a separate project. Therefore, replacement of the operational modules, including the core OTS module, is not part of the scope of the FHR project.
Vendor Narrative Response. Please describe your combined proposal team’s experience in providing solutions for the time and attendance, and related payroll requirements in similar transit environments. (In most cases, we expect this experience will have been in partnership with a software publisher that specializes in transit operator scheduling and timekeeping). Please also describe your proposed time and attendance solution for the District based on the time and attendance requirements included in Section 5.2.2.
3 ROBUST GOVERNMENTAL (MULTIPLE EQUITIES TRACKING) FIXED ASSETS
Business Driver. The MMMIS system (see system overview chart in Section 4.3.1) is a custom developed system that is over 20 years old. This system was corrupted, and reports rendered inactive when a new purchasing system was implemented. Reconciliation with the General Ledger is a continuing problem. From a technical perspective, it has reached the end of its useful life and can no longer be supported.
Future Vision. Provide full range of standard Fixed Asset system functionality, with ability to support data elements required by the Federal Transit Administration (FTA) and the Metropolitan Transportation Commission, and internally required fields such as vehicle number, district and GIS location, etc.
The proposed solution should include specific functionality for managing multi-fiscal year Construction In Process (CIP), and Work In Process (WIP), activities. It should be interfaced/integrated with Purchasing, Account Payable, General Ledger, and Grant/Project accounting modules with ability to make coding and amount adjustments, prior to upload into the Fixed Asset system, regardless of which module is providing this information.
Capital costs are recorded in the fixed asset system with the grant number/s which funded the asset. A given asset can have any number of cost lines, each with a different grant number, which in total represents all of the parties, internal and/or external, that contributed to the acquisition of the asset. Individual grants in turn, have one or many sub components of funding (equities), each again from a separate funding source. These are how the grants are awarded to us, and they are required to be reported upon. To solve this, the current system uses a “funding template” which defines the variable sub components of funding behind an individual grant. Attached to each of these subcomponents are equity accounts and related accounts for accumulated amortization of that equity source. While post GASB 34 we no longer report this on our balance sheet, we are still required to know the funding composition of every asset.
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision.
4 COST ACCOUNTING/ACTIVITY BASED MANAGEMENT
Business Driver. Provide the District the means to capture, analyze and model its cost drivers and service products, to aid managers in cost control and continuous improvement initiatives. Appropriate cost accounting related to grants is essential for compliance, and is important when applying for state and federal transit grants. If grant related cost accounting is inaccurate, the District could lose funding or be required to reimburse funds back to granting agencies. Both cost allocation and directly coded cost accounting capabilities are required.
Future Vision. Provides ability to accurately map costs to activities, services, resources, or customers, set appropriate charge back rates, mix and match activities, materials, resources, and other cost objects, and model same. The solution should integrate seamlessly with all financial systems, and with all corporate information regardless of system, source, format, or location. This module is discrete from the District’s General Ledger which is mandated to use native object class accounting.
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision. Include discussions of both cost allocation and directly coded cost accounting in your narrative.
5 BUDGET & FINANCIAL PLANNING/PERFORMANCE MANAGEMENT
Business Driver. The current budgeting system does not allow managers to create plans and access all information at the level required to promote efficiency and effectiveness of their operations. The system also does not allow the senior management team to assess the performance of the organization at the level of visibility desired, as it doesn’t allow the implementation of a dashboard that helps measure the actual execution of activities or programs compared to plans.
Future Vision. The proposed solution should support the budgeting, planning, forecasting, analytical and reporting activities (and related sub-processes) that allow all levels within the organization to budget, model, project, allocate and monitor the funding levels and performance metrics of their respective units, activities, line items and programs using flexible multidimensional parameters. Provides seamless integration and easy access to information of any characteristic relevant to the planning /forecasting decision making process at any level. Enables visibility and accountability in regards to executed plans, programs and key strategic initiatives as they relate to the Critical Business Outcomes (CBO's) defined by senior management and the Board of Directors.
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision.
6 GRANT AND PROJECT ACCOUNTING
Business Driver. The current system does not include a grants module that captures relevant information and descriptions of the grant characteristics. Grant reporting is largely done on an Access database.
As the District is largely dependant upon grants and subsidies for its on-going operations and capital acquisitions, it is imperative to meet a broad range of requirements from external funding agencies for tracking of related revenues and expenditures and reporting thereof. It is the role of the grant/project accounting module to accomplish this while providing both a grant and project view of these expenditures
Future Vision. The proposed solution should provide the ability to track grants and projects from inception, to award, and to completion across multiple fiscal years. It should provide delivered integration with Budgets, Encumbrances, Time Reporting/Labor Distribution, General Ledger, Payables, Receivables/Billing, Purchasing, Contracts and Fixed Assets. It should allow a single project to have multiple funding sources in any combination and allows any grant to fund any number of projects. In this way the funding composition of the project can be ascertained, and the distribution of a grant across projects can monitored. It should provide the ability to provide a variety of standard and special reports relevant to each grant and project, and the ability to drill down from a grant or project level and find detail activity for that grant or project. It should provide the ability to generate reports necessary to meet external reporting requirements. It should segregate costs by funding source for grants funded from multiple sources.
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision.
7 CASH MANAGEMENT
Business Driver. The District needs visible, tight control, over its cash resources and integrated and sophisticated tools to assist in accurate forecasting cash requirements in an efficient and streamlined manner.
Future Vision. The proposed solution should include a fully integrated Cash Management module that provides real time cash position, and the ability to monitor, control, manage liquidity, and optimize cash. It should forecast cash requirements based upon projects of current data, historical data, or future transactions, external sources, or any combination thereof, with ability to have multiple active models based upon different inputs and assumptions. It should include seamless integration with bank software from Bank of America and Wells Fargo to enable journalizing of transactions at time of input or confirmation and loading and reconciliation of intra-day bank statements in a highly secure manner, and automated bank reconciliation with updates from bank feeds.
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision.
8 LEAVE MANAGEMENT INCLUDING FAMILY MEDICAL LEAVE
Business Driver. Much of this issue is process & Policy related, but the current OTS system/interface does not promote/provide an accurate flow of leave transactions. In some cases, six transactions/persons touch a “sick” attendance record before it is accurately coded & paid in Payroll. There is no accurate tracking of “Sick Call” type at the first point of entry into OTS.
Currently OTS, Kronos, HR and Payroll do not match in most cases regarding tracking reporting for FML time. We currently have to go to the Division records to get accurate data, when all systems (HR /PR) should match and be reportable. This also affects accuracy of reporting for payroll pay code types, FML eligibility and accuracy of tracking of all Sick vs Leave (all types’) time used.
Future Vision. The proposed solution should provide accurate attendance information for all leave types. Some days should be tracked as FML (re: intermittent day of FML for an employee who has Approved FML plan year). Need accurate and preferably automated system (or report) to generate when a person has been out sick 3 consecutive days.
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision.
9 IMPROVED RETIREMENT PROCESSING
Business Driver. Retirement processing current occurs on the PeopleSoft HRMS System. The current system provides access to an employee either in a pre-retirement or post-retirement status. Therefore, a retirement check cannot be issued from the system until all active processing has been completed. In addition, if an active check must be voided and reissued the individual must be un-retired and later re-retired.
Future Vision. The proposed solutions should reduce or eliminate the burden of manual processes and provide on-line access to information to streamline pension related business processes. It should be integrated with HR and Payroll records and provide access to historical earnings, hours, attendance, and related employee information to determine pension eligibility and service calculation by plan. Ideally the system will allow us to program our plan rules into the system and allow the system to calculate the retirement benefit for an individual.
• Retirement processing requirements:
• Calculate and produce checks and direct deposit files and advices for the pension payroll
• Calculate and produce 1099 R Tax forms for those who receive benefits
• Record current and historical data on personal information, job-related information, pension options and other related information such as beneficiaries
• Provide the information necessary to calculate pension benefits
• Automate these calculations
• Track scheduled changes to pension benefits
• Internet access by retirees could be helpful if the system provided useful information
• Likewise a data warehouse of key paper documents
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision.
10 ROBUST USER FRIENDLY REPORTING TOOLS FOR END USERS, MANAGERS, AND DEVELOPERS
Business Driver. The current reporting tools provided as part of the core system are not easily used by staff and do not enable managers to perform their functions and make decisions with accurate, timely information.
Future Vision. The proposed solution should provide reporting tools as part of the core software to provide on-line inquiry, banded report writer, and drill down capability to the source transaction and supporting document image as available. It should provide means to hide table complexity, and minimize the possibility or error for end users through use of well thought out predefined database views, or other features. All reporting functionality must strictly obey already defined application security down to the user, module, organizational code, and data attribute, without duplication or re-entry. Pre-defined Business Objects “universe” availability for the application should be noted.
In addition to regular reporting tools, application needs to come with a comprehensive set of delivered standard reports, that selects (using flexible criterion), sorts, subtotals, and totals, on any element or combination of elements within the extended Chart of Accounts, in summary or detail or combination thereof, with consistent professional report header information. Standard reports need to also include all required internal and external financial statements.
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision.
11 ROBUST APPLICANT TRACKING
Business Driver. An Access database is used to track applicant processing and testing. Information for an applicant is re-entered into the HR system when the applicant is hired. The Access database is labor intensive, and lacks appropriate controls.
