SUPPLY CHAIN SERVICES REQUEST FOR PROPOSAL, …
Transcript of SUPPLY CHAIN SERVICES REQUEST FOR PROPOSAL, …
Prepared By
SUPPLY CHAIN SERVICES
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REQUEST FOR PROPOSAL, INSTRUCTIONS TO PROPOSERS,
PROPOSAL FORMS, CONTRACT FORMS, AND
SCOPE OF SERVICES
REQUEST FOR PROPOSAL NO. 180071.PD
SuccessFactors System Integrator
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PRE PROPOSAL CONFERENCE
Monday
April 9, 2018
10:30 A.M.
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Proposals are due at 5:00 P. M., Local Time, Monday, April 23, 2018.
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PROPOSAL NO. 180071.PD
SuccessFactors System Integrator
TABLE OF CONTENTS
1. REQUEST FOR PROPOSALS 1-1
2. SCOPE OF SERVICES 2-1
2.1. GENERAL 2-1
2.2. PURPOSE 2-1
2.3. MANDATORY REQUIREMENTS 2-2
2.4. SMUD BACKGOuND 2-2
2.5. HR EXPRESS BACKGROUND 2-2
2.6. CURRENT ARCHITECTURE 2-2
2.7. SCOPE OF WORK 2-3
2.8. PROJECT CONTROL 2-8
2.9. SMUD COMPUTING ENVIRONMENT 2-16
3. INSTRUCTIONS TO PROPOSERS 3-1
3.1. TIME AND MANNER OF SUBMISSION 3-1
3.2. EXPLANATIONS TO PROPOSERS 3-1
3.3. WITHDRAWAL OR MODIFICATION OF PROPOSALS 3-2
3.4. REVISIONS AND SUPPLEMENTS 3-2
3.5. SITE INSPECTION AND CONDITIONS 3-2
3.6. PRE-PROPOSAL CONFERENCE 3-2
3.7. PROPOSAL EVALUATION AND SELECTION PROCESS 3-3
3.8. NON EXCLUSIVE AGREEMENT 3-4
3.9. DURATION OF CONTRACT 3-4
3.10. QUALIFICATIONS OF PROPOSERS 3-4
3.11. PROPOSAL PREPARATION COSTS 3-4
3.12. ALTERNATE PROPOSALS 3-4
3.13. CONFLICTS 3-4
3.14. BID SCHEDULE 3-5
3.15. MANNER AND TIME OF PAYMENT 3-5
3.16. SUBCONTRACTORS 3-5
3.17. FRANCHISE TAX FORM 590 3-5
3.18. NOTICE RELATED TO PROPRIETARY/CONFIDENTIAL DATA 3-5
3.19. CONTRACT 3-6
3.20. SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED)
PROGRAM 3-6
3.21. ENVIRONMENTAL PROCUREMENT 3-6
3.22. SAFETY PROGRAM 3-6
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4. SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED) PROGRAM 4-1
4.1. INTRODUCTION 4-1
4.2. OVERVIEW 4-1
4.3. PROGRAM GOALS AND INCENTIVES 4-1
4.4. SEED PROGRAM QUALIFICATION 4-2
4.5. CONTRACT COMPLIANCE 4-3
4.6. FALSIFICATION OF INFORMATION 4-3
4.7. ADDITIONAL INFORMATION 4-3
5. PROPOSAL EVALUATION CRITERIA 5-1
6. PROPOSAL REQUIREMENTS 6-1
6.1. PROPOSAL AGREEMENT NO. 180071.PD 6-2
6.2. SAFETY COMPLIANCE CERTIFICATE 6-3
6.3. NONCOLLUSION STATEMENT 6-4
6.4. PUBLIC RECORD INDEMNITY AGREEMENT 6-5
6.5. PROMPT PAYMENT PROGRAM 6-6
6.6. SEED PROGRAM SMALL BUSINESS DECLARATION 6-7
6.7. DESIGNATION OF PRIME CONTRACTOR, SUBCONTRACTORS AND
SUPPLIERS 6-8
6.8. DETAILED PROPOSAL 6-10
6.9. BID SCHEDULE 6-14
7. SAMPLE CONTRACT 7-1
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1. REQUEST FOR PROPOSALS
NO. 180071.PD
The Sacramento Municipal Utility District, hereinafter referred to as “SMUD”, is soliciting
proposals for SuccessFactors System Integrator.
This Request for Proposal provides instructions to contractors for submitting proposals and
establishes terms and conditions under which SMUD will contract for such services.
Proposals responding to this Request for Proposal will be due at 5:00 P. M., Local Time, Monday,
April 23, 2018.
All proposals must strictly conform to the requirements described in this Request for Proposal.
PROPOSERS SHALL PAY PARTICULAR ATTENTION TO THE FOLLOWING
REQUIREMENTS:
ENVIRONMENTAL PROCUREMENT:
SMUD has adopted an Environmental Protection Policy in which it commits to environmental
stewardship, the conservation of natural resources, reductions in the use of hazardous substances,
reductions in mobile sources of NOx emissions, and recycling and responsible disposal. SMUD
will promote environmental procurement practices that will minimize environmental impacts,
conserve natural resources, and reward environmentally conscious manufacturers and
contractors, while remaining fiscally responsive. To further its policy SMUD will favor
environmentally preferable procurements when price, quality, and availability are equal. To this
end, SMUD will endeavor to reward environmentally conscious manufacturers, suppliers, and
contractors with contracting opportunities that address these policy goals in addition to providing
SMUD and its customer-owners fiscally responsible procurement options.
SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED) PROGRAM:
SMUD is committed to achieving full and equal contracting opportunities for ratepayers doing
business with SMUD and has adopted the program described in this solicitation to help fulfill
that commitment.
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SAFETY PROGRAM REQUIREMENT:
The personal safety and health of the general public, SMUD employees, and Contractor
employees is of paramount importance. Included within this specification are safety instructions
that have been prepared to aid a Contractor or Contractor’s employees to comply with the safety
requirements and regulations which are necessary to avoid personal injury to the general public,
SMUD employees, and Contractor employees and to prevent damage to SMUD buildings,
equipment, or materials while performing this contract.
SACRAMENTO MUNICIPAL UTILITY DISTRICT
By: /s Brian Daly
Name: Brian Daly
Title: Manager, Supply Chain
Date: March 26, 2018
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2. SCOPE OF SERVICES
2.1. GENERAL
The Proposer shall provide all labor, material, and equipment required to perform the Service
described as: SuccessFactors System Integrator.
The Proposer shall provide all services required to perform the service described as:
SuccessFactors System Integrator of SAP® SuccessFactors (SF) Employee Central (EC), and
Talent Acquisition (TA), (Recruiting & Onboarding) modules.
2.2. PURPOSE
The purpose of this Request for Proposal (RFP) is to solicit fixed price proposals for a System
Integrator (SI) to lead SMUD in the design, configuration, integration, development, testing,
training and deployment of SAP® SuccessFactors Employee Central (EC), and Talent
Acquisition (TA), (Recruiting & Onboarding) modules. The SI will deliver the products and
professional services necessary to provide SMUD branded SAP® SuccessFactors modules that
seamlessly interface with SMUD’s SAP ECC Human Resource Module’s.
The key objectives of this project are to:
Replace SMUD’s in house Manager Self Service application (HR Express)
Implement & Configure SAP® SuccessFactors in collaboration with SMUD
Implement & Configure SF EC which will become the new "system of record" for
Human Capital Management (HCM), while leaving time and payroll on premise
Implement & Configure SF Recruiting
Implement & Configure SF Onboarding
Initial Migration of Current HCM data to SF
Maintain Current Reports and Interfaces from SAP HCM
Implement Hybrid Integration with HCI
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2.3. MANDATORY REQUIREMENTS
1. SI must have implemented SAP SuccessFactors modules for Employee Central, Onboarding
and Recruiting business process and functions with a minimum of three (3) customer’s using
SAP HCM for each module.
2. SI must have experience integrating HCM on premise with Employee Central as a Hybrid
deployment using SAP Cloud platform integrating services, (HCI) with a minimum of two
(2) customers.
3. The SI must hold a current PartnerEdge status with SAP.
4. The certifications listed below must be represented on the implementation team:
SAP Certified Application Associate - SAP SuccessFactors Full Cloud/Core Hybrid
SAP Certified Application Professional SuccessFactors Employee Central
SAP Certified Application Professional SuccessFactors Recruiting Management
SAP Certified Application Professional SuccessFactors Onboarding
The SI shall include copies of their certification status as part of their response to this RFP.
Proposers who do not meet this certification criterion will be eliminated from consideration.
2.4. SMUD BACKGOUND
As the nation’s sixth largest publicly owned utility, SMUD has been providing low-cost, reliable
electricity for 65 years to Sacramento County and small adjoining portions of Placer County and
Yolo County, which covers approximately 900 square miles. SMUD is a recognized industry
leader and award winner for its innovative energy efficiency programs, renewable power
technologies, and sustainable solutions for a healthier environment.
SMUD is governed by a seven member Board of Directors who is elected for four-year terms on
a staggered basis. The Board of Directors is responsible for making policy decisions, including
setting rates and appointing a General Manager who is responsible for day-to-day operations.
SMUD is not subject to oversight or rate approval by the California Public Utility Commission.
2.5. HR EXPRESS BACKGROUND
SMUD currently uses a custom built application (HR Express) for Manager Self Service. This
application is hosted on our SAP portal for which the support is due to expire. Because of the
requirement of the portal upgrade, the existing Manager Self Service system needs to be
replaced. SMUD also currently uses standard ESS application which is based on Web Dynpro
for ABAP technology and we are looking at the possibility of replacing certain functions (e.g.
personal data) with SAP SuccessFactors EC and TA to ensure a consistent user experience.
SMUD employees about 2,300 employees and 400 contractors.
2.6. CURRENT ARCHITECTURE
SMUD has been an SAP Customer since 1999, and currently uses HR Module which includes
Personnel Administration, Organizational Management, Payroll and Time management.
