Marathon County City Of Wausau Workday Consultant RFP (2).docx

REQUEST FOR PROPOSAL

CCITC Workday Consultant

PROPOSALS MUST BE RECEIVED

NO LATER THAN 4 P.M., CDT, Friday, March 29, 2022

FOR FURTHER INFORMATION, PLEASE CONTACT THE PROJECT MANAGER:

Troy Krezine

CITY-COUNTY INFORMATION TECHNOLOGY COMMISSION (CCITC)

407 GRANT STREET

WAUSAU, WI 54403-4783

(715) 261-6700

Request for Proposal Table of Contents I. Solicitation II. Desired Outcome and Requirements III. Instructions for Responding to this RFP IV. Required Contractual Conditions

I. Solicitation The City-County Information Technology Commission (CCITC), which provides IT services to Marathon County, the City of Wausau and North Central Health Care, is requesting proposals to provide a consulting resource to assist in all areas of an in-progress Workday implementation. Role would be part of all activities such as Organizational Change and Training (OC&T), communications, software configuration CCITC reserves the right to reject, in whole or in part, all proposals; to waive any technical deficiencies in the proposals; to accept the proposal and award final contract to the responsible offeror determined to be the most advantageous to CCITC. The contract shall be awarded in accordance with the terms and conditions of the procurement codes for the city and county. This solicitation may be canceled if doing so is determined to be in the best interests of CCITC. Upon award of the contract, all submitted documents become subject to the Open Records Law of the State of Wisconsin.

CCITC is primarily looking for proposals of one consultant/contractor who can stay with the project until the end sometime in winter/spring 2023. To be clear, CCITC is also recruiting for this resource through other channels beyond this RFP such as on freelance/contractor websites.

A. Schedule of Events

B. Evaluation of Proposals The evaluation of proposals will be based on the following (sequence does not imply importance):

II. Desired Outcome and Requirements A. Primary purpose

i. Provide consultant to assist in all assigned aspects Project Management and Application Analyst roles during Workday implementation

B. Project Drivers

i. Current staff are not able to meet all the needs of the project to ensure a proper and smooth go-live of Workday slated for January 2023

ii. Lack of prior Workday experience and broad roles suggested by implementation vendor spreads existing staff too thin to ensure adequate attention is paid to all aspects of the project.

C. Sponsors and Team

i. Project Executive Sponsors

1. Gerard Klein – Director CCITC

ii. Project Team

1. Troy Krezine – IT Manager

2. Jean Kopplin – Project Manager

D. Project Scope/ Requirements

i. Organizational Change Management Support

1. Provide organizational change counterpart to regularly interface with Collaborative Solutions LLC (CSLLC’S) OC&T team

2. Participate in identifying stakeholders, sponsors, and change champions

3. Participate in any Stakeholder and Change Management workshops

4. Review and provide feedback on CSLLC’s deliverables

5. Conduct readiness assessment(s)

6. Establish and execute project branding as needed

7. Participate in organizational change discovery and architect workshops

8. Attend and engage in functional architect workshops as needed

9. Attend and engage in functional Customer Confirmation Sessions (CCS) as needed

10. Capture change impacts and develop the Change Impact Analysis

11. Develop and maintain end-user communications plan

12. Develop and deliver all end-user communications

13. Implement and manage change champion network

14. Lead and execute user experience sessions

15. Implement and manage change sustainment strategy/plan

16. Measure and report on end-user adoption

ii. Project Support

1. Assist in Workday baseline survey and analysis

2. Construct cross walks or other means of moving and relating data between applications.

iii. Workbooks

1. Assist in the development of data workbooks

2. Proficiency in MS EXCEL required

E. Contract Terms and Conditions Standard contract terms as outlined in Exhibit A shall be incorporated into the final agreement between CCITC and Requestor if those terms are applicable.