Future Vision. The proposed solution should automate and streamline the end to end recruitment processes while taking advantage of delivered outward facing internet portal recruitment software functionality to minimize the consumption of staff time while increasing their effectiveness in the recruiting process. It should include a robust Applicant Tracking System that will track recruitment activity from submission of application/resume, through the testing process and job offer, with the capability to move the selected applicant’s data to employee data (to avoid duplication of input). It should have the capability to produce applicant correspondence, compile data, and produce reports (including ad hoc reports). Test development and item validation capability are highly desirable.
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision.
12 ROBUST HUMAN RESOURCE FUNCTIONALITY
Business Driver. The current system is not configured to handle the business scenarios described under future vision. Current business processes do not support the future vision.
Future Vision. The proposed solution should include all industry standard human resource functionality required by the District. The following areas are particularly important:
Automate wages/salary increases – System capability to automatically increase an employee’s wage, based on Collective Bargaining Agreement (CBA) mandates. Scheduled wages increases are complex and varied, depending upon CBA and job title. HR must be able to override the scheduled dates and create revised dates, when necessary.
Automated calculations for all types of leave pay outs - Any code that affects calc of eligible hours toward FML/Leave eligibility, and FML time used, needs to be accurately calculated based on that employee’s pay structure, actual worked hours, and standard work scheduled hours. Will also affect end of year processing of incentives (based on sick time taken and under which codes), and availability of vacation and sick time to use toward FML or other types of leave pay. Paycodes are also needed for sick time taken under CBA agreements.
Automate Benefits Enrollment – An automated benefits system that relies on event and eligibility rules will allow us to effectively manage our daily benefits transactions and streamline our annual Open Enrollment process. This should include Cobra administration.
Event Maintenance – The proposed solution should identify employee events (new hires, job transfers, terminations, retirement, etc.) and determine the employee’s new benefits eligibility. If necessary, new elections are entered into the system and confirmation statements are produced and distributed.
Open Enrollment – An automated system would identify all the benefits an employee is eligible for, and produce enrollment statements. These enrollment statements are mailed to all employees, and only those that are new elections are entered into the system. Once the system has been updated with the new elections, confirmation statements are generated and mailed to the employees.
Position Management – Full position management capability, including method to keep employee in regular position during acting/temporary or special assignments. While in acting position, must be paid acting pay and record must reflect acting & special assignments.
Vendor Narrative Response. Describe in detail how your proposed solution will meet the requirements listed in the future vision.
2 DETAILED CHECKLIST OF FUNCTIONAL REQUIREMENTS
A major objective of the FHR project is to improve the integration of the new system by focusing on and improving end-to-end business processes. For this reason, the detailed functional requirements have been grouped as follows:
• GL/Reporting Cycle
• Procure to Pay Cycle
• Cost Accounting Cycle
• Revenue Cycle
• Budget Cycle
• Hire to Retire Cycle
Each requirement has been assigned a priority level that reflects the relative importance of the functionality. Requirements are prioritized as:
|Priority |Code |
|Critical |C |
|Highly Desirable |HD |
|Desirable |D |
It is important to understand that not all requirements of the same Priority are weighted equally to ensure that functional areas with a number of very detailed requirements do not inadvertently assume greater importance than functional areas with only a limited number of requirements.
For each detailed functional requirement, Vendors are instructed to respond using the designated options:
|Response |Key |
|Fully met by standard package |STD |
|Met by tool set or report generator w/out source code modification |TRG |
|Requires custom development |RCD |
|No – not available |NO |
The following comments define further these Responses.
• To receive a score of “Fully met by standard package (STD),” it must be possible to satisfy the requirement in the core FHR application without development of custom code, the modification of existing objects (such as data entry panels or data tables), or the creation of any custom objects (such as user-defined fields).
• A requirement will receive a score of “Met by tool set or report generator w/out source code modification (TRG)” if the development or modification effort required to satisfy the requirement consists of the use of a tool set or report generator resulting in a program, code, process, or object change that does not require more than 80 hours to develop, test, install, and implement, and that does not affect core source code. This applies to modifications in either the core FHR application or a secondary application.
• A modification consisting of program, code, process, or object changes that will require more than 80 hours to develop, test, install, and implement will receive a score of “Requires custom development (RCD).” This applies to modifications in either the core FHR application or a secondary application.
• If the feature or function is not provided by your solution, it should be scored as “No – Not Available.”
All responses allow for a short text comment, and Vendors are encouraged to provide comments for all requirements that cannot be fully met by the core FHR package.
4 FARE MEDIA BUSINESS SCENARIO
Currently Treasury keeps a sizable inventory and variety of fare media (tickets, passes, transfers etc.) on hand. As there is no system available to track this inventory it is done on an MS Access database, and packing lists are generated from this application when shipments are made. The paper packing lists are then copied and given to accounting personnel for entry into the system so invoices can be generated. The District would like a solution to track and manage the fare media product inventory, generate orders, packing lists and invoices to eliminate double entry of transactions.
Vendor should provide a narrative describing your recommendations for solving his business scenario in a cost-effective and efficient manner. This narrative should be no more than one (1) page.
2 TECHNICAL ARCHITECTURE REQUIREMENTS
The Technical Architecture criterion evaluates the ability of the proposed solution to operate within the overall architecture of AC Transit’s information systems. This evaluation considers the hardware configuration, technical infrastructure (primarily the operating system and database management system), and the technical architecture of the package itself. It considers long-term maintenance and support issues such as staffing requirements to administer the system and the application upgrade processes.
1 CURRENT TECHNICAL ENVIRONMENT
The current VMware/SAN-based computing infrastructure at the AC Transit data center is depicted in Figure 1 below. The major business applications and other software running on this infrastructure include:
• RMS Version 7.51 HR/payroll system originally from PeopleSoft with the application server on Windows 2000, the database server on Windows 2000/SQL Server 2000 and user workstations connecting via desktop client.
• Ellipse materials, maintenance and purchasing system from Mincom with the application server on Windows 2000, the database server on Windows 2000/SQL Server 2000 and user workstations connecting via Citrix.
• Microsoft Exchange 2003 with Outlook Web Access.
• Microsoft Active Directory on Windows 2003.
• Desktops with Windows XP, Office 2003 and Internet Explorer 6 (or other browser).
[pic]
Figure 1 - Current Computing Infrastructure
Vendors should comply with AC Transit’s technical standard for server operating systems, which is Windows 2003 Enterprise Edition. Required licensing will be the responsibility of AC Transit.
Vendors should comply with AC Transit’s technical standard for database management systems, which is SQL Server 2000 (or SQL Server 2005) with full ODBC compliance. Required licensing will be the responsibility of AC Transit.
AC Transit would consider another database management system solution as part of an outsourcing proposal, but will not support another database management system in-house.
The following software products are in place in this AC Transit environment:
• VMware ESX
• Citrix Metaframe and/or Microsoft Terminal Services
• Business Objects
• Microsoft Office 2003 Professional Suite
• Microsoft Exchange 2003
• Veritas NetBackup
• Microsoft Sharepoint Services
• LDAP single sign-on protocol
• SQL Server Data Transformation Services
• SQL Server Reporting Services
2 TECHNICAL INFRASTRUCTURE SPECIFICATIONS
Vendor is to specify the Technical Infrastructure it recommends to support the application requirements with the following number of named and concurrent users:
|Application |Named Users |Concurrent Users |
|Finance |30 |20 |
|Human Resources/Payroll |50 |30 |
These estimated user numbers do not include impact of possible self service applications in the future.
and the following volume requirements:
|Transaction Type |Volume |
|Number of accounts payable invoices – all sources |2000/month |
|Number of accounts payable checks/week |330/week |
|Number of payroll checks for weekly payroll |740 |
|Number of direct deposits for weekly payroll |1190 |
|Number of payroll checks for bi-monthly payroll |25 |
|Number of direct deposits for bi-monthly payroll |280 |
|Number of payroll checks for monthly payroll |33 |
|Number of direct deposits for monthly payroll |1105 |
|Number of accounts receivable invoices/month |300 |
|Number of cash receipts (checks), plus daily fare box deposits from Brinks |250/month |
|Number of bank deposits/month |40/month |
|Number of general ledger journal entries/month |130/month |
and the following performance requirements:
• Complete an average of 80% of all online transactions in less than 1 second over any 60 minute period during peak usage (does not include network latency).
• Complete an average of 99% of all online transactions in less than 5 seconds over any 60 minute period during peak usage (does not include network latency).
• Complete 100% of simple, single-screen online inquiry transactions in less than 1 second during peak usage (does not include network latency).
It is expected that Information Services (IS) will operate the technical infrastructure at AC Transit’s Data Center. IS will develop a cost for support of the FHR application and infrastructure that will be a part of the total cost of the system implementation and operation.
Note the following requirements, guidelines, and instructions for use in developing the Technical Infrastructure specifications:
A. Technical Infrastructure specifications are to cover the design, build, and test lifecycle of the implementation project, the implementation of the system into production for Phase I (Financials), operation of the system, and the subsequent implementation of Phase II (Payroll and HR) and continued operation of the system. It is expected that this will require at least four environments or instances of the application prior to Phase I: Production, Development, Testing, and Training. The Technical Infrastructure plan should recognize the need to operate the Production system concurrently with the development and implementation of Phase II functionality, which may necessitate additional environments or instances.
