163641512200910-003 peoplesoft upgrade services

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RFP 10-003Specification No. 09-918-71

DATE: November 2009

Page 2 of 14

4. CONFLICT OF INTEREST

4.1. Effective March 1, 2006, Chapter 176 of the Texas Local Government Code (House Bill 914) requires that any

vendor or person considering doing business with a local government entity disclose the vendor or person's

affiliation or business relationship that might cause a conflict of interest with a local government entity. The

Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us.

Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. If mailing

a completed form, please mail to:

City of Round Rock

City Secretary

221 East Main Street

Round Rock, Texas 78664-5299

4.2. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in

the disqualification of the vendor's proposal.

5. CITY CONTACT: All responses for Request for Proposals (RFP), as well as any questions, clarifications or requests for

general information are to be directed to:

Randy Barker

Purchasing Supervisor221 East Main Street

Round Rock, TX 78664-5299

Telephone (512) 218-3295

Fax (512) 218-7028

[email protected]

5.1. The individual above may be contacted for clarification of the specifications of this Request for Proposals only. No

authority is intended or implied that specifications may be amended or alternates accepted prior to closing date

without written approval of the City. Under no circumstances will private meetings be scheduled between Proposer

and City staff.

6. EX PARTE COMMUNICATION:

6.1. Please note that to insure the proper and fair evaluation of a proposal, the City prohibits ex parte communication

(e.g., unsolicited) initiated by the Proposer to a City Official or Employee evaluating or considering the proposals

prior to the time a formal decision has been made. Questions and other communication from vendors will be

permissible until 5:00 pm on the day specified as the deadline for questions. Any communication between Proposer

and the City after the deadline for questions will be initiated by the appropriate City Official or Employee in order to

obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Ex parte

communication may be grounds for disqualifying the offending Proposer from consideration or award of the

solicitation then in evaluation, or any future solicitation.

7. PROPOSAL SCHEDULE:

7.1. It is the Citys intention to comply with the following proposal timeline:

7.1.1. Request for Proposals released November 7, 2009

7.1.2. Pre-Proposal Conference Call November 18, 2009

7.1.3. Deadline for questions December 2, 2009

7.1.4. City response to all questions/addendums December 9, 2009

7.1.5. Responses to RFP due by 3:00 p.m. December 15, 2009

NOTE: These dates represent a tentative schedule of events. The City reserves the right to modify these dates at

any time, with appropriate notice to prospective Proposer.

7.2. All questions regarding the RFP shall be submitted in writing (either electronically, fax, or regular mail) by 5:00 pm

on December 2, 2009 to above named City Contact. All interested firms will be provided with a copy of the

questions submitted and the Citys response. Questions shall be submitted to the contact named above.


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8. PRE-PROPOSAL CONFERENCE CALL:

8.1 The City will conduct a Pre-Proposal Conference Call for all interested Proposers to familiarize them with the

requested services and to give all potential Proposers an opportunity to ask questions they may have concerning this

service. Agenda, instructions and contact information will be released by the City to all known interested firms via

email on Friday, November 13, 2009 and posted on the City website www.roundrocktexas.gov/bids by 5:00 p.m.

Date: Wednesday, November 18, 2009

Time: 2:00 3:00 p.m., CDT

9. PROPOSAL DUE DATE:

9.1. Sealed proposals are due no later than 3:00 p.m., December 15, 2009 to the office of the Purchasing Department.

Mail or carry sealed proposals to:

City of Round Rock

Attn: Randy Barker


Round Rock, Texas 78664-5299

9.2. Proposals received after this time and date will not be considered.

9.3. Sealed proposals shall be clearly marked DO NOT OPEN RFP 10-003 PeopleSoft Upgrade Services.

9.4. Facsimile or electronically transmitted proposals are not acceptable.

9.5. Each proposal and each proposal variation shall be submitted in one (1) original and three (3) copies.

10. PROPOSAL SUBMISSION REQUIREMENTS: Interested and qualified firms or teams shall:

10.1. Submit one (1) original and three (3) copies of materials that demonstrate their experience in performing projects of

this scale and complexity.

