Dunn_County_2024_ERP_RFP_Final_For_Posting.pdf

2024-16

REQUEST FOR PROPOSALS

For the County of Dunn, Wisconsin

Administration Department, Purchasing

Project # 2024-16

Enterprise Resource Planning (ERP) Software and Implementation

Proposals must be received no later than

2:00 pm Local Time (CST), Tuesday, October 1, 2024

Interested vendors must inform purchasing, prior to proposal submission deadline, if they have any pre-existing business relationship(s) with the County related to this project that may conflict with a potential contract award.

SPECIAL INSTRUCTIONS:

All proposals must be sealed and clearly marked “Proposal for Project #2024-16”

Postal Mail or Delivery to:

Dunn County

Sifia Jevne

3001 UW HWY 12 E STE 225

Menomonie, WI 54751

Electronic Email Delivery with the subject line “Proposal for Project # 2024-16” to: erp@co.dunn.wi.us

For further information regarding this proposal, contact Sifia Jevne (715) 231-2770 or erp@co.dunn.wi.us

Dunn County reserves the right to terminate the selection process at any time and reject any or all offers. The County shall not be liable for any pre-contract costs incurred by interested firms participating in the selection process.

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

Contents

1) INTRODUCTION AND BACKGROUND

1.1 PURPOSE OF RFP

1.2 PURCHASING AGENT AND RFP CONTACT

1.3 DESIRED PROJECT OUTCOMES

1.4 PROJECT SCOPE

1.5 RFP CALENDAR OF EVENTS

1.6 BACKGROUND AND CURRENT ERP ENVIRONMENT

1.7 ABOUT THE COUNTY

1.8 ONSITE PROOF OF CAPABILITIES DEMONSTRATION

2) PREPARING AND SUBMITTING A PROPOSAL

2.1 GENERAL INSTRUCTIONS

2.2 INCURRING COSTS

2.3 PROPOSAL SUBMISSION

2.4 ALL COSTS REPRESENTED

2.5 BEST AND FINAL BID OPPORTUNITY

2.6 FIXED PRICE PERIOD

2.7 UNANTICIPATED SERVICES

2.8 DOCUMENT OPENING

2.9 PROPOSAL SUBMISSION REQUIREMENTS

3) PROPOSAL CONTENT AND FORMAT

3.1 TABLE OF CONTENTS

3.2 EXECUTIVE SUMMARY

3.3 SECTION I – BACKGROUND, EXPERIENCE AND QUALIFICATIONS

3.4 SECTION II – TECHNICAL APPROACH: SOFTWARE FEATURES AND FUNCTIONALITY

3.5 SECTION III – CURRENT SYSTEMS AND INTEGRATIONS

3.6 SECTION IV – IMPLEMENTATION AND TRAINING METHODOLOGY

3.7 SECTION V – ONGOING SUPPORT AND SERVICE METHODOLOGY

3.8 SECTION VI - DATA AND SECURITY

3.9 SECTION VII – FINANCIAL INFORMATION

3.10 SECTION VIII –CONTRACT DOCUMENTS

3.11 APPENDICES

3.12 VENDOR DATA FORM AND W9

4) PROPOSAL SELECTION AND AWARD PROCESS

4.1 PROPOSAL REVIEW AND SCORING

4.2 EVALUATION CRITERIA

4.3 RIGHT TO REJECT PROPOSALS AND NEGOTIATE CONTRACT TERMS

4.4 EVALUATION PROCESS, AWARD AND FINAL OFFERS

4.5 NOTIFICATION OF INTENT TO AWARD

5) COST PROPOSAL

6) TERMS, CONDITIONS, AND CONTRACTUAL REQUIREMENTS

6.1 RESPONSIBILITY OF DUNN COUNTY

6.2 CONTRACT TERM AND FUNDING

6.3 AMENDMENTS TO THE CONTRACT

6.4 SUBCONTRACTING

6.5 PROPRIETARY DATA

6.6 CONTRACTUAL REQUIREMENTS

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

ATTACHMENT A: VENDOR REFERENCES

ATTACHMENT B: RFP REQUIREMENTS WORKBOOK

ATTACHMENT C: COST PROPOSAL & SIGNATURE PAGE

ATTACHMENT D: LIST OF CURRENT SYSTEMS

ATTACHMENT E: DRAFT DEMONSTRATION PACKET

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

1) INTRODUCTION AND BACKGROUND

1.1 Purpose of RFP

Dunn County is requesting proposals from qualified vendors for a new countywide Enterprise Resource Planning (ERP) software/system. This RFP is for proposals for a cloud-based/SaaS system only. On-premises solutions are not being considered at this time. In conjunction with the software/system, the proposal must include all aspects of the subsequent and associated items including but not limited to implementation, training, and ongoing service and support.

Data conversion and migration will be a key component to implementation, but all data needs have not yet been fully identified. This work will be determined separately from this RFP and directly with the final selected vendor.

