ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM 1 of 44 request for proposals proposal number: 14-15-07...

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REQUEST FOR PROPOSALS

PROPOSAL NUMBER: 14-15-07

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM

Return Sealed Proposals to: SAN JUAN COUNTY Central Purchasing Office 213 S. Oliver Drive Aztec, NM 87410 Attn: Diana Baker Procurement Manager Phone: 505-334-4551 Fax: 505-334-4561 E-Mail: [email protected]

CLOSING DATE: March 17, 2015 TIME: 5:00 p.m. MST

PRE-PROPOSAL LOCATION: 100 South Oliver Dr. CONFERENCE: February 18, 2015 Aztec, NM 87410 TIME: 10:00 a.m. MST

Proposal of Offerors Form must be completed in full and returned with the Proposal Offer. This proposal is subject to the Terms and Conditions shown on the following pages and any/all

additional instructions. Do not return the Request For Proposal (RFP) in case of

"No Response".

Proposal must be received in the County’s Central Purchasing Office by the Proposal Closing Date

and Local Time as indicated above. Any proposal received after the specified time and/or date will not be accepted and will be returned to the sender unopened. Faxed Proposals will not be accepted.

Submit Proposal Offer in an opaque, sealed envelope. Identify the envelope with Project Name, Proposal Number, Proposal Closing Date, and Offeror Name. Submit the Proposal Offer in accordance with the Request for Proposal.

Failure to complete the proposal documents in accordance with all instructions provided is cause for this office to reject the proposal. THE PROCUREMENT CODE SECTIONS 13-1-28 THROUGH 13-1-99 NMSA 1978, IMPOSES CIVIL AND CRIMINAL PENALTIES FOR ITS VIOLATION. IN ADDITION, THE NEW MEXICO CRIMINAL STATUTES IMPOSE FELONY PENALTIES FOR BRIBES, GRATUITIES AND KICKBACKS.

mailto:[email protected]

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ACKNOWLEDGEMENT OF RECEIPT FORM

PROPOSAL NO.: 14-15-07

Enterprise Resource Planning (ERP) System 44 PAGES NOTE: ONLY POTENTIAL OFFERORS WHO COMPLETE AND RETURN THIS FORM WILL RECEIVE COPIES OF ADDENDUMS, IF ISSUED. PROPOSAL INFORMATION: In acknowledgement of receipt of the above referenced Proposal Packet, the undersigned agrees that he/she has received a complete copy. ______________________________________________________________________ OFFEROR NAME ______________________________________________________________________ SIGNATURE OF AUTHORIZED REPRESENTATIVE ______________________________________________________________________ PRINTED NAME OF AUTHORIZED REPRESENTATIVE ADDRESS: ____________________________________________________________ CITY: ______________________ STATE: _____ ZIP CODE: _______________ PHONE NO.: _____________________ FAX NO.: ______________________ E-MAIL: _______________________________________________________________

RETURN TO: Jaime Jones

Contract Analyst SAN JUAN COUNTY

213 South Oliver Aztec, NM 87410

(505) 334-4548 FAX (505) 334-4561 [email protected]

Faxed copies of the Acknowledgement of Receipt form will be

accepted. Faxed Proposal responses will not be accepted.

mailto:[email protected]

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Table of Contents

SECTION A: RFP INTRODUCTION ............................................................................ 5 A.1 Purpose of the RFP ...................................................................................................................................... 5 A.2 About the County ......................................................................................................................................... 5 A.3 Project Background ..................................................................................................................................... 5 A.4 Project Goals................................................................................................................................................. 6 A.5 Notice to Proposers ...................................................................................................................................... 6 A.6 Conditions ..................................................................................................................................................... 6 A.7 County’s Rights Reserved ........................................................................................................................... 7 A.8 Communication Regarding this RFP ......................................................................................................... 7 A.9 Inquiries and Requests for Clarification .................................................................................................... 7 A.10 Pre-Proposal Conference ........................................................................................................................... 8 A.11 Procurement Schedule ............................................................................................................................... 8 A.12 Evaluation Criteria .................................................................................................................................... 9 A.13 Proposal Submission Instructions ........................................................................................................... 11 A.14 Organization of Proposal ......................................................................................................................... 12 A.15 Format of Electronic Submission ............................................................................................................ 12

SECTION B: DETAILED SUBMITTAL REQUIREMENTS ....................................... 13 B.1 Executive Summary and Introductory Materials .................................................................................... 13 B.2 Scope of Services ......................................................................................................................................... 13 B.3 Functional Requirements ........................................................................................................................... 14 B.4 Implementation Plan .................................................................................................................................. 15 B.5 Workflow ..................................................................................................................................................... 16 B.6 Reporting Requirements ............................................................................................................................ 16 B.7 Ongoing Support and Hosting Services .................................................................................................... 17 B.8 Exceptions to the RFP ................................................................................................................................ 17 B.9 Sample Documents ..................................................................................................................................... 18 B.10 Price Proposal ........................................................................................................................................... 18

SECTION C: SCOPE OF THE PROJECT .................................................................. 19 C.1 Project Scope - Software ............................................................................................................................ 19 C.2 Project Scope – Implementation Services ................................................................................................ 19 C.3 Project Scope – Organization Scope ......................................................................................................... 19 C.4 Project Scope – Implementation Deliverables ......................................................................................... 20 C.5 Project Scope - Hosting Services and/or Software as a Service .............................................................. 20 C.6 Project Schedule ......................................................................................................................................... 20 C.7 Project Staffing ........................................................................................................................................... 21 C.8 Statement of Work ..................................................................................................................................... 21 C.9 Number of Users ......................................................................................................................................... 21 C.10 Interfaces ................................................................................................................................................... 22 C.11 Data Conversion ....................................................................................................................................... 22 C.12 Current Applications ............................................................................................................................... 22

SECTION D: CONTRACT TERMS AND CONDITIONS............................................ 24 D.1 Key Personnel ............................................................................................................................................. 24 D.2 Implied and Express Warranty................................................................................................................. 24 D.3 Express Warranty Remedy ....................................................................................................................... 24 D.4 System Acceptance ..................................................................................................................................... 24 D.5 Milestones ................................................................................................................................................... 25 D.6 Additional Users and Modules .................................................................................................................. 25 D.7 Restrictions on Growth .............................................................................................................................. 25

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D.8 Delivery of the Project Plan and Other Key Deliverables ...................................................................... 25 D.9 Indemnification .......................................................................................................................................... 25 D.10 Dispute Resolution ................................................................................................................................... 25 D.11 Non-appropriation of Funds.................................................................................................................... 26 D.12 Cost of Preparing RFP ............................................................................................................................. 26 D.13 Publication ................................................................................................................................................ 26 D.14 Legal Review ............................................................................................................................................. 26 D.15 Governing Law / Venue ........................................................................................................................... 26 D.16 Contract Documents ................................................................................................................................ 26 D.17 Contract Terms and Conditions ............................................................................................................. 26 D.18 Contract Amendments ............................................................................................................................. 27 D.19 Termination of Contract .......................................................................................................................... 27 D.20 Specifications ............................................................................................................................................ 27 D.21 Status of Offeror ....................................................................................................................................... 27 D.22 Discrimination / Equal Employment Opportunity / Civil Rights......................................................... 28 D.23 Notice ......................................................................................................................................................... 28 D.24 Taxes .......................................................................................................................................................... 28 D.25 Assignment ................................................................................................................................................ 28 D.26 Records ...................................................................................................................................................... 28 D.27 Code Laws / Regulations.......................................................................................................................... 28 D.28 Insurance ................................................................................................................................................... 28

SECTION E: ATTACHMENTS .................................................................................. 29 E.1 Attachment 1 (RFP Submittal Checklist) ................................................................................................. 29 E.2 Attachment 2 (Proposal of Offeror Form) ............................................................................................... 30 E.3 Attachment 3 (Scope of Proposal) ............................................................................................................. 31 E.4 Attachment 4 (Company Background) ..................................................................................................... 32 E.5 Attachment 5 (Reference Form) ................................................................................................................ 33 E.6 Attachment 6 (Technical Specifications) .................................................................................................. 34 E.7 Attachment 7 (Hosting, SaaS, Alternative Delivery Options) ................................................................. 36 E.8 Attachment 8 (Proposed Service Level Agreement) ................................................................................ 37 E.9 Attachment 9 (Maintenance and Support) ............................................................................................... 38 E.10 Attachment 10 (Resident Veterans Preference Certification) .............................................................. 39 E.11 Attachment 11 (Conversions) .................................................................................................................. 40 E.12 Attachment 12 (Staffing) .......................................................................................................................... 40 E.13 Attachment 13 (Functional Requirements) ............................................................................................ 40 E.14 Attachment 14 (Cost) ............................................................................................................................... 40 E.15 Attachment 15 (Workflow) ...................................................................................................................... 40 E.16 Attachment 16 (Reports) .......................................................................................................................... 40 E.17 Attachment 17 (Interface) ........................................................................................................................ 40 E.18 Attachment 18 (Campaign Contributions Disclosure Form) ................................................................ 41 E.19 Attachment 19 (Contract Terms Acknowledgement) ............................................................................ 44

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Section A: RFP Introduction

A.1 Purpose of the RFP With this Request for Proposals (RFP), San Juan County, NM (the County) desires to purchase or

otherwise acquire rights to use an Enterprise Resource Planning (ERP) System that meets the

requirements identified in this RFP. The County requires that any proposal for an ERP also include

professional services necessary to implement the system. Proposers offering hosted services or software

as a service (SaaS) systems are encouraged to propose.

