RFP_408187_Scope_Terms_Conditions.pdf

Solicitation 408187

HRSD Procurement Office Page 1 of 48

Solicitation 408187

Title RFP: Oracle Fusion Enterprise Resource Planning (ERP) Implementation Services

Due Date 05-OCT-2026 14:30:00 Award Date Not Specified Time Zone Eastern Time

Note A pre-proposal conference will be held via Microsoft Teams on September 8, 2026, at 10:00 a.m. EST. If you are interested in participating in this conference, please contact Amy Murphy at amurphy@hrsd.com and a meeting invite will be forwarded to you.

The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference is not a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend the conference at the specified time and date. HRSD will not reschedule additional pre-proposal conferences.

Please submit your response online only:

Organization HRSD Purchaser Murphy, Amy

Phone (757) 460-7312 Email amurphy@hrsd.com

Responses shall only be accepted online through Hampton Roads Sanitation District 's (HRSD) Oracle ERP system "iSupplier Portal" by the due date and time specified. Late responses and other types of responses shall not be accepted.

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Table of Contents

1 Header Information

1.1 General Information

1.2 Terms

1.3 Requirements

1.4 Attachments

2 Price Schedule

2.1 Line Information

2.2 Line Details

2.2.1 Line 1

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1 Header Information

1.1 General Information

Title RFP: Oracle Fusion Enterprise Resource Planning (ERP) Implementation

Services Due Date 05-OCT-2026 14:30:00 Award Date Not Specified Purchaser Murphy, Amy

Email amurphy@hrsd.com

Note A pre-proposal conference will be held via Microsoft Teams on September 8, 2026, at 10:00 a.m. EST. If you are interested in participating in this conference, please contact Amy Murphy at amurphy@hrsd.com and a meeting invite will be forwarded to you.

The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference is not a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend the conference at the specified time and date. HRSD will not reschedule additional pre-proposal conferences.

1.2 Terms

Ship-To Address Multiple (See Below)

See Below Virginia Beach, VA 23455 United States

Bill-To Address Accounts Payable

PO BOX 5915

Virginia Beach, VA 23471-0915 United States

Payment Terms Net 30 Carrier Best Way FOB Destination Freight Terms Freight Prepaid

1.3 Requirements

Bidders/Offerors Certification By the submission of this online response, the Bidder/Offeror is duly authorized to bind the company and is familiar with all aspects of the bid/proposal and fully meets the requirements found in this solicitation.

Circle one from the response values below:

Yes General Information

Number of year's business has been in operation?

Value Type Numeric Value only Provide your answer below

Number of Employees?

Value Type Numeric Value only Provide your answer below

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General Information

Number of year's experience providing/servicing same or similar goods/services?

Value Type Numeric Value only Provide your answer below

Number of employees of this business who are certified for servicing the equipment referenced in this solicitation?

Value Type Numeric Value only Provide your answer below

Number of service locations for this business?

Value Type Numeric Value only Provide your answer below

Addresses of these service locations if applicable (type here or attach copy of the address list to this online response)

Provide your answer below

Proof of Authority to Transact Business in Virginia

Pursuant to Virginia Code 2.2-4311.2, a Bidder/Offeror must provide their State Corporation Commission (SCC) number on the below line otherwise you must state why your firm is not required to have a (SCC) number. Any bidder/offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement is granted by the Procurement Office. If this bid/proposal for goods or services is accepted by HRSD, the undersigned agrees that the requirements of the Code of Virginia Section 2.2-4311.2 have been met. Please complete the following by providing the requested information.

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Proof of Authority to Transact Business in Virginia

Type No Response Required Please supply your company's Identification Number that has been issued by the State Corporation Commission (SCC) if you do not have one please enter N/A and complete the below questions.

Provide your answer below

Bidder/Offeror is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust.

Circle one from the response values below:

Yes N/A

Bidder/Offeror is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia(not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Bidder/Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from Bidder/Offeror's out-of-state location.

Circle one from the response values below:

Yes N/A

Bidder/Offeror is an out-of-state business entity that is including with this bid/proposal an opinion of legal counsel which accurately and completely discloses the undersigned Bidder's/Offeror's current contracts with Virginia and describes why those contracts do not constitute the transaction of business in Virginia within the meaning of 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

Attach opinion to your response for this solicitation.

Circle one from the response values below:

Yes N/A

Bidder/Offeror does not have an Identification Number issued to it by the SCC and such Bidder/Offeror is not required to be authorized to transact business in Virginia by the SCC. Please state the reason(s) or enter N/A if this does not apply to your company.

Provide your answer below

Answer YES if you have not completed any of the foregoing options but currently have pending before the Virginia SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids/proposals(HRSD reserves the right to determine in its sole discretion whether to allow such waiver).