10.1.1. Additionally, the City requests inclusion of an electronic copy of the proposal in PDF format identical to

original submittal. Electronic copy is preferred in CD/DVD media.

10.2. Documentation shall include:

10.2.1. Identification of the firm/team responding to the RFP to include a brief summary of team member

experiences.

10.2.2. A summary demonstrating the firms/teams qualifications to satisfy all the technical areas identified in the

specification.

10.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the

City. The list should include the project location, client, services provided by your firm for the project,

term of sponsorship and an owner contact name.

10.2.4. Project timeline outlining the steps the firm would take in the implementation of the project.

10.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that

have utilized the same or similar product and services within the last 3 years. References may be checked prior toaward. Any negative responses received may result in disqualification from consideration for award. Failure to

include references with submittal may result in disqualification from consideration for award.

10.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the

subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to

any work being performed.


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15. ASSURANCES, ERRORS, AND OMISSIONS:

15.1. A brief statement providing assurances that the Proposer shall be cognizant of, comply with and enforce all

applicable Federal, State and Local statutes and ordinances and a description of the proponents methodology for

handling errors and omissions in the project management and implementation as part of this project.

16. CONFIDENTIALITY OF PROPOSAL CONTENT:

16.1. All proposals submitted in response to this RFP shall be held confidential until an agreement is awarded. Following

the agreement award, proposals are subject to release as public information unless the proposal or specific parts of

the proposal can be shown to be exempt from the Texas Public Information Act. Proposers are advised to consult

with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or

any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on

behalf of potential Proposers.

16.2. If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The

Proposer shall stamp in bold red letters the term "CONFIDENTIAL" on that part of the proposal, which the

Proposer believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All

proposals and parts of proposals that are not marked as confidential will be automatically considered public

information after the agreement is awarded.

17. CLARIFICATION OF PROPOSALS:

17.1. The City reserves the right to request clarification or additional information specific to any proposal after all

proposals have been received.

18. EVALUATION CRITERIA: All proposals received shall be evaluated based on the best value for the City by considering

all or part of the criteria listed below, as well as any relevant criteria specifically listed in the solicitation:

18.1. Price;

18.2. Long-term cost to the City to acquire Proposers goods and services;

18.3. The extent to which the goods or services meet the Citys needs;

18.4.

Completeness, technical competence and clarity of the proposal;18.5. Project process and outline;

18.6. Compliance with requested form and information;

18.7. Reputation of the Proposer and the Proposers services;

18.8. Technical expertise;

18.9. Client list/sponsor reference and experience;

18.10. Proposers past relationship with the City. All vendors will be evaluated on their past performance and prior

dealings with the City to include, but not limited to, failure to meet specifications, poor quality, poor workmanship,

late delivery.

19. EVALUATION PROCESS:

19.1. A committee comprised of City Staff and others as appropriate will review the responses to the RFP and maydevelop a short list of firms/teams.

19.2. Interviews and/or demonstrations may be conducted with any responding firms/teams to discuss their qualifications,

resources, and availability to provide the services requested.

19.2.1. Upon completion of the evaluation, the selection committee may recommend a firm/team for the project

identified.

19.2.2. An agreement with the recommended firm/team for the project will then be negotiated. This process will

be completed with the City Councils authorization to the Mayor for the execution of the agreement or the

execution of the agreement by the City Manager.


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19.3. The City will not provide compensation or defray any cost incurred by any firm related to the response to this

request. The City reserves the right to negotiate with any and all persons or firms. The City also reserves the right

to reject any or all proposals, or to accept any proposal deemed most advantageous, or to waive any irregularities or

informalities in the proposal received, and to revise the process and/or schedule as circumstances require.