1.2 Purchasing Agent and RFP Contact

The Administration Department issues this RFP for Dunn County. The Assistant Finance Director is the sole point of contact and Purchasing Agent for Dunn County during the RFP process. The person responsible for managing the procurement process is:

Sifia Jevne Phone: 715-231-2770 Administration Department 3001 US HWY 12 E STE 225 Email: erp@co.dunn.wi.us Menomonie WI 54751

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document prior to the submission of the proposal. RFP questions may be submitted until the date/time listed in Section 1.5 via, email, or mail (no phone or verbal questions will be accepted). The County is not responsible for the delivery or timeliness of the delivery of any questions submitted. It is the sole responsibility of the provider to ensure delivery of faxed and emailed messages.

If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency exists in the RFP, the proposer should immediately notify the purchasing manager of such error and request modification or clarification of the RFP document. In the event that it becomes necessary to provide a correction or clarification which revises any part of this RFP, a written amendment will be sent to all recipients of this RFP and posted if applicable. Questions to any person other than the contact listed above will not receive a response.

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

1.3 Desired Project Outcomes

The new ERP system should function as a key tool to support and facilitate the following ideals and objectives:

• Simple is better. Where possible, the County seeks to reduce complexity and quantity of administrative work.

• Redundant work should be eliminated and out of system work should be minimized.

• Processes decisions should be purposeful and represent the simplest and most effective way of getting the intended outcome. Processes will not be because its “the way it’s always been done.”

• The County will prioritize automated processes that decrease the use of paper and improve controls.

• The County will research best practices and optimal use of technology to make decisions in the best interest of the next ten years.

• Every user's perspective matters in this endeavor. Process standardization will be a priority, but the process must work for all stakeholders. No single user is more important in the process. An efficient process relies on having a process that works in the best interest of the entire organization, not one department or individual. As such, The County seeks to:

o Identify systems that may do similar tasks and work to consolidate or integrate.

o Identify and implement changes to department processes to remove unnecessary duplicate work.

o Consider scalability of process to address needs of both small and large departments.

• Embracing change is a cornerstone of progress. Though change can be perceived as difficult, in many cases, it is also necessary. It is better to experience some temporary disruption than to continue with an inefficient process.

• Challenges and mistakes are inevitable, and encountering difficulties does not equate to failure. Instead, it presents opportunities for growth, adaptation, and ultimately, success.

• The County realizes that the system is only a tool. After going live, the County will continue to invest in training and work to optimize use of the system to support business processes. This includes:

o Minimizing system modifications and customizations.

o Promoting more consistent use of systems across the County.

o Encourage continuous feedback to promote ongoing improvement beyond implementation.

• A Single source product is preferred, but multiple products will be considered if seamless data integration works and makes sense.

• The County will document Standard Operating Procedures (SOPs) and Policies that arise out of the new ERP.

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

1.4 Project Scope

The County intends to replace its existing ERP with a highly integrated system that can serve as many of the County’s various department business needs as possible. Ideally one system will be able to successfully execute all items noted within the project scope.

However, Dunn County reserves the right to further divide or split the scope, move items out of scope, and execute a contract with more than one vendor, if that proves to be in the best interest of Dunn County. The specific functionality and expanded requirements can be found in Attachment B “RFP Requirements Workbook” and further described in Section 3.4.

The following table lists the intended broad functional scope for this project in the two primary areas of Financial Management and, Human Capital and Workforce Management.

Financial Management Human Capital and Workforce Management

Accounting and Chart of Accounts Recruiting and Onboarding General Ledger Human Resources Project and Grant Accounting Position Control Budget (Preparation and Forecasting) Position Management Procurement Benefits Administration Accounts Payable Employee Performance and Evaluations Purchase Orders Employee Self-Service Contract and Vendor Management Certifications P-Cards Leave/FSLA Management Travel/Employee Reimbursement Offboarding/Separation Accounts Receivable/Billing Risk Management Treasury/Cash Management Time Clock/Timesheets Bank Reconciliation Detailed Time Keeping and Tracking Capital and Fixed Assets Payroll* Inventory Payroll*

Standard and Ad Hoc Reporting for each area noted above Data Conversion and Migration potential for each area noted above

Integration and Interfacing between the ERP and other software systems Initial ERP Implementation Training and Learning Management for all areas

Ongoing ERP System Maintenance, Service and Support

* Payroll can be proposed as either a financial or HR function.

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

1.5 RFP Calendar of Events

Listed below is a schedule noting key dates and deadlines related to this RFP. The actions must be completed by the dates indicated unless otherwise changed by Dunn County. If Dunn County 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 supplement to this RFP via the internet or email.