Circle one from the response values below:

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Proof of Authority to Transact Business in Virginia Yes N/A

Provide Legal Name of Company (as listed on W-9)

Provide your answer below

Submittal Requirements Have you attached a copy of your authorized support provider/reseller letter?

Circle one from the response values below:

No Not Applicable Yes

Have you attached a copy of your Certificate of Insurance? (Sample copy shall be acceptable with submittal)

Circle one from the response values below:

Yes No N/A

Have you included information about your company's experience in providing the goods/services described herein?

Circle one from the response values below:

Yes No N/A

Have you included the names, qualifications and experience of personnel to be assigned to the project?

Circle one from the response values below:

Yes No N/A

Have you provided resumes of your staff that will be assigned to this project?

Circle one from the response values below:

Yes No N/A

Have you included a Schedule of Values with your response? (The schedule of values shall form the basis for payments to the contractor, upon approval by HRSD.)

Circle one from the response values below:

Yes No N/A

Are you planning on using Subcontractor/s for this work? No portion of the work shall be subcontracted without prior written consent of the Procurement Office. If you are using subcontractors, you must provide name/s, qualification/s, and experience of the proposed subcontractor with your response to this solicitation.

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Submittal Requirements

Circle one from the response values below:

Yes No

Have you attached a copy of your warranty statement?

Circle one from the response values below:

Yes No N/A

1.4 Attachments

Name Data Type Description Solicitation Viewing Instructions

Short Text In order to view this solicitation and all associated documents you must log into HRSD's Online Procurement System.

Appendix A - HRSD Scope Document

File

Appendix B - HRSD Integrations Form

File

Appendix C - HRSD Requirements Form

File

Appendix D - HRSD Current State Assessment

File

Appendix E - HRSD Pricing Form

File

Appendix F - Chart of Accounts Document

File

Appendix G - HRSD Anticipated Resource Plan

File

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2 Price Schedule

2.1 Line Information

Retainage Retainage Attributes Negotiable Maximum Retainage Amount No Retainage Rate (%) No

Line Item, Rev Target Quantity (N/A)

Unit Unit Price Amount Promised Date

1 For the purposes of the online submittal, the sum of one dollar ($1.00) should be submitted on the line item provided.

2.2 Line Details

2.2.1 Line 1 For the purposes of the online submittal, the sum of one dollar ($1.00) should be submitted on the line item provided.

Need-By Date Not Specified NIGP Code

(CURRENCY_COD

E=USD)

Not Specified

Ship-To Address Multiple (See Below) See Below Virginia Beach, VA 23455 United States

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Terms and Conditions

Table of Contents

Terms and Conditions

I. PURPOSE

A. Purpose

II. BACKGROUND

A. Background

III. STATEMENT OF NEEDS

A. Specific Areas B. Minimum Consultant Qualifications

IV. REPORTING AND DELIVERY REQUIREMENTS

A. Reporting and Delivery Requirements

V. PRE-PROPOSAL CONFERENCE

A. Pre-Proposal Conference

VI. INSTRUCTIONS TO OFFERORS

A. Instructions to Offerors B. Solicitation Inquiries C. Submittal of Responses D. Technical Assistance E. Receipt and Opening of Solicitations

VII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements B. Specific Proposal Requirements

VIII. EVALUATION AND AWARD CRITERIA

A. Evaluation Criteria B. Interviews/Demonstrations C. Award of Contract

IX. GENERAL TERMS AND CONDITIONS

A. Announcement of Award B. Anti-Discrimination C. Anti-Trust D. Applicable Law and Courts E. Assignment of Contract F. Authorization to Transact Business in Virginia G. Availability of Funds H. Changes I. Clarification of Terms J. Contract Documents K. Debarment Status L. Default M. Discounts N. Disputes O. Drug-Free Workplace P. Ethics in Public Contracting Q. Faith-based Organizations

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R. Forced or Indentured Child Labor S. HRSD Procurement Policy T. Immigration Reform and Control Act of 1986 U. Indemnification V. Informality W. Invoices/Payment X. Mandatory Use of HRSD Form and Terms and Conditions Y. Minority Owned Businesses Subcontracting and Reporting Z. Non-Publicity AA. Precedence of Terms AB. Qualifications of Bidders/Offerors AC. Taxes AD. Testing/Inspection AE. Title VI Civil Rights Obligations AF. Withdrawal or Modification of Responses Prior to Due Date

X. SPECIAL TERMS AND CONDITIONS

A. Acceptance and Testing B. Audit C. Best and Final Offer D. Cancellation of Contract E. Certification Testing Period - Systems, Solutions, or Software F. Component Warranty G. Confidentiality (HRSD) H. Confidentiality I. Consultant Substitution J. Continuity of Services K. Contract Period L. Contractor Experience M. Current Software Version N. Definitions O. Demonstrations P. End User Agreements Q. Errors and Omissions Insurance R. Expense Reimbursements S. Final Inspection T. Interoperability Warranty U. Insurance V. Laws and Regulations W. Non-Exclusive Contract X. Ownership Y. Ownership of Intellectual Property Z. Prime Contractor Responsibilities AA. Product Information AB. Proposal Acceptance Period AC. Protection of Persons and Property AD. References AE. Security Compliance AF. Subcontractors AG. Termination for Cause