PART II

GENERAL TERMS AND CONDITIONS

1. AGREEMENT:

1.1. The term of the Agreement resulting from the solicitation shall be until full and satisfactory completion of the work

specified herein is achieved.

1.2. The Agreement shall remain in full force and effect unless and until it expires by operation of the term negotiated

between the City and Vendor during the contractual process or until terminated or extended as provided.

1.3. The City Manager reserves the right to:

1.3.1. Review the following at the end of each twelve-month review period or renewal:

1.3.1.1. Vendor performance;

1.3.1.2. Price;

1.3.1.3. Continuing need;

1.3.1.4. Advancements in technologies and/or service;

1.3.1.5. Funding as appropriated by governing body.

1.3.2. The City may terminate the Agreement with or without cause or may continue through the next twelve-

month review or renewal period.

1.3.3. Proposer shall include expected Agreement term relative to cost elements in proposal.

2. PRICE: The agreement price shall be firm for the duration of the agreement or extension periods except as provided for in

paragraph below. No separate line item charges shall be permitted for either proposal or invoice purposes, which shall

include equipment rental, demurrage, costs associated with obtaining permits or any other extraneous charges.

2.1. Proposal pricing shall reflect individual cost elements specific to each phase of the identified project as outlined.

3. INTERLOCAL COOPERATIVE CONTRACTING: Other governmental entities within the State of Texas may be extended

the opportunity to purchase off of the Citys solicitation, with the consent and agreement of the successful vendor(s) and the City.

Such consent and agreement shall be conclusively inferred from lack of exception to this clause in vendors response. However,

all parties indicate their understanding and all parties hereby expressly agree that the City is not an agent of, partner to, or

representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise

out of such independently-negotiated piggyback procurements.

4. INDEMNIFICATION: The successful Proposer shall indemnify, save harmless and exempt the City, its officers, agents

servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs,expenses, attorney fees and any and all other costs or fees incident to any work done as a result of this quote and arising ou

of a willful or negligent act or omission of the successful Proposer, its officers, agents, servants, and employees; provided,

however, that the successful Proposer shall not be liable for any suits, actions, legal proceedings, claims, demands, damages

costs, expenses and attorney fees arising out of a willful or negligent act or omission of the City, its officers, agents, servants

and employees, or third parties.

5. INSURANCE: The successful Proposer shall meet or exceed ALL insurance requirements set forth by the City as identified

in Attachment A to the specifications. Any additional insurance requirements of participating or cooperative parties will be

included as subsequent Attachments and shall require mandatory compliance.


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6. VENUE: The agreement shall be governed by and construed in accordance with the laws of the State of Texas. Venue shall

be in the applicable court, Williamson County, Texas.

7. DISCLOSURE OF LITIGATION:

7.1. Each Proposer shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation

pending which involves the Proposer or in which the Proposer has been judged guilty.

8. RIGHT TO REPRODUCE DOCUMENTATION AND OTHER INFORMATION:

8.1. The City shall have the right to reproduce any and all manuals, documentation, software or other information stored

on electronic media supplied pursuant to the agreement at no additional cost to the City, regardless of whether the

same be copyrighted or otherwise restricted as proprietary information; provided, however, that such reproductions

shall be subject to the same restrictions on use and disclosure as are set forth in the agreement.

8.2. The Awarded Proposer agrees to execute any non-exclusive copyright assignments or reproduction authorizations

that may be necessary for the City to utilize the rights granted in this subparagraph.

9. INDEPENDENT CONTRACTOR:

9.1. It is understood and agreed that the Contractor shall not be considered an employee of the City.

9.2. The Contractor shall not be within protection or coverage of the Citys Worker Compensation insurance, Health

Insurance, Liability Insurance or any other insurance that the City from time to time may have in force and effect.

PART III

SPECIFICATIONS

1. SCOPE OF WORK:

1.1. The City intends to upgrade the current PeopleSoft Financial System 8.4 to release 9.0. Phase I will include

upgrade of core functionality and implementation of the eProcurement module with an expected Go-Live date ofSeptember 8, 2010.