B. All hardware and software included in the proposed solution, including operating system, database management system, core FHR software application, and any third-party tools, utilities, or other applications should be a version that is currently supported under standard maintenance agreements and be generally available.
C. The Technical Infrastructure specifications are to include all vendor and third-party support software, tools and utilities (e.g., compilers, text editors, library products, code generators, scripts) needed to install, integrate, monitor, and perform configuration, installation, development, testing, production, training, reporting, on-going operations, and management tasks of the proposed FHR solution.
The proposed Technical Infrastructure should identify minimum hardware specifications required such as types of servers (application, database, web, etc.), number of processors, processing speed, memory and disk space, but does not need to indicate specific brands, model configurations, etc. Required hardware, including servers, storage, backup devices, and network components (routers, switches, firewalls, bandwidth, etc.) will be the responsibility of AC Transit.
Identify any special hardware required that will reside outside the AC Transit data center, including time clock devices, special MICR check printers, etc. User workstations and local or department printers for reporting will be the responsibility of AC Transit.
Identify the entire and complete FHR application that will meet the scope of services identified in Section 4, as well as satisfy the business and functional requirements listed in Section 5.2. Include quantity, version, licensing, and any third party software or utilities. Include as part of the FHR application any third-party applications or services that are expected to be utilized to meet the functional business requirements (i.e., a third-party “bolt on” product for a specialized function such as time and attendance)
Identify any additional third-party software, utilities or tools required to operate the entire solution, including quantity, version, and licensing (e.g., report writers, middleware or other integration tools).
Identify and include your recommended level of application software support for all application software.
The Technical Infrastructure specifications should provide recommended and minimum workstation requirements, but should not include workstation costs as these are the responsibility of AC Transit.
Additional detail on the Technical Infrastructure specifications may be requested as part of the evaluation process after proposals are submitted.
The Technical Infrastructure specifications must be provided using the template below. The costs for each element of the Technical Infrastructure (exclusive of data center hardware, network, operating system software, and DBMS software) should be specified in the Cost Matrix (See Section 5.6). Do not include any costs in the table below.
Technical Infrastructure Specifications (Example)
|Function |Detailed Specifications |
|Database Server |1GHz processor with 10 Gb RAM, 200 Gb storage |
|Applicaton Server(s) |1 GHz processor with 10 Gb RAM, 10 Gb storage |
|Operating System |MS Windows 2003 |
|Data Base Management System |MS SQL Server 2000 or 2005 |
|Applications |HR/Payroll Version x.x |
| |Financials Version x.x |
| |XYZ Time and Attendance Version xx |
|Time clock devices |ABC Badge terminals |
3 IS STAFFING AND SKILLS
To assist in developing the IS costs for system implementation and system maintenance and operation, provide a proposed IS staffing approach. Note the following requirements, guidelines, and instructions for use in developing the staffing approach.
A. Assume that IS will support the technical infrastructure, and that staff necessary for operation of the hardware, operating system, and database management system will be a part of IS.
B. Assume that IS will also support and operate the application environment. This would include database management and administration necessary for application development and maintenance.
C. Identify and define specific roles to cover all hardware, operating system, database management system, and application system administration and support, including such functions as backup, recovery, performance monitoring and tuning, security, application support, etc. For each role, briefly describe major responsibilities. Such roles might include:
• Database Administrator
• System Administrator
• System Programmer/Analyst
• Project Leader
• Help Desk / End user Support
D. For each role identified, describe the typical prior experience required for the position and the typical training program or requirements.
E. Note that the Services Requirements provide the option for the vendor team to provide technical infrastructure and application support during the project.
F. The staffing approach must be provided using the templates below.
Staff Roles and Responsibilities Matrix (Example)
|Role |Responsibilities |Experience and Training |
|Database Administrator |Administer database. |Application Basics |
| | |Database Administration |
| |Install updates. | |
| | | |
| |Perform tuning and apply performance | |
| |improvements. | |
|System Administration |Apply patches and install maintenance |Application Basics |
| |releases. |System Administration |
| | |Advance Security |
| |Monitor application performance | |
| |Schedule regular report jobs. | |
| | | |
| |Establish application user ID’s | |
| | | |
| |Maintain security profiles | |
The staffing approach should be tied to the expected implementation timeline. Separate roles for technical infrastructure and application support related to the implementation project from the infrastructure and system maintenance and support related to the ongoing production system.
FTE Staffing Requirement Matrix (Example)
|Role |
|Project Lead |
|Project Lead |
|Recommended technical infrastructure meets the current AC Transit computing standards, including but not limited to Windows 2003 OS on |
|VMware ESX virtual servers with SQL Server 2000/2005 DBMS and accessed by user workstations utilizing MSIIS 6, Citrix, or Terminal |
|Services. |
|System provides support for importing and exporting data and reports to the Microsoft Office suite. |
|System provides integrated linkages between all processes and applications. |
|System provides customizable user interfaces and toolkit. |
|System provides ability to automatically integrate user-defined fields, screens, etc. into future applied software upgrades. |
|System provides on-line application, system documentation, and help screens with search functionality. |
|System provides customizable on-line functional and system documentation and help screens as well as applicable knowledge transfer to |
|customize and maintain. |
|System provides capability to retain customized on-line documentation and help screens upon progressive software releases / upgrades. |
|System provides all development and production licenses for all applications, whether vendor or third party, so that licenses can be used|
|in a data center or remote facility. |
| System provides up-to-date end user training and reference material containing clear and thorough descriptions of all screen and batch |
|processing functions, screen data, programs, and any processing parameters AND this information is available through disk access, web |
|browser, or optical media (CD ROM). |
| System provides up-to-date user manuals (functional and technical) on optical media (CD-ROM) and/or via the web. |
|System provides comprehensive technical documentation (geared to IS Technical personnel) including but not limited to: |
| System Administration / Operations Procedures. |
| Technical definitions and specifications. |
| Database definitions, logical data model, and record layouts. |
| Screen definitions and functions. |
1. Provide and describe vendor maintained web or FTP site from which application software fixes can be downloaded and installed.
2. Briefly describe the various levels of application software support available. Include expected response times for each level. Describe incident escalation and tracking process. Identify and describe for each identified software vendor(s) if they require a single point of contact, or does their support center allow multiple AC Transit contacts? If necessary, make reference to marketing materials that describe support levels and related support level policies and provide them with your proposal as per instructions in Section 1.1.
3. Describe interoperability with third-party applications by standard interfaces, including capability to interface with HP 3000 applications.
4. Describe if proposed interface toolkit(s) is/are part of the standard application solution, a third-party utility product, or both.
5. Describe utilities and tools to monitor network, Web server, application server, and database server resource utilization.
6. Describe the ability to maintain and update test, training, development, production, and pre-production environments.
7. Describe the ability to apply software upgrades to a test database before placing on a production database.
8. Describe the ability to provide remote diagnostic support.
9. Describe the typical lag time between major changes to your applications system and availability of documentation.
10. Describe your applications data archiving capabilities.
11. Describe the proposed web-based and /or n-tier environment and how they inter-relate to ensure high availability.
12. If the solution cannot operate in an n-tiered environment, describe the proposed alternative solution.
13. Describe the proposed method of user access, whether web-based, thin client (Citrix or Terminal Services), or thick client (software installed on user workstations.
1 WORKFLOW
1. Describe best practice workflow templates used by your technical implementation.
2. Describe your workflow capabilities and solutions.
3. Describe how business rules are created in your workflow solution.
4. Describe how workflow can be modified based on various triggers and events.
5. Describe how system provides open application access to workflow routing rules database and “routing engine” to external applications so that AC Transit can maintain a single instance of workflow routing profiles and rules.
2 DOCUMENTATION
|Requirement |
|System provides customizable on-line functional and system documentation and help screens as well as applicable knowledge transfer to |
|customize and maintain. |
|System provides capability to retain customized on-line documentation and help screens upon progressive software releases / upgrades. |
|System provides up-to-date user manuals (functional and technical) on optical media (CD-ROM) and/or via the web. |
|System provides comprehensive technical documentation (geared to IS Technical personnel) including but not limited to: |
|System Administration / Operations Procedures. |
|Technical definitions and specifications. |
|Database definitions, logical data model, and record layouts. |
|Screen definitions and functions. |
3 PORTAL
|Requirement |
|Provide Intranet Portal which provides single sign-on capability for all employees based upon roles-based security, including sign-on to |
|legacy/outside systems. |
|Ensure Portal package works with all GUI options identified in your Proposal. |
|The portal should be personalized and present content and services unique and appropriate for the employee and their roles. |
|Portal should be customizable at the central, department, workgroup, and individual level. |
1. Describe the connectors and other tools that will allow AC Transit, departments, and workgroups to integrated other statewide, department-wide, and workgroup content and services.