A.2 About the County San Juan County, NM was incorporated in 1887 and is located in the northwest corner of the state in the

Four Corners region. The County is approximately 5,535 square miles and according to the U.S. Census

Bureau had an estimated population of 126,503 in 2013.

The County operates under the Commission, Manager (County Executive Officer) form of government.

San Juan County provides a full range of services, including fire and public safety, road maintenance and

construction, waste transfer stations, parks and facilities, adult and juvenile corrections, building permits,

addressing, subdivisions, and Section 8 housing program.

The County is the fiscal agent for two separate entities, the San Juan Water Commission and the

Communications Authority. The County processes payroll separately for the County, Election Workers,

Communications Authority, and Volunteer Firefighters, with a potential additional process for San Juan

Water Commission.

Background Statistics

Background Summary

Current Population 126,503

Operating Budget $129.6 million (includes capital)

Approximate Number of Employees 757 regular (includes San Juan Water

Commission and Communications)

230 volunteer firefighters

W-2s Issued 1,214 (2013)

Fiscal Year July 1

# of Permits 1,948 (FY 2014)

A.3 Project Background The County currently uses a variety of administrative systems for managing finance and administrative

functions. In some instances, different departments use different systems for the same process. The major

administrative and finance systems used by the County include GEMS (finance and payroll), NeoGov

(applicant tracking and on-boarding), and Kronos (time-entry) as well as various Microsoft Excel

spreadsheets (many functions), and many manual or paper-based systems. Section B.22 Current

Applications provides a list of the County’s existing systems.

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The County is currently in the process of implementing Tyler Eagle, a property appraisal and assessment

system, to replace RealWare (Assesor) and GEMS (Treasurer). The project is expected to go-live in July

2015.

A.4 Project Goals The limited installed functionality and lack of integration between systems requires that staff utilize many

shadow systems to support key business processes. With this project, the County aims to improve

business processes, gain efficiencies, simplify and standardize use of systems, and install core public

sector ERP functionality. The County’s key goals and indicators of project include the following:

Integrated system to eliminate stand-alone systems to the extent possible

Improve and update outdated technology

Improve business processes

Improve system and data integration to stand-alone systems where possible

Eliminate silo systems

Eliminate duplication on data entry

User-friendly system

Access to source data and user-friendly reporting tools

Reduce paper

Employee self-service

Vendor self-service

A.5 Notice to Proposers Failure to carefully read and understand this RFP may cause the proposal to be out of compliance,

rejected by the County, or legally obligate the proposer to more than it may realize. Information obtained

by the proposer from any officer, agent or employee of the County shall not affect the risks or obligations

assumed by the proposer or relieve the proposer from fulfilling any of the RFP conditions or any

subsequent contract conditions. Attempts by or on behalf of a prospective or existing vendor to contact or

to influence any member of the selection committee, any member of the County Commission, or any

employee of the County with regard to the acceptance of a proposal may lead to elimination of that

vendor from further consideration. Only the format described in the RFP and the attachments included

with this RFP will be accepted as compliant for the submitted proposal. Failure to completely fill out all

required attachments may result in disqualification.

A.6 Conditions A.6.1 In the event that all RFP requirements are not met with products and services provided by one

firm, proposers are encouraged to partner with another firm to submit a joint proposal. Failure to

meet all requirements will not disqualify a firm. However, the County will evaluate each

proposal to determine its overall fit in the best interests of the County.

A.6.2 In the event that multiple firms partner to submit a joint proposal, the proposal must identify one

firm as the primary contact. This primary contact will be the primary point of contact throughout

the procurement process and will be held responsible for the overall implementation of all

partners included in the joint proposal.

A.6.3 All third-party solutions proposed as part of a joint proposal are subject to the same requirements

of this RFP, unless otherwise stated.

A.6.4 Implementation pricing must be submitted on a “milestone” basis. For implementation services

under a milestone arrangement, the County compensates the vendor a fixed amount for the

completion of major milestones. Proposers are to provide all work effort and assumptions used

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to calculate either a fixed fee for each milestone. The scope of the project will be defined by the

statement of work and detailed functional requirements included as Attachment 14 (Cost). All

firms submitting proposals are encouraged to submit the most competitive proposal possible as

the failure to do so may lead to elimination prior to software demonstrations.

A.6.5 This RFP, its general provisions, and the terms and conditions identified in Section C shall be

incorporated in any agreement resulting from this solicitation, and the RFP and its terms and

conditions, plus attachments shall control unless the Agreement expressly provides otherwise.

A.6.6 All proposals and any subsequent clarification or response to the County’s questions shall be

valid for a minimum of 150 days.

A.7 County’s Rights Reserved A.7.1 The County reserves the right to select the proposal(s) which in its sole judgment best meets the

needs of the County. The lowest proposed cost will not be the sole criterion for recommending

the contract award.

A.7.2 The County reserves the right to award multiple contracts from this RFP.

A.7.3 The County reserves the right to reject any or all proposals and to waive technicalities and

informalities when such waiver is determined by the County to be in the County’s best interest.

A.7.4 The County may modify this RFP by issuance of one or more written addenda. Addenda will be

posted on http://www.sjcounty.net/departments/athrug/purchasing/current-bids and sent

electronically to all proposers who have submitted the Acknowledgement of Receipt Form. (See

Page 2).

A.7.5 The County reserves the right to meet with select proposers at any time to gather additional

information. Furthermore, the County reserves the right to remove or add functionality (i.e.,

modules, components, and/or services) until the final contract signing.

A.7.6 This RFP does not commit the County to award a contract. All proposals submitted in response

to this RFP become the property of the County and public records, and as such, may be subject

to public review following awarding of a contract.

A.7.7 The County shall not be liable for any pre-contractual expenses incurred by prospective vendors,

including but not limited to costs incurred in the preparation or submission of proposals. The

County shall be held harmless and free from any and all liability, claims, or expenses whatsoever

incurred by, or on behalf of, any person or organization responding to this RFP.

A.8 Communication Regarding this RFP All communication from prospective proposers regarding this RFP must be in writing by email to the

address listed in Section A.9 of this RFP. Communication by telephone or in person will not be accepted.

Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the

selection committee, any member of the County Council or any employee of the County with regard to

the acceptance of a proposal may lead to elimination of that vendor from further consideration.

A.9 Inquiries and Requests for Clarification A.9.1 In an effort to maintain fairness in the process, inquiries concerning this procurement, including

questions related to technical issues are to be directed through email to the following contact.

Questions over the phone will not be accepted:

Contact: Diana Baker Title: Procurement Manager

Email: [email protected]

http://www.sjcounty.net/departments/athrug/purchasing/current-bids

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A.9.2 All questions concerning the RFP must reference the RFP page number, and section heading.

Questions will be answered and posted to the County’s website

(http://www.sjcounty.net/departments/athrug/purchasing/current-bids) in the form of addenda to

the RFP. When addenda are issued, all firms that have registered as a proposer will be notified

through email.

A.9.3 Inquiries or requests for clarification submitted prior to February 11, 2015 at 5:00 PM (MST)

will be addressed at the pre-proposal vendor conference. Additional inquires or requests for

clarification will be accepted until February 26, 2015 at 5:00 PM (MST).

A.9.4 Proposals may be changed or withdrawn prior to the deadline for proposals. All such changes

and withdrawals must be submitted in writing and received by the County prior to the deadline

for proposals. After the deadline for proposals, no change in prices or other provisions

prejudicial to the interest of the County or fair competition shall be permitted.

A.10 Pre-Proposal Conference A pre-proposal vendor conference will be held on February 18, 2015 at 10:00 AM. The pre-proposal

conference can also be attended by phone. Attendance at the pre-proposal conference is not mandatory.

Proposers intending to participate in the pre-proposal conference by phone should request meeting access

information when registering confirmation of attendance by email to [email protected]. Answers to

questions submitted prior to the conference and answers to all questions asked at the pre-proposal meeting

will be officially answered by addendum after the meeting.

The pre-proposal conference will be held at:

San Juan County

100 South Oliver Drive

Aztec, NM 87410

A.11 Procurement Schedule The expected procurement schedule is listed below. The County reserves the right to change the

procurement schedule. If changes are made prior to the due date, proposers will be notified by the County

in the form of an addendum to this RFP, and posted on

http://www.sjcounty.net/departments/athrug/purchasing/current-bids.

Procurement Schedule

02/01/2015 RFP released

02/11/2015 Questions due prior to pre-proposal conference - 5:00 PM (MST)

02/18/2015 Pre-proposal conference – 10:00 AM (MST)

02/26/2015 Last day to accept questions and requests for clarification on the RFP -

5:00 PM (MST)

03/05/2015 Answers to submitted questions provided

03/17/2015 Proposals due – 5:00 PM (MST)



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Procurement Schedule

04/27/2015 Up to three proposers elevated and notified for software demonstrations

June/July 2015 Software demonstrations and Implementation Presentations

July 2015 Elevate and notify semifinalist or finalist proposer(s)

July/August 2015 Discovery sessions completed (1-2 days per elevated proposer, if

necessary)

September 2015 Complete contract negotiations and Statement of Work (SOW)

A.11.1 Software demonstrations and implementation presentations will be held on-site at the County’s

offices and can cover all functional areas listed in this RFP. The County expects to elevate up to

three (3) proposers for demonstrations. Demonstrations will include both presentations on

software and implementation services. It is highly recommended that proposed key members of

the proposer’s implementation staff for this project be present at the demonstration and lead

presentation of any implementation topics. To avoid unnecessary delays, the County expects that

proposers will be available for software demonstrations and on-site Discovery sessions on the

dates identified on the procurement schedule and to identify any potential issues or conflicts in

their response to this RFP using Attachment 2 (Proposal of Offeror Form). Proposers that cannot

demonstrate their software by the time the County requested may be eliminated. The agenda and

software demonstration scripts will be distributed to proposers that have been short-listed for

software demonstrations approximately two to three weeks in advance of the demonstrations.