1.1.1. The City recognizes the anticipated release of PeopleSoft 9.1 during the first quarter of calendar year

2010. The City reserves the right to entertain and pursue options upon release of PeopleSoft 9.1 to shift

implementation of upgrade into Phase I, creating a direct upgrade from 8.4 into release 9.1. Such action

will be determined through consultation and recommendation of selected Vendor in relation to impact on

projected timeline.

1.1.2. For purposes of response to this solicitation, Proposers shall assume Phase I upgrade will be from current

8.4 to release 9.0.

1.2. The City is considering a future upgrade that may include implementation of additional modules per Phase II

Upgrade as identified below.

1.3. The scope of work includes time for Proposer to conduct fit gap analysis and present recommendations to

incorporate additional functionality for both Phase I and Phase II upgrades.

1.4. The proposed scope of the upgrade project includes:

1.4.1. Project planning and management;

1.4.2. Incorporating any required module customizations;

1.4.3. Providing report development and customizations;

1.4.4. Providing Unit Testing before delivery;

1.4.5. Providing knowledge transfer to the Citys functional and technical Subject Matter Experts (SMEs);

1.4.6. Providing post-implementation support;


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1.4.7. Assisting the City in archiving data prior to upgrade in order to reduce the size of the database and amount

of data to be converted; and

1.4.8. Assisting the City in converting existing data from 8.4 to release 9.0.

1.5. The City recognizes that multiple options exist to meeting the project scope. Possible solutions include but are not

limited to:

1.5.1. City hosts hardware and software;

1.5.2. Vendor hosts hardware and software.

1.6. Proposers are encouraged to provide alternatives and options in their proposals that may create operational

efficiencies, cost savings, or service improvements for the City.

1.6.1. All alternatives and options may be considered;

1.6.2. Alternative pricing shall also be included.

2. PHASE I UPGRADE:

2.1. Phase I is intended as a technical upgrade of core functionality from current 8.4 to release 9.0 and the addition of

the PeopleSoft eProcurement module.

2.1.1. As noted in Scope of Work, 1.1.1; the City may consider a direct upgrade to release 9.1 pending timing ofPeopleSoft release in calendar year 2010.

2.2. Current core modules in 8.4 are:

2.2.1. Accounts Payable (AP)

2.2.2. Asset Management (AM)

2.2.3. General Ledger (GL)

2.2.4. Purchasing (PO)

3. PHASE II UPGRADE:

3.1. Phase II is intended to include an upgrade from release 9.0 to release 9.1 and may include one or more of thefollowing modules:

3.1.1. Accounts Receivable

3.1.2. Billing

3.1.3. Cash Management

3.1.4. Contracts

3.1.5. Enterprise Portal (PeopleSoft)

3.1.6. Expenses

3.1.7. Hyperion

3.1.8. Oracle User Productivity Kit

3.1.9. Project Costing

3.1.10. Strategic Sourcing

3.1.11. Supplier Contract Management

3.2. Selected Vendor shall suggest a sequence of module implementations based on experience and City core

requirements.


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4. OPERATING ENVIRONMENT:

4.1. Current Environment

4.1.1. PeopleSoft Financial Supply Chain Management (FSCM) 8.4

4.1.2. Database Server

4.1.2.1. Dell PE2850 with 2 dual core 3.6 GHz processors, 4 GB of Random Access Memory (RAM),

and local storage4.1.2.2. Operating System: Microsoft Windows Server 2003 Standard Edition Service Pack (SP)1

4.1.2.3. Database: Oracle 9i (9.2.0.8)

4.1.3. Application Server, Process Scheduler and Web Server

4.1.3.1. Dell PE2650 with 2 dual core 2.6GHz processors, 2 GB of RAM, and local storage

4.1.3.2. Operating System: Microsoft Windows Server 2003 Standard Edition SP1

4.1.3.3. PeopleTools 8.48.17

4.2. Future Environment

4.2.1. PeopleSoft FSCM 9.0

4.2.2. Platform: VMWare Clustered Host with High Availability (HA) and Dynamic Resource Scheduling(DRS). Each host has 2 quad core processors and 32 GB of Memory, 6 Network Interface Connectors

(NICs) and a Host Bus Adapter (HBA) connection to a Compellent Storage Array Network (SAN).