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AH. Termination for Convenience AI. Third Party Acquisition of Software AJ. Use of Contract by Other Public Bodies AK. Warranty AL. Warranty Against Shutdown Devices AM. Work Hours

XI. METHOD OF PAYMENT

A. Method of Payment

XII. PRICING

A. Pricing

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Terms and Conditions

I. PURPOSE

A. Purpose

The purpose of this Request for Proposal (RFP), #408107, is to solicit sealed proposals from interested Offerors to establish a contract through competitive negotiations for Oracle Fusion Enterprise Resource Planning (ERP) Implementation Services for the Hampton Roads Sanitation District (HRSD).

HRSD is soliciting proposals from qualified and experienced system integrators to provide implementation services for an Oracle Fusion transformation. HRSD is undertaking this initiative to modernize and standardize its enterprise business processes, enhance system integration and reporting capabilities, and position the organization for long term operational efficiency and scalability. Through this Request for Proposal (RFP), HRSD seeks a proven implementation partner with deep Oracle Fusion product expertise, public sector experience, and a demonstrated ability to lead complex ERP, Human Capital Management (HCM) & Enterprise Performance Management (EPM) transformations from design through deployment and post implementation support.

Your company is invited to respond to this RFP to demonstrate your capability to provide system integrator services that will satisfy HRSD's requirements. This package outlines key characteristics of HRSD's current business processes and provides important data for your proposal.

This RFP includes comprehensive information about HRSD's business practices and the expected implementation scope. Offerors are expected to carefully read the information in this package and use its contents to prepare a proposal. HRSD is expecting a personalized implementation solution/approach, taking into consideration the scope and attachments to this solicitation.

The Oracle implementation is anticipated to start in February 2027. Offeror shall propose a detailed implementation timeline that identifies the modules and functionality to be delivered and demonstrates logical sequencing and dependency management.

Anticipated RFP Timeline:

Pre-Proposal Conference (Microsoft Teams) 09/08/2026

Offeror's deadline for clarification questions 09/21/2026

HRSD distributes Amendment with responses for Offeror's RFP clarification questions

09/28/2026

Offeror's proposal submission due date 10/05/2026

Evaluate proposal responses & notify short-listed vendors Nov. 2026, estimated

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Reference check Nov. 2026, estimated

Offeror's Orals/Interviews Dec. 2026, estimated

Negotiations and Selection of System Integrator Jan. 2027, estimated

II. BACKGROUND

A. Background

HRSD is a political subdivision of the Commonwealth of Virginia. Our promise and vision are to treat wastewater and recover natural resources to protect public health and the environment so that our communities will have clean waterways and reliable water resources for generations to come.

For more than 80 years HRSD has been the regional wastewater treatment provider for southeastern Virginia, an area of more than 5,000 square miles and serving more than 1.9 million people across 20 cities and counties.

HRSD is an innovative, forward-thinking, and highly regarded agency throughout the industry and has received numerous awards and patents and is consistently recognized for its work. For more information about HRSD, please visit www.hrsd.com .

As a complex organization with diverse operational, regulatory, and financial requirements, HRSD is undertaking a modernization of its enterprise systems to better support its mission, improve data‑driven decision‑making, and enable efficient, scalable operations for the future.

Current State Landscape

The current HRSD application environment is summarized below and in Appendix A.

Area Application Name Description

Core ERP Oracle EBS System of record for financials & HRMS – includes GL, AP, iExpense, OTL, payroll, procurement/sourcing, projects, etc.

Reporting Oracle OBIEE Financial reporting & BI analytics

Reporting ORBIT Reporting & analytics

Reporting Starfish Reporting tool connected to Unifier, developed by external consultant http://www.hrsd.com

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Utility Billing Oracle (Customer Care & Billing)

CC&B

Billing and AR source system feeding GL and refund data

Finance Oracle Hyperion CIP budgeting, project attributes, operating budget projections, cost schedules

Finance Gravity Financial statements reporting tool

Finance Bank of America (Bank) Bank, ACH, procurement card, positive pay, bank reconciliation

Content Management Oracle WebCenter Content lifecycle management

Supplier Management Oracle iSupplier Supplier portal

Supplier Management Supplier Performance Management Supplier performance module that is owned but not leveraged today

Project Management Oracle Primavera Unifier CIP project management & collaboration, including supplier portal

