AHEC-15909-R_AHEC ERP_FINAL.docx

Auraria Higher Education Center

REQUEST FOR PROPOSAL COVER SHEET

Procurement Office 1201 Fifth Street, Suite 370 Campus Box K

PO BOX 173361

Denver, CO 80217-3361

Financial/Enterprise Resource Planning (ERP) System Auraria Higher Education Center

Per the attached specifications, terms and conditions

F.E.I.N.:

Terms:

(Minimum of Net 30)

Delivery Date:

Signature:

Typed/Printed Name:

Title:

Company Name:

Address:

City:

State:

Zip:

Phone Number:

Fax Number:

IMPORTANT: The following information must be on the outside of the RFP Return Envelope:

RFP Number – Opening Date and Time

Please be advised that telegraphic or electronic responses (Fax, Western Union, Telex, etc.) cannot be accepted directly in the Procurement Office as a sealed proposal. Offerors are urged to read the RFP thoroughly before submitting a proposal.

Offeror is required to submit Federal employer Identification Number (FEIN).

This sheet must be completed, signed and submitted with proposal.

TABLE OF CONTENTS

SECTIONS PAGE

Table of Contents

ATTACHMENTS

Attachment A: Model Contract

Attachment B: PERA

Attachment C: W-9

APPENDICES

Appendix A: Basic Functional Requirements Appendix B: Interface Summary

AHEC-15909-R

SECTION 1: ADMINISTRATIVE INFORMATION

1.1 ColoradoVSS and Registration

The State of Colorado has transitioned to a new financial management system called the Colorado Operations Resource Engine (CORE). Solicitations for most State Agencies (Agencies) and State Institutions of Higher Education (Institutions) will be posted on a new website, ColoradoVSS.

Solicitation details for goods and services, as well as construction notices on ColoradoVSS are public and do not require registration; however, any updates or modifications to this Request for Proposal (RFP) will be published using ColoradoVSS, so it is important to be registered. There is no cost to register on ColoradoVSS.

To become a registered supplier on ColoradoVSS:

https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

1.1 Official Means of Communication

During the solicitation process for this RFP, all official communication between AHEC’s Procurement Office and offerors will be via postings on the ColoradoVSS. AHEC will post notices that will include, but not be limited to, modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning offeror. It is incumbent upon offerors to carefully and regularly monitor ColoradoVSS for any such notices.

1.2 State of Colorado Solicitation Instructions/Terms and Conditions

Any proposal submitted in response to this RFP is subject to the State of Colorado Solicitation Instructions/Terms and Conditions found on ColoradoVSS.

1.3 Purpose of the RFP

The purpose of this RFP is to acquire a new Financial/Enterprise Resource Planning (ERP) System for the Auraria Higher Education Center.

1.4 Term of the Contract

The initial term of the contract resulting from this RFP is anticipated to be for the period leading up to final acceptance of the system. The contract may be renewed for up to four (4) additional one-year periods for a total term not to exceed five (5) years, at the sole discretion of AHEC, contingent upon contractual requirements being satisfied and funds being appropriated, budgeted, and otherwise made available. AHEC reserves the right to cancel this contract and lease at any time without cause, upon written notice given thirty (30) days in advance. AHEC will give written documentation to the contractor as to the reason for cancellation. Authorized services performed for AHEC will be paid for through the cancellation date.

1.5 Number of Awards

AHEC intends to award one contract as a result of this RFP.

1.6 RFP Cancellation

AHEC reserves the right to cancel this entire Request for Proposal, at any time, without penalty.

1.7 Document Information

This document, including attachments, constitutes a formal Request for Proposal (RFP) and is a competitive procurement; therefore, the offeror must carefully follow the instructions herein in order to be considered fully responsive to the RFP. The Auraria Higher Education Center (AHEC) reserves the right to reject a proposal that is determined to be incomplete, or which does not follow the required structure and format; however, when such statements are innocent or inadvertent in the opinion of AHEC, AHEC further reserves the right to either request clarifications or waive them as informalities.

1.8 Issuing Office

This RFP is issued on behalf of the AHEC Business Services Department by the AHEC Procurement Services Office. The AHEC Procurement Services Office is the sole point of contact concerning this RFP.

The remainder of this page intentionally left blank.

1.9 Schedule Of Activities

Listed below are specific and estimated dates and times of actions related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed by AHEC. In the event that AHEC finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a modification to this RFP on ColoradoVSS. There may or may not be a formal notification issued for changes in the estimated dates and times.