4.2.3. Virtual Machines (VMs): a VM shall be created for each required application i.e. Database, Application

Server, Web Server, Process Scheduler and Reverse Proxy Server. The Application Server and Database

Server shall be set up to always run on the same host.

4.2.3.1. VMs can be configured with 2 or 4 processors and 2 to 4 GB RAM (more can be allocated if

needed), 40GB thin provisioned virtual drive for the operating system and Raw Device Mapped

Drives on the SAN for additional Storage. All VMs shall be contained in a VMware File System

(VMFS) datastore on the SAN.

4.2.3.2. Guest Operating System: Microsoft Windows Server 2008 Standard Edition

4.2.3.3. Database: Oracle 10g (10.2.0.3)

4.2.3.4. PeopleTools: 8.5

5. PROJECT MANAGEMENT:

5.1. The selected Vendor shall provide a project manager for the duration of the project. The duties of the project

manager include general administrative duties associated with the Project Management Body of Knowledge

(PMBOK) methodology. The project manager shall work closely with the City Finance and Information Technology

Department to develop a project charter, project plan, statement of work, detailed work breakdown structure, task

durations and dependencies matrix and risk management plan.

5.1.1. Project reports: Prepare and submit weekly progress reports to the City. Progress reports shall briefly

summarize progress of work tasks, key decisions which require input from or discussion with the City

staff, project adherence to schedule, and a list of problems or unresolved issues. Vendor staff shall

maintain an issues list, identifying the issue, date it was known as an issue, person responsible for

solution, date solution required, and date solution implemented.

5.1.2. Meetings and presentations: Participate in meetings with City staff including an initial meeting,

monthly progress meetings (at a minimum), and follow up meetings as required.

5.1.3. Utilization of all features of the system: Vendor shall recommend Best Practices in utilization of system

features as well as ways to streamline any process using the software. Based upon recommendations, the

City will decide whether to proceed with the recommendations. Project Manager shall include

recommended changes into the project scope.


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6. PLANNING AND FIT/GAP ACTIVITIES:

6.1. Project Planning and Organization

6.1.1. During each phase of the project, selected Vendor shall work with City personnel to establish a framework

to ensure success. The following activities shall be performed:

6.1.1.1. Provide a Project Implementation Plan showing key milestones that support a critical Go-Live

date.

6.1.1.2. Complete and refine the project management materials, including the project implementation

plan, staffing plan, and other transition plans.

6.1.1.3. Clarify basic project structure, to include expected roles and responsibilities for both the Vendor

and the City.

6.1.1.4. Conduct kickoff meeting to brief team members on their expected roles. Vendor shall provide

City staff with a detailed project schedule prior to conclusion of the second week of Planning

Phase that indicates required levels of participation to facilitate involvement of key resources.

6.1.1.5. Meet with the Citys Project Team and/or other management stakeholders to brief them on the

project objectives and strategy.

6.1.1.6. Confirm all technical assumptions and determine the key technical architecture prior to

reviewing functional requirements.6.2. Functional Review

6.2.1. A functional review shall take place during Phase I, parallel to other activities. The functional review

shall begin immediately after the project implementation plan is in place. Vendor shall provide clear

direction and identification of functional differences between 8.4 and release 9.0.

