request for proposals€¦ · questions concerning the rfp will be answered only if sent to the...

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REQUEST FOR PROPOSALS

RFP # 18-12-16

SAP Mobility Work Manager

PART II The Houston Independent School District (“HISD” and/or the “District”) is soliciting proposals for an SAP Mobility Work Manager as more fully set out in this Request for Proposals (“RFP”). One (1) hard copy original of the proposal, one (1) hard copy duplicate of the original, and two (2) USB drives of the proposal must be submitted in accordance with the instructions set out herein to: Houston Independent School District Board Services - Room 1C03 Attn: OKina Alford - Procurement Services RFP / 18-12-16 SAP Mobility Work Manager

4400 West 18th Street Houston, TX 77092

The following schedule and timelines apply to this RFP. The following timelines are subject to change at the District’s discretion:

Timeline Release RFP February 16, 2018

Pre-Proposal Conference

Wednesday, February 28, 2018 at 11:00 AM at Hattie Mae White Educational Support Center, 4400 West 18th Street, Houston, Texas 77092 in conference room 2E26.

Last date for questions: April 4, 2018 at 5pm CST

RFP Due Wednesday, April 11, 2018 at 10:00a.m.

Evaluation Period April 12, 2018 to May 16, 2018 (Subject to change)

Selected Proposal(s) Approved

Next regularly scheduled Board meeting after selection (Subject to Change

Each set of the proposal must be submitted in a binder. The original proposal must be labeled “ORIGINAL” and contain original signatures. The copies of the original must be labeled “COPY.” Response submission must be delivered in a sealed folder or container (i.e. envelope, box, or bin). If documents are submitted in an unsealed container or folder, the District is not responsible for any unsealed/unlabeled documents and materials.

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Each binder and any container for the binder(s) must be labeled on the outside with the Proposer’s name, address, the RFP number and the RFP name. Each USB drive must be labeled with the RFP number and the vendor name. Proposals will be received at the above address until April 11, 2018, 10:00 AM Central Standard Time . A pre-proposal conference will be held in conjunction with the RFP on February 28, 2018 at 11:00 AM at Hattie Mae White Educational Support Center, 4400 West 18th Street, Houston, Texas 77092 in conference room 2E26. Submitting proposals prior to the pre-proposal conference is not recommended, and such proposals may be rejected by HISD. A more detailed timeline is set out in the Instructions, Submission Requirements and Procedures section of the RFP. Proposals will be reviewed as received in a manner that avoids disclosure to competing proposals. Contents of proposals will remain confidential during the negotiations period. Only the project [RFP] number and the identity of the Proposer(s) submitting the proposal will be made available to the public before award of the RFP. Faxed or emailed proposals will not be accepted. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the proposal due date and time. HISD will not be responsible for proposals delivered late by the United States Postal Service, or any other delivery or courier services. Proposals received after the Proposal due date and time will not be considered. All proposals must remain open for one hundred twenty (120) days from the proposal due date pending acceptance by HISD. The designated Sourcing Specialist during the proposal process shall be OKina Alford, Procurement Services, 4400 West 18th Street, Houston, Texas 77092, [insert e-mail address of sourcing specialist]. All communications pertaining to the RFX shall be addressed in writing to the Sourcing Specialist, as indicated in the next paragraph. Questions concerning the RFP will be answered only if sent to the Procurement Services Department, in writing via email to [email protected] not later than 5:00 PM Central Standard Time April 4, 2018. All questions submitted in writing to the Sourcing Specialist prior to the deadline will be answered in the form of addenda. All addenda will be posted on the HISD Procurement website. The General Terms and Conditions for Requests for Proposals governs this RFP and any contract(s) awarded under this RFP. This document can be downloaded and printed via HISD Procurement Services website or requested in hard copy format via email to Sourcing Specialist, OKina Alford at [email protected]. HISD will be entitled to assume that by submitting a Proposal, all Proposers have reviewed and consented to all provisions of the General Terms and Conditions. The District will award this RFP to one or more supplier(s) based upon the evaluation of all proposals received. More details regarding the evaluation of proposals are included in Section II below. Richard Gay 1/26/2018

________________________________________ _____________________

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Richard Gay, CPPO, Officer of Procurement Services Date

SECTION I: PROPOSAL RESPONSE REQUIREMENTS

The Proposal shall be submitted in a binder with tabs as set forth below:

Title Page

Show the RFP subject, the name of the Proposer’s firm, address, telephone number, name of contact person, and date.

