6570 - Turnkey Budgeting Software Solutions, 3.Statement of Work/ Specifications (2)
Materials Management Department
901-B Texas Street
Denton, Texas 76209
REQUEST FOR PROPOSALS
RFP #6570 EXHIBIT 3: SCOPE OF WORK
The City of Denton is seeking the best value solution for the:
SUPPLY OF TURN KEY BUDGET SOFTWARE SOLUTIONS
NIGP CLASS and ITEM
209 11
209 37
920 00
Issue Date: November 13, 2017
Response due Date and Time (Central Time):
Tuesday, December 12, 2017, 11:00 A.M. C.S.T
The City highly recommends that respondents do not wait until minutes before the
due date and time to email a submission.
It can take significant time for the submissions to reach the City.
RFP#6570 EXHIBIT 3 1
RFP#6570 EXHIBIT 3
SUPPLY OF TURNKEY BUDGET SOFTWARE SOLUTIONS
SCOPE OF WORK AND TECHNICAL SERVICES
A. INTRODUCTION
Denton is the county seat of Denton County with a population of approximately 120,000 residents
and an annual budget of $1.14 billion. The City includes a municipally owned electric utility; an
airport; three libraries; parks, trails, and recreation centers; a water park and natatorium; a 2,900-
acre natural heritage area; and a resource recovery park. The City is committed to financial
transparency which can be viewed on the City of Denton website.
B. SCOPE OF WORK
The City of Denton (COD) is accepting requests for proposals (RFP) for a Turn Key Budget
Software solution to be used by the Budget Department to create and track a minimum of five (5)
and up to ten (10) years of budget forecasts and expenditures per the functional requirements
detailed in Exhibit 6570-1 Tabs A & B. The awarded vendor shall have the ability to accomplish
all aspects of the requested software services.
The City seeks an authorized manufacturer or distributor authorized by the manufacturer to provide
comprehensive turnkey software solution capable of supporting the Budget department needs,
increasing efficiency and increasing confidence in the accuracy of the numbers. The software
solution chosen will be an online, real-time fully integrated system with the ability to support
multiple users, many budget versions and integrate with the City JD Edwards Finance system.
C. DESCRIPTION OF PROJECT
The requirements of the solution implementation performed by the technology contractor are as
follows:
Project planning and management
Recommendation of latest generally available version and patches of the vendor product
(selected version).
Subject matter expert (SME) resource to validate target environment set up and health.
SME resource to execute integration of JDE 9.1 and/or 9.2 data to the solution.
Validation of 9.1 data and configuration migrated to new 9.2 environments – as necessary
Application of necessary 9.2 configuration changes
Develop Test Approach, Plan and Test Scripts for validation of deployment of service
and User Acceptance Test (UAT).
Testing of the solution deployment- Ensure all forecasts are tested, and pulling correct
information and it is translated correctly.
Development of initial budget environment to include:
a) Budget analysis and forecasting
b) Automated personnel cost calculation
c) Line item budget database by division/fund
d) Supplemental packages
e) Capital Budgeting (minimum 5 years)
Training of user staff – up to 15 users
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RFP#6570 EXHIBIT 3
SUPPLY OF TURNKEY BUDGET SOFTWARE SOLUTIONS
SCOPE OF WORK AND TECHNICAL SERVICES
Training of technical staff to address connectivity and other basic user issues.
Training/Transfer of Information (TOI) and handoff to COD technical team for any on-
going day to day management and support and connection troubleshooting.
Perform a technical and functional readiness assessment in preparation of cutover
Execution of production go live data validation testing.
Remote or onsite SME resource(s) to support the production transition during User
Acceptance Testing (UAT) and for 2 weeks post production turn-up.
Support after installation and implementation for a period of 12 months to answer user
questions and problems that may occur
Continued support for initial version and any subsequent versions
D. EXPECTATIONS OF CITY DURING AND AFTER CONCLUSION OF PROJECT
1. The project expectation is that it will be completed in a continuous fashion, no start and
stop of execution without approval from the City.
2. All issues identified will be tracked via the City problem tracking system and the vendor
problem tracking system.
3. All problems submitted by the City are considered resolved only after the originator has
experienced the corrected function/operation.
4. All critical issues (Severity 1) will be addressed within 24 hours or as soon as possible
based on root cause determination
5. All serious issues (Severity 2) will be addressed within 2 days or as soon as possible
based on root cause determination
6. Vendor will provide a copy of severity definitions and associated service level
commitments.
7. Product/service support available business days (M-F) from 8:00 am to 5:00pm US
Central Time.
E. OBJECTIVES
City of Denton requires a budget software solution that will provide cost-effective, real-time,
transparent budgeting across departments. One that will streamline budgeting and consolidation,
and greatly assist in producing the Annual Program of Services document. Other benefits budget
software solution should include: accelerating the budgeting cycle, increase confidence in the
accuracy of the numbers, as well as allow for multiple budgeting scenarios.
Denton desires a well-managed budget process and realistic long-term capital plan as they are key
factors in obtaining and maintaining a good bond rating. Budget software will provide timely,
accurate, and relevant budget information and support Denton in assuring the budget process
continues to be well-managed.
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RFP#6570 EXHIBIT 3
SUPPLY OF TURNKEY BUDGET SOFTWARE SOLUTIONS
SCOPE OF WORK AND TECHNICAL SERVICES
F. SERVICE REQUIREMENTS
All installation, testing and implementation services will be performed under the direct supervision
of an experienced person or team familiar with the selected product and integration with the JD
Edwards financial system.
Firm must be registered by the State of Texas to provide services in the State. All fees and taxes
are the responsibility of the offeror.