6.2.2. During the functional review, Vendor shall lead the project team in the following activities:

6.2.2.1. Introduce and assess new version features and functionality;

6.2.2.2. Confirm the Citys custom modifications for evaluation in detail in comparison with the new

functionality;

6.2.2.3. Review and recommend new functionality and customizations that may enhance Best Practices,

to include report development;

6.2.2.4. Identify potential functionality gaps; and

6.2.2.5. Review and recommend Best Practices for connectivity via the PeopleSoft Portal to PeopleSoft

Financials via intranet and internet connectivity.

6.3. Modification Analysis

6.3.1. Vendor shall lead the project team in running scenarios of business transactions on the new system. From

this activity, the Vendor team shall document any new to be processes, and make note of any additional

functionality gaps that emerge. The Vendor team shall then conduct another review of the identified gaps,

and the City will determine if existing customizations are still critical to the operation of the system. Any

gaps remaining after re-engineering, workarounds or elimination of unnecessary customized features shall

be addressed by system modification.

6.3.2. Vendors functional analyst shall analyze each gap and prepare a design document for the modification inconsultation with the implementation team and the technical analyst. The design document defines the

approach for changing the system to satisfy the underlying requirement, and includes an estimate for hours

required to make this modification. The City will expedite the review of these designs.

6.4. Knowledge Transfer and Change Management

6.4.1. Vendor shall assist the City in adapting to the cultural, procedural, and technology changes introduced by

release 9.0 by beginning knowledge transfer from start date. The Change Management Plan is a Phase I

deliverable that includes the following information:

6.4.1.1. List of individuals affected by change (stakeholders);


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6.4.1.2. List of changes these individuals will undergo to support new processes, and any gaps they have

in undertaking the PeopleSoft transformation; and

6.4.1.3. A plan to target how to fill gaps, through knowledge transfer, training, communications,

sponsorship, etc.

7. TESTING:

7.1. During this phase, the business process scenarios developed in the functional review are used again for

comprehensive system testing. The Vendors functional analyst shall coordinate the testing process with the City, but

the entire project team will be involved in this activity.

7.2. The Vendor, with City assistance, shall develop test scripts based on best practices and functionality requirements of

the City. A set of the test scripts shall become the property of the City. Detailed testing results shall be reported to

the City.

7.3. When system testing is complete and the results verified, Vendor shall initiate the final round of acceptance testing

prior to moving over to production. The endpoint of this final round of testing is acceptance of the system by the

City. When this has been accomplished, Vendor shall begin the final upgrade to the Production Environment. This

move shall be conducted in conjunction with the City user activities to minimize disruption.

8. TRANSITION/DEPLOYMENT ACTIVITIES:

8.1. During this period, prior to deployment, Vendor trainers shall hold sessions with the City end users to acquaint them

with the differences between 8.4 and release 9.0. All initial end user training shall be complete before the system is

moved to production.

8.2. Training Development

8.2.1. While the technical team is completing the upgrade, Vendor shall outline the differences between 8.4 and

release 9.0 and customize associated training material templates.

8.3. Post-Implementation Activities

8.3.1. To assist the City in any issues that may arise after the cutover to the new system, selected Vendor shall

provide on-site support as needed from the same Vendor staff members who worked on the

implementation. This staff will be directed and managed by the City, and can be used for help desksupport, issue investigation and resolution, and planning for additional system functionality or features.

9. TRAINING:

9.1. The selected Vendor shall provide training as follows:

9.1.1. Vendor shall train City employees who use the software in the differences between 8.4 and 9.0:

9.1.1.1. All users in Finance shall require training. As of November 1, 2009, there are 30 users in

Finance.

9.1.1.2. There are 7 users in Information Technology as of November 1, 2009, who shall require training

in all functions of the software.

9.1.1.3. Other City employees shall require training in GL Inquiry, PO Receiving, and PO Requester.

9.1.2. Vendor shall provide all PeopleSoft application training for City personnel.

9.1.3. Database changes: Vendor shall train City staff in the aspects of the Oracle database that have changed

so that City staff can properly maintain the database in applying patches, updates, or anything required of

Oracle.