III. Instructions for Responding to this RFP A. Executive Overview Provide a synopsis of the proposal. The synopsis shall contain a brief statement of the features of the proposal. It should include an overall cost summary and general recommendations and conclusions

B. Proposal should include resume of potential candidates that will perform the duties as outlined in Project Scope, if known.

C. Main Content Detailed explanation of solution including how each requirement will be met.

D. Costs

E. Corporate Data Furnish a detailed background of your company’s experience providing these services. Finalists may be required to furnish the company’s most recent annual report and the last two years annual financial statements for proof of financial solvency.

F. Contact Person Provide the name, phone number, and email of the person to whom the CCITC staff should address questions about the proposal.

G. References

i. Provide at least three (3) customer references with whom you have contracted or for whom you have performed similar services. If similar services were performed in Wisconsin, identify other projects by your firm or third parties that have not been specifically addressed elsewhere in your proposal.

H. Responsibility

i. It is the responsibility of all proposers to carefully read the entire Request for Proposal (RFP) which contains provisions applicable to successful submission and completion of a proposal. If you discover any ambiguity, inconsistency, or error in the RFP, you must notify Troy Krezine, City-County Information Technology Commission, 407 Grant Street, Wausau, WI, 54403-4783 in writing. Only interpretations or corrections of the RFP made in writing by the CCITC are binding. You shall not rely on interpretations or corrections made in any other way. All requests for interpretations or corrections must be received by the CCITC no later than ten days prior to the deadline for submitting proposals. Request for interpretations and responses will be sent to all vendors obtaining the proposal documents.

I. Submission of Proposals

i. Submission of proposals can be done via email delivery

ii. The following notation must appear in email subject “CCITC Workday Consultant RFP”

iii. Proposals should include standard contract that can be reviewed, red-lined, and executed upon selection of winning bid.

iv. The proposal must be received by the CCITC by 4:00 p.m. CDT on Friday March 29, 2022.

v. The following notation must appear in email subject

J. Liability for Response Development CCITC is not liable for any costs incurred in responding to this RFP or in any presentation.

K. Restrictions of Proposals Any restrictions on the use of the information in the proposal based upon confidentiality of information, proprietary interests, trade secrets, copyrighted information, or similar basis shall be clearly stated in the proposal. All proposals become the property of CCITC. This Request for Proposal is governed by the public records laws of the State of Wisconsin. All responses become public record upon award of the contract. If confidentiality is claimed by the proposer, the CCITC will notify the proposer of any request for such documents and shall defend non-disclosure of the documents as allowed by law. The proposer shall cooperate with CCITC in any such defense and agrees to indemnify and hold CCITC harmless for any costs of such defense.

L. Costs Respondents must provide itemized and total costs of proposed services.

M. RFP Exceptions Requestor shall include a specific and clear section titled RFP Exceptions that shall identify each and every item in the RFP to which Requestor is not able to meet in total or in part.

Exhibit A - Required Contractual Conditions

The contractual terms and conditions outlined below shall be included in any agreement between CCITC and Offeror unless CCITC determines that a specific term and condition is not applicable.

1. Offeror shall provide to CCITC copies of any proposed contracts and agreements.

2. Each contract will state clearly that the RFP and the vendor’s RFP response are all included as part of the agreement.

3. Each contract shall be governed by the laws of the State of Wisconsin.

4. All products generated as a result of this RFP and resulting contract shall become the sole property of Marathon County, City of Wausau and CCITC

5. The successful offeror shall not assign any part of its interest in any resulting agreement without the prior written consent of CCITC. Any assignment of the contract or of a subsequent service agreement must allow for Marathon County, City of Wausau, and CCITC to terminate the agreement within 90 days of assignment with no penalties to Marathon County, the City of Wausau, and CCITC.