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Potential Integration Points with HCM:
- 2 Microsoft Active Directory 2012 domains (internal, DMZ – both on-premise)
- Microsoft Azure Active Directory (ADFS Authentication)
- Oracle Unified Directory 11.2g (LDAP)
- 7 SAP applications (R3, BW on HANA, CRM, BPC) SAP Portal 7.31, BOBJ, PO
- SailPoint IdentityIQ 7.0 (Provisioning System)
Current State Architecture Diagram:
EHP7 for ERP 6.0Time/Payroll
PA/OM
SAP Portal
ESS HR Express
ESB (WebMethods)
...
BrassRing
HireRight
BroadBean
WebMethods Enterprise Gateway
Background Check
Job Aggregator to five
different job boards
such as LinkedInInternet
DMZ
Intranet
Job DataPosition Data
Job DataPosition Data
Job DataPosition Data
...
SMUD Employee/Manager
New Hire Data
New Hire Data
New Hire Data
SSO is enabled
to BrassRing
from SMUD
2.7. SCOPE OF WORK
The items listed below are not an exhaustive, all-encompassing list of deliverables expected from
the selected SI. SMUD understands and expects that some needed deliverables will be identified
during the initial analysis phase of the project. However, SMUD’s intent is to provide as
thorough of a requirements/deliverables list as possible to aid vendors in the preparation of their
responses.
Define a Standard SAP® SuccessFactors (SF) Configuration applicable to SMUD HCM
Environment
Configuration of existing roles and business process functions to SAP® SF
Implement the ability to audit changes
System reporting
Assist with the development and delivery of end user training and change management
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2.7.1 SuccessFactors Foundation
Build out, establish, and provision the required SF clients (non-production, and production)
within SMUD’s infrastructure. Establish SSO within SMUD’s directory server (LDAP).
Implement all needed authentication/security policies/authorizations to ensure that all SF
users only have the authorizations needed to carry out their job duties and/or tasks.
Establish the technical infrastructure needed to process real-time and/or near real-time
exchange of data between SF and SMUD’s on-premise HCM solution.
Develop/build the interfaces between the on-premise HCM solution and SF for the exchange
of data. Data elements to be identified during analysis phase.
2.7.2 SuccessFactors Employee Central
Admin Interface and Capabilities:
o Multiple actions at once (transfer multiple employees/positions without having to
move each individually)
o HR initiate an action with or without going through the approval process
o Notes/Tracking functionality for all actions
Manager Self-Service Functions:
o Org Chart functionality: Visibility in real time to view entire org in dynamic org chart
o Transfers: A person can be permanently transferred from one position to another in a
different department.
o Promotions/demotions: A person can be permanently promoted or demoted to one
position within and/or outside of another department utilizing specific codes which
initiate specific work flows.
o Replace Position: Replace an existing position with a new position in a different
classification. This action should delimit (end date) the vacant position and replace it
with a new position within that same organizational unit.
o Create Position: Initiate the creation of a new position to begin the work flow
approval associate with the task
o Temporary Appointments: Can temporarily move a person into a different position,
with same and/or different pay, for a defined period of time. Their permanent
position should be marked as temporarily vacant while they are away, and when the
temp assignment ends, they should return to this position and applicable rate of pay
and the temporary position should be delimited. This will likely utilize the “Global
Assignment” capabilities.
o Extend Temp Assignment: For those in a temporary position, manager can extend
that assignment.
o Job Progression: At SMUD, we have classification series where some levels can
promote to another level without a competitive process (no job posting, application,
etc.). This action should allow a person to promote up to the next level in a slant line
classification (Management Analyst Entry to Management Analyst Journey). It will
delimit the old position they held, replace it with a new position in the higher
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classification as well as creating an action (promotion) and updating the basic pay
record.
o Register Contractors: Input non-employees into system to initiate provisioning and
other work flows
o Termination/Retirement for employees utilizing separation codes which initiate
specific work flows.
o Pay Outside of the Pay Band: Red Circle/Green Circle; Initiate action to pay outside
range without Temp Assignment action
o Delegation: Assign a delegate for managers/directors/executives (a delegate can act
on behalf of another person for a period of time
o Future dated actions/Retroactive changes: Define work flow approvals based on date
parameters Create/Propose New Job: Initiate request to establish a new job (work
flow to request a job, possibly outside of SF functionality)
Employee Self-Service Functions (e.g. Emergency Contact, Home address/phone, etc.)
o Personnel History displayed for employees
Budget Team & Manager Self Service Functions
o Manage employees in cost centers
o Delimit Position
Approvals: We can set different approval requirements for different actions. For example, to
transfer an employee (in the same position) may only require a director’s approval, whereas
the creation of a new budgeted position may require executive and budget office approvals.
Approvals for similar actions be set based on certain criteria (we have a type of position
called “casual” that may require less approvals than a regular, fulltime position creation). A
level be added to or removed from a workflow if the company’s delegation of authority
changes at some point in the future.
Approval Groups: A workflow can be set for both individual approval, based on hierarchy
and also a a group, where any one of the group could approve, yet still have the system
identify which individual took action (audit trail).
2.7.3 SuccessFactors Recruiting
Configure the following integrations:
o Job data from EC to ATS – ongoing, Real time
o Hire data from ATS to EC – ongoing, Real time
o User data from EC to ATS – ongoing, Real time
o Posting data from ATS to Aggregator/job boards – ongoing, real time
o Background check data from ATS to HireRight – real time
o Legacy data from BrassRing to SuccessFactors – one time transport
Configure automated communication for those not meeting the minimum qualifications in a
process.
Create approval process through hiring departments for requisitions and hires through the
system, ideally within a notification email without having to log into the system
Configure system for five posting options
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o External Postings with a link from www.smud.org/careers
Configure status visibility for candidates
Workflow adjustments configurable by recruiter
o Internal Postings through our smudinet
Configure Transfer Promotion and Transfer Eligible
o External Student postings with a link to our student page
o Temp Agency postings only for our temp agencies to see
Configure three hiring processes:
o Regular hiring process
Multiple statuses
10 communication templates
Ability to handle up to 3,000 applicants
Ability to post externally and/or internally
Configure workflow notifications
Configure offer letters based on requisition and candidate data
Configure electronic signature
o Eligibility List only process
Similar to regular hiring process, but will not ultimately hire a candidate and
will have a different approval configuration
o Temp Agency hiring process
Visible only to our approved vendors
Agency can upload resumes for their candidates
Hire leads to integration with EC and different type of employee (leased vs.
regular employee)
Configuration of the system to provide required SMUD branding both for users and for
applicants
Configure user types and permissions
Configure the ability to utilize supplemental questions in the application process
Configuration of the system for applicants to create and/or upload a resume and cover letter
as part of the application process
The proposer will be responsible for training SMUD personnel in all aspects of this project
o SMUD staff will be involved in the design, configuration, testing, and deployment of
the application
Configure Interview Central
Candidate Profile
Provide average pay for current employees in job and last salary offered in most recent
recruitment process
Offer letter based on candidate profile and requisition information
Configure Recruiter Marketing to include ability to post to external sites from within
SuccessFactors
Workforce demographics and quality of hire dashboard along with privacy tiers to access
dashboard
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2.7.4 SuccessFactors Onboarding
Standard Hiring Forms: Direct Deposit, New Employee Summary, Emergency Contact, etc.
All relevant State and Federal Forms such as (I9, and W4)
Enable Document Center
Enable US E-Verify Integration
Enable Employee Portal
Configure process flow for a new hire
Configure E-signature
Enable welcome video and picture upload
Configure welcome page and enable welcome message for new employee
Configure the collection of all unique data elements necessary to populate forms, and create
the files that are necessary to send to other applications to minimize duplicate data entry
Configure ability to integrate to EC and other needed applications/modules (Learning, SAP,
Performance, etc.)
Configure standard reports and Ad Hoc capabilities
2.7.5 Security
2.7.5.1 Architecture Security
The system integrator will assist with the design/architecture of the solution and
integrations in accordance with SMUD Security policies and SAP security configuration
best practices.
The system integrator will document and deliver a system security plan that will include,
at a minimum, the approved security architecture and all security controls/settings.
SMUD Information Security will review/approve the system security plan.
2.7.5.2 SAP Security
The System Integrator will provide assistance in the project for the current role-based
security and authorization model for SuccessFactors and SAP (Front & Back End) in the
areas of:
o SAP Enterprise role based security design (including Segregation of Duties, and
Security Role Customization)
o Security methodology and approach
o Security design and development
User creation and maintenance
Permissions, Granted Users, and Target Population
Disable userids (lock ids/deactivate functionality/delete access-roles) in
SuccessFactors
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2.7.5.3 Security Testing and Testing Strategy to include:
User permissions
Architecture, web, and integration to identify vulnerabilities or weaknesses
2.7.5.4 Reporting Solutions
SMUD will need the ability to produce ad-hoc reports and schedule automated recurring
reports to support our business processes. It is our desire to be able to create and modify
reports using “out of the box” functionality. The selected SI will train SMUD in how to
utilize SuccessFactors reporting capabilities.
Ensure data integrity from Cloud to on-premise solution is maintained.
2.7.6 Completion of this scope of work will likely involve:
Integration/interfacing of the solution within SMUD’s environment; including the design,
development, and testing of all batch file or real-time interfaces used to transfer data
between SMUD systems.
The development and delivery of technical and end-user documentation required to
support the system in electronic format.
Knowledge transfer related to the elements designed and configured
End User Training Materials
Training for SMUD Core Project Team
Technical support for SMUD administrators and users after go-live
2.8. PROJECT CONTROL
2.8.1 Organizational Change Management (OCM)
SMUD is looking for an SI who can provide guidance and analysis of current processes
encompassing best practices and maximizing out of the box functionality.
The organizational change management effort associated with this project scope will, at a
minimum:
• Ensure the implementation of the solution into SAP and any related business process
changes has minimum negative and maximum positive impact on the end-users’
ability to perform their work.