Activity Date and Time (Mountain Time)

1.11 Written Inquiries

Offerors may make written, e-mail, or fax inquires concerning this RFP to obtain clarification of requirements. No inquires will be accepted after the date and time indicated in the Schedule of Activities. The AHEC Procurement Office prefers that all inquires be sent by electronic mail to:

Procurement Office, Auraria Higher Education Center 1201 Fifth Street, Suite 370 Campus Box K PO Box 173361 Denver, Colorado 80217-3361 Fax: (303) 556-2093 E-mail: stacy.steelman@ahec.edu

RFP # AHEC-15909-R

Address written or fax inquiries to: Stacy Steelman, CPPB

Response to offeror's inquiries (if required) will be published as a modification on ColoradoVSS in a timely manner. The only official responses to an offeror’s inquires are those responses that are published as a modification on ColoradoVSS. Offerors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of this RFP. Offerors are responsible for monitoring ColoradoVSS for publication of modifications to this solicitation.

1.12 Modifications or Withdrawals of Proposals

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

1. Proposal Submission

Proposals must be received on or before the date and time indicated in the Schedule of Activities. Late proposals will not be accepted. It is the responsibility of the offeror to ensure that AHEC receives the proposal on or before the proposal opening date and time, regardless of the delivery method used. Offerors mailing their proposals shall allow sufficient mail delivery time to ensure receipt of their proposals by the time specified. The proposal package shall be delivered or sent by mail to:

Auraria Higher Education Center Procurement Office Attn: Stacy Steelman, CPPB

RFP # AHEC-15909-R

Mailing Address (US Mail): Campus Box K, P.O. Box 173361, Denver, CO 80217-3361 Courier, Delivery Service, or hand delivery: 1201 5th Street, Suite 370, Denver, CO 80204

The Request for Proposal cover page MUST be signed in ink by the offeror or an officer of the offeror legally authorized to bind the offeror to the proposal. The signed RFP cover page must be included with the proposal copy that is marked ORIGINAL. Proposals which are determined to be at a variance with this requirement may not be accepted. Proposals must be submitted and sealed in a package. The outer envelope of the package must show the following information:

OFFEROR’S NAME

RFP NUMBER

PROPOSAL DUE DATE AND TIME

1.11 Alterations in Proposals

Proposals made in pencil shall be rejected. Alterations in cost figures shall be rejected unless initialed in ink by the person responsible for, or authorized to make decisions as to the cost specified. Proof of authorization shall be provided upon request. The use of “white out” is considered an alteration.

1.12 Addendum or Supplements to Request for Proposal

In the event that it becomes necessary to revise any part of this RFP, a modification notice will be sent via ColoradoVSS.

1.13 Oral Presentations/Site Visits

Offerors may be asked to make oral presentations. Such presentations will be at the offeror's expense. The Evaluation Committee may require a site visit if warranted by the nature of the requirements and the offeror’s response. Evaluation Committee members have the right to modify an offeror’s evaluation based on information provided in oral presentations and/or site visits. Oral presentations and site visits may be considered in determining the apparent successful offeror.

1.14 Best and Final Offers (BAFOs)

AHEC reserves the right to request BAFOs for this solicitation. Evaluation Committee members have the right to modify an offeror’s evaluation based on information provided in a BAFO. BAFOs may be considered in determining the apparent successful offeror.

1.15 Acceptance of RFP Terms

A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of the offeror or an officer of the offeror legally authorized to execute contractual obligations shall indicate acknowledgment of this condition. A submission in response to this RFP acknowledges acceptance by the offeror of all terms and conditions including compensation, as set forth herein. Offeror shall identify clearly and thoroughly any variations between its proposal and the AHEC's RFP. Failure to do so shall be deemed a waiver of any rights of the offeror to subsequently modify the terms of performance, except as outlined or specified in the RFP.

1.16 Confirmation of Submission

Offerors may send an e-mail message to the Purchasing Agent of record indicating that the proposal has been sent and requesting confirmation by return e-mail upon AHEC’s receipt of proposal. If offeror requires confirmation, it is the offeror's responsibility to confirm in this way receipt of the proposal in advance of the posted deadline.

1.17 Protested Solicitations and Awards

Any actual or prospective offeror or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to AHEC’s Director of Procurement and Distribution Services. The protest must be submitted in writing within seven (7) working days after such aggrieved person knows, or should have known, of the facts giving rise thereto.

With regard to the emphasized language above, it is important for bidders to note that a challenge to the solicitation’s requirements, or specifications, must be made within seven (7) working days of when the protest item is known.

Announcement of the Notice of Intent to Award will be made via a posting on ColoradoVSS. The requirement for timely submission of any protest (7 working days) will begin on the first working day following posting of the award notice on ColoradoVSS.

1.18 Confidential/Proprietary Information

Any restrictions of the use or inspection of material contained within the proposal shall be clearly stated in the proposal itself. Written requests for confidentiality shall be submitted by the offeror with the proposal. The offeror must state specifically which elements of the proposal are to be considered confidential/proprietary.

