payroll/erp project itn€¦ · web view3.13 clerk/county project team resource requirements 51....
TRANSCRIPT
INVITATION TO NEGOTIATENo. 06-11
Clerk & Comptroller, Palm Beach Countyis seeking
Replies for:Oracle PeopleSoft ERP Software Implementation
ServicesDate issued/available for distribution January 29,
2007
Vendor shall submit one (1) unbound and manually signed hard-copy original, ten (10) bound, hard-copy copies of the signed and complete reply, one (1) electronic copy of the ITN reply, and one (1) electronic copy of the Cost Reply to be received in the Offices of the Clerk & Comptroller, Palm Beach County by the deadline stated in Section 1.12.
See Section 1.13 for Mailing Instructions.
TABLE OF CONTENTS
SECTION 1 - GENERAL INFORMATION........................................................5
1.1 Issuing Office.............................................................................................................51.2 Non-Mandatory Vendor Conference.................................................................61.3 Background on Palm Beach County..................................................................71.4 Functions of Clerk’s Office...................................................................................81.5 Project Background.................................................................................................91.6 Purpose of the ITN...................................................................................................91.7 Scope of Work/Services.......................................................................................121.8 Current Environment............................................................................................151.9 Current Technology Environment...................................................................251.10 Period of Contract..................................................................................................261.11 Qualification of Vendors......................................................................................261.12 Timetable...................................................................................................................271.13 Reply Submission...................................................................................................281.14 Contact Person........................................................................................................301.15 Additional Information/Amendment(s)..........................................................30
SECTION 2 - GENERAL TERMS AND CONDITIONS...................................32
2.1 Reply Guarantee.....................................................................................................322.2 Modified Replies.....................................................................................................322.3 Withdrawal of Replies..........................................................................................322.4 Late Replies, Late Modifications......................................................................322.5 Right to Reject Replies.........................................................................................322.6 ITN Postponement/Cancellation.......................................................................322.7 Costs Incurred by Vendors.................................................................................332.8 Proprietary/Confidential Information.............................................................332.9 Retention of Vendor Information.....................................................................332.10 Negotiations.............................................................................................................332.11 Rights of Appeal......................................................................................................342.12 Rules; Regulations; Licensing Requirements.............................................342.13 Exceptions to the ITN...........................................................................................342.14 Review of Replies...................................................................................................342.15 Evaluation Process.................................................................................................352.16 Evaluation Criteria.................................................................................................382.17 Vendor Contract Negotiations..........................................................................382.18 Award of Contract..................................................................................................392.19 Standard Contract Provisions (Attachment 1)...........................................402.20 Commencement of Work.....................................................................................402.21 Insurance Requirements.....................................................................................40
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2.22 Joint Reply.................................................................................................................412.23 Indemnification.......................................................................................................412.24 Authorized Signature............................................................................................412.25 Performance Bond/Letter of Credit/Liquidated Damages.....................42
SECTION 3 - REPLY REQUIREMENTS........................................................43
3.1 Title Page...................................................................................................................443.2 Letter of Transmittal.............................................................................................443.3 Table of Contents...................................................................................................453.4 Executive Summary...............................................................................................453.5 Scope of Work/Services.......................................................................................453.6 Validation of Application Functionality Checklist.....................................453.7 Company Background..........................................................................................463.8 Experience and Qualifications of the Firm..................................................473.9 Client References...................................................................................................483.10 Qualifications of Staff and Key Personnel....................................................483.11 List of Providers......................................................................................................503.12 Implementation Methodology...........................................................................513.13 Clerk/County Project Team Resource Requirements..............................513.14 Project Organizational Chart.............................................................................523.15 Timeline......................................................................................................................523.16 Deliverables..............................................................................................................553.17 Technical Environment........................................................................................553.18 Project Administration.........................................................................................573.19 Planning.....................................................................................................................573.20 Analysis and Design..............................................................................................573.21 System Implementation.......................................................................................583.22 Data and Document Conversion.......................................................................583.23 Interface Implementation...................................................................................593.24 Testing........................................................................................................................613.25 Training Approach.................................................................................................613.26 Knowledge/Skill Transfer Process...................................................................613.27 System and Program Documentation............................................................623.28 Deployment...............................................................................................................623.29 Post-Implementation Support...........................................................................633.30 Vendor Assumptions and Risks.........................................................................633.31 Sample SOW.............................................................................................................633.32 Vendor Contract Requirements........................................................................643.33 Financial/Business Stability...............................................................................643.34 Other Terms and Conditions..............................................................................653.35 Reply Certification Information........................................................................653.36 Business Information............................................................................................663.37 Cost Reply.................................................................................................................66
SECTION 4 - ATTACHMENTS......................................................................67
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Attachment 1 – Sample Standard Contract Provisions.......................................68Attachment 2 – Policy for Accepting Letters of Credit.......................................81Attachment 3 – Right to Protest...................................................................................85Attachment 4 – Palm Beach County BCC Organizational Chart.....................88Attachment 5 – Clerk & Comptroller, Palm Beach County Organizational Chart........................................................................................................................................89Attachment 6 – Principal Officials of Palm Beach County.................................90
SECTION 5 - APPENDICES...........................................................................91
Appendix A – Detailed Vendor Evaluation Criteria Matrix................................92Appendix B – Oracle PeopleSoft v9.0 Proposed Product List...........................93Appendix C – References.................................................................................................95Appendix D – Proposed Project Deliverables..........................................................97Appendix E – Cost Reply................................................................................................102Appendix F – Reply Certification................................................................................103Appendix G – Business Information..........................................................................104Appendix H – Glossary of Acronyms and Terms..................................................112
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SECTION 1 - GENERAL INFORMATION
1.1 Issuing Office
This Invitation to Negotiate (ITN) No. 06-11 is issued by the Office of the Clerk & Comptroller, Palm Beach County, hereinafter referred to as “Clerk”. The Clerk is an independent constitutional officer elected pursuant to Article V of the Florida Constitution. All communications to the Clerk regarding this ITN must be done through the Clerk’s Office via email. See Section 1.14, entitled Contact Person. All vendors interested in responding to this ITN are required to provide a current email address to the Project Manager as set forth in Section 1.13. All Clerk information regarding this ITN will be posted on the Clerk’s project website at http://www.pbcountyclerk.com/PayrollERPProject. Vendors are advised and instructed that they are responsible for, and deemed to have knowledge of, all information posted on the website.
Any person or business organization that submits a response to this ITN will be referred to as a contractor, proposer, responder, or vendor. A response to this ITN will be referred to as a reply. For convenience, a glossary of acronyms and terms pertaining to this ITN can be found in Appendix H.
By virtue of submitting a reply, vendors are acknowledging that the Clerk reserves the rights outlined herein:
1) The Clerk reserves the right to accept, reject in whole or in part, any and all offers or replies, to waive formalities or minor irregularities, to negotiate final costs and terms, and to accept or negotiate offers that are determined to be most advantageous to the Clerk, in the Clerk’s sole discretion.
2) This ITN process is for the benefit of the Clerk only and is intended to provide the Clerk with competitive information to assist in selection. All decisions on compliance, evaluation, terms, and conditions shall be made solely at the Clerk’s discretion and made to favor the Clerk.
3) All materials submitted in response to this ITN become the property of the Clerk and will be a matter of public record subject to the provisions of Chapter 119, Florida Statutes.
4) The Clerk reserves the right to negotiate with selected vendors according to the process and procedures outlined herein and to unilaterally determine that negotiations are successful or unsuccessful, until the Clerk rejects all offers or replies and
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terminates the process, or until the Clerk negotiates successfully with a selected vendor and a contract is executed.
5) No vendor shall have ANY rights against the Clerk arising from any reply or from being selected as a vendor for negotiation.
6) The Clerk DOES NOT INTEND to be bound by the terms of any reply or offer. The Clerk DOES NOT INTEND that a contract be formed as a result of a reply or offer or as a result of a vendor being selected for negotiation.
7) No contract will be formed until there is a signed Contract executed by the Clerk detailing the terms and conditions of the completed negotiations.
8) The Clerk’s decisions are final and all vendors responding to this ITN agree to be bound by the Clerk’s decisions.
9) A vendor waives and relinquishes any claim, cause, action or suit against the Clerk, Palm Beach County, the Palm Beach County Board of County Commissioners, and all of the agents, employees, and elected officials of the Clerk and Palm Beach County, arising out of the administration, evaluation, scoring, selection, or negotiation of the ITN.
1.2 Non-Mandatory Vendor Conference
All interested parties are invited to attend a Non-Mandatory Vendor Conference which will be held on the date, time, and location specified in the Timetable (Section 1.12). At this time, Clerk representatives will be available to answer questions relative to this ITN. While not mandatory, it is expected that a significant exchange of information will occur, and vendors are advised that they will be well served by attending. The purpose of the vendor conference is to provide interested vendors an opportunity to obtain clarification of the requirements of this ITN.
Vendors who wish to have specific questions, comments, requests, or clarifications addressed at the Vendor Conference should submit them in writing via email to the Contact Person identified in Section 1.14 at least five business days before the Vendor Conference. Vendors may raise additional written or oral questions at the conference concerning the ITN. Written questions must be legible, concise, and identify the vendor submitting the question.
Clerk will attempt to address all vendor questions at the Vendor Conference; however, in the event that an immediate response to a question cannot be provided, the Clerk reserves the right to defer the question and provide the response at a later date or not at all. Vendors are cautioned
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that oral answers and discussions shall not be binding upon the Clerk.
1.3 Background on Palm Beach County
Palm Beach County is Florida’s largest county in area, third in population, and ninth in density. Growth has been the major influencing factor in the last several years. Population has increased approximately 2% annually since 1990, compared to double and triple that rate in the 1980’s. Estimated population for FY 2006 is 1,299,000 and is expected to continue to increase by about 25,000 residents each year.
The Palm Beach County Board of County Commissioners, hereinafter referred to as “County” or “BCC”, is the legislative branch of Palm Beach County government. The Palm Beach County Charter and Chapter 125.01 of the Florida Statutes establish the specific duties and powers of the County. The County adopts ordinances (local laws) and resolutions to establish programs that protect and maintain the health, safety, and welfare of residents within Palm Beach County. The County considers major problems facing county government and guides the growth and development of the county consistent with the public interest. Some of the specific duties undertaken by the County include:
Provide fire protection and disaster relief services. Provide for the construction and maintenance of county buildings,
roads, and bridges. Provide programs for housing, community redevelopment, slum
clearance, conservation, flood and beach erosion control, and air pollution control.
Adopt and enforce building and housing codes and regulations. Prepare, enforce, and periodically review the Comprehensive
Plan for the development of the unincorporated area of the county.
Provide cultural and recreational facilities and programs.
The County appoints the County Administrator and assigns to the Administrator executive responsibilities and powers to implement its services. Under the direction of the County Administrator, more than thirty departments and offices combine their efforts to provide county residents with needed services, information, and programs.
Constitutional Officers and the Judiciary are those County officials, other than the County Commissioners, who are elected by the voters. The Clerk & Comptroller, Property Appraiser, Sheriff, Supervisor of Elections, Public Defender, State Attorney, and Tax Collector are Constitutional Officers elected to serve four-year terms. Constitutional Officers establish the
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budgets for their offices, independent of the budget established for offices under the jurisdiction of the County; however, Constitutional Officers work in conjunction with County Commissioners in order to serve citizens of the county efficiently and cost-effectively.
1.4 Functions of Clerk’s Office
As the third largest of the 67 Clerk’s offices in Florida, the Clerk serves a local population of over 1.2 million citizens. The Clerk’s 800+ employees perform more than 1,000 different functions and provide services from several locations and on the internet at www.pbcountyclerk.com. The Florida Constitution establishes the Clerk & Comptroller as a public trustee, directly elected by the public to serve these major functions:
1. as the county’s Chief Financial Officer and auditor,2. as the County Recorder and custodian of legal records,3. as the Clerk of the Circuit Court, the service and support center for
the county’s court system, and4. as the Clerk to the Board of County Commissioners.
As the county’s Chief Financial Officer, the Clerk is the official “watchdog” of all county funds. In this function, the Clerk provides the necessary “checks and balances” on the county’s budget, revenue, and spending. The Clerk also invests and earns revenue on county funds to reduce the tax burden on the citizens of Palm Beach County. The county’s investment portfolio is more than $1.7 billion. The Clerk’s responsible administration of this function has made Palm Beach County one of only a handful of counties nationwide to earn a AAA bond rating.
As the County Recorder, the Clerk maintains and ensures the integrity of the Official Record Books of Palm Beach County dating back to 1909. Documents such as mortgages, deeds, liens, judgments, and marriage licenses are recorded and entered into a computer system that is available to the public.
As the Clerk of the Circuit Court, the Clerk supports all of Palm Beach County’s criminal, civil, and juvenile courts by processing, recording, and filing documents such as lawsuits, traffic tickets, divorce agreements, wills, child support agreements, domestic violence petitions, and tenant evictions. The Clerk is responsible for safeguarding and protecting the integrity of all court records.
As the Clerk to the Palm Beach County Board of County Commissioners, the Clerk provides services to the Board such as preparing, maintaining, and making accessible the records of Palm Beach County Commission meetings
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and other government meetings. The Clerk also administers the Value Adjustment Board process.
1.5 Project Background
The Clerk is responsible for administering the County’s payroll system, which is used by all County departments. The Clerk is also responsible for administering payroll for Clerk employees.
The County’s Integral payroll system was implemented 11 years ago. It uses mainframe technology, is costly to maintain, and is not user-friendly. By December 2008, the County will have migrated most other systems away from the mainframe.
The Clerk’s web-based ACS Banner HR/Finance system was implemented 10 years ago. The Clerk plans to implement an innovative, world-class Enterprise Resource Planning (ERP) solution that is designed to automate and integrate business processes, standardize common data and practices across the agency, provide uniform processes that are based on industry-recognized best business practices, leverage self-service to improve employee productivity and operational efficiency, meet audit and security compliance requirements, and eliminate need for mainframe support costs. With a modern ERP application, data would only need to be entered or updated once, reducing errors, time, and labor for reports, analysis, and planning. Ultimately, time and resources are shifted from inputting, organizing, and verifying data to innovation, problem solving, and direct service to customers.
1.6 Purpose of the ITN
The County has an immediate need to retire its mainframe Integral payroll system. Thus, it is appropriate to implement a scalable Payroll/ERP solution to solve not only the County’s payroll needs, but also the needs of the Clerk’s HR, Benefits Administration, Payroll, and Finance departments.
As a first step towards implementation of a payroll system for the County and Clerk, and implementation of an ERP solution for the Clerk, the Clerk has selected Oracle as the software vendor. Through a separate formal process (ITN No. 06-06 issued in September 2006), Clerk and County representatives evaluated ERP systems and determined that Oracle’s PeopleSoft v9.0 addresses both the payroll needs of the County and Clerk and the ERP needs of the Clerk, is scaleable, able to accommodate future needs, and that interfaces economically and efficiently with existing systems. See Appendix B for the Oracle PeopleSoft v9.0 proposed product list.
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ContingencyConcurrent with the release of this ITN No. 06-11, the Clerk will be finalizing the ITN No. 06-06 ERP vendor contract with Oracle. The timetable of this ITN will be contingent upon successful completion of the ITN No. 06-06 ERP vendor contract. If for any reason the contract with Oracle cannot be successfully completed within a reasonable amount of time determined by the Clerk, the Clerk has the authority to cancel this ITN, negotiate with the other ITN No. 06-06 ERP vendor finalist, and issue another implementation services ITN at a later date.
ObjectiveThe objective of this ITN is for the Clerk to select a viable implementation vendor in order to deliver a state-of-the-art, fully integrated software system configured to meet the established needs of the Clerk and County. This ITN is seeking replies for the consulting services necessary to install and implement Oracle PeopleSoft v9.0. Expected services include, but are not limited to, project administration, software installation and certification, system configuration, interface and report development, system and parallel testing, disaster recovery planning, and training of Clerk and County users of the new ERP system.
The Clerk seeks to build an alliance with an implementation vendor that will facilitate the Clerk’s goals by implementing Oracle PeopleSoft v9.0 and the related process and organizational changes.
Three guiding principles will drive the Payroll/ERP project:
1. On Time - On Budget2. Minimum Essential Requirements – Only required business
processes will be implemented.3. Accountability for Success – The Clerk’s office is accountable for
the overall success of the project. The project Leadership Committee will make decisions that impact project organization, scope, and allocation of funding and resources, based on recommendations from the project Steering Committee. Project Committee members and related information can be found on the internet at http://www.pbcountyclerk.com/PayrollERPProject.
The minimum qualifications for an implementation partner are:
The implementation vendor must be an Oracle Certified Partner, an Oracle Certified Advantage Partner, or the software vendor itself.
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The vendor must have acted as the prime contractor for a successful implementation of both PeopleSoft HRMS and Financials in a United States Clerk or County government environment within the past two years.
The vendor must be able to provide certified and experienced consultants in an Oracle PeopleSoft implementation methodology in the Clerk and County government marketplace.
The vendor must agree to provide a performance bond. The vendor’s cost reply shall be for a milestone and
deliverables-based fixed price solution. Proposers should complete and submit the Appendix E Cost Reply page. Proposers that do not detail specific costs on the forms provided in Appendix E will be considered non-responsive.
Any vendor not meeting the minimum qualifications will not be considered for further evaluation.
The Clerk is seeking an implementation partner that:
Has a strong Clerk/County government knowledgebase and can bring valuable, practical experiences to the project team.
Clearly understands and has addressed the needs of the Clerk/County government marketplace.
Can provide innovative solutions if the Oracle PeopleSoft software does not adequately address the needs of the Clerk or County.
Is highly qualified and experienced in the technical aspects of the Oracle PeopleSoft environment.
Will provide continuity of Clerk-approved consultants throughout the duration of the project.
Will provide for a thorough transfer of technical and functional knowledge of the Oracle PeopleSoft software.
Can provide full systems integration services of current Clerk and County 3rd party software.
Has experience with interfacing with Clerk/County existing systems including Kronos, Performance Impact, PathLore, and CGI-AMS Advantage.
Can work with the Clerk/County to achieve its objectives within the constraints of the Oracle PeopleSoft software.
Can develop and deliver Clerk/County-specific end-user training and documentation.
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Understands the need to complete the implementation process within time and budget constraints.
Works well with other 3rd party providers (e.g., software vendors, hardware vendors, and consultants).
There is no plan to purchase or implement a new County HRIS, Time and Attendance, HRMS (HR and Benefits Management), or AMS Advantage Finance system. These software systems are not in scope.
The Clerk is seeking replies from qualified Oracle PeopleSoft ERP software implementation vendors. A qualified Oracle PeopleSoft ERP implementation vendor is one with experience implementing Oracle PeopleSoft in organizations of comparable size and under comparable situations as those existing in Palm Beach County. The functionally rich, fully integrated Oracle PeopleSoft ERP software application package will meet the following needs:
Replacement of the County’s existing mainframe Integral Payroll system.
Replacement of the Clerk’s existing ACS Banner HR, Benefits Administration, Payroll, and Finance systems.
1.7 Scope of Work/Services
The overall objective of the implementation of Oracle PeopleSoft v9.0 is to replace and enhance the County’s payroll system, as well as that of the Clerk’s human resources, benefits administration, payroll, and finance system. The Clerk and County project team members intend to adapt best business practices to those supported by the configuration of the Oracle PeopleSoft software.
The Clerk intends to establish a dedicated cross-functional team to support this project. The project team will represent applicable functions and areas throughout the Clerk’s office and County agencies.
The ITN scope of services includes the following:
1. Conduct installation and certification of Oracle PeopleSoft v9.0 at Clerk’s site.
2. Provide on-going project management to ensure implementation is on time, that all baseline functionality is fully functional, and that sufficient end user training has been completed on a timely basis.
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3. Follow Clerk agreed-upon Change Management and Issue Management processes.
4. Configure Oracle PeopleSoft v9.0 application security for appropriate access by Clerk/County users. Assure the implementation provides secure and reliable systems, with documentation for Clerk security staff that is easy to use and maintain.
5. Implement system functionality that provides user access, including user ability to enter and process business transactions and to directly access all applicable data at that user’s applicable security level (Payroll data for Clerk and County personnel; Human Resources, Benefits Administration, Payroll, and Finance data for Clerk personnel).
6. Configure system functionality/software to enable data to be entered and edited only once and at its source.
7. Ensure secure Internet access to Clerk and County business systems and connectivity via applicable firewalls.
8. Configure system functionality/software to provide individual employees access to a variety of Self Service capabilities.
9. Conduct all phases of software testing to ensure delivery of a fully functioning system including, but not limited to, unit, system, integration, stress, and parallel testing.
10. Fully convert the legacy data in Clerk/County existing systems to the new system and create/develop such conversion processes, software programming, and/or reports as required to fully convert existing data and ensure delivery of a fully functioning system.