• Tab 1 – Table of Contents Clearly identify the materials by sections and page numbers

• Tab 2 – Proposal Submission Forms

Complete and return Forms A through M set forth in Part III of this RFP. The set of forms submitted in the proposal marked “ORIGINAL” requires original manual signatures. Copies of the forms bearing original signatures should be included in each additional proposal. The forms provided in Part III should be submitted in the following order:

1. FORM A: Supplier Information (CHE (Local) Questionnaire) 2. FORM B: MWBE Instructions and Participation Report 3. FORM C: Reference Survey Instructions (Not Applicable) 4. FORM D: Reference Survey (Not Applicable) 5. FORM E: General Certifications 6. FORM F: Price Schedule 7. FORM G: EDGAR Certifications 8. FORM H: Exception Forms 9. FORM I: Conflict of Interest Instructions and form CIQ 10. FORM J: Instructions for Completion of Disclosure of Interested Persons

Certification (HB 1295) 11. FORM K: IRS Form W-9 12. FORM L: Certificate of Insurance (Acord Form) or a letter from its insurance

provider stating that Proposer can provide the levels of insurance required in this RFP.

13. FORM M: Acknowledgement Form 14. FORM N: Master Service Agreement (MSA) (Not Applicable) 15. FORM O: CRIMINAL HISTORY BACKGROUND CHECK CERTIFICATION

• Tab 3 – References of the Proposer Please provide 5 references on the provided template (see Appendix E). Include the scope of work performed, date the work was performed, contact information, and software / version / modules implemented. The references should be for SAP Work Manager Implementations.

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• Tab 4 – Scope Section Clearly describe the scope of the goods and /or services to be provided based upon the information in the Section II, Scope of Work.

• Tab 5 – Invoice Procedure a. Describe the proposer’s invoicing procedures. b. Include documentation identifying all of the Proposer’s fees. c. Payment terms. The District’s standard payment terms are 30 days after invoice is

received. State any payment discounts that your company offers, i.e., 2% 10 days – net 30; or 5% 7 days – net 30.

• Tab 6 – Qualifications and Experience of Personnel Indicate the key people in your organization assigned with a hierarchy chart to provide this service to the District and their level of experience and qualifications and the percentage of their time that will be dedicated to this project. Implementation Partner Key Team Members: The District expects most if not all work to be performed under this project and related scope of work to be on-site. Remote work, off/near shore work is expected to be used only with the written approval of the District. Key personnel are expected to be on location at HISD on Monday morning at 8 a.m. and leave no later than 12 noon on Friday. a) Identify the Project Manager and key personnel on the project. Describe the experience level of the Project Manager and all Lead Functional consultants. All key personnel staff identified in the proposal should be available for the project at the start of the project and any change in staffing will require approval from the District. b) Provide chart detailing the years of experience for each proposed resource.

c) Team Structure and Staffing: Describe the expected project team structure to be applied to this effort including:

• Implementation Partner Team

• Any other project team member(s) necessary for successful completion of this project’s scope of work.

• Indicate the number of hours per week that each consultant is expected to work on this HISD Project.

c) Provide an organization chart and the resumes of team members who will be assigned to this project. Confirm that all staff identified in the proposal are available to start at their project start date.

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d) Describe the roles and responsibilities each will have in this project, how long each has been with your company, and if they are W2’s or 1099’s employees. e) Describe any work that is to be performed off-site and identify if the work is performed offsite within the US or offshore. f) Describe and confirm how the Project Manager and other key personnel assigned to this project will not be removed from the project without the written consent of HISD. (HISD reserves the right to approve the assignment of all proposed personnel.) h) Describe the key personnel’s experience with working with the firm’s templates and software to aid in the implementation of SAP software.

Note: The District reserves the right to assess and/or interview proposed project consultants and to have the final right of approving the participation of said project consultant within the SAP Work Manager Implementation Project. This right also includes the right to require the replacement of any consultant working on the project at any time.