6. The contract will specify that we will be notified of any information breach in the vendor’s network within 48 hours,

7. Incurred Expenses: There shall be no express or implied obligation for the CCITC to reimburse Respondents for any costs or expenses incurred in preparing Proposals in response to this RFP, and the CCITC will not reimburse Respondents for these costs or expenses, nor will the CCITC pay any subsequent costs associated with the provision of any additional information or presentations, or to procure a contract for these Services. The CCITC is not responsible for any cost(s) incurred by a Respondent in preparing and/or submitting a Proposal in response to this RFP. The CCITC will also not be responsible for any costs associated with preparing and/or participating in any systems demonstrations requested of the Respondent’s products and Services.

8. Ownership of Data and Transition: Any and all CCITC, City, and County data stored on the Contractor’s servers or within the Contractors custody, is the sole property of the CCITC, City, and County. The Contractor, subcontractor(s), officers, agents, and assigns shall not make use of, disclose, sell, copy, or reproduce the CCITC, City, and County data in any manner, or provide to any entity or person outside of the CCITC, City, and County without the express written authorization of the CCITC, City, and County.

9. Billing procedures and effective terms will be mutually arranged upon acceptance of the proposal of the successful offeror. Offeror shall provide detailed time reporting reports with with each invoice. CCITC will be invoiced monthly.

10. Insurance Requirements: Offeror shall not commence work under any agreement until all insurance required is obtained, , nor shall offeror allow any subcontractor to commence work on their subcontract until all similar insurance requirements have been obtained and approved.

a. NOTE: CCITC reserves the right to require higher or lower limits where warranted.

The following are the preferred insurance coverages:

b. Offeror shall maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work. In case any work is sublet, offeror shall require the subcontractor similarly to provide statutory Workers' Compensation Insurance for all of the latter's employees, unless such employees are covered by the protection afforded by offeror.

c. General Liability, Professional Liability and Property Damage Insurance. Offeror shall secure and maintain in force throughout the duration of this contract such General Liability, Professional Liability (if necessary) and Property Damage Insurance as shall protect itself and any subcontractor performing work covered by this contract from claims for damages for personal injuries including accidental death, as well as from claims for property damage, which may arise from operations under this contract, whether such operations be by offeror, or by any subcontractor or by anyone directly or indirectly employed by either of them; and the amount of such insurance shall be as follows:

d. Comprehensive General Liability $1,000,000 per occurrence and $2,000,000 in aggregate for bodily injury and Property Damage.

e. Professional Liability Coverage, $1,000,000 per occurrence and $2,000,000 in aggregate.

f. Automobile Liability $1,000,000 per occurrence and $2,000,000 in aggregate for bodily injury and property damage. - If fully remote – this is not applicable

g. Excess Liability Coverage, $1,000,000 over the General Liability and Automobile Liability Coverage.

h. Proof of Insurance: Offeror shall furnish CCITC with a Certificate of Insurance countersigned by a Wisconsin Resident Agent or Authorized Representative of the insurer indicating that Offeror meets the insurance requirements identified above. The Certificates of Insurance shall include a provision prohibiting cancellation of said policies except upon 30 days prior written notice to the County and specify the name of the contract or project covered. The Certificate of Insurance shall be delivered to the Authorized Purchasing Agent, with a copy of the Certificate of Insurance to be delivered to the Marathon County Risk Manager for approval prior to the execution of any resulting contract. Upon renewal of the required insurance, and annually thereafter, the County shall receive a new Certificate of Insurance for three years after completion of the project. The Certificates shall name Marathon County as an additional insured and describe the contract by name and or identification number in the "Description of Operations" section of the form.

11. Cancellation/Termination: CCITC shall reserve the right to:

a. Nonappropriation of Funds: Cancel any contract in whole or in part without penalty due to nonappropriation of funds or for failure of the contractor to comply with terms, conditions, and specifications of this contract.

b. Terminate this contract, for CCITC’s convenience, at any time by a notice in writing from CCITC to offeror by confirmed email receipt. If the Contract is terminated by CCITC as provided herein, offeror shall be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of offeror covered by this Contract, unless payments of compensation have previously been made.