11. Create and deliver end-user training documentation satisfactory to the Clerk and written specifically the way the software will work in our environment and easily understood by the end users, no later than the beginning of the end user training phase of the project.
12. Deliver complete and robust procedural user manuals for use by Clerk and County functional staff.
13. Deliver complete and robust system administration documentation for use by the Clerk’s IT staff.
14. Conduct disaster recovery planning, develop and deliver disaster recovery documentation, and successfully conduct testing of system failover to the disaster recovery site.
15. Transfer technical and functional knowledge via training sessions and thorough documentation methods, to allow
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Clerk staff to support and maintain these systems on an on-going basis.
16. Implement the following Oracle PeopleSoft v9.0 modules: Human Resources
o Applicant Trackingo Audit Trackingo Certifications/Skills/Rewards Managemento Compensation/Classificationo Document Managemento Employee Data Managemento Form Managemento Learning Managemento Performance Evaluationo Position Managemento Risk Managemento Self Service for Human Resourceso Standard Reportso Volunteer Managemento Workforce Management
Benefitso Absence Managemento Automated Open Enrollmento Benefit Election and Administrationo COBRA Administrationo Deferred Compensationo Exit Processingo FMLA Administrationo FSA Administrationo HIPAA Certificationo Leave of Absenceo Self Service for Benefits (Active Employees and Retirees)o Standard Reportso Workers’ Compensation
Payrollo U.S. Payrollo Self Service for Payrollo Standard Reports
Financeo Budget Development and Managemento Expenditures and Disbursementso Fixed Assetso General Accounting
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o Investments/Cash Managemento Procuremento Project Accountingo Revenues & Receivableso Vendor Self Service for Financeo Standard Reports
Information Technologyo Ad-hoc Reporting Toolo Security Administrationo Standard Reportso Workflow Administration
1.8 Current Environment
Both the Clerk and County have seen a steady increase in the number of budgeted employee positions over the past five years:
2002 2003 2004 2005 2006Clerk & Comptroller 759 764 770 783 794Palm Beach County BCC
5,775 5,985 6,173 6,379 6,594
Total 6,534 6,749 6,943 7,162 7,388
Thus, a population size of approximately 8,000 for the following systems is in scope: the County’s mainframe Integral Payroll system and the Clerk’s ACS Banner HR/Benefits/ Payroll/Finance system.
1. The County’s mainframe Integral Payroll system - run by the Clerk’s Payroll department on the ISS (Information Systems Services) mainframe - is utilized by 375 staff employees, services 7,000 employees, and supports up to 350 concurrent users. The system contains over 19,000 employee records on 3 entities: Board of County Commissioners (BCC), Palm Tran Inc, and the Clerk & Comptroller (containing inactive data). There are approximately 100 reports and 30 interfaces and file transfers to and from the system.
Additional Integral payroll statistics as of January 2007:
Employee Counts(includes terminated employees)
BCC Palm Tran Inc
Clerk & Comptroller
(inactive data)
Total
Active 6,376 556 730 7,662Leave of Absence 2 0 7 9Leave of absence with pay 47 0 2 49Terminated 10,620 453 369 11,442
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Total 17,045 1,009 1,108 19,162
Employee Types(includes terminated employees)
BCC Palm Tran Inc
Clerk & Comptroller
(inactive data)
Total
Exempt 5,223 82 156 5,461Non-Exempt 11,822 927 952 13,701Total 17,045 1,009 1,108 19,162
Employee Status(includes union jobs and terminated employees)
BCC Palm Tran Inc
Clerk & Comptroller
(inactive data)
Total
Hourly 4,708 1,006 99 5,813Salaried 12,337 3 1,009 13,349Total 17,045 1,009 1,108 19,162
Union Jobs Only(includes terminated employees)
BCC Palm Tran Inc
Clerk & Comptroller
(inactive data)
Total
Hourly 1,127 726 0 1,853Salaried 4,778 0 0 4,778Total 5,905 726 0 6,631
Union Jobs Only(excludes terminated employees)
BCC Palm Tran Inc
Clerk & Comptroller
(inactive data)
Total
Hourly 252 425 0 677Salaried 2,756 0 0 2,756Total 3,008 425 0 3,433
2. The Clerk’s ACS Banner HR/Benefits/Payroll/Finance system supports 6 sites and unlimited concurrent users. There are 5 inbound interfaces, 14 outbound interfaces, and over 400 standard reports.
The Clerk’s Payroll department completes bi-weekly payrolls for exempt and non-exempt employees. ACS Banner Payroll is utilized by 3 staff employees and services 800 employees.
The Clerk’s Employee Relations department is responsible for recruitment, benefits, and human resource management for 800 employees. ACS Banner HR is utilized by 94 staff employees and services 800 employees. There are over 164 Employee Relations-related reports.
The Clerk’s ACS Banner Benefits Administration is utilized by 4 staff employees and services 650 employees.
The Clerk’s ACS Banner Finance is utilized by 150 staff employees/users and services over 800 employees/other parties.
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Functionality includes: Accounting, Accounts Payable, Budgeting, and General Ledger. There are over 236 Finance-related reports.
Additional Banner payroll statistics as of January 2007:
Employee Counts Clerk & Comptroller
Exempt 141Non-Exempt 620Total Active (including employees on LOA)
761
Replacement of the following software systems is NOT in scope; however since these related systems will exist in conjunction with the Oracle PeopleSoft ERP application, development of interfaces to/from these systems will be required during system implementation.
1. Time and Attendance for Clerk employees is captured within Kronos Workforce Central, version 5.0.
2. Employee data is updated within the Clerk’s Learning Management System, PathLore. By April 2007, the Clerk plans to convert PathLore to SumTotal v7.2.
3. Employee performance reviews within Performance Impact are sent to the Clerk’s ERP system.
4. Time and Attendance for County employees is captured in various systems.
5. The County’s internally-developed HRIS system provides functionality for HR Personnel Action Forms, Benefits Management, and Learning Management.
6. A portion of the County’s HRMS system provides functionality for HR, Benefits Management, and Time and Attendance.
7. The County’s internally-developed United Way system provides functionality for running its United Way campaigns.
8. The County’s CGI-AMS Advantage Finance system provides functionality for Accounts Payable, Accounts Receivable, Budget, Cost Accounting, Fixed Assets, General Ledger, Inventory, Purchasing, Travel Accounting, and Treasury.
The following six pages provide graphical and narrative representations of the above-mentioned systems and interfaces.
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Clerk Banner HR/Finance System Interfaces(as of 1/1/2007)
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Banner HR
Kronos(Time & Attendance)
Performance Impact
LMSCurrently: PathLoreApril 2007: SumTotal
Banner Finance
Wachovia
SSA (W2's)
H8
To HR: H9From HR: H10
To HR: H5From HR: H6
United Health Care
(Flexible Spending)
H15
State of Florida (Unemployment)
State of Florida FRS
(Retirement)
SSA(SSN
Verification)
H13 H12
H11
IRS (1099's)
F3
IntelliCheck
H17:
ACH
Dire
ct De
posit
F5
F2, F6
H4
ORIS(Overpayment
Checks)
CJIS(Criminal
Overpayment Checks)
F1
F4
Payroll and AP Checks
H4, F2
H14
Form Fusion
Compensation Summary
Manager Reports
Benefits Statements
H2 H7 H1
H3
H16: C
hild S
uppo
rt EF
T
Wachovia(Positive Pay)
F6
Clerk Banner HR/Finance System Interfaces (cont.)(as of 1/1/2007)
# Interface From/To System
Purpose Frequency
F1 Criminal - Mainframe To Banner Finance
Criminal overpayment checks
Weekly
F2 IntelliCheck From Banner Finance
Payroll checks Ad-hoc
F3 IRS From Banner Finance
1099's Annually
F4 ORIS To Banner Finance
ORIS overpayment checks
Weekly
F5 Wachovia - Paid Items To Banner Finance
Bank reconciliation Monthly
F6 Wachovia - Positive Pay From Banner Finance (via IntelliCheck)
Positive Pay file Daily
H1 Benefit Statements From Banner HR Reports AnnuallyH2 Compensation Summary From Banner HR Reports Bi-
annuallyH3 Form Fusion Special
FormsFrom Banner HR Reporting Bi-
annuallyH4 IntelliCheck From Banner HR AP checks Ad-hocH5 Kronos To Banner HR Employee time load Bi-weeklyH6 Kronos From Banner HR Employee data load DailyH7 Manager Reports From Banner HR Reports Bi-
annuallyH8 LMS From Banner HR Employee data load to
Learning Management System; Currently PathLore, but will be converted to SumTotal v7.2 in April 2007
Daily
H9 Performance Impact To Banner HR Review score load Daily and Ad-hoc
H10
Performance Impact From Banner HR Employee data load Daily
H11
Social Security Administration
From Banner HR SSN Verification Ad-hoc
H12
Social Security Administration
From Banner HR W2's Annually
H13
State of Florida From Banner HR Unemployment Reporting Quarterly
H14
State of Florida/FRS From Banner HR Retirement Reporting Monthly
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H15
United Health Care From Banner HR Flexible Benefits reporting
Bi-weekly
H16
Wachovia - ACH data From Banner HR (via PC)
Child Support EFT Bi-weekly
H17
Wachovia - ACH data From Banner HR Employee Direct Deposit Ad-hoc
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BCC Integral Payroll System Interfaces(as of 1/1/2007)
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HRMS MAINFRAME
Nationwide(Deferred Comp)
Hyatt (Prepaid Legal Deductions)
Transvision Plan (Vision Plan Deductions)
Wachovia(ACH Direct
Deposit)
SSA (W2's)State of Florida (Unemployment)
State of Florida FRS (Retirement)
State of Florida
(EFTPS Fed Tax)
PY24
PY29
CGI AMS Advantage (County Financials System)
CWA(Union Deductions)
PY3
Palm Tran(Payroll Listings)
Fire Rescue Health
(Benefits Reporting)
PY5
TimeServer (Time & Attendance)
Lantana Fire Rescue (Union
Deduction Reporting)
PY
18
MONY(Insurance
Deductions)
PY19
NTL (Critical Care Insurance
Deductions)
PY21
PY22
FLEXBEN(Flexible Spending
Deductions)
ISS Subsystem
PBSM(Payroll Benefits
Management System)
PESM(Personnel EmployeeManagement System)
HR2, HR3,
HR4
ISS Chuck Lemon Sub
System (Open Enrollment
Benefits File)
IntegralPayroll
PositionControl
PC1, PC2
PY6
PY28
HR1
PY8
PY20
PY25
BN2
PY4
BN1
PC3
Secure32(Subsystem for Check
Print)
PY7
Payroll Checks
FTP (PY15)
HR
HRIS(Human Resources
Information System)
State of Florida (Sales
Tax)
PY26PY1
ISS Project Resource
ManagementPY14
PY27
PY23
Benefits
To H
RM
S: P
Y9, P
Y10,
PY1
1, P
Y12,
PY1
6, P
Y17
From
HR
MS:
PY1
3
HR5, HR6
Child Support
PY2
BCC Integral Payroll System Interfaces (cont.)(as of 1/1/2007)
# Interface From/To System Owner Purpose Frequency
BN1 ISS Chuck Lemon Sub System
To HRMS (Benefits)
ISS Open Enrollment Benefits File
Yearly
BN2 State of Florida/FRS
From HRMS (Benefits)
ISS Retirement Reporting
Monthly
HR1 HRIS From HRMS (HR) ISS Employee Relations PA's - Terms and New Hires
Daily
HR2 PESM (Personnel Employee Mgmt. System)
To HRMS (HRIS) ISS CPDD01B - Personnel File Download to PCTRANS
Bi-weekly
HR3 PESM (Personnel Employee Mgmt. System)
To HRMS (HR) ISS HR sub system - Pay Range Exception CPD285B
Bi-weekly
HR4 PESM (Personnel Employee Mgmt. System)
To HRMS (HR) ISS HR sub system - Longevity CPD295B
Bi-weekly
HR5 TimeServer From HRMS (HR) ISS Employee Data Load
3 to 4 times per Pay Period
HR6 TimeServer From HRMS (HR) ISS Employee/Control Information from HRMS
Bi-weekly
PC1 PBSM (Payroll Benefits Mgmt. System)
To HRMS (Position Control)
ISS Manual Checks File Bi-weekly
PC2 PBSM (Payroll Benefits Mgmt. System)
To HRMS (Position Control)
ISS Vendor Information - Updates interface with Advantage
Bi-weekly
PC3 PESM (Personnel Employee Mgmt. System)
To HRMS (Position Control)
ISS CPD810B - Terminated Employee Extract
Bi-weekly
PY1 CGI-AMS Advantage
From HRMS (Payroll)
ISS Payroll data to AMS Bi-weekly
PY2 Child Support From HRMS (Payroll)
Clerk IT Child Support Bi-weekly
PY3 CWA (Communication Workers of America)
From HRMS (Payroll)
Clerk IT Union Deductions for Employees
Bi-weekly
PY4 EFTPS (Electronic Federal Tax Payment System)
From HRMS (Payroll)
Clerk IT Federal Tax Payment File
Bi-weekly
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# Interface From/To System Owner Purpose Frequency
PY5 Fire Rescue Health
From HRMS (Payroll)
Clerk IT Benefits Reporting Bi-weekly
PY6 FLEXBEN From HRMS (Payroll)
Clerk IT Flexible spending Deductions
Bi-weekly
PY7 From Chameleon FTP
To Secure 32 Subsystem
ISS Check Print Bi-weekly
PY8 Hyatt (Prepaid Legal Deductions)
From HRMS (Payroll)
ISS Legal Deductions Bi-weekly
PY9 ISS Subsystem To HRMS (Payroll) Clerk IT/ISS
United Way - Flat File
Yearly
PY10
ISS Subsystem To HRMS (Payroll) ISS ISS Employee Extract - (ADP109B)
Bi-weekly
PY11
ISS Subsystem To HRMS (Payroll) ISS Employee Wage attach (PYRATTCH)
Bi-weekly
PY12
ISS Subsystem To HRMS (Payroll) ISS Deferred Comp - PPR013XX
Bi-weekly
PY13
ISS Subsystem From HRMS (Payroll)
ISS Payroll Checks File Phase1V
Bi-weekly
PY14
ISS PRM (Project Resource Management)
To TimeServer ISS ISS employees bi-weekly overtime/leave time to Payroll Time Server
Bi-weekly
PY15
ISS Subsystem To Chameleon FTP ISS Download Check file Bi-weekly
PY16
ISS Subsystem FOCUS
To HRMS (Payroll) Clerk IT FMLA (HRP020) Bi-weekly
PY17
ISS Subsystem Worker's Comp Sub System
To HRMS (Payroll) ISS Workers Comp (WCS100B)
Bi-weekly
PY18
Lantana Fire Rescue
From HRMS (Payroll)
Clerk IT Union Deductions Reporting
Monthly
PY19
MONY (Mutual of New York)
From HRMS (Payroll)
Clerk IT Insurance Deductions
Bi-weekly
PY20
Nationwide From HRMS (Payroll)
Clerk IT Deferred Compensation
Bi-weekly
PY21
NTL (National Traveler Life - Critical Care Insurance Deductions)
From HRMS (Payroll)
Clerk IT Critical Care Insurance Deductions
Bi-weekly
PY22
Palm Tran From HRMS (Payroll)
Clerk IT Payroll Listings Bi-weekly
PY23
PESM (Personnel Employee Mgmt.
To HRMS (Payroll) ISS HR sub system - Bonds CCP287B
Bi-weekly
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# Interface From/To System Owner Purpose Frequency
System)PY24
SSA/ (W-2's) From HRMS (Payroll)
ISS W-2 File Yearly
PY25
State of Florida (Unemployment) SBWA Secure Net
From HRMS (Payroll)
ISS Unemployment Reporting
Quarterly
PY26
State of Florida/Sales Tax
From HRMS (Payroll)
ISS Sales Taxes Monthly
PY27
TimeServer To HRMS (Payroll) ISS Employee Time Load
Bi-weekly
PY28
Transvision Plan From HRMS (Payroll)
Clerk IT Vision Plan Deductions
Bi-weekly
PY29
Wachovia - ACH Direct Deposit
From HRMS (Payroll)
ISS Employee Direct Deposit
Bi-weekly
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1.9 Current Technology Environment
The Clerk’s current technology environment consists of the following:
Type of Technology Component
Server Operating Systems
Windows 2003 R2MS Virtual Server 2005 R2VMWare ESX 2.x – 3.xIBM AIX 5L
Authentication Microsoft Active DirectoryMicrosoft Identity Integration Server 2003Microsoft Active Directory Application Mode
Database Environment
Microsoft SQL 2005Oracle 9i or betterExchange 2003
Storage Infrastructure
Dell/EMC CX700 - Dell Branded EMC SAN Storage unitEMC Celera NS502G -EMC NAS and iSCSI Storage interface for the CX700IBM ESS 800 - IBM Shark SAN unitHP MSA1000 - HP SAN unitBrocade Director 48000 - Fiber Network Switches
Network Components Cisco 6513 / 4006 - Cisco SwitchesMicrosoft Internet Security Acceleration
Systems Management Microsoft Operations Management (MOM)Microsoft Systems Management Server (SMS)Microsoft Windows Software Update Services (WSUS)BMC Service Desk Express v9.0 (formerly Magic)ScriptLogic Client and Server SuiteGhost Enterprise Desktop SuiteWebSense Internet Content FilteringSymantec Corporate Anti-VirusMcAfee EPO Anti-Virus Microsoft Antigen Email Anti-Virus / Anti-SPAM
Backup Environment IBM 3494 - IBM Tape LibraryVeritas NetBackupIBM Tivoli Storage Manager
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1.10 Period of Contract
The tentative effective timeframe for the start of the negotiated Contract is July 2007. The vendor should include in the reply an implementation schedule and milestone events. Negotiations may include early completion incentives.
1.11 Qualification of Vendors
All vendors responding to this ITN shall have demonstrated expertise and successful past experience in supplying such Oracle PeopleSoft installation and implementation services as the ones required in this ITN to an organization or entity of similar size as the Clerk’s, and shall meet all criteria/requirements identified in this ITN.
Vendors may additionally be required to show that they have satisfactorily provided similar Oracle PeopleSoft installation and implementation services in the past. Vendors should anticipate that Clerk will visit sites of Oracle PeopleSoft installation to obtain first-hand information from users of the product. No reply will be accepted from a vendor who is engaged in any work which would impair the ability to perform or finance this work. Vendors are required to provide a List of Lawsuits (if any) against the company for active and pending litigation involving claims about work of a similar nature, or a sworn statement verifying under oath that there is no pending litigation involving claims about pending work of a similar nature, whether the work is completed or not.
No reply will be accepted from, nor will a contract be awarded to, any vendor who is in arrears to the BCC or Clerk & Comptroller, Palm Beach County, upon any debt or contract, or who is in default, as surety or otherwise, upon any obligation to the BCC or Clerk & Comptroller, Palm Beach County, or is deemed to be irresponsible or unreliable by the BCC or the Clerk & Comptroller, Palm Beach County.
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1.12 Timetable
The anticipated schedule and deadline for the ITN and contract approval are as follows:
Activity Date(s) Time LocationITN Available for Distribution
Anticipated January 29, 2007
12:00 pm EST
http://www.pbcountyclerk.com/PayrollERPProject
Deadline for Receipt of Questions (suggested ITN modifications, additional information, clarifications, comments, and/or items to be presented at Vendor Conference)
February 15, 2007
5:00 pm EST
Non-Mandatory Vendor Conference
AnticipatedFebruary 23, 2007
10:00 am EST
Clerk & Comptroller Judicial CenterMargaret Newlan Room5th Floor, Room 5.1304205 N Dixie HighwayWest Palm Beach, FL 33401
Deadline for Vendor to submit email address for intent to respond to ITN
February 26, 2007
12:00 pm EST
Deadline for Receipt of Replies
March 9, 2007 5:00 pm EST
Clerk & Comptroller, Palm Beach CountyInformation Technology Department Payroll/ERP ProjectITN No. 06-11301 North Olive Avenue, 9th FloorWest Palm Beach, FL 33401
Evaluation Committee Meeting 1
AnticipatedMarch 12, 2007 – March 23, 2007
Clerk & Comptroller Judicial CenterPayroll/ERP Project Team Room
Anticipated Posting of Finalists
March 26, 2007 http://www.pbcountyclerk.com/PayrollERPProject
Oral Presentations (Finalists)
AnticipatedApril 2, 2007 – April 13, 2007
Clerk & Comptroller Judicial CenterMargaret Newlan Room5th Floor, Room 5.1304205 N Dixie HighwayWest Palm Beach, FL 33401
Evaluation Committee Meeting 2
AnticipatedApril 16, 2007 – April 20, 2007
Clerk & Comptroller Judicial CenterPayroll/ERP Project Team Room
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Activity Date(s) Time LocationReference Site Visits
April 23, 2007 – June 1, 2007
Various Sites
Vendor Negotiation (Finalists)
AnticipatedApril 23, 2007 – June 15, 2007
Clerk & Comptroller Judicial Center205 N Dixie HighwayMargaret Newlan Room5th Floor, Room 5.1304West Palm Beach, FL 33401
Vendor Notification of Selection (Finalist)
AnticipatedJune 18, 2007
http://www.pbcountyclerk.com/PayrollERPProject
Anticipated Posting of Agreement
June 18, 2007 http://www.pbcountyclerk.com/PayrollERPProject
Contract Completed
AnticipatedJune 29, 2007
http://www.pbcountyclerk.com/PayrollERPProject
Projected Contract Start Date
AnticipatedJuly 2, 2007
Palm Beach County
The Clerk reserves the right to adjust this schedule by amendment or addendum to this ITN or to extend any published deadline in this ITN.