• Adapt to SMUD’s cultural environment.
• Ensure business unit readiness to understand and adopt change.
• Align SMUD’s leadership with project goals.
• Establish a defined process for measuring the effectiveness of the change
management program.
• Ensure end-users understand the changes introduced by the solution, the benefits of
those changes, and the process changes that directly affect them.
• Define and communicate roles and responsibilities.
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• The following table details the high-level OCM major activity responsibilities that
SMUD desires for both the SI and SMUD:
Organization Change Management Activities SMUD System Integrator
Develop Organizational Change Management strategy and plan
■ Support ■ Lead
Develop change agent network and super user program
■ Support ■ Lead
Identify and execute change agent and super user program
■ Lead ■ Support
Develop communications plans ■ Support ■ Lead
Develop communications for SMUD customers affected by the Program
■ Lead ■ Support
Execute communications plans ■ Lead ■ Support
Identify organizational and other change impacts ■ Support ■ Lead
Conduct role mapping activities ■ Support ■ Lead
Define organization job design changes ■ Lead ■ Support
2.8.2 Project Management
The SI will provide expertise and guidance to SMUD for the implementation of this project’s
scope. SMUD is open to either an Agile or Waterfall Project Management Methodology
approach. SMUD will look to the SI to define an approach that they believe will enable SMUD
to realize the benefits of each SuccessFactors module, Employee Central, Recruiting, and
Onboarding in the most expedient budget friendly manner while ensuring functionality and
usability are not compromised.
Should the SI recommend deployment of one module at a time, SMUD’s preference will be
Employee Central, followed by Recruiting, then Onboarding.
The SI will work in collaboration with SMUD’s Project Manager (PM) and provide project
management for the SI Implementation team, leading their related activities described below:
• Provide SMUD’s PM with a weekly Project Status Report that details SI’s progress,
issues, risks, and upcoming project activities in comparison with the tasks and
milestones proposed
• Develop and manage an SI project plan and schedule with milestones, dates, and
resources
• Ensure functional and technical design documents for architecture review are
delivered
• Provide a Requirements Traceability Matrix to ensure all business and technical
requirements have been delivered and can be validated in the system
• Provide test scripts and assist with unit, functional, and integration testing
• Suggest best practice for rollout strategy of Employee Central, followed by
Recruiting and Onboarding
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• Develop and document the rollout/go-live strategy along with post go live production
support
• Ensure a Stabilization phase is in place to provide a minimum of four weeks of post-
implementation support Monday to Friday from 8am to 5pm (Pacific Time)
• Partner with SMUD’s OCM staff and project team for change management
• Assist with scope management
• Assist with training administration
• Assist with issue and problem management
• Assist with risk management, quality assurance, and quality control management
• Assist with project document management
Project Manager must ensure the following Go Live Criteria have been completed:
Business functionality as identified during Blueprint, or agreed by the parties, has been
successfully configured
SMUD has had the opportunity to complete user acceptance testing based on identified
and agreed user acceptance test scenarios
Integration testing is 100% complete
Testing is accurate based on identified and agreed test scenarios
Sponsor agrees to “Go” decision
Post Go-Live support plan in place
Project cutover plan complete and reviewed by project team
Project Go-Live Communication plan complete
All Vendor Change Management deliverables are complete
End user training completed as specified
Project Phase Activities
Tasks Outcomes
Initiate ■ Kick-off Meeting
■ Project planning
■ SOW review
■ Initial Project Plan and Schedule
■ Status Dashboard Template
■
Infrastructure ■ Source repository configured with a Standard Build Environment and tools.
■ Environment connection details captured and documented.
■ Developer and system accounts created
■ Development, UAT, and Production environments in place
■ Infrastructure Validation
■ Development Environment
■ QA Environment ready for Test and Verification
■ Production Environment ready
Analysis & Design
■ Configuration review and discussion
■ Requirements definition and update to Project planning
■ Requirements Stakeholder Interviews
■ Requirements Traceability Matrix Approval
■ Requirements Document
■ Requirements Traceability Matrix
■ High Level Architecture Specification
■ Design Specification document
■ Technical Specification Document
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Project Phase Activities
Tasks Outcomes
■ Initial draft of Design Specification
■ High Level Architecture Specification Approval
Configure & Build
■ Iterative updates to Design Specification
■ Build solution
■ Create Build Guide (UAT)
■ Preparation of UAT-ready system
■ Migrate Current HCM data to SF
■
■ Initial Build Guide/Document
■ All configurations complete
■ Build Guide created
■ Data migrated
Test & Verify ■ Develop Test Plans/Scripts
■ Unit Testing
■ Integration Testing
■ System Testing
■ Performance Testing
■ User acceptance testing
■ Update Build Guide (Production)
■ Regression Testing
■ UAT Test Scripts
■ Use Cases
■ Test Data Preparation
■ Test Results Document/Approved
■ Defect Document
■ SF EC, Recruiting and Onboarding environment ready to go to production
■ Build Guide updated
■ Rollback plan documented/approved
Release ■ Go/No-Go Decision
■ Deployment of SF EC, Recruiting and Onboarding modules to production
■ Rollback plan prepared
■ EC, Recruiting and Onboarding Knowledge Transfer Workshops
■ Training Delivered
■ Formal Release Announcement
■ SF EC, Recruiting and Onboarding release to production
■ Final Design Specification
■ Operational Readiness Guide
■ Build Guide completed
■ Knowledge transfer
■ End Users, Super Users, Functional & Technical teams Trained
■ Final Training Documentation
Stabilization ■ Implement Support Plan
■ Transition to Long-term Support
■ Stabilization period to be determined by rollout strategy
■ Support ownership defined
■ Support Plan Document
■ Support/Stabilization Complete
Close ■ Checkpoint: Post Deployment Closeout Meeting
■ Lessons Learned
■ Project Signoff
Project Management
■ Microsoft Project Plan ■ Progress will be tracked against a project plan jointly developed by SMUD and proposer’s project manager.
SMUD has a well-matured Project Management Office and utilizes project management
templates for our projects. We will leverage the SI’s experience but manage and utilize our
conventions where it makes sense.
2.8.3 Documentation
SI will provide a complete set of Detailed Configuration & Technical documentation as well as
end-user documentation in electronic format.
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• Test documentation will include: test plans, test cases, test scripts and requirements
traceability matrix before test execution
• Additional Project Documentation/Artifacts include but are not limited to:
o Design Documents (Architecture/Interfaces)
o Functional Specs
o Technical Specs
o Test Scripts / Test Cases / Use Cases
o Project Requirements
o Training Documents
o Testing Strategy
o Test Plan
o Implementation/Go-live strategy
o Rollback plan
2.8.4 Project Staffing
Generally, the project should be run, managed, configured, tested and implemented from
SMUD’s headquarters located in Sacramento, California. However, WebEX and remote
connectivity are acceptable. SMUD desires the majority of project work to be done on-site in
Sacramento due to the size, complexity of the project, and for knowledge transfer with the
SMUD functional and technical staff. SMUD is open to off-site resources where effort required
will not necessitate face to face interaction.
The SI will be asked to provide fully qualified personnel to collaborate with SMUD project staff
to accomplish this project’s scope. SMUD will expect to be highly involved in all phases of the
project. However, we will expect the majority of the project team to be staffed by the SI. The SI
will recommend the knowledge skills required of the complementary team of SMUD resources
(skill sets, number, etc.) and ensure knowledge transfer is sufficient for this project’s scope.
SMUD will staff the project team with skilled SMUD resources to work collaboratively with the
SI throughout the project. Resource commitments will be finalized during selection of the SI to
coincide with the SI’s methodology and schedule.
2.8.5 Testing
The SI will partner with the PM, Project Team and SMUD’s Testing Center of Excellence
(TCoE) staff for the testing approach, coordination, and execution of testing activities including
the development and documentation of the required test artifacts within a Test Management Tool
such as HP ALM including but not limited to:
Development of a testing approach and strategy
Test Plans
Test Cases/Scripts
Requirements Traceability Matrix (RTM)
Test Execution
Defects tracking & reporting
Use Cases
Test summary report to conclude SIT
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Testing scope will cover all functionality: all user and system interfaces.
The SI will accomplish the unit testing for the verification and validation of all the business and
functional requirements for the project to ensure all components and modules are working as
expected.
The SI will certify unit testing has been completion by providing a requirements traceability
matrix with corresponding test cases/test scripts and verification of unit test results.
The SI will provide the training required to SMUD core team for conducting the System
integration testing (SIT), Security testing, Performance testing and User Acceptance Testing
(UAT).
The SI will assist the SMUD project team during SIT, Security testing, Performance testing and
UAT in developing and documenting the required test artifacts including but not limited to test
plans, test cases/scripts, RTM, test execution, defects and test metrics.
The SI will collaborate with SMUD’s Testing Center of Excellence in managing the defects,
issues and problem resolution during SIT, Security testing, UAT, as well as
Implementation/deployment and post deployment stabilization.
SMUD is targeting 100% accuracy and the identification of any software bugs prior
to Production deployment as well as identification and documentation of bugs during
Integration, System and User Acceptance Testing
SI must demonstrate the application successfully meets SMUD’s requirements using
a jointly developed test plan.
SI must ensure prior to go-live there are:
o No outstanding P-1 defects
o No outstanding P-2 defects for critical business processes
o Other P-2 defects must be on a reasonable path to closure within the subsequent
30 days
o Outstanding P-3 defects must have a mutually agreed path to closure as detailed
below:
Severity Impact
P-1 ■ This defect means a fault or failure of the system to conform in any material respect with the documentation and with the requirements and specifications set forth in the Business Blueprint, and such fault or failure results in data corruption, significant system degradation or failure of a major feature of the system.
P-2 ■ This defect means a fault or failure of the system to conform in any material respect with the documentation and with the requirements and specifications set forth in the Business Blueprint, and such fault or failure results in key/critical system component is unavailable or functionally is incorrect and a mutually acceptable workaround is not available.