Software demonstrations will also include discussions on implementation. The County reserves

the right to change the dates as needed.

A.11.2 Discovery sessions will consist of an additional on-site meeting with elevated proposers to focus

on implementation issues. After software demonstrations, it is expected the County will elevate

up to two (2) proposers. Each elevated proposal team will receive a Request for Clarification

(RFC) letter that will ask proposers to clarify any necessary parts of the initial proposal. In

addition, the RFC letter will identify a schedule for the on-site Discovery session that will

include a detailed discussion of implementation issues. It is the expectation of the County that all

key project team members will be available for the on-site Discovery sessions.

A.12 Evaluation Criteria The County will review all proposals received as part of a documented evaluation process. For each

decision point in the process, the County will evaluate proposers according to specific criteria and will

then elevate a certain number of proposers to compete in the next level. Proposers not previously elevated

may be elevated at a later date.

The sole purpose of the proposal evaluation process is to determine which solution best meets the

County’s needs. The evaluation process is not meant to imply that one proposer is superior to any other,

but rather that the selected proposer can provide and has proposed the best software and implementation

approach for the County’s current and future needs based on the information available and the County’s

best efforts of determination.

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The proposal evaluation criteria, which will be developed by the County prior to opening of proposals,

should be viewed as standards that measure how well a proposer’s approach meets the desired

requirements and needs of the County. The criteria that will be used to evaluate proposals may include,

but are not limited to the following:

Cost

Response to Attachment 13 (Functional Requirements)

Software Demonstrations

Implementation Approach

Past Experience with Similar Organizations and References

Proposed Integration to Other Modules / Systems in RFP Scope

Technical Compatibility

Overall Understanding of the County’s Needs and Project Risk Mitigation

Project Management Approach

Compliance with Contract Terms and Conditions

In-state resident preference

Resident veterans preference

The County reserves the right to determine the suitability of proposals on the basis of any or all of these

criteria or other criteria not included in the above list. The County’s selection team will then make a

recommendation to be approved by the County Commission to elevate proposals for final contract

negotiations.

A.12.1 IN-STATE RESIDENT PREFERENCE

Pursuant to section 13-1-21 NMSA 1978, to be considered for the 5% resident preference, the Offeror

shall include their in-state resident preference number and a copy of the Certificate provided to them by

the New Mexico Taxation and Revenue Department.

To apply for an In-State Resident Preference Number with the State of New Mexico Taxation and

Revenue Department call the New Mexico Taxation and Revenue Department at 505-827-0951.

A.12.2 RESIDENT VETERANS PREFERENCE

Pursuant to Sections 13-1-21 and 13-1-22 NMSA 1978, effective July 1, 2012, to be eligible for the 7, 8

or 10% resident veterans preference, the Offeror shall include a copy of their resident veterans preference

Certificate provided to them by the New Mexico Taxation and Revenue Department and complete the

attached Resident Veterans Preference Certification form. This preference is separate from the in-state

preference and is not cumulative with that preference.

All Vendors/Contractors may apply for a Resident Veterans Preference Number with the State of New

Mexico Taxation and Revenue Department. For questions, please call the New Mexico Taxation and

Revenue Department at 505-827-0951.

A.12.2.1 New Mexico Business/Veterans Preference — up to +10% of Total Points

Points will be awarded based on Offerors ability to provide a copy of a current Resident Business

Certificate or Resident Veterans Certificate.

In addition, Attachment 10 (Resident Veterans Preference Certification) must be completed, signed and

be included in the proposal submission

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A.13 Proposal Submission Instructions A.13.1 Proposals are to be submitted in sealed packages by 03/17/2015 at 5:00 PM MST. Late

submissions will not be accepted.

Submittal Address: Central Purchasing Office

213 South Oliver Drive

Aztec, NM 87410

A.13.2 Failure to comply with the requirements of this RFP may result in disqualification. Proposals

received subsequent to the time and date specified above will not be considered. Please note the

following (A.13.3 through A.155) as part of the submittal process.

A.13.3 Signature of the proposal by the primary proposer constitutes acceptance by the proposer of

terms, conditions, and requirements set forth herein. The Offeror shall identify, by title and/or

position, the person authorized by the organization to enter into a Contract with the County. That

person shall sign the proposal. If written authority exists (such as corporate minutes), a copy of

that document shall be attached. Proposals without signatures will not be accepted.

A.13.4 Proposers are required to submit ONE (1) original hard copy, plus ELEVEN (11) hard copies

(TWELEVE total) of the entire proposal and TWO (2) electronic copies (flash drives) of the

proposal (all files). The original must be marked “ORIGINAL.” Each electronic and hard copy

must be identical to the original.

A.13.5 Hard copies of the proposal must include a submittal letter signed by an authorized agent of each

firm involved in the proposal. The letter should include appropriate contact information for each

firm.

A.13.6 Emailed and faxed proposals will not be accepted.

Use Attachment 1 (RFP Submittal Checklist) to ensure that all required documents, forms, and

attachments have been completed and submitted as instructed.

By submitting a proposal, the proposer is providing a guarantee to the County that, if chosen, it

will be able to provide the proposed products and services during the period of time discussed in

the RFP. Upon submission, all proposals shall be treated as confidential documents until the

selection process is completed. All proposals and supporting documents become public

information after an award has been made and are available for public inspection by the general

public in accordance with State of New Mexico public records statutes. Proposers shall give

specific attention to clearly identify those portions of its response that it considers confidential,

proprietary commercial information or trade secrets.

Respondents are advised that, upon request for this information from a third party, the County is

required to make a determination whether the information can be disclosed.

A.13.7 Each proposal will be kept confidential until a contract is awarded. Following award of a

contract, all documents pertaining to each proposal shall be open for public inspection, except

for any material, which is designated by the Offeror as proprietary or confidential. Proprietary

or confidential data is normally restricted to confidential financial information concerning the

Offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform

Trade Secrets Act, 57-3A-1 to 57-3A-7 NMSA 1978. The price of products offered or the cost

of services proposed shall not be designated as proprietary or confidential information. The

County will not disclose or make public any pages of a proposal on which the Offeror has

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stamped or imprinted "proprietary" or "confidential." Such data shall be readily separable from

the proposal in order to facilitate eventual public inspection of the non-confidential portion. In

the event a public records request is made for data for which an Offeror has made a written

request for confidentiality, the Central Purchasing Department shall examine the Offeror's

Proposal and make a written determination which specifies which portions of the proposal

should be disclosed in accordance with applicable New Mexico law. Unless the Offeror takes

action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to

public inspection subject to any continuing prohibition on the disclosure of confidential data.

A.14 Organization of Proposal The proposal must be organized into major sections defined in Section B. Specific instructions for each

section are provided in Section B of this RFP. Any required attachments must be included in the proper

section as indicated by the instructions.

A.15 Format of Electronic Submission Proposers must provide electronic copies of all files on a flash drive using the file formats specified in the

table below. Attachments not listed in the table below do not have a required file format and may be

supplied in either the original file format or PDF.

RFP Section Attachment/Document Required File Format

E.2 Attachment 2 (Proposal of Offeror Form) Microsoft Word (.doc or .docx)

E.11

Attachment 11 (Conversions)

Microsoft Excel (.xls or .xlsx)

E.12 Attachment 12 (Staffing) Microsoft Excel (.xls or .xlsx)

B.9.1 Sample agreements Microsoft Word (.doc or .docx)

E.10 Attachment 10 (Resident Veterans Preference

Certification)

Microsoft Word (.doc or .docx)

E.13 Attachment 13 (Functional Requirements) Microsoft Excel (.xls or .xlsx)

E.14 Attachment 14 (Cost) Microsoft Excel (.xls or .xlsx)

E.15 Attachment 15 (Workflow) Microsoft Excel (.xls or .xlsx)

E.16 Attachment 16 (Reports) Microsoft Excel (.xls or .xlsx)

E.17 Attachment 17 (Interfaces) Microsoft Excel (.xls or .xlsx)

E.18 Attachment 18 (Campaign Contributions

Disclosure Form)


E.19 Attachment 19 (Contract Terms

Acknowledgement)


* NOTE: Attachment 13 (Functional Requirements) is password protected to prevent responders from

making changes to the functional requirements.

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Section B: Detailed Submittal Requirements

So that competing proposals can be compared equally, proposers must assemble their proposals in strict

adherence to the submittal requirements identified in Section A.14. Failure to follow all proposal

organizational requirements may result in disqualification. Proposals should be prepared as simply as

possible and provide a straightforward, concise description of the proposed products and services to

satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance, and

clarity of content. Proposals must address the following questions and contain the following sections.

B.1 Executive Summary and Introductory Materials (Proposal Section 1.0) The introductory material should include a title page with the RFP name, name of

the proposer, address, telephone number, the date, a Letter of Transmittal, and a Table of Contents. The

executive summary should be limited to a brief narrative (less than 3 pages) summarizing the proposal.