Date Event August 28, 2024 RFP Issued and Posted September 10, 2024 Proposer Written Questions Due by 2:00 pm local time (CST) September 13, 2024 Dunn County Responses Due to Proposer Written Questions October 1, 2024 RFP Proposals Due by 2:00 pm local time (CST) October 1, 2024 Official RFP Proposal Opening after 2:00 pm local time (CST) October 15, 2024 Short list notification with demonstration dates assigned;

Confirm Final Demonstration Packet Oct. 24 - Nov. 8

Onsite Proof of Capabilities Demonstrations Completed (See Section 1.8)

November 11, 2024 Best and Final bid proposal deadline No later than Nov. 20, 2024 Vendor Selection - Notification of Intent to Award No later than Dec. 18, 2024 Contract(s) Finalized No later than Jan. 15, 2025 Implementation Launch

1.6 Background and Current ERP Environment

During 2023, the County conducted an internal review of its financial processes as well as the use of its current ERP/financial management software, SAP. Analysis of the results of that review demonstrated that a new ERP would improve integration, reporting, roll-up capabilities, organizational processes, and allow for the implementation of business process best practices. It also demonstrated a need for clear and consistent process documentation and training programs for both new and existing employees.

The current contracted elements of SAP are listed below:

• BSI U.S. Payroll Tax Processing

• BA&T SAP Access Control, starter edition

• BA&T SAP BusinessObjects BI Suite (CS)

• ProduktivityPak Adapter f. SAP Sol.Man.

• SAP E-Recruiting

• SAP ERP Foundation Starter

• SAP Learning Solution

• SAP Payroll Processing for Nonprofit Org

• SAP Procurement for PS

• SAP Public Budget Formulation

• SAP SlsSvcOr Ex, B2B B2C 1-10000

Note that not all items listed above were implemented or are fully being utilized.

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

SAP is perceived as non-intuitive and challenging for many Dunn County end users and the financial reporting complexities has led to many inefficiencies. The current version of SAP will reach an end of life and require a migration to a new platform under SAP’s umbrella. The process to migrate to the new SAP platform will have financial, business process, and end user impacts similar to a migration to another ERP. It was determined that a full evaluation of the marketplace and RFP is the best path forward.

1.7 About the County

Dunn County covers 864 square miles in the Chippewa Valley of west-central Wisconsin. As of 2022, the U.S. Census Bureau estimated the county’s population to be 45,651. The population has been slowly growing over the past five years. The bulk of the population resides in the center of the county with the remainder of the county being rural.

The City of Menomonie, the county seat, is home to 16,794 residents and encompasses a little more than 15 square miles. The city lies approximately 70 miles east of Minneapolis/St.

Paul (MN), 210 miles west of Green Bay, and 100 miles north of La Crosse (WI).

The larger county is comprised of the City of Menomonie, seven villages (Boyceville, Colfax, Downing, Elk Mound, Knapp, Ridgeland, and Wheeler), and 22 townships. Bordering counties include Barron and Polk to the north; Saint Croix and Pierce to the west; Pepin to the south;

and Chippewa and Eau Claire to the east.

The County Government has over 550 employees, distributed in 21 departments. It has a total annual budget of approximately $100 million.

Dunn County will supply additional background or County information as requested if submitted to Dunn County by the question due date specified in Section 1.5.

1.8 Onsite Proof of Capabilities Demonstration

Following a preliminary review of submitted written proposal materials, a short list of vendors will be developed by the evaluation team according to the criteria noted in Section 3.3. Those short-listed vendors will be required to provide an onsite demonstration of their proposed ERP solution. Each demonstration will function as a proof of concept that the proposed ERP solution will meet the business needs of Dunn County.

A minimum of 2, and maximum of 4, vendors will be invited to participate in an onsite demonstration.

The demonstrations from short-listed vendors will be held at the Dunn County Government Center in Menomonie, Wisconsin. Each vendor will be provided two business days to demonstrate their proposed solution. A tentative draft demonstration packet with demonstration instructions is included as Attachment E “Draft Demonstration Packet. A final demonstration packet will be provided to each vendor that is shortlisted and invited to complete an onsite demonstration. All vendors will be expected to follow the same demonstration schedule and develop responses to the items provided in the demonstration packet.

Due to staffing and time constraints, no other demonstrations will be scheduled for this project outside of the dates noted below. The demonstration dates are subject to change. In the event

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024 that Dunn County finds it necessary to change any of the specific dates and times in the demonstration dates listed in the table below, it will do so by issuing a supplement to this RFP via the internet or email.

The final assigned demonstration dates will be provided at the time of shortlist notification as indicated in Section 1.5. Please indicate your availability for the demonstration dates with “Available”, or “Not Available” as applicable.

Date Event Availability THR/FRI: October 24-25, 2024 Demonstration Option Block 1 TUE/WED: October 29-30, 2024 Demonstration Option Block 2 MON/TUE: November 4-5, 2024 Demonstration Option Block 3 THR/FRI: November 7-8, 2024 Demonstration Option Block 4

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

2) PREPARING AND SUBMITTING A PROPOSAL

2.1 General instructions

The initial evaluation and final vendor selection will be based on the information submitted in response to the RFP plus information obtained from references and demonstrations.