Project Management Oracle Primavera P6 Scheduling, project control tool

Enterprise Asset Management / Maintenance

Hexagon Infor EAM CMMS Equipment & asset management & maintenance

Identity Management Microsoft Active Directory (AD) Employee identity synchronization

Integration FME Data integration tool

Integration Oracle Data Integrator (ODI) Data integration tool

Integration SOA Suite Backbone for integration calls

Batch Scheduling JS7 JobScheduler Batch scheduling tool

HCM MetLife (External App) Employee benefits (Dental, premium vision, voluntary accident /critical injury/hospital plans, identity protection coverage for ee's and their dependents) & FSA; includes Aura

HCM First Choice (External app) HR background check application

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HCM Sentara Health (External App) Medical, basic vision, and HSA coverage for ee's and their dependents; includes Health Equity

HCM State of Virginia (External App) Register New Hires with state of VA for child support enforcement

HCM Vitality (External App) Wellness incentives & health tracking

HCM Securian (External App) Optional life insurance

HCM VOYA (External App) Deferral changes for hybrid retirement plan

HCM SunLife (External App) Voluntary Long-Term Disability

HCM Nationwide Census (External App) Enroll employees in pre and post tax retirement contribution accounts

HCM IRS (External App) ACA Reporting

HCM Aetna (External App) Medicare Benefits Enrollment

HCM P&A Group (External App) COBRA

HCM EEO (External App) EEO Reporting – Compliance

HCM OSHA (External App) OSHA 300 Log report – Compliance

HCM Various Certification Bodies AHA, VDOT, ATSSA – organizations that provide certificate of completion

HCM Various Recruiting Portals iRecruiting, Indeed, LinkedIn, etc.

HCM Cornerstone Learning management / training system

HCM Canvas Third party system for instructor-led and academic-style learning delivery

– class content, assignments, discussion posts, grade entry

HCM Awardco (External App) Employee recognition and service

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HCM VRS (Virgina Retirement System) (External App)

State retirement reporting interface

III. STATEMENT OF NEEDS

A. Specific Areas

HRSD's intent is to acquire the solution that provides the best value to HRSD and meets or exceeds both the functional and technical requirements identified in this RFP. The project scope includes end to end implementation services encompassing design, configuration, data conversion, integrations, security and role-based access design, testing, training, change management, deployment, and postproduction hypercare support.

Offerors should describe a structured, scalable approach that supports user adoption, operational readiness, and a successful transition from Oracle EBS (on-prem) to the Oracle Cloud operating model. In addition, offerors may recommend optional managed services or ongoing application support services, if appropriate, to support system stabilization, continuous improvement, and long-term operational effectiveness following go live.

Expected Scope of Solution:

1. Definitions:

• Client or HRSD means the Hampton Roads Sanitation District

• Vendor or Offeror means a firm, company or organization submitting a proposal in response to this

RFP.

• ERP means Enterprise Resource Planning, in this case being Oracle Fusion Cloud Applications, that the successful Offeror responding to this RFP will be responsible for implementing.

2. In scope ERP Functional Areas include:

a. Core Financials and Supply Chain: General Ledger, Accounts Payable (including optical character recognition (OCR), Employee Expense, Fixed Assets, Contract Management, Procurement (including integration of item master with Hexagon), Sourcing/Solicitations, Supplier Portal/Supplier Self Service, Projects, Grants, Accounts Receivable for grants only (Oracle CC&B/CCS will be integrated for utility billing to the general ledger), Treasury & Cash Management, Bank Reconciliations

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b. HCM: Human Resources, Recruiting (including Onboarding), Talent Management, Learning Management & Safety, Compensation, Performance, Payroll, Time & Labor, Benefits, Employee/Retiree Self Service, and Manager Self Service

c. EPM: FP&A, Budgeting, Project Planning, Workforce, & CapEx/OpEx

d. Oracle WebCenter Content (WCC): Configuration of WCC as a document repository for Oracle Cloud including for purchase orders, accounts payable invoices, HR documents, solicitation documents, and any other attachments as required.

3. Appendix A – List of Focus Areas, Workflows, Data Conversion Objects, Documents, and Reports

4. Appendix B - Integrations: Several integrations have been identified to support the future state design. As part of your response, please confirm which interfaces are included in the scope of your proposal by completing the Level of Support and Vendor Comments columns of in Appendix B.

5. Appendix C - Functional Requirements: This document contains the overall general functions of the future state solution. The primary objective of HRSD in implementing a new system is to provide a more integrated information system environment that will eliminate the redundant entry of data, provide improved system capabilities, provide improved access to data, and streamline overall operations. These requirements are considered mandatory in implementing the complete solution as defined in Section VII. B. Specific Proposal Requirements. Together they define a system that will operate efficiently in the proposed environment while providing a high level of flexibility in meeting HRSD's current and future data needs.