Confidential/proprietary information must be readily identified, marked and separately packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is NOT acceptable. Neither a proposal, in its entirety, nor proposal cost information, will be considered confidential and proprietary. Any information that will be included in any resulting contract cannot be considered confidential.

AHEC will make a written determination as to the apparent validity of any written request for confidentiality. In the event AHEC does not concur with the offeror's request for confidentiality, the written determination will be sent to the offeror. Ref. Section 24-72-201 et. seq., C.R.S., as amended, Public (open) Records.

1.19 RFP Response Material Ownership

AHEC has the right to retain the original proposal response and other proposal response materials for its files. As such, AHEC may retain or dispose of all copies as is lawfully deemed appropriate. Proposal response materials may be reviewed by any person after the "Notice of Intent to Make an Award" has been posted on ColoradoVSS, subject to the terms of Section 24-72-201 et seq., C.R.S., as amended, Public (Open) Records. AHEC has the right to use any or all information/material presented in reply to the RFP, subject to limitations outlined in the paragraph, Confidential/Proprietary Information (above). Offerors expressly agree that AHEC may use the materials for all lawful State purposes, including the right to reproduce and distribute copies of the material submitted for purposes of evaluation, and as part of the resulting contract, and to make the information available to the public in accordance with the provisions of the Colorado Open Records Act.

1.20 Proposal Costs

Proposal costs must be firm for a minimum of ninety (90) days after proposals are due. Estimated proposal costs are not acceptable. Proposal costs will be considered to be your best and final offer, unless otherwise stated in the RFP. The proposal cost will be considered in determining the apparent successful offeror(s).

1.21 Multiple Proposals from a Single Offeror

Offerors may submit multiple proposals; however, each proposal must conform fully to the requirements for proposal submission. Each such proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate Financial Proposal options are allowed and do not constitute multiple proposals.

1.22 Selection of Proposal Notice

An Evaluation Committee will review and evaluate offers submitted and make a recommendation for award. This selection will be for award to the responsible offeror whose proposal is determined to be most advantageous to AHEC. AHEC will post a "Notice of Intent to Make an Award" on ColoradoVSS which will announce the selected.

1.23 Notice of Intent to Award

AHEC reserves the right to make an award on receipt of initial proposals, so offerors are encouraged to submit their most favorable proposal at the time established for receipt of proposals. Offerors not meeting the requirements identified in the RFP shall be ineligible for further consideration. AHEC may conduct discussions with offerors in the competitive range for the purpose of promoting understanding of AHEC’s requirements and the offeror’s proposal, to clarify requirements, make adjustments in services to be performed, and in prices. Changes to proposals, if permitted, will be requested in writing from offerors.

1.24 Award of Contract

Award will be made to the responsible offeror whose proposal will be the most advantageous to AHEC, costs and other factors considered. In the event the parties are unable to enter into a contract, AHEC may elect to cancel the "Notice of Intent to Make an Award" and make the award to the responsible offeror whose proposal would subsequently have received the award.

1.25 Acceptance of Proposal Content

The contents of the proposal (including persons specified to work for AHEC) of the successful Offeror will become contractual obligations if acquisition action ensues. Failure of the successful Offeror to accept these obligations in a state contract, purchase order, or similar authorized acquisition document may result in cancellation of the award and such Offeror may be removed from future solicitations.

1.26 Standard Contract

The successful Offeror is required to enter into a formal contract with AHEC. The contract will incorporate standard contract terms (including Special Provisions) into any contract resulting from this RFP. These terms are included in the attachment labeled “Attachment A” to this RFP (AHEC Model Contract).

Offerors must clearly identify any exceptions to the contractual terms and conditions described in this RFP, and provide justification and alternative language in their proposal response. Offerors are strongly encouraged to seek advice from legal counsel regarding such contractual exceptions.

Offerors should not assume any term or condition in this RFP or Model Contract is negotiable. In the event the parties are unable to negotiate contract terms that are fully satisfactory to AHEC within a reasonable period of time, at AHEC’s sole discretion, AHEC may elect to enter into negotiations with another offeror within the competitive range. If a “Notice of Intent to Make an Award” has been issued, and the parties are unable to enter into a contract that is fully satisfactory to AHEC within a reasonable period of time, AHEC may elect to cancel the “Notice of Intent to Make an Award” and commence contract negotiations with another offeror within the competitive range.

1.27 Ownership of Contract Products/Services

Proposals, upon established opening time, become the property of AHEC. All products/services produced in response to the contract resulting from this RFP will be the sole property of AHEC, unless otherwise noted in the RFP. The contents of the successful Offeror's proposal will become contractual obligations.

1.28 Incurring Costs

AHEC is not liable for ANY cost incurred by offerors prior to issuance of a legally executed contract, purchase order, or other authorized acquisition document. No property interest, of any nature, shall occur until a contract is awarded and signed by all required parties. All costs incurred in the response to the RFP are the sole responsibility of the offeror.