P-3 ■ This defect means a fault or failure of the system to conform in any material respect with the documentation
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Severity Impact
and with the requirements and specifications set forth in the Business Blueprint, and such fault or failure results in non-critical system component is unavailable or functionally incorrect, and a mutually acceptable workaround is available.
P-4 ■ This defect means a fault or failure of the system to conform in any material respect with the documentation and with the requirements and specifications set forth in the Business Blueprint, and such fault or failure results in usability errors; screen or report errors that do not materially affect quality and correctness of function, intended use or results.
2.8.6 Training and Knowledge Transfer
SMUD is looking for an SI to propose a training strategy and plan that will ensure knowledge
transfer, ease of employee adoption and quick skill acquisition for SAP® SuccessFactors
(SF) Employee Central (EC) Recruiting and Onboarding modules and the new business
processes.
The Training Plan should include:
Outline of training objectives,
Plan for assessing training needs for different audiences (e.g. end users vs. admins),
Proposed strategy to address those training needs that include medium and low cost
options.
A list of off the shelf, self-help tools and materials that can be purchased
SMUD’s preference is to have self-help and online tools and materials to help end users with
their “just in time” training needs. A more extensive training model may be needed for the
“core group” training of key administrators and area coordinators who may need to provide
high-level guidance for other users on an ad-hoc basis. The SI will develop the training
documentation; propose a training plan and schedule, and provide expertise for the training
approach that has worked with this type of implementation (instructor-led, eLearning, etc.)
SMUD will provide Training resources for consultation, design and development as
appropriate.
SMUD Business & Functional teams are seeking to collaborate with the SI on solution
configuration and development. We are seeking hands-on knowledge transfer to the core
project team throughout the Configuration and Development process.
Knowledge Transfer Strategies (Provided by SI):
“On-the-job” training during the implementation along with detailed ‘to be’
documentation, and
Detailed configuration and technical specs for configuration, reporting and
integration.
The Vendor/SI will be responsible for knowledge transfer for SMUD technical staff
and “train the trainer” for our key administrators and subject matter experts (SME).
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Proposers should include in the scope and services proposal, at a minimum, the following
provisions or activities required to meet SMUD’s training requirements.
Training Activities SMUD System Integrator
Develop a training strategy and plan - that includes: • Outline of training objectives, • Plan for assessing training needs for three target audiences (e.g. end users, business unit admins and HR SMEs ), • Proposed strategy to address those training needs that include medium and low cost options. • A list of off the shelf, self-help tools and materials that can be purchased
■ Support ■ Lead
Design and or recommend end user training curriculum and materials for the three target audiences
■ Support ■ Lead
Schedule and conduct training based on plan ■ Support ■ Lead
Provide detailed knowledge transfer to the SMUD IT team in functional configuration and Development and Data Base Administration
■ Support ■ Lead
POST TRAINING PLAN AGREEMENT Once training strategy and plan are determined, vendor to provide all the standard instructional material, including printed manuals and/or interactive self-paced personal computer programs in accordance with SMUD business needs and specifications: Materials must meet the following standards below (if they apply) Quality Standards
Training content must have specific, attainable learning objectives
Training visuals must have a unified design with modular and manageable training content
Specify exactly what online, self-paced tutorials/e-learning is offered (specific topics and duration of each tutorial)
Processes covered in learning content must be repeatable by end-users and system administrators
Technical standards
Content must be available on-demand, including mobile formats and provided in a format that is editable
Content must meet minimum accessibility standards, i.e. readability, closed captioning, etc. Reference: WCAG 2.0
■ Support ■ Lead
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Training Activities SMUD System Integrator
(Web Content Accessibility Guidelines)
eLearning content must be SCORM 2.0 and/or AICC compliant
Vendor will notify and/or provide technical support for system updates and enhancements, or system issues that may negatively impact SMUD’s ability to conduct business while using vendor tools
■ Support ■ Lead
Functional Review and Quality Assessment of course content
■ Lead ■ Support
Course content review, feedback, and Acceptance in accordance with Deliverables Acceptance Agreement
■ Lead ■ Support
Secure and coordinate all training logistics (rooms, projectors, training binders, etc.)
■ Lead ■ Support
• Training Resources: SMUD will provide Training resource(s) with following roles and
responsibilities:
o Provide overall administrative oversight of training and education
o Work with the SI to facilitate training plan execution
o Provide the SI with materials necessary to customize training materials and
curriculum: branding, SMUD terminology, etc.
o Assist the SI and SMUD Subject Matter Experts with training delivery (as agreed
to)
o Work with the SI to evaluate the effectiveness of the training program and
materials
o Capture questions and determine follow-up and make-up training needs
o Ensure training records are captured and recorded in SMUD Learning
Management System (LMS) and training materials are properly documented and
saved electronically.
2.9. SMUD COMPUTING ENVIRONMENT
2.9.1 IT Environment Specifics
Sandbox Environment
Dev Environment
QA Environment
Prod Environment
Current SAP Environment is SAP ECC6.0 EhP7
o SMUD has one installation of ECC6.0 EhP7 with high availability configured for
the QA and Production environments.
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o All the SAP systems are running on IBM Power7 Model 770 with AIX 7.1 OS
and Database - DB2 version 10.1. Production and QA environments are
configured for High Availability.
o SMUD’s SAP modules currently in use are IS-U CCS, CO, FI, FI-AA, EC-CS,
and FI-RRU, HR, IM, MM, WM, PA, PD, PM, SD, TR, BW and CRM.
o SMUD will have separate landscapes in a multiple-environment structure that
includes a Sandbox, Development, Quality Assurance, and Production to facilitate
the implementation.
Development, configuration, & unit testing will be performed in the
Development environment
Integration, regression, functional, interface, and full user acceptance
testing (including all month-end processes) will be performed in QA
environment
Enterprise Document Management (Include Documentum environment)
o Documentum 7.2 SPx
o Many of the documents have links to SAP using Archive Link/CS for SAP
o SMUD has also deployed McLaren Software for Drawings management to
several engineering groups.
o Archived SAP data is also retained in Documentum (Archive Link/CS for SAP)
Development Standards
o SMUD adheres to ABAP/4 development standards. Our standards ensure a high
quality product that is consistently
Free from errors,
Efficient,
Easy to understand,
Easy to modify, and
Easy to use.
o Notes:
o SMUD will provide guidelines for SAP object naming conventions.
o SMUD will participate in technical design and code reviews.
Windows environment
o Windows 7 moving to windows 10 by mid 2018
IE Environment
o IE-11 moving to IE-12 by mid 2018
Reporting Environment
o SAP BW on HANA
o SAP Business Objects (BOBJ)
2.9.2 Work Environment
SMUD will provide workspaces for the SI while working at SMUD facilities, including office
furniture, desktop computer, access to fax and copier equipment, and, if needed, a telephone for
local calls. SMUD desktop computers are configured with Microsoft Office 2010 (Word, Excel,
PowerPoint, Project, and Outlook), Sophos virus scan, and SAP. SI staff may use their company
laptop provided SMUD can validate the laptop has been properly configured with timely security
and virus updates. All SI staff will have a unique sign-on and password to the SMUD network
and their activity will be monitored per SMUD policy.
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2.9.3 Contractor Badge and System Access
Interactive remote access and onsite badging by SMUD contractors require that each individual
resource has undergone a SMUD conducted background check, and/or has been certified by their
employing contractor that they have successfully passed a background check prior to gaining the
access.
Only United States citizens and legally authorized residents are eligible for SMUD’s background
check. Foreign citizens and residents of countries other than the US may not be provided with
interactive remote access without SMUD Information Security approval.
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3. INSTRUCTIONS TO PROPOSERS
3.1. TIME AND MANNER OF SUBMISSION
The Proposal shall be submitted to and received by SMUD's Supply Chain Services office no
later than 5:00 P. M., Local Time, Monday, April 23, 2018.
Proposals must be enclosed in a sealed envelope and addressed as follows:
By U.S. Mail or Hand Delivery: By Overnight or Express Delivery
Sacramento Municipal Utility District Sacramento Municipal Utility District
Supply Chain Services Office: Warehouse Operations/Supply Chain Services
Attention: Pamela Do (MS EA404) Attention: Pamela Do (MS EA404)
Request for Quotation No. 180071.PD Request for Quotation No. 180071.PD
4401 Bradshaw Road 9774 Kiefer Blvd
Sacramento, CA 95827 Sacramento, CA 95827
The proposal-mailing envelope must be clearly marked as a proposal responding to SMUD
Request for Proposal No. 180071.PD; ATTENTION: Pamela Do. The envelope shall also show
the Contractor's name and address.
Each proposal shall give the full business address of the Proposer and shall be signed by an
authorized official of the company. The name of each person signing the proposal shall be typed
or printed below the signature. When requested by SMUD, satisfactory evidence of the authority
of the person signing on behalf of the Proposer shall be furnished.
Proposals shall cover the entire scope of the Request for Proposals, shall be printed one-sided 8-
1/2 X 11” size and easily removable from any binding -- E.G. no glued or spiral binding.
All proposals submitted become the property of SMUD.
Directions for Visitors:
To get to SMUD’s East Campus location (EC-OC) at 4401 Bradshaw Road:
From US Highway 50, take Watt Avenue exit (exit 11)
Head South on Watt Avenue (approx. 1.8 miles)
Turn left onto Jackson Hwy (CA-16 East) (approx. 2.1 miles)
Turn left onto Bradshaw Road (approx. 0.9 miles)
Turn right into SMUD’s EC-OC visitor’s entrance
Please note: There is no access to the EC-OC visitor entrance from Southbound Bradshaw Road.