6. Continuous Improvement, Automation, and Innovation: HRSD expects continuous improvement to be incorporated throughout the implementation and not limited to post-go-live managed services. Offerors shall identify opportunities to simplify business processes, reduce manual activities and customizations, increase automation, leverage applicable Oracle Fusion capabilities, and responsibly incorporate emerging technologies, including AI, where they provide measurable business value.

The Offeror shall describe how continuous improvement opportunities will be identified, evaluated, prioritized, approved, and incorporated throughout the engagement, including the resources responsible for supporting these activities.

7. HR Process Improvement and Automation: HRSD expects the implementation to result in meaningful improvements to current HR business processes and not simply replicate existing practices in Oracle Fusion.

The Offeror shall leverage its Oracle Fusion HCM experience and leading practices to identify and recommend opportunities to simplify and standardize processes, reduce manual activities and handoffs, increase employee and manager self-service, automate workflows and notifications, eliminate unnecessary or duplicative steps, and appropriately leverage embedded AI and other available capabilities.

Recommendations should consider business value, user experience, operational efficiency, maintainability, and alignment with Oracle standard functionality.

8. Reporting and Analytics Strategy: Reporting and analytics shall be treated as a dedicated implementation workstream and coordinated with solution design, data conversion, testing, reconciliation, and operational readiness. The Offeror shall recommend the most effective reporting strategy utilizing Oracle-native capabilities and, where beneficial, complementary third-party reporting or analytics solutions. The response shall identify the proposed tools, rationale, responsibilities for requirements gathering and report development, associated costs, and impacts to architecture and long-term support. The Offeror shall also

HRSD Page 18 of 48 ensure that reporting and reconciliation capabilities necessary to support data validation and testing are available when required throughout the implementation.

9. Reporting Development: Offeror shall provide for the design, development, testing, and deployment of up to 100 custom reports identified through the implementation. Offeror responsibilities shall include facilitating requirements gathering with business owners, evaluating whether requirements can be satisfied through delivered Oracle functionality or existing analytics, developing functional and technical specifications, developing/configuring the report, supporting data validation and reconciliation, testing, documenting, and knowledge transfer.

Offeror shall identify assumptions regarding report complexity and clearly define any conditions that would cause a report to fall outside the proposed fixed-fee scope.

10. Offerors must provide a complete ERP implementation solution and project management plan including support of the following areas. As indicated in Section VII. B. Specific Proposal Requirements, please include in response how you will support the following and outline the roles and responsibilities for each area including the activities that will be performed by you and what HRSD is responsible for. Please also detail any assumptions for the given area.

a. Project Management Plan

b. Continuous Improvement, Automation, and Innovation

c. HR Process Improvement and Automation

d. Change Management Plan

e. Communication Plan

f. Customer Relationship Plan

g. Discovery & Design

h. Integrations & Interface Development

i. Data Conversion

j. Evaluate future testing strategy, recommend and implement any tools needed to facilitate successful system testing

k. Report Development

l. Cutover Plan

m. Training Services

n. Oracle Guided Learning implementation to support training

o. Security/Role-Based Access Design

p. Ongoing Support & Managed Services*

q. Other technology and operational services to support the scope of the project

*Optionally, Offerors may provide recommendations on capabilities and methodology to provide application managed services post implementation of Oracle Fusion. Any pricing provided for optional add-on services should be broken out separately from the core implementation.

11. Other Planned Technology Initiatives

The following initiatives are not within the scope of this contract; however, they are expected to influence the overall solution design and implementation approach. The System Integrator shall consider these initiatives during solution design and coordinate with the associated project teams, as appropriate, to ensure

HRSD Page 19 of 48 an integrated, cohesive enterprise architecture and minimize rework.

• Enterprise data warehouse initiative

• Utility billing modernization

• Enterprise archival strategy for Oracle E-Business Suite historical data

• Engineering Program Support Office (PSO) technology modernization, including coordination with the PSO consultant to align Oracle Primavera Unifier platform changes and integration design, ensuring the ERP interface reflects the future-state Unifier architecture.

• Conversion of Unifier interface with Primavera P6 to OIC from the deprecated Gateway integration platform.

12. Summary of Metrics

HRSD currently supports approximately 1,118 internal ERP users across multiple departments and business functions. In addition, the organization maintains an active supplier community of approximately 6,700 suppliers, approximately 3,700 active applicant profiles within its recruiting system, and a retiree population that will require continued access to applicable payroll, tax, and benefits information through the future-state solution.

To provide additional context regarding the scale of HRSD's current operations, key procurement and financial transaction volumes include approximately 8,000–10,000 manually entered invoices annually (800–1,000 monthly), of which approximately 15% are non-PO invoices; 6,100 requisitions annually; 450 active contracts/agreements; and 4,900 purchase orders annually. HRSD also currently supports approximately 462 Purchasing Card (P-Card) cardholders, with an average of approximately 56,800 P-Card transactions and $17.2 million in P-Card spend annually.

