RFP 6463 - Business_Process_Mapping.pdf

Rev. 3/2026- Services

Request for Proposal No. HRD126-HR-6463

Business Process Mapping Services

San Bernardino County Human Resources Department

175 W 5th Street San Bernardino, CA, 92415

July 2026

Purchasing Department

Request for Proposal Business Process Mapping

Documentation Services

No. HRD126-HR-6463

I. INTRODUCTION

A. Purpose The San Bernardino County, Human Resources Department (County), is seeking Proposals from interested and qualified Proposers to provide business process mapping services for the County’s Human Capital Management Replacement Project (Project). The number of awards will be determined by the quality of the proposals received.

B. RFP Contact All correspondence, including Proposals and questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Purchasing Department Attn: Ariel Gill 777 E. Rialto Ave.

San Bernardino, CA 92415

(909) 387-2070 Phone ariel.gill@pur.sbcounty.gov Email

Fax number and e-mail address may only be used to submit questions (not bid questions). Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Reserved

D. Contract Term

Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of two (2) years beginning in November 2026 and ending in November 2028, with the option to extend for an additional one-year period.

E. Location of Services Location(s) where Services are to be provided, completed and managed is at San Bernardino County.

The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP Monday, July 27, 2026 Deadline for Submission of Questions Monday, August 3, 2026, at 5:00pm Deadline for Proposals August 21, 2026, at 5:00pm Presentation/Demonstration Week of August 24 Date for Tentative Contract Award November 2026 mailto:____________________ariel.gill@pur.sbcounty.gov

Request for Proposal Business Process Mapping

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Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the question and answer will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

As-Is Process: The current-state business process prior to implementation of the Oracle Fusion Cloud solution.

Board: The San Bernardino County Board of Supervisors.

BPMN 2.0: Business Process Model and Notation 2.0 – An internationally recognized standard for modeling business processes using graphical notation.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Core HR: The Oracle Fusion Cloud Human Resources module that manages core employee and workforce information.

Employee Management and Compensation System (EMACS) – San Bernardino County's current PeopleSoft Human Resources and Payroll system.

Enterprise Performance Management (EPM): Oracle's suite of applications used for budgeting, planning, forecasting, financial consolidation, and performance reporting.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Fit-Gap Analysis: A structured assessment comparing business requirements to Oracle Fusion Cloud standard functionality to identify configuration needs, process changes, or functional gaps.

HR Help Desk: The Oracle Fusion Cloud module used to manage Human Resources service requests, case management, and employee support.

Human Capital Management (HCM): Oracle's integrated suite of applications supporting workforce management, human resources, payroll, recruiting, talent management, benefits, and related functions.

Hypercare: The enhanced support and operational stabilization period immediately following production deployment (Go-Live).

Memorandum of Understanding (MOU): A negotiated labor agreement between the County and a recognized employee bargaining unit.

Process Playback: Oracle implementation workshops used to demonstrate configured business processes, validate requirements, and obtain stakeholder feedback prior to final configuration.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Request for Proposal Business Process Mapping

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Purchasing Agent: The Director of the County Purchasing Department.

RACI: Responsible, Accountable, Consulted, Informed – A responsibility assignment matrix used to define roles and accountability within a business process.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

SBCERA: San Bernardino County Employees' Retirement Association – The County's retirement system administering pension benefits for eligible employees.

Services: The requested services described in this RFP.

SIPOC: Suppliers, Inputs, Process, Outputs, Customers – A high-level process mapping methodology used to define the scope and key elements of a business process.

SME: Subject Matter Expert – An individual with specialized knowledge or expertise in a particular business function, process, or system.

SOP: Standard Operating Procedure – A documented set of instructions describing how to perform a recurring business process or operational task.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

Time and Labor: The Oracle Fusion Cloud module used to record, manage, approve, and process employee time and attendance.

To-Be Process: The future-state business process designed for implementation within the Oracle Fusion Cloud solution.

UAT: User Acceptance Testing – The formal testing phase during which end users validate that the configured system meets business and operational requirements.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Request for Proposal Business Process Mapping

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Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

Request for Proposal Business Process Mapping

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This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Local Preference

The San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local vendor’s proposed cost for the purpose of comparison when the local vendor’s proposed cost is not the lowest. If the local vendor’s bid is equal to or lower than the price of an otherwise successful non-local vendor after the 5% preference is applied, the local vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local vendor’s score. If the local vendor’s overall score is equal to or lower than that of an otherwise successful nonlocal vendor, the local vendor will be recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local vendor with the lowest cost after applying local preference.”