Incomplete submittals and those not meeting the format requirements as outlined in Section 3 will be evaluated only if deemed in the best interest of the County. The proposer should respond with sufficient detail for Dunn County and its evaluators to clearly understand the proposal. The Proposer is expected to respond to all items in as much detail as necessary for Dunn County and its resources to make an objective evaluation of the RFP proposal responses.

2.2 Incurring Costs

Dunn County is not liable for any cost incurred by proposers in replying to this RFP. Dunn County reserves the right to accept or reject any or all proposals, in whole or in part, and to waive technicalities in any proposal or part thereof deemed to be in the best interest of Dunn County.

As noted in Section 1.5 and further described in Section 1.8 and the demonstration packet Attachment E, a 2-day onsite demonstration is required of any short-listed vendor. Proposers must be prepared to invest the time and resources necessary to complete any onsite demonstrations should they be shortlisted and advanced to demonstrate.

2.3 Proposal Submission

Proposers must submit proposals by date/time listed in Section 1.5

Required for all proposers:

1. Nine (9) printed hardcopies of the proposal – excluding any cost information;

2. One (1) printed hardcopy of the original initial cost proposal (Must be submitted in

SEPARATE SEALED ENVELOPE).

3. Electronic/Digital copy of the proposal – excluding any cost information via:

o One (1) USB Drive containing the proposal OR o Proposal sent via email as a zipped file attachment or link. Note: If submitting a link to allow access to the proposal, any login or other information necessary to access and download the proposal must be provided and specified at time of submission.

4. Electronic/Digital copy of the RFP Requirements Excel Workbook – excluding any cost information via:

o One (1) USB Drive containing the Excel Workbook (can be the same USB Drive referenced above) OR o Excel workbook sent via email as a zipped file attachment or link. Note: If submitting a link to allow access to the Excel workbook, any login or other information necessary to access and download the workbook must be provided and specified at time of submission.

Required for shortlisted vendors who participate in an onsite demonstration:

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

1. One (1) Best and Final cost proposal, submitted as a separate file via email AFTER the demonstration. Deadline for the best and final bid will be provided at a later date and confirmed with any shortlisted vendor.

All proposals shall be date/time stamped in by the Administration Department when received. Proposals not so stamped will not be accepted. Receipt of a proposal by another department in Dunn County does not constitute receipt of a proposal by the Administration Department of this RFP.

Dunn County will not accept faxed responses. Faxed responses will be rejected.

All proposals received in response to this request will become the property of Dunn County and will not be returned to the proposers.

2.4 All Costs Represented

Section 5 and Attachment C “Cost Proposal and Signature Page” contains additional detail of the required cost proposal information. All proposals submitted must contain a “total” cost and then a detailed itemized breakdown. Costs for the first year and subsequent 4 years must also be included. The cost proposal form referenced in Section 5 and included as Attachment C is required and should represent all costs to be considered when making comparisons in order to award the contract.

Further, as the demonstration will be functioning as proof of system capability, all features and functionality utilized and displayed during any system demonstration must be included and itemized in the cost proposal. Dunn County will not pay fees for services not itemized on the proposal.

2.5 Best and Final Bid Opportunity

Costing information will be evaluated to determine the short list for onsite demonstrations.

Following the demonstrations, if desired, shortlisted vendors will have the opportunity to submit a best and final bid proposal by the date indicated in Section 1.5 following the required format of Attachment C. If no changes are desired by the vendor, no changes need to be made and the cost proposal originally submitted will be deemed the best and final proposal.

The County reserves the right to modify the scope and require a new cost proposal accordingly to ensure fair and equitable cost comparison between proposals.

2.6 Fixed Price Period

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 120 days starting on the due date for proposals.

2.7 Unanticipated services

Dunn County reserves the right to negotiate with the awarded Proposer(s) reasonable fees for services unanticipated or not existing at the time of the awarding of the contract. Dunn County may, at its option, contract for them through an alternative process.

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

2.8 Document Opening

Proposals will be opened, and the name of the respondent read and the time indicated. Details of each proposal, including proposed fees, shall not be announced at the time of opening. Such information shall be made public after an award has been made and all negotiations are completed.

2.9 Proposal Submission Requirements

A. No information provided verbally, or by any other personnel, will be considered binding. All proposers should use this written document and its attachments as the sole basis for proposal at this time.

Additionally, DUNN COUNTY prohibits communication initiated by the proposer to any County official, representative from another entity or employee evaluating or considering the proposals, prior to the time a decision has been made.

B. CONTENTS OF PROPOSAL - All attachments, additional pages, addenda or explanations supplied by the vendor with this proposal will be considered as part of the proposal response.

If an oral presentation/interview is required of selected finalists, it shall be at the proposer's expense. However, an award may be made without discussion with the proposers.