3.2. EXPLANATIONS TO PROPOSERS
Should the Proposer find discrepancies in or omissions from this document, or should the intent or
meaning appear to the Proposer to be obscure or ambiguous, the Proposer should immediately
send SMUD a written request for interpretation, clarification, or correction thereof before
submitting a proposal. The Proposer making such a request will be solely responsible for the
timely receipt of the written request by SMUD. Replies to such inquiries will be made only in the
form of addenda to this Request for Proposal, and will be issued simultaneously to all business
firms or persons who have obtained a copy of the Request for Proposal from SMUD. Verbal
requests for information during the period of proposal preparation are acceptable if made
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sufficiently in advance of the proposal opening date to allow issuance of an addendum to the
Request for Proposal. Direct all communications regarding questions on this Request for Proposal
prior to the due date to the following, as appropriate:
Contact REQUEST FOR PROPOSAL SEED PROGRAM
Contact Name Pamela Do Jeannie Robinson
Phone number (916) 732-6292 (916) 732-5049
E-mail [email protected] [email protected]
SMUD will not be bound by any oral interpretation of the Request for Proposal, which may be
made by any of its representatives or employees, unless such interpretations are subsequently
issued in the form of an addendum to this Request for Proposal.
3.3. WITHDRAWAL OR MODIFICATION OF PROPOSALS
Proposals may be modified or withdrawn only by a written request received by SMUD prior to
the Request for Proposal due date.
3.4. REVISIONS AND SUPPLEMENTS
3.4.1 Addenda: If it becomes necessary to revise or supplement any part of this Request for
Proposal an addendum will be provided.
3.4.2 Acknowledgment of Addenda: Receipt of an addendum to this Request for Proposal by a
Proposer must be acknowledged by signing and submitting the addendum signature sheet
as part of the Proposer’s Proposal.
3.5. SITE INSPECTION AND CONDITIONS
In addition to examination of this Request for Proposal, each Proposer shall make whatever other
arrangements are necessary to become fully informed regarding all existing and expected
conditions and matters which, during the contract time period, could affect in any way, the work,
performance of work, or the cost thereof. Any failure to fully investigate the work site or the
foregoing conditions shall not relieve the Proposer from responsibilities for properly estimating
the difficulty or cost of successfully performing the work. SMUD assumes no responsibility for
any representation made by its representatives or agents, during or prior to the execution of a
contract pursuant to this Request for Proposal, unless such information is in writing in the form
of an addendum to this Request for Proposal.
3.6. PRE-PROPOSAL CONFERENCE
An on-line Pre-Proposal Conference is scheduled for Monday, April 9, 2018 at 10:30 A.M.
It is strongly recommended that all Proposers attend this conference to ensure a complete
understanding of the details of this Request for Proposal.
Join WebEx meeting Meeting number (access code): 808 239 696 Meeting password: VzsmhvJ4
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Join by phone
+1-415-655-0001 US TOLL ------------------------------------------------------- To join the online meeting ------------------------------------------------------- 1. Go to https://smud.webex.com/smud/j.php?MTID=m8195ca80211a59042fbb4aebb3f72574. 2. Enter your name and email address. 3. Enter the meeting password. 4. Click "Join Now".
3.7. PROPOSAL EVALUATION AND SELECTION PROCESS
The proposals submitted in response to this solicitation shall be evaluated for award based on the
criteria described in the Proposal Evaluation Criteria section of this Request for Proposal.
SMUD may request additional information from any or all Proposers after the initial evaluation
of the proposals to clarify terms and conditions.
Based on SMUD's review of the proposals received, a short listed group of Proposers may be
selected. The short listed firms may be required to make verbal presentations of their
qualification to SMUD. If a presentation is determined to be required, the presentation will be
considered in the overall technical rating.
The contract will be awarded to the best-qualified Proposer, after price and other factors have
been considered, provided that the proposal is reasonable and is in the best interests of SMUD to
accept it.
The right is reserved, as the interest of SMUD may require, to reject any or all proposals and to
waive any irregularity in the proposals received.
SMUD will post a “Notification of Intent to Award” of the Proposals received and evaluated on
the SMUD Bid Website in the Bid Results category (or any successor SMUD web portal) at least
five (5) business days prior to awarding the contract. The posting includes the Proposal Price
for all responsive proposals. After the “Notification of Intent to Award” is posted, any
unsuccessful Proposers may request the reason(s) their proposal was not selected. In the event a
Proposer elects to protest SMUD’s selection, the protest must be submitted in writing to
SMUD’s Director, Purchasing, Warehouse, and Fleet, within five (5) business days of the
posting of the “Notification of Intent to Award”. SMUD’s Contract Award and Protest Policy is
available upon written request to the Director, Purchasing, Warehouse, and Fleet, SMUD
procurement staff, or may be found on www.smud.org.
Within fourteen (14) calendar days after notice of award, the successful Proposer shall deliver to
SMUD the required insurance certificates and the signed copies of the contract. The contract
forms will be forwarded to the Proposer with the award notification. SMUD will not issue the
Notice to Proceed until SMUD has received all the above-required documents.
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3.8. NON EXCLUSIVE AGREEMENT
If awarded a contract under this Request for Proposal, the contract will NOT establish an
exclusive arrangement between SMUD and the Proposer. SMUD reserves, among others, the
following rights:
The right to use others to perform work and services described in this Request for Proposal.
The right to request proposals from other contractors for work described in the Request for
Proposal without requesting a proposal from the Contractor.
The unrestricted right to bid any work or services described herein.
3.9. DURATION OF CONTRACT
This contract shall be for approximately a one year period, subject to approval by SMUD's Board
of Directors of the corresponding annual budget, unless otherwise mutually agreed upon in
writing.
SMUD prepares its Annual Budget on a calendar year basis. The Budget is subject to the
approval of SMUD's Board of Directors. The 2019 Calendar year Budget will be presented to
the Board of Directors for approval in December, 2018. The 2020 and subsequent calendar year
budget(s) are anticipated to be presented to the Board of Directors for approval in December
preceding the budget year.
3.10. QUALIFICATIONS OF PROPOSERS
SMUD expressly reserves the right to reject any proposal if it determines that the business and
technical organization, equipment, financial and other resources, or experience of the Proposer,
compared to the work proposed justifies such rejection.
3.11. PROPOSAL PREPARATION COSTS
The costs of developing proposals are entirely the responsibility of the Proposer and shall not be
charged in any manner to SMUD.
3.12. ALTERNATE PROPOSALS
Intentionally left blank.
3.13. CONFLICTS
If conflicts exist between the contract and the other elements of this Request for Proposal, the
contract prevails. If conflict exists within the contract itself, the Terms and Conditions govern,
followed by Scope of Services. If conflict exists between the contract and applicable Federal or
State law, rule, regulation, order, or code; the law, rule, regulation, order, or code shall control.
Varying levels of control between the Terms and Conditions, drawings and documents, laws,
rules, regulations, orders, or codes are not deemed conflicts, and the most stringent
requirement(s) shall control.
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3.14. BID SCHEDULE
The Proposer shall be reimbursed for work performed under the contract in accordance with the
items described in the Bid Schedule section of this Request for Proposal.
3.15. MANNER AND TIME OF PAYMENT
Billing shall be submitted in accordance with the above referenced provision of the Sample
Contract section of this Request For Proposal. Proposer will also be required to submit
(concurrently) a project status report describing the current status of each task, an updated
schedule, and major project issues.
3.16. SUBCONTRACTORS
The Proposers must describe in their proposals the areas that they anticipate subcontracting to
specialty firms. Identify the firms and describe how Proposer will manage these subcontracts.
The firms shall be listed on the Designation of Prime, Subcontractors, and Suppliers form, which
is included in the Proposal forms section of this Request For Proposal.
Contractor to pay subcontractors in a timely manner.
Nothing contained in the Contract shall create any contractual relation between any
subcontractor and SMUD.
3.17. FRANCHISE TAX FORM 590
The Proposer to whom the contract award is made shall furnish SMUD with a completed State of
California Franchise Tax Form 590. A blank Form 590 will be provided with the contract
documents.
3.18. NOTICE RELATED TO PROPRIETARY/CONFIDENTIAL DATA
Proposers are advised that the California Public Records Act (the “Act”, Government Code §§
6250 et seq.) provides that any person may inspect or be provided a copy of any identifiable
public record or document that is not exempted from disclosure by the express provisions of the
Act. Each Proposer shall clearly identify any information within its submission that it intends to
ask SMUD to withhold as exempt under the Act. Any information contained in a Proposer’s
submission which the Proposer believes qualifies for exemption from public disclosure as
"proprietary” or “confidential” must be identified as such at the time of first submission of the
Proposer’s response to this RFP. A failure to identify information contained in a Proposer’s
submission to this RFP as "proprietary” or “confidential” shall constitute a waiver of Proposer’s
right to object to the release of such information upon request under the Act. SMUD favors full
and open disclosure of all such records. SMUD will not expend public funds defending claims
for access to, inspection of, or to be provided copies of any such records.
Along with each Proposer’s response to this RFP, each Proposer is required to submit a signed
indemnity agreement, included with its response to this RFP, whereby Proposer shall agree to
indemnify and defend SMUD on terms stated therein against all claims or actions brought
against it to seek access to or compel disclosure of any records or documents in SMUD’s
possession which were submitted to SMUD by any Proposer pursuant to this RFP. The Public
Record Indemnity Agreement each Proposer will be required to sign and submit along with its
response to this RFP is included in the “Proposal Requirements” section of this RFP.
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3.19. CONTRACT
SMUD’s standard contract is included in the Sample Contract section of this Request for
Proposal. SMUD may reject proposals that contain exceptions to the Terms and Conditions
included in the sample contract.
3.20. SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED) PROGRAM
3.20.1 POLICY STATEMENT
The Sacramento Municipal Utility District (SMUD) is committed to achieving full and equal
contracting opportunity for ratepayers doing business with SMUD. SMUD recognizes the
economic benefit provided by its contracting activity and has adopted this policy to promote the
economic development of its ratepayer businesses. This program will provide direct economic
benefit to SMUD’s customer-owners, and will complement other SMUD economic development
programs.
