request for proposals · sap budgeting and planning part ii ... questions concerning the rfp will...

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REQUEST FOR PROPOSALS

RFP # 19-07-11

SAP Budgeting and Planning

PART II The Houston Independent School District (“HISD” and/or the “District”) is soliciting proposals for an SAP Budgeting and Planning (SBP) 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 one (1) USB drive of the proposal must be submitted in accordance with the instructions set out herein to: Houston Independent School District Board Services - Room 1C03 Attn: Kevin March – Purchasing Services RFP / 19-07-11 SAP Budgeting and Planning

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 December 7, 2018

Pre-Proposal Conference

Tuesday, December 19, 2018 at 1:30 PM at Hattie Mae White Educational Support Center, 4400 West 18th Street, Houston, Texas 77092 in conference room 2W26.

Last date for questions January 8, 2019 at 10:00 AM CST

RFP Due January 16, 2019 at 10:00 AM CST

Evaluation Period January 18, 2019 through February 1, 2019 (Dates are subject to change)

Vendor Presentation February 13, 2019 (the top vendors will be invited to do an in-person presentation and the date is subject to change)

Selected Proposal(s) Approved

Tentatively scheduled for the March 2019 Board meeting

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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. 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 January 16, 2019, 10:00 AM Central Standard Time. A pre-proposal conference will be held in conjunction with the RFP on December 19, 2018 at 1:30 PM at Hattie Mae White Educational Support Center, 4400 West 18th Street, Houston, Texas 77092 in conference room 2W26. 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 enough 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 Category Specialist during the proposal process shall be Kevin March, Purchasing Services, 4400 West 18th Street, Houston, Texas 77092, at email address [email protected]. All communications pertaining to the RFP shall be addressed in writing to the Category 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 10:00 AM Central Standard Time January 8, 2019. All questions submitted in writing to the Category Specialist prior to the deadline will be answered in the form of addendum. 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 Category Specialist, Kevin March at [email protected]. HISD will be entitled to assume that by submitting

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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 supplier based upon the evaluation of all proposals received. More details regarding the evaluation of proposals are included in Section II below.

December 7, 2018 Date

Continued on next page.

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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 P 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 4. FORM D: Reference Survey 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: Service Agreement 15. FORM O: CRIMINAL HISTORY BACKGROUND CHECK CERTIFICATION

• Tab 3 – References of the Proposer Please provide 5 references on the provided templates (see Form C & D). At least two of these references should be from SAP Budgeting and Planning or SAP Public Budget Formulation implementations. Include the scope of work performed, date the work was

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performed, contact information, and software / version / modules implemented on the pages provided.

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

• An organizational chart of the Proposer’s Team, specifically the key Team Members. Key Team Members would include Project Manager, Technical Lead, Functional Lead ect.

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

• Describe any work that is to be performed off-site and identify if the work is performed offsite within the US or offshore.

Proposer’s 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 AM and leave no earlier than 5 PM on Thursday. Further information is required to highlight the skills and capabilities of your key team members. Please provide a table with the following information regarding your team:

a. Summary detailing the years of experience and relevant qualifications b. the percentage of their time that will be dedicated to this project. c. Availability of key personnel. 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.

d. Describe the roles and responsibilities each will have in this project e. how long each has been with your company

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f. Describe the key personnel’s experience with working with the firm’s templates and software to aid in the implementation of SAP software.

g. Identify if the key personnel are W2’s or 1099’s employees.

As an attachment include the resume of all resource identified as Key Team Members. 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.)

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 Budgeting and Planning Project. This right also includes the right to require the replacement of any consultant working on the project at any time.

• Tab 7 – Price There are two Price Schedules that are required to be filled by the Proposer. These must be completed and placed in Tab 7 of the bid packet, as well as its original Excel file and included on the USB. FORM F - Pricing Schedule 1 should summarize the cost of each implementation option. When Filling out this pricing sheet the Train-The-Trainer approach to training should be used to present the cost of each implementation option. This information is fixed price. FORM F - Pricing Schedule 2 contains a separate worksheet for each implementation option. Each option should be presented with 3 subtotals, the cost of the implementation, the cost of training using the Train-The-Trainer-Approach and the cost of Training using resources provided by the implementer.