Therefore, proposers are cautioned that proposals should be submitted initially on the most favorable terms, from both a technical and cost standpoint. Unnecessarily elaborate brochures or other presentations beyond that required to present a complete and effective proposal are not desired.

C. NONCONFORMING TERMS & CONDITIONS - A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document is subject to rejection as non-responsive. Dunn County reserves the right to permit the proposer to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

D. ALTERNATE PROPOSALS - An alternate proposal is viewed by the County as a proposal describing an approach to accomplishing the requirements, which differs from the approach set forth in the solicitation. An alternate proposal may also be a second proposal submitted by the same proposer, which differs in some degree from its prime proposal. The County may consider or reject any or all alternate proposals submitted.

E. RESERVATIONS - This RFP does not commit the County to award a contract, to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. Dunn County reserves the right to accept or reject any or all proposals received as a result of this request, to waive minor irregularities in the procedure, to negotiate with any qualified source, or to cancel in part or in its entirety, this RFP, if it is in the best interest of Dunn County to do so.

F. NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS - No official or employee on the evaluation committee shall have any financial interest, either direct or indirect, in the

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024 proposal or contract. No official or employee of the evaluation committee shall exercise any undue influence in the awarding of the proposal or contract.

G. AMENDMENT OF PROPOSALS -

By County: Requests for Proposals may be amended by the Purchasing office in response to the need for further clarification, specifications and/or requirements changes, new opening date, etc.

By Vendor: Proposals may only be amended after receipt by the Purchasing office by submitting a later dated proposal that specifically states that it is amending an earlier proposal. No proposal may be amended after the opening date unless requested by Dunn County.

H. WITHDRAWAL OF PROPOSALS - Proposals may be withdrawn only in total and only by a written request to the Purchasing Agent prior to the time and date scheduled for opening of proposals.

I. OTHER CONSIDERATIONS - Factors which include, but are not limited to, quantity involved, time of completion, purpose for which required, competency and financial capacity of vendor, ability to render satisfactory service and past performance will be considered in determining status as a responsible vendor. The County reserves the right to request additional information as may reasonably be required to make this determination and to further investigate the qualifications of the proposer as deemed appropriate

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

3) PROPOSAL CONTENT AND FORMAT

RFP submittals must be submitted in the format outlined here in Section 3, referencing each respective sub-section being addressed. Submittals will be evaluated solely on their responsiveness to the requirements of this RFP and not on information which a proposer includes but is not relevant to this RFP.

The hardcopy printed response to the RFP shall be submitted in a three-ring or spiral-bound binder with sections tabbed as listed below.

Table of Contents (See Section 3.1) Executive Summary (See Section 3.2) Section I – Background, Experience and Qualifications (See Section 3.3)

Firm Profile Proposer’s Team Information References

Section II - Technical Approach: Software Features and Functionality (See Section 3.4) RFP Requirements Workbook (See Attachment B)

Section III – Integrations (See Section 3.5 and Attachment D “List of Current Systems”)

Section IV – Implementation and Training Methodology (See Section 3.6) Section V – Ongoing Support and Service Methodology (See Section 3.7) Section VI – Data and Security (See Section 3.8) Section VII – Financial Information (See Section 3.9) Section VIII - Contract Documents (See Section 3.10) Appendices (See Section 3.11) Vendor Data and W-9 Form (See Section 3.12)

In a SEPARATE SEALED ENVELOPE:

Cost Proposal and Signature Page(s) See Section 2.4 and Section 5, and Attachment C.

3.1 Table of Contents

Each RFP shall include a table of contents properly indicating the section and page numbers of the information included. Pages shall be numbered consecutively from the beginning of the document to assist in finding relevant information.

3.2 Executive Summary

Each RFP shall include a concise abstract one (1) page stating the proposer's overview of the project. This should be used to summarize the scope of services that would be offered by your firm.

3.3 Section I – Background, Experience and Qualifications

Section I should provide an overview of the organization’s approach to this project. This may include an organizational vision or mission statement. Include your firm’s experience and commitment in working with governmental bodies.

o Firm Profile: Provide general information on the responding firm, including:

Name business address

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024 telephone number officers of the firm contact person(s) for this procurement Provide the year the Proposer's firm was established, and former firm name(s) if applicable.

State the number of years your firm has offered these services.

Indicate the number of full-time personnel employed by your firm, separately listing the number of administrative personnel and the number of employees currently employed in staffing assignments.

Identify the individual(s) in your firm who administer these contracts Identify the individual who will be the project administrator for the Dunn County contract.

• List any accreditations or qualifications of the individual(s) who will administer the Dunn County project.

• Describe how your firm will assure the competence and qualifications of individuals who will be assigned to the Dunn County project.

o Proposer’s Team Information: Provide a project organizational chart that identifies:

The administrative employees of the Proposer's firm that would administer and manage the project.

• Specify the team members by their name, job title, and training.