1.13 Reply Submission
Vendor NoticesAll vendors interested in responding to this ITN must notify the Clerk via email at [email protected] of their intent to respond to this ITN by the deadline stated in the Timetable (Section 1.12). Vendors are responsible for ensuring Clerk has the correct email address.
All questions or inquiries from vendors must be submitted via email to [email protected]. All official notifications shall be made through posting of information on the Clerk project website and vendors assume sole responsibility for remaining current on website information.
The website http://www.pbcountyclerk.com/PayrollERPProject is the official “notice” address used by the Clerk to notify the vendor of amendments to the ITN and to copy the vendor with any responses to requests for clarifications or additional information, as well as to provide notice of vendor selection for negotiation and final selection of a negotiated reply. Public records will be posted on the project website, including replies submitted by vendors following opening of the replies in accordance to Florida’s public records laws.
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Vendors shall not rely on any oral information from any source regarding this ITN process, including information obtained orally at the vendor conference.
Reply SubmissionAll hard-copy replies must be submitted on 8½ x 11 inch paper. All replies shall include one (1) unbound, hard-copy original with original signature, ten (10) signed, bound, hard-copied versions of the complete reply, one (1) electronic copy of the ITN reply, and one (1) electronic copy of the cost reply. It is intended that there be one original with an original signature and that the photocopies need not have original signatures. For the electronic copy of the ITN reply and cost reply, they should be via CD or jump drive in either Adobe PDF or Microsoft Word format. Vendors shall submit two CD’s or two jump drives: one CD or jump drive should contain files for the ITN Reply, and the other CD or jump drive should contain a file for the Cost Reply. Please ensure both CD’s/jump drives are clearly labeled.
Replies must be received in the Offices of the Clerk & Comptroller, Palm Beach County no later than the deadline stated in the Timetable (Section 1.12), at the specific address indicated in the Timetable (Section 1.12).
The original, all copies, and two CD’s/jump drives must be submitted in a single sealed envelope or container. The vendor’s complete return address must be included on the outer envelope or wrapper. The ITN number must also appear on the outer envelope or wrapper. The outer envelope or wrapper should be addressed as follows:
Vendor NameAddressEmail address
Clerk & Comptroller, Palm Beach CountyInformation Technology DepartmentPayroll/ERP ProjectITN No. 06-11301 North Olive Avenue, 9th FloorWest Palm Beach, FL 33401
Hand-carried replies may be delivered to the above address ONLY between the hours of 8:00 am and 5:00 pm EST, Monday through Friday, excluding holidays observed by the Clerk.
Vendors are responsible for informing any commercial delivery services, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.
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The entire Appendix E Cost Reply (original, ten copies, and electronic version via CD or jump drive) should be separately bound and sealed within the outer envelope or wrapper, and marked as the Cost Reply.
The Reply Certification Page (Appendix F) must be signed by an officer of the company who is legally authorized to enter into a contractual relationship in the name of the vendor, and the vendor must affix the company’s corporate seal to the document. In the absence of a corporate seal, the reply must be notarized by a Notary Public.
1.14 Contact Person
The contact person for this ITN is Alice Djubin, IT Project Manager of the Clerk’s Information Technology Department. All communications must be via email to the following email address: [email protected]. Vendors are advised that, from the date of release of this ITN until notice that the vendor selections for negotiation is completed, ALL CONTACT regarding this ITN must be through email to [email protected] and NO direct contact with any Clerk staff or County staff is permitted. The Clerk will select vendors for negotiation following scoring of evaluation criteria. The vendor selection will be electronically posted on the Clerk’s project website. If you are selected to negotiate, the Project Manager will contact you via email and/or certified mail with negotiation information and scheduling.
All vendors are responsible for reviewing all information posted on the Clerk’s project website at http://www.pbcountyclerk.com/PayrollERPProject. The Clerk will post all public records on the website including selection of vendors for negotiation, replies following selection of vendors for negotiation, replies during negotiation, amendments to the ITN, and the final contract reply. Vendors are solely responsible for reviewing the site and obtaining information as they deem necessary and appropriate for this ITN process.
1.15 Additional Information/Amendment(s)
Requests for additional information or clarifications must be made via email to [email protected] no later than the date specified in the ITN Timetable (Section 1.12). The request must contain the vendor’s name, address, phone number, and facsimile number. In the event additional information or clarification is requested, the request and a response either denying the request or providing clarification or additional information shall be provided to all participating vendors on the website.
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Amendments to this ITN, when deemed necessary by the Clerk, will be completed only by written amendment(s) issued prior to the Reply Due Date. If in the opinion of the Clerk, revisions or amendments will require substantive changes in replies, the due date may be extended. The amendments will be electronically posted on the project website http://www.pbcountyclerk.com/PayrollERPProject.
Vendors should not rely on any representations, statements, or explanations other than those made in the ITN and in any amendment to this ITN. Where there appears to be a conflict between the ITN and any amendment issued, the last amendment issued will prevail. All vendors are notified that it is their responsibility to view the project website for information.
It is the vendor’s responsibility to assure receipt of all amendments (if applicable). The vendor should view the project website prior to entering a reply to verify that all amendments have been received. Vendors are required to acknowledge the number of amendments received as part of their reply.
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SECTION 2 - GENERAL TERMS AND CONDITIONS
2.1 Reply Guarantee
Vendor guarantees their commitment, compliance, and adherence to all requirements, terms, and conditions of the ITN by submission of their reply. Submission of any reply indicates acceptance of the conditions contained in this ITN.
2.2 Modified Replies
Vendor may submit a modified reply to replace all or any portion of a previously submitted reply until the Reply Due Date. The Evaluation Committee will only consider the latest version of the reply.
2.3 Withdrawal of Replies
A reply may be withdrawn only by written notification, signed by the vendor. See Section 1.14 for the email address.
2.4 Late Replies, Late Modifications
Replies and/or modifications to replies received after the Reply Due Date and time are late and will not be considered.
2.5 Right to Reject Replies
The Clerk may, at its sole and absolute discretion, reject any and all replies based on any criteria and may waive any formalities. The Clerk may accept or reject any or all of the items within the reply, and award the contract, in whole or in part, if it is deemed in the Clerk’s best interest.
2.6 ITN Postponement/Cancellation
The Clerk may, at its sole and absolute discretion, reject all replies and re-advertise this ITN; postpone or cancel, at any time, this ITN process; or waive any formalities or minor irregularities in this ITN or in the replies received as a result of this ITN, when to do so would be in the best interest of the Clerk.A minor irregularity is defined as a variation from the ITN terms and conditions that does not affect the price of the vendor reply, or give the vendor a competitive advantage or benefit not enjoyed by other vendor, or does not adversely impact the interests of the Clerk. At its option, the Clerk may correct minor irregularities but is under no obligation to do so.
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Where the Clerk may correct or waive minor irregularities, such action shall in no way modify the ITN requirements.
2.7 Costs Incurred by Vendors
All expenses involved with the preparation and submission of replies to the Clerk, or any work performed in connection therewith, shall be borne by the responding party. No payment will be made for responses received, nor for any other effort required of or made by the vendors. The vendor acknowledges that one outcome of the ITN process may be Clerk withdrawal of the ITN without contract, and vendor assumes all risk of submitting and preparing this reply. Vendor is solely responsible for all costs, expenses, fees, loss of business opportunities, etc. or expenditures of any kind relating to preparation or submission of the reply, regardless of the outcome.
2.8 Proprietary/Confidential Information
Vendors are hereby notified that all information submitted as part of, or in support of, replies will be available for public inspection after opening of replies, in compliance with Chapter 119, Florida Statutes, popularly known as the “Public Records Law”.
2.9 Retention of Vendor Information
The Clerk reserves the right to retain all replies regardless of which vendor is selected. 2.10 Negotiations
In response to this ITN, each vendor shall submit a proposed contract for installation and implementation services that includes all the terms and conditions in Clerk’s standard contract, attached hereto, and that includes any other terms and conditions it will request or is proposing in a contract between it and Clerk. The proposed contract will be the starting point for negotiations between the vendor and Clerk if the vendor is selected as one of the vendor finalists selected for negotiation. The Clerk expects to meet with vendors selected for negotiation to further clarify costs, timeline, deliverables, and scope of the reply. In addition, items such as deliverables-based payment dates, execution date or effective date of contract, and other items, are expected to be further negotiated, and no contract or agreement is intended until formalization and signatures on a written contract. Selection for negotiation is not an award or an acceptance of an offer, and the vendor acquires no rights as a result of having been selected for negotiation with Clerk.
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The Clerk may, at its sole and absolute discretion, execute a contract with a vendor on the basis of the initial reply, without negotiations with other vendors. Therefore, each submitted reply should contain the vendor’s best price and services offering.
2.11 Rights of Appeal
Any vendor may protest the terms of the ITN or the selection of vendors for negotiation in accordance with the procedures contained in Attachment 3 – Right to Protest.
2.12 Rules; Regulations; Licensing Requirements
The vendor shall comply with all laws, ordinances, and regulations applicable to the implementation services contemplated herein, to include those applicable to conflict of interest and collusion. Vendors are presumed to be familiar with all federal, state, and local laws, ordinances, codes, and regulations that may in any way affect the implementation services offered, to include Executive Order No. 11246 entitled “Equal Employment Opportunity”, and as amended by Executive Order No. 11375, as supplemented by the Department of Labor Regulations (41 CFR, Part 60).
2.13 Exceptions to the ITN
All exceptions taken must be specific, and the vendor must indicate clearly what alternative is being offered to allow the Clerk a meaningful opportunity to evaluate the reply. Vendors are cautioned that submitting an alternative reply does not relieve the vendor from submitting the “Minimum Requirements” as stated in Section 3. The Clerk is under NO obligation to accept any proposed exceptions or alternatives.
2.14 Review of Replies
Each reply will be opened and reviewed by an Evaluation Committee on or after the deadline stated in the Timetable (Section 1.12) to determine if the reply is responsive to the ITN and to determine whether the reply meets all the reply requirements as outlined in Section 3. Cost replies will not be opened at this time.
All non-responsive replies will be rejected without further evaluation by the Evaluation Committee.
A responsive reply is one which has been signed, has been submitted by the specified submission time, and has provided the information required to be submitted with the reply (as stated in Section 3).
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Responsive replies fulfilling the Reply Requirements shall be reviewed at Evaluation Committee Meeting 1 (see Timetable in Section 1.12).
Replies shall have one outer wrapping which must be securely sealed and addressed as stated in Section 1.13.
The Cost Reply must be separately bound, sealed, and labeled within the outer wrapping.
While poor formatting, poor documentation, and/or incomplete or unclear information may not be cause to reject a reply without evaluation, such substandard submissions may adversely impact the evaluation of your reply, especially information relating to establishing financial/business stability. Vendors who fail to comply with any of the required and/or desired elements of this ITN do so at their own risk.
2.15 Evaluation Process
The Clerk’s office acknowledges that the ERP implementation services industry is a competitive one, and that vendor replies may offer similar services. The ITN selection process may result in an outcome where final vendor rankings differ by a small percentage. By virtue of submitting a reply, vendors are acknowledging this possibility and waive any right to protest based on narrow point differences.
Evaluation Committee Meeting 1
1. The Evaluation Committee will evaluate all responses to this ITN that meet the Reply Requirements and are deemed responsive without consideration of the cost replies. Vendors are urged to ensure that their reply contains all the necessary information for the Evaluation Committee to fairly and accurately evaluate each of the reply evaluation criteria listed below (Section 2.16).
However, the Evaluation Committee reserves the right to determine that additional written information, interviews, internal staff analysis, outside consultants, and/or any other information may be required by the Evaluation Committee, at anytime during the evaluation process, to help the Committee determine the final ranking of vendors. The Evaluation Committee may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Evaluation Committee. All responsive vendors will be provided equal opportunity to provide additional information if the Committee determines additional information is required.
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2. The Evaluation Committee will collectively rank vendors based on the first three evaluation criteria: Experience and Qualifications of the Firm, Qualifications of Staff, and Approach/Methodology. The Evaluation Committee shall reach a consensus score for every evaluation criteria listed in the Vendor Evaluation Criteria Matrix (Appendix A).
The Clerk’s IT Project Manager will facilitate the process and capture each vendor’s Reply Score. The Evaluation Committee will utilize the scores to narrow the vendors to the highest scoring vendors (short-listed vendors) who will be subject to further evaluation and scoring as set forth in paragraph 3. The number of vendors selected will be determined by the Evaluation Committee.
3. The Evaluation Committee will then open the sealed Cost Replies of the short-listed vendors. The Cost Replies will be converted to points in the following manner:
Converting Cost Reply to Points
The lowest total installation and implementation cost offer receives the maximum points listed below (Section 2.16, fourth criteria). Higher offers receive fewer points based upon how much higher they are in relation to the lowest offer. Offers ten percent (10%) more than the lowest offer receive ten percent fewer points. Offers thirty-five percent (35%) more than the lowest offer receive thirty-five percent fewer points, etc. until there is a case where an offer is one hundred percent (100%) more than the lowest offer (twice as much as the lowest offer), then that offer will receive one-hundred percent fewer points or zero (0) points.
Example: a. $2.0M Lowest Cost Reply 20 Pointsb. $2.4M 2nd Lowest Cost Reply 16 Points 20% fewerc. $3.0M 3rd Lowest Cost Reply 10 Points 50% fewerd. $3.3M 4th Lowest Cost Reply 7 Points 65% fewere. $4.0M 5th Lowest Cost Reply 0 Points 100% fewer
4. The Clerk’s IT Project Manager will capture each vendor’s Cost Reply points onto the Vendor Evaluation Criteria Matrix (Appendix A).
The Cost Reply points will be added to each respective vendor’s Reply Score to calculate each vendor’s Total Score. The Evaluation Committee will then further narrow the vendor list to the highest scoring vendor finalists. Those highest scoring vendor finalists will participate in contract negotiations. The number of vendor finalists will be selected by the Evaluation Committee.
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5. The Clerk’s IT Project Manager will notify the vendor finalists of their status. In addition, the list of the vendor finalists will be posted on the Clerk project website before contract negotiations begin.
6. The vendor finalists will be required, AT NO CHARGE to the Clerk, to provide an oral presentation of their ITN reply. This will provide an opportunity for vendors to highlight their ITN replies and for the Evaluation Committee to interview proposed team members.
This is only a fact-finding and explanation session to assist staff in recommending the successful vendor, and does not include contract award or negotiations. The presentation is to be based upon the written reply received. The oral presentation will be conducted at a Clerk courthouse location in West Palm Beach, Florida and will not exceed four hours in duration. Vendor finalists must be available for the presentation during the dates specified in the Timetable (Section 1.12).
7. The Clerk intends to travel to locations where proposer has provided similar installation and implementation services that utilize the Oracle PeopleSoft software in order to obtain feedback from users and system administrators on the services provided.
Evaluation Committee Meeting 2
8. During Evaluation Committee Meeting 2 (see Timetable in Section 1.12), the Evaluation Committee will review vendor finalist presentations, user feedback and site visit feedback, and vendor responses to questions.
The Clerk’s IT Project Manager will capture comments and provide feedback to the Negotiation Team.
2.16 Evaluation Criteria
The overall evaluation criteria will be as follows. See Appendix A for detailed weighting factors.
Criteria to narrow down vendor list from all responsive replies to the highest scoring vendors (short-listed vendors) as set forth in paragraph 2 above:
Experience and Qualifications of the Firm Weight 25% (25 pts)Qualifications of Staff Weight 30% (30 pts)Approach/Methodology Weight 20% (20 pts)
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Criteria to select the vendor finalists as set forth in paragraphs 3 and 4 above:
Cost Reply Weight 25% (25 pts )Total 100%(100 pts)
2.17 Vendor Contract Negotiations
Following selection of the vendors for negotiation, evaluation scoring is set aside and all vendors will be placed on equal footing going forward to ensure a fair and competitive negotiation process. The Negotiation Team will negotiate price, timeline, deliverables, terms, and conditions to select a reply that is most advantageous to the Clerk. During negotiations, the Clerk will:
Determine, schedule, and attend negotiation sessions; Through consultation with the vendor, create the contract and
contract terms; Negotiate in good faith; Document all negotiations for the Clerk’s file; Select and negotiate a final contract (provided however Clerk
reserves the right to determine that all negotiations are unsuccessful).
During negotiations, the Vendor will: Attend negotiation sessions with agent authorized to make
agreements; Understand the Clerk’s requirements; Respond to requests for information; Negotiate in good faith; With the Clerk, negotiate terms and conditions of the contract; Prepare revisions to the reply based on negotiations; If requested, prepare a final negotiated contract.
The Clerk’s Negotiation Team will contact the vendors and enter into contract negotiations. Negotiations between the Clerk and vendors may start with any or all of the vendor finalists (either simultaneously or sequentially). No final decision will be made until the Negotiation Team determines that negotiations are concluded and the Negotiation Team has recommended execution of a contract with a vendor based on the Clerk’s decision as to a contract that is most advantageous to the Clerk. Vendors will be given opportunity to present Best and Final Offers prior to conclusion of the negotiations. The Negotiation Team will recommend the most advantageous reply to the Clerk following submission of final replies.
Time is of the essence in the negotiations and vendors are expected to commit the resources necessary to quickly revise and amend replies based
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on negotiations issues. The Clerk reserves the right to declare an impasse with a vendor and to discontinue negotiations.
If a satisfactory agreement cannot be reached with any of the vendors selected for negotiation, the Clerk reserves the right to negotiate with any qualified vendor who has responded to this ITN, re-issue the ITN, cancel the ITN, re-issue an amended or revised ITN, or take such other action as the Clerk deems appropriate.
2.18 Award of Contract
A contract shall be negotiated with the vendor who offers a total contract on terms that the Clerk considers to be most advantageous to the Clerk’s office. The vendor selected following conclusion of the negotiations will be notified and a contract finalized and executed. Upon final decision of the intent to execute a contract, notice will be posted for a period of five (5) business days on the Clerk project website for review by interested parties prior to final execution of the contract.
If no written notice of protest is filed during this posting period, the contract will be executed and the process closed.
The vendor will incorporate into the resulting agreement all terms and conditions of the ITN and the vendor’s reply, except as otherwise negotiated during the period of negotiation. The vendor shall clearly and conspicuously state in the submitted reply any exceptions to, or deviations from, the requirements or terms and conditions of this ITN. Such exceptions or deviations will be considered in evaluating the replies, and may render the reply non-responsive.
The Clerk does not intend to be bound by an offer, reply, negotiations, or agreements prior to the execution of a written contract with the successful vendor.
2.19 Standard Contract Provisions (Attachment 1)
The selected vendor will be required to execute a contract similar to the attached Sample Standard Contract Provisions (Attachment 1). If a vendor has comments related to any of the provisions in this ITN and/or the contract sample, comments must be made in writing no later than the date specified in the ITN Timetable (Section 1.12) to the contact person listed above (Section 1.14).
Standard Clerk contract provisions (general and specific) will be incorporated into any contract resulting from this ITN. Should any selected vendor and the Clerk be unable to consummate a written contract, the Clerk
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may proceed to the next most advantageous reply as determined by the Negotiation Team, or issue a new solicitation, or cancel the procurement process in its entirety.
2.20 Commencement of Work
The ITN does not obligate the Clerk. The Clerk’s obligation will commence when a contract has been signed by the Clerk. The Clerk may set a different starting date for the contract. The Clerk will not be responsible for any work done by the vendor, even work done in good faith, if it occurs prior to the execution of a written contract.
2.21 Insurance Requirements
It shall be the responsibility of the vendor to provide evidence of the following minimum amounts of insurance coverage to the Clerk.
The vendor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of the Contract, insurance coverages and limits (including endorsements) as described herein (Attachment 1, Article 12). Failure to maintain the required insurance will be considered default of the Contract.
The requirements contained herein, as well as Clerk’s review or acceptance of insurance maintained by the vendor, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the vendor under the Contract.