12. Contract Modifications: The scope of the services to be performed under any resulting Contract may be amended or supplemented by mutual written agreement between the parties to the Contract. This amendatory provision shall not operate to prevent CCITC from exercising its reserved right to establish reasonable time schedules for any of the work or services to be performed by or deliveries to be received from offeror hereunder. Furthermore, this amendatory provision shall not operate to prevent CCITC from canceling any of the services not yet performed or any deliveries no yet made at the time notice is given to offeror of the cancellation of such services or portion of the work to be performed hereunder.

13. Public Records Access: CCITC, Marathon County, and the City of Wausau are subject to the Wisconsin Public Records Law. It is the policy of these entities to maintain an open and public process in the solicitation, submission, review, and approval of procurement activities.

Evaluations of responses to requests for proposals are subject to further discussion, clarification and negotiation. Records of responses to requests for proposal will not be available for public inspection prior to issuance of the award of the contract.

14. Proprietary Information: Any restrictions on the use of data contained within a response to request, must be clearly stated in the bid/proposal itself. Proprietary information submitted in response to a request will be handled in accordance with the Wisconsin Public Records Law. Proprietary restrictions normally are not accepted. However, when accepted, it is offeror's responsibility to defend the determination in the event of an appeal or litigation.

a. Data contained in a proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, documentation, and innovations become the property of CCITC.

b. Any material submitted by offeror in response to CCITC’s request that the vendor considers confidential and proprietary information and which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin Public Records Law, must be identified and include citation to the specific provisions of law that preclude disclosure and any factual or background information necessary to establish that the identified provisions of the law apply to that particular information. Proposal prices cannot, under any circumstances, be held confidential.

c. In the event CCITC becomes involved in litigation due to offeror’s refusal of permission to release information identified as confidential or proprietary, Offeror agrees to indemnify, defend and hold harmless CCITC for any costs associated with said litigation.

15. Confidentiality of Data: In the event work conducted under this contract requires offeror to have access to CCITC’s databases via Internet, direct contact or other connection to allow the provision of installation, support and maintenance services, offeror agrees to keep all such data confidential and to execute any reasonable agreement to assure CCITC that offeror will comply with all state and federal confidentiality laws and/or regulations. These restrictions herein shall survive the termination of this contract, regardless of the reason for termination, and shall continue in full force and effect and shall be binding upon offeror or its agents, employees, successors, assigns or subcontractors. offeror shall defend and incur all costs, if any, for actions that arise as a result of noncompliance by offeror, its agents, employees, successors, assigns and subcontractors regarding the confidentiality restrictions herein.

16. Promotional Advertising/News Releases: Reference to or use of CCITC, the City of Wausau, Marathon County, any of their departments, agencies or other subunits, or any county official or employee for commercial promotion is prohibited. News releases pertaining to this procurement shall not be made without prior approval of CCITC. Release of broadcast e-mails pertaining to this procurement shall not be made without prior written authorization.

17. Mutual Hold Harmless/Indemnification: Offeror shall agree to release, indemnify, defend, and hold harmless Marathon County, the City of Wausau, and CCITC, its officials, officers, employees and agents from and against all judgments, damages, penalties, losses, costs, claims, expenses, suits, demands, debts, actions and/or causes of action of any type or nature whatsoever, including actual and reasonable attorney's fees, which may be sustained or to which they may be exposed, directly or indirectly, by reason of personal injury, death, property damage, or other liability, alleged or proven, which is determined to be caused by the negligent or intentional acts or omissions of Offeror’s officers, officials, employees, agents or assigns.

18. Force Majeure: Neither party shall be in default by reason of any failure in performance of this Agreement in accordance with reasonable control and without fault or negligence on their part. Such causes may include, but are not restricted to, acts of nature or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault or negligence of the party.