• A brief resume of all individuals involved in the administration of this project should be included,

• NOTE: The evaluation committee shall evaluate these credentials as part of the score for “Experience and Qualifications.” If the Proposer has more than one office which will be involved with the project, indicate the personnel from each office assigned to this project.

o References: Using Attachment A “Vendor References” as guide, provide a minimum of three (3) references for projects of similar size, scope, and complexity located in Wisconsin (whenever possible) indicating the Proposers recent experience with government institutions. All references must currently be using the same version of product being proposed. All references must be a minimum of 2 years post full implementation and cutover. References should be for projects where the Proposer is the prime contractor. Dunn County is especially interested in receiving references from projects that most closely match our size and process.

References should be primarily focused on the client relationship with the proposer/implementing consultant and less on the product being proposed.

The contacts noted will be contacted by Dunn County via phone and email.

The reference check will consist of a standardized form, and, if necessary, a phone meeting between the County and the Reference contact.

A reference response must be received from a minimum of 2 of the 3 provided.

Failure of a reference to respond to the request will adversely impact the score in the Background, Experience, and Qualifications section if at least 2 are not

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024 received. Please ensure that any references listed are aware of their obligation to provide a timely response.

o Additional Client Information: If available, please include a full listing of all current clients in neighboring counties and within Wisconsin. No contact information needs to be provided within this additional Client list.

3.4 Section II – Technical Approach: Software Features and Functionality The Proposer is to clearly define the software solutions and services being provided and describe any changes that contractor feels are necessary. Specific feature and functionality requirements have been developed to relay the business need of Dunn County for the ERP system and are listed in the RFP Requirement Workbook (See Attachment B). Proposers will respond to each line and tab within the RFP Requirements workbook. The proposer responses to the requirements workbook must be provided in the original Excel format. A separate PDF version of the worksheets can also be included with the print copies of the proposal but is not required.

A description of the Excel worksheet column layout is listed below:

Column A: Requirement Number – This number is used for reference and was created only to organize the requirement list.

Column B: Description – A brief description of the requested feature or functionality

Column C: Criticality – Each feature or functionality has an associated level of criticality.

Brief descriptions/definitions are provided in the table below.

Option Description Mandatory This feature or functionality is deemed mandatory and required for continued consideration. Systems and proposals that cannot meet this will be disqualified and removed from consideration.

Critical This feature or functionality is deemed critical for a successful ERP implementation. Systems and proposals that cannot meet more than 75% of critical items will be disqualified and removed from consideration.

Desired This feature or functionality is preferred, but lack of ability, or lack of inclusion in the proposal will not disqualify a proposal from consideration.

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

Column D: Vendor Response - Each feature or functionality must have a vendor response relaying how the functionality will be achieved within the proposal. Responses should be selected from the dropdown list within each cell on column D. The available responses are listed below:

Column E: Additional Clarification or Comments - If a feature/functionality is included in the proposal but not “Standard” a comment must be included in Column E, i.e. specify which module is needed for that functionality, etc. For any future item, the comment must indicate when that release is scheduled.

Comments do not need to be extensive and are not intended to cause excess burden.

Comments allow the evaluation team to objectively confirm that the proposer understands the requirement and has adequately incorporated it into the proposal.

No costing information should be included at any level in any cell or column of the RFP Requirement Workbook.

Option Description Standard Standard functionality within the core system product. A comment encouraged if needed to ensure understanding of the requirement is adequately relayed.

Additional Functionality exists in an add-on module to the core product and is being proposed. Column E comment required indicating which additional module is needed for this functionality

APPAPI Functionality exists through use of an integrated app or API and is being proposed. Column E comment required as a brief description of what is proposed.

Custom Functionality can be achieved with a custom enhancement and is being proposed. Column E comment required as a brief description of what is proposed.

FutureCore This feature/functionality will be available by the time implementation begins, will be a part of the core product, and is being proposed. Column E comment required indicating the scheduled date of release.

FutureAdd This feature/functionality will be available by the time implementation begins, will be a part of an add-on module, and is being proposed. Column E comment required indicating which module is needed for this functionality AND the scheduled date of release.

NotAvailable Feature/Functionality is not available within this system, will not be available through confirmed and scheduled future release, and is not included in the proposal.

NotProposed Use only if the Feature/Functionality is available or can be developed within this system but is not included in the proposal, regardless of reason

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

3.5 Section III – Current Systems and Integrations

• A list of the systems being used in association with or additional to the current ERP are noted in Attachment D “List of Current Systems”. For additional convenience, this list id also provided in an Excel format and included as the last tab within the Attachment B:

RFP Requirements Workbook “AttachD-List of Current Systems”. Note that not all line items are software systems. In some instances, they are vendors with which there is a close or required usage relationship expected within the selected ERP.

• Please describe the following for any line item, where there is a known ability to integrate/interface and is included in the proposal. As noted previously, no costing information should be included:

o Proposer’s integration/interface solution (web services, Application Programming Interfaces (APIs), manual import/export, etc.)

o Data availability/transfer (real-time, nightly, etc.)

o How Proposer will ensure data security

• We neither seek nor expect an integration with every system listed. Proposals should address and include only the line items that can readily be integrated and do not require significant customization.