• Tab 8 – Addenda Insert all signed 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 now of submitting said proposal)

• Tab 10 – Form P: 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 Public Sector Budgeting and Planning. The District intends to award this bid to a single firm selected to provide the “best value “to HISD per section 2.5 Acceptance Criteria. HISD is entering a period of great uncertainty as unexpected events are impacting its ability to forecast both Revenue and Expense projections. Dealing with unexpected events is putting a great strain on its budgeting personnel even as there are increasing pressures to deliver timely information to district stakeholders. HISD is required to present budgetary information and link it back to its budgeting goals which change over time. Today HISD’s budgeting process is inefficient. It currently is created and managed on spreadsheets by the Budget Office using complex formulas. Projections are created on worksheets that are error prone and difficult to manage effectively. Much of this information resides in the district’s SAP solution but there is no easy way to access/compile into a single repository of budgeting data. The budget information is compiled centrally by the Budget Office who are ultimately responsible for the budget presented to the board. HISD collects inputs from schools and departments using spreadsheets and through a custom budget tool, and as a result data is sometimes lost or missed resulting in last minute corrections to the budget so that it can be presented to the school board for approval. The primary goal of SAP SBP is to provide a centralized budgeting tool that can record and collect the salary information of the district. HISD uses a Per Unit Allocation (PUA) process, which allocates dollars per student. Schools are given a funding target that they can allocate for the following year. Principals can add or change positions and plan non-expenditure budget while not exceeding their total annual PUA allocation. HISD wants to be able to provide the PUA amounts as an upfront source for funds that schools can allocate to position and non-salary budgets in the SBP tool. HISD Budget Office wants to project and budget out their school’s salary information as a base budget against the PUA and schools will modify their individual budgets before submitting it to the Budget Office for final review. For balancing purposes, schools balance their budgets based on the average salary of positions. However, actual salaries are used when loading the budget. Departments such as Food Service, Internal Service, Maintenance, and Capital Project Funds will also use the SBP to enter their budget. These departments will not be subject to a maximum budget based upon the district PUA formula. Departments are given their last year’s budget as a base and then are required to modify their positions and non-salary budget. These amounts are submitted and approved by the Budget Office. Budgeting for capital projects takes place at the Fund/Department level and funding for individual projects are done outside of the standard budgeting process and is not in scope for this project.

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HISD has a substantial number of Grants from Federal, State and Local Grant sources. These must be planned and budgeted for by the schools and department. Initially Grants should follow the same process as either a school or a department but each Grant has its own unique approver with the responsibility to review and approve the budget. A custom tool will be required to route the planned budget to the appropriate budget manager based on the master data selected. Expected Number of users entering budget into SBP:

• 550 School Users

• 200 Department Users

• 50 Centralized Budget Users Project Timeline: HISD budgeting process begins in February/March and ends in June when the budget is approved by the Board. Ideally HISD would like to have SBP implemented for the February/March 2020 budgeting process. The district realizes this may not be possible based on a combination of risk and project schedule as substantial scope is required to support a functional SBP solution and would like to look at alternate timelines that would best meet the district’s timeline. HISD is looking for the Proposer to recommend an implementation approach in their response including project phases. The Proposer should include the reasoning behind their recommended approach. At a minimum, HISD requires that Personnel Expenditure Planning (PEP) be ready to support the March 2020 budgeting process. All SBP scope (PEP and Budgeting for Schools and Departments) must be fully operational for the March 2021 Budgeting process. If the Proposer does not feel this is feasible it needs to be identified as part of the proposal and provide a cost estimate for a longer timeframe. Firms proposing to this RFP will need to approve the following cost estimates as part of their proposal:

• Option 1: Cost of the project assuming only PEP (Personnel Expenditure Planning) is in scope for a February 2020 Go-Live.

• Option 2: Cost of the project assuming both PEP and Departmental budgets are in scope for a February/March 2020 Go-Live.

• Option 3: Cost of the project assuming both PEP and Departmental budgets in scope for February 2020 Go-Live and Schools are in scope for a February/March 2021 Go-Live. It is understood that this may require a second phase to implement school budgeting.

• Option 4: Cost of the project assuming both PEP in scope for February 2020 Go-Live and Departmental budgets and Schools are in scope February/March 2021 Go-Live. It is understood that this may require a second phase to implement school budgeting.