3.20.2 REQUIREMENTS AND PROGRAM ELEMENTS
A description of SMUD’s Supplier Education & Economic Development Program is included in
this Request for Proposal. Proposers must comply with all the requirements specified in the
program description and complete the form titled, “Designation of Prime Contractor,
Subcontractors, and Suppliers”.
3.21. ENVIRONMENTAL PROCUREMENT
SMUD has adopted an Environmental Protection Policy in which it commits to environmental
stewardship, the conservation of natural resources, reductions in the use of hazardous substances,
reductions in mobile sources of NOx emissions, and recycling and responsible disposal. SMUD
will promote environmental procurement practices that will minimize environmental impacts,
conserve natural resources, and reward environmentally conscious manufacturers and
contractors, while remaining fiscally responsive. To further its policy SMUD will favor
environmentally preferable procurements when price, quality, and availability are equal. To this
end, SMUD will endeavor to reward environmentally conscious manufacturers, suppliers, and
contractors with contracting opportunities that address these policy goals in addition to providing
SMUD and its customer-owners fiscally responsible procurement options.
3.22. SAFETY PROGRAM
All Proposers shall execute and submit with their Proposal the form titled, “Safety Compliance
Certificate”. Submittal of this completed form will certify that the Proposer has:
3.22.1 An effective Injury and Illness Prevention Program, which meets the requirements of all
applicable laws and regulations, including but not limited to, California Labor Code
Section 6401.7;
3.22.2 Proposer agrees that it is fully responsible for the acts and omissions of its subcontractors
and all persons either directly or indirectly employed by Proposer.
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Such certification shall be made by the person with the authority and responsibility for
implementing and administering Proposer's Injury and Illness Prevention Program.
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4. SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED)
PROGRAM
4.1. INTRODUCTION
The Sacramento Municipal Utility District (SMUD) is committed to achieving full and equal
contracting opportunity for ratepayers doing business with SMUD. SMUD recognizes the
economic benefit provided by its contracting activity and has adopted this policy to promote the
economic development of its ratepayer businesses. This program will provide direct economic
benefit to SMUD’s customer-owners, and will complement other SMUD economic development
programs.
4.2. OVERVIEW
SMUD’s SEED Program creates contracting opportunities for local small businesses. To
qualify, a business must be certified as a Small Business or Microbusiness by the state
Department of General Services (DGS) and must be a SMUD ratepayer for the past six months at
the DGS certification address of record. Additional features are described below.
4.3. PROGRAM GOALS AND INCENTIVES
SMUD promotes a goal of 20% SEED participation in SMUD contracts. To achieve this,
SMUD has established the following program incentives:
4.3.1 SEED Price Advantage- SEED qualified bidders will receive a price advantage which is
5% of the lowest responsible bid as determined by SMUD. This amount will be
subtracted from all SEED qualified bids for evaluation purposes. The maximum SEED
price advantage is $250,000, which is 5% of a bid of $5 Million.
4.3.2 RFP SEED Evaluation Points- Request for Proposal (RFP) solicitations are evaluated
using published criteria and are evaluated on a 100-point scale. Ten evaluation points
are awarded to SEED qualified prime Proposers. Non- SEED prime Proposers may earn
up to 10 evaluation points for proposing 20% or more SEED subcontracting. Proposals
with less than 20% SEED subcontracting will be awarded a pro-rata share of these points
for the percentage of proposed SEED subcontracting.
4.3.3 SEED Subcontracting- Non- SEED bidders may participate in the SEED program by
subcontracting with SEED vendors. SMUD currently promotes a goal of 20% SEED
subcontracting.
Need help locating a SEED Subcontractor?
Go to www.smud.org/SEED.
4.3.4 Non- SEED bidders proposing less than 20% SEED subcontracting will receive a price
advantage of 5% of the total value of all its SEED subcontracting bids. This advantage is
capped at $250,000 but will not exceed the calculated price advantage available to SEED
primes if it is less.
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4.3.5 Non-SEED bidders proposing 20% SEED subcontracting or more will receive the full-
calculated price advantage available to SEED prime bidders.
4.3.6 To receive SEED subcontracting credit, non-SEED bidders and Proposers must submit
SMUD’s “Designation of Prime, Subcontractors, and Suppliers Form” (see forms in
Section 3) and must list the SEED subcontractors they propose to utilize. In addition,
prime bidders and Proposers are responsible for completing a SEED Program Small
Business Declaration form for each SEED-qualified vendor listed.
4.3.7 “Subcontractor” refers to firms named in a proposal and listed on the “Designation of
Prime, Subcontractors, and Suppliers Form”, who will perform specific tasks of the
contracted work. For SMUD construction contracts the definition of Subcontractor as
prescribed by the Public Contract Code shall apply. For all other SMUD contracts, a
Subcontractor is defined as an individual or firm providing supplies or services to the
Proposer, which are specific to a SMUD solicitation, and provided under a separate
contract agreement with the Proposer and having no employment relationship with the
Proposer. As such, payments made by the Proposer to subcontractor individuals must not
be subject to payroll withholding taxes. SEED subcontractors must fulfill a commercially
useful function. Business arrangements where SEED subcontractors do not add
substantial, identifiable value to the deliverable product or service are not acceptable.
4.3.8 In consideration of the price and evaluation points provided for SEED subcontracting, the
Proposer, upon contract award, will be legally obligated to subcontract with all firms
listed on the “Designation of Prime, Subcontractors, and Suppliers” form in the proposal.
SMUD, at its option, will monitor the utilization of subcontractors as declared by the
prime contractor in its proposal.
4.3.9 Substitution of any subcontractor requires prior written approval from SMUD. If the
winning bidder or Proposer received SEED subcontractor price advantage(s) or
evaluation points, SMUD, at its option, may require the Proposer to replace the rejected
SEED subcontractor with another qualified SEED subcontractor.
4.4. SEED PROGRAM QUALIFICATION
Vendors must meet both of the following qualifications to participate in the SEED Program:
4.4.1 Certification- the California Department of General Services (DGS), Office of Small
Business and DVBE certification must certify the vendor as a Small Business or
Microbusiness. This is the only certification accepted by SMUD. Vendors must be
certified by the bid-opening date (IFBs) or proposal due date (RFPs) as applicable, to
qualify for the SEED Program.
4.4.2 Ratepayer Qualification- the vendor must qualify as a SMUD ratepayer for the preceding
6 months prior to the bid or proposal due date. The physical address of the business as
recorded by the Department of General Services in its Small Business Certification must
be located in SMUD territory. If the address shown on the Small Business certificate is a
post office box, a mailbox at a private mailbox business, or a leased facility, the vendor
must be able to demonstrate, to SMUD’s satisfaction, that the vendor is also a SMUD
ratepayer.
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4.5. CONTRACT COMPLIANCE
SMUD may conduct post-award monitoring of any contract, which includes SEED participation.
Contractors are required to maintain certified payroll reports by the contractor and all
subcontractors, regardless of contract amount. SMUD may require the contractor to provide
other related documentation to verify SEED participation equal to or greater than the
participation levels stated at the time of award.
4.6. FALSIFICATION OF INFORMATION
Falsification of information on the forms required by this solicitation may cause SMUD to cancel
any existing contracts with the Proposer/vendor and may disqualify the vendor from contracting
with SMUD in the future.
A firm claiming SEED/ratepayer status under false pretenses will be disqualified from doing
business with SMUD for a period of not less than one year and not more than five years unless
SMUD's CEO & General Manager determines that the offending firm should be permanently
barred from bidding on a SMUD contract. False pretenses include designating SEED
subcontractors for scopes of work that they will not fully perform, using SEED firms as a
“pass-through” to inflate actual participation, or any other action that subverts SMUD’s intended
benefits to SEED participation. SMUD may seek all legal remedies available under the law
against such Proposers.
4.7. ADDITIONAL INFORMATION
SMUD’s Supplier Diversity Unit is responsible for the administration of the SEED Program.
The Supplier Diversity Unit is available during regular SMUD business hours, to provide all
SEED Program participants with additional information resources to encourage participation in
the SEED Program. The Supplier Diversity Unit can be contacted by telephone at (916) 732-
5984. In addition, SMUD publishes current procurement opportunities and program information
on its Internet website at www.bids.SMUD.org.
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5. PROPOSAL EVALUATION CRITERIA
PROPOSAL EVALUATION CRITERIA: The proposals submitted in response to this
Request for Proposals shall be evaluated for award based on the following criteria and weighting.
If applicable the price will be adjusted for evaluation purposes in accordance with the SEED
Program price advantages described in Section 4 of this document.
Item Criteria Description Weighting
1. Mandatory Requirements* Pass/Fail
2. SEED Program Evaluation Points 10%
3. Functional and Technical Qualifications 50%
4. Commercial Terms (Price)** and Compliance with SMUD
Contractual Terms** 40%
Total 100%
NOTE: Proposers not obtaining a combined MINIMUM Score of 38 of 60 points from
Section 3 as listed above will be considered non-responsive, and not move on to commercial
evaluation.
* Proposal must achieve a passing score on Evaluation Criteria 1 above to be declared
responsive.
** More weight has been given to the management and technical ability of the Proposer than
on price. In the event it is evident that the prices proposed are unbalanced as to items
charged or are otherwise determined by SMUD to be unfair or unreasonable, SMUD
reserves the right to reject the proposal and award to the Proposer who otherwise meets
the requirements of this Request for Proposal.
*** Non-compliance may result in SMUD’s rejection of a Proposer’s proposal.
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6. PROPOSAL REQUIREMENTS
To facilitate SMUD’s proposal review process, it is required that each proposal contain all of the
information within this section and is organized in the sequence that the items appear in this section.
Proposer shall submit:
one (1) complete copy of the proposal in hard copy
one (1) complete copy of the proposal in electronic (USB format) format
one (1) copy of Section 6.8 only, including all submission requirements for this Section in
electronic (USB) format.