1.29 Non-Discrimination

Offerors shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

1.30 Rejection of Proposals

AHEC reserves the right to reject any and all proposals, waive informalities and minor irregularities in proposals received as determined by AHEC, and to accept any portion of a proposal, or all items proposed, if deemed in the best interest of AHEC. Failure of an offeror to provide any information requested in this RFP (and in the manner or format required) may result in disqualification of the proposal.

1.31 Parent Company

If an offeror is owned or controlled by a parent company, the name, main office address and parent company's tax identification number shall be provided in the proposal. The tax identification number of the offeror responding to the RFP must be provided. The offeror must be a legal entity with the legal right to contract.

1.32 News Releases

News releases pertaining to this RFP shall NOT be made prior to execution of the contract without prior written approval by AHEC.

1.33 Certification of Independent Price Determination

Except as otherwise disclosed with particularity, through its submission of an offer, the offeror certifies that the prices and other terms in the offer have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the offer by any other competing offeror. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing offeror. No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

1.34 Prime Contractor

AHEC will consider the selected offeror to be the sole point of contact with regard to contractual matters including the performance of services and the payment of any and all charges. There may be areas for use of subcontractors or partners in this project. AHEC encourages use of small businesses wherever viable. If you are using subcontractors/partners, your proposal must list the subcontractors/partners, their area(s) of expertise, and include all other applicable information herein requested for each subcontractor/partner.

1.35 Taxes

AHEC, as purchaser, is exempt for all federal excise taxes under Chapter 32 of the Internal Revenue Code and from all state and local government use taxes (ref. Colorado Revised Statutes Chapter 39-26-114(a)). Seller is hereby notified that when materials are purchased in certain political sub-divisions (for example – City of Denver) the seller may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by AHEC.

1.36 Assignment and Delegation

Except for assignment of antitrust claims, neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party.

1.37 Legislative Changes

AHEC reserves the right to amend any resulting contract in response to legislative changes, which affect the services related to this RFP.

1.38 Error Reporting

The successful Offeror will promptly report any errors occurring with programs throughout the duration of this contract. A summary report must be submitted at least once every three (3) months, beginning with the date this contract is enacted. Failure to disclose this information is grounds for termination of the contract for cause.

1.39 Order of Precedence

In the event of any conflict or inconsistency between terms of this Request for Proposal and the proposal (offer), such conflict or inconsistency shall be resolved first, by giving effect to the terms and conditions of the resulting contract, second to the Request for Proposal, and third, to the proposal.

1.40 Availability of Funds

Financial obligations of AHEC, payable after the current fiscal year, are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to AHEC.

1.41 Venue

The parties agree that venue for any action related to performance of this contract shall be in the City and County of Denver, Colorado.

1.42 Offeror Proposed Terms and Conditions

Except as specified in the offeror’s proposal, the submission of the offeror’s proposal will indicate its acceptance of the terms and conditions. Offerors must disclose in their proposals terms and conditions, or required clarifications, of terms and conditions consistent with these instructions. AHEC reserves the right to clarify terms and conditions not having an appreciable effect on quality, price/cost risk or delivery schedule during post-award formalization of the contract.

1.43 Contract Cancellation

AHEC reserves the right to cancel for cause, any contract resulting from this RFP, by providing timely written notice to the contractor.

1.44 Insurance

The contractor shall procure, at its own expense, and maintain for the duration of the contract, the insurance coverage as described in the attached AHEC Model Contract (Attachment A).

1.45 Past Performance

Each offeror’s past performance will be reviewed as part of AHEC’s overall evaluation. This evaluation will take into account past performance information submitted as a part of such offeror’s proposal including, but not limited to, information regarding predecessor companies, key personnel who have relevant experience, and subcontractors performing major or critical aspects of the service(s), if such information is relevant. Offeror’s without a record of relevant past performance or for whom information on past performance is not available will receive a neutral past performance rating. AHEC will consider offeror’s performance on past or current AHEC contracts with requirements similar to AHEC requirements for this contract. AHEC will consider information provided by offeror regarding any problems encountered on the identified contracts and any associated corrective actions.

1.46 State Employment Affiliation

Offerors must explain any State employment affiliation as described in the Solicitation Instructions found on ColoradoVSS.

1.47 Key Personnel

AHEC shall consider Contractor “Key Personnel” and therefore essential to the work being performed. Contractor shall immediately notify AHEC in writing prior to replacing “Key Personnel”. Replacement personnel must have the same skill level and qualifications, or better, than the personnel they are replacing. AHEC must approve the replacement personnel in writing prior to new personnel commencing work and the change must not delay the project. AHEC’s approval of replacement Key Personnel shall not be delayed nor unreasonably withheld. Contractor shall take commercially reasonable action to transfer their “departing” personnel’s project knowledge to the Contractor’s substitute personnel to ensure continuity of services performed.