2.22 Joint Reply
In the event multiple responders submit a joint reply in response to the ITN, a single responder shall be identified as the Prime Vendor. If offering a joint reply, the Prime Vendor must include the name and address of all parties of the joint reply. The Prime Vendor shall provide all bonding and insurance requirements, execute any Contract, and have overall and complete accountability to resolve any dispute arising within this Contract. Only a single contract with one vendor shall be acceptable. Prime Vendor responsibilities shall include, but not be limited to, performing of overall contract administration, preside over other responders participating or present at Clerk meetings, oversee preparation of reports and presentations, and file any notice of protest and final protest as described herein. Prime Vendor shall also prepare and present a consolidated invoice(s) for services performed. The Clerk shall issue only one check for each consolidated invoice to the Prime Vendor for services performed.
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Prime Vendor shall remain responsible for performing services associated with response to this ITN.
2.23 Indemnification
Vendors agree to indemnify and hold harmless the Clerk, Palm Beach County, and the Palm Beach County Board of County Commissioners, and each of their officers, employees, and agents, from and against all claims, causes of action, damages, losses, costs, and expenses including claims or losses arising out of or as a result of the selection of the proposer, and/or arising from, out of, or as a result of the proposer’s implementation of the software. This indemnification obligation shall not be limited in any way, including by any limitation on the amount or type of damages, compensation, or benefits payable for or by a vendor, or any agent of the vendor, under the Worker's Compensation Act, disability benefit acts, or other employee benefits acts.
It is the Clerk’s policy based on existing law to decline to agree to indemnify any entities or persons in contractual agreements. The proposed contract should not include an indemnification required by the Clerk or the Clerk’s office on behalf of the vendor, or its agents, or employees.
2.24 Authorized Signature
The authorized representative signature is required on all replies, and the Contract must be signed by an officer of the company (if applicable).
2.25 Performance Bond/Letter of Credit/Liquidated Damages
The vendor shall furnish, to the Clerk, a Performance bond or Clean Irrevocable Letter of Credit for one hundred percent (100%) of the Contract amount or for such other amount as negotiated, to protect the Clerk from default in delivery of the contracted services and products.
The Performance Bond is to ensure the faithful performance of all the requirements of the Contract (No. 06-11), and to save, defend, indemnify, and hold harmless the Clerk and Palm Beach County from any and all damages, losses, claims, causes of action, costs, fees, and expenses, either directly or indirectly, arising out of any failure to perform the contract. The Bond(s) shall be issued by a company authorized to do business in the State of Florida and having a currently valid certificate of authority and bonding capacity as issued by the United States Department of Treasury under Title 31, United States Code, Sections 9304 through 9308. Bond Company shall meet all requirements/regulations set forth under the Florida Insurance Commissioner’s Office. The vendor shall verify, prior to execution of the Contract, the acceptability of the surety provided thereunder. The attorney-
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in-fact who signs the Bond(s) must file, with the bond(s), a certificate and effective dated copy of power of attorney. The vendor must furnish the executed bond(s) prior to the Clerk’s approval and execution of Contract.
A cash deposit, or certified check, or Irrevocable Letter of Credit from a financial institution with a rating deemed acceptable by the Clerk may be provided in lieu of the Performance bond, provided that the form, format, and terms of coverage are acceptable to the Clerk. The terms of coverage of an Irrevocable Letter of Credit shall be substantially the same as that required of the Performance bond(s), and the Letter of Credit shall be issued by an institution that offers security similar to that of a bonding company.
Liquidated DamagesVendor agrees to pay liquidated damages, in a negotiated amount, for each day the vendor is late in completion of key deliverables, user acceptance sign-off, and software implementation milestones according to the contract executed between the Clerk and vendor.
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SECTION 3 - REPLY REQUIREMENTS
In order to facilitate the analysis of responses to this ITN, vendors are required to prepare their replies in accordance with the instructions outlined in this section. Each vendor is required to submit the reply in one sealed package. The entire Cost Reply (original, copies, and electronic version via CD or jump drive) shall be separately bound and sealed within the outer envelope or wrapper, and marked as the Cost Reply.
Replies shall be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the ITN. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables must be numbered and clearly labeled. The reply must be organized into the following major sections:
Reply Section Title1 Title Page2 Letter of Transmittal3 Table of Contents4 Executive Summary5 Scope of Work/Services6 Validation of Application Functionality Checklist7 Company Background8 Experience and Qualifications of the Firm9 Client References10 Qualifications of Staff and Key Personnel11 List of Providers12 Implementation Methodology13 Clerk/County Project Team Resource
Requirements14 Project Organizational Chart15 Timeline16 Deliverables17 Technical Environment18 Project Administration19 Planning20 Analysis and Design21 System Implementation22 Data and Document Conversion23 Interface Implementation24 Testing
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Reply Section Title25 Training Approach26 Knowledge/Skill Transfer Process27 System and Program Documentation28 System Deployment29 Post-Implementation Support30 Vendor Assumptions and Risks31 Sample SOW32 Vendor Contract Requirements33 Financial/Business Stability34 Other Terms and Conditions35 Reply Certification Page36 Business Information Documents37 Cost Reply
Replies shall contain all of the documents listed above, each fully completed, signed, and notarized as required. Replies submitted which do not comply and/or include the items identified above within Reply Sections 1-37 will be deemed non-responsive and will not be considered for contract negotiation.
3.1 Title Page
Reply Section 1 - Show the ITN number, subject, name of the responder, address, telephone number, email address, and the reply date.
3.2 Letter of Transmittal
Reply Section 2 - Responses shall contain a letter of transmittal that must be printed on the vendor’s letterhead and include the following:
a. The identification of the vendor submitting the reply.b. The name, title, telephone number, fax number, and e-mail address
of the person or persons authorized to negotiate and authorized to contractually obligate the vendor.
c. The names, titles, telephone number, fax number, and e-mail address of the person(s) to be contacted for clarifications.
d. A statement that the vendor agrees to and accepts the general requirements and contract terms as described within this ITN.
e. An acknowledgement of receipt of all amendments (if any) to this ITN.
f. The letter must be signed by a person who is authorized to obligate the vendor in a contract offer.
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3.3 Table of Contents
Reply Section 3 - Include a clear indication of the material by section and page number.
3.4 Executive Summary
Reply Section 4 - Provide a brief narrative highlighting the vendor’s reply. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The Executive Summary must NOT include cost quotations.
3.5 Scope of Work/Services
Reply Section 5 - Include a general discussion of the vendor’s understanding of the “overall” scope of work proposed, and a summary of the reply features. Briefly describe the project phases and how the proposer intends to proceed toward the completion of the project. Indicate major responsibilities of the proposer, subcontractor(s) if any, and the Clerk/County.
3.6 Validation of Application Functionality Checklist
Reply Section 6 – All application functionality that is included in the base product, as more specifically identified in the ERP vendor’s response to ITN No. 06-06 Application Functionality Checklist located at http://www.pbcountyclerk.com/PayrollERPProject titled “Oracle PeopleSoft Answers to ITN No 06-06 Application Functionality Checklist”, shall be considered part of the implementation of the baseline product.
Proposer is representing that all functions as identified by Oracle to be “Included in Base Product” will not require customization during system implementation unless proposer specifically identifies any functionality that will require customization by completing the table below including providing an explanation of the reason for customization and the anticipated impact during system implementation. For example, if the ERP vendor stated a requirement was included in the base product but proposer feels a customization is necessary and will increase the cost of implementation or expand the timeline, such information must be included in the table.
Reference Number
Functional Category
Sub Category
ERP Vendor Response
Proposer Response
Impact During System Implementation
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If proposer agrees with each and every response provided by the ERP vendor within the functionality checklist, provide a statement to notify Clerk of that fact.
Document any Application Functionality Checklist-related assumptions within Section 3.30
3.7 Company Background
Reply Section 7 - Vendors must provide the following information about their company so that the Clerk can evaluate the vendor’s stability and ability to support the commitments set forth in response to the ITN. The Clerk, at its option, may require a vendor to provide additional support and/or clarify requested information. The vendor must outline the company’s background, including:
a. How long the company has been in business.b. A brief description of the company size and organization.c. Names and titles of officers/senior executives with company
ownership.d. How many offices the company has and which is the closest to our
location.e. The staff size in the local office that would be servicing our account
and who is in charge there.f. The number of consultants within the proposer’s Oracle PeopleSoft
practice.g. How long the company has been implementing Oracle PeopleSoft
modules to public sector clients.h. Most recent audited financial statements for the vendor (e.g.,
annual sales, profitability, etc.).i. Any material (including letters of support or endorsement)
indicative of the vendor’s capabilities.
3.8 Experience and Qualifications of the Firm
Reply Section 8 - Demonstrate the following minimum qualifications:
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a. Provide proof that your firm is an Oracle PeopleSoft Certified Partner or Oracle PeopleSoft Certified Advantage Partner, or state that you are the software vendor.
b. Provide a summary listing of all of proposer’s completed Oracle PeopleSoft installs/upgrades by state. Public sector customers are to be listed first. For each customer, include customer name, version number, and number of system users.
c. Provide a detailed listing of all projects where your firm successfully implemented, as the prime contractor, Oracle PeopleSoft HRMS and Financials software in a Clerk or County government environment within the past five (5) years. Include the customer name, version number, number of employees, number of system users, start and end dates of implementation, and implementation cost.
d. Provide the process your firm uses to engage/retain certified implementers.
e. Provide your firm’s bonding capacity.f. Describe how your firm clearly understands and has addressed the
needs of the Clerk and County government marketplace.g. Describe how your firm has a strong Clerk and County government
knowledgebase and can bring valuable, practical experiences to the project team.
h. Describe how your firm will provide innovative solutions if the Oracle PeopleSoft software does not adequately address the needs of the Clerk or County. Provide an example of this ability to apply creative thinking and best practices by demonstrating how solutions were applied in previous engagements.
i. Describe the depth of experience in the technical aspects of the Oracle PeopleSoft environment that your firm currently maintains.
j. Describe experience with converting data from Clerk and County existing systems: Banner HR, Banner Finance, and Integral Payroll.
k. What is the average length of time your consultants have worked for your firm who are qualified in the Oracle PeopleSoft software?
l. How does your firm ensure that a transfer of knowledge is successful to clients?
m. Describe the additional services your firm can provide.n. Provide a copy of a proposed Service Level Agreement (SLA).
3.9 Client References
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Reply Section 9 - Provide at least five (5) public sector references for sites similar to the Clerk’s project where vendor has successfully implemented Oracle PeopleSoft within the past five (5) years. Greater value will be awarded to proposers submitting more recent projects. Vendors must submit written project descriptions detailing the vendor’s past professional experience and accomplishments similar to the scope requirements defined in Section 1.7. Provide references using the format within Appendix C of this ITN.
In addition, vendors shall supply a copy of each reference’s contract. Since requested references should be of public agencies, contracts are a matter of public record. Failure to submit all reference contracts will result in the proposer’s ITN reply being deemed non-responsive and ultimately rejected.
The Clerk will not call vendors to tell them that their references will be called because vendors should assume all references provided will be contacted. Vendors should anticipate that Clerk shall also visit sites of installation to obtain first-hand information from users of the product.
3.10 Qualifications of Staff and Key Personnel
Reply Section 10 - The proposer should demonstrate that it employs a competent team of people that are readily available to work on this project.
a. Describe your firm’s depth of qualified staff and commitment of resources. Include a statement regarding staff availability and how soon after the completion of contract negotiations can the proposer’s team be on-site to begin the implementation process.
b. Describe the extent to which and the conditions under which you would contract with a third party to acquire specific resources.
c. In the table below, give the names of individuals who will be assigned to this contract.
d. For the named individuals, include their resumes containing professional qualifications and certifications, and expand on their experience in the area they will be servicing.
e. For the named individuals, state the number of Oracle PeopleSoft installations completed and provide the following on their last five (5) projects: organization name, contact name, contact phone number, contact email address, and consultant role description.
It is the Clerk’s expectation that the key personnel included with this reply will be the actual individuals assigned to the project, should the reply be accepted and contract finalized by the Clerk. Additionally, it is required that personnel assigned to this contract will remain with the project
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through implementation. Should an extreme circumstance require substitution of a key team member, the Clerk reserves the right to approve or disapprove any requested change in personnel. This is to assure that “key” personnel and persons with vital experience and skills are not arbitrarily removed from the project by the proposer. In the event that a replacement of a proposed team member is necessary, the proposer shall replace that person with another person with similar experience, qualification, and skill sets. Resumes of replacement personnel are to be submitted to the Clerk’s IT Project Manager for review and approval prior to performing work under this ITN.
At any time during the project, the Clerk has the authority to dismiss a proposer or subcontractor resource due to non-performance or poor performance. Written notice from the Clerk Project Manager will be given to the proposer to notify proposer of the resource’s termination date and reasons for termination.
The Clerk may terminate the Contract based on the loss of what the Clerk considers “key” personnel. The Clerk requires the proposer to staff the project with seasoned professionals. The Clerk expects that staff in the senior-level positions would have seven (7) or more years of experience managing and supporting projects of this size and scope and five (5) or more years of direct ERP implementation experience in the public sector. Clerk/County government experience is required. Staff working in analytical or implementation roles must have at least two (2) years of related experience. Proposer is expected to work primarily on-site in West Palm Beach, Florida.
In the ITN reply, use a table such as the one below to list all key personnel readily available to work on this project. At minimum, identify their names, legal relationship with prime or subcontractor, role/position on the project, the anticipated duration of the person’s participation on the project, and percentage of time the person will be on-site in West Palm Beach, Florida.
The Clerk requires that the selected proposer work closely not only with Clerk and County resources, but also with the ERP software vendor. Include in the table below expected resource(s) from the Oracle PeopleSoft, where applicable.
Key Personnel Name
Legal Relationship with Prime or Subcontractor
Role/Position Project Duration
% On-site
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3.11 List of Providers
Reply Section 11 – Subcontractors may be used to perform work under this contract if the proposal outlines the scope of subcontracted services and identifies the subcontractors and such is memorialized in the final contract. Proposers are responsible for all work of subcontractors and must indemnify and hold harmless Clerk/County from any claims or demands of any subcontractors. Unless identified in the proposal, subcontractors are not anticipated and may be used ONLY with written Clerk approval. The substitution of one subcontractor for another may be made only at the discretion of the Clerk, and with prior written approval from the Clerk Project Manager. Proposers shall be responsible for subcontractors meeting all terms and conditions of the specifications.
Complete the table below for the proposer AND all subcontractors included in the ITN reply. The list should include, but not be limited to, systems integrators, training providers, and maintenance providers. Add additional lines as necessary.
If subcontractors are provided below, state specific instances where both prime and subcontractor parties have worked together on past Oracle PeopleSoft implementation/upgrade projects.
Proposer Company Name
Address (Local and Headquarters)
Contact Representative Name, Title, Phone, and Email Address
3.12 Implementation Methodology
Reply Section 12 – Give a summary of the methodologies used by your firm to achieve successful Oracle PeopleSoft implementation, conversion, and process redesign in environments similar to that of the Palm Beach County environment, and how they will be applied to this project.
Describe the services and resources that your firm would provide in the implementation of Oracle PeopleSoft applications described herein. This
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description should include your perceived role in the project administration, oversight, planning, technical services, functional expertise, and product experience.
In particular, describe the approach that will be used to resolve the following conditions and ensure timely project completion:
a. Implementation delays/disruptions/barriersb. Change requests or customizationsc. Project issuesd. Site a specific instance where an Oracle PeopleSoft implementation
project was NOT on time/on budget. Describe what happened, what your firm did to identify the problems, and what was done to resolve them.
3.13 Clerk/County Project Team Resource Requirements
Reply Section 13 – List the number of Clerk/County personnel deemed necessary for successful implementation. Identify the function/role of each person and the amount of time required to be devoted to the implementation.
Include the role of each person, necessary skills, a brief description of tasks to be completed, the duration of that role on the project, and percentage of time required while on the project.
In addition, provide a list of requirements to be assigned to Clerk/County to ensure a successful system implementation.
Role Number Required
Skills Task Description Duration
% of Time
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3.14 Project Organizational Chart
Reply Section 14 - Provide an organizational chart of the proposed governance model and project staffing structure. The diagram should show proposer, subcontractor (if any), Clerk, and County team members.
3.15 Timeline
Reply Section 15 - The Clerk’s initial plan is to conduct a phased implementation:
a. Phase I – Implement Clerk HR, Benefits, Payroll, and Financials by early July 2008 Human Resources
o Audit Trackingo Certifications/Skills/Rewards Managemento Compensation/Classificationo Document Managemento Employee Data Managemento Form Managemento Position Managemento Employee Self Service for Human Resources (basic functions)o Standard Reportso Volunteer Managemento Workforce Management
Benefitso Absence Managemento Automated Open Enrollmento Benefit Election and Administrationo Deferred Compensationo Exit Processingo FMLA Administrationo Leave of Absenceo Self Service for Benefits (Active Employees and Retirees)o Standard Reports
Payroll (Clerk employees only)o U.S. Payrollo Self Service for Payrollo Standard Reports
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Financeo Budget Development and Managemento Expenditures and Disbursementso General Accountingo Procuremento Project Accountingo Revenues & Receivableso Standard Reports
Information Technologyo Ad-hoc Reporting Toolo Security Administrationo Standard Reports
b. Phase II – Implement County Payroll by early December 2008 Payroll (BCC employees)
o U.S. Payrollc. Phase III and Beyond – TBD
Human Resourceso Applicant Trackingo Learning Managemento Performance Evaluationo Risk Managemento Employee Self Service for Human Resources (advanced
functions)o Manager Self Service for Human Resources
Benefitso COBRA Administrationo FSA Administrationo HIPAA Certificationo Workers’ Compensation
Financeo Fixed Assetso Investments/Cash Managemento Vendor Self Service for Finance
Information Technologyo Workflow Administration
Critique the above approach and provide one of the following:
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a. A statement agreeing to the timeline and approach with supporting arguments.
b. An alternative timeline and/or approach with supporting arguments.
Regardless of which option proposer selects, list all timeline-related assumptions made in Section 3.30. Provide a high-level project plan detailing project phases, the sequence of major tasks, duration of each task, deliverables produced, key milestones, and Clerk/County/ vendor resource requirements.
The timeline should include but not be limited to: Planning (including business process reengineering planning), Analysis, Design, System Implementation, Data and Document Conversion, Interface Implementation, Testing, Knowledge/Skills Transfer, Training, System and Program Documentation, and Post Implementation Support.
3.16 Deliverables
Reply Section 16 - Following best practices, the Clerk’s office has provided a list of proposed project deliverables in Appendix D.
a. Carefully review Appendix D and include the entire list as part of proposer’s reply. Provide ONE of the following for each deliverable listed: If proposer can and will supply the deliverable to the Clerk
during the project, state “YES” in the third column titled “Proposer Agrees to Deliver”.
If proposer does not intend to supply the deliverable to the Clerk during the project, state “NO” in the third column titled “Proposer Agrees to Deliver” and provide justification as to why the deliverable will not be supplied.
b. Identify any additional deliverables and other project components that proposer will supply to the Clerk over the course of the project. Add the additional deliverables to the end of the Clerk’s Appendix D list.
c. Provide a sample of each deliverable referenced above that proposer will supply to the Clerk during the project.
3.17 Technical Environment
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Reply Section 17 - Each vendor must present an explicit recommendation regarding the ideal, highly-available computing environment for the ERP software application package. Vendors should reference the Clerk’s current technical environment listed in Section 1.9 and provide responses to best utilize current technology and existing staff knowledge and skills. Provide the recommendation based on years of proven experience while working on Oracle PeopleSoft implementations. Specify hardware, operating system, and database platform manufacturer names, model numbers, version numbers, etc.
a. Hardware Environment. Describe proposer’s ideal hardware components for implementation of Oracle PeopleSoft v9.0. Provide specific components, sizing configuration, proposer’s history and expertise with recommended hardware at previous clients of similar size and scope, and detailed justification for the recommendation.
b. Operating System for Application Server. Select ONE of the operating systems below as proposer’s preferred application server operating system for implementation of Oracle PeopleSoft v9.0. Provide specific components, sizing configuration, proposer’s history and expertise with recommended hardware at previous clients of similar size and scope, and detailed justification for the selection: Windows 2003 R2 or newer AIX 5.3 or newer Latest version of Linux Enterprise
c. Operating System for Database Server. Select ONE of the operating systems below as proposer’s preferred database server operating system for implementation of Oracle PeopleSoft v9.0. Provide specific components, sizing configuration, proposer’s history and expertise with recommended hardware at previous clients of similar size and scope, and detailed justification for the selection: Windows 2003 R2 or newer AIX 5.3 or newer Latest version of Linux Enterprise
d. Database Platform. Select ONE of the database platforms below as proposer’s preferred database platform for implementation of Oracle PeopleSoft v9.0. Provide sizing configuration, proposer’s history and expertise with database platform at previous clients of similar size and scope, and detailed justification for the selection:
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Oracle 10g or newer SQL Server 2005 or newer
e. Having provided the above recommendations, describe proposer’s proven successful methods used to ensure proper sizing and performance tuning of the proposed Oracle PeopleSoft v9.0 technical environment.
f. Document any technical environment-related assumptions within Section 3.30.