Local Vendor - A local vendor is any vendor, contractor or consultant (hereafter “vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County;

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino County location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the County;

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax calculation;

5. Vendor is not delinquent in any taxes or other payments to the County;

6. Vendor possesses a valid and verifiable business license (if required);

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation;

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months;

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud;

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided

Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria, and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment)

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this

Request for Proposal Business Process Mapping

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J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Request for Proposal Business Process Mapping

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M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved.

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V. SCOPE OF WORK

A. BACKGROUND INFORMATION

In May 2026, the San Bernardino County Board of Supervisors approved a contract with Oracle America Inc. for software and implementation services to design and develop an integrated system that will support key workforce functions, onboarding, benefits administration, training, payroll, compensation, and performance management. This system will serve as the county’s new enterprise Human Capital Management (HCM) platform replacing the county’s existing PeopleSoft system, known as EMACS, which has been in use since 1999.

The County is searching for a Proposer to provide business process mapping services throughout the course of the project. The Proposer shall serve as the County's independent business process documentation and process architecture consultant throughout the Oracle implementation lifecycle.

The Proposer shall attend and actively participate in County meetings, Oracle-led design workshops, configuration sessions, fit-gap discussions, prototype reviews, testing sessions, change control meetings, and governance meetings to document and maintain a complete record of business process evolution throughout the project. The Proposer shall proactively coordinate with Oracle and County project leadership to ensure that all process documentation, process analysis, and business process deliverables remain synchronized with the Oracle implementation throughout the project lifecycle.

San Bernardino County is a large and diverse organization with over 22,000 employees across over 40 departments. The Oracle Fusion Cloud HCM and Enterprise Performance Management (EPM) implementation includes Core HR, HR Helpdesk, Time and Labor, Payroll, Absence Management, Benefits, Compensation, Recruiting and Onboarding, Talent Management (Performance Management, Learning Management and Career Development) and Workforce Health and Safety. The selected Proposer must be prepared to support a wide range of business processes that vary in complexity across departments.

B. PROJECT DESCRIPTION

i. Project Objectives

The County seeks proposals to provide independent business process documentation, business process analysis, business process transformation, and process governance services in support of the County's Oracle Fusion Cloud implementation. The scope of services encompasses the full enterprise process architecture hierarchy: Level 0 (Enterprise Value Chain), Level 1 (End-to-End Process), Level 2 (Sub- Process), Level 3 (Detailed Process/Activity), and Level 4 (Task/Work Instructions) as applicable. County staff will develop Level 0 and Level 1 process architecture with the Proposer providing expert review, validation, and alignment to Oracle Fusion Cloud design patterns. The Proposer shall lead and own the development of Level 2 and Level 3 deliverables, coordinating with Oracle’s Process Playback phases to ensure process architecture drives configuration decisions. For Level 4 work instructions, the Proposer shall provide methodology guidance, templates, and quality criteria for County staff to produce in coordination with change management and training activities. The Proposer shall also review and validate existing County business process documentation to assess completeness and inform the development of future-state (To-Be) processes.

The objective of this engagement is to ensure that all future-state (To-Be) business processes are documented, maintained, and updated throughout the Oracle implementation lifecycle. The selected Proposer shall function as an independent advisor to the County and shall work collaboratively with County staff, Oracle, and other project stakeholders to document business process evolution, support design decisions, and provide complete process traceability from current operations to the final production-state Oracle environment.

Request for Proposal Business Process Mapping

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The Proposer shall attend County and Oracle meetings, workshops, design sessions, prototype reviews, testing activities, governance meetings, and deployment activities to ensure business process documentation remains aligned with Oracle's implementation activities and project schedule.

The County's desired outcome is a complete repository of future-state, and iterative business process documentation that accurately reflects business process changes throughout the implementation and provides long-term operational value to the County following project completion.

ii. Project Timeframe The Proposer shall align its activities, staffing, deliverables, and schedule with the County's Oracle implementation program and associated project milestones. The anticipated project period shall commence upon contract award and continue through Oracle implementation, production deployment, post-go-live stabilization, and final acceptance of all deliverables. The Proposer shall maintain continuous participation throughout all implementation phases, including:

• Discovery and Design: Contract award – December 2026

• Localize and Validate: January 2026 – December 2027

• Go Live: January 2028

iii. Desired Experience and Qualifications

The County seeks a Proposer with demonstrated experience supporting large-scale human capital management (HCM), and cloud transformation initiatives. Desired qualifications include:

The Proposer must demonstrate a minimum of three (3) completed enterprise process architecture engagements for Oracle Fusion Cloud HCM implementations in public sector organizations of comparable size and complexity, including at least two (2) that encompassed both HCM and EPM modules. The Proposer must provide named references for each engagement, including organization name, project scope, modules implemented, number of employees served, and project duration.

• Experience supporting Oracle Fusion Cloud HCM and EPM implementations.

• Experience documenting and redesigning business processes in complex organizations.