1.48 References

AHEC may contact the references provided by an offeror (primary sources) to validate the offeror’s experience. Other individuals and entities, (secondary sources) identified as possessing relevant information during the course of discussions with the references provided by an offeror, also may be contacted by AHEC. AHEC reserves the right to consider representations by these individuals or entities (secondary sources) concerning project scope, timeliness of performance, project management capabilities, and other information relevant to determining the quality of an offeror’s past experience and demonstrated capabilities.

1.49 FERPA/HIPPA

Successful contractor and consultant must adhere to Federal FERPA (Family Education Rights and Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act) regulations.

1.50 Conflicts of Interest

Offeror avers that to his/her knowledge, no AHEC employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS §24-18-201 and CRS §24-50-507.

The signatory hereto avers that he/she is familiar with CRS §18-8-301, et seq. (Bribery and Corrupt Influence) and CRS §18-8-401, et seq. (Abuse of Public Office) as amended, and that no violation of such provisions is present.

1.51 Testing and Acceptance of ERP

Upon award, successful offeror and AHEC shall negotiate mutually acceptable testing and acceptance criteria for the ERP (or each module should AHEC choose to implement the ERP in phases); however, final acceptance will not occur until ERP (or each module, if implemented in phases) has run error-free for the negotiated period.

SECTION 2: BACKGROUND, OVERVIEW, AND SCOPE

2.1 Background and Overview

The Auraria Higher Education Center (“AHEC” or the “Center”) was created by statute in 1974 as an agency of the State of Colorado (the “State”) to provide the land, physical plant and facilities necessary to house three separate higher education institutions: the University of Colorado Denver (“CU Denver”), Metropolitan State University of Denver (“MSU Denver”) and Community College of Denver (“CCD”). These Constituent Institutions remain separate in terms of mission and governance, while at the same time offering cooperative academic programs and sharing the services and facilities of the Center.

Located on 151.5 acres in downtown Denver, the Center is an urban commuter campus. The facilities of the Center are comprised of 53 buildings with a total of 2.3 million gross square feet. These buildings house classrooms, offices, laboratory space and auxiliary functions such as the Tivoli Student Union, the Campus bookstore and the Auraria Early Learning Center. The facilities do not include any housing or other residential space. With approximately 48,000 students, faculty and staff, the Campus is the largest campus in the State of Colorado in terms of student population.

The Center is governed by a Board of Directors (the “Auraria Board”), comprised of 11 members, of which nine are voting members and two are nonvoting ex-officio members, the makeup of which is determined by statute.

AHEC was established, among other things, to manage facilities, physical plant and land to accommodate the Constituent Institutions. Among its duties, AHEC has the responsibility, under State statutes, to plan, construct, own, lease, dispose of, acquire, operate, maintain and manage all of the physical plant, facilities, buildings, and grounds of the Center. Additionally, AHEC facilitates coordination of the facilities of the Center, and allocates, in accordance with needs, suitable space within the Center among the Constituent Institutions. It is the Auraria Board’s duty to develop and update annually a long-range plan for operation of the Center, as well as to decide certain disputes between and among the Constituent Institutions. By law, it is the responsibility of the governing board of each Constituent Institution to establish academic programming for its respective institution. In addition, AHEC operates various self-supporting enterprises which serve the student population, faculty and staff. Among these are the Tivoli Student Union Facilities, the Auraria Early Learning Center, the Campus Bookstore, Parking Facilities, and campus vending operations. Revenues from such enterprises include facility rentals, food and book sales, student fees, parking fees and other miscellaneous items. In addition to its own purchasing, AHEC also serves as the procurement authority for MSU Denver and CCD (entering purchase orders, etc.).

AHEC regularly employs over 300 full-time and approximately 300 part-time student employees. Approximately 75% of full-time employees are part of the State personnel system. The total budgeted expenditures for fiscal year 2015 is over $76 million.

The mission of Auraria is to provide high-quality, accessible, enriching educational facilities and atmosphere for the three colleges that allow the colleges to prepare students for successful careers, post-graduate education, and lifelong learning in a multicultural, global, and technological society.

To support Auraria in its mission and vision, the ERP installation must be able to accommodate the unique needs of AHEC’s accounts receivable (non-student), budgeting, fixed assets requirements within the general ledger as well as purchasing, accounts payable, and payroll. In addition, the ERP must address the management systems of Human Resources. Finally, AHEC is required by the State of Colorado to coordinate certain financial functions and transmit monthly financial information to the State Controller’s Office and AHEC also has various auxiliary systems that must transmit data to the Center’s main ERP system in order to ensure proper integration and reporting of all business activity.