In addition, Proposer shall submit:
Two (2) hard copies of Section 6.8, Detailed Proposal including all submission
requirements for this Section.
Proposals shall be printed one-sided on an 8-1/2 x 11” sized paper and be easily removable from any
binding – e.g. no glued or spiral binding.
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6.1. PROPOSAL AGREEMENT NO. 180071.PD
PROPOSAL AGREEMENT: In compliance with Request for Proposal No. 180071.PD,
SuccessFactors System Integrator, the undersigned hereby proposes and agrees to provide the
services described, at the rates and dollar limits defined in the Proposal Rate Schedule attached
hereto.
It is understood that this proposal constitutes a firm offer that cannot be withdrawn for ninety
(90) calendar days after the submission date for the proposals.
The undersigned certifies that he/she has examined and is familiar with the content of this
Request for Proposal; also that he/she has checked all the figures shown in the proposed Rate
Schedule and other attachments hereto and understands that the Sacramento Municipal Utility
District will not be responsible for any errors or omissions on Contractor's part in preparing this
proposal.
The undersigned further agrees, if awarded the contract, that he/she will commence the work
within the time set forth and will perform the work in accordance with the contract documents
attached to this Request for Proposal.
Attached hereto and made a part thereof by this reference are proposal forms pages 6-3 through
6-9, the Detailed Proposal and the Bid Schedule.
PROPOSER :
Company:
Street Address:
City: State: Zip:
Signed:
Print Name:
Title:
Telephone: Fax:
Email: Date:
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6.2. SAFETY COMPLIANCE CERTIFICATE
I, the undersigned,
(Print Company Representative Name)
of
(Print Company Representative Title)
hereby certify the
(Print Company Name)
information contained herein and that undersigned is duly authorized to certify that:
A. Contractor has an effective Injury and Illness Prevention Program which meets the
requirements of all applicable laws and regulations, including, but not limited to, California
Labor Code Section 6401.7. (This section does not apply if Contractor does not perform any
work under this agreement within the State of California.) and
http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=6401.7&law
Code=LAB
B. Contractor agrees that it is fully responsible for the acts and omissions of its subcontractors
and all persons either directly or indirectly employed by Contractor.
C. The above-named person has the authority and responsibility for implementing and
administering Contractor’s Injury and Illness Prevention Program.
IN WITNESS WHEREOF, the undersigned has executed this Safety Compliance Certificate
under the penalty of perjury of the laws of the State of California on:
Signed:
Print Name:
Date:
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6.3. NONCOLLUSION STATEMENT
TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL
I, am the
(Print Company Representative Name)
of
(Print Company Representative Title)
the party making the
(Print Company Name)
foregoing bid, that the bid is not made in the interest of, or on behalf of, any undisclosed person,
partnership, company, association, organization, or corporation; that the bid is genuine and not
collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder
to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or
agreed with any Bidder or anyone else to put in a sham bid, or that anyone shall refrain from
bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement,
communication, or conference with anyone to fix the bid price of the Bidder or any other Bidder, or
to fix any overhead, profit, or cost element of the bid price, or of that of any other Bidder, 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 bid are true; and, further, that the Bidder has
not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents
thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any
corporation, partnership, company association, organization, bid depository, or to any member or
agent thereof to effectuate a collusive or sham bid.
Signed:
Print Name:
Title:
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6.4. PUBLIC RECORD INDEMNITY AGREEMENT
(“Proposer”) shall indemnify, defend and hold SMUD, (Print Company Name)
its directors, officers, agents, and employees (collectively, “Indemnitees”) harmless against all
claims or causes of action brought against Indemnitees seeking to cause the release or disclosure
of Proposer’s Proposal and related materials submitted to Indemnitees in response to SMUD
Request For Proposal No. 180071.PD, SuccessFactors System Integrator.
In the event Proposer fails or refuses to indemnify or defend Indemnitees upon a timely request
as provided hereunder, Proposer shall unconditionally waive all claims against, completely
release and forever discharge Indemnitees from any and all claims, damage, loss, expense and
liability Proposer may incur arising from or in any way connected to Indemnitees release of
Proposer’s Proposal and materials related thereto.
It is agreed that in the event of any litigation arising hereunder, the Proposer at the request of
SMUD shall submit to the jurisdiction of any court of competent jurisdiction within the State of
California and will comply with all requirements necessary to give such Court jurisdiction, and
that all matters arising hereunder shall be determined in accordance with the law and practice of
such court. It is further agreed that service of process in any such litigation may be made in the
manner provided for in Section 415.40 of the California Code of Civil Procedure or in any other
manner provided for in said code for service upon a person outside the State of California.
ACCEPTED FOR PROPOSER
Company:
Signed:
Print Name:
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6.5. PROMPT PAYMENT PROGRAM
SMUD has a prompt payment program for small businesses which are certified by the State
Department of General Services.
Under the program, SMUD will guarantee payment of invoices within 20 calendar days from the
date of inspection and acceptance by SMUD or the date correct invoices are received, whichever
is later.
If SMUD fails to meet the 20 calendar days payment guarantee, the small business will be paid
interest on the unpaid invoice at prime plus 2% APR. Late interest payments, if applicable, will
be made without an additional invoice from the small business.
To participate in this program, please indicate “prompt payment” below and provide evidence of
certification with your bid.
Bidder is eligible for, and is requesting, a prompt payment program:
YES NO
PROPOSER:
Company:
Signed:
Print Name:
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6.6. SEED PROGRAM SMALL BUSINESS DECLARATION
Complete this form to apply for SEED Program consideration. To qualify for the SEED
Program, a firm must have a current Certification ID as a Small Business from the California
Department of General Services. In addition, the firm must qualify as a SMUD ratepayer for the
preceding six months by receiving SMUD electric service at the principal office* listed by the
Department of General Services. If your firm or one of your proposed subcontractors qualifies
under these criteria, SMUD will validate all submitted information and determine the proposing
firm’s SEED Program qualification.
To expedite the verification process:
1) Submit a copy of the most recent SMUD statement for the principal office shown on your
DGS Small Business application
OR
2) If the firm leases its principal space from a property management company or a
landlord and the SMUD utilities are included in the lease, please initial in the blank space
provided above and attach a copy of the current lease showing the dates of occupancy,
principal office of property and signatures of both parties
AND
Provide the DGS Small Business Certification ID in the space provided below.
Proposed SEED firm:
Contact Name:
Title:
Phone Number:
DGS Small Business Certification ID
I hereby certify that this firm qualifies for the SEED Program as defined above. This firm has
been certified as a Small Business by the California Department of General Services.
I hereby swear that I am duly authorized to legally act on behalf of the above named company.
Signed:
Print Name:
Title:
Date:
If you or one of your proposed subcontractors is not certified by DGS and would like to become
certified for future contracting opportunities, please refer to www.smud.org/SEED or contact
SMUD Supplier Diversity at (916) 732-5984 or email [email protected] .
*Principal office means where the business is headquartered and conducts the management and operations of the
business.
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6.7. DESIGNATION OF PRIME CONTRACTOR, SUBCONTRACTORS AND
SUPPLIERS
(TO BE COMPLETED BY ALL BIDDERS/PROPOSERS)
The following are the names and business locations of the prime contractor and all subcontractors who will perform work or labor or
render service to the Proposer in or about the work, or who will specially fabricate and install a portion of the work or improvement
according to detailed drawings contained in the plans and specifications (as applicable) together with a statement of the portion of the
work to be done by each subcontractor.
SEED Program - The Proposer may only count toward its SEED Program subcontracting credit those expenditures to subcontractors
or contractors under a subcontractor that perform a commercially useful function. In addition, each contractor or subcontractor
claiming SEED Program qualification shall complete the SEED PROGRAM SMALL BUSINESS DECLARATION.
Firm
(Name and Address)
Work,
Material or
Service
(Provide Brief
Description)
Supplier
Diversity/SEED
Program Status
Percent
(%)
(Of Total
Proposal
Price)
Dollar
Amount (Of This Firm's
Work, Material
or Service)
1. PROPOSER/PRIME CONTRACTOR
Name Address City, State, Zip Primary Contact
Phone #
SEED
Qualified
Yes No
___ %
of Total
Proposal
$_________
Amount of
Total
Proposal
2. SUBCONTRACTOR
Name Address City, State, Zip Primary Contact
Phone #
SEED
Qualified
Yes No
___ %
of Total
Proposal
$_________
Amount of
Total
Proposal
3. SUBCONTRACTOR
Name Address City, State, Zip Primary Contact
Phone #
SEED
Qualified
Yes No
___ %
of Total
Proposal
$_________
Amount of
Total
Proposal
4. SUBCONTRACTOR
Name Address City, State, Zip Primary Contact
Phone #
SEED
Qualified
Yes No
___ %
of Total
Proposal
$_________
Amount of
Total
Proposal
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DESIGNATION OF PRIME CONTRACTOR, SUBCONTRACTORS, AND SUPPLIERS (Continuation Page ; may be duplicated as needed)
SUBCONTRACTOR
Name
Address
City, State, Zip
Primary Contact
Phone #
SEED
Qualified
Yes No
___ %
of Total
Proposal
$_________
Amount of
Total
Proposal
SUBCONTRACTOR
Name
Address
City, State, Zip
Primary Contact
Phone #
SEED
Qualified
Yes No
___ %
of Total
Proposal
$_________
Amount of
Total
Proposal
SUBCONTRACTOR
Name
Address
City, State, Zip
Primary Contact
Phone #
SEED
Qualified
Yes No
___ %
of Total
Proposal
$_________
Amount of
Total
Proposal
SUBCONTRACTOR
Name
Address
City, State, Zip
Primary Contact
Phone #
SEED
Qualified
Yes No
___ %
of Total
Proposal
$_________
Amount of
Total
Proposal
SUBCONTRACTOR
Name
Address
City, State, Zip
Primary Contact
Phone #
SEED
Qualified
Yes No
___ %
of Total
Proposal
$_________
Amount of
Total
Proposal
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6.8. DETAILED PROPOSAL
6.8.1 Evaluation Criteria 1 Pass/Fail Requirements
The items in this section will be evaluated on a Pass/Fail basis. Only those proposals meeting all
of the mandatory requirements will be considered. If it is determined that one or more of the
following mandatory requirements are not met, the successful contractor will fail this section and
the proposal will be considered non-responsive.