Based on proposer’s above technical environment recommendations, the Clerk desires the ability to take proposer’s specific recommendations and obtain cost quotations from suppliers. Proposers that do not provide specific recommendations at a detail sufficient enough to obtain cost quotations will be considered non-responsive.
3.18 Project Administration
Reply Section 18 - The Clerk’s IT Project Manager is responsible for the day-to-day management of the project for the Clerk’s office throughout the duration of the implementation. The proposer’s implementation team is expected to work with the Project Manager to guarantee the successful, on-time, on-budget completion of the project.
The proposer shall provide an on-site Project Administrator to act as a liaison between the proposer’s implementation team and the Clerk’s Project Manager.
Describe the nature and extent of project administration services proposed. Services shall include management of proposer’s personnel, attendance at project team and Steering Committee meetings, preparation of project status reports and meeting minutes, and serving as the main contact for communication, problem solving, trouble shooting, and issue management.
3.19 Planning
Reply Section 19 - Proposer shall work with the Clerk’s Project Manager to plan and execute all implementation phases. Include proposals on the following:
a. Implementation/deployment plan that includes implementation strategy and timing
b. Business process re-engineering planc. Change management pland. Communications plan
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e. Issue reporting, tracking, escalation, and resolution procedure
3.20 Analysis and Design
Reply Section 20 - During this project phase, proposer shall include analysis of business rules, workflow, user interfaces, and reports. Proposer shall describe the method of gathering and documenting detailed requirements and translating the detailed business requirements to the design of software configuration. Include the following:
a. Describe the approach for fit/gap analysisb. Propose methodology for collecting and analyzing data and
translating data into system configurationc. Describe the team structure and responsibilitiesd. Describe review and sign-off process for system configuration
3.21 System Implementation
Reply Section 21 - Proposer shall be responsible for all aspects of the ERP system implementation including supporting software, hardware platform configuration, interfaces and reports, and testing.
Provide an overview of implementation phases and areas of responsibilities from Clerk, County, and vendor resources. Document any system implementation-related assumptions within Section 3.30.
3.22 Data and Document Conversion
Reply Section 22 - The Implementation vendor shall be responsible for converting the legacy data in the existing system to the new system and create/develop such conversion processes, software programming, and/or reports as required to fully convert existing data to the new system to ensure delivery of a fully functioning system.Proposer shall be responsible for timely planning, implementation, testing, and completion of the conversion of all existing data/documents to the new ERP system. Provide a Data Conversion Plan that includes database conversion for the Clerk/County’s existing databases and other existing ancillary systems. Conversions will occur during the appropriate implementation phase. The selected Proposer shall be responsible for the quality of the data conversion, documentation on converted systems, and timeliness of conversion. The Data Conversion Plan shall include:
a. Methodology and approach for converting data from Clerk and
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other sources including: How required data will be identified, acquired, and cleansed What type of data to convert and how much history will be
converted How conversation data will be validated and the process
followed to obtain user acceptance How errors will be detected and corrected Fallback strategies in case of data conversion failures How all data conversion activities will be monitored Issues of timing in extracting active production data for testing,
training, and startup of new systemb. Strategy for providing historical reportingc. Conversion mapping and testing methodology and proceduresd. Documentation of field-level conversion mappingse. Anticipated level of Clerk and County involvement in this processf. Clerk and County responsibilities regarding data clean-up before,
during, and after conversion.g. Conversion plan for existing data/documents. h. Document any data and document conversion-related assumptions
within Section 3.30.
3.23 Interface Implementation
Reply Section 23 – The implementation vendor will be responsible for development of interfaces to existing systems. Refer to the interface diagrams in Section 1.8 and detail your plan on the development of interfaces between Oracle PeopleSoft and Clerk/County systems.
a. Who are the key team members the proposer intends to be responsible for these functions? What experience do they have in developing Oracle PeopleSoft interfaces?
b. Discuss the overall implementation methodology and approach to be taken including any integration tools or utilities the proposer will bring to and/or use on the project.
c. Describe previous experience and successful methods/tools utilized to interface with the systems shown in Section 1.8.
d. Provide an Interfaces Plan and include resource requirements from Clerk, County, and vendors, specific interface responsibilities and
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the sequence in which they should be developed, and time estimates for completion for each interface listed in Section 1.8.
e. Since the County’s internally-developed systems are out of scope, proposer will need to ensure integration between these systems and PeopleSoft. In 2007, County ISS intends to expand its HRIS system to add in HRMS functions (mainframe HR, Benefits, and Position Control). The County’s HRIS is a web-based application with Oracle stored procedures written using Microsoft .Net for the presentation end and Oracle relational database for the back end. It can call API’s, accept XML, and use web services. Below is a diagram of BCC’s HRIS system and a proposed PeopleSoft integration resolution using Web Services. Provide a statement either agreeing to the approach/method shown or suggest an alternative approach/method to accommodate the integration.
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f. Outline any risks the Interfaces Plan poses in Section 3.30 and what mitigation strategies you have found to be effective.
g. Document any interface-related assumptions within Section 3.30.
3.24 Testing
Reply Section 24 - Include a Test Plan including, but not limited to, unit, system, integration, volume/stress, security, parallel, and user acceptance.
a. Describe the proposed approach taken with each stage of test, the processes involved, testing tools utilized, acceptance criteria, sign-off procedures, and resources (Clerk, County, and vendor) required.
b. Provide sample test scripts for each of the above-mentioned types of tests that note each specific test action, the expected results of running the data, and the actual test results to be compared with the expected results.
c. Document any testing-related assumptions within Section 3.30.
3.25 Training Approach
Reply Section 25 - Detail your recommended training approach for functional and technical project team members and end users.
a. Describe your training methodology.b. Describe initial and on-going recommended training efforts.c. Provide a training approach with training tools most suitable for
Clerk/County end users.d. Include a hard-copy sample of training material.e. Discuss ability to customize material to meet Clerk/County training
needs.f. List and provide samples of all job aids and manuals you can
provide.g. Document any training-related assumptions within Section 3.30.
3.26 Knowledge/Skill Transfer Process
Reply Section 26 – Describe your methods for ensuring a complete “technology and knowledge transfer” such that the Clerk will be fully capable of managing the system while it is being implemented and beyond. Provide examples of this type of work at comparable client sites.
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3.27 System and Program Documentation
Reply Section 27 - The implemented ERP system documentation shall encompass a complete technical description of the system components and programs. It shall be developed over the course of the systems analysis, design, conversion, and implementation stages.
a. Provide a System and Program Documentation Plan that details the methodology used to produce system and program documentation. Include sample deliverables from previous projects.
b. Propose an approach to provide the following documentation elements: Description of ERP system including recommended input,
output, and storage methods System configuration Functional, system, and database design and data dictionary Technical architecture including network, servers, operating
systems, and database platforms Configuration decisions Customizations (if any) Conversion field-level data mapping
c. Document any system and program documentation-related assumptions within Section 3.30.
3.28 Deployment
Reply Section 28 - Proposer shall be responsible for deployment of the ERP solution. Include a Deployment Plan that describes the methodology for deploying the ERP solution. At minimum, the Deployment Plan shall include the following topics:
a. Site preparation – survey current site environment, gap analysis, and determination of deployment needs.
b. Roll-out strategy – plan for parallel, phasing, roll-out plans, cut-over approach(es), and interface phase-in/phase-out.
c. Migration – plan for each phase with activities, resources, roles, and responsibilities during the migration; acceptance criteria; formal governance of go/no-go decision.
d. Help desk ramp up – processes and responsibilities in accordance
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with post-implementation support requirements.e. Maintenance and Operations ramp up – processes and
responsibilities with criteria to move operations out of ERP project and back to day-to-day responsibilities.
f. Organizational transition – approach to invoke applicable components of Change Management Plan.
g. Document any deployment-related assumptions within Section 3.30.
3.29 Post-Implementation Support
Reply Section 29 - Provide a post-implementation Support Plan including resource requirements, responsibilities, deliverables, and proposed duration. Document any post-implementation support-related assumptions within Section 3.30.
3.30 Vendor Assumptions and Risks
Reply Section 30 - Provide a list of assumptions, organized by ITN section number, that proposer has made during development of the ITN reply.
In addition, if proposer sees any areas of concern to the successful completion of the project, provide a list of risks organized by ITN section number. (Successful completion of the project is defined as having the project objectives met on time and within budget.) For each risk defined, include mitigation strategies you have found to be effective and describe what contingency plans you recommend to address these areas.
3.31 Sample SOW
Reply Section 31 - Proposer shall provide a sample Statement of Work that the Clerk can expect to receive if proposer is selected as the Clerk’s implementation partner.
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3.32 Vendor Contract Requirements
Reply Section 32 - If the vendor wishes to add any language, requirements, or other obligations or provisions in a final contract other than discussed in this reply, they should be included in this section.
3.33 Financial/Business Stability
Reply Section 33 - Vendor should submit the following financial statements for the proposer AND all subcontractors included in the ITN reply:
Current Fiscal year Balance Sheet and Income Statement prepared in accordance with generally accepted accounting principles. If the Financial Statements are not certified by an independent Certified Public Accountant, there should be a notarized statement certifying the accuracy of the financial information and signed by the Chief Financial Officer of the company.
Balance Sheets and Income Statements for the prior two (2) Fiscal Years of operation, prepared in accordance with generally accepted accounting principles and certified by an independent Certified Public Accountant.
If vendor is a Wholly-Owned Subsidiary, the above referenced financial information for the parent company should also be submitted.
If vendor intends to be a Franchise, Partnership, LLP, LLC, or joint venture, the above referenced financial information of the franchisee, each partner, each LLC/LLP member or each joint-venture should be submitted.
A copy of the Company’s last complete Federal Income Tax Return. If vendor intends to be a Sole Proprietorship, include the three (3)
most recent personal Federal Income Tax Returns. The vendor should submit a List of Lawsuits (if any) against the
company for active and pending litigation involving claims about work of a similar nature, including a summary of the allegations.OR
A statement certifying under oath that there no active or pending litigation involving claims about work of a similar nature, if that is the case.
Any additional information considered pertinent to indicate the vendor’s financial and operational capabilities. Responses to this ITN should be as brief and concise as possible. Only attach other information which is extremely relevant to your response to this
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ITN. The Clerk reserves the right to request additional information to be used for evaluating responses received from any or all vendors.
NOTE: The Clerk retains the right to disqualify from further consideration any vendor who fails to demonstrate historical and current existing financial stability sufficient in the view of the Clerk to perform the pending contract.
3.34 Other Terms and Conditions
Reply Section 34 - Vendors are required to submit information in this section regarding the following:
a. Indicate the complete name of firm or person(s) submitting reply, the main office address, primary and secondary contact person(s) and their respective telephone numbers (including area codes), and e-mail addresses.
b. Provide any additional information that you feel would distinguish your firm in its service to the Clerk.
c. The Clerk may make such investigations it deems necessary to determine the ability of the vendor to perform the work proposed. The vendor shall furnish the Clerk, within five (5) days of request, all such information and data for this purpose as may be required. The Clerk reserves the right to reject any reply if the evidence submitted or investigation of the vendor fails to satisfy the Clerk that the vendor is properly qualified to fulfill the obligation of the contract and to complete the work contemplated therein. Conditional replies will not be accepted.
d. Based on costs of commodities and services the vendor provides, the Clerk will prioritize and include or eliminate items according to budgetary constraints.
3.35 Reply Certification Information
Reply Section 35 - Proposer shall submit the attached Reply Certification Page (Appendix F), signed, with either a corporate seal affixed or notarized.
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3.36 Business Information
Reply Section 36 - Proposer shall complete the attached Business Information Documents (Appendix G) referencing the type of business (i.e., Corporation, Partnership (General/Limited), Joint Venture, or Sole Proprietorship) for proposer AND all subcontractors included in the ITN reply.
3.37 Cost Reply
Reply Section 37 - Vendors shall submit a fixed-fee implementation cost reply that is based upon deliverables and user acceptance criteria. All costs and timing of payments are subject to negotiation. The vendor’s cost reply must be presented in the format referenced as Appendix E of this ITN. The Cost Reply pages shall be separately bound, sealed, and marked within the ITN Reply. Clerk will give preference to replies that include a liquidated damage contract clause in the event vendor fails to timely meet key deliverables, user acceptance sign-off, and software implementation milestones.
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SECTION 4 - ATTACHMENTS
ATTACHMENT 1 - Standard Contract Provisions
ATTACHMENT 2 - Policy for Accepting Letters of Credit
ATTACHMENT 3 - Right to Protest
ATTACHMENT 4 - Palm Beach County BCC Organizational Chart
ATTACHMENT 5 - Clerk & Comptroller, Palm Beach County Organizational Chart
ATTACHMENT 6 - Principal Officials of Palm Beach County
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Attachment 1 – Sample Standard Contract ProvisionsITN No. 06-11
This Contract No. _____ is made as of this ___ day of ___________, 200__, by and between the Clerk & Comptroller, Palm Beach County, hereinafter referred to as the CLERK, and (Insert Vendor’s Name and Address) _______________________________________________ ____________________________________________________________________, (select one of the following) an individual, a partnership, a corporation authorized to do business in the State of Florida, hereinafter referred to as the CONTRACTOR, whose Federal I.D. is ________________________.
ARTICLE 1 – SERVICES
The CONTRACTOR’S responsibility under this Contract is to provide those services more specifically set forth in the Scope of Work/Services, attached hereto as Exhibit A, as well as the following:
1. Installation and certification of Oracle PeopleSoft v9.0 at Clerk’s site by ______________, 2007.
2. Provide on-going project management to ensure implementation is on-time, that all baseline functionality is fully functional and that training has been completed no later than ______________, 200_ as more specifically set forth in Exhibit A attached hereto.
3. Follow Clerk agreed-upon Change Management and Issue Management processes.
4. Configure Oracle PeopleSoft v9.0 application security for appropriate access by Clerk/County users. Assure the implementation provides secure and reliable systems, with documentation for Clerk security staff that is easy to use and maintain to be delivered by the go-live date.
5. Implement system functionality that provides user access including user ability to enter and process business transactions and to directly access all applicable data at that user’s applicable security level. (Payroll data for Clerk and County personnel; Human Resources, Benefits Administration, Payroll, and Finance data for Clerk personnel).
6. Configure system functionality/software to enable data to be entered and edited only once and at its source.
7. Ensure secure Internet access to Clerk and County business systems and connectivity via applicable firewalls.
8. Configure system functionality/software to provide individual employees access to a variety of Self Service capabilities.
9. Conduct all phases of software testing to ensure delivery of a fully functioning system, including, but not limited to, unit, system, integration, stress, and parallel testing.
10. Fully convert the legacy data in the existing system to the new system and create/develop such conversion processes, software programming, and/or reports as required to fully convert existing data and ensure delivery of a fully functioning system.
11. Create and deliver end-user training documentation satisfactory to the Clerk and written specifically the way the software will work in our environment and easily
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understood by the end users no later than the beginning of the end user training phase of the project.
12. Deliver complete and robust procedural user manuals for use by Clerk and County functional staff no later than ______________, 200_.
13. Deliver complete and robust system administration documentation for use by the Clerk’s IT staff no later than ______________, 200_.
14. Conduct disaster recovery planning, develop and deliver disaster recovery documentation, and successfully conduct testing of system failover to the disaster recovery site no later than ______________, 200_.
15. Transfer technical and functional knowledge via a minimum of ___ training sessions and via thorough documentation methods, to allow Clerk staff to support and maintain these systems on an on-going basis.
16. Implementation will include the following Oracle PeopleSoft v9.0 modules which are to be fully functioning. These modules shall be considered baseline functionality for purposes of this project and there will be no additional costs or project delays resulting from implementation of any of these modules: Human Resources
a. Absence Managementb. Applicant Trackingc. Audit Trackingd. Certifications/Skills/Rewards Managemente. Compensation/Classificationf. Document Managementg. Employee Data Managementh. Form Managementi. Learning Managementj. Performance Evaluationk. Position Managementl. Risk Managementm. Self Service for Human Resourcesn. Standard Reportso. Volunteer Managementp. Workforce Management
Benefitsa. Automated Open Enrollmentb. Benefit Election and Administrationc. COBRA Administrationd. Deferred Compensatione. Exit Processingf. FMLA Administrationg. FSA Administrationh. HIPAA Certificationi. Leave of Absencej. Self Service for Benefits (Active Employees and Retirees)k. Standard Reportsl. Workers’ Compensation
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Payrolla. U.S. Payrollb. Self Service for Payrollc. Standard Reports
Financea. Budget Development and Managementb. Expenditures and Disbursementsc. Fixed Assetsd. General Accountinge. Investments/Cash Managementf. Procurementg. Project Accountingh. Revenues & Receivablesi. Vendor Self Service for Financej. Standard Reports
Information Technologya. Ad-hoc Reporting Toolb. Security Administrationc. Standard Reportsd. Workflow Administration
The CLERK’S representatives/liaisons during the performance of this Contract shall be Alice Djubin, IT Project Manager, telephone number (561) 355-6152, or designee.
The CONTRACTOR’S representative/liaison during the performance of this Contract shall be ________________________________________________, telephone number _________________________.
ARTICLE 2 – ORDER OF PRECEDENCE
Conflicting provisions hereof, if any, shall prevail in the following descending order of precedence: (1) the provisions of this Contract, including all exhibits; (2) the provisions of ITN No. 06-11; (3) CONTRACTOR’S reply dated ___________________; (4) all other documents, if any, cited herein or incorporated by reference.
ARTICLE 3 – SCHEDULE
The CONTRACTOR shall commence services on ____________.
ARTICLE 4 – PAYMENTS TO CONTRACTOR
The total amount to be paid by the CLERK under this Contract for all services to be provided under this Contract shall not exceed a total Contract amount of _____________________ Dollars ($__________).
Invoices received from the CONTRACTOR pursuant to this Contract will be reviewed and approved by the CLERK’S representative, indicating that services have been rendered in conformity with the Contract. Approved invoices will be sent to the Finance Department for payment. Invoices will normally be paid within thirty (30) days following the CLERK representative’s approval. Payment under this contract shall be according to a schedule of measurable deliverables with payment corresponding to accepted work product and progress of the project. More specific deliverables and payment schedule is attached hereto as Exhibit “A”. Final Invoice: In order for both parties herein to close their books and records, the CONTRACTOR will clearly state “final invoice” on the CONTRACTOR’S final/last billing to the CLERK. This shall constitute CONTRACTOR’S certification that all
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services have been properly performed and all charges and costs have been invoiced to the CLERK. Any further charges, if not properly included on this final invoice, are waived by the CONTRACTOR.
ARTICLE 5 – TRUTH-IN-NEGOTIATION CERTIFICATE
Signature of this Contract by the CONTRACTOR shall also constitute the execution of a truth-in-negotiation certificate certifying that the wage rates, overhead charges, and other charges used to determine the compensation provided for in this Contract are accurate, complete, and current as of the date of the Contract and no higher than those charged the CONTRACTOR’S most favored customer for the same or substantially similar service.
The said rates and costs shall be adjusted to exclude any significant sums should the CLERK determine that the rates and costs were increased due to inaccurate, incomplete, or non-current wage rates or due to inaccurate representation(s) of fees paid to outside contractors. The CLERK shall exercise its rights under this Article 5 within three (3) years following final payment.
ARTICLE 6 – TERMINATION
This Contract may be terminated by the CONTRACTOR upon sixty (60) days prior written notice to the CLERK, in the event of substantial failure by the CLERK to perform in accordance with the terms of this Contract through no fault of the CONTRACTOR. It may also be terminated, in whole or in part, by the CLERK, with or without cause, immediately upon written notice to the CONTRACTOR. Unless the CONTRACTOR is in breach of this Contract, the CONTRACTOR shall be paid for services rendered to the CLERK’S satisfaction through the date of termination. After receipt of a Termination Notice, except as otherwise directed by the CLERK, in writing, the CONTRACTOR shall:
1. Stop work on the date and to the extent specified.2. Terminate and settle all orders and subcontracts relating to the performance of
the terminated work.3. Transfer all work in process, completed work, and other materials related to the
terminated work to the CLERK.4. Continue and complete all parts of the work which have not been terminated.
ARTICLE 7 – PERSONNEL
The CONTRACTOR represents that it has, or will secure at its own expense, all necessary personnel required to perform the services under this Contract. Such personnel shall not be employees of or have any contractual relationship with the CLERK.
All of the services required hereinunder shall be performed by the CONTRACTOR, or under its supervision, and all personnel engaged in performing the services shall be fully qualified and, if required, authorized or permitted under state and local law to perform such services.