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The above options are summarized in the following table:

Option PEP – February 2020

Departmental Budgeting – March 2020

Department Budgeting -March 2021

School Budgeting - March 2021

Option 1 In scope Out of Scope Out of Scope Out of Scope

Option 2 In scope In scope Out of Scope Out of Scope

Option 3 In scope In scope Out of Scope In scope

Option 4 In scope Out of Scope In scope In scope

The cost proposal for each listed option will be documented on a separate worksheet contained in FORM F: Price Schedule 1 and 2 The SBP project is sponsored by the HISD Officer, Budgeting and Financial Planning who will be involved directly with the project as part of the executive steering committee. The implementer will provide projects updates the Steering Committee updating the progress of the project, identifying any project risks, and escalating any project issues to be resolved by HISD HISD is planning on having a minimum of 2 Budget Department power users allocated to the SBP project for 50% of their time working time to assist the implementer in process identification, system playbacks, testing and training. The implementer will be responsible to the project management of the SBP project, but HISD will have an internal HISD project manager assigned to the project to co-ordinate with district resources and personnel. Qualifications of the SBP Implementer: HISD is looking for a US based organization with a proven track record of success in implementing SAP based budgeting solutions for the Public Sector, preferably for K-12 organizations. Preferably the implementer should have recent experience implementing the SAP Budgeting and Planning solution/SAP Public Budget Formulation at other public sector organizations. Experience with SBP and experience working with K-12 is preferred and will be scored higher when considering responses. The implementer should have completed a minimum of two projects using SAP Budgeting and Planning solution/SAP Public Budget Formulation to be considered a fit for this engagement. Role and Responsibility of the SBP Implementer: The selected implementer will be responsible for the success of the SAP project as part of their fixed bid. Their responsibilities will include all steps required to implement the SAP Budgeting and Planning tool. This includes, but is not limited to the following tasks:

• Validating/Completion of Blueprint Documentation

• Functional Configuration

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• Functional Specifications

• Custom Development, including Enhancement, Workflows, and BW Custom Development and Reports

• Form Development, including Development of the Analysis for Office Excel based and

web-based forms

• BW Development including Installing BW Content for SBP, Maintaining BI Master Data, Info Cubes Administration, Multi-provider Administration, and PEP Maintenance Projection BW Administration and Configuration

• Basis Support of District Basis Team

• Security Role Mapping and Role Development, including BW Security Analysis Authorization read and Write Functionality

• Knowledge Transfer

• System Testing including Unit Testing, Integration Testing and Performance Testing

• End-User Training Current System Landscape:

• Implemented originally in 1999 on SAP Financial and Procurement on SAP 4.6

• Re-implemented solution in 2016 on SAP ECC 6.08 which also included the implementation of Payroll and Time. Benefits are currently not in scope but will be added in the future

• SAP BI 7.5 SP12 o SAP_BW SAPK-75009INSAPBW SAP Business Warehouse o BI_CONT SAPK-75714INBICONT BI_CONT 757 Update

• BOBJ 4.2 2 Support pack 2, Suite using Crystal and Lumira Dashboards

• SAP NetWeaver 7.5 o SAP_BASIS SAPK-75009INSAPBASIS SAP Basis Component

• SAP Portal 7.50 using Federation

• SAP is currently implemented on Microsoft SQL using Virtualized Servers

• SAP Security using GRC 10 SP 20

HISD Hardware:

• VMware ESXi 6.5

• Intel Xeon E5-4669 v3 Processors

• 3PAR on SSD storage The district is planning on being responsible for all infrastructure requirements and basis activities for the SBP project. The implementer will be required to provide answers for any questions needed by HISD’s infrastructure team. The implementer’s project management will be responsible for identify all infrastructure requirements and develop a project plan identifying when infrastructure tasks are to be completed. The implementer is responsible for any project delays due to not correctly identifying infrastructure requirements to HISD. The implementer should outline in their response any system requirements for a success implementation of SAP

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SBP and identify any required changes to HISD’s system landscape as part of the project response. Currently the district is planning on having SBP on a fresh install on its own system landscape including a separate installation of SAP BI as SBP AND BW release and compatibility versions differ. Change Management Approach: The district is responsible for managing the change to the district. Activities related to change management such as communicating the change, identifying super-users, assessing organizational readiness will be the responsibility of the district. The implementer will be responsible for knowledge transfer of the technical solution to the appropriate HISD staff. The implementer will be responsible for delivering the training of the SBP solution using the Train-the Trainer method. All course content and course materials will be developed by the implementer in support of this activities. The District will provide Trainers but the Implementor is responsible for providing the initial training for this team. Performance Testing: The District has identified system performance of as a key risk to the SBP Project. The district has no plans to upgrade to SAP HANA in the future and is not part of the SBP project. The Proposer is responsible to ensure that system performance is acceptable to the district’s users when using the SBP tool. The Proposer will be required to analyze early in the project if the District’s current hardware will provide enough performance and determine whether the District will be required to allocate further funding to procure the next class up in hardware and storage. The Proposer should address system performance and performance testing as part of their proposal. The Proposer should provide a methodology to benchmark system performance and recommend to the District appropriate benchmarks for acceptable system performance. The Proposer should include is a detailed plan to ensure the performance of the SBP system. Items to include are:

