Attachment_10_Project_Expectations_7124.docx

RFP for ERP Software and Implementation Services City of Salem, Oregon

Attachment 10 Project Expectations Please answer all of the questions below:

Type of Agreement

Software license is based on enterprise licenses/subscription (i.e., not user based)

Software license/subscription price is fixed for a minimum of five years

Software license/subscription price increases are based on an index

Pricing for professional services is fixed fee and milestone based

Payment for professional services is based on acceptance of deliverables identified in the SOW

Functional requirements process maps are attached to agreement and used to provide accountability for scope

Vendor does not constrain fixed fee contract for professional services with configuration quantities or other characteristics of the government (employees, funds, etc.)

Project Management

What is the split of on-site/off-site work?

Approximate number of projects (including this one) will the project manager be working on besides this proposed project

Approximate number of hours per month will project manager serve this project

Approximate number of trips per month for project manager

Frequency of status reports

Deliverables

(Client/Vendor)

Project Management

Project Plan is a Deliverable

Project Plan Deliverable includes:

Project Tasks

Project Schedule

Project Resources

Project Dependencies

Project Deliverables

Project Milestones

Status Reports are a Deliverable

Status Report Deliverable includes:

Schedule Compliance

Issues Log

Vendor Staffing Plan

Is client participation tracked during project?

Organizational Change Management

Organizational Change Management is a Deliverable

Organizational Change Management Deliverable includes:

Stakeholder Assessment

Communications Plan

Documentation of New Business Processes

Knowledge Transfer

Training Plan is a Deliverable

Training Plan Deliverable includes:

Stakeholder Identification

Training Scope

Training Schedule

Training Materials Plan

Training materials are customized for client

System Design

Requirements Traceability is a Deliverable

Requirements Traceability Deliverable includes:

Update to Functional Requirements

Report specifications are documented

Interface specifications are documented

Build

As-Built/Design Documentation is a Deliverable

Conversion

Conversion Plan is included as a Deliverable

Conversion Data Acceptance is included as a Deliverable

Testing

Testing Plan is included as a Deliverable

Testing Plan deliverable addresses:

Testing Tools

Testing Schedule

Unit Testing

Integration Testing

User Acceptance Testing

Performance Testing

Regression Testing

Test Scripts are included as a Deliverable

Go-Live and Support

Cutover Plan is included as Deliverable

Cutover Plan includes:

Plan for Open Issues

Requirements traceability matrix is updated

Post Go-Live Support Plan

Final Acceptance Documentation is included as Deliverable

Contract Terms Please indicate whether your firm will agree to the following project terms.

Key Personnel - The City requires assurances as to the consistency and quality of vendor staffing for its project. Key points of the City’s key personnel provision include: The City shall have the ability to interview and approve key personnel proposed by the vendor and the vendor key personnel may not be removed from the project without the City’s approval.

Note: This requirement only applies to consulting services.

Warranty – The Proposer will warrant that all work will be performed by an adequate number of qualified individuals with suitable training, education, and experience and that all work performed and all deliverables, including the system itself will conform to the scope and specifications as stated in the eventual SOW, including the vendor responses to the functional requirements for a period extending no less than 45 days after final acceptance.

Acceptance – Vendor shall provide final acceptance period after go-live of not less than thirty (30) days to confirm that the project meets all SOW requirements. Milestone payment for final acceptance is no less than 5% of the total implementation fees for the phase.

Hold Harmless – Vendor shall hold harmless, defend and indemnify City and its officers, employees, agents, and volunteers, from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with Vendor’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of City.

System Configuration Limits – Vendor shall consider the scope of the project defined by the City’s business process goals, functional requirements, and desire to implement the licensed software to best meet the needs of the City. The scope shall not be constrained by any configuration limits that would be necessary to achieve the project scope.

Service Level Agreements – Vendor shall identify clear service level objectives for availability.

Service Level Agreement Remedy – Vendor shall provide remedies for failure to meet service levels that includes but is not limited to refund of fees paid for service periods where the failure to meet service level objective is met.

Fixed Fee Pricing Based on Milestones – Vendor shall provide fixed fee pricing based on milestones for all implementation services. Fixed fee pricing shall not be further limited by an hours cap on select services.

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