AHEC’s vision for the implementation timeframe allows for phasing of the requirements of the project:

· Phase I is defined as all features (minimum of G/L, A/P and A/R) necessary to “go-live” July 1, 2015.

· Phase II is defined as all features necessary to “go-live” with HR and Payroll January 1, 2016 and allow for a three (3) month parallel testing of the system beginning October 1, 2015.

· Phase III is defined as the remaining features/modules to be completed within the first quarter of 2016 or not later than 03/31/2016.

Please note: AHEC has established an ERP system acquisition budget of not to exceed $300,000.00. This includes the cost of all software modules, training (including all materials), annual software maintenance and support (first year), and all labor costs (including all reimbursable charges) for software implementation services and consulting and documentation. Cost proposals with costs that exceed $300,000.00 will not be considered or reviewed by the evaluation committee.

2.2 Current Systems and Interfaces

2.2.1 Accounting/Finance

1. Fundware This is currently the Accounting (primarily G/L and A/P) system of record in use by AHEC. The current fiscal year will be closed on this system, including the annual audit after closing, and then it will be replaced by the ERP acquired via this RFP.

A one-time data transfer of the vendor master file (approximately 3,000 vendors), customer master file (approximately 1,000 customers), and fixed asset master file from this system to the ERP will be required.

2. CORE AHEC uses the Colorado Operations Resource Engine (CORE) provided by the State of Colorado in order to report all activity at a summary level to the State. AHEC must have the ability to crosswalk ERP data to CORE chart of accounts, and feed to CORE as needed. The ability to crosswalk data and perform batch feeds from the ERP to CORE is required.

3. F9 AHEC uses F9 to pull data from Fundware and various other systems to aid in reconciliation processes, produce financial statements, and produce ad-hoc reports. Some of the reconciliations performed using this tool has become essential processes-enabling operations and allows for efficiencies. Replacement processes or tools will be required as part of successful implementation throughout various stages of implementation.

4. Connect AHEC uses this product to import various data and journal entries into Fundware. Items imported include payroll data files, procurement card transactions, labor dollar amount for projects, daily sales transactions from the Bookstore and Parking, cost allocation information by building, etc. This functionality is required.

2.2.2 Purchasing

1. Venice AHEC Procurement Services uses Venice, by RFD & Associates, to issue purchase orders and Fundware to encumber the funds. Both of these systems will be replaced by the ERP acquired via this RFP. A one-time load of the vendor file to the new ERP from Venice is required.

2. CitiDirect AHEC utilizes a procurement card that clears through Citibank. The ERP is required to be able to accept transactions from the bank on a WEEKLY basis.

2.2.3 Human Resources & Payroll Systems

1. iVantage AHEC uses the iVantage System as the HR system of record. It is intended that AHEC will utilize the ERP for payroll processing LIVE (instead of iVantage). Parallel payroll processing is expected. Prior to parallel processing, a one-time load from iVantage to ERP-HR is required.

AHEC uses an iVantage to record and track Leave Balances. A one-time data transfer from iVantage to the ERP solution is required.

2. Attendance Enterprise AHEC uses an automated time card system to track hours worked by some employees. An ongoing interface between Attendance Enterprise and the ERP is required for both Payroll and Leave Tracking purposes.

3. Benefit Solver AHEC uses Benefit Solver, hosted and maintained by the State of Colorado, for employee-entered maintenance of benefit choices. An interface to Benefit Solver is desired.

4. HR Data Warehouse The State of Colorado maintains the HR Data Warehouse (HRDW) via a feed from Central Payroll Processing System (CPPS) current agency information is collected and forwarded via spreadsheet on a monthly basis. An interface to HRDW and CPPS is not required; however, reporting is required in order to send information to Central Payroll.

6. Family Support Registry The State of Colorado maintains a system to track child support payments. This system is currently fed from Fundware. A new feed from the ERP is required.

An interface summary can be found in Appendix B.

2.2.4 AHEC Departmental Systems

The Auraria Higher Education Center is comprised of multiple operational Departments, each having automated systems that support their operations. AHEC desires that interfaces to some of these systems be developed at a later date, while some will be required at go-live.

1. Bookstore System The Auraria Bookstore currently uses Ratex, but will be converting to Sidewalk, a Cloud based system, early next year. Interfaces to A/P and A/R in the ERP is required.

2. Room Scheduling Multiple AHEC departments use EMS, by Dean Evans & Associates, to schedule rooms on campus. An interface to A/R in the ERP is desired.

3. Telecommunications The Telecommunications department uses an in-house developed and maintained system to process and track work orders. An interface to A/R in the ERP is desired.

4. Facilities Management The Facilities Management department uses TMA, by TMA Systems LLC, to track work orders and projects. Information tracked includes time worked and materials purchased. An interface to bring in project labor dollars and apply them as expenses to projects is required in the ERP. Additionally, tools to help reconcile the two systems at a project and work order level is desired.