The firm shall not substitute or replace the lead representative or any other major staff involved
with this contract without the written acceptance by the City of Denton.
G. FIRM RESPONSIBILITIES
Each proposer shall respond to this RFP, providing all information requested in the same format
and numbering as presented here. Adherence to this requirement will facilitate evaluation.
Functional requirements are detailed in Exhibit 6570-0 Main Document and in 6570 Exhibit
1TAB B. The Pricing Sheet is Exhibit 1 TAB A. The successful firm will have the ability,
knowledge and experience to perform all necessary actions for a successful installation and
continued use of the selected turn- key budget software solution. Responses shall include:
1. GENERAL
Once awarded and contract executed, describe the time in days or weeks historically needed
to:
a) Begin implementation/installation
b) Complete implementation/installation
c) Training of city staff to include City IT, budget department staff, and general users.
d) Commitment of city staff in terms of time needed to support the project.
e) Who will be needed to work with successful firm?
2. VENDOR SUPPORT
a) Copies of documentation indicating if the proposer is an authorized manufacturer or
distributor authorized by the manufacturer
b) Resume of project manager dedicated to this City of Denton project
c) A description of vendor support provided during installation, the initial 12-month
period after implementation and beyond the initial period
d) What services are included in the support and warranty for years 1,2,3
e) How many back releases of your software are supported
f) What hours is telephone technical support available for immediate response. What
support options are available after hours and at what cost
g) Describe training included in the proposal and any optional additional training
available. Include the cost of any optional additional training
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SUPPLY OF TURNKEY BUDGET SOFTWARE SOLUTIONS
SCOPE OF WORK AND TECHNICAL SERVICES
3. MAJOR RELEASE SCHEDULE
a) Describe how software releases are handled. Can upgrades be loaded without taking the
system down?
b) How long do you support back releases?
c) How often are major and minor releases available?
d) How are major, minor, and software patches released?
e) How do you inform customers of any new releases or patches?
f) What steps are taken for quality assurance of any release of the software?
g) Describe the level of support available during installation of both new releases and
upgrades.
H. ENCOMPASSES
1. THIRD PART RELATIONSHIPS
a) Describe any other companies or individuals who will be working with you on this project.
Include any relationships including, but not limited to, strategic alliances, partnerships,
sub-contractors, vendor added resellers, associations, etc.
b) Describe the extent of the responsibilities of each entity and how you intend to guarantee
the deliverables.
2. FUNCTIONAL REQUIREMENTS
Functional requirements of the system are found in Exhibit 6570-1B. Below is an explanation
of the headings used in the requirements grid.
a) Functional Criteria: Requirements description from RFP
b) Meets Requirement: The version of the package being proposed meets this requirement
with no custom modification.
c) Modification Required: A modification would have to be made to meet this requirement.
If the company is unwilling to make this modification it should be stated in the comment
section of your response.
d) Modification Cost: If there is an additional cost over base product price for the
modification, it should be stated here.
e) Modification to be included in Base Package: If the City will be charged for the
modification, it should be stated whether it will be included in the base package and
future releases for maintenance purposes
3. TECHNICAL ENVIRONMENT REQUIREMENTS
a) What is the name and version of the proposed software solution?
b) The proposed solution should include software and technical resources for non-production
testing, development, and quality assurance environments. These non-production
environments are designed to simulate small portions of the production environment on an
as needed basis. The proposed solution should be capable of being installed and fully
functional with in these environments.
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RFP#6570 EXHIBIT 3
SUPPLY OF TURNKEY BUDGET SOFTWARE SOLUTIONS
SCOPE OF WORK AND TECHNICAL SERVICES
4. DESCRIBE USER LICENSING MODEL
a) Where is your solution hosted? Denton is open to the best solution, cloud hosted or on the
City servers. Provide pricing for the solution(s) you offer.
b) What is the number and type of licenses included in the base cost?
c) Include information on the type and length of warranty provided with the initial installation
and any future upgrades or revisions.
I. CITY RESPONSIBILITIES
The City of Denton will:
1. Provide a project representative who will have the authority to receive reports, coordinate
activities of city staff, and determine the information and/or report formats required as the
project proceeds. As conflicts and discrepancies are discovered, they will be resolved in
the most expedient manner possible.
2. Respond to successful firm inquiries, requests for information needed for successful
implementation
3. Provide “read” access to data systems necessary for the integration.
4. Provide remote access to the JDE System, as necessary.
5. Provide guidance on COD data and use.
6. Provide user lists, roles and permission levels
7. Participate in review/testing and final UAT.
8. General project support (access and JDE database information)
9. Provisioning of host and/or gateway servers if applicable.
10. Provide secure integration requirements
11. Participate in validation of vendor product output for data accuracy
12. Manage problem reporting (Cherwell) and all user notifications
13. Provide appropriate work space within City offices for project staff to complete the
project.
14. Process accepted and approved invoice(s)
J. PRICING
1. Complete the Pricing Sheet Exhibit 6570-1 TAB A
2. Compensation, functional requirements, and services may be negotiated with firms
evaluated to be within the competitive range and considered to provide the best value for
the City of Denton. The City anticipates identifying three (3) to four (4) firms to
demonstrate their solution before selection. Cost of the demonstrations will be the
responsibility of the selected firms.
3. The Purchasing Department will notify those selected and coordinate the demonstrations.
4. Payment will be made upon receipt and acceptance of deliverables as negotiated. Pricing
per phase or module will be a firm, fixed price.
5. Draws may be requested upon completion and acceptance of each individual phase or
module or as negotiated.
6. Final acceptance will be based on a successful User Acceptance Test.
7. The City of Denton will not provide per diem or travel for project staff assigned to this
project.
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