2. Describe security associated with the Portal.
4 APPLICATION ARCHITECTURE
|Requirement |
|System allows users to perform on-line transaction processing during batch processing. |
|System accommodates background jobs with online updates. |
|System edits all transactions for errors and provides immediate user feedback, including error messages and possible corrective actions. |
|System provides for batch edits of interface transactions. |
|System provides support for inter-process communication including, but not limited to, the following: |
|Attachment of standard object types in an object library |
|Cut and paste capability from data fields and screens to other applications |
|System provides an internal real-time message routing capability for broadcasting information to all or a selected portion of users. |
|System provides for workflow management and approval hierarchies. |
|System provides both online and batch entry of data. |
|System allows for mass changes or deletions to be accomplished without record-by-record input. |
|System provides an audit trail for changes including customer defined audit trails that will be included in new releases. Validate that |
|enhancements will be included in new releases for each of the following: |
|Applications |
|Operating System |
|User Access |
|Database Modifications |
|Any client application operates in an architecture that supports equipment and applications running on Microsoft operating systems (e.g., |
|Windows NT, Windows 2000 or XP). |
|System provides for user defined / program coded exits to common code which can be included in standard upgrades. |
|System provides user-defined: |
|Exits |
|Tables |
|Fields |
|Screens |
|Reports |
|Forms |
|Menus |
|System provides a comprehensive and context sensitive system help function that users can maintain, customize, and change. |
1. Describe how user defined help modifications and code can be integrated or incorporated into future help system upgrades and in future on-line documentation without need to re-create or re-enter custom material.
2. Describe how system allows customizations to be applied.
5 CONFIGURATION MANAGEMENT AND VERSION CONTROL
|Requirement |
|System provides a clearly defined promote to production process which enforces a strictly defined methodology for movement from development|
|to test/QA and production, including tools and methods provided, and has the capability / ability to ‘roll back’ to previous version. |
|System provides an audit trail for tracking changes. |
|System provides security for changing source code and registering approved source code changes with your support center. |
1. Describe the list of tools provided to manage the change and version control process.
2. Describe the frequency of maintenance releases, your recommendations for how these releases should be tested and placed into production.
3. Describe the frequency of upgrades or patches over the past one year and two year periods.
4. Describe how many versions of your software are currently supported.
5. When did the last version become unsupported.
6. Describe your policy on supporting previous versions of your software including mandated table updates?
6 SECURITY AND SYSTEM ADMINISTRATION
|Requirement |
|System provides the ability to customize an entry screen based upon the security profile (role) of the user. |
|System provides the ability to allow, disallow, or limit access or permissions to the following based on the user’s level of security as |
|established by their User Id or other authentication method. Access and permissions must be controllable to the individual, workstation, IP|
|address, or to the role of the individual within the workgroup, organization, or department. |
|Application |
|Role |
|Module |
|Field |
|Approval Levels |
|Transaction |
|Table |
|System provides the ability to create and assign User Id’s and passwords which are consistent with system administration defined standards.|
|System provides expiration dates for passwords. Provide a ‘forget password’ reset process. |
|System provides a user the ability to change. |
|System provides a single sign-on to all your package’s application modules. |
|System provides periodic forced password. |
|System provides the ability to apply role-based authorization and security for personnel information throughout the system. |
|System provides lock-out/revocation capability after a series of unsuccessful sign-on attempts by the user. |
|System provides reports on user access, usage, and audit trails. |
|System provides a system of security set up for the system/security administrator. |
|System provides a distributed security administration process. |
|System provides a clear methodology of roles separation of duties (SOD). |
|System provides for authentication of users via directory services. |
|System provides ability to modify security profiles online with immediate affectivity. |
|System provides ability to disconnect a user. |
|System provides ability to time out or suspends a user after a pre-determined period of non-activity at the workstation. Time out threshold|
|variable. |
|System encrypts all data across non-secured network paths (such as database to application, application to client). |
1. Describe the level of integration with LDAP.
2. For access to the FHR application from the public Internet space, describe how your technical proposal is compliant with the following:
• Web applications and documents must not send URLs (web links) to client browsers containing the server name or absolute directory references for any servers inside the firewall.
• Cookies with path information may cause problems due to conflicts with the Secure Server mappings.
• If multiple applications reside on the same web server, separate directories must be used for the applications and a virtual server must be created to identify each application to the proxy server.
7 REPORTING
The FHR acquisition presents an opportunity for AC Transit departments to work together toward a common reporting tool direction. The business objectives for this tool include:
• Simplify the end user’s experience by providing a single set of report tools.
• Leverage AC Transit’s investments in software licenses, training for end users and developers, and technical expertise.
• Promote integration and interoperability among Financial and Administrative systems
• Reduce the complexity of accessing data from multiple sources within and across departments.
The requirements in this section apply to both standard transaction reports from the core FHR application and to analytic reports that might be provided from a Business Objects environment. In your response, note any exceptions to this; otherwise, it will be assumed that all responses apply both to the core FHR and to a Business Objects environment.
|Requirement |
|System provides end user self-service reporting through: |
|Standard operational and management reports (“canned reports”) |
|Standard operational and management reports (scheduled and on-demand) |
|Ad hoc reports (customizable reports in standard format) |
|Queries |
|System provides for the distribution of reports by: |
|Local or remote printing |
|Web browser |
|Download to Excel or Word |
|E-mail notification |
|System provides for and supports a variety of formats including graphical and ‘dashboard’ style. |
|System provides for and supports reporting by exception. |
|System provides for and supports viewing of reports online. |
|System provides for and supports the ability to create standard reports and utilize a report writer. |
|System provides for and supports end user report writer capability of tabular and graphic reporting from multiple databases or tables. |
|System provides for and supports a reporting facility that allows user defined distribution to various locations of selected reports, |
|storage of reports, and subsequent retrieval (or re-creation from unaltered data sources) for historical reference. |
|System provides for and supports the creation of user defined formats for various system-generated reports. |
|System provides for and supports administrator-defined limits on the time and resources a report or query takes to execute (CPU time, |
|records, etc.). |
|System provides for and supports ad hoc tool(s) that provide the reporting capability of report products such as: |
|Business Objects |
|SQL Server Reporting Services |
|System provides for and supports the ability to create graphic organizational charts from the reporting tool. |
|System provides for and supports report output to be routed to Microsoft Office Suite products such as Excel, Word, and Access. |
|System provides for and supports report output to be created as an ASCII file. |
|System provides for and supports fit-to-screen print preview capability with zoom in/out. |
|System provides for and supports report output to be created in other presentation formats such as PDF. |
1. Describe your reporting standard, ad-hoc, and custom report strategy.
2. Describe all vendor and third party reporting utilities and tools supplied with the application and identify the specific purpose (type of reports) for which each tool is used most frequently.
3. Describe how the reporting tools may be used to satisfy the needs of:
• Executives and Managers
• Business Analysts (power users) and staff supporting Accounting, Budgeting, Management, Program and Project Monitoring, Human Resource Management, Forecasting, Audits, and Labor Relations.
• Report / Query Developers
• Casual end users
8 BATCH PROCESSING
|Requirement |
|System provides for and supports ability to control priority of batch jobs based upon multiple user-defined criteria. |
|System provides for and supports ability to control batch job execution by time of day. |
|System provides for and supports ability to sequence multiple jobs with multiple dependencies on jobs, files, exceptions, etc. |
|System provides for and supports automated, internal, integrated system checkpoints that monitor system accuracy and completeness before |
|proceeding to the next step or application batch process. |
|System provides e-mail messaging for failed, stopped and/or successful processing. |
9 GRAPHICAL USER INTERFACE
|Requirement |
|System provides for and supports a standard Graphical User Interface (GUI) throughout the application. |
|System provides for and supports a consistent GUI across all components and provides a common look and feel across all modules, including: |
|Consistent function keys. |
|Screen naming functions. |
|Navigation patterns. |
|Menus (as defined by security profile). |
|Stores and saves user profile preferences. |
|Font. |
|Colors. |
|Column and field location. |
Describe whether and how your proposed technical solution uses:
1. Proprietary client software
2. HTML with standard browser
3. Java-based GUI
4. Active X based GUI
5. HTML
6. XML
7. ASP
8. NET
9. Browser ‘plug-ins’
10. Describe which web browsers (including version and/or release information) your application supports and any known incompatibilities as well as identify preferred or recommended browsers and versions.
11. Describe the desktop environment (minimum and recommended, if different) required to support the various GUI alternatives.
12. Describe any additional software or browser “plug-ins” that are recommended or must be installed on the desktop in order to use all system functions at the desktop.
3 SERVICE REQUIREMENTS
The Services criterion evaluates the ability of the Vendor to deliver the solutions to AC Transit within the suggested time frame and with suitable management, and mitigation of risk.
This section of the RFP presents questions related to the organization, management and performance of the implementation services for a comprehensive Finance and Human Resource management system for AC Transit. The Proposal should describe the project approach, organization and staffing, management and control, a transition and knowledge transfer approach, and technical approach. There is an intent to limit the number of pages in your response. The page limit is stated for each subsection below. Vendors must use the following format and numbered section headings in the order listed below.
1 PROJECT APPROACH
This section is designed to solicit information on the overall approach that will be required to implement the FHR solution. The Vendor should include a narrative description of the tasks and subtasks required to execute the project lifecycle throughout each phase or module of the implementation. This section must be no more than 8 pages.
1. Project Management Vision, Goals and Objectives – describe your overall vision (package of methodologies, philosophies, activities, and tools) for this project. Also include a brief description of your goals and objectives as you manage this complex implementation.
2. Release Approach – provide a detailed description of the proposed approach to segmenting the implementation of system functionality. Describe the rationale for your approach.