B.1.1 Complete Attachment 1 (RFP Submittal Checklist)

B.1.2 Complete Attachment 2 (Proposal of Offeror Form)

Other required forms to be submitted as part of this section includes:

B.1.3 Current Certificate of Insurance.

B.1.4 Attachment 10 (Resident Veterans Preference Certification)

B.1.5 Attachment 18 (Campaign Contributions Disclosure Form)

B.2 Scope of Services (Proposal Section 2.0) This section of the proposal should include a general discussion of the Proposer’s

overall understanding of the project and the scope of work proposed including the following:

B.2.1 Complete Attachment 3 (Scope of Proposal)

B.2.2 For each firm identified on Attachment 3 (Scope of Proposal), explain the following:

Complete the Attachment 4 (Company Background)

Complete Attachment 5 (Reference Form)

Role of the firm in the project

Statement about whether the primary proposer’s contract will/will not encompass the

third-party product/service and/or whether the County will have to contract on its own

for the product/service.

The Proposer shall provide the most recent independently audited annual financial

report.

B.2.3 List and describe all proposed software products that will be delivered as part of the project and

if the County will need to maintain/host the software on its servers. If software is sold by

module, the Proposer must explicitly state the software module name and versions that are

proposed.

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All functional requirements that are responded to with a positive response (anything

except “N”) are considered to be in scope. Proposed software and any necessary services

required to meet the requirements of the RFP or implement the proposed software

should be included in the proposal.

B.3 Functional Requirements (Proposal Section 3.0) This section describes the software and implementation scope of the overall

project and the requirements for each functional area. Responses to the functional requirements should be

completed to identify the capability of the software, the scope of the implementation as well as if the

requirement will be included under the scope of any proposed support agreement. Responses to the

functional requirements shall use the following response codes:

Functional Requirements Responses

Column F: Available Responses

Y

Requirement Met and Proposed (Standard features in the generally available

product)

Y-ND

Requirement Met and Proposed (Features that are not offered as a generally

available product or require custom development)

N Requirement Not Met with Proposal

I Need More Information/Discussion

Column K: Available Responses (if (Y-ND Selected in Column E)

F Feature Schedule for Future Release in Generally Available Software

E Feature Developed as Enhancement for this Project

Column G: Available Responses

S Requirement and Feature Supported by Software Developer

TPS Requirement and Feature Supported by Third Party

NS Requirement and Feature Not Supported

B.3.1 Submit Attachment 13 (Functional Requirements)

Failure to provide some requirements or excluding some requirements from scope will NOT

eliminate the proposer from contention. The County will evaluate the proposal as a whole,

including price/value comparisons, when evaluating proposals.

The submitted requirements responses will become part of the agreement. Proposers are

expected to warrant both software and implementation of all positive responses (every

response except “N” and “I”).

The County will clarify any requirements with the response of “I” during software

demonstrations. Immediately following software demonstrations, proposers would be

expected to re-submit Attachment 13 (Functional Requirements).

For requirement responses other than “N” or “I” proposers must indicate the module or

product that is required to meet the requirement.

For requirement responses other than “N” or “I” proposers must indicate the phase of the

project that the functionality will be implemented.

All responses which are marked “Y” or “Y-ND” will be considered to be included in the

scope, and the cost proposal and all other information submitted in this proposal should

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reflect this. Furthermore, the module necessary to perform that functionality must be included

in the scope and cost of this proposal.

Proposers must be ready to demonstrate any requirements listed as “Y” during software

demos.

For functionality that is not currently available and not available for viewing at a demo, but

that will be in scope for the project either as generally available features in a future release or

as a customization, modification, or enhancement specific for this project, proposers should

indicated a response code of “Y-ND” and answer Column K of Attachment 13 (Functional

Requirements).

Proposers are also required to respond if the feature will be supported in the product as part of

the proposed maintenance and support offering and the proposed provider of support. Support

services shall include technical support, access to patches and upgrades that accommodate the

requirement, and help desk support for the requirement.

B.3.2 Identify any licenses, hardware, or other products not included in this proposal that would be

required to operate any of the proposed solutions contained in this proposal.

B.3.3 Describe the technical environment necessary for this software for any products that are to be

hosted by the County by completing Attachment 6 (Technical Specifications) (if applicable).

B.4 Implementation Plan (Proposal Section 4.0) This section should describe the proposed implementation plan. Proposers should

reference Section C.7 for listing of likely County resources devoted to this project.

B.4.1 Provide a detailed plan for implementing the proposed system. This information must include:

Proposed phasing for roll-out of proposed system

Explanation of advantages AND risks associated with this plan

B.4.2 Explain the proposed plan for implementation. This information must include:

Description of implementation tasks and activities

Description of key deliverables (and how they relate to the implementation approach and

activities). Please note the required deliverables listed in Section C.

B.4.3 Explain the proposed vendor staffing for the project including:

How many staff will the vendor have assigned to the project

Approximate dedication to the project of each resource and approximate time that work

will be completed on-site vs. off-site

Major roles and responsibilities for each resource

B.4.4 The County requires assurances on the quality of Vendor staffing for its project. Therefore,

proposals must include resumes of the proposed Project Manager as well as other proposed

personnel that will be assigned to the project.

B.4.5 Explain proposed project management services including:

Role of the vendor project manager

Use of project collaboration site

Expected role of the County project manager

On-site presence of vendor project manager

Proposed quality assurance procedures

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B.4.6 Explain the expected County staffing for the project including:

Assumed participation in the project (average portion of FTE). This should include all

time spent working on the project (including time spent with and without vendor

consultants)

Assumptions about prior skills / competencies of resources

Complete Attachment 12 (Staffing). Refer to Section C.7 of the RFP for project staffing

assumptions.

B.4.7 Provide an overview of proposed training plan/strategy, specifying how and when training is to

be delivered for both on-site and off-site training and web training services for the core project

team, end users, and technology personnel (if required).

Explain any roles and responsibilities the County is expected to provide for the training

effort including (but not limited to) training coordination, training material development,

training delivery, etc.

B.4.8 Complete Attachment 11 (Conversions). The County expects proposers to include all

conversions listed in the RFP.

B.4.9 Provide examples of your cost containment strategies or examples past experiences in ensuring

project cost were maintained without a severe negative impact to the implementation process.

B.5 Workflow (Proposal Section 5.0) All proposed workflows should be listed in Attachment 15-Workflow. The

following answer key must be used when responding to the Workflows attachment.

Name: Provide the name of the workflow,

Purpose: Provide a brief description of the workflow,

Estimated Cost: Provide the total fees for the item,

Included in Price: Indicate Yes (Y) or No (N) whether or not the enhancement is included in your price

estimate,

Estimated Number of Consulting Hours: Include the number of estimated consulting work hours to

develop the workflow, and

Estimated Number of Client Hours: Include the number of estimated client work hours to develop the

workflow.

B.6 Reporting Requirements (Proposal Section 6.0) B.6.1 The following answer key must be used when responding to the Reports form:

Function: List the function (e.g., GL, HR, All, etc.) that the report serves

Name: Provide the name of the report in the system. In cases where it is a customized report, provide the

proposed name of the report.

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Description of Report: Provide a brief description of the report

Type of Report: Indicate whether the report is a standard report (SR) or a customized report (CR).

Estimated Number of Consulting Hours: Include the number of estimated consulting work hours to

complete the report development and implementation.

Estimated Number of Client Hours: Include the number of estimated client work hours to complete and

implement the report development.

In Scope: Indicate Yes (Y) or No (N) whether or not the report development is in scope for the project.

Included in Price: Indicate Yes (Y) or No (N) whether or not the report development and implementation

is included in your price estimate.

B.6.2 Please explain your systems “dashboard” capabilities for reporting and presenting specific

management information.

B.6.3 Provide examples of system dashboards.

B.6.4 Explain how dashboards are created.

B.6.5 Are there standard dashboards? What are they?

B.7 Ongoing Support and Hosting Services (Proposal Section 5.0) The proposal should specify the nature of any post-implementation and on-going

support, including hosting services provided by the vendor including:

B.7.1 Complete Attachment 7 (Hosting, SaaS, Alternative Delivery Options) (if applicable).

B.7.2 Describe proposed services for hosting including:

Information on the specific hosting services provided

Service desk support services

User Setup, Authentication and Management processes

Application support

Operational support services

Technology infrastructure services

Disaster recovery

Will all products (including third-party products) be hosted through the same provider?

Will the County need to host anything on its servers?

B.7.3 For each of the services proposed explain service levels that are used to guarantee performance

for the County through the proposed hosting agreement. Complete Attachment 8 (Proposed

Service Level Agreement).

B.7.4 Complete Attachment 9 (Maintenance and Support).

B.8 Exceptions to the RFP (Proposal Section 6.0) All requested information in this RFP should be supplied. Proposers may take

exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section,

with a written explanation of the exception and an alternate proposal (if applicable). The County, at its

sole discretion, may reject any exceptions or specifications within the proposal.

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To avoid the scenario where the County is unable to negotiate successfully with its finalist vendor, any

material exceptions to the RFP, including those to the terms and conditions listed in Section D, will be

clarified prior to elevation for software demonstrations.

B.9 Sample Documents (Proposal Section 7.0) Proposers should include sample copies of the following documents.

B.9.1 Any sample agreements that the County would be required to sign upon contract award. This

would include any applicable software license agreements, professional service agreements,

hosting agreements, third-party agreements, etc.

B.9.2 Sample Project Plan

B.9.3 Sample of or excerpt from a business process assessment / system design document.