3.6 Section IV – Implementation and Training Methodology

• Describe Proposer’s project management methodology. This should include the

Proposer’s approach to change management, risk management, issues management, communications management, etc.

• Describe the roles and responsibilities of County staff during implementation.

• Describe Proposer’s training methodology and how you ensure users are prepared to use the proposed solution; include a description of the approach to training for different learning styles (classroom, online, hands-on, etc.)

• Proposers must describe the training and anticipated hours to be provided for each specific module being proposed. Outline the plans for onboarding and training of future new key staff after the project is implemented.

• Include a proposed timeline defining any included key milestones or benchmarks with work beginning in January 2025 as noted in Section 1.5.

3.7 Section V – Ongoing Support and Service Methodology

• Describe the frequency that application patches and releases that have been made available within the past two (2) years, and how upgrades and patches are applied, specifically describing your notification process and the County’s ability to delay, test, accept, and/or deny applying changes.

• Describe ongoing hosting and support services including help desk processes and procedures, support hours (in Central Standard Time), escalation procedures, and response time commitments.

• In the event of a major event impacting services, describe the approach to business continuity & disaster recovery

• Describe any solution user groups and/or conferences.

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

3.8 Section VI - Data and Security

• Data Access and Security o Describe how data access is managed o Describe the environment (single or multi-tenant) o Describe how environment security is managed o If a multi-tenant environment, how is the data segregated?

o If a multi-tenant environment, how is security managed?

• Data Conversion and Migration o Describe the conversion strategy, including what data should be converted, the number of years of data to convert, and the conversion methodology (extract, transform, and load).

3.9 Section VII – Financial Information

• Financial History of Proposer’s Firm: Provide a copy of your most recent annual report.

Include any additional information that pertains to the financial soundness of the firm.

• Full disclosure of all lawsuits and claims filed against proposer in the past five (5) years.

3.10 Section VIII –Contract Documents

• Provide a copy of any contract documents that you propose be used for this project.

Including but not limited to:

o Software Licensing and Maintenance Agreements o Service Level Agreements (SLAs)

3.11 Appendices

A. Official Statement by Proposer: The RFP submittal must contain a statement to the following effect, signed by an individual authorized to bind the Proposer:

o Summarize that you understand the RFP requirements;

o Indicate who will be the Proposer’s authorized representative, including name, title, address, e-mail address, phone and fax. The person identified shall be empowered to make binding commitments for the Proposer;

o The Proposer has read and agrees to the terms and conditions set forth in this

RFP;

o The terms and conditions set forth in the submittal will remain open for at least 120 days from the deadline for submittal;

o Commitment to beginning the project within 45 days of finalizing the contract;

o Proposer understands Dunn County may award a contract in part, in full, or give no award at its discretion;

Submittals must be signed by a company official(s) authorized to commit to such submittals.

Failure to execute, sign and submit this statement together with all required copies of the submittal package will be a basis for disqualification.

B. Additional Qualifications and Experience Proposers are encouraged to include any additional descriptions of their qualifications and experience germane to the requested information in the Appendix. Any lengthy documents

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024 should be summarized in the main body of the qualifications with supporting information included as additional appendices.

3.12 Vendor Data Form and W9

The Vendor awarded the project will need to complete a Vendor Data Form and W9 located on the Dunn County website before payment can be processed.

https://dunncountywi.gov/?SEC={133F0156-8EA9-4F67-BF49-340EA9F7583A} https://dunncountywi.gov/?SEC=%7b133F0156-8EA9-4F67-BF49-340EA9F7583A%7d

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

4) PROPOSAL SELECTION AND AWARD PROCESS

4.1 Proposal Review and Scoring

Proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in rejection of the proposal. In the event that all proposals do not meet one or more of the mandatory requirements, the evaluation committee reserves the right to continue evaluation of the proposals which most closely meet the mandatory and critical requirements of the RFP.

The Proposer’s response to each of the requirements of this RFP shall be independently evaluated by each member of an evaluation committee, consisting of individuals who have been selected because of their special expertise and knowledge of the services that are the subject of this RFP. Proposers may not contact members of the evaluation committee at any time during this procurement process. The evaluation committee’s scoring will be tabulated by the Purchasing Agent, and proposals will be ranked based on their total scores. The cost portions of the proposals will remain sealed and unopened at this stage of the evaluation process.

Proposer’s response must demonstrate an understanding of all the requirements. In addition to the RFP Requirements Workbook (Attachment B) noted in Section 3, this may be done by citing how the Proposer has met these requirements in other similar situations.

Each proposal shall be evaluated in all areas listed in Section 3. Failure of a proposer to provide clear and accurate information within submitted documents may be reflected in the scoring of evaluators.