3. Implementation Methodology – describe your package FHR implementation methodology, identifying major phases and threads of work. Include in this description an explanation of how all of the elements of package implementation—business process design, package configuration, fit/gap analysis, design and build of enhancements (modifications, reports, interfaces), data conversion, testing, training, deployment—are integrated through the methodology. Provide illustrations, diagrams, or other descriptive material that would be useful in understanding your proposed approach.
4. Work Breakdown Structure (WBS) – provide a narrative of your overall implementation work plan using a Work Breakdown Structure or similar organizational structure. For each Phase and Task, the narrative should include:
• Description of Phase/Task
• Activities (sub-tasks, work steps)
• Deliverables
• Implementation Service Provider Roles and Responsibilities, including type of resources expected to execute task. (Identify Prime Vendor vs. Subcontractor roles and responsibilities).
• AC Transit Roles and Responsibilities, including type of resources expected to participate in the task
Note: to give a sense of the expected level of detail, there should be approximately 50 – 125 “tasks”. It is not necessary to provide a narrative form of a Work Plan or WBS that is significantly more detailed than this.
5. It is also expected that there will be Tasks that are performed multiple times based on a logical segmentation of package functionality. It is not necessary to describe each instance of these Tasks. (E.g., “Configure Human Resources Business Rules” and “Configure Payroll Business Rules” could be two instances of the same task, “Configure Business Rules.” It is only necessary to describe the task “Configure Business Rules.”)
6. Work Plan and Schedule – provide a suggested Work Plan, including estimated project schedule, broken down to activity (sub-task, work step) level. Include work products, critical events, schedule including planned start and finish dates and expected duration, and task dependencies. This may be provided in a Microsoft Project plan (.mpp file) or as a Microsoft Excel workbook.
Note: the Work Plan should identify each separate instance of Task that is performed multiple times (e.g., the Work Plan would show both “Configure Human Resources Business Rules” and “Configure Payroll Business Rules.”)
7. Goals, Assumptions and Constraints – describe your understanding of AC Transit’s Services needs. Identify all Assumptions you make related to the implementation and any Constraints applicable.
8. Gantt Chart – provide a visual display of the project timeline, at least to the Release and Phase level, and preferably to the Task level.
9. Deliverables List and Pay Points – payment for services will be based on acceptance of specified Deliverables, which will be listed in the contract for implementation services. Provide a list of all Deliverables for which vendor will expect payment. In this sub-section, include a very brief description of the Deliverable, a task reference, and an expected date of completion. The same Deliverables List, along with expected payment by deliverable, must be provided in the appropriate section(s) of the Cost Matrix (Section 5.6)
Note: No costs should be included in this section. The separate Cost Matrix Section 5.6 requires specification of all implementation service costs using the Deliverables to be defined here.
2 PROJECT ORGANIZATION AND STAFFING APPROACH
This sub-section is designed to solicit information on how the Vendor will organize and staff the implementation of this project. AC Transit values and encourages full integration of the Services team with the AC Transit team. Also, it seeks an organizational structure that facilitates knowledge sharing while focusing on complete inclusion of AC Transit personnel in an integral manner in planning, coordination, and accomplishments of each task.
1. Senior Leadership –AC Transit expect the Prime Vendor will designate a senior-level individual who will be responsible and accountable for the success of the project. In addition to overall direction of the entire engagement, this individual will represent the implementation services team with a variety of stakeholders such as the FHR Steering Committee, and executive staff. Identify the person you propose to designate and describe how this individual’s experience qualifies him or her to fill this role. Identify any incentive compensation or other performance incentives that will ensure accountability of this individual for the success of the project.
2. Proposed Organization – describe your proposed project structure for the overall project, as well as each phase. Provide Organization Charts showing only vendor personnel and also showing the full team inclusive of AC Transit personnel.
3. Project Team by Phase and Role - identify members of the project team by phase and include their role and responsibilities and expected (planned) hours or full time equivalent (FTE).
4. Key Staff – indicate project team members that are to be designated “Key Staff.” Key Staff shall not be replaced during the project without the prior written consent of AC Transit, which will not be unreasonably withheld.
5. Qualifications and Experience Matrix – include a comprehensive matrix that details the qualifications and experience of each member of the Services team. In this Matrix, identify any of the engagements used to demonstrate the Desired Qualifications.
6. Subcontractors – include a detailed description of all subcontractors that will be utilized for this implementation. Identify specific roles and responsibilities by phase and by activity.
7. Management of Subcontractors – explain how the proposed Prime Vendor will direct the services of all subcontractors, and detail the prior working relationship between the proposed Prime Vendor and all subcontractors.
8. Backup Personnel Plan – detail your Backup Personnel Plan should key or primary personnel become unavailable to perform their primary duties.
9. Resumes – provide current resumes for principal members of the Services team. Include resumes for all subcontractors as well. It is required that the same format be used for all resumes. Each resume should be no more than two (2) pages. Each resume should include:
• At least two references for comparable projects and project roles, and include the time period of the assignment
• Length of employment
• Years of total experience with the proposed software package and number of implementation projects (if not clear from the resume).
• “Principal members” of the team are any individuals in a managerial or lead role.
10. AC Transit Staffing – provide a detailed description of your suggestions for the composition of AC Transit project team. Include roles, level or position within AC Transit, desired functional or technical experience, and number of resources (full-time equivalent). This suggested staffing should be compared to the proposed model presented in Section 4.5.1, PROJECT STAFFING, but should not include the proposed staffing necessary to operate the technical infrastructure (Section 5.3.3, IS ).
3 PROJECT RISK MANAGEMENT AND CONTROL
One of the most important aspects of a successful project implementation is project risk management and control. The utilization of effective tools and techniques to manage risk will provide insight into what the project team is and is not achieving. This sub-section is designed to detail your overall vision, roles and responsibilities, and your overall risk mitigation process. This sub-section should be no more than seven (7) pages.
1. Project Manager Roles and Responsibility – detail your viewpoint as to the role and responsibility of the project manager. Describe how this person will be utilized and to whom he or she will be accountable. Explain your view of the difference, if any, in the roles and responsibilities of AC Transit Project Manager and your project manager.
2. Risk Management and Mitigation Plan – describe your overall approach, inclusive of tools, to manage project risk. Ensure that the following components are highlighted:
3. Quality Assurance Plan – Highlight your quality assurance process. Also, detail who is responsible for quality assurance.
4. Integration of Personnel and Subcontractors – Detail how you will effectively integrate your resources into AC Transit team to lower project risk.
5. Issue Resolution Approach – Detail how you will resolve issues that will arise throughout the implementation. Also, highlight any tools or templates that you will recommend to manage this process.
6. Project Management Tools – detail the tools that will be made accessible to the entire team to enhance communication, manage workflow, resolve issues, and lower risk.
7. Scope Management – throughout the life of the project, decisions will be made concerning the system configuration, scope of the initial implementation, and the type and extent of enhancements to be made to the package. Describe your process for managing requests for changes to previously decided configurations and scope. Discuss such issues as obtaining sign-off of deliverables, change orders, and management processes you recommend or propose to utilize to manage scope.
4 BUSINESS PROCESS IMPROVEMENTS
AC Transit anticipates that it will design future business processes to conform to the functionality and processes contained within the software package. The Macias Consulting group has prepared some high level “To-Be” business processes that summarize some of their proposed business process improvements. What are the major issues you have found in developing new business processes in conjunction with package implementation? The response to this question should be no more than two (2) pages.
5 CHANGE MANAGEMENT AND TRANSITION APPROACH
An effective change management plan is deemed to be critical for a successful implementation. The Macias Consulting group is expected to be involved in change management related to the business process improvements they are recommending. Since AC Transit has never utilized a comprehensive FHR platform before, many employees will be exposed to an environment which is dramatically different from the manual or labor intensive processes that have been in place for years. The response to this sub-section should be no more than three (3) pages.
A. Organizational Sponsorship, Readiness and Transition – Describe how you will impact AC Transit organizational commitment and readiness to a new FHR. Please include any examples of successful approaches used in the past.
B. Coordination with Macias Consulting – Describe how you would propose to coordinate your transition activities with the Macias Consulting business process improvement and change management activities.
6 TRAINING AND KNOWLEDGE TRANSFER
This section is designed to solicit your approach to managing the training of AC Transit staff in the configuration, operation, maintenance, support, and continuous improvement of the FHR. It is not the intent to describe how you will train the employees on how to perform their jobs, rather to articulate how AC Transit employees will benefit from a grounded understanding of the FHR functionality within the context of their roles and jobs. AC Transit makes no assumptions about the approach to delivery of end user training. The response to this sub-section should be no more than five (5) pages.
1. Training Plan and Approach – include your methodology and approach, scheduling, staffing, and description of training documentation. Document all assumptions made in developing your Plan and Approach.
2. Material and Documentation – describe what types of materials will be proposed to support the knowledge transfer process. These materials can include—but are not limited to—user guides, technical manuals, Computer Based Training (CBT), and various forms of training curricula.
3. Delivery Models and Approach – describe your recommendation for how to most effectively deliver comprehensive training for the required AC Transit audiences.
Note that training should be separated out as deliverables in the Cost Matrix (Section 5.6)
7 TESTING APPROACH
This section identifies your approach to assist AC Transit with complete and thorough testing of the application system. You are responsible for developing detailed test plans and developing a comprehensive testing approach. Typical types of testing to be conducted include:
• System Test
• Integration Test
• Stress Test
• User Acceptance Test
• Parallel test (for payroll)
The response to this sub-section should be no more than six (6) pages.