B.10 Price Proposal (Proposal Section 8.0) - Proposers should submit their price proposal according to the format provided

in Attachment 14 (Cost) to this RFP.

B.10.1 Identify major milestones as part of the project. It is required that costs will be invoiced upon

completion of major milestones. Please provide a schedule of all payments necessary to

complete the proposed scope.

B.10.2 Complete and submit Attachment 14 (Cost)

It is important that proposers use the format presented in this RFP even if an additional format is

provided. Attachment 14 (Cost) should include total price for all software, services, and

additional costs to acquire all software and services referenced in the proposal including third

party prices. If third party products or services are included, do not provide separate version of

Attachment 14 (Cost) for each third-party product.

All pricing must be submitted as fixed by milestone. Costs listed as ―to-be-determined‖ or

―estimated‖ will not be scored.

All service costs must be provided on a task or completion basis with costs assigned to each

milestone, deliverable and/or task. Proposers are required to fill in deliverables and tasks under

the provided headers (initial knowledge transfer, process analysis/system design, system build,

testing, training, and closure) Additional details may be provided to further explain

deliverable/task costs.

Proposers should include all software modules and state any limitations on module use. If no

limitations are listed, the County will consider that pricing is based on full enterprise wide access

for the County.

Proposers must submit implementation costs as fully loaded rates that include all necessary

travel or other expenses. By submitting a proposal, all proposers acknowledge that all pricing

(including travel) must be a fixed fee or included in the implementation milestones. All proposers

are encouraged to review travel costs for San Juan County.

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Section C: Scope of the Project

C.1 Project Scope - Software The project scope for procurement and implementation of software solutions is briefly described in the

chart below. Specific functionality within each category listed below is more thoroughly described in

Attachment 13 (Functional Requirements).

Functional Scope

Financials Human

Resources/Payroll

Community

Development

Optional

General Ledger

Purchasing /

Contracts

Accounts Payable

Accounts

Receivable/Misc.

Billing

Project/Grant

Accounting

Fixed Assets

Budget Prep

Work Order

Personnel

Administration

Discipline

Tracking

Position Control

Benefit

Administration

Leave

Management

Personnel

Evaluations

Time Entry

Payroll

Applicant

Tracking

Self-Service

Permitting

Inspections

Business

License

EAM

Fleet

Implementers should be prepared to provide a quote for implementation of core functionality and optional

quotes for the implementation of any proposed supplemental functionality.

Please note that the County currently does not conduct business licensing, but wants to explore this area

should in the future it requires business licensing functions.

C.2 Project Scope – Implementation Services The County is aware of the level of effort required for an ERP implementation. The County also

understands the importance of a disciplined implementation that includes services for project

management, system design and documentation, testing, and training. The County also desires a project

where implementation consultants will help configure the ultimate solution and provide in depth

consultation regarding process efficiencies and best practices.

C.3 Project Scope – Organization Scope The following organizations (all County departments) are included in the scope of this project:

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Organizational Scope

Department Name Number of

Employees

Department Name Number of

Employees

County Commission 5 CEO 12

Assessor 30 Sheriff 131

Clerk 8 Community Development 7

Bureau of Elections 4 Building Inspection 6

Probate Judge 1 Emergency Management 6

Treasurer 7 Fire 14

Finance 15 Parks & Facilities 62

Central Purchasing 8 Detention Center 146

Human Resources 7 Solid Waste 31

Information Technology 12 Public Works 61

Legal 9 Criminal Justice Training Authority 2

Alternative Sentencing 55 Housing 3

Juvenile Services 50 Golf Course 11

San Juan Water Commission 6 Communication Authority 46

C.4 Project Scope – Implementation Deliverables To ensure quality throughout the implementation, the County’s project will include, at a minimum, the

following deliverables. Each deliverable will be the responsibility of the vendor and will be formally

presented to the County for review and sign off. For projects with multiple phases, the County expects

each phase to contain each deliverable (unless noted otherwise)

1) Comprehensive Project Plan – Detailed listing of tasks for the entire project that includes the

following for each task: due date, responsibility, and predecessors. Tasks to include on the project

plan will include all implementation activity, deadlines, milestones, sign offs, review periods, and

deliverables.

2) System Design Document – Work product that identifies both the business process decisions as

well as system configuration decisions for each in scope business process and system feature.

3) Testing Scripts – Test scripts based on the functional requirements and system design document

that require successful completion of each item in scope (functional requirements) and the set-up

of the system (system configuration).

4) Training Documentation – Complete system manual for how to use the configured system.

C.5 Project Scope - Hosting Services and/or Software as a Service The County is interested in obtaining the best system that will meet the overall needs of key stakeholders

for many years. One consideration for the evaluation will be long-term risk mitigation and overall cost of

ownership, including that of hardware. While the County would be capable of hosting the system

internally, it would prefer a vendor hosted system or software-as-a-service deployment. However, any

such hosting contract would need to be accompanied by service level agreements that set clear

expectations for system availability, performance, security, operating procedures, and customer service

and support responsiveness.

C.6 Project Schedule The County has a limited staff, but is focused on maintaining momentum for the project and achieving the

project’s anticipated goals. The County desires to implement the ERP solution according to best

practices. Currently, the County expects to implement financials first, then human resources. Further, the

County assumes that such a phased implementation will require approximately 18-24 months. These

assumptions do not represent solution requirements, but vendors are encouraged to consider County

resource availability in preparing their proposals and recommended implementation phasing.

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C.7 Project Staffing The County will make every effort to staff the project appropriately and understands that staffing a project

is important to its success. The following table lists resources that the County expects to be available for

the project, their applicable areas of knowledge/assumed roles in the project, and the maximum

participation levels in the project.

County Staff Participation

Assumed Role Maximum Participation (FTE)

Project Manager 1.0

Finance Lead 1.0

Procurement Lead 1.0

HR Lead 2.0

Payroll Lead 1.0

Community Development Lead 0.5

IT Lead 0.5

C.8 Statement of Work The County will require the development of a detailed statement of work, including a high-level project

plan, prior to contract signing. The statement of work will include and describe at least the following and

may include additional items the County deems necessary:

Project scope

Project milestones

Project deliverables

High level project schedule (listing of phases and go-live dates)

Project resources

Project roles and responsibilities

Project change control procedures

C.9 Number of Users It is difficult for the County to envision exactly who will use the system as implementation of the system

will result in a major change in the way that the County does business. Proposers should plan, however,

on having all County departments with access to the system for at least a few users to enter transactions.

The following user counts identify expected users within each functional area. Additional users may be

required for extra help and proposers should plan to provide sufficient system access for the County to

fully implement its desired business processes. Proposals should include services to complete

implementation and any appropriate training services to prepare all County staff for using the system.

(Note: Employees are counted in multiple columns).

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County Users

Type of User Estimated Number of Users Estimated Number of Power Users

Financials 40 13

HR 15 9

Payroll 60 5

Budgeting 60 4

Purchasing 105 6

Technical/Administrative Users NA 3

Community Development 12 9

Self-Service 1,000 (peak)

C.10 Interfaces Interface requirements have been included with the functional requirements. Proposers should respond to

each functional requirement, including the interface requirements, to identify the proposed scope. Any

positive response – “Y” or “Y-ND” listed in Attachment 13 (Functional Requirements) is considered to

be in scope and all pricing for the proposed scope included in the submitted milestone pricing. Interfaces

to the County’s existing systems are critical to the project success

Proposers are required to complete Attachment 17 (Interface) and indicate if the proposed interfaces are

included in scope

C.11 Data Conversion The County understands the level of effort required to convert data and is interested in converting only

essential data required for the new system. Proposers are required to complete Attachment 11

(Conversions) and indicate the proposed data conversions that are included in scope.

C.12 Current Applications The following applications are used by the organization for major business functions. Information about

their replacement or interface is provided for the proposer’s convenience. The County intends to discuss

the future use of these applications during software demonstrations and contract negotiations.

Current Systems

Functionality Application Primary User In Scope for

Replacement

Primary system for finance,

human resources, payroll,

and purchasing.

GEMS Finance, HR,

Purchasing, Payroll

Yes

Applicant tracking and

onboarding solution

NeoGov HR Yes

Training and certificate

monitoring

Datapipe Public Safety Yes

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Current Systems

Functionality Application Primary User In Scope for

Replacement

Year-end financial reporting

system

ProSystem Finance Yes

Permitting and inspection

solution

Accela Community

Development

Yes

Building inspection system CodePal Fire Marshal Yes

Fleet management and work

order system

RTA Public Works, Sheriff’s

Office

Optional

Fleet management and work

order system

ERS Fire Department Optional

Work order system FacilityDude Parks & Facility

Department

Yes

Event scheduling software FastBook Parks & Facility

Department

No

Time entry system for

majority of County

employees

Kronos Payroll, Employees Yes

Property appraisal and

assessment system

Tyler Eagle will go

live July 2015,

transitioning from

RealWare

Assessor, Treasurer’s

Office

No

Record management

solution

Record Fusion Clerk’s Office No

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Section D: Contract Terms and Conditions

Below are important contract terms and conditions that the County expects to be part of an agreement

with the finalist proposer(s). Please indicate your willingness to comply with each condition by noting

any exceptions per the instructions in section B.8 of this RFP. Contract terms in the final agreement

should include but will not be limited to those listed below. The County will carefully evaluate any

exceptions to the terms and conditions listed below.