5. Early Learning Center The Early Learning Center uses CCM, by Personalized Software Inc., to manage their operations. An interface to A/R in the ERP is desired.

6. Parking The Parking and Transportation department uses Flex, by T2, for record keeping and operations. An interface to A/R in the ERP is required.

7. Mail Services The AHEC Mail Services department utilizes a Pitney-Bowes mail processing system. An ongoing load from Pitney to the ERP A/R is desired.

8. Sustainability The Center has an energy/utilities monitoring system EnergyCap that houses all utility information including consumption stats, and invoiced amounts per location. The system allocates energy costs to specific location utilizing the energy consumption and property use data. This cost allocation by location is imported into the Center’s GL through the ERP on a periodic basis. An interface to the ERP is required in order to import utility cost allocation.

9. Peachtree A/R This package is processed and maintained in-house by specific Departments at AHEC, and is used to produce customer invoices and the customer, revenue and A/R data is duplicate entered into Fundware. It will be replaced by the ERP acquired via this RFP. Since information is duplicated in Fundware there is no need transfer data, from this system into the new ERP. But it is desired that the new invoicing and customer tracking process in the ERP will replace the need to use this system. An invoice template design for these lines of business is required.

2.3 Scope of Work and System Details

2.3.1 Functional Requirements

This section defines the expected functional requirements to meet AHEC’s goals for a new ERP system. The primary modules or functions required are as follows:

1. General

2. Accounts Receivable

3. Accounts Payable

4. Budget Preparation/Control

5. Capital & Fixed Assets Management

6. Cash Receipting

7. Financial Reporting

8. General Ledger

9. Grants Management

10. Human Resources

11. Management Reporting and Analysis

12. Payroll

13. Project Accounting (including Capital Projects Budgeting & Costing)

14. Purchasing

15. Cost Accounting/Cost Allocation

16. Time and Attendance Appendix A provides a brief description of basic functional requirements for each module. Offerors are required to complete Appendix A by providing the appropriate response relating to your software within the appropriate column. The “Comments/Explanation” column is for further detail to be offered regarding a feature. Appendix A must be completed in this format to have responses considered. No changes to the format of the document will be accepted.

To follow are narratives to assist in clearly defining the ERP functional requirements. The narratives provide additional information to help place the features into context. Some narratives contain additional questions, which the offeror must respond in its proposal submittal.

2.3.2 System Hardware and Software Requirements

Please note, AHEC intends to host the ERP in-house.

1. The proposed ERP Systems must function on industry standard desktop and/or laptop computers running Windows 7.

2. The database must be a Microsoft SQL Server 2008 or later database. If multiple databases are to be employed, they must ALL be Microsoft SQL Server 2008 or later.

3. The ERP must operate in a large Ethernet network using one or more Virtual Windows Servers (VMWare) of appropriate size. These servers will operate under Microsoft Server 2008 or later. This hardware will be provided and maintained by AHEC-IT.

4. The ERP shall be concurrently accessible to a minimum of 30 users through computers directly connected to the network.

5. The system shall be compatible, specifically, to allow import and export capabilities from Microsoft Excel, Access, Word and Outlook. Offerors must include all available information regarding interfaces their proposed software has with these (and any other) software packages.

6. AHEC desires the Accounting and Payroll modules or functions utilize a Xerox Phaser 4500 for check printing. Offerors must inform AHEC of their ability to utilize this printer, or provide suitable substitutes for same.

7. AHEC requires the proposed systems utilize industry standard HP Laser printers and Xerox copiers for printing. Offerors must inform AHEC of their ability to utilize these printers.

8. AHEC requires the proposed ERP include an ad-hoc report generator such as Crystal reports or similar. Offerors must include all available information, including costs, of their offering in this area.

9. AHEC requires the proposed ERP be compatible with IIS 7 or later.

2.3.3 Implementation Support

For the implementation process to be successful, meaningful participation from all parties involved in this effort must occur. As such, AHEC expects the selected ERP offeror to be significantly involved in the implementation effort. The offeror is expected to commit, at a minimum, a resource (offeror project manager) having both detailed product knowledge and the ability to quickly bring the resources of the offeror organization to bear in resolving issues or challenges arising during the course of implementation and beyond. AHEC expects the offeror project manager to be sufficiently experienced to effectively advise project management to ensure the implementation is conducted in a fashion that results in success. The offeror’s project manager will report to the AHEC project manager for this initiative.