1. Test Methodology – present an overview of your complete testing methodology. Include complete definitions for each type of test you typically conduct to facilitate understanding.
2. Industry Standards – identify and describe any industry standards to which your methodology conforms.
3. Responsibilities – identify the proposed assignment of responsibilities between AC Transit project team members and your team.
4. Cooperation with the Software Publisher – describe your typical approach to resolving testing discrepancies believed to result from bugs in the software. Describe how your project team and approach will ensure successful resolution of all discrepancies whether the result of a software issue or bug or from some other cause.
5. Tools – describe any software or other tools you utilize to facilitate testing. In the Cost Matrix, Section 5.6, identify any costs to AC Transit that may be associated with the use of such tools.
8 POST IMPLEMENTATION SUPPORT
The response to this sub-section should be no more than three (3) pages.
1. Describe your recommended approach to providing post-implementation support, including such elements as the number of team members you propose to provide, their roles and responsibilities, the duration of their assignment following implementation, and how you would expect to transition from the Project Team providing application support to the ultimate production support structures.
2. Discuss how you propose to operate the system following implementation of Phase I while continuing the implementation of the additional functionality of Phase II.
9 TECHNICAL SERVICES
1 TECHNICAL INFRASTRUCTURE SUPPORT
As part of the Cost Matrix (Section 5.6), Vendors should include a separate cost for providing all services related to support of the technical infrastructure during the project. This includes server, database, and system administration for all application instances and environment except Production.
Describe the services you propose to provide to support the technical infrastructure during the project. These services are optional, and your pricing may be based on time and materials or some other cost method other than a fixed price per deliverable.
2 INTERFACE APPROACH AND REQUIREMENTS
AC Transit has not developed detailed specifications for the required interfaces. However, a list of the existing interfaces is provided in Section 4.3.2, Interfaces and Conversion Programs. The Vendor is expected to conduct a scoping exercise at the outset of the project to define detailed interface requirements and develop an interface approach or strategy. After the scoping exercise is complete, Vendor and AC Transit will determine which interfaces are to be developed as part of the implementation project, and the Vendor will be required to commit to a fixed cost for delivery of each of these interfaces as an amendment to the contract. The response to this sub-section should be no more than five (5) pages.
The two-way industrial strength interfaces between your proposed solution and the Mincom purchasing system required to implement encumbrance accounting are very important to the District. Please describe your experience and your approach to developing interfaces to accomplish this very complex objective.
The interface between the Operator Timekeeping System (OTS) and the proposed time and attendance solutionis also very important and business critical to the District. Please describe your experience and your approach to developing interfaces to accomplish this very complex and important objective.
1. Describe your overall approach to scoping, defining requirements and designing the interfaces
2. As part of the Cost Matrix (Section 5.6), provide the fixed-fee cost for the Interface Scoping task.
3. As part of the Cost Matrix, provide an estimate of the cost for interface development, assuming that all existing interfaces are replaced. As part of this estimate, detail all assumptions used such as number of interfaces, number of interfaces by complexity, expected hours required for design, build, and testing by level of complexity, and cost rates used.
4. Describe the type of testing and validation that will be performed by your development team prior to hand off to AC Transit for acceptance testing.
5. Assume the full cooperation of the AC Transit business and technical owners of the Mincom Purchasing system.
3 REPORTING APPROACH AND REQUIREMENTS
AC Transit has not developed detailed specifications for the required reports. The Vendor is expected to conduct a scoping exercise at the outset of the project to define detailed reporting requirements and develop a report approach or strategy. After the scoping exercise is complete, Vendor and AC Transit will determine which reports are to be developed as part of the implementation project, and the Vendor will be required to commit to a fixed cost for delivery of each of these reports as an amendment to the contract. The response to this sub-section should be no more than four (4) pages.
1. Describe your overall approach to scoping, defining requirements and designing the reports.
2. As part of the Cost Matrix (Section 5.6), provide the fixed-fee cost for the Report Scoping task.
3. As part of the Cost Matrix (Section 5.6), provide an estimate of the cost for report development. Some of the key reports are included in the functional requirements. Document all assumptions, including the number of reports expected to be developed and number of delivered reports expected to be modified. As part of this estimate, detail all assumptions used such as number of reports, number of reports by complexity, expected hours required for design, build, and testing by level of complexity, and cost rates used.
4. Describe the type of testing and validation that will be performed by your development team prior to hand off to AC Transit for acceptance testing.
4 CONVERSION APPROACH AND REQUIREMENTS
AC Transit has not developed detailed specifications for the data conversion processes. The Vendor is expected to conduct a scoping exercise at the outset of the project to define detailed conversion requirements and develop a conversion approach or strategy. After the scoping exercise is complete, Vendor and AC Transit will determine which conversion processes are to be developed as part of the implementation project, and the Vendor will be required to commit to a fixed cost for delivery of the data conversion as an amendment to the contract. The response to this sub-section should be no more than four (4) pages.
1. Describe your overall approach to scoping, defining requirements and designing the conversion processes.
2. As part of the Cost Matrix (Section 5.6), provide the fixed-fee cost for the Conversion Scoping task.
3. As part of the cost matrix, provide an estimate of the cost for conversion process development. Document all assumptions, including the number of conversion processes expected to be developed. As part of this estimate, detail all assumptions used such as number of conversion processes, number of conversion processes by complexity, expected hours required for design, build, and testing by level of complexity, and cost rates used.
4. Describe the type of testing and validation that will be performed by your development team prior to hand off to AC Transit for acceptance testing.
5. Specify any assumptions about the condition of the data to be converted, the data format, and the extent of reliance on AC Transit to validate the converted data.
5 BUSINESS OBJECTS METADATA
Technical services may be required to assist in mapping of key financial and HR data elements to one or more Business Objects universes (meta-data information stored in Business Objects). Please describe your experience with Business Objects that would help in this effort. The response to this sub-section should be no more than 2 pages.
6 TRAVEL AND EXPENSES APPROACH
Vendors should include a description of the recommended approach to on-site travel and related expenses. It is expected that the recommended approach will be incorporated into the proposed work plan and included in the Expenses section of the Cost Matrix (Section 5.6). The response to this sub-section should be no more than one (1) page.
4 VENDOR VISION AND VIABILITY
The Vendor Viability and Vision criteria assess the suitability of the entire Proposal Team for a long-term strategic relationship with AC Transit. The focal point of this analysis is the publisher of the core FHR application, but other software and service providers will also be evaluated. Within this criterion, the areas of evaluation include:
• Viability – license fees/growth, market position, profitability, working capital
• Company vision – sales/channel strategy, commitment to the public sector market, breadth of product capabilities, including financial modules that support public sector business requirements
• Product perspective – next planned release, as well as the vision for three to five years out in terms of product direction
• Service and support vision – planned initiatives and innovations in improving value delivery to customers, lowering Total Cost of Ownership, and improving customer satisfaction
• Technology vision – directions for tools, platforms, architecture, and user interface
For your response to this sub-section, please use the general rule of being concise, clear, and brief. It is required that the following format and numbered section headings be used in the order listed below.
1 COMPANY INFORMATION
Provide the requested information for each company involved in the Proposal Team.
1. State the business name, address, principal place of business, telephone number, and fax number of the legal entity or individual with which the contract would be written. Indicate the location of the facility from which you will operate if awarded the contract for this RFP.
2. Specify the legal status of the Company (sole proprietorship, partnership, corporation, etc.) and the year the entity was organized to do business, as the entity now substantially exists.
3. Provide the names, addresses, and telephone numbers of principal officers (President, Vice President, Treasurer, Chairperson of the Board of Directors, etc.).
4. Give a brief history of your Company’s involvement in the software publishing or consulting / system implementation or integration business, including the year of organization, current ownership, and affiliations. Are ownership changes planned or anticipated at this time?
5. Explain any potential for conflict your Company would have in servicing AC Transit. Conflict may include consulting relationships, etc. What procedure is in place that would mitigate or eliminate potential conflicts of interest?
6. Provide a one-to-three page narrative that describes the company’s history and experience in providing the software and/or services proposed, in particular highlighting in large-scale public sector experience
For the publisher of the core FHR software only:
7. Where are the development and testing facilities located?
8. Where are the customer service facilities located?
For the company or firm that will be the Prime Vendor for the implementation services only:
9. Fully describe the nature of services to be provided by each subcontractor, and explain the reason for the selection of each subcontractor as part of the team.
10. Identify specific processes or contractual requirements used by your company to assure quality service from your subcontractors.
11. Indicate your acceptance of the responsibility for coordinating and controlling all aspects of the Contract and any Subcontractors.
2 FINANCIAL AND OPERATIONAL VIABILITY
Provide the requested information for each company involved in the Proposal Team.
A. Provide recent financial statements and the name, address, and telephone number of the fiscally responsible representative of the Vendor’s primary financial or banking organization.
B. Provide five (5) company references that can speak to the firm’s ability, resources, and performance history.
C. How many years has your company been providing the solution (software, services, or both) you are proposing?
For the publisher of the core FHR software only:
1. How many years has your company been providing the current release of the solution you are proposing?
2. How many clients do you currently have “live” on this release of the solution/product?
3. Who are your main competitors?
4. What percentage is your market share compared to your competitors for the proposed solution?
5. Describe any pending agreements to merge or sell your company.
6. Has your company filed or been petitioned into bankruptcy or insolvency or has your firm ever made any assignment for the benefit of your creditors? If yes, provide complete details.