The CONTRACTOR warrants that all services shall be performed by skilled and competent personnel to the highest professional standards in the field.
All of the CONTRACTOR’S personnel (and all subcontractors’ personnel) will comply with all CLERK requirements governing conduct, safety, and security while on CLERK premises. All of CONTRACTOR’S personnel shall have appropriate background checks equivalent to that required of Clerk employees, including fingerprinting and criminal records checks as
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the Clerk deems appropriate at the CONTRACTOR’S expense. The results of the background checks shall be provided to Clerk who shall have the absolute right to demand that an employee with an unsatisfactory background not be engaged in any work related to this project.
Any changes or substitutions in the CONTRACTOR’S key personnel, as may be listed in Exhibit A, attached hereto and incorporated herein, must be made known to the CLERK’S representative and written approval must be granted by the CLERK’S representative before said change or substitution can become effective. Clerk reserves the right to approve or disapprove any requested change in personnel. This is to assure that “key” personnel and persons with vital experience and skills are not arbitrarily removed from the project by the proposer. In the event that a replacement of a proposed team member is necessary, the proposer shall replace that person with another person with similar experience, qualification, skill sets, and rates. Resumes of replacement personnel are to be submitted to the Clerk’s IT Project Manager for review and approval prior to performing work under this ITN.
At any time during the project, the CLERK has the authority to dismiss CONTRACTOR or subcontractor resource due to non-performance or poor performance. Written notice from the Clerk Project Manager will be given to the proposer to notify proposer of the resource’s termination date and reasons for termination.
If any CONTRACTOR personnel fails to perform or make progress, as required by this Contract, and it is necessary to replace personnel to complete the work in a timely fashion, the CONTRACTOR shall promptly do so, subject to acceptance of the new personnel by the CLERK.
ARTICLE 8 – SUBCONTRACTING
There will be no subcontracting without Clerk approval. The CLERK reserves the right to accept the use of a subcontractor, or to reject the selection of a particular subcontractor, and to inspect all facilities of any subcontractors in order to make a determination as to the capability of the subcontractor to perform properly under this Contract. If the CONTRACTOR uses any subcontractors on this project, the following provision of this Article shall apply:
If a subcontractor fails to perform or make progress, as required by this Contract, and it is necessary to replace the subcontractor to complete the work in a timely fashion, the CONTRACTOR shall promptly do so, subject to acceptance of the new subcontractor by the CLERK.
ARTICLE 9 – FEDERAL AND STATE TAX
This CLERK is exempt from payment of Florida State Sales and Use Taxes. The CLERK will sign an exemption certificate submitted by the CONTRACTOR. The CONTRACTOR shall not be exempted from paying sales tax to its suppliers for materials used to fulfill contractual obligations with the CLERK, nor is the CONTRACTOR authorized to use the CLERK’S Tax Exemption Number in securing such materials.
The CONTRACTOR shall be responsible for payment of its own and its share of its employees’ payroll, payroll taxes, and benefits with respect to this Contract.
ARTICLE 10 – AVAILABILITY OF FUNDS
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The CLERK’S obligation to pay under this Contract is contingent upon fiscal appropriations for the project.
ARTICLE 11 – PERFORMANCE BOND
The CONTRACTOR shall furnish to the CLERK a Performance Bond or Clean Irrevocable Letter of Credit for one hundred percent (100%) of the Contract amount, prior to commencement of work, and shall keep the same in full force and effect during the period of performance under Exhibit A and any material warranties whichever shall be concluded last.
The CONTRACTOR shall furnish a Performance Bond in a form and format satisfactory to the CLERK as security for the faithful performance of the Contract and all modifications to the Contract thereafter for the payment of all persons performing services or providing supplies, and for all costs incurred by the CLERK to obtain a replacement contract, in the event the CONTRACTOR fails to perform as required under said Contract. The term “COST” as used herein shall include all fees, costs, and expenses arising out of the CONTRACTOR’S failure to perform the Contract whether direct, indirect, actual, consequential, or incidental and shall include attorney’s fees and costs, expert witness fees and expenses, and all time incurred by CLERK staff.
The Performance Bond is to ensure the faithful performance of all the requirements of the Contract and to save, defend, indemnify, and hold harmless the CLERK from any and against any and all damages, claims, causes of action, costs, fees, or expenses, including attorneys fees and costs, including appellate costs, either directly or indirectly arising out of failure to perform the Contract. The Bond(s) shall be issued by a company authorized to do business in the State of Florida and having a currently valid certificate of authority and bonding capacity, as issued by the United States Department of Treasury under Title 31, United States Code, Sections 9304 through 9308. Bond Company shall meet all requirements/regulations set forth under the Florida Insurance Commissioner’s Office. The CONTRACTOR shall verify, with the CLERK, prior to execution of the Contract, the acceptability of the surety provided thereunder. The attorney-in-fact who signs the Bond(s) must file, with the Bond(s), a certificate and effective dated copy of power of attorney. The CONTRACTOR must furnish the executed Bond(s) prior to the CLERK’S approval of the Contract.
A cash deposit, or certified check, or Irrevocable Letter of Credit from a financial institution with a rating deemed acceptable by the CLERK may be provided in lieu of the performance Bond, provided that the form, format, and terms of coverage are acceptable to the CLERK. The terms of coverage of an Irrevocable Letter of Credit shall be substantially the same as that required of the Performance Bond and the Letter of Credit shall be issued by an institution that offers security similar to that of a bonding company. In addition, the Letter of Credit shall fully comply with the CLERK’S requirements set forth in ATTACHMENT 2, and the face of the Letter of Credit shall be in the format described in ATTACHMENT 2, the terms of which are incorporated herein by reference. In the event of any conflict between the terms of this ITN and ATTACHMENT 2, the latter shall control.
ARTICLE 12 – INSURANCE
It shall be the responsibility of the CONTRACTOR to provide evidence of the following minimum amounts of insurance to the Clerk’s Legal Department, 301 North Olive Avenue, 9th Floor, West Palm Beach, FL 33401, Attention: Legal Counsel.
The CONTRACTOR shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverages and limits
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(including endorsements) as described herein. Failure to maintain the required insurance will be considered default of the Contract. The requirements contained herein, as well as CLERK’S review or acceptance or insurance maintained by CONTRACTOR, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by CONTRACTOR under the Contract.
A. Commercial General Liability: CONTRACTOR shall maintain, during the term of this Contract, Comprehensive General Liability including Contractual Liability insurance in the minimum amount of $5,000,000 combined single limit for each occurrence, to include the following coverage, operations, products, and completed operations, personal injury, Contractual Liability covering this Contract, with errors and omissions. Coverage shall not contain any endorsement(s) excluding Contractual Liability or Cross Liability.
B. Business Auto Liability: CONTRACTOR shall maintain Business Auto Liability at a limit of liability not less than $500,000 Each Occurrence for all owned, non-owned, and hired automobiles. In the event CONTRACTOR owns no automobiles, the Business Auto Liability requirement shall be amended allowing CONTRACTOR to maintain only Hired & Non-Owned Auto Liability. This amended requirement may be satisfied by way of endorsement to the Commercial General Liability, or separate Business Auto coverage form.
C. Workers’ compensation Insurance & Employer’s Liability: CONTRACTOR shall maintain Workers’ Compensation & Employer’s Liability in accordance with Florida Statue Chapter 440.
D. Professional Liability: CONTRACTOR shall maintain Professional Liability, or equivalent Errors & Omissions Liability, at a limit of liability not less then $5,000,000 Per Occurrence. When a self-insured retention (SIR) or deductible exceeds $10,000, CLERK reserves the right, but not the obligation, to review and request a copy of CONTRACTOR’S most recent annual report or audited financial statement. For policies written on a “Claims-Made” basis, CONTRACTOR warrants the Retroactive Date equals or preceded the effective date of this Contract. In the event the policy is canceled, non-renewed, switched to an Occurrence Form, retroactive date advanced, or any other event triggering the right to purchase a Supplement Extended Reporting Period (SERP) during the life of this Contract, CONTRACTOR shall purchase a SERP with a minimum reporting period not less than three (3) years. The requirement to purchase a SERP shall not relive the CONTRACTOR of the obligation to provide replacement coverage.
E. Additional Insured Clause: Except as to Business Auto, Workers’ Compensation, and Employer’s Liability (and Professional Liability, when applicable), the Certificate(s) of Insurance shall clearly confirm that coverage required by the Contract has been endorsed to include Clerk & Comptroller, Palm Beach County and Palm Beach County as an Additional Insured.
F. Waiver of Subrogation: CONTRACTOR hereby waives any and all rights of Subrogation against the CLERK, its officers, employees, and agents for each required policy. When required by the insurer, or should a policy condition not permit an insured to enter into a pre-loss agreement to waive subrogation without an endorsement, then CONTRACTOR shall notify the insurer and request the policy be endorsed with a Waiver of Transfer of Rights of Recovery Against Others, or its equivalent. This Waiver of Subrogation requirement shall not apply to any policy, which includes a condition to the policy specifically prohibiting such an endorsement, or voids coverage should CONTRACTOR enter into such an agreement on a pre-loss basis.
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G. Certificates of Insurance: Within forty-eight (48) hours of the CLERK’S request to do so, the CONTRACTOR shall deliver to the CLERK Certificate(s) of Insurance evidencing that all types and amounts of insurance coverages required by this Contract have been obtained and are in full force and effect. Such Certificate(s) of Insurance shall include a minimum thirty (30) day endeavor to notify due to cancellation or non-renewal of coverage.
H. Umbrella or Excess Liability: If necessary, CONTRACTOR may satisfy the minimum limits required above for Commercial General Liability, Business Auto Liability, and Employer’s Liability coverage under Umbrella or Excess Liability. The Umbrella or Excess Liability shall have an Aggregate limit not less then the highest “Each Occurrence” limit for Commercial General Liability, Business Auto Liability, or Employer’s Liability. The CLERK shall be specifically endorsed as an “Additional Insured” on the Umbrella or Excess Liability, unless the Certificate of Insurance notes the Umbrella or Excess Liability provides coverage on a “follow-Form” basis.
I. Right to Revise or Reject: CLERK, by and through its Legal Department, reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverages, or endorsements, herein from time to time throughout the term of this Contract. CLERK reserves the right, but not the obligation, to review and reject any insurer providing coverage because of poor financial condition or failure to operate legally.
ARTICLE 13 – INDEMNIFICATION
CONTRACTOR shall protect, defend, reimburse, indemnify, and hold CLERK and Palm Beach County, their agents, employees, and elected officials, harmless from and against any and all claims, liability, loss, injury, cost, damages, or causes of action of every kind or character, including attorneys’ fees and costs, whether at trial or appellate levels or otherwise, arising during and as a result of, or arising from, CONTRACTOR’S performance or nonperformance of the terms of this Contract or due to the acts or omissions of CONTRACTOR, its agents, or employees or subcontractors.
ARTICLE 14 – SUCCESSORS AND ASSIGNS
The CLERK and the CONTRACTOR each binds itself and its partners, successors, executors, administrators, and assigns to the other party of this Contract and to the partners, successors, executors, administrators and assigns of such other party, in respect to all covenants of this Contract. Except as above, neither the CLERK nor the CONTRACTOR shall assign, sublet, convey, or transfer its interest in this Contract, without the prior written consent of the other. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of the CLERK, nor shall it be construed as giving any rights or benefits hereunder to anyone other than the CLERK and the CONTRACTOR.
ARTICLE 15 – REMEDIES
This Contract shall be governed by the laws of the State of Florida. Any and all legal action necessary to enforce the Contract will be held in Palm Beach County. No remedy herein conferred upon any party is intended to be exclusive of any other remedy, and each and every such remedy shall be cumulative and shall be in addition to every other remedy given hereunder now or hereafter existing at law, or in equity, by statute or otherwise. No single or partial exercise by any party of any right, power, or remedy hereunder shall preclude any other or further exercise thereof.
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ARTICLE 16 – CONFLICT OF INTEREST
The CONTRACTOR represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided for in Chapter 112, Part III, Florida Statutes. The CONTRACTOR further represents that no person having any conflict of interest shall be employed for said performance or services.
The CONTRACTOR shall promptly notify the CLERK’S representative, in writing, by certified mail, or all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence, or appear to influence, the CONTRACTOR’S judgment or quality of services being provided hereunder. Such written notification shall identify the prospective business association, interest, or circumstance, the nature of work that the CONTRACTOR may undertake and request an opinion of the CLERK as to whether the association, interest, or circumstance would, in the opinion of the CLERK, constitute a conflict of interest if entered into by the CONTRACTOR. The CLERK agrees to notify the CONTRACTOR of its opinion by certified mail within thirty (30) days or receipt of notification by the CONTRACTOR. If, in the opinion of the CLERK, the prospective business association, interest, or circumstance would not constitute a conflict of interest by the CONTRACTOR, the CLERK shall so state in the notification and the CONTRACTOR shall, at its option, enter into said association, interest, or circumstance and it shall be deemed not in conflict of interest with respect to services provided to the CLERK by the CONTRACTOR under the terms of this Contract.
ARTICLE 17 – EXCUSABLE DELAYS
The CONTRACTOR shall not be considered in default by reason of any failure in the performance if such failure arises out of causes reasonably beyond the control of the CONTRACTOR, or its subcontractor(s), and without their fault or negligence. Such causes include, but are not limited to: acts of God; force majeure; natural or public health emergencies; labor disputes; freight embargoes; and abnormally severe and unusual weather conditions.
Upon the CONTRACTOR’S request, the CLERK shall consider the facts and extent of any failure to perform the work; and, if the CONTRACTOR’S failure to perform was without it or its subcontractors’ fault or negligence, the Contract Schedule and/or any other affected provision of this Contract shall be revised accordingly, subject to the CLERK’S rights to change, terminate, or stop any or all of the work at any time.
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ARTICLE 18 – ARREARS
The CONTRACTOR shall not pledge the CLERK’S credit or make it a guarantor of payment or surety for any contract, debt, obligation, judgment, lien, or any form of indebtedness. The CONTRACTOR further warrants and represents that it has no obligation or indebtedness that would impair its ability to fulfill the terms of this Contract.
ARTICLE 19 – DISCLOSURE AND OWNERSHIP OF DOCUMENTS
The CONTRACTOR shall deliver to the CLERK’S representative for approval and acceptance, and before being eligible for final payment of any amounts due, all documents and materials prepared by and for the CLERK under this Contract.
To the extent allowed by Chapter 119, Florida Statues, all written and oral information not in the public domain or not previously known, and all information and data obtained, developed, or supplied by the CLERK, or at its expense, will be kept confidential by the CONTRACTOR and will not be disclosed to any other party, directly or indirectly, without the CLERK’S prior written consent, unless required by a lawful court order. All drawings, maps, sketches, programs, databases, reports, and other data developed or purchased under this Contract for the CLERK, or at the CLERK’S expense, shall be and remain the CLERK’S property and may be reproduced and reused at the discretion of the CLERK.All covenants, agreements, representations, and warranties made herein, or otherwise made in writing by any party pursuant hereto, including but not limited to any representations made herein relating to disclosure or ownership of documents, shall survive the execution and delivery of this Contract and the consummation of the transactions contemplated hereby.
ARTICLE 20 – INDEPENDENT CONTRACTOR RELATIONSHIP
The CONTRACTOR is, and shall be, in the performance of all work, services, and activities under this Contract, an Independent Contractor and not an employee, agent, or servant of the CLERK. All persons engaged in any of the work or services performed pursuant to this Contract shall at all times, and in all places, be subject to the CONTRACTOR’S sole direction, supervision, and control. The CONTRACTOR shall exercise control over the means and manner in which it and its employees perform the work, and in all respects the CONTRACTOR’S relationship, and the relationship of its employees, to the CLERK shall be that of an Independent Contractor and not as employees or agents of the CLERK.
The CONTRACTOR does not have the power or authority to bind the CLERK in any promise, agreement, or representation other than specifically provided for in this Contract.
ARTICLE 21 – CONTINGENT FEES
The CONTRACTOR warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the CONTRACTOR, to solicit or secure this Contract and that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for the CONTRACTOR, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the award or making of this Contract.
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ARTICLE 22 – ACCESS AND AUDITS
The CONTRACTOR shall maintain adequate records related to all charges, expenses, and costs incurred in estimating and performing the work for at least three (3) years after completion or termination of this Contract. The CLERK shall have access to such books, records, and documents as required in this section for the purpose of inspection or audit during normal business hours, at the CONTRACTOR’S place of business.
ARTICLE 23 – NONDISCRIMINATION
The CONTRACTOR warrants and represents that all of its employees are treated equally during employment without regard to race, color, religion, disability, sex, age, national origin, ancestry, marital status, or sexual orientation.
ARTICLE 24 – AUTHORITY TO PRACTICE
The CONTRACTOR hereby represents and warrants that it has, and will continue to maintain, all licenses and approvals required to conduct its business; and, that it will, at all times, conduct its business activities in a reputable manner. Proof of such licenses and approvals shall be submitted to the CLERK’S representative upon request.
ARTICLE 25 – SEVERABILITY
If any term or provision of this Contract or the application thereof to any person or circumstances shall, to any extent, be held invalid or unenforceable, the remainder of this Contract, or the application of such terms or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and every other term and provision of this Contract shall be deemed valid and enforceable to the extent permitted by law.
ARTICLE 26 – PUBLIC ENTITY CRIMES
As provided in Florida Statutes 287.132-133, by entering into this Contract or performing any work in furtherance hereof, the CONTRACTOR certifies that it, its affiliates, suppliers, subcontractors, and consultants who will perform hereunder, have not been placed on the convicted vendor list maintained by the State of Florida Department of Management Services within the thirty-six (36) months immediately preceding the date hereof. This notice is required by Florida Statutes 287.133(3)(a).
ARTICLE 27 – LIQUIDATED DAMAGES
CONTRACTOR shall pay, as and for liquidated damages, the amount of $ ____ a day for each day, following a key deliverable due date, that the deliverable is not met. Key deliverables include, but are not limited to, the following:
Install and Certify Oracle PeopleSoft v9.0 Environments Clerk ERP and County Payroll - Conduct Fit/Gap Analysis Clerk ERP - Develop System Interfaces Clerk ERP - Perform System Integration Testing and Obtain Clerk Sign-Off on
items including, but not limited to, system configuration, data conversion, integration testing, and reporting
Clerk ERP - Perform Parallel Testing and Obtain Clerk Sign-Off Clerk ERP - Obtain User Acceptance Sign-Off Clerk ERP - Train End Users Clerk ERP - Perform Cutover
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County Payroll - Develop System Interfaces County Payroll - Perform System Integration Testing and Obtain Clerk Sign-
Off on items including, but not limited to, system configuration, data conversion, integration testing, and reporting
County Payroll - Perform Parallel Testing and Obtain Clerk Sign-Off County Payroll - Obtain User Acceptance Sign-Off County Payroll - Train End Users County Payroll - Perform Cutover
Delayed implementation of software will cause CLERK damages in an amount that is not readily ascertainable including costs of delayed implementation, contractor costs, attorney fees, and other costs. Therefore, CLERK and CONTRACTOR agree that this liquidated damages provision is a reasonable remedy to address delivery delays.
ARTICLE 28 – NOTICE
All notices required in this Contract shall be sent by certified mail (return receipt requested), hand delivered, or sent by other delivery service requiring signed acceptance. If sent to the CLERK, original notices, with three (3) signed copies, shall be addressed to:
Clerk Legal Counsel Clerk & Comptroller, Palm Beach County301 North Olive Avenue, 9th FloorWest Palm Beach, FL 33401
If sent to the CONTRACTOR, notices shall be addressed to:
____________________________________________________________________________________________________________________________
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ARTICLE 29 – ENTIRETY OF CONTRACTUAL AGREEMENT
The CLERK and the CONTRACTOR agree that this Contract sets forth the entire agreement between the parties, and that there are no promises or understandings other than those stated herein. None of the provisions, terms, and conditions contained in the Contract may be added to, modified, superseded, or otherwise altered, except by written instrument executed by the parties hereto.
Clerk & Comptroller, Palm Beach County
__________________________________________By: Sharon R. Bock, as Clerk
WITNESS: CONTRACTOR:
__________________________________________ __________________________________________Signature Company Name
__________________________________________ By: __________________________________________Name (type of print) Signature
__________________________________________Typed Name
__________________________________________Title
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Attachment 2 – Policy for Accepting Letters of Credit
PURPOSE:To establish specific criteria and pre-requisites for accepting Letters of Credit by the CLERK in conjunction with contracts and any other contractual obligation.
POLICY:In conjunction with contracts and any other contractual obligations entered into by the CLERK, when Surety requirements are contained in such instruments the CLERK may elect to permit the contractor the option of providing the CLERK with a Letter of Credit, cash bond or other acceptable guaranty.