• Experience supporting public sector organizations.

• Experience facilitating stakeholder workshops and business process design sessions.

• Experience producing enterprise process architecture documentation.

• Experience utilizing industry-standard process mapping methodologies.

• Experience supporting governance, organizational change management, and process improvement initiatives.

• Experience maintaining process documentation repositories throughout multi-year implementation programs.

• Experience using documentation tools such as Visio or similar.

• Ability to create reusable templates, RACI charts, end-to-end flows, and governance documentation.

The Proposer should demonstrate the ability to work collaboratively with implementation vendors while maintaining independence in documenting and evaluating business processes. References from organizations with comparable project scope, complexity, and organizational size are preferred.

iv. Requirement

a. Process Documentation Requirements

The Proposer shall:

Review and validate County-developed Level 0 (Enterprise Value Chain) and Level 1 (End-to-End Process) architecture for completeness, accuracy, alignment with Oracle Fusion Cloud capabilities, and cross-functional coherence. The Proposer shall provide expert feedback, identify gaps or risks, and recommend revisions as needed to ensure the Level 0 and Level 1 architecture provides a sound foundation for Level 2 and Level 3 development.

Lead and own the development of Level 2 (Sub-Process) and Level 3 (Detailed Process/Activity) deliverables using the Proposer’s enterprise architecture methodology

Request for Proposal Business Process Mapping

Documentation Services and Oracle Fusion Cloud design patterns. Level 2 deliverables shall define process ownership, start and end boundaries, cross-departmental handoffs, governance points, and the framework for permissible departmental variations. Level 3 deliverables shall include swim-lane process flows with roles, decision points, system touchpoints, approvals, handoffs, exception paths, and compliance controls. County business systems analysts and departmental subject matter experts shall participate in Level 2 and Level 3 development under the Proposer’s direction.

Provide methodology guidance, templates, and quality acceptance criteria for Level 4 (Task/Work Instructions) to be produced by County staff in coordination with the County’s change management and training activities.

Review and validate existing County business process documentation (current-state/As- Is) for completeness, accuracy, and coverage. The Proposer shall use this review to identify gaps, inform the scope of future-state (To-Be) process design, and ensure that all current operational requirements are accounted for in the process architecture.

Develop and deliver a Process Governance Framework that defines process ownership, variation approval authority, cross-departmental decision-making protocols, escalation pathways, and a lifecycle model for maintaining and updating process documentation post-go-live.

Design process documentation specifically to San Bernardino County’s organizational complexity, including multiple bargaining units and MOU-driven process variations, SBCERA retirement contribution tiers, sworn personnel processes distinct from civilian personnel processes, civil service rules, multi-fund and capital budgeting structures, and integration with downstream County financial and operational systems.

i. Create To‑Be business process flow maps and descriptions using BPMN 2.0 or County-approved notation aligned to Oracle Fusion Cloud future-state design including sub-processes and any variations of the processes specific to any County’s departments

ii. Develop process narratives that include purpose, inputs/outputs, roles, systems, dependencies, and audit considerations

iii. Create RACI charts for all end‑to‑end processes

iv. Maintain a detailed process inventory including owners, revision dates, and

Oracle objects/modules supported

v. Maintain a version-controlled repository in a County‑approved platform

(SharePoint, or as collaboratively determined).

b. Workshop Participation Requirements

The Proposer shall:

i. Attend all Oracle-led design, configuration, testing, and governance workshops.

ii. Produce draft process documentation within agreed upon business days of each workshop.

iii. Update documentation after UAT and defect resolution cycles.

iv. Coordinate directly with the County and integrator to ensure alignment across design decisions.

c. Process Analysis Requirements

The Proposer shall:

i. Identify required organizational, policy, staffing, and system changes.

ii. Provide recommendations for streamlining or eliminating redundant processes.

iii. Support change impact analysis and operational readiness preparation.

d. Deliverables

i. Vendor must deliver at minimum:

i. To‑Be process mapping documentation reflecting Oracle Fusion Cloud HCM and EPM solutions including any variations specific to any departments

ii. End‑to‑end cross‑functional flows (e.g., hire → compensation → benefits → payroll).

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iii. Process narratives and RACI charts for all processes

iv. Detailed Project Plan

v. Gap Analysis Report

vi. Process Governance Framework (roles, lifecycle, approval model).

vii. Final Process Architecture Repository in an editable and County‑approved format.

e. Tooling Requirements The Proposer shall utilize process mapping tools that comply with County IT standards. The County prefers tools that support BPMN 2.0, collaboration features, and export to standard formats (e.g., Visio, PDF).

C. ADDITIONAL REQUIREMENTS

1. Quality Assurance & Review Cycles The Proposer shall implement a quality assurance process that includes peer review, structured validation with County SMEs, and alignment to Oracle’s configuration documents.