D.1 Key Personnel The County requires assurances as to the consistency and quality of vendor staffing for its project. Key

points of the County’s key personnel provision include:

D.1.1 The County shall have the ability to interview and approve key personnel proposed by the

vendor.

D.1.2 The County shall have the right to dismiss key personnel from the project.

D.1.3 Vendor key personnel may not be removed from the project without the County’s approval.

D.2 Implied and Express Warranty The Proposer will expressly warrant that the proposed and implemented system will conform in all

material respects to the in scope requirements and specifications as stated in this RFP including the

functional requirements in Attachment 13 (Functional Requirements) for a period no less than 12 months

after final acceptance. The rights and remedies provided herein are in addition to and do not limit any

rights afforded to the County by any other clause of this proposal.

D.3 Express Warranty Remedy The County requires that the vendor commit to repair or replace any function not working in the system

during the life of the warranty. In the event a problem cannot be fixed or replaced, the vendor will refund

the full amount paid for the software, implementation and any paid hosting and/or maintenance costs.

D.4 System Acceptance For purposes of acceptance of the system (or portions thereof), the County intends to use a two-staged

acceptance procedure for each phase and for the entire project. Key points include:

D.4.1 “Conditional Acceptance” will occur at or prior to go-live. The County will have up to forty-five

(45) days to test the system (“pre-live testing”) before going live.

D.4.2 The County will have a 90-day period after Conditional Acceptance to “live test” the system.

Live testing is the County’s opportunity to verify that the system complies with the functional

requirements and any other written specifications delivered to the County by the vendor during

the course of the project.

D.4.3 If after the live testing the system performs in accordance with the system specifications

(including the design document and functional requirements), the County will issue “Final

Acceptance.” The 90-day time frame for Final Acceptance shall be extended if problems are

found in the live test. Specifically, the County expects to document the date the problem is found

and the date it is certified as fixed. The acceptance period would pause when issues are reported

and would restart on the date the problem is certified as fixed. The warranty period shall begin at

the time of Final Acceptance.

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D.5 Milestones The County requires that all payments be based on successful completion of milestones. After the

County’s acceptance of the milestone, the vendor will invoice for any applicable milestone payments. The

milestone payment amount shall either be a fixed fee or hourly based on the amount of time spent on the

milestone up to a not-to-exceed limit.

D.6 Additional Users and Modules The County will require “price protection” for a minimum of two (2) years from the effective date of the

agreement for additional County users and modules that are listed in the proposal but are not initially

purchased.

D.7 Restrictions on Growth The County requires that any proposed licenses or fees to access the software be adequate to allow the

County to use the system unrestricted for all business purposes of the County and the County agencies,

departments, and other third-party entities listed in this RFP. The County will not be subject to expansion

fees, additional license purchases, or fees for additional users, increases in County employee count,

budget size, population size, or data storage requirements for a period of 10 years from the effective date

of the agreement.

D.8 Delivery of the Project Plan and Other Key Deliverables The project plan is to be delivered within a contractually specified timeframe after contract signing. Delay

or failure to complete in a timely manner in this regard will result in the assessment of liquidated damages

up to $1,000 per day. Other key deliverables (Design Document, Go-Live Date, and any other deliverable

that can be deemed substantially the responsibility of the vendor) will also be subject to the assessment of

liquidated damages up to $1,000 per day if the vendor misses these key timeframes.

D.9 Indemnification Vendor agrees to accept all responsibility for loss or damage to any person or entity, including the

County, and to indemnify, hold harmless, and release the County, including the Board of County

Commissioners, other elected officials, its officers, agents, and employees, from and against any and all

losses, penalties, damages, settlements, costs, charges, professional fees, or other expenses or liabilities of

every kind and character arising directly or indirectly out of any resulting agreement and/or the

performance thereof. Vendor agrees to provide a complete defense for any claim or action brought against

the County based upon a claim relating to Vendor’s performance or obligations under this Agreement.

Vendor’s obligations under this Section apply whether or not there is concurrent negligence on the

County’s part, but to the extent required by law, excluding liability due to the County’s conduct. The

County shall have the right to select its legal counsel at Vendor’s expense, subject to Vendor’s approval,

which shall not be unreasonably withheld. This indemnification obligation is not limited in any way by

any limitation on the amount or type of damages or compensation payable to or for the Vendor or its

agents under workers' compensation acts, disability benefits acts, or other employee benefit acts.

D.10 Dispute Resolution The parties agree to notify each other within fifteen (15) business days of becoming aware of a dispute

under this Agreement (“Dispute Notice Date”).

D.10.1 The parties further agree that, before resorting to any formal dispute resolution process, they will

first engage in good faith negotiations in an effort to find a solution that serves their respective

and mutual interests. Party principals agree to participate directly in these negotiations. Unless

otherwise agreed in writing, the parties shall have fifteen (15) business days from the Dispute

Notice Date to begin these negotiations, and thirty (30) days from the Dispute Notice Date to

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complete these negotiations. To the extent allowed by applicable law, all such negotiations will

be deemed confidential settlement discussions not subject to disclosure under Federal Rule of

Civil Procedure 408 and/or any similar applicable state rule.

D.10.2 In the event the parties fail to resolve the dispute as set forth above, the parties may, by mutual

agreement, refer the dispute to non-binding mediation, or either party may assert its other rights

and remedies under this Agreement in the Eleventh Judicial District Court, San Juan County,

New Mexico.

D.11 Non-appropriation of Funds The complete installation of system is contingent on budgetary funding from the annual County budget.

Funding may be allocated in phases over several fiscal years. In the event sufficient funds are not

appropriated for the payments required to be made under the Agreement in future fiscal years, the County

has exhausted all funds legally available for payments to become due under this Agreement, funds which

have been appropriated for purposes of this Agreement are withheld and are not made available to

County, or an appropriation of funds for the next fiscal years has been made for purposes of this

Agreement, but prior to actual release, such appropriation has been withdrawn then the County at its sole

discretion may terminate the Agreement at the end of the then current fiscal year, as the case may be

without penalty or additional expense of any kind whatsoever. If non-appropriation occurs, the County

agrees to deliver written notice to the vendor of such early termination at least 30 days prior to the end of

the then current fiscal year.

D.11.1 Notwithstanding anything in the Agreement to the contrary, this Non-appropriation provision

shall survive termination of the Agreement.

D.12 Cost of Preparing RFP Any cost incurred by the Offeror in preparation, transmittal, or presentation of any proposal or material

submitted in response to this RFP shall be borne solely by the Offeror.

D.13 Publication Offeror shall secure from the County written approval prior to publication of any information that pertains

to the potential work or activities, which are solicited in this procurement.

D.14 Legal Review Since Offerors will be bound by the specifications, terms and conditions herein, it is strongly

recommended that each Offeror obtain legal advice concerning the proposal.

D.15 Governing Law / Venue The laws of the State of New Mexico shall govern this procurement and any resulting contract. Any

action to enforce terms and conditions herein shall be brought only in the Eleventh Judicial District Court,

San Juan County, State of New Mexico.

D.16 Contract Documents The Contract Documents shall consist of this Request For Proposal, the Response of the successful

Offeror, a statement of work, a separate written contract and the County's Purchase Order.

D.17 Contract Terms and Conditions A contract between the County and the successful Offeror shall follow the format specified by the

County. The County reserves the right to impose, as it sees fit, additional terms and conditions upon the

successful Offeror, should conditions warrant. The contents of this RFP, as revised and/or supplemented,

and the successful Offeror’s proposal, will be incorporated into and become part of the contract.

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Should an Offeror object to any of the County’s terms and conditions, as contained in the document, that

Offeror shall propose specific alternative language that would be acceptable to the County. General

references to the Offeror’s terms and conditions, or attempts at complete substitutions are not acceptable

to the County and will result in disqualification of the Offeror’s proposal. The Offeror shall provide a

brief explanation of the purpose and impact, if any, of each proposed change, following by the specific

proposed alternate wording.

Any additional terms and conditions, which may be the subject of negotiation, will be discussed only

between the County and the selected Offeror and shall not be deemed an opportunity to amend the

Offeror’s proposal.

D.18 Contract Amendments The County reserves the right to make changes or revisions to the scope of work as required during the

term of the contract if it determines it to be necessary or desirable. No changes, revisions, modifications,

or amendments of any of the terms or conditions of the contract specifications and requirements shall be

valid unless reduced to writing by the County. Verbal discussions or agreements shall not bind the

County.

D.19 Termination of Contract In the event of a breach on any provision of the Agreement, the County shall notify the Contractor of the

fault within a reasonable time. The Contractor shall have ten (10) days to respond. If the Contractor fails

to respond within ten (10) days and make arrangements satisfactory to the County, the County may

immediately terminate the Agreement or take other steps, as it deems necessary.

The County may terminate this Agreement at any time, without penalty of any kind, by giving at

least thirty (30) days written notice to the Contractor. This Agreement is also subject to

termination for non-funding pursuant to the Bateman Act, N.M.S.A. 1978 Section 6-6-11.

In addition, any contract awarded as a result of the Request For Proposal may be terminated if sufficient

appropriations or authorizations do not exist. The County's decision concerning whether sufficient

appropriations or authorizations exist will be final.

D.20 Specifications It is the intent of the County to make this Request For Proposal in such a manner as to be open to all

qualified Offerors. Any specification that tends to limit or eliminate a qualified Offeror shall be brought

to the attention of the County not less than ten (10) days before the date when responses are due. Failure

to bring such a matter to the attention of the County shall bar the Offeror from asserting a later claim in

this regard.