• Tab 7 – Price Fix-price information should be provided separately for Primary Implementation and Training/ Change Management. Include a hard copy of Form F (Price Schedule) in this section, if applicable. It is important to understand the pricing should be presented in the form of two separate categories. HISD reserves the right to select separate implementation partners for each of the two categories. For this reason on Tab 7, please indicate pricing for the Primary Implementation and Training / Change Management separately.

• Tab 8 – Addenda Insert all addenda under this section.

• Tab 9 – Criminal Background Check Certification Insert one of the certifications that applies to your company:

a. Criminal History Background Check Certification - With direct contact with Students

b. Criminal History Background Check Certification – No direct contact with students

(The supplier’s proposal will be considered non-responsive if the supplier fails to submit one of these certifications at the moment of submitting said proposal)

• Tab 10 – Questionnaire Clearly answer the questions in the questionnaire in Tab 10.

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SECTION II: SCOPE OF WORK

2.1 SCOPE OF WORK:

At a minimum, the scope of services required by the successful firm shall consist of the following: Houston ISD is seeking proposals from qualified individuals or firms for implementation of SAP Work Manager. The District intends to award this bid to a single or multiple firm(s) selected to provide the “best value “to HISD per section 2.5 Evaluation Factors.

Today, the work order process is inefficient. It is a manual process that is greatly dependent upon paper and data entry. Although SAP is utilized, we still rely on manual methods to assign work and to receive and distribute updates. The business needs to track the progress of work orders in real time, time needed for completion, overall performance of technicians, and the ability to report cost to repair vs. replace. There is also no mechanism to capture customer satisfaction upon the completion of work. We are looking for a partner who can help us meet or exceed industry standards for the completion of work orders, by removing paper based processes, implementing workflow and controls, and automating our manual work order process therefore we can adopt a work order best practice across the business operations organization.

The primary goal of the HISD SAP Work Manager Implementation project is to provide technicians with mobile devices with a user-friendly interface, that will help resolve an inconsistent and paper-based work order management process. This manual process creates various gaps and inefficiencies within the current business practice today making it challenging to prioritize, schedule, assign, and track the progress, as well as the completion of, work orders real time. By removing paper based processes and implementing work flow and controls, the business will benefit from the automation of an inefficient work order process.

A second and significant goal is the accurate accounting of all time and activities, both direct and indirect for work orders. The implementation of SAP Work Manager will enable technicians to receive assignments and update their progress real time via time confirmations while in the field. Posting of time confirmations via SAP Work Manager ensures data accuracy and will provide the business with the exact times to complete jobs and the actual time worked by technicians and time spent on driving to locations and checking in at campuses, etc. Valuable time will also be saved in the work order process. Ticket validations by team leaders, managers and customer care are no longer needed. The need for time and labor to manually enter time confirmations will greatly decrease, if not disappear. This implementation will also provide the business with an accurate view of what occurs at our campuses, facilities, in our work areas as well as with our technicians.

A third goal of the HISD SAP Work Manager Implementation is to simplify and standardize best practices for the notification, creation, and completion of work order process with customer

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feedback. Currently, there is no proper channel for the district to capture customer’s satisfaction degree, within the system for a specific work order. The overall process re-engineering will help the team leaders and leadership to gauge the performance of technicians, and take adequate steps to provide knowledge based and performance based training to HISD staff. In addition, this will also help the district to make data based optimal decisions to implement industry based stand service level agreements which will eventually lead to business operations organizational development and outstanding customer service.

The fourth goal is to effectively manage the change. Today, much of our technician work force is not technology savvy. With that, we seek to maximize adoption and efficiency and minimize business disruptions.

This project will commence in July/August 2018.

Initial discovery has identified the following areas to be included in the scope of this project:

• Ability to create, assign/prioritize, accept and complete notification and work orders both online or offline.

• Ability to update work orders with component parts and corrective action details.

• Track time against work orders by activity type both direct and indirectly.

• Reassignment and/or reprioritize work orders to the correct craft/technician.

• Schedule and plan work orders.

• Ability for customer to confirm satisfaction of work order completion.