2. Knowledge Transfer and Change Management Support ‘The Proposer shall engage County resources for necessary knowledge transfer and provide appropriate support to County’s change management activities Knowledge transfer shall include methodology training, hands-on coaching during Level 2 and Level 3 development, documentation of the Proposer’s standards and quality criteria in a format that County staff can apply independently, and a formal transition plan with acceptance milestones. The Proposer shall structure knowledge transfer so that County business systems analysts and departmental subject matter experts gain the capability to maintain, update, and govern the process architecture following project completion.

3. Data Sensitivity & Security Business Process documentation must not contain personally identifiable information (PII) or protected health information (PHI). If documentation includes examples, all data must be fictional.

4. Staffing Continuity The Proposer must provide staffing continuity and replace resources only with County approval. All replacement staff must possess equal or greater qualifications.

5. Accessibility and Format Requirements All documentation must meet accessibility standards and be delivered in editable formats.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B - RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

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4. Reserved.

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

Request for Proposal Business Process Mapping

Documentation Services

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

d. A detailed narrative demonstrating the requested experience referenced in the Scope of Work.

6. Licenses, Permits, and/or Certifications Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

7. Reserved.

8. Project Team Organization Chart Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

9. Proposal Description The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services, including, but not limited to, the following:

- Business process mapping methodologies

- Project management approach

c. An explanation of any assumptions or constraints.

10. Work Plan and Schedule Include the following:

a. Summary of management/work plan for this Project.

b. Project schedule

11. Certification Regarding Debarment or Suspension

Complete Attachment D

12. Cost Complete proposed pricing on Attachment E.

Lump-sum pricing will not be accepted. The Proposer shall provide a detailed cost breakdown organized by the following three categories:

A. By Process Architecture Level: Itemize estimated effort and cost separately for each of the following: (1) Level 0–1 Review and Validation; (2) Level 2 Sub-Process Development; (3) Level 3 Detailed Process Flow Development; (4) Level 4 Methodology and Guidance; (5) Current-State Documentation Review and Validation; and (6) Process Governance Framework Development.

B. By Resource and Rate: Identify each proposed resource by role, hourly or daily rate, and estimated hours or days per phase. Travel costs shall be identified separately with a not-to-exceed amount, including estimated number of trips, per-trip budget, and applicable per diem rates.

C. By Project Phase: Map costs to the following phases: Mobilization, Discovery, Development, and Closeout/Transition. Costs shall be tied to deliverable acceptance milestones, not calendar

Request for Proposal Business Process Mapping

Documentation Services dates. The Proposer shall identify the proposed payment schedule and the specific deliverable acceptance criteria that trigger each payment.

13. References

Provide three (3) references from other entities, preferably public agencies, of same or similar size as the County, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

14. Former County Officials Complete Attachment G

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit

Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation criteria includes the following categories, and may include additional specific criteria.

Likewise, the listed considerations are possible considerations, and may not be the only factors involved in the evaluation.

Category Weight (%) Evaluation Considerations

HCM Functional Expertise 20%

Experience with Core HR, Payroll, Talent Management, Workforce Management, Benefits, Recruiting & Onboarding, Learning and Compensation processes

Business Process Mapping Methodology

15% Approach to documenting future-state (To-Be) including Level 0 – 4 Process details, SIPOC, BPMN, process decomposition, RACI, controls, and governance

Interview, Presentation or Demonstration

20% Proposer demonstrated a clear understanding of the County’s needs; general organization of the presentation or demonstration; proposer’s ability to answer questions posed by the County

Request for Proposal Business Process Mapping

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Category Weight (%) Evaluation Considerations

Similar Project Experience 10% Number and relevance of comparable Oracle Fusion Cloud

HCM transformation projects for government clients

Consulting Team Qualifications 10%

Proposed resource HCM certifications, expertise and consulting experiences in HR transformation projects for government clients

Project Management Approach

10%

Governance, communication plan, stakeholder engagement, issue/risk management; samples of process maps and narratives, SOPs, business requirements, decision trees and process inventories

Pricing & Commercials 15%

Cost competitiveness, transparency, rate card, estimated level of effort, number of resources assigned and assumptions

Total Weight: 100%

The County may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process;

and/or issue a request for Best and Final Offer (BAFO) from one or more Proposers.

The County will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the evaluation. A Facilitator will manage the integrity of the evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant information to the evaluators including the RFP, evaluation criteria , and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will, document the new score, and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

If the evaluation process includes components such as oral interviews, product demonstration, and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

Once all ratings are finalized and documented, the Facilitator will create a final evaluation scoring worksheet.

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

Request for Proposal Business Process Mapping

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A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals. If the contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the Services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms;

Then the County may terminate negotiations with the Proposer initially…