The selected System Integrator shall consider HRSD's organizational size, transaction volumes, and the complexity of its internal users, retirees, suppliers, applicants, and other external stakeholders when developing the proposed solution architecture, implementation approach, resource and staffing model, integrations, data conversion strategy, reporting and analytics approach, change management strategy, training plan, testing activities, security model, performance considerations, and cutover plan.

(See Appendix F for the Chart of Accounts)

13. Success Factors

HRSD views the following as critical success factors for this engagement and requirements for release of retainage:

• A collaborative, transparent partnership model with shared accountability for outcomes

• A tailored, pragmatic implementation approach rather than a one size fits all methodology

• Effective risk management and proactive issue resolution

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• Validation of all interfaced data

• Strong focus on user adoption, security, and operational readiness

• Clear knowledge transfer to HRSD staff to support long term self sufficiency

• Ability for users to quickly generate reports that help make informed business decisions

• A smooth transition to postimplementation support and steady state operations

14. Additional Appendices for Reference

a. Appendix D – Current State Assessment

b. Appendix E – Pricing Form

c. Appendix F – Chart of Accounts

d. Appendix G – HRSD's Anticipated Resource Plan

B. Minimum Consultant Qualifications

As part of the Offeror's RFP response, the following minimum criteria shall be met for a proposal to be considered for further evaluation. Failure to meet all of these criteria will automatically disqualify the Offeror's response from further consideration:

1. Must provide a minimum of five (5) software implementation services references for organizations of similar size, complexity, and scope to HRSD. A minimum of three (3) references shall include Oracle E- Business Suite to Oracle Fusion Cloud transformations.

2. Experience with Oracle WebCenter Content (WCC)

3. Experience with Oracle Primavera Unifier

4. Must be a certified Oracle Gold Partner.

5. Firm must have been in business for a minimum of five (5) years providing similar software implementation services.

6. Key resources assigned to the project must have a minimum of seven (7) years providing Oracle implementation services.

IV. REPORTING AND DELIVERY REQUIREMENTS

A. Reporting and Delivery Requirements

Please review project scope for reporting and delivery requirements.

V. PRE-PROPOSAL CONFERENCE

A. Pre-Proposal Conference

A pre-proposal conference will be held via Microsoft Teams on September 8, 2026, at 10:00 a.m. EST. If you are interested in participating in this conference, please contact Amy Murphy at amurphy@hrsd.com and a meeting invite will be forwarded to you.

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The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference is not a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend the conference at the specified time and date. HRSD will not reschedule additional pre-proposal conferences.

Have a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

The Offeror's online submittal to this solicitation constitutes certification that your company is aware of the optional pre-proposal conference and is aware of the conditions under which the work must be accomplished.

Claims, as a result of failure to attend the optional pre-proposal conference, will not be considered by HRSD.

VI. INSTRUCTIONS TO OFFERORS

A. Instructions to Offerors

This is an HRSD Request for Proposal solicitation for sealed proposals to establish a contract through competitive negotiations for the requested goods/services. THIS IS NOT AN ORDER.

B. Solicitation Inquiries

Please direct all questions concerning this solicitation to the HRSD Procurement Office Purchaser indicated in the solicitation. Direct contact with HRSD departments, other than the Procurement Office, concerning this solicitation is prohibited. HRSD disclaims any responsibility for documents distributed by other parties. Any changes to this solicitation shall be issued from HRSD's Procurement Office through HRSD's Online Oracle ERP system.

C. Submittal of Responses

HRSD only accepts responses submitted online through HRSD's Online Oracle ERP system. Failure to submit a response through HRSD's Online Oracle ERP system will be rejected by HRSD. It is the responsibility of the Offeror to assure that their response is submitted in HRSD's Online Oracle ERP system prior to the due date and time. All times listed in the HRSD solicitation are Eastern Standard Times. Late responses shall not be accepted.

HRSD shall not be responsible for late or lost responses due to an improper online submittal by Offeror.

D. Technical Assistance

If you experience difficulties logging into your account or using HRSD's Oracle ERP system, please contact the help desk at erphelp@hrsd.com for assistance.

E. Receipt and Opening of Solicitations mailto:erphelp@hrsd.com

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Online responses received will be opened at the HRSD Department of Finance Procurement Office, 1434 Air Rail Ave., Virginia Beach, VA 23455 at the time stated in the solicitation. For Request for Quote and Invitation for Bid, Bidders' names and prices will be made public for the information of Bidders and others interested who may be present either in person or by representative. For Request for Proposal and Request for Technical Proposals, only the Offerors' names shall be made public. The official or agent of HRSD, whose duty it is to open them, will decide when the specified time has arrived. No responsibility will be attached to any official or agent for the premature opening of a response not properly submitted. No decisions relating to an award of a contract shall be made at the solicitation opening.