• Determine handheld device and work stations so technicians can enter time to complete specific work orders.

• Ability to attach documents to the work order.

2.2 SPECIFICATIONS:

The awarded firm(s) shall provide the following goods and/or services:

During the Analysis and Design phases, we expect the vendors to assess the current as–Is processes and develop To-Be processes that are consistent with industry standards. These newly defined efficient business processes shall be enabled in the SAP Work Manager design and configuration.

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Areas to be supported during project design blueprint phase include, but are not limited to:

[ADD EXHIBIT WITH: TRADES / WORK SCHEDULES / NOTIFICATION + WORK ORDER BUSINESS PROCESS / 283 SCHOOLS / WHERE TECHNICIANS ARE TODAY]

2.2.1 Notification Processing:

Notification can be assigned to a technician at personnel field level, work center level or custom field:

2.2.1.1 Priority

o Routine

o Emergency

o Project

2.2.1.2 Scheduling and Assigning Task:

o Header Level Person Responsible

o Task Level Personnel Number

o Header Level Planner Group

o Header Level Business Partner

o Header Level Work Center

o Ability to filter all items in the inbox by including but not limited to campus, work center, priority, date and status.

2.2.1.3 Catalogue Codes and Damage Assessment:

o Code group

o Object Part

o Damage

2.2.2 Linked Notifications and Tasks

o Code group

o Task Code Text

o Task Text

2.2.3 Work Ordering Processing

o To create, assign, and convert work order from notification.

o Initial transmit (synchronization) data has been downloaded on mobile dev.

o Incremental transmit afterwards.

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o Assignments type. App requires that multiple assignment field assignments are used, work order will have assigned to technician(s) at the assignment level or operation level.

o Work orders can be distributed to the mobile device as defined through blueprint process.

o Ability to request for parts (inventory and non-inventory) in the work order.

o Ability to track time per work order, including detailed description of work.

o Ability to filter all items in the inbox by including but not limited to campus, work center, priority, date and status.

o Ability to update the status during or after work completion.

o Settlement and closing of work order

o Inventory Parts Management

2.3 PROJECT MANAGEMENT METHODOLOGY:

o This project may be managed and exclusively owned by a Project Manager from the HISD Information Technology PMO depending on type of product and size. The Project Manager will determine and involve other resources from HISD. Provider must identify a Project Manager who will act as single point of contact (SPOC) for the Provider. The Provider’s Project Manager will manage all Provider-assigned resources and project activities. The Provider’s Project Manager will also report to the HISD Project Manager during the implementation.

o Provider must describe their project management approach used to manage the design, configuration and implementation of the new application. The project management components that the Provider will be responsible for include, but are not limited to, the project management areas as follows:

▪ Task Definition and Prioritization - Provider will provide detailed definition of project phases, work streams, tasks and prioritization of work on various tasks in the event of conflicts.

▪ Resource Management - Provider will address appropriate management onshore and offshore resources (if any), availability of appropriately skilled resources, and resource balancing across tasks.

▪ Dependency Management – Provider will address identification of critical-path items and potential bottlenecks, with viable approaches to address bottlenecks, and workarounds to ensure schedule adherence in the event of slippage.

▪ Scope Management – Provider will provide a comprehensive approach to managing scope and scope changes.

▪ Project Change Management – Provider will provide a comprehensive approach to change management, including review and approvals by HISD.

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▪ Issue Management – Provider will provide a comprehensive approach to issue identification, management of issues at work-stream or PM-level, and a clear escalation and resolution process.

▪ Risk Management and Mitigation – Provider will address identification and tracking of risks, and have clear and comprehensive risk management approaches, escalation procedures and methods to eliminate risks.

▪ Quality Management – Provider will provide a comprehensive approach to managing deliverable and output quality.

▪ Project Rigor – Provider may use their own Project Management Tool for any activity that is managed internally by them; however, Provider must use the HISD Enterprise Project and Portfolio Management (EPM) tool for all activities and deliverables that are shared with HISD, including but not limited to capturing the Implementation Master Schedule, the Provider’s detailed WBS Project Assignments and Artifacts, Project Requests, Change Control, Change Management, Quality Management (QA/QC), Risk/Issue Management, Resource Management, Scope Management, Contract Management, Project Communications, and Project Documentation Control, as well as recording of Meeting Minutes, Lessons Learned, Action Items, Decision Items, Time Sheets, Invoices, other Project Financials, etc. HISD will provide access to at least three (3) full licenses to its EPM for the duration of the project, if deemed appropriate to the product and project size.