AHEC anticipates requiring implementation support services from January 2015 through the completion of the installation of all phases, and maintenance and support services upon the go-live date of the first module – estimated to be July 2015. AHEC expects the offeror project manager assigned to provide implementation support services to ensure the necessary levels of involvement from their organization for implementation to be successful. The individual will be responsible for the following:

1. Participating in weekly status meetings;

2. Implementation support and resolution of issues relating to software functionality and technical changes related to the software;

3. Assisting in problem resolution between AHEC and the integration of auxiliary systems;

4. Advising project management on project strategy, approach, and direction as well as on major decision points;

5. Providing technical expertise and acting as the customer support focal point;

6. Identifying and providing resources from the offeror to complete project tasks; and

7. Being available to the project team, at a minimum, until the end of the project schedule.

Offerors must provide the following information about the proposed offeror project manager and approach:

1. Identify the individual employee proposed to fill this role on this project and their office location.

2. Describe any other responsibilities this person will be fulfilling in addition to this project during this time period (e.g., availability in relation to their other duties).

3. Include a description of their capabilities and qualifications to perform this role including specific prior experience with proposed software.

4. Provide a copy of their resume and three (3) references.

5. Describe proposed work structure of this individual in order to fulfill the responsibilities outlined above.

6. Describe the proposed method of interaction between the proposed offeror project manager and AHEC’s project manager.

7. Indicate the methods proposed to employ in order to serve AHEC when this individual is on leave or otherwise unavailable.

8. Describe the proposed approach to this project and include works steps and project schedule.

2.3.4 Software Installation

To perform a successful installation of the software onto AHEC’s Virtual servers, the selected offeror must have a knowledgeable and experienced team who will be available throughout the installation process. The offeror software installation team must work alongside AHEC’s Information Technology staff before, during, and after the software installation, and the selected software offeror will be required to ensure the installation goes according to plan and all issues are resolved in a timely manner.

Before software installation can occur, the software offeror must meet with the AHEC-IT team to ensure AHEC’s virtual server environment is adequately prepared prior to the offeror installing the software. The required items are:

1. Hardware Requirements

2. Software Requirements

3. Review Specifications

4. Software documentation

5. Configurations

6. System Settings

7. Disk Space

8. Security Permissions and Privileges

9. Any software or hardware obstacles that are seen Furthermore, as part of a response to this RFP, the offeror must provide a schedule outlining when the install will occur for each server and approximate length of the installation process.

2.3.5 Maintenance and Support

Currently AHEC has an in-house IT Help Desk support team comprised of two (2) highly qualified technical personnel. The vision is for AHEC’s Help Desk to help AHEC users with internal issues such as network, desktop, and printer issues. The selected offeror’s Help Desk will be contacted to provide all ERP software support.

As a part of the resulting contract, selected Offeror must provide AHEC with have maintenance and support services which must include:

1. Correcting software defects;

2. Providing help desk support via a hotline to resolve functional and technical issues arising with the software;

3. Correcting all errors reported by AHEC that can be reproduced in AHEC’s or the offeror’s environment;

4. Providing software upgrades, point releases, and patches to correct deficiencies, and instruction and training materials to facilitate the associated installation of such;

5. Access to alternative means of support and knowledge sharing (e.g., websites, knowledge gardens, etc.).

Offeror is required to extend the same level of maintenance and support to all offeror developed interfaces.

At a minimum, the maintenance and support shall:

1. Provide AHEC access to functional and technical support personnel Monday through Friday from 7 a.m. until 6 p.m. Mountain Time. Responses must detail coverage offerings(s).

2. Provide a local or a toll free telephone number to access such support.

3. Provide AHEC the ability to prioritize urgent help calls to ensure immediate attention by qualified offeror support staff.

4. Provide AHEC any updates, error corrections, modifications or enhancements (referred to collectively as “updates”) for each software product and offeror developed interface under maintenance when those updates are published by the proposer and generally made available. These updates shall include new releases and modifications.

5. Provide a minimum of twelve (12) months notice before withdrawing support for specific versions and releases of any software purchased by AHEC. The proposer shall not withdraw support for the implemented release of the software within three (3) years after AHEC has implemented and gone live with that software.

The maintenance and support services that AHEC will require become effective (i.e., are triggered) as of AHEC’s go-live date for the first module or set of modules. Prior to that time, AHEC will require support services through the offeror project manager assigned to the implementation team.

The offeror’s proposal must contain specific narrative describing the maintenance and support program proposed for AHEC, including:

1. The recommended support plan and supporting rationale;

2. Support issues covered and not covered by these plans;

3. How the requirements specified will be addressed;

4. Service level standards proposed and options available to AHEC in the event the offeror fails to meet those standards;

5. Other support avenues available for AHEC to access in addition to contacting offeror support (e.g., documentation, web sites, etc.);

6. A description of how offeror’s support center sets priorities for critical problems requiring immediate assistance;

7. What kind of support and response times AHEC can expect for various problem priorities;

8. Maximum and average wait times to speak with a customer service representative; and

9. The forms of assistance AHEC will receive regarding the application of patches,…