7. Has your company been involved in litigation in the last five years or is there any pending litigation arising out of your performance in providing finance, human resource, payroll, or benefit software or services? If so, please describe.
8. Has your company been cited or threatened with citation within the last five years by federal or any state regulators for violations of any federal or state law and impending regulations? If yes, please describe fully.
9. Detail the number of contracts terminated or not renewed over the last five years by reason for termination/non-renewal (e.g., company went out of business, company acquired, company terminated due to service complaints) or that replaced your software with another software product.
10. Provide the names and contact information for the five largest public sector clients in the United States that terminated or did not renew their software license within the past three years.
11. Has your company been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity with any federal, state, or local government? If yes, identify the name and address of the governmental unit, the effective date of the suspension or debarment, and the duration of the suspension or debarment.
3 COMPANY VISION
For the core FHR software publisher’s firm or organization only:
1. Provide a statement of your company’s strategic commitment to the future of your proposed software, and documentation or evidence to support this commitment.
2. Describe how your Payroll/HR modules and your Financial Management modules are integrated together in public sector environments (Current public sector clients with both Financial Management and FHR implemented, joint product development strategies, etc.)
3. What is your company’s annual budget for software research and development (R&D) for your proposed software? What is it as a percentage of sales? How much of the annual R&D budget is focused specifically on public sector product development? How much specifically on FHR related products?
4. Explain briefly the organization of your company with emphasis on the division and personnel providing the FHR services within that organizational structure for your proposed software. Within the FHR focus, please include the approximate number of employees in sales, product development, R&D, and professional services. If possible, break this down further between public sector and private sector focus.
5. Describe any company sponsored user groups for your proposed FHR products. Especially note any user groups or activities focused on public sector.
6. What has been your company’s growth rate for the last five (5) years in sales, profits, and clients? What is your targeted growth rate for the next five (5) years?
7. Describe your strategy for developing partnerships with third party software vendors. Identify current vendor partnerships, and describe the levels of partnership (if applicable).
8. Describe your strategy for developing partnerships with service providers. Identify current “alliance” programs with service providers, and describe requirements for initial and continuing participation in these programs.
4 PRODUCT AND TECHNICAL VISION
1. List all hardware/operating system platforms on which your proposed system will run. Include version number(s) of operating systems. Describe future plans.
2. Identify the implementation languages(s) and tools used in product development. Describe future strategy.
3. Describe how product(s) are certified to run on new versions of underlying software (RDMS, operating system, application software, etc.).
4. For what database management systems does your application provide support? What is your future strategy?
5. How are potential modifications and enhancements identified and prioritized for inclusion in future releases of the applications?
6. What is your typical release cycle for new versions of a product(s) as demonstrated by recent history?
5 COST REQUIREMENTS AND SPREADSHEET
Our cost model uses a “Total Cost of Ownership” approach that ensures consideration of cost elements beyond the initial software license. When evaluating cost, the evaluation team will use a ten-year period of evaluation.
The Vendor is expected to complete the Cost Matrix as a Microsoft Excel workbook (the workbook is provided on the same web-site as the proposal (), and provide that file as part of the Proposal as instructed in Section 1.1. Proposed costs should include all required taxes as a separate line on the relevant worksheets.
FORMS
1 CERTIFICATION FORM
(This Form must be completed and submitted as part of Contractor proposal)
DISADVANTAGED BUSINESS ENTERPRISE (DBE) CERTIFICATION
Company Name
Street /Mailing Address
City/State/Zip Code
TAX I.D.
I. PRIME CONTRACTOR
The Bidder/Proposer is a CalTrans, or other authorized certifying agency, certified DBE under the FTA Uniform Certification Program.
Certification No. Expiration Date
The Bidder/Proposer has applied for DBE status through CalTrans, or other authorized certifying agency, under the FTA Uniform Certification Program.
Application Date Status of application
The Bidder/Proposer is not a CalTrans, or other authorized certifying agency, certified DBE under the Uniform Certification Program.
II. SUB-CONTRACTOR (if proposed in bid or proposal)
Attach a separate sheet for each sub-contractor to be used in the performance of services under a proposal specifying the sub-contractor DBE status as stated under section I listed above.
If not already registered, sub-contractors should access , and complete an online vendor registration form by selecting purchasing, online purchasing, and registering as an Online Purchasing User. A W-9, Request for Taxpayer Identification Number and Certification is required to complete the process.
Prime Contractor's are requested to explain the DBE program and encourage sub contractors to apply for certification.
Prime Signature Date
(Position/Title)
THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK
2 DESIGNATION OF SUBCONTRACTORS
To comply with the requirements of the California Subletting and Subcontracting Fair Practices Act, contractor shall list the name and address of each subcontractor, including D.B.E. subcontractor to whom contractor proposes to Subcontract more than ½ of 1 percent of the work, and description and portions of the Work or services Subcontracted.
Attach additional copies of this form if more space is required.
|NAME AND ADDRESS |DESCRIPTION OF WORK OR SERVICES |ESTIMATED DOLLAR AMOUNT |DBE |
| | | |Y/N Pending |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
3 CERTIFICATION REGARDING LOBBYING
I, _______________________________ (Name and Title of Authorized Official), hereby certify on behalf of __________________________ (SubContractor) that:
No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative Contract, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative Contract.
If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative Contract, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions.
The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative Contracts) and that all sub-recipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
| |
|Signature and Title of Authorized Official |
4 DISCLOSURE OF LOBBYING ACTIVITIES
Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352
|Type of Federal Action: |Status of Federal Action: ( |Report Type: ( |
|( | | |
| |proposal/offer/application | |
|Contract |initial award |initial filing |
|Grant |post-award |material change |
|Cooperative Contract | | |
|Loan | |For Material Change Only: |
|Loan guarantee | |Year _____ Quarter _____ |
|Loan insurance | | |
| | |Date of Last Report: ______________________ |
|Name and Address of Reporting Entity: |If Reporting Entity in No.4 is Sub-awardee, Enter Name and Address of |
|( Prime ( Sub-awardee |Prime: |
|Tier ____, if known | |
| | |
|Congressional District, if known: |Congressional District, if known: |
|Federal Department/Agency: |Federal Program Name/Description: |
| | |
| | |
| |CFDA Number, If applicable: ____________ |
|Federal Action Number, if known: |Award Amount, if known: |
| | |
| |$ |
|10a. Name and Address of Lobbying Entity (last name, first name, MI): |Individuals Performing Services (including address if different from No. |
| |10a) |
| | |
|(attach continuation sheet(s) SF-LLL-A, if necessary) | |
| |(last name, first name, MI): |
|Amount of Payment (check all that apply): |12.Type of Payment (check all that apply): |
| | |
|$________________ ( Actual ( Planned |( a. retainer |
| |( b. one-time fee |
| |( c. commission |
| |( d. contingent fee |
| |( e. deferred |
| |( f. other, specify: ________________________________ |
|13.Form of Payment (check all that apply): | |
| | |
|( Cash | |
|( in kind, specify nature | |
|_________________Value _______________ | |
|14.Brief description of Services Performed and Date(s) of Service, Including officer(s), employee(s), or Members(s) contacted, for Payment Indicated in|
|Item 11: |
| |
|(attach Continuation Sheet(s) SF-LLL-A, if necessary) |
|15. Continuation Sheet(s) SF-LLL-A attached: ( Yes ( No |
| | |
| | |
| | |
| | |
| | |
|16. Information requested through this form is authorized by title 31 U.S.C. | |
|section 1352. This disclosure of lobbying activities is a material |Signature: ________________________________ |
|representation of fact upon which reliance was placed by the tier above when |Print Name: ________________________________ |
|this transaction was made or entered into. This disclosure is required |Title: _____________________________________ |
|pursuant to 31 U.S.C. 1352. This information will be reported to Congress |Telephone No.: _____________________________ |
|semi-annually and will be available for public inspection. Any person who | |
|fails to file the required disclosure shall be subject to a civil penalty of | |
|not less than $10,000 and not more than $100,000 for each failure. | |
| | |
|Federal Use Only: |Authorized for Local Reproduction |
| |Standard Form - LLL |
Approved by OMB 3048-0048
5 NON-COLLUSION AFFIDAVIT
STATE OF CALIFORNIA )
) SS
COUNTY OF _____________________________ )
___________________________________________, being first duly sworn, deposes and
says that he or she is ___________________________________________________ of
(position or title)
(the Contractor)
the party making the foregoing proposal that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by Contract, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or date relative thereto, or paid, and will not pay, any free to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal.
Dated: ____________________
6 PERFORMANCE BOND
KNOW ALL PERSONS BY THESE PRESENT, that
WHEREAS, THE Alameda-Contra Costa Transit District herein called the “DISTRICT” or “AC TRANSIT” have entered into Contract No. 2007-1013 with called Principal and;
WHEREAS, said Principal is required under the terms of Contract No. 2007-1013 to furnish a bond of faithful performance of the contract;
NOW, THEREFORE, we, the Principal, and _____________________________as Surety, are held and firmly bound to AC Transit, in the penal sum of __________________________________________________ ($____________) lawful money of the United States of America, well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents.