19. Gratuities and Kickbacks: It shall be unethical for any person to offer, give, or agree to give any elected official, employee or former employee, or for any elected official, employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer for employment in connection with any decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, influencing the contents of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceedings or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or a higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract, or order.

20. Dispute Resolution: If a dispute related to this agreement arises, all parties shall attempt to resolve the dispute through direct discussions and negotiations. If the dispute cannot be resolved by the parties, and if all parties agree, it may be submitted to either mediation or arbitration. If the matter is arbitrated, the procedures of Chapter 788 of the Wisconsin Statutes or any successor statute shall be followed. If the parties cannot agree to either mediation or arbitration, any party may commence an action in court as set forth above. If a lawsuit is commenced, the parties agree that the dispute shall be submitted to alternate dispute resolution pursuant to §802.12, Wis. Stats., or any successor statute.

Unless otherwise provided in this contract, the parties shall continue to perform according to the terms and conditions of the contract during the pendency of any litigation or other dispute resolution proceeding.

21. Independent Contractor Status: The parties hereto agree that Contractor, its officers, agents and employees, in the performance of this Contract, shall act in the capacity of an independent contractor and not as an officer, employee or agent of Marathon County. The Contractor shall not be entitled to any of the rights, benefits, salaries, wages or fringe benefits which employees of CCITC, the City of Wausau, or Marathon County are eligible to receive. No federal, state, or local taxes or social security deductions or contributions shall be made by CCITC on behalf of the Contractor. Neither Marathon County nor Contractor will represent itself as the agent or legal representative of the other or as partner or joint venturers for any purpose whatsoever, and neither shall have any right to create or assume any obligation of any kind, express or implied, for or on behalf of the other in any way whatsoever. Furthermore, Contractor agrees to take such steps as are necessary to ensure that each of its subcontractors, if any, will not be considered to be an agent, servant, joint venturer with, or partner of, CCITC.

22. Non-Debarment Clause: Offeror hereby certifies that neither it nor any of its principal officers or officials has ever been suspended or debarred, for any reason whatsoever, from doing business or entering into contractual relationships with any governmental entity. Offeror further agrees and certifies that this clause shall be included in any subcontract of this contract. CCITC also reserves the right to cancel this contract with any federally debarred contractor or a contractor that is presently identified on the list of parties excluded from federal or State of Wisconsin procurement and non-procurement contracts.

23. Statement of Compliance: Offeror will agree that it has carefully reviewed CCITC's required contract language, as set forth in the Request for Proposal pertaining to termination of contract, change orders, gratuities and kickbacks, non-appropriation of funds, hold harmless/indemnification, insurance requirements/proof of insurance, dispute resolutions, and non-debarment, and is in full compliance with all statements and requirements.

24. Waiver/Severability: No waiver of any default shall be deemed as a waiver of any prior or subsequent default of the same or other provisions of this contract. If any provision of this contract is held invalid by a court of competent jurisdiction, such invalidity shall not affect the validity or operation of any other provision and said provision shall continue to apply to the extent allowed by said court or, if not so allowed, be deemed severed from this contract entirely.

25. Response to Open Record requests during the RFP process - Sec. 3.05(2)(d), of the Marathon County Procurement Code, provides that: “No proposal shall be handled so as to permit disclosure of the contents of any proposal to any competing offerors during the process of negotiation. “Upon completion of contract negotiations, the contents of proposals, ranking tabulations of proposals and the register of proposals, kept by the county’s purchasing agent, shall be made available for inspection upon request. In accordance with sec. 3.05(2)(f), Procurement Code, Marathon County reserves the right to commence negotiations with one or more offerors whose proposals it deems to be most advantageous to the county. Only the identity of those offerors shall be subject to disclosure to competing offerors prior to completion of negotiations. However, Marathon County reserves the right to negotiate with any offeror at any time within the time specified for the validity of offers or proposals.

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