• Standard HISD Project Process

o Provider must follow the project processes below, which includes creation of required and agreed to documents. The assigned HISD project manager, will store the documents, as

2.4 PROJECT ARTIFACTS:

Accomplishing the delivery of project artifacts and activities is a joint effort between the two

organizations. HISD employs the RACI model to determine the role each organization has to

play in accomplishing the project artifacts. Using the RACI model, each deliverable is

categorized in terms of responsibility. Each organization is assigned a separate RACI definition

for each artifact. There may be additional artifacts identified throughout the project to support

project needs.

The following are the definitions for RACI:

• R - Responsible. Has the duty and obligation to do the work. Also has duty to exercise independent judgment to raise appropriate issues.

• A - Accountable. Has the authority to decide and is recipient of any

consequences. There can only be one "A" per process. The accountable party

to a Deliverable is also obligated to perform the related Deliverable work if

the “Responsible Party” is not defined for that same Deliverable.

• C - Consulted. Must be given the opportunity to influence plans and decisions

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prior to finalization by "R".

• I - Informed. Is informed of progress, key decisions, and artifacts by "R".

Pricing for Primary Implementation portion of the project should be partially based on the Artifacts and/or Activities listed in the table below.

Artifacts and/or Activities

Provider

HISD

Project Plan Accountable Consulted

Staffing Plan Accountable Consulted

Risk Management Plan Accountable Consulted

Change Management Plan Consulted Accountable

Change Control Plan Consulted Accountable

Project Communication Plan Consulted Accountable

Sandbox Environment Consulted Accountable

Interface Strategy (if needed) Accountable Consulted

Security Strategy (Including provisioning & how mobile devices will be managed and maintained within the constraints of HISD infrastructure)

Accountable Consulted

Testing Strategy Accountable Consulted

Rollout Strategy (including phased in rollout) Accountable Consulted

Knowledge Transfer Strategy Accountable Consulted

Business Requirements Document Accountable Consulted

Software Quality Assurance Test Plan Accountable Consulted

Fit-Gap Analysis Plan Accountable Consulted

Functional Requirements Document


Technical Requirements Document


Business Blue Print Document Accountable Consulted

Business Process Master List


Functional Specifications


Technical Landscape Design and Strategy (within the constraints of the HISD Infrastructure)


Testing Plan Accountable Consulted

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Provider

HISD

Training Plan


Security Plan (Including provisioning & how mobile devices will be managed and maintained within the constraints of HISD infrastructure)


Requirements Traceability


Design of Security Roles Accountable Consulted

Configuration Accountable Consulted

Development (if needed) Accountable Consulted

Test Cases and Scenarios Accountable Consulted

Unit Testing of Configuration & Developments Accountable Consulted

Integration Testing Accountable Consulted

Stress Testing Accountable Consulted

User Acceptance Test complete with Business sign-off Consulted Accountable

Rollout Plan Accountable Consulted

Knowledge Transfer Accountable Consulted

Production Cut-over Accountable Consulted

Production support plan Consulted Accountable

Production Support – Stabilization 1 month Accountable Consulted

Pricing for Training / Change Management Portion of the project should be partially based on the Artifacts and/or Activities listed in the table below.

Artifacts and/or

Activities

Provider

HISD

Business Process Procedures – Definition Accountable Consulted

Business Process Procedures – Writing Consulted Accountable

Training Curriculum Accountable Consulted

Training Materials (Including Online Course) Accountable Consulted

Training Plan & Schedule Accountable Consulted

End user training Consulted Accountable

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Provider

HISD

Organizational Change Management Plan Accountable Consulted

Change Management Communication Plan (Develop communication plan to communicate upcoming processes and procedure changes to all impacted HISD departments and/or schools)


Implement focus groups, road shows and demonstrations Consulted Accountable

Creation and identification of super user group network Consulted Accountable

Execution of organizational readiness plan (including readiness assessments by site and department)


Knowledge transfer strategy document and plan (with completion sign off)


2.5 ACCEPTANCE CRITERIA: This is a Deliverables based contract and as such all Deliverables must be delivered on time and in accordance with the quality requirements of the District. A Deliverable marks the completion of a grouping of activities and/or artifacts.