D.21 Status of Offeror The successful Offeror and its officers, directors, agents and employees, are independent contractors

performing services for the County and are not employees of the County. The Offeror and its officers,

directors, agents and employees, shall not accrue leave, retirement, insurance, bonding, use of County

vehicles, or any other benefits afforded to employees of the County. The Offeror shall perform his/her

obligations under this Contract as necessary and appropriate under all federal, state, and local laws, codes,

ordinances, rules, regulations, and standards applicable to this type of service. The County will not

supervise the Offeror in the day-to-day performance of this Contract.

OF 44

D.22 Discrimination / Equal Employment Opportunity / Civil Rights The successful Offeror shall be an equal opportunity employer, and shall not discriminate with regard to

race, age, religion, color, national origin, ancestry, sex, sexual orientation, gender identity, spousal

affiliation, physical or mental handicap or serious medical condition as specified in N.M.S.A. 1978, §§

28-1-7 (as amended) in the performance of this contract. The successful Offeror agrees to abide by all

federal and state laws, rules, and regulations pertaining to equal employment opportunity, discrimination,

and civil rights.

D.23 Notice The New Mexico Procurement Code, N.M.S.A. 1978, §§ 13-1-28 through 13-1-199, imposes civil and

criminal penalties for its violation. In addition, the New Mexico Criminal Statutes impose felony

penalties for illegal bribes, gratuities and kickbacks.

D.24 Taxes The Offeror awarded the Contract shall be responsible for the payment of all federal, state, and local taxes

on monies received pursuant to this Agreement.The third party or successful Offeror is not considered the

employer’s agent for tax purposes. The successful Offeror will be responsible for all taxes due as a result

of benefits paid to employees. The successful Offeror shall not transfer this liability to the County.

D.25 Assignment An Offeror shall not transfer, sell, assign, sublicense, pledge or otherwise dispose of in any way its

interest in any contract which may result from this solicitation, or assign any claims for money due or to

become due under any contract, without having first obtained the prior written consent of the County to

do so. Any attempt by an Offeror to do any of the foregoing without such consent shall be null and void,

and may result in disqualification of the Offeror or termination of any contract resulting from this

solicitation. The County's consent to any of the foregoing shall not constitute consent to any other act, nor

shall such consent relieve the Offeror from any of its duties to perform all agreements, covenants, and

conditions set forth in this solicitation or any resulting contract.

D.26 Records All records and documents are property of San Juan County and shall be returned to San Juan County

upon termination of any contract.

D.27 Code Laws / Regulations The successful Offeror shall be properly licensed and shall meet and comply with all applicable federal,

state, and local government codes, laws, regulations, and requirements in the performance of the work

described herein.

D.28 Insurance The successful Offeror is required to carry and maintain during the period of the contract General

Liability, Auto and Workman’s Compensation insurance from an insurance company or companies with a

Best Rating of A, or better, licensed to do business in the State of New Mexico and admitted by the

Department of the State of New Mexico. At a minimum, each Offeror must carry comprehensive General

Liability Insurance and Automobile Insurance with combined single limits of not less than $1,000,000.00

and Workman’s Compensation in amounts as required by the New Mexico Workers Compensation Act.

Each Offeror is asked to submit a Certificate of Insurance, commensurate with the above

requirements, along with their proposal Offer. The Offeror selected for an award under this

solicitation shall provide the appropriate certificates of insurance to the County prior to award of a

contract. The County shall be named as an Additional Insured on the General Liability policy required

by this section.

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Section E: Attachments

E.1 Attachment 1 (RFP Submittal Checklist)

Submittal Checklist

Section Item Submitted B.1 Executive Summary and Introductory Materials

E.1 Attachment 1 (RFP Submittal Checklist)

E.2 Attachment 2 (Proposal of Offeror Form)

B.1 Current Certificate of Insurance.

E.10 Attachment 10 (Resident Veterans Preference Certification)

E.18 Attachment 18 (Campaign Contributions Disclosure Form)

E.19 Attachment 19 (Contract Terms Acknowledgement)

B.2 Scope of Services

E.3 Attachment 3 (Scope of Proposal)

E.4 Attachment 4 (Company Background)

E.5 Attachment 5 (Reference Form)

B.3 Attachment 13 (Functional Requirements)

E.13 Attachment 13 (Functional Requirements)

E.6 Attachment 6 (Technical Specifications)

B.4 Implementation Plan

E.11 Attachment 11 (Conversions)

E.12 Attachment 12 (Staffing)

B.7 Ongoing Support and Hosting Services

E.7 Attachment 7 (Hosting, SaaS, Alternative Delivery Options)

E.8 Attachment 8 (Proposed Service Level Agreement)

E.9 Attachment 9 (Maintenance and Support)

B.8 Exceptions to the RFP

B.9 Sample Documents

B.10 Price Proposal (under separate cover)

E.14 Attachment 14 (Cost)

E.15 Attachment 15 (Workflow)

E.16 Attachment 16 (Reports)

E.17 Attachment 17 (Interfaces)

OF 44

E.2 Attachment 2 (Proposal of Offeror Form)

PROPOSAL OF OFFEROR (THIS FORM MUST BE COMPLETED BY ALL OFFERORS)

The following proposal is made for furnishing the following service for San Juan County, New Mexico.

Enterprise Resource Planning (ERP) Systems

The undersigned declares that the amount and nature of the service to be furnished is understood and that the nature of this proposal is in strict accordance with the conditions set forth and is a part of this Proposal, and that the undersigned Offeror has read and understands the specifications and conditions of the Proposal, and has full authority to bind the Offeror. The undersigned, in submitting this proposal, represents that the Offeror is an equal opportunity employer, and will not discriminate with regard to race, age, religion, color, national origin, ancestry, sex, sexual orientation, gender identity, spousal affiliation, physical or mental handicap or serious medical condition as specified in N.M.S.A. 1978, §§ 28-1-7 (as amended) in the performance of this contract. The undersigned hereby proposes to perform necessary professional services upon the conditions stated in this proposal after notice of award and execution of a contract. The rates/fees contained in our proposal are valid for one hundred fifty (150) days from the opening of the proposals unless otherwise stated here. If applicable, acknowledges receipt of the following Amendments(s): Amendment No: Date: __________ Amendment No: Date: ___________ Amendment No: Date: __________ Amendment No: Date: ___________ Respectfully submitted, By (Individual authorized to contractually bind the Offeror): ____________________________________ _______________________________________ (Printed Name) (Signature) ____________________________________ _______________________________________

(Title) (Date) _____________________________________ _______________________________________ (Offeror/Contractor Name) (Street Address) _____________________________________ (City, State & Zip Code) _____________________________________ ____________________________________

(Phone No.) (Facsimile No.) _____________________________________ (E-Mail Address)

OFFERORS MUST PROVIDE ANSWERS FOR ALL QUESTIONS ON THIS FORM. PLEASE DO NOT REFERENCE ANOTHER SECTION OF THE

PROPOSAL FOR YOUR RESPONSE

E.3 Attachment 3 (Scope of Proposal) Identify the scope of the proposal and if the proposal contains software and services for each scope

option. Scope options are defined in the RFP in section A and Section C.

Software and Implementation Services:

Proposed

Not Proposed

Primary Software Firm ___________________________________________________________

Software Product Proposed _______________________________ Version _________________

Primary Implementation Firm ______________________________________________________

Hosting Services:

Proposed

Not Proposed

Hosting Firm ____________________________________________________________________

Third Party Products/Services

Third Party Products/Services Proposed

No Third Party Products/Services Proposed

Firm _______________________________Purpose ______________________________________

Firm _______________________________Purpose ______________________________________

Firm _______________________________Purpose ______________________________________

Firm _______________________________Purpose ______________________________________

Firm _______________________________Purpose ______________________________________

Firm _______________________________Purpose ______________________________________

Name of Individual / Firm Submitting Proposal:

__________________________________________________________

Signature of Proposer:

____________________________________________________________________________

REQUEST FOR PROPOSALS ERP SYSTEM

PAGE 32 OF 44 SAN JUAN COUNTY, NM

E.4 Attachment 4 (Company Background) Complete one form for each firm included in the proposal.

Company Background

Company Name:

Location of corporate headquarters:

Proposer Experience

# of years in business:

# of years providing systems/services to public

sector:

Customer Base

# of clients using proposed software/services

Last five most recent contracts

# of other public sector clients in New Mexico

List all clients in New Mexico

Market Focus

Identify other industries serviced (other than

local government)

User Group

Identify national and regional user groups

Explain the purpose and function of user groups

If not Primary Proposer

# of past projects partnering with primary

proposer

Official Partnership status/certification (if

applicable)

Organization Characteristics

Number of Total Employees:

Number of Employees Providing

Implementation Services (if applicable)

Number of Employees Supporting Product

(Maintenance and Support) (if applicable)

Number of Employees Dedicated to Product

Development (if applicable)

Total Revenue: If Responder is a subsidiary,

identify revenues of proposing company/division



E.5 Attachment 5 (Reference Form) Please provide at least five (5) references (New Mexico clients preferable) for past projects that include

products and services similar to those proposed for this RFP. Please use the following format in

submitting references.