VII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements

1. RFP Response:

In order to be considered for selection, Offerors must submit a response online through HRSD's Oracle ERP system no later than the published due date and time. No other distribution of the proposal shall be made by the Offeror. No offer received after the time designated for receipt of offers shall be considered.

2. Proposal Preparation:

a. Proposals shall be submitted online through HRSD's Oracle ERP system by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in the Procurement Office requiring prompt submission of missing information and/or giving a lower evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the Procurement Office. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straight forward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP and should be contained in a single volume. All documentation submitted with the proposal should be contained in that single volume.

d. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page.

The proposal should contain a table of contents which cross references the RFP requirements.

Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

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e. Trade Secrets/Proprietary Information - Ownership of all data, materials and documentation originated and prepared for HRSD pursuant to the RFP shall belong exclusively to HRSD and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections, in writing, prior to or upon submission of the data or other materials, and must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be clearly identified by highlighting specific words, figures, or paragraphs that constitute trade secret or proprietary information. Offerors shall also be required to mark the corresponding pages with the word "confidential" in the upper right hand corner of each page, submit an index with proposals entitled "Trade Secrets/Proprietary Information" referencing all protected page numbers and section numbers, and state reasons why protection is necessary for each item. Index page must be submitted in the front of each Offeror's proposal. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in the rejection of the proposal.

f. All proposal preparation costs incurred are the responsibility of the Offeror.

B. Specific Proposal Requirements

To facilitate the analysis of responses to this RFP, the Offeror is required to prepare their proposals in accordance with the instructions outlined in this section. Offerors must respond in full to all RFP sections and follow the RFP format (section numbering, etc.) in their response. All parts, pages, figures, and tables should be numbered and labeled clearly.

The project scope includes end to end implementation services encompassing design, configuration, data conversion, integrations, security and role-based access design, testing, training, change management, deployment, and postproduction hyper-care support. Offerors should describe a structured, scalable approach that supports user adoption, operational readiness, and a successful transition from Oracle EBS (on-prem) to the Oracle Cloud operating model. In addition, offerors may recommend optional managed services or ongoing application support services, if appropriate, to support system stabilization, continuous improvement, and long-term operational effectiveness following go live.

EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF

CONTENT. Failure to follow these instructions may result in deeming your firm non-responsive.

Section Component Requested Information

1 Executive Summary

This part of the response to the RFP should be limited to a brief narrative not to exceed two (2) pages describing the proposed solution and implementation approach. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The executive summary should not include cost quotations.

2 Company Background

Offerors must provide information about their company so that HRSD can evaluate the Offeror's stability and ability to support the commitments set forth in response to the

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RFP. Information that Offerors should provide in this section are as follows:

• The company's background, including brief history, years in business, revenue, number of employees, public sector experience, and experience providing similar services.

• If the Offeror is proposing to use a subcontractor on this project, please provide background information on the subcontractor, Offeror relationship with that firm and the specific services and/or products that the subcontractor will be providing on the project. A complete list of subcontractors is required. HRSD has the right to approve all sub-contractors of the Offeror at any time.

• Provide an overview of your business continuity plan and indicated of HRSD can review the plan if requested.

3 Project Approach and Timeline

Implementation approach and methodology including any tools and/or accelerators that will be utilized. Include a high-level comprehensive timeline and proposed phasing. Also included recommended duration of hyper-care and post-go-live support options.

The Offeror is to provide an implementation plan in narrative format supported by an activity-level plan with a Gannt chart/timeline. Please include narratives for the following:

• General Implementation Approach

• Project Management Approach

• Continuous Improvement, Automation, and Innovation

• HR Process Improvement and Automation

• Data Conversion Plan

• Training Approach

• Change Management Approach

• Testing Approach

• Security / Role-Based Access Design Approach

• Operational Redesign Approach

• System and Technical Support / Maintenance Documentation

• Knowledge Transfer

Recruiting Requirement: The Offeror shall conduct candidate experience usability testing using representative recruiting scenarios and users prior to go-live and demonstrate that

HRSD Page 25 of 48 the future-state application process meets HRSD-approved candidate experience success criteria. Identified usability issues shall be documented, prioritized, and addressed prior to production deployment as agreed upon with HRSD.

The Offeror shall identify where the proposed approach differs from standard methodology and provide examples from comparable engagements demonstrating how the proposed methodology contributed to successful project outcomes.

The Offeror should not be constrained to only include the above items in the Offeror's proposal response if the Offeror feels that additional elements may add value to the overall implementation.

4 Project Scope and Phasing

Summary of implementation services and functional scope as well as technical scope (number/list of integrations, reports/documents, extensions, and conversions) by phase.