Provider has agreed as system integrator to oversee and manage the artifacts as specified in the previous Artifact and/or Activities tables.

The District and Provider process for review and acceptance for payment of a deliverable is as follows:

• Provider Project Manager delivers deliverable to District Project Manager.

• The District Project Manager will log the Deliverable into Innotas to memorialize date and time of delivery,

• The District Project Manager will schedule a review meeting with appropriate District and Provider personnel within one (1) business day to be held within five (5) days of receipt of Deliverable.

• Requests for change or revisions will be given to Provider PM and logged into Innotas within five (5) days of District/Provider meeting.

• Provider will return requested revisions within five (5) business days for review. This process will repeat until quality of Deliverable is deemed satisfactory by the District.

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When a Deliverable has satisfied the acceptance criteria, HISD shall give Provider written notice thereof and such Deliverable shall be deemed to be accepted. If written notice is not received, the submission will be deemed not accepted.

2.6 COST: Price is to remain firm/fixed for the term of the contract. Price is to be provided on Form F and inserted in Tab 7.

2.7 PAYMENT SCHEDULE AND PROCEDURES: The SAP Work Manager Project is a fixed bid project with periodic payments. The payment schedule is based on successful completion of each phase of the project and completion of all required deliverables, artifacts, and work activities. At the completion of each phase and HISD acceptance of artifacts and work activities for that phase HISD will accept an invoice from the Implementation Partner. The amount of the invoice will equal the amount stated in the Pricing Schedule submitted in response to this RFP for the work activities scheduled to be completed during the applicable project phase. If the final contract price is not equal to the price proposed in the RFP, an adjustment will be made with the payment for Realization phase. Thus, the total payment will equal the amount agreed to in the contract with HISD and Implementation Partner. The pricing for a Deliverable is inclusive of all overhead and out of pocket expenses, including but not limited to travel expenses and training. Provider will invoice for a Deliverable based on District’s acceptance of the work described in each Deliverable. Following are the items to be completed by the Implementation Partner prior to payment for each project phase for the primary implementation portion of the project:

Planning Phase: • Prepare Project Plan

• Complete Staffing Plan

• Complete Risk Management Plan

• Interface Strategy (if needed) • Security Strategy

• Testing Strategy

• Rollout Strategy Plan

• Knowledge Transfer Strategy

Analysis Phase:

• Business Requirements Document

• Software Quality Assurance Test Plan

• Fit-Gap Analysis

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Design Phase:

• Functional Requirements Document

• Technical Requirements Document

• Business Blue Print Document

• Business Process Master List

• Functional Specifications

• Technical Landscape Design and Strategy

• Testing Plan

• Training Plan

• Security Plan

• Requirements Traceability

• Design of Security Roles

Construct/Test Phase:

• Configuration

• Development (If needed)

• Test Cases

• Complete Unit Testing of Configuration and Developments

• Complete Integration Testing

• Stress Testing

• Knowledge Transfer • User Acceptance Test complete with Business Owner sign-off

• Production Cut-over

• Finalize Project Plan with details of conversion, cut over, go-live and go-live support

Go-Live and Support:

• Successful Go-Live

• Production Support – Stabilization 1 month

• Complete any remaining documentation required for milestone payment

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Following are the items to be completed by the Implementation Partner prior to payment for each project phase for the Training/Change Management portion of the project:

Planning Phase:

• Organizational Change Management Plan

• Change Management Communication Plan

• Organizational Readiness Plan

• Training Plan & Schedule

Analysis Phase:

• Business Requirements Document

• Software Quality Assurance Test Plan

• Fit-Gap Analysis

Design Phase: • Business Process Procedures – Definition • Training Curriculum

Construct/Test Phase:

• Training Materials (Including Online Course) • End user training (Face to Face and Online) • Execution of organizational readiness plan