1. SI must have implemented SAP SuccessFactors modules for Employee Central,
Onboarding and Recruiting business process and functions with a minimum of three (3)
customers using SAP HCM for each module.
2. SI must have experience integrating HCM on premise with Employee Central as a Hybrid
deployment using SAP Cloud platform integrating services, (HCI) with a minimum of two
(2) customers.
3. The SI must hold a current PartnerEdge status with SAP.
4. The certifications listed below must be represented on the implementation team:
SAP Certified Application Associate - SAP SuccessFactors Full Cloud/Core Hybrid
SAP Certified Application Professional SuccessFactors Employee Central
SAP Certified Application Professional SuccessFactors Recruiting Management
SAP Certified Application Professional SuccessFactors Onboarding
The SI shall include copies of their certification status as part of their response to this RFP.
Proposers who do not meet this certification criterion will be eliminated from consideration.
Response:
Sign below as acknowledgement of your ability to meet all mandatory requirements.
_______________________________ _____________________________
Company Name Date
_______________________________ _____________________________
Print Name Signature
6.8.2 Evaluation Criteria 2 SEED Program Evaluation Points
Ten evaluation points will be awarded to SEED qualified prime Proposers. Non-SEED prime
Proposers will receive up to ten evaluation points on a pro-rata basis for proposing at least 20%
subcontracting which utilizes SEED subcontractors. Details are in the Supplier Education &
Economic Development section of this document.
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If submitting a proposal with SEED subcontracting participation, Proposer shall describe in
detail the SEED subcontractor’s scope of services. The Proposer shall further provide the % and
the total amount of the SEED participation in the Prime Contractor, Subcontractor and Suppliers
Form. Proposer who is awarded the contract shall provide SMUD with the SEED subcontractor
actual spend via quarterly reporting of subcontractor invoices and payment documentation.
6.8.3 Evaluation Criteria 3 Functional and Technical Qualifications
This Section must demonstrate that your organization has the experience and capability to
provide the required software and services. Please provide:
A. Experience. A statement describing the origin, background, and size of your company along
with a project organization chart outlining key project staff. Please include expertise in the area
covered by this RFP, any previous electric utility and public agency experience. If your
company has acquired, or been acquired by a parent company, in the past 24 months, please
explain the nature of the acquisition.
Response:
B. SAP SuccessFactor Implementations. Describe your role and technical expertise in
implementing SF Employee Central, in a Core Hybrid Approach with HCI including number of
implementations. Describe how many were customized vs. standard out of box implementation?
Response:
C. SAP SuccessFactor Implementations. Describe your role and technical expertise in
implementing SF Recruiting and Onboarding, including number of implementations. Describe
how many were customized vs. standard out of the box implementations.
Response:
D. How do you define Innovation? What does your company do to keep ahead of
SuccessFactors applications and industry trends?
Response:
E. Describe in detail how you integrated SuccessFactors with an Idm solution like SailPoint IIQ,
for Life Cycle Management of Users and Roles.
Response:
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F. SMUD Project Team. Describe the number of SMUD labor resources by skillset that will be
necessary to implement your solution. Explain the duration each resource will be needed. You
may attach your response as a separate document.
Response:
G. SI Project Team. Describe the number of SMUD labor resources by skillset that will be
necessary to implement your solution. Explain the duration each resource will be needed.
Provide resumes for each resource, including certifications, and specific SuccessFactor
Experience. You may attach your response as a separate document. Please exclude price
information.
Response:
H. References. A minimum of three (3) client references who will individually or collectively
validate your ability to meet SMUD’s requirements in implementing SuccessFactors Employee
Central Core Hybrid, Recruiting, and Onboarding, ideally implementing all 3 modules for each
client.
Proposers are responsible for ensuring the accuracy of the information provided. SMUD may
consider a proposal non-responsive and disqualify the Proposer if SMUD is unable to reach a
listed reference due to inaccurate or incomplete information. SMUD representatives may contact
each reference for clarification and validation purposes.
References must be willing to discuss your software and services with SMUD staff during the
evaluation process. For each reference, include the company name, contact name, title, phone
number, email, and date of implementation.
Reference 1 Reference 2 Reference 3
Company
Contact Name
Title
Phone Number
Date of
implementation
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I. Project Schedule. Provide a schedule and narrative description explaining how you will
organize by skillset and perform the services outlined in the Scope of Work section of this RFP.
Please identify work phases, milestones and any unique tools or templates utilized. You may
provide your response as a separate attachment.
Response:
J. Scope of Work Changes. Describe your approach to scope changes during the project.
Please discuss contract administration, the change approval process, version management,
testing, scheduling, and implementation.
Response:
K. Training and Knowledge Transfer. Describe your approach to training and knowledge
transfer during the project. Discuss training objectives, plan for assessing training need for
different audiences, proposed strategy to address training needs that include medium and low
cost options and a list of off the shelf self-help tools and materials that can be purchased
among other aspects of this process.
Response:
L. Project Management Methodology and Approach. Describe your recommended Project
Management Methodology and Deployment Approach and why you believe this will be the
most expedient and budget friendly approach.
Response:
6.8.4 Evaluation Criteria 4 Commercial Terms (Price) and Compliance with SMUD's
Contractual Terms
A. This section includes the cost information contained in the Bid Schedule section of this
Request for Proposal.
B. The Proposer shall note all exceptions taken to this Request for Proposal including the
contract terms and conditions of the contract included in the Sample Contract section of this
Request for Proposal. SMUD reserves the right to reject any proposal based on
noncompliance with the attached contract terms and conditions.
Response:
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6.9. BID SCHEDULE
RFP No. 180071.PD
In accordance with this Request for Proposal, the Proposer agrees to provide the services
described in the Scope of Services, at the rates shown in this Schedule.
Pricing Assumptions:
Payment will be made upon SMUD acceptance of the completed integration.
All pricing to include travel and expenses.
ITEM
NO.
DESCRIPTION QTY. UNIT UNIT
PRICE
TOTAL
AMOUNT
1. Fixed fee for Implementation Services
(As defined in Section 2.7, Scope of
Services) 1.
1 Lump
Sum
$ $
2. Training (As defined in Section 2.8.6
Training and Knowledge Transfer) 2.
1 Lump
Sum
$ $
3. Change Management (As defined in
Section 2.8.1 Organizational Change
Management) 3
1 Lump
Sum
$ $
4. Other costs required for proposed
solution, but not captured in items 1-2
above.4.
1 Lump
Sum
$ $
5. TOTAL OF LINES 1-4
N/A N/A N/A $
Note: SMUD’s evaluations for award will include SEED Price Advantage calculations.
1.
Provide a breakdown of effort hours, hourly rates and resource loading associated with Line
Item 1. You may include the breakdown as a separate attachment.
Response:
2.
Provide a breakdown of effort hours, hourly rates and resource loading associated with Line
Item 2. You may include the breakdown as a separate attachment.
Response:
3. Provide a breakdown of effort hours, hourly rates and resource loading associated with Line
Item 3. You may include the breakdown as a separate attachment.
Response:
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4. Provide detail below for any items included in Line 4. You may provide details as a
separate attachment.
Response:
ADDITIONAL ITEMS. These items will not be included in the commercial evaluation.
1. For future professional services outside of the initial implementation requirements, please
provide your rate card and your discount off of the rate card that you are proposing for
SMUD. Rates are exclusive of travel and expenses. Include rate card as a separate
attachment.
DESCRIPTION UNIT PRICE
Future professional services as-needed for system
modifications, customization, training, etc., at any
point during the contract term.
Hourly Rates
Percentage off of list
%
2. It may be determined that additional months of post-production support would be required
(as opposed to the final months of onsite/remote support). Please provide the price per
additional month of support.
3. Provide a list of options and costs for items/best practices not listed in the RFP.
What would the optional cost be for integration with EDM (Documentum)?
Response:
Item
No.
DESCRIPTION QTY. UNIT UNIT
PRICE
TOTAL
AMOUNT
1. 1-month onsite support
(Available Monday – Friday,
8a.m. – 5p.m.; Inclusive of
travel and expenses)
1 Month $ $
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Rates for Travel & Other Expenses
A. SMUD approved travel away from Contractor’s office shall be reimbursed at cost based on
actual receipts for air travel, car rental/taxis, and hotels. SMUD shall also pay the U. S.
General Services Administration per diem rate for the Sacramento Area to cover all meals
and daily incidental expenses.
http://www.defensetravel.dod.mil/site/perdiem.cfm
A. Mileage in Contractor’s company car or personal vehicle shall be reimbursed at a rate not to
exceed IRS Published Standard mileage rates.
http://www.irs.gov
C. Material cost shall be reimbursed at cost without markup
D. Other direct and special costs, as approved in advance by SMUD, e.g. film, reproduction,
telephone, computer usage, etc., shall be reimbursed at cost.
In case of discrepancy between the words and numbers of the bid price, the words shall govern.
In case of discrepancy between the unit prices bid and the extensions thereon, the unit prices
shall govern. In case of an error in the addition of the total bid amount for all bid items the
corrected total shall govern.
The rates proposed above shall remain fixed for the duration of the contract unless otherwise
approved in writing by SMUD.
PROPOSER:
Company:
Street Address:
City: State: Zip:
Signed:
Print Name:
Title:
Telephone: Fax:
Email: Date:
SACRAMENTO MUNICIPAL UTILITY DISTRICT RFP NO. 180071.PD
RFP 180071.PD.post.docx RFP Service.dotm 7-1
7. SAMPLE CONTRACT
Note: The Sample Contract is attached as a separate document.