• PEP Full Life Cycle Performance Testing Loading retracting and what if

Scenarios

• Budget forms using Input Queries (Both Excel Based and Web Based using

Visual Composer Full Performance Testing (Close to Number of users we

expect to hit the system in actual Go-Live Budget Cycle)

• Business Objects Reports Execution and Report Performance

• BW Cube loading and retracting Data Performance Testing

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HISD IT Training Requirements: HISD is requiring vendors to respond with pricing based on the Train-the-Trainer model. The Proposer will work with the HISD IT Training Team and the HISD Business SMEs to develop a training program to deliver training to department and school users. The Proposer will be responsible for developing the training content and curriculum, initial training of the SME’s selected to perform the training and responsible for the overall success of the training program as it relates to the project. The Proposer will be responsible for developing and delivering a knowledge transfer program to HISD. APPENDIX B is included in the RFP outlining the requirements expected of the Proposer regarding their responsibility for training. Included as part of APPENDIX B are artifacts required by the Proposer as part of their response. Training Activities and Artifacts are included as part of the RFP RACI Chart. Current Master Data at HISD: HISD recently re-implemented and upgraded its SAP solution in 2016 where the master data objects were optimized. The current master data in HISD’s production landscape is as follows:

• 644 Accounts used to support Budgeting

• 1,484 Cost Center Master Records

• 719 Fund Master Records

• 167 Grants Master Records

• 7249 Internal Orders supporting Grants and Sponsored Programs

• 3778 Internal Orders supporting Budgeted Programs and Activities

• 822 Functional Areas supporting the recording of State Function and PIC Codes

Production Support Requirements: The district requires 60 days onsite production support for any rollouts of functionality to its users. Remote support is required for the district to support SAP SBP until the end of the budget cycle in the year of Go-Live. Budgets are adopted in early July each fiscal year so remote support would have to continue until this point. Production support costs need to be identified in Pricing Schedule 1 and 2 for each implementation option. 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 Budgeting and Planning design and configuration.

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Key Functionality: HISD requires the following Key Functionality to be met. This is a high-level summary with details contained in attached SBP Blueprint:

• Project SAP Salary information to create a base budget for the next fiscal year

• Provide a decentralized tool so Schools and Departments can enter in their budgets that can be centrally reviewed and reported against

• Provide high level funding amounts to schools and departments that can be allocated to both Salary and Non-Salary Budgets

• Create Decision packages to account for discretionary funding and budgeting events

• Provide the ability to perform “what-if” analysis, forecasts based on budget assumptions

• Ability to plan salary expenses using salary estimated standard rates and not last year’s actuals.

• Ability to create budgets based on actual cost of positions.

• Leverage Excel Based Forms for ease of use and simplify efforts to train employees on the new tool.

• Provide Detailed Budget Reports to support HISD’s reporting requirements.

• Ability to attach supporting documentation to budget requests.

• Ability to budget to district and department goals. 2.3 PROJECT MANAGEMENT METHODOLOGY:

This project will 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. Proposer must identify a Project Manager who will act as single point of contact (SPOC) for the Proposer. The Proposer’s Project Manager will manage all Proposer-assigned resources and project activities. The Proposer’s Project Manager will also co-ordinate with the HISD Project Manager during the implementation and provide updates to the project schedule.

The proposer must describe their project management approach used to manage the design, configuration and implementation of the new application. HISD has internally created a blueprint for SBP prior to the issuance of this RFP. This blueprint has been internally approved and contains the critical requirements and processes for this contract. The Blueprint contain a proposed list of RICEFW objects required to implement the blueprint scope. HISD understands a chosen implementer will require further blueprinting/validation of the information contained in the blueprint. The expectation is that the project will require minimal time/effort devoted to blueprinting activity. The blueprint developed internally by HISD is included as Appendix A to this scope of work and serves as the Requirements for this project. HISD requires the Proposer to include in their response their project methodology and explain how they will integrate the previously developed blueprint. The Proposer is expected to update the existing blueprint or issue a new blueprint if the current blueprint is unacceptable. The proposer is responsible for

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validating and adjusting the RICEFW list to accommodate their final solution and is responsible for all development required of the SBP solution. The project management components that the Proposer will be responsible for include, but are not limited to, the project management areas as follows:

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

▪ Timelines - Proposer will address provide a detail timeline for each project task identified on the project plan. Changes to timelines will be communicated to the HISD Project manager for review and approval

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

▪ Dependency Management – Proposer 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 – Proposer will provide a comprehensive approach to managing scope and scope changes.