Upon the request of the evaluation committee, the Purchasing Agent may initiate inquiries for the purposes of confirming or verifying proposal information already provided. The evaluation committee and its members will not contact any proposer except through the Purchasing Agent.

If deemed necessary by the evaluation committee, a separate interview process may be requested and scheduled with one or more proposers to clarify and explain information given in the written submission. Such interviews shall be scheduled at a time and in a manner agreeable to the proposer, so failure to accommodate or fulfill interview requests from the committee through the Purchasing Agent may result in rejection of a proposal.

4.2 Evaluation Criteria

The proposal will be evaluated according to the following criteria:

Preliminary Review to develop shortlist of vendors:

Section Name Percentage of Total

Background, Experience and Qualifications 15% Technical Approach: Software Features and Functionality 25% Integrations 10% Implementation and Training Methodology 15% Ongoing Support and Service Methodology 15% Total Proposed Cost 20%

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

Following the Shortlisted Vendor Demonstrations:

4.3 Right to Reject Proposals and Negotiate Contract Terms

Dunn County reserves the right to select the proposal deemed to best meet the requirements of the county, which may not be the lowest cost proposal. The evaluation committee reserves the right to reject any and all proposals, in whole or in part, at any time during the evaluation process.

The County may negotiate terms of contract with the selected Proposer based on the requirements in this RFP and the selected Proposer’s response thereto. Dunn County reserves the right to waive any irregularities and technicalities that are not germane to a Proposer’s ability to meet the requirements of the RFP.

4.4 Evaluation Process, Award and Final Offers

Based on preliminary information obtained through any submitted materials, inquiries, reference checks, and interview processes, the evaluation committee shall review their preliminary evaluations and may make adjustments to their individual scores. The Purchasing Agent shall make any changes in the scoring tabulation required by these adjustments, and the rankings will be determined. Once there are no further preliminary criteria to be considered, the Purchasing Agent will open and score the cost proposal portions and tabulate the shortlist scores.

Following the onsite demonstration, the evaluation committee shall evaluate the demonstrations and again review their preliminary evaluations and may make adjustments to their individual scores. The Purchasing Agent shall make any changes in the scoring tabulation required by these adjustments, and the final rankings of the shortlisted vendors will be determined. Once there are no further criteria to be considered, the Purchasing Agent will score the best and final cost proposal and tabulate the final scores.

As noted in Section 4.3, Dunn County intends to award a contract to the proposer whose response best meets the requirements of the RFP as reflected in the above criteria. The vendor identified as best meeting the needs of Dunn County, may not align with the lowest bid vendor. The requirements of this RFP reflect the needs of the county.

There is no financial obligation on behalf of the County until a contract is signed. The contract shall be effective on the date of approval by Dunn County. Dunn County shall not be responsible for work done, even in good faith, prior to approval the contract. The selected Proposer will be considered the prime contractor and shall designate a contact person with regard to all contractual matters at the time the contract is signed.

4.5 Notification of Intent to Award

All parties who respond to this RFP will be notified of Dunn County's intent to award the contract as a result of this RFP according to the dates indicated in Section 1.5.

Section Name Percentage of Total

Preliminary Review Results 60% References 10% Onsite Demonstration 20% Best and Final Bid 10%

Dunn County Enterprise Resource Planning (ERP) Software and Implementation Project # 2024-16 August. 28, 2024

5) COST PROPOSAL

Proposers must complete Attachment C the “Cost Proposal and Signature Page Dunn County – Project #2024-16” per instructions stated in Section 2.3 and Section 2.4, and within Attachment C.

This information must be submitted in a separate sealed envelope. Costing information should ONLY be included in this cost proposal and nowhere else in the proposal.

6) Terms, Conditions, and Contractual Requirements

6.1 Responsibility of Dunn County

The County Manager or designee will be the contact person once a contract is signed and will serve as the liaison for Dunn County concerning any contract issues resulting from this RFP. The County Manager or designee shall be available during regular business hours to address concerns of the provider.

6.2 Contract Term and Funding

County Manager or designee will be the administrator of any contract resulting from this RFP.

The contract shall be effective on the date a contract is signed by both parties. It is specifically understood that any contract is subject to statutory authorization and available funding.

All Federal Certifications and Assurances included in this document shall be incorporated into the resulting contract.

The prices quoted shall not increase throughout the initial year. The price charged in annual renewals shall be negotiated with the County. The provider shall certify that the prices quoted to Dunn County are consistent with those it charges other customers for the same or equivalent services.

6.3 Amendments to the Contract

Amendments to the contract by adding or deleting specific services will be allowed to provide for services required or no longer required by Dunn County. All amendments, modifications or clarifications shall be in writing signed by the Proposer and Dunn County. No payment for services shall be made until an amendment, modification or clarification has been signed by both parties.

6.4 Subcontracting

Prior to the implementation of a subcontracted service, Dunn County shall approve any contracts, leases and costs.