PROCEDURE:1. The face of the letter of credit must be in a format similar to Exhibit B attached and
indicate the following:a. The letter of credit is "clean" and "irrevocable".b. An exact expiration date.c. Statement of the purpose or project for which the letter of credit is issued.d. A specific amount of the letter of credit, in U.S. dollars.e. The method of disbursement of draws against the letter of credit.f. The street address where draws against the letter of credit may be made.g. Venue in Palm Beach County.
2. At the time of issuance of the letter of credit, the financial institution must have a minimum "peer group" rating that meets or exceeds the threshold levels in at least two of the five approved rating services as listed below:a. Sheshunoff Quarterly Listing - 50.b. IDC Bank Financial Quarterly Listing - 125.c. Veribanc, Inc. Listing - 3 Star Green Rating.d. Standard & Poor's Listing - Single A.e. Moody's Listing - Single A.
If the Rating Services are utilized in C, D, or E above, the proposer of said service must document to the CLERK that the institution has met the established threshold rating for the most current rating period at the time of submission to the CLERK. The proposer will have the responsibility of furnishing the CLERK with revised quarterly ratings during the term of the letter of credit within 30 days of said revisions.
For any of the services utilized the most current rating will be used for the basis of acceptance.
The user department shall be responsible for verifying this information. Additionally, the user department shall provide all pertinent information pertaining to the letter of credit to CLERK’S Legal Department for review of current ratings. This should include the exact name of the institution, and the exact complete address of the institution.
3. Letters of credit from domestic financial institutions and/or international financial institutions from foreign nations that have received most favored nation status from the United States government which do not meet two of the minimum ratings indicated in Section 2 above must be confirmed by a financial institution with two of the minimum ratings indicated in Item 2 above.
4. Verification of the status or certification of any financial institution may be made with:Department of Insurance and TreasurerBureau of Collateral Securities
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P.O. Box 5200Tallahassee, Florida 32314Phone (850) 488-6856
5. At any time during the life of the letter of credit, should the rating of the financial institution fall below any two of five of the minimum ratings as indicated in Section 2 above, or should the financial institution become insolvent, the contractor must, within sixty (60) calendar days after notification by the CLERK: a. Replace the existing letter of credit with a replacement letter of credit from a
financial institution with two of the minimum ratings as specified in Item 2 above, or b. Have the existing letter of credit confirmed by a financial institution with two of the
minimum ratings as specified in Item 2 above.
At the CLERK’S option, the letter of credit may be replaced by a performance/payment bond or other surety acceptable to the CLERK (ex., cash bond or escrow agreement) in accordance with the CLERK’S existing policies. Failure to comply with this provision may result in the following actions by the CLERK: suspension of the contract and/or a stop work order. These actions shall be in effect until a satisfactory replacement bond or letter of credit is accepted by the CLERK. The contractor agreement shall so provide for replacement or confirmation in accordance with this policy.
6. The CLERK’S Legal Department shall review all letters of credit for legal sufficiency. Likewise, the CLERK’S Legal Department shall review all defaults or draw downs on Letters of Credit for legal sufficiency. Original letters of credit shall be maintained in the user department's safe or locked file cabinet at all times and shall be clearly identified as to the project or contract for which it is issued. One copy of the letter of credit shall be placed in the department's contract file and one copy shall be sent to the CLERK’S Legal Department to be held in a separate file. The CLERK’S Legal Department will maintain a listing of financial institutions from which letters of credit have been received, review the listing at least twice annually, and notify the user department(s) if any letters of credit require replacement in accordance with item 5 above.
7. Existing Letters of Credit accepted prior to approval of this policy shall continue through the current expiration date of the letter of credit provided, however, renewal of these existing letters of credit shall be in accordance with this Policy for Accepting Letters of Credit.
8. All financial institutions which issue or confirm any Letter of Credit must be authorized by the Secretary of State to do business in the State of Florida; shall show proof of same upon request by CLERK staff, and agree to venue in Palm Beach County.
9. In addition to the institutions meeting the aforementioned requirements, the Federal Home Loan Bank of Atlanta is authorized to issue and confirm letters of credit which are in accordance with the provision of Paragraph 1 of this policy, with the exception of 1.G.
EXHIBIT ASCOPE OF WORK/SERVICES
Contract No. 06-11
(to be completed upon award of contract)
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EXHIBIT BCLEAN IRREVOCABLE LETTER OF CREDIT
DATE: ___________________
TO:
AMOUNT: USD $________ EXPIRATION DATE: ____________________
We hereby open our Clean Irrevocable Letter of Credit No. ____________________in favor of the Clerk & Comptroller, Palm Beach County (Clerk) for the amount of ___________________U.S. Dollars (____________) effective as of this date.
This Letter of Credit is issued pursuant to that certain contract No. ____________________ between____________________________________________________________________________________ as Contractor, and Clerk, dated __________________________ (the "Contract") however, this Letter of Credit is independent of that contract and reference herein is for information only.
Funds under this Letter of Credit are available to the Clerk hereunder not exceeding in aggregate the amount of this Credit against the Clerk's demand for payment on us mentioning our Credit No. ____________________.
When we receive your demand for payment at __________________________ on or prior to the Expiration
(street address)Date, we will promptly honor the same.
Kindly address all correspondence regarding this Letter of Credit to the attention of the Clerk & Comptroller, Palm Beach County, Legal Department, mentioning specifically our Credit Number.
Venue for any and all legal action necessary to enforce the terms of this Letter of Credit shall bePalm Beach County, Florida.
Authorized Signature: ______________________________
Notary Public: Name (Typed):_____________________________________
Title: _____________________________________________(Optional)
Except as is inconsistent with the express provisions hereof, this Letter of Credit is subject to the Uniform Customs and Practices For Documentary Credits (1983) Revisions), International Chamber of Commerce Publication No. 400.
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Attachment 3 – Right to Protest
(1) Right to protest. A prospective qualified vendor or actual replier who is aggrieved in connection with the ITN may protest to the Clerk & Comptroller, Palm Beach County (Clerk) Legal Department. The right to protest is limited in accordance to the policies set forth below.
A. Protest of ITN
A protest regarding the ITN must be based on facts demonstrating that:
1) The ITN is unfairly restrictive; 2) The ITN contains conflicting or ambiguous provisions; or3) The ITN would result in a contract that is commercially
impossible to perform.
B. Protest of Process or Procedure
A protest regarding the process or procedure used to select the vendors for negotiation must be based on facts demonstrating:
1) There was an identified patent substantial irregularity in the process or procedure as outlined in the ITN that has not been waived by the Clerk;
2) The selection was not in accordance to Florida law.
(2) Notice. Any protest regarding alleged improprieties or irregularities contained in the ITN must be filed prior to the date for selection of vendors for negotiation or it will be waived. A protest of the selection of vendors for negotiation shall be submitted within five (5) days (including holidays and weekends) after posting of the selection of vendors for negotiation. A protest of the intent to execute final negotiated contract must be made within (5) days (including holidays and weekends) after posting of final selection on Clerk’s project website.
(3) Form of Protest. The protest must be in writing, signed by the vendor, and must identify the vendor and the solicitation and shall include a factual statement of the basis of the protest sufficient to clearly identify the issues in dispute and the facts substantiating the claim. Such protest is considered filed when it is received by the Clerk Legal Department. Failure to file a protest within the stated timeframe shall constitute a waiver of the protest. The address of the Clerk’s Legal Department is Legal Counsel, Clerk & Comptroller, 9th Floor, 301 North Olive Avenue, West Palm Beach, FL 33401.
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At the time of filing the formal written protest, the protester shall post with theClerk a bond, payable to Clerk & Comptroller, Palm Beach County, in an amount equal to one percent (1%) of the estimated total volume of the contract, or $5,000, whichever is less. Failure to file the proper bond at the required time of filing the formal protest will result in a denial of the protest. Said bond shall secure the payment of any losses, claims, injury or damages incurred by the Clerk as a result of the protest, including costs of delay, reasonable attorney fees and costs.
(4) Authority to resolve. Protests filed in accordance above will be resolved under the following provisions.
A. The Clerk’s Legal Officer shall have the authority to review and resolve the protest informally. After reviewing the facts surrounding the issues raised in the protest letter, the Clerk’s Legal Officer may make the determination to:
1) Uphold the protest based on a patent substantial irregularity or procedural flaw in the process which is so severe as to render the process invalid. In this instance, the Clerk and Comptroller’s office will have absolute and sole discretion to determine what corrective action to take which may include: withdrawal and cancellation of the ITN; reissuance of the ITN or a revised ITN; reconvening the Evaluation Committee to reevaluate and re-rank the replies; reconvening the committee to select alternate vendors for negotiation; or the Clerk may take any other action to correct the irregularity as the Clerk’s office in its sole opinion and discretion determines is appropriate to remedy the procedural irregularity or flaw.
2) Deny the protest. If the protest is denied, the Clerk Legal Counsel shall issue a written statement of determination. No further appeals are permitted.
B. The Clerk’s Legal Officer shall promptly issue a written statement of the determination, providing the reason for that determination, and providing copies to the protestor and to any other interested party.
(5) Stay of procurement during protests. Notwithstanding anything contained herein to the contrary, in the event of a timely protest, the Clerk’s Legal Officer shall suspend all activities regarding the ITN unless the Clerk, with the advice of the Clerk attorney and after consultation with the using
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department, makes a determination that the negotiation of a contract without delay is necessary to protect substantial interests of the Clerk.
(6) Reservation of powers to settle actions pending before the courts. Nothing in this section is intended to affect the existing powers of the Clerk to settle actions pending before the courts.
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Attachment 4 – Palm Beach County BCC Organizational Chart
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Attachment 5 – Clerk & Comptroller, Palm Beach County Organizational Chart
Effective February 2007
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Attachment 6 – Principal Officials of Palm Beach County
Board of County Commissioners:
Addie L. Greene,District 7, Chairperson
Jeff Koons,District 2, Vice Chair
Karen T. Marcus,District 1
Warren H Newell,District 3
Mary McCarty,District 4
Burt Aaronson,District 5
Jess R. SantamariaDistrict 6
Constitutional Officers:
Sharon R. Bock,Clerk & Comptroller
Gary R. Nikolits,Property Appraiser
Ric L. Bradshaw,Sheriff
Dr. Arthur Anderson,Supervisor of Elections
Anne M. Gannon,Tax Collector
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SECTION 5 - APPENDICES
APPENDIX A - Detailed Vendor Evaluation Criteria Matrix
APPENDIX B - Oracle PeopleSoft v9.0 Proposed Product List
APPENDIX C - References Page
APPENDIX D - Proposed Project Deliverables
APPENDIX E - Cost Reply Pages
APPENDIX F - Reply Certification Page
APPENDIX G - Business Information Documents
APPENDIX H - Glossary of Acronyms and Terms
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Appendix A – Detailed Vendor Evaluation Criteria Matrix
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Appendix B – Oracle PeopleSoft v9.0 Proposed Product ListITN No. 06-11
Human Resources Payroll for North America Benefits Administration Time and Labor Pension Administration Candidate Gateway Talent Acquisition Manager eCompensation eCompensation Manager Desktop eProfile eProfile Manager Desktop eDevelopment eBenefits ePay ePerformance HRMS Portal Pack Absence Management Enterprise Learning Management Workforce Planning
General Ledger Receivables Payables Asset Management Cash Management Deal Management Financials Portal Pack Project Closing Contracts Grants Expenses Program Management Planning and BudgetingBilling Purchasing eSupplier Connector eProcurement
Appendix B – Oracle PeopleSoft v9.0 Proposed Product List (cont.)ITN No. 06-11
Strategic Sourcing Supplier Contract Management Supply Chain Portal Pack
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Enterprise Portal Micro Focus International Ltd. Net Express COBOL for Windows
ScorecardEPM Portal PackHCM Warehouse Public Sector Warehouse (Financials Warehouse)Workforce ScorecardWorkforce Rewards
User Productivity Kit – Developer User Productivity Kit – Employee User Productivity Kit Content: PeopleSoft Enterprise Human ResourcesUser Productivity Kit Content: PeopleSoft Enterprise Payroll for North AmericaUser Productivity Kit Content: PeopleSoft Enterprise Benefits AdministrationUser Productivity Kit Content: PeopleSoft Enterprise Time & LaborUser Productivity Kit Content: PeopleSoft Enterprise ePayUser Productivity Kit Content: PeopleSoft Enterprise eProfileUser Productivity Kit Content: PeopleSoft Enterprise eBenefitsUser Productivity Kit Content: PeopleSoft Enterprise ePerformanceUser Productivity Kit Content: PeopleSoft Enterprise Learning ManagementUser Productivity Kit Content: PeopleSoft Enterprise General LedgerUser Productivity Kit Content: PeopleSoft Enterprise ReceivablesUser Productivity Kit Content: PeopleSoft Enterprise PayablesUser Productivity Kit Content: PeopleSoft Enterprise Asset ManagementUser Productivity Kit Content: PeopleSoft Enterprise Project CostingUser Productivity Kit Content: PeopleSoft Enterprise ContractsUser Productivity Kit Content: PeopleSoft Enterprise GrantsUser Productivity Kit Content: PeopleSoft Enterprise BudgetingUser Productivity Kit Content: PeopleSoft Enterprise BillingUser Productivity Kit Content: PeopleSoft Enterprise PurchasingUser Productivity Kit Content: PeopleSoft Enterprise eProcurement
Appendix C – ReferencesITN No. 06-11
Submit at least five (5) public sector references that most closely reflect similar ERP projects to Clerk’s scope of work within the past five (5) years. Greater value will be awarded to proposers submitting more recent projects.
In addition, supply a copy of each reference’s contract. Since requested references should be from public agencies, contracts are a matter of public
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record. Failure to submit all reference contracts will result in the proposer’s ITN reply deemed non-responsive and ultimately rejected.
Use the following format in submitting references:
Name of City, County or Agency ________________________________________________
Address: _____________________________________________________________________
Contact Name: _______________________________
Title: _______________________________
Telephone: _______________________________
Email Address: _______________________________
Original Start and End Dates of Implementation:_________________________________
Actual Start and End Dates of Implementation:_________________________________
Oracle PeopleSoft Version Number: _________________
Summary of Project (include critical success factors and lessons learned): ______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Appendix C – References (cont.)ITN No. 06-11
Original Implementation Cost Estimate: $________________
Actual Implementation Cost: $________________
Number of Employees: _________________
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Product Modules: _____________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
External Application Interfaces (list vendor, application name, and version number):
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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Appendix D – Proposed Project DeliverablesITN No. 06-11
Stage/Deliverable
Description Proposer Agrees
to Deliver?
PLANNING STAGEStatement of Work An agreement between Client and Vendor
that outlines in detail the work to be completed by the project team. This document typically is completed as a "statement of understanding" of what needs to be completed.
Project Charter An agreement or document that formally recognizes the existence of the project and stipulates a clearly defined and agreed upon scope. The team organization, roles, and responsibilities are defined in the Project Charter.
Scope Statement Statement that clearly defines what is in scope as well as what is out of scope; includes modules to be implemented, features and functions to be implemented, etc. This may be included in the Project Charter or Statement of Work.
Staff Management Human resource requirements for each of the project phases and segments. Percentage of time each resource must be available is also indicated. This may be included in the Project Charter or Statement of Work.
Change Control Procedures which outline how any of the formally agreed-upon documents may be modified and the terms and conditions relating to the changes. Procedures include work scope changes, staffing changes, timeline changes, etc.
Risk Management Document which outlines the risks to the
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Stage/Deliverable
Description Proposer Agrees
to Deliver?
Plan project and the mitigation strategies.
Issue Management Plan
Procedures to identify, record, and track issues that arise during a project. An issue log is maintained and every issue is assigned an owner.
Communication Plan
Defines how, what, and when to communicate information about the project to the organization, the project team, and other interested parties.
Quality Assurance Plan
Outlines and defines the quality parameters for the project and the process to monitor, measure, and track quality throughout the life cycle of the project.
Project Plan Defines the project phases, activities, and steps that must be followed in a predetermined sequence to successfully complete the project. Also indicates the resources that are assigned to a project step.
Technology Assessment
Evaluation of Client readiness to install and support the ERP architecture. Includes organizational assessment, IT assessment with regard to staffing, skill sets, and knowledge to support architecture, hardware and software platform and release level assessment, and training requirements. Includes an action plan.
Hardware/Software Requirements
Defines the hardware and software needed, as well as the release levels of the software that are needed for the ERP architecture. Can be part of the Technology Assessment.
Organizational Assessment
Part of the Technology Assessment that assesses Client readiness to install and
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Stage/Deliverable
Description Proposer Agrees
to Deliver?
support the ERP Internet Architecture. Can be part of the Technology Assessment.
Training Needs Assessment
Assessment of technical skills and knowledge needed to install and support the technology needed for the ERP architecture. Can be part of the Technology Assessment.
Implementation Strategies and Techniques
Defines alternative ways and strategies for implementation of the project. Could include different phases as well as dependencies on other projects underway within the Client organization.
Workplan and Schedule
Derived from the Project Plan; a more detailed account of the tasks which need to be completed, who must do them, and when, for each step of the project plan.
EXECUTION STAGEFit/Gap Analysis Summary
A high level document identifying the major gaps between the required Client functionality and the ERP system’s delivered capabilities.
Detailed Fit/Gap Differences
Detailed description of the differences between current system used by Client and the same functionality as delivered in ERP system.
Fit/Gap Resolutions
Definition of each of the gaps and the alternatives in closing the gap. May include a recommendation to re-engineer Client business process, or may suggest a customization to ERP.
Refined Implementation Strategy
Revision of the original implementation strategy upon completion of the Fit/Gap Analysis.
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Stage/Deliverable
Description Proposer Agrees
to Deliver?
Conversion Strategy
Conversion plan (conversion approach and responsible parties).
Testing Strategy Outlines types and amounts of testing of the ERP delivered functionality and any customizations. Includes validation strategy for data conversion.
End User Training Strategy
How, when and who will be trained within the Client organization.
Interface Matrix Detailed listing of interfaces and reports to/from the ERP system, what they do, when they run, how they run, and who must run them.
Detailed Project Plan
Updated project plan with phases, activities, and steps to be performed during the project.
Technical “How-To”
A "cheat sheet" of changes to online objects, reports, and queries that must be made to allow these objects to operate in the ERP system. A suggestion on how to make the change and possibly what code to use is included.
Security Strategy Outlines the ERP security requirements. Contains roles and permission lists, query security, end users, and security strategies to be implemented. LDAP and Single-Sign-On are included in this strategy.
Functional Specifications
Detailed specifications for satisfying a business requirement within a specific Client functional area.
Technical Specifications
Specifications defining the ERP objects and other technical components that need to be created or modified to satisfy a Client business requirement.
Unit Test Scripts Step-by-step testing scenarios and scripts to test individual online and batch re-customization or new functionality within
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Stage/Deliverable
Description Proposer Agrees
to Deliver?
the ERP system.System Test Scripts
Step-by -step testing scenarios to test complete business processes and business areas within the ERP system.
Testing Readiness Status
Status of the different types of testing being performed with the ERP system.
Integration and Parallel Test Plans
Testing strategies for integration testing and/or parallel testing.
Integration Test Scripts
Step by step testing scenarios to test process between complete business processes and business areas within the ERP system.
Production Readiness Review
Formal review process involving all who participated on the project to determine the state of readiness to move forward with the system go-live.
Production Cutover Plans
When, what, and who will perform certain activities during the time in which the Client organization transitions from the current system to the new ERP system.
Production Support Plan
What, how, and who will be needed to be support the ERP system when in production.
Go-Live Contingency Plan
In the unlikely event the cutover is not completed during the allotted time during go-live, this defines how and when the Client business is able to operate on the prior production system.
Project Acceptance Review
Formal review process with stakeholder, functional users, technical staff, and others to accept the newly upgraded ERP system.
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Appendix E – Cost ReplyITN No. 06-11
Use the following format in submitting the deliverables-based cost reply. Feel free to add to/modify the list of deliverables/milestones as needed.
Deliverable/Milestone CostA. Install and Certify Oracle PeopleSoft v9.0 EnvironmentsB. Clerk ERP and County Payroll - Conduct Fit/Gap AnalysisC. Clerk ERP - Develop System InterfacesD. Clerk ERP - Perform System Integration Testing and Obtain
Clerk Sign-Off on items including, but not limited to, system configuration, data conversion, integration testing, and reporting
E. Clerk ERP - Perform Parallel Testing and Obtain Clerk Sign-Off
F. Clerk ERP - Obtain User Acceptance Clerk Sign-OffG. Clerk ERP - Train End UsersH. Clerk ERP - Perform CutoverI. Clerk ERP - Provide Production SupportJ. County Payroll - Develop System InterfacesK. County Payroll - Perform System Integration Testing and
Obtain Clerk Sign-Off on items including, but not limited to, system configuration, data conversion, integration testing, and reporting
L. County Payroll - Perform Parallel Testing and Obtain Clerk Sign-Off
M. County Payroll - Obtain User Acceptance Clerk Sign-OffN. County Payroll - Train End UsersO. County Payroll - Perform CutoverP. County Payroll - Provide Production Support
Total Cost: $
Include in the ITN reply the following:
a. Describe your approach to payments and holdbacks based on reaching project milestones.
b. Describe your approach to managing contingency and tracking/reporting on cost overruns.
c. How do you propose to ensure Clerk receives fair value for money?d. Within Section 3.30, document any assumptions you have made
relating to the cost reply and project plan.