Please include any considerations to support recommended phasing.

5 System Requirements

Responses to the requirements referenced in Appendix C of this RFP must be provided from a filled in copy of the Excel requirements template with answers. Provide summary of your response in this section and include any commentary related to items not included in scope or requiring extension. Use the requirements spreadsheet provided as a template for response.

6 Integrations Responses to the expected integrations referenced in Appendix B of this RFP must be provided from a filled-in copy of the Excel integration template with answers. Provide a summary of your response in this section and include any commentary related to integrations not included in scope, assumptions, or requiring additional tools, extensions, or third-party solutions. Use the integration spreadsheet provided as a template for response. Offerors should confirm that all integrations identified as included are within the scope of their proposal and that the proposed hours and resources are sufficient to support delivery. For any integrations not included in scope, provide an explanation of the exclusion and the recommended approach to address the requirement.

Provide a summary of your overall integration approach and methodology.

7 Report/ Document Development

Describe your approach to reporting and strategy for a minimum of 40 reports. Explain how your team will work with HRSD to develop a report inventory, map existing reports to Oracle-delivered reporting capabilities, identify reporting gaps, and determine requirements for custom reports. Describe the level of reporting support and coverage included in your proposal, including report assessment, report development, testing, training, knowledge transfer, and post-go-live support. Include any assumptions related to reporting services and explain how your approach will help ensure reporting requirements are fully addressed while maximizing the use of Oracle-delivered reporting capabilities.

8 Response to Scope

Please review Appendix A, which contains the proposed implementation scope, including workflows, conversions, and an initial future-state process flow outlining the integration with the Hexagon asset management system. Confirm whether your proposed solution and implementation approach support these as presented. Identify any assumptions, exceptions, constraints, or recommended modifications.

9 Project Team & Provide a proposed project organizational chart identifying key team members, reporting

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Experience relationships, and their roles and responsibilities throughout the implementation. Include biographies summarizing each individual's qualifications, certifications, and relevant experience.

Provide resumes for all key personnel in an appendix. Resumes shall clearly identify each individual's experience with:

• Oracle E-Business Suite (EBS) implementations and support;

• Oracle E-Business Suite to Oracle Fusion Cloud migration projects;

• Oracle WebCenter Content (WCC)

• Oracle Fusion Cloud implementations, including the functional areas they supported;

• Oracle Primavera Unifier implementations and/or integrations, where applicable;

• Public sector, utility, or similarly complex organizations of comparable size and scope.

10 HRSD Resource Requirements

See Appendix G for HRSD's anticipated resource plan for implementation support.

Identify the anticipated resources needs and the key roles they will perform on the HRSD project, the estimated level of effort as hours or percent allocation by project phase, and any proposed on-shore and off-shore resources. Provide a breakdown of the tasks to be performed on-shore and off-shore.

11 Project Governance and Risk Mitigation

Describe approach and recommended tools for project governance as well as methods to minimize risk.

12 Detailed Cost Estimate and Payment Schedule

Offerors shall complete and submit the pricing forms provided in Appendix E. Pricing shall be submitted as a fixed-fee proposal and include costs by project phase, project role, estimated hours, and on-shore/off-shore resource allocation. Pricing shall also identify key assumptions, estimated travel and on-site expectations, optional services (if applicable), and any discounts offered.

Offerors shall complete the billing schedule included in Appendix E, identifying proposed milestone-based payments, associated deliverables, and acceptance criteria.

HRSD prefers milestone-based fixed-fee billing with Net 30 payment terms and 5% retainage withheld on each payment tied to successful completion of agreed-upon project milestones and acceptance criteria.

Offerors shall submit a detailed breakdown of proposed pricing for all applicable services per the above. For the purposes of the online submittal, the sum of one dollar ($1.00) should be submitted on the line item provided.

13 References Provide five (5) references for projects of similar size, complexity, and scope that are willing to discuss their experience working with your firm. At least three (3) references

HRSD Page 27 of 48 shall include Oracle E-Business Suite to Oracle Fusion Cloud transformations.

For each reference, provide a summary of the project scope, Oracle modules implemented, Oracle EBS modules migrated, key integrations (including experience with Oracle WebCenter Content and Oracle Primavera Unifier, where applicable), major third-party applications or bolt-on solutions, your firm's role, and the overall project outcomes.

14 Ongoing Support Services

Please specify the nature and conditions of post-implementation support including:

• Hyper-care support that is included in the proposal response

• Optional AMS support capabilities and methodology

As part of your response for each area, please outline the roles and responsibilities for you and HRSD and any assumptions.

VIII. EVALUATION AND AWARD CRITERIA

A. Evaluation Criteria

HRSD intends to evaluate proposals based on the respondent's ability to deliver a successful Oracle Fusion Cloud implementation while partnering effectively with HRSD throughout the transformation.