GENERAL BACKGROUND

Name of Client:

Project Manager/Contact: Title:

Phone: E-mail:

Software Program/Version:

Summary of Project:

Number of Employees: Size of Operating Budget:

PROJECT SCOPE Please indicate (by checking box) functionality installed:

Financials Budgeting

HR Community Development

Payroll

TECHNOLOGY INFORMATION

Hosted? Yes_______ No________ If yes, hosting provider_______________

IMPLEMENTATION INFORMATION

Project Duration:

Initial Go-Live:

Describe Role on Project:

Project Challenges:

Major Accomplishments:



E.6 Attachment 6 (Technical Specifications)

Technical Specifications

Required Licenses Is the system available to be hosted by the County?

Yes/No

Platforms supported

Optimal and minimum network requirements

Optimal and minimum database requirements

Optimal and minimum server requirements

Optimal and minimum desktop (client)

requirements

Is content delivered through a web browser (which

browsers supported?)

Reporting Does the software come with a report writer?

(Which one)

Does the report writer utilize a separate database?

Security What security tools are provided in software?

Identify data encryption approach used Does system support active directory?

Does system support single sign on?

Network Bandwidth What are the bandwidth requirements for optimal

performance?

Deployment How is the system installed on individual

workstations? How are updates/patches installed?

Environment System has a separate test environment?

Yes/No – Provide description

Environment must use a different database and

application files from the production environment.


Environment will be used to test any new patches Yes/No – Provide description



and upgrades as well as major changes of internal

processes related to the application.

System can run on same server(s) as production

and be able to refresh data easily from the

production environment.


Will the system have a training environment? Yes/No – Provide description



E.7 Attachment 7 (Hosting, SaaS, Alternative Delivery Options) *Attach additional pages if necessary

Alternative Delivery Options

Options Is system available through ASP/hosted model

(County owns license; system hosted by vendor)

Yes/No

Is the system available through SaaS model

(County pays monthly service fee)

Yes/No

Is the system available through a managed services

model (County owns and hosts system; vendor

maintains system)

Yes/No

Where is the data center and disaster recovery data

center located?

Network Bandwidth If ASP or SaaS, what are the internet bandwidth

requirements for optimal performance?

Contract Describe any minimum contract periods (example:

Minimum of 5 year)

After contract period, is it possible to transition to

self-hosted model? Describe what is required for

transition and cost

Proposed Services Number of database instances (please list) Describe proposed disaster recovery services Describe proposed application availability service

level

Security Describe security including firewalls,

authentication, and architecture of data center

Describe network level security Describe physical security of data center Describe data center security policies including

background checks on employees and other

measures to protect confidentiality and sensitivity

of County’s data

Support Describe operations support Describe back up procedures and testing of

backups and other quality assurance processes to

ensure the backup is working correctly.

Describe process for installing patches and updates Describe process for roll-back of patches and

updates if major functionality is broken as a result

of the patch and/or update



E.8 Attachment 8 (Proposed Service Level Agreement) If hosting services are proposed, please complete the following table identifying proposed service level

guarantees. For each service, please indicate the metric used to measure the service quality, the proposed

requirement (target for service), and the proposed remedy/penalty if guarantee is not met.

Proposed Service Level Guarantees

Service Metric Requirement/

Guarantee

Remedy if Not Met

System Availability

(Unscheduled Downtime)

System Response

(Performance)

Issue Response Time

Issue Resolution Time

System Data Restore

Implementation of System

Patches

Notification of Security

Breach

Please list other proposed

service levels

Proposed Service Level Guarantees

How is performance against service levels reported

to the County

Describe process for County reporting issue to the

vendor



E.9 Attachment 9 (Maintenance and Support)

Proposed Maintenance and Support

Post-implementation Support: Days of on-site support after go-live

Other on-site support after go-live (month end,

quarter end, year-end, open enrollment, etc.)

Telephone Support: Hours available (and time zone)

Problem Reporting and Resolution Procedures

Response time for various levels of severity

User Groups: Local User Group

User Group Members (number)

Third Parties: Support provided for third party products?

Upgrades/Patches: Upgrade Frequency (major and minor releases)

How are upgrades delivered?

Are upgrades required?

How many versions are currently supported?

Training: Online training (webinars)?

Online knowledge base?



E.10 Attachment 10 (Resident Veterans Preference Certification)



E.11 Attachment 11 (Conversions) (See Separate Excel Spreadsheet)

E.12 Attachment 12 (Staffing) (See Separate Excel Spreadsheet)

E.13 Attachment 13 (Functional Requirements) (See Separate Excel Spreadsheet)

E.14 Attachment 14 (Cost) (See Separate Excel Spreadsheet)

E.15 Attachment 15 (Workflow) (See Separate Excel Spreadsheet)

E.16 Attachment 16 (Reports) (See Separate Excel Spreadsheet)

E.17 Attachment 17 (Interface) (See Separate Excel Spreadsheet)

The above attachments can be accessed at





E.18 Attachment 18 (Campaign Contributions Disclosure Form)

Keith Johns, Chairman Ken Christesen, Sheriff Scott Eckstein, Commission Pro-Tem Debbie Holmes, Clerk Margaret McDaniel, Commissioner Clyde Ward, Assessor Jack L. Fortner, Commissioner Mark Duncan, Treasurer Wallace Charley, Commissioner

SAN JUAN COUNTY 100 South Oliver Drive

Aztec, NM 87410-2432 January, 2015 ATTN: SAN JUAN COUNTY CONTRACTORS Subject: Campaign Contribution Disclosure Law

To whom it may concern: Effective May 17, 2006, state legislation requires that any prospective contractor seeking to enter in to a contract with San Juan County, must file a Campaign Contribution Disclosure Form (copy enclosed) with the County. Campaign Contribution Disclosure Forms will be required for each Request for Proposal submitted, sole source award, or small purchase professional service contract with San Juan County.

The Campaign Contribution Disclosure Form must be filed by any prospective contractor whether or not they, their family member, or their representative has made any contributions exceeding two hundred and fifty dollars ($250), to an applicable state or local public official prior to execution of a contract. Campaign contributions made during the two (2) years prior to the date on which the contractor submits a proposal, or in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, requires the filing of a Campaign Contributions Disclosure Form if the campaign contribution amount exceeded $250.

A prospective contractor, family member, or representative of the prospective contractor shall not give a campaign contribution or other thing of value to an applicable public official or the applicable public official’s employees during the pendency of the procurement process or during the pendency of negotiations for a sole source or small purchase contract. Applicable local public officials for San Juan County are listed above.

Failure to timely complete and return the Campaign Contribution Disclosure Form may delay or prevent business transactions with San Juan County. Should you or a family member, as defined in the Campaign Contribution Disclosure Form, make a future campaign contribution exceeding the $250 threshold, a Campaign Contribution Disclosure Form must be completed and returned to San Juan County’s Central Purchasing Office located at 213 South Oliver Drive, Aztec, New Mexico 87410.

Please contact the Office of Central Purchasing at (505) 334-4552, Monday-Thursday, 7:00 a.m. to 5:30 p.m., should you have any questions or concerns.

Sincerely,

Diana Baker

Procurement Manager



CAMPAIGN CONTRIBUTION DISCLOSURE FORM Pursuant to NMSA 1978, § 13-1-191.1 (2011), any person seeking to enter into a contract with any state agency or local public body for professional services, a design and build project delivery system, or the design and installation of measures the primary purpose of which is to conserve natural resources must file this form with that state agency or local public body. This form must be filed even if the contract qualifies as a small purchase or a sole source contract. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period. Furthermore, the state agency or local public body shall void an executed contract or cancel a solicitation or proposed award for a proposed contract if: 1) a prospective contractor, a family member of the prospective contractor, or a representative of the prospective contractor gives a campaign contribution or other thing of value to an applicable public official or the applicable public official’s employees during the pendency of the procurement process or 2) a prospective contractor fails to submit a fully completed disclosure statement pursuant to the law. THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE. The following definitions apply: “Applicable public official” means a person elected to an office or a person appointed to

complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal.

“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose of electing the official to either statewide or local office. “Campaign Contribution” includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee.

“Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law.

“Pendency of the procurement process” means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals.



“Person” means any corporation, partnership, individual, joint venture, association or any other private legal entity.

“Prospective contractor” means a person who is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract.

“Representative of a prospective contractor” means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor.

DISCLOSURE OF CONTRIBUTIONS: Contribution Made By: __________________________________________ Relation to Prospective Contractor: __________________________________________ Name of Applicable Public Official: __________________________________________ Date Contribution(s) Made: __________________________________________ __________________________________________ Amount(s) of Contribution(s) __________________________________________ __________________________________________ Nature of Contribution(s) __________________________________________ __________________________________________ Purpose of Contribution(s) __________________________________________ __________________________________________ (Attach extra pages if necessary) ___________________________ ___________________________ Signature Date ___________________________ ___________________________ Title (position) Business Name

--OR—

NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative. ___________________________ ___________________________ Signature Date ___________________________ ___________________________ Title (Position) Business Name



E.19 Attachment 19 (Contract Terms Acknowledgement)

The undersigned acknowledges the offeror will comply with the below terms and conditions for

consideration to the software demonstrations and other elevation phases in the procurement process,

however; the County will consider alternate language. Please submit alternate language if appropriate.

Implied and Express Warranty (see D.2 in RFP)

Alternate language: _____________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Submitting Firm: _______________________________________________________________

Authorized Representative (print):________________________ Title: _____________________

Authorized Signature: _________________________________ Date: _____________________

Milestones (see D. 5 in RFP)

Alternate language: _____________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Submitting Firm: _______________________________________________________________

Authorized Representative (print):________________________ Title: _____________________

Authorized Signature: _________________________________ Date: _____________________

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM 1 of 44 request for proposals proposal number: 14-15-07...

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