THE CONDITIONS OF THIS OBLIGATION IS SUCH that if the above bonded Principal shall in all things stand to and abide by and well and truly keep and perform the covenants, conditions, and Contracts in the said contract and any alteration thereof made as provided in the contract, on his part to be kept and performed at the time and in the manner specified and in all respects according to their true intent and meaning, as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force.
And the said Surety, for the value received, hereby stipulates and agrees that no change, extension of time, alteration, or addition to the terms of the contract or to the work to be performed thereunder or the specifications accompanying the same, shall in any way effect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration, or addition to the terms of the contract or to the work or to the specifications.
As a condition precedent to satisfy completion of the contract, the above obligations to the amount of ($ ) being not less than forty percent (40%) of the total amount payable to AC Transit, under this contract, shall hold good for a period of one (1) year after the completion and acceptance of said work, during which time if the Principal makes full and satisfactory repair and replacement of defective materials, faulty workmanship, and work not conforming to the requirements of the contract, and protects the District from cost and damage caused by same, then the obligation in the sum of ($ ) shall become null and void, otherwise it shall remain in full force and virtue.
In the event that AC Transit, or their successors or assigns, shall be the prevailing party in an action brought upon this bond, then, in addition to the penal sum specified herein above, we agree to pay to AC Transit, or their successors or assigns, a reasonable sum on account of attorney’s fees in such action, which sum shall be fixed by the court.
California law shall govern the interpretation of this bond.
To be considered complete, both the Proposer and an admitted Surety insurer authorized by the California Insurance Commissioner to transact surety business in the State of California must sign this Performance bond. In addition, the Surety’s signature must be notarized and a copy of the Surety’s power of attorney must be attached.
IN WITNESS WHEREOF, the above bonded parties have executed this instrument under their seals this ________ day of ____________, _________, the name and corporate seal of each corporate party being hereto affixed and these presents duly signed by its undersigned representative, pursuant to authority of its governing body.
________________________________
PRINCIPAL
________________________________
BY
________________________________
PRINCIPAL SEAL
________________________________
SURETY
________________________________
BY
________________________________
SURETY SEAL
________________________________
ADDRESS OF SURETY
________________________________
7 CERTIFICATION OF PROPOSED PRIME Contractor REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS
(for Contracts totaling over $25,000)
(Contractor) ________________________________ certifies to the best of its knowledge and belief, that it and its principals:
Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency;
Have not within a three year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property;
Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and
Have not within a three year period preceding this proposal had one or more public transactions (Federal, State or local) terminated for cause or default.
If the Proposed SubContractor is unable to certify to any of the statements in this certification, it shall attach an explanation to this certification.
(SubContractor) _______________________, CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVISIONS OF 31 U.S.C. SECTIONS 3801 ET. SEQ. ARE APPLICABLE THERETO.
| |
|Signature and Title of Authorized Official |
SAMPLE CONTRACT
THIS CONTRACT is made and entered into this ____________day of ______________ 2007 by, and between Alameda-Contra Costa Transit District (hereinafter referred to as “District”), a special transit district established pursuant to California Public Utilities Code, Section 24501 et seq., and _____ ________________________________ (hereinafter referred to as “Contractor”).
THE PARTIES AGREE AS FOLLOWS:
1. SCOPE OF SERVICES
Contractor shall furnish all services in full accordance with Request for Proposal 2007-1013, issued by the District entitled, Financial and Human Resources Application Software, Technical Infrastructure, and Implementation Services, dated February 5, 2007.
2. COMPONENT PARTS
This Contract shall consist of the following documents, each of which is on file with the District, and is incorporated into and made a part of this Contract by reference:
A. This Contract
B. Request for Proposal No. 2007-1013 issued February 5, 2007, and any addenda
C. Contractor Proposal submitted in response to Request for Proposal 2007-1013 dated .
3. PERIOD OF PERFORMANCE
Services under this Contract shall commence upon execution of the contract by both parties and continue for , unless extended by the parties. Contractor shall not be held liable for delays resulting from problems of scheduling on the part of the District
4. CONTRACT PRICE
The District agrees to pay the Contractor in accordance with the Contractor’s proposal, with a not-to-exceed (NTE) contract budgeted amount of $ for services performed in accordance with this contract. The District and the Contractor must mutually agree upon any adjustments in payment. Invoices for services performed shall be submitted by the Contractor to AC Transit Accounts Payable, P.O. Box 28507, Oakland, California. 94604. Please reference the Contract Number and Purchase Order Number on all invoices. Failure to do so could delay payment.
5. NOTICES
Any notice which may be required under this Contract shall be in writing, shall be effective when received, and shall be given by personal service or by certified or registered mail, return receipt requested, to the addresses set forth below or to such other addresses which may be specified in writing by the parties to this Contract.
DISTRICT: CONTRACTOR:
Procurement and Materials Director
10626 International Blvd.
Oakland, California 94603
6. ATTORNEY'S FEES
In the event that it becomes necessary for either party to bring a lawsuit to enforce any of the provisions of the Contract, the parties agree that the court having jurisdiction over such dispute shall have the authority to determine and fix reasonable attorney's fees to be paid to the prevailing party.
7. SEVERABILITY
If any provision of the Contract is declared void or unenforceable, such provision shall be deemed severed from this Contract, which shall otherwise remain in full force and effect.
8. BINDING EFFECT
All of the terms, provisions and conditions of the Contract hereunder shall be binding upon and inure the parties hereto and their respective successors, assigns and legal representatives.
9. CONFLICT OF INTEREST
By signing this Contract, the Contractor covenants that it presently has no interest, direct or indirect, which would conflict in any manner or degree with the performance of the services called for under this contract. The Contractor further covenants that in the performance of this contract, no person having any such interest shall be employed by the Contractor, and that the Contractor receives no commissions or other payments from parties other than the District as a result of work performed hereunder.
10. GOVERNING LAW
All matters arising under the contract shall be governed by California law.
11. ENTIRE AGREEMENT
This Contract represents the entire contract of the parties with respect to the subject matter hereof, and all such contracts entered into prior hereto are revoked and superseded by this Contract, and no representations, warranties, inducements or oral contracts have been made by any of the parties except as expressly set forth herein, or in other contemporaneous written Contracts. This Contract may not be changed, modified or rescinded except in writing, signed by all parties hereto, and any attempt at oral modification of this Contract shall be void and of no effect.
IN WITNESS WHEREOF, the parties have executed this Contract on the dates set forth below.
ALAMEDA-CONTRA COSTA CONTRACTOR
TRANSIT DISTRICT:
Rick Fernandez Date Name Date
General Manager Please Print
Signature
Approved as to Form:
Title
Kenneth C. Scheidig Date
General Counsel
APPENDICES
1 TERMS AND DEFINITIONS
|Term |Definition |
|IS |Department of Information Services |
|Prime Vendor |Lead contractor for the Proposal that includes a single team of implementation service |
| |providers. The team must include the publisher of the core FHR application software, which may|
| |be either the prime contractor or a subcontractor. |
|Proposal Team |A vendor or team of vendors that includes the publisher of the proposed core FHR software |
| |application. |
|Proposal, Response |The response to this RFP provided by a vendor or team of vendors. “Proposal” or “Response” may|
| |be used in this document and have the same meaning. |
|Publisher |A person, firm, or company that develops, markets, licenses, and supports operating system or |
| |application software. |
2 AC TRANSIT CHART OF ACCOUNTS
The table below provides high level information about AC Transit’s General Ledger and Financial Accounting chart of accounts.
[pic]
-----------------------
•
The functional requirements for each of the end-to-end business processes listed above are included on an electronic spreadsheet called “FHR Functional Requirements” that is provided as a separate file on the same web site with the RFP (). Each of the tabs on the spreadsheet should be completed in accordance with the instructions below, and should be submitted with the proposal as instructed in Section 1.1.
GL
Purchasing
Materials
Maintenance
Accts. Payable
AR
AP
Payroll
Time & Labor
Benefits Admin.
Human Resources
OTS timekeeper
Ailan Workers Comp/USAA
Perseus Applic. Tracking
Kronos Timekeeper
Budget Prep & Reporting
MMIS
Fixed Assets
Travel Tracker
B of A Treasury Mgmt.
Bottomline check printing
AIR Invoice
Claims Admin.
Sungard / Bi-Tech
Peoplesoft
GL
AP
AR
Check Management
Mincom
Hastus
................
................
In order to avoid copyright disputes, this page is only a partial summary.
To fulfill the demand for quickly locating and searching documents.
It is intelligent file search solution for home and business.
Related download
- st petersburg college
- college of charleston charleston south carolina
- the public access dfa model working group
- standard bidding document large works without pre
- standard bidding document design build without pre qual
- re max fire up program
- credit and collection news
- tab v metropolitan transportation commission
- c bonny s work 960980 undergraduate
- introduction small business administration
Related searches
- columbus ohio transit authority
- central ohio transit authority
- cota columbus ohio transit authority
- central ohio transit authority schedules
- columbus ohio transit bus
- central ohio transit authority cota
- columbus ga transit system
- central ohio transit authority jobs
- central ohio transit authority twitter
- metra transit system columbus ga
- metra transit columbus ga
- central ohio transit authority routes