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Appendix F – Reply CertificationITN No. 06-11
The following certifies that this Invitation to Negotiate (ITN) is submitted without prior understanding, agreement, or connection with any corporation, firm, or person submitting an ITN for the same materials, services, and supplies and is, in all respects, fair and without collusion or fraud.
The vendor certifies, by his/her signature below, that this Reply is current, accurate, complete, and is presented to the Clerk for the performance of this contract in accordance with all the requirements as stated in this ITN.
NAME (PRINT): ______________________________________________________________
TITLE: _______________________________________________________________________
COMPANY: __________________________________________________________________
SIGNATURE: _________________________________________________________________
Please affix corporate seal or have reply notarized.
_______________________________________ ___________________________________Notary-Full Name Notary Expiration & Seal
Date: ______________________
OR:
(Corporation seal)
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Appendix G – Business InformationITN No. 06-11
Full Legal Name of Entity: ________________________________________________________(Exactly as it is to appear on the Contract/Agreement)
Entity Address: __________________________________________________________________
_________________________________________________________________________________
Telephone Number: _______________________ Fax Number: _______________________
Form of Entity (check one and complete the appropriate entity statement attached hereto)[ ] Corporation (Complete Corporation-related forms)[ ] Partnership, General (Complete General Partnership-related forms)[ ] Partnership, Limited (Complete Limited Partnership-related forms)[ ] Joint Venture (Complete Joint Venture-related forms)[ ] Sole ProprietorshipFederal I.D. Number __________________________________
(1) If Proponent is a subsidiary, state name of parent company.
_________________________________________________________________________________
Caution: all information provided herein must be as to Proponent (subsidiary) and not as to parent company.
(2) If a corporation is a partner of a proposing partnership or a member of a proposing joint venture, the corporation statement, attached hereto, must be completed in addition to the appropriate Proponent’s business entity statement.
Is entity registered to do business in the State of Florida? Yes [ ] No [ ]
If yes to the above, as of what date? __________________________________
If no to the above, state the name and mailing address of your registered Florida agent along with a copy of their certification from the State of Florida to do business in the State.
Agent Information:Name: _____________________________ Phone Number: _______________Address: _____________________________ Fax Number: _______________
__________________________________________________________
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CORPORATION STATEMENT
If a Corporation, answer the following:
1. When incorporated? _____________________________
2. Where incorporated? _____________________________
3. The Corporation is held
[ ] Publicly [ ] Privately
4. Has the corporation previously offered an ERP system of similar size (as stated in the ITN) in the state of Florida?
[ ] Yes [ ] No
If yes, indicate Date: _____________________ Location: ______________________
5. Attach a copy of a current organizational chart.
6. Attach a copy of the Corporate Certificate from the Secretary of State.
7. Attach Credit references.
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AFFIDAVIT OF CORPORATION
The undersigned hereby certifies that the following are true and correct statements:
1. That he/she is the Secretary of ______________________________ Corporation, a corporation organized and existing in good standing under the laws of the State of _________________, hereinafter referred to as the “Corporation”, and that the following Resolutions are true and correct copies of certain Resolutions adopted by the Board of Directors of the Corporation as of the ____ day of _______________, 200__, in accordance with the laws of the State of _______________________, the Articles of Incorporation, and the By-laws of the Corporation:
RESOLVED, that the Corporation shall enter into that certain Agreement between the Clerk & Comptroller, Palm Beach County, and the Corporation, a copy of which is attached hereto, and be it
FURTHER RESOLVED, that _______________________ the __________________ of the Corporation, is hereby authorized and instructed to execute such Agreement and such other instruments as may be necessary and appropriate for the Corporation to fulfill its obligations under the Agreement.
2. That the foregoing resolutions have not been modified, amended, rescinded, revoked, or otherwise changed and remain in full force and effect as of the date hereof.
3. That the Corporation is in good standing under the laws of the State of Florida or its state of incorporation, and has qualified, if legally required, to do business in the State of Florida and has the full power and authority to enter into such Agreement.
IN WITNESS WHEREOF, the undersigned has set his/her hand and affixed the Corporate Seal of the Corporation the ____ day of _______________, 200__.
_________________________________________(Signature)
_________________________________________(Print Signatory’s Name)Its Secretary (CORPORATE SEAL)
SWORN TO AND SUBSCRIBED before me this ____ day of _______________, 200__, by the Secretary of the aforesaid corporation, who is personally known to me OR who produced _________________________ as identification and who did ____ did not ____ take an oath.
_________________________________________ _________________________________________Notary Signature Print Notary Name
NOTARY PUBLICState of ____________________ at LargeMy Commission Expires: ______________________
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PARTNERSHIP STATEMENT
If a General or Limited Partnership, answer the following:
1. Date or organization? _____________________________
2. Place of organization? _____________________________
3. Indicate: [ ] General Partnership [ ] Limited Partnership
4. Is the Partnership agreement recorded? [ ] Yes [ ] No
If yes, indicate____________ ____________ ____________ ____________Date Book Page Location
5. Has Partnership or any partner previously offered an ERP system of similar size (as stated in the ITN) in the state of Florida?
[ ] Yes [ ] No
If yes, indicate Date: _____________________ Location: ______________________
6. Attach a copy of a current organizational chart.
7. Attach one (1) copy of the Partnership Agreement.
8. Attach Credit references.
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AFFIDAVIT OF GENERAL PARTNER(If General Partnership)
STATE OF FLORIDA ))SS:
COUNTY OF _______________________ )(insert County)
Before me, the undersigned authority, personally appeared, the undersigned, who by me being first duly sworn, deposes and says that:
1. The undersigned is a general partner of ______________________________, a general partnership organized and existing under the laws of the State of _________________, (“Partnership”) pursuant to agreement, dated the ____ day of _______________, 200__, a true and correct copy of which is attached hereto as ____________________________________. (Vendor to fill in Title of Attachment.)
2. The Partnership is in good standing and is authorized to transact business in the State of Florida as of the date hereof.
3. The Partnership agreement is still in full force and effect and has not been modified or amended.
4. All of the partners of the Partnership and their interests in the partnership are as set forth attached hereto as ____________________________________. (Vendor to fill in Title of Attachment.)
5. ________________________ has the right and authority to enter into that certain Agreement between the Clerk & Comptroller, Palm Beach County, a political subdivision of the State of Florida, and the Corporation, a copy of which is attached hereto as ____________________________________. (Vendor to fill in Title of Attachment.), and such other instruments as may be necessary and appropriate for the Partnership to fulfill its obligations under the Agreement.
6. Upon the execution and delivery of such Agreement and documents by the person identified in item 5 hereinabove, all of the aforesaid shall be valid agreements of and be binding upon the Partnership.
7. The transaction contemplated in the Agreement will not violate any of the terms and conditions of the Partnership agreement or of any other agreement of whatever kind between the Partnership and any third person.
8. The undersigned acknowledges that Affiant is familiar with the nature of an oath and the penalties provided by the laws of the State of Florida and that this Affidavit is being given to induce the Clerk & Comptroller, Palm Beach County to enter into the Agreement.
FURTHER AFFIANT SAYETH NAUGHT
_________________________________________(Signature)
_________________________________________(Print Signatory’s Name)
_________________________________________(Print Signatory’s Title)
SWORN TO AND SUBSCRIBED before me this ____ day of _______________, 200__, by _______________ who is personally known to me OR who produced _________________________ as identification and who did ____ did not ____ take an oath.
_________________________________________ _________________________________________Notary Signature Print Notary Name
NOTARY PUBLICState of __________________________ at Large My Commission Expires: ______________________
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AFFIDAVIT OF PARTNERSHIP(If Limited Partnership)
STATE OF FLORIDA ))SS:
COUNTY OF _______________________ )(insert County)
Before me, the undersigned authority, personally appeared, the undersigned, who by me being first duly sworn, deposes and says that:
1. The undersigned is the ______________________________ of ______________________________, a corporation organized and existing in good standing under the laws of the State of _________________ (the “Corporation”), which is the General Partner of _________________, a limited partnership, (the “Partnership”) existing under the laws of the State of _________________, pursuant to an agreement, dated the ____ day of _______________, 200__, a true and correct copy of which is attached hereto as ____________________________________. (Vendor to fill in Title of Attachment.)
2. The Partnership is in good standing and is authorized to transact business in the State of Florida as of the date hereof.
3. The Partnership agreement is still in full force and effect and has not been modified or amended.
4. All of the partners of the Partnership and their interests in the partnership are as set forth attached hereto as ____________________________________. (Vendor to fill in Title of Attachment.)
5. ________________________ has the right and authority to enter into that certain Agreement between the Clerk & Comptroller, Palm Beach County, of the State of Florida, and the Corporation, a copy of which is attached hereto as ____________________________________. (Vendor to fill in Title of Attachment.), and such other instruments as may be necessary and appropriate for the Partnership to fulfill its obligations under the Agreement.
6. Upon the execution and delivery of such Agreement and documents by the person identified in item 5 hereinabove, all of the aforesaid shall be valid agreements of and be binding upon the Partnership.
7. The transaction contemplated in the Agreement will not violate any of the terms and conditions of the Partnership agreement or of any other agreement of whatever kind between the Partnership and any third person.
8. The undersigned acknowledges that Affiant is familiar with the nature of an oath and the penalties provided by the laws of the State of Florida and that this Affidavit is being given to induce the Clerk & Comptroller, Palm Beach County to enter into the Agreement.
FURTHER AFFIANT SAYETH NAUGHT
It’s _________________________________________ _________________________________________(Print Title) (Print Partnership Name)
By _________________________________________ a _________________________________________ Corporation
(Print Corporation Name) (Print State of Incorporation)
It’s General Partner _________________________________________ by _________________________________________(Signature)
_________________________________________(Print Signatory’s Name)
SWORN TO AND SUBSCRIBED before me this ____ day of _______________, 200__, by _______________ who is personally known to me OR who produced _________________________ as identification and who did ____ did not ____ take an oath.
_________________________________________ _________________________________________Notary Signature Print Notary Name
NOTARY PUBLICState of __________________________ at Large My Commission Expires: ______________________
JOINT VENTURE STATEMENT
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If a Joint Venture, answer the following:
1. Date or organization? _____________________________
2. Place of organization? _____________________________
3. Is the Joint Venture agreement recorded? [ ] Yes [ ] No
If yes, indicate____________ ____________ ____________ ____________Date Book Page Location
4. Has Joint Venture previously offered an ERP system of similar size (as stated in the ITN) in the state of Florida?
[ ] Yes [ ] No
If yes, indicate Date: _____________________ Location: ______________________
5. Attach a copy of a current organizational chart.
6. Attach one (1) copy of the Joint Venture Agreement.
7. Attach Credit references.
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AFFIDAVIT OF JOINT VENTURESTATE OF FLORIDA )
)SS:COUNTY OF _______________________ )
(insert County)
Before me, the undersigned authority, personally appeared, the undersigned, who by me being first duly sworn, deposes and says that:
1. The undersigned is a general partner of ______________________________, a joint venture organized and existing under the laws of the State of _________________, (“Joint Venture”) pursuant to agreement, dated the ____ day of _______________, 200__, a true and correct copy of which is attached hereto as ____________________________________. (Vendor to fill in Title of Attachment.)
2. The Joint Venture is in good standing and is authorized to transact business in the State of Florida as of the date hereof.
3. The Joint Venture agreement is still in full force and effect and has not been modified or amended.
4. All of the partners of the Joint Venture and their interests in the joint venture are as set forth attached hereto as ____________________________________. (Vendor to fill in Title of Attachment.)
5. ________________________ has the right and authority to enter into that certain Agreement between the Clerk & Comptroller, Palm Beach County, and the Joint Venture Corporation, a copy of which is attached hereto as ____________________________________. (Vendor to fill in Title of Attachment.), and such other instruments as may be necessary and appropriate for the Joint Venture to fulfill its obligations under the Agreement.
6. Upon the execution and delivery of such Agreement and documents by the person identified in item 5 hereinabove, all of the aforesaid shall be valid agreements of and be binding upon the Joint Venture.
7. The transaction contemplated in the Agreement will not violate any of the terms and conditions of the Joint Venture agreement or of any other agreement of whatever kind between the Joint Venture and any third person.
8. The undersigned acknowledges that Affiant is familiar with the nature of an oath and the penalties provided by the laws of the State of Florida and that this Affidavit is being given to induce the Clerk & Comptroller, Palm Beach County to enter into the Agreement.
FURTHER AFFIANT SAYETH NAUGHT
_________________________________________(Signature)
_________________________________________(Print Signatory’s Name)
_________________________________________(Print Signatory’s Title)
SWORN TO AND SUBSCRIBED before me this ____ day of _______________, 200__, by _______________ who is personally known to me OR who produced _________________________ as identification and who did ____ did not ____ take an oath.
_________________________________________ _________________________________________Notary Signature Print Notary Name
NOTARY PUBLICState of __________________________ at Large My Commission Expires: ______________________
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Appendix H – Glossary of Acronyms and TermsITN No. 06-11
Acronym/Term
Definition
ACH Automated ClearinghouseAd Valorem Tax
A tax levied on the assessed value of real or tangible personal property. Also known as “Property Tax”.
Appropriation A legal authorization granted by a legislative body (e.g., Board of County Commissioners) to incur obligations and make expenditures for specific purposes.
Assessed Value The fair market value of property (real estate or personal), as determined by the County’s Property Appraiser. The assessed value less any exemptions allowed by law is the “taxable value”.
Balanced Budget
A budget in which estimated revenues and appropriations are equal. Florida Statues require that budgets must be balanced. The County complies with this after the inclusion of re-appropriated beginning fund balances.
Board of County Commissioners (BCC)
Palm Beach County Board of County Commissioners. The legislative and governing body of a county. Also referred to as the “County Commission”.
Bond A certificate of debt containing a promise to pay a specified sum of money (called the face value or principal) at a specified date or dates in the future (called the maturity date) together with periodic interest at a specified rate. Bonds are typically used for long-term debt to pay for specific capital expenditures.
Budget A comprehensive financial plan of operations embodying an estimate of proposed expenditures for a given period and the proposed means of financing them and specifying the type and level of services to be provided. Most local governments have two types of budgets – the “Operating Budget” and the “Capital Improvement Budget”.
Budget Document
The official written statement which presents the proposed budget to the legislative body (e.g., County Commission).
Budget Transfer
A transfer of appropriations or revenues between two or more accounts within the same fund. The budgeted fund total is not changed.
C&C Clerk & Comptroller, Palm Beach CountyCapital Equipment
Equipment with a value in excess of $1,000 and an expected life of more than one year, such as, automobiles, computers, and furniture.
CJIS Criminal Justice Information System
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Acronym/Term
Definition
Comprehensive Plan
Required under Chapter 163 of the Florida Statutes, the plan shall prescribe principles, guidelines, and standards for the orderly and balanced future economic, social, physical, environmental, and fiscal development of the County.
County A political subdivision of the State which is empowered to levy and collect taxes and provide services to citizens within its boundaries.
CWA Communication Workers of AmericaDBA Doing Business AsDebt Service Payment of principal and interest related to long-term debt.Debt Service Fund
A fund used to account for the accumulation of resources for, and payment of, general long-term debt principal and interest.
Depreciation Expiration in the service life of fixed assets attributable to wear and tear, deterioration, action of the physical elements, inadequacy, and obsolescence.
DOH Date of HireDROP Deferred Retirement Option ProgramEC Employee ClassEE EmployeeEFT Electronic Funds TransferEFTPS Electronic Federal Tax Payment SystemEncumbrance An amount of money committed for the future payment for
goods and services not yet received. Encumbrances result from the issuance of a purchase order, contract, or formal agreement.
ER Employee RelationsERP Enterprise Resource PlanningExemption A reduction to the assessed value of property. The most
common exemption is the $25,000 homestead exemption allowed if the owner uses the property as the principal residence. There are also exemptions for disability, government, non-profit owned property, and low-income senior citizens.
Expenditures The incurring of a liability, the payment of cash, or the transfer of property for the purpose of acquiring an asset or service or settling a loss.
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Acronym/Term
Definition
Fiscal Year Any period of 12 consecutive months designated as the budget year. The fiscal year used by the County, which is set by State Statute, begins October 1 and ends September 30 of the following calendar year. The fiscal year is designated by the date on which it ends. For example, October 1, 2005 to September 30, 2006 would be Fiscal Year 2006.
Five-Year Trend
Represents the percentage change of a performance measure from the previous year actual and the five years previous.
Fixed Assets Assets of a long-term character which are intended to continue to be held or used, such as land, buildings, improvements other then buildings, machinery, and equipment.
FRS Florida Retirement SystemFSA Flexible Spending AccountFTE Full Time EquivalentFull-time Equivalent (FTE)
The number of approved positions equated to full-time basis (e.g., two half-time positions equal one full-time equivalent position).
Fund An accounting entity with a self-balancing set of accounts, which is segregated for the purpose of carrying on specific activities or attaining certain objectives, in accordance with special regulations, restrictions, or limitations.
GASB Governmental Accounting Standards BoardGenerally Accepted Accounting Principles (GAAP)
Uniform minimum standards of, and guidelines for, financial accounting and reporting. They govern the form and content of the basic financial statements of an entity. GAAP encompass the conventions, rules, and procedures necessary to define accepted accounting practices at a particular time.
Goal A desirable result attained by achieving strategic objectives. Grant A contribution of assets (usually cash) by one governmental
unit or other organization to another. Typically, these contributions are made to local governments from state and federal governments. Grants are usually made for specified purposes.
GTL Group Term Life InsuranceHRIS Human Resources Information SystemHRMS Human Resources Management SystemImpact Fee A charge to a developer and/or owner/builder to offset the cost
of providing capital facilities to meet growth demands. The County assesses impact fees for capital facilities for parks, fire-rescue, library, law enforcement, public buildings, schools, and roads.
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Acronym/Term
Definition
Interfund Transfer
Movement of assets (usually cash) from one fund to another. Also referred to as “Transfers In/Out”.
Internal Service Fund
A fund established for the financing of goods or services provided by one department or agency to other departments or agencies on a cost reimbursement basis.
ITN Invitation to NegotiateLease-purchase Agreements
Contractual agreements which are termed “leases”, but which in substance amount to purchase contracts for equipment and machinery.
Legally Adopted Budget
The total of the budgets of each County fund including budgeted transactions between funds.
Liability Debt or other legal obligations arising out of transactions in the past which must be liquidated, renewed, or refunded at some future date. The term does not include encumbrances.
Line Item A specific item or group of similar items defined by detail in a unique account in the financial records. Revenue and expenditure justifications are reviewed, anticipated, and appropriated at this level.
LMS Learning Management SystemM/WBE Minority and Women Owned Business EnterpriseMONY Mutual of New YorkNIGP National Institute of Governmental Purchasing, Inc.NTL National Traveler LifeOperating Budget
A budget for general expenditures, such as, salaries, utilities, and supplies.
ORIS Official Records Information SystemPA Performance AppraisalPAN Personnel Action NoticePBSM Payroll Benefits Management SystemPCN Position Control NumberPerformance Measures
Specific quantitative and qualitative measures of work performed.
Personal Services
Items of expenditures in the operating budget for salaries and wages paid for services performed by County employees, including fringe benefit costs.
PESM Personnel Employee Management SystemPG Pay Grade
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Acronym/Term
Definition
Proprietary Fund
A fund which operates similarly to the private sector and focuses on the measurement of net income.
PTO Paid Time OffReserve A specified amount of funds set aside for the purpose of
meeting future expenses. Expenditures may not be charged directly to reserve accounts. A budget transfer establishing a new appropriation must first be approved by the Board of County Commissioners.
Revenue Funds that the government receives as income. Revenue includes items such as tax payments, fees from specific services, receipts from other governments, fines, grants, and interest income.
SPD Summary Plan DescriptionSSA Social Security AdministrationSSN Social Security NumberStatute A law enacted by a duly organized and constituted legislative
body.Supplemental Requests
Department requests for additional funding in the budget year in order to increase or enhance existing service levels.
Taxes Compulsory charges levied by a government for the purpose of financing services performed for the common benefit.
TPA Third Party AdministratorTransfers In/Out
Amounts transferred from one fund to another to assist in financing the services of the recipient fund.
Unincorporated Area
That portion of the County which is not within the boundaries of any municipality.
Unit A unit of financial reporting and management responsibility under the County’s financial system.
YTD Year to Date
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