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

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

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

▪ Project Rigor – Proposer may use their own Project Management Tool for any activity that is managed internally by them; however, Proposer 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 Proposer’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

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• Provider must follow the project processes below and must provide, in collaboration with HISD Project Manager, at minimum, the District-required deliverables shown below within the Project Management Tool and Project Attachments should be maintained and stored in the repository for inclusion within the project deliverables.

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

GATE Approval Process

Gate 1: Phase 1: Initiate (Develop scope and project charter)

Gate 1: Phase 2: Analyze (Develop requirements and gain consensus)

Gate 2: Phase 3: Design (Define how by requirements)

Gate 3: Phase 4a: Construct (Build)

Gate 3: Phase 4b: Test (Validate and approve)

Gate 4: Phase 5: Deploy (Implement)

Gate 5: Phase 6: Operate (Sustain and gain value)

Gate 5: Phase 7: Retire (Archive and eliminate)

See above table for various Phases and Gates involved in the IT Project process. Provider will utilize the District’s Project Management methodology and templates and must adhere to a proven, comprehensive, repeatable and rich implementation methodology to streamline projects. The project must be managed according to the process established by HISD IT. The above diagram also denotes the various deliverables/artifacts that must be produced at each phase. Provider will ensure the delivery of all artifacts on time and will subsequently incorporate HISD comments/suggestions before finalizing the documents/artifacts. All artifacts and deliverables listed under each of the above phases must be prepared by the Provider and submitted to HISD for review and approval. HISD may suggest changes or return the document for not meeting the required quality. Provider must incorporate all comments and suggestions by HISD and produce a final document for approval. The project schedule should indicate draft date, review period, and the date for producing the final document. The HISD IT Project Manager will seek Gate Approval at the completion of each Gate after ensuring that the provider has completed all activities and provided the final versions of all deliverables, thus confirming readiness for the Gate Review.

2.4 PROJECT ARTIFACTS:

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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 must

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 prior to finalization by "R".

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

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

Artifacts and/or Activities

Proposer

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 Accountable Consulted

Testing Strategy Accountable Consulted

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Proposer

HISD

Rollout Strategy (including phased in rollout) Accountable Consulted

Knowledge Transfer Strategy Accountable Consulted

Business Requirements Document Accountable Consulted

Fit-Gap Analysis Plan Accountable Consulted

Functional Requirements Document

Accountable Consulted

Technical Requirements Document


Business Blue Print Document (Validating/Completion of Blueprint)


Business Process Master List


Functional Specifications


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


Testing Plan (addresses all in-scope test levels) Accountable Consulted

Training Plan


Security Plan Accountable Consulted

Requirements Traceability


Design of Security Roles (Mapping, Development, Testing)


Configuration Accountable Consulted

Development (RICEFW including BW Content, Report Development, Excel and Web based Forms)


Test Cases and Scenarios Accountable Consulted

Unit Testing of Configuration & Developments Accountable Consulted

Integration Testing Accountable Consulted

Stress Testing/Performance Testing Accountable Consulted

User Acceptance Test complete with Business sign-off Consulted Accountable

Rollout Plan Accountable Consulted

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Proposer

HISD

Knowledge Transfer Accountable Consulted

Production Cut-over Accountable Consulted

Production support plan Consulted Accountable

Production Support – Stabilization 2 month on site, remote until end of budget cycle


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


Proposer

HISD

Business Process Procedures – Definition Accountable Consulted

Business Process Procedures – Writing Accountable Consulted

Training Kick-Off presentation Accountable Consulted

Training Plan & Schedule Accountable Consulted

Training Curriculum Accountable Consulted

Training Materials • Quick Reference Guide(s) • Comprehensive User Manual • Comprehensive Instructor Guide • Exercise Guides • Web-based/Online Video(s)


Training Environment Accountable Consulted

End user training Accountable Consulted

Initial System Training of Training Team Accountable Consulted

QA Tester Training Accountable Consulted

Roadshows Consulted Accountable

Sneak-Peak Videos Accountable Consulted

Training documentation in Microsoft Word format for editing with HISD brand content


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Proposer

HISD

Knowledge Transfer Plan for sustainability of support and training.