• Knowledge transfer strategy document and plan

<PROVIDER MUST INSERT PROPOSED DELIVERABLE PAYMENTS AND SCHEDULE>

1. Billing Procedures. The District’s obligation to make payments under this Contract are conditioned upon completion of specific Milestones set forth in the Project Milestones, Artifacts and Payment Schedule and are tied to completion of the Acceptance Criteria described in Section B herein for the Artifacts required under such Milestone. The Provider may only submit invoices for Artifacts accepted by the District. The District will not make payments in advance of the completion of the Milestone and acceptance by the District of all the Artifacts required to complete the Milestone, and will not prorate payments for partial completion of a Milestone. The District may withhold payments that are subject to a good faith dispute.

2. Support Documentation. When the Provider delivers an invoice to the District, the invoice will include the Provider’s documentation on level of effort to achieve the artifacts and activities for that Deliverable. In no event will the amount invoiced exceed the fees reflected in the Payment Schedule.

3. Delivery of Payments. Payments will be mailed to the Provider’s address as set forth

herein, unless the Provider agrees in writing that payments will be delivered to the Provider electronically via an electronic payment system offered by the District.

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All pricing is inclusive of travel and all related Provider costs. Provider FTEs allocated at 75% or more to the project are to be onsite at the District’s offices a minimum of 80% of the time during the District’s business hours. This may be adjusted by mutual agreement of the parties to meet artifact and activity requirements.

2.8 EVALUATION FACTORS:

The evaluations committee will conduct a comprehensive, fair and impartial evaluation of all proposals received in response to this RFP. Each proposal received will be analyzed to determine overall responsiveness and completeness as defined in the scope section and in the instructions on submitting a proposal. Failure to comply with the instructions or to submit a complete proposal may deem a proposal non-responsive and may at the discretion of the Evaluation Committee be eliminated from further evaluation. If the evaluation committee has reasonable grounds to believe that the Proposer with the highest-ranking score is unable to perform the required services to the satisfaction of HISD, HISD reserves the right to make an award to another proposer who in the opinion of the evaluation committee would offer HISD the best value. Some indicators (but not a complete list) of probable supplier/proposer performance concerns are: past supplier performance; the proposer’s financial resources and ability to perform; the proposer’s experience or demonstrated capability and responsibility; and the supplier’s ability to provide a reliable on-going business relationship and the maintenance of on-going agreements and support. SAP WORK MANAGER RFP Team can provide vendor list if they should be contacted.

Criteria #

Criteria Description Weighted Value

1 the purchase base price 30%

a) total base period price (Year 1)

2 the reputation of the Proposer and of the Proposer’s goods or services

20%

3 the quality of the Proposer’s goods or services 25%

a) quality of submittal b) qualifications and Experience of Personnel c) questionnaire

4 the extent to which the goods or services meet the District's needs

15%

5 the Proposer’s past relationship with the District N/A

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6 the impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses

10%

7 the total long-term cost to the District to acquire the Proposer’s goods or services

N/A

8 for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the supplier or the supplier's ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state

N/A

9 any other relevant factor specifically listed in the request for bids or proposals.

a) Any additional services with pricing for those additional services listed or requested in the proposal

N/A

2.9 QUESTIONNAIRE: Please include responses to the following in Tab 10 of the proposal

response:

1. Describe the Proposer’s experience as a service provider to public schools and/or public sector clients. What are some key lessons learned?

2. What it the total number of SAP Work Manager Implementations that the Provider has completed as the primary vendor. Describe the Proposer’s experience implementing SAP Work Manager in the past three years?

3. Discuss an implementation that had problems. What were the top three issues that led to implementation problems?

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APPENDIX A – BUSINESS PROCESSESS Please see attachment labeled “Appendix A”

APPENDIX B – HISD DEMOGRAPHICS Please see attachment labeled “Appendix B”

APPENDIX C – FINDINGS FROM THE VALUATION STUDY

Please see attachment labeled “Appendix C”

APPENDIX D – PARKING LOT FROM THE SAP REIMPLEMENTATION PROJECT Please see attachment labeled “Appendix D”

APPENDIX E – SAP_HISD REFERENCE TEMPLATE Please see attachment labeled “Appendix E”

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