Knowledge Transfer to HISD SMEs and IT Trainers and Service Desk Agents


Organizational Change Management Plan Consulted Accountable

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

Consulted Accountable

Implement focus groups, road shows and demonstrations


Creation and identification of super user group network


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 will mark the completion of a grouping of activities and/or artifacts.

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

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

• Proposer Project Manager delivers deliverable to District Project Manager.

• The District Project Manager will log the Deliverable into the district’s Project Management Tool to memorialize date and time of delivery,

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

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• Requests for change or revisions will be given to Proposer Project Manager and logged into the District’s Project Management Tool within five (5) days of District/Proposer meeting.

• Proposer 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. When a Deliverable has satisfied the acceptance criteria, HISD shall give Proposer written notice / email thereof and such Deliverable shall be deemed to be accepted. If written notice / email 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 Price Schedule 1 and 2 and inserted in Tab 7 as well as the original Excel formatting and included on the submitted USB.

2.7 PAYMENT SCHEDULE AND PROCEDURES: The SAP Budgeting and Planning 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 Proposer. The amount of the invoice will equal the amount stated in the Pricing Schedules 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 Construct/Test Phase. Thus, the total payment will equal the amount agreed to in the contract with HISD and Proposer. The pricing for a Deliverable is inclusive of all overhead and out of pocket expenses, including but not limited to travel expenses and training. Proposer 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 Proposer 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

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• 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

Design Phase:

• Functional Requirements Document

• Technical Requirements Document

• Business Blueprint 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 (RICEFW including BW Content, Report Development, Excel and Web based Forms)

• Test Cases and Scenarios

• Complete Unit Testing of Configuration and Developments

• Complete Integration Testing

• Stress Testing/Performance 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 2 months on site, remote until end of budget cycle

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• Complete any remaining documentation required for milestone payment

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

Planning Phase:

• 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) • Knowledge transfer strategy document and plan

<PROPOSER 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 Proposer 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 Proposer delivers an invoice to the District, the invoice will include the Proposer’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 Proposer’s address as set forth

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

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All pricing is inclusive of travel and all related Proposer costs. Proposer 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 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. The Proposer must demonstrate they are able to perform the required services agreed upon with the District. 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 District’s satisfaction, then 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. There will be an optional second round of evaluation for the top scoring vendors, based on the results of the Round 1 evaluations. The second round would be via invitation only, and vendors are being asked to prepare to provide an in-person presentation based on the criteria outlined in section 2.9 (Presentation) of the 19-07-11 Part II document. The questions that will be asked during the second round of evaluations will be sent to the top vendors of round one, via the contact information provided with their bid. HISD Purchasing Services will contact these top vendors approximately ten calendar days before the scheduled presentation date to confirm they have been selected to advance. HISD has the option to forego this optional second round and award vendors based the results the round one.

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ROUND 1 CRITERIA SCORING (Vendor Bid):

Criteria #

Criteria Description Weighted Value

1 the purchase base price 30%

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

10%

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

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

25%

5 the Proposer’s past relationship with the District 0%

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

0%

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

0%

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

0%

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ROUND 2 CRITERIA SCORING (Vendor Presentation):

Criteria

#

Criteria Description Weighted Value

1 overall presentation quality 30%

2 overall knowledge of the proposer team 30%

3 quality of the responses to HISD’s presentation questions 40%

2.9 PRESENTATION: Only selected vendors will be asked to present a summary of their proposal

to the selection committee. The presentation meeting will be up to four hours in length and will allow the Proposer to showcase the advantages of their proposal and demonstrate the strengths of the Proposer’s firm. The Proposer will be expected to answer questions on their RFP response. The structure and format of the presentation will be provided after the submittals are reviewed. The presentation is tentatively scheduled to occur on 2/13/2019. This may change at the discretion of the district.

APPENDIX A – BLUE PRINT

Please see attachment labeled “Appendix A”. Appendix A consists of two documents. These are “19-07-11 Appendix A – HISD SBP Blueprint.pdf” and “19-07-11 Appendix A – HISD SBP Blueprint - RICEFW List”

APPENDIX B-HISD IT Training Requirements Please see attachment labeled “Appendix B” 19-07-11. Appendix B consists of a document “Appendix B - Training Delivery Methods.doc”

request for proposals · sap budgeting and planning part ii ... questions concerning the rfp will...

Documents