9.1.4. Back-up and recover features in Oracle: Vendor shall train City staff in back up and recovery features

of the software and the database.

9.1.5. Training documentation: Vendor shall develop and provide training documents based on best practice

processes identified during implementation.


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10. PROJECT ASSUMPTIONS:

10.1. The following assumptions apply to the scope, execution, and deliverables for this project:

10.1.1. The City will share project management responsibilities with Vendor and jointly manage the tasks

according to the detailed project implementation plans. The City will assign one full time employee to

function as project manager. Vendor and the City will work together to achieve the objectives of this

project, to include but not limited to:

10.1.1.1. Make key decisions regarding the overall direction of the project, including but not limited to

decisions concerning system design; controls and system procedures to be implemented; project

scope and timetable;

10.1.1.2. Provide guidance and ongoing support to the teams;

10.1.1.3. Participate in regular project leadership and team meetings;

10.1.1.4. Assess and manage project risk;

10.1.1.5. Resolve escalated issues;

10.1.1.6. Assess the impact of proposed changes in scope and make final decision on change requests; and

10.1.1.7.

Facilitate availability of proper resources to achieve implementation capabilities.10.1.2. Management involvement: Managers for the departments affected by these upgrades will be actively

involved in the project. They will participate in all significant decisions affecting their respective area,

and, where appropriate, provide resources to complete specific tasks that have been assigned to their

department.

10.1.3. Resource commitment: The City will have fulltime and part-time resources (the City team leads, super

users, network administrators, and business users) available as required. Team leads/super users are

experienced City resources that will drive this implementation process and guide the efforts of subordinate

team members. In order to support the new systems after implementation, the City will allocate team

leads/super users that will participate throughout the initiative. Refer to the City Staffing Matrix

(Attachment B) for a description of the experience levels currently present from the City team leads/super

users.

10.1.4. Hardware/software installation: Vendor (with assistance from the City) shall be responsible forsoftware installation and configuration. The City (with assistance from the Vendor) will be responsible for

detailed hardware tasks and determining technical and hardware direction and requirements related to

PeopleSoft. This includes set-up of any new hardware, connectivity to the user desktops, cabling and

configuration of user workstations.

10.1.5. Help Desk: The City will provide a central point-of-contact responsible for all Help Desk issues during

the testing and post go-live support phase of the project in order to centrally control issues. Vendor shall

utilize the Citys internal Help Desk.

10.1.6. Data protection:

10.1.6.1. Proposer acknowledges that the City and/or its affiliates:

10.1.6.1.1. Are the controller(s) of any City, affiliate, or third party data or databases accessed

and/or processed by Vendor in the course of performing the Services, including, butnot limited to, data relating to individuals (the Data); and

10.1.6.1.2. Will be solely responsible to third parties for such Data, including, but not limited to,

the individuals to whom the Data relate and City and affiliate personnel.

10.1.6.2. The City represents and warrants to Proposer that all Data processing and transfers

between the City, its affiliates and selected Vendor will be conducted in full

compliance with any laws or regulations applicable to the protection of data.

10.1.6.3. It is further acknowledged that the City and its affiliates are solely responsible for

providing Vendor with directions and instructions relating to any laws or regulations

applicable to the protection of data, upon which directions and instructions Vendor


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shall rely exclusively when accessing and processing Data in performing the

Services.

10.1.6.4. In addition, the City shall be solely responsible for determining the existence of, and

complying with, any laws or regulations applicable to the protection of data as they

may apply to Vendor deliverables.

10.1.7. Process redesign: The project utilizes industry best practices for process redesign. In essence, much of

what is currently best practice will become the base specification for the new financial systems. It isassumed that any major redesign of finance operations will occur in potential future projects.

10.1.8. Issue resolution: Timely resolution of project issues shall be a critical success factor given the project

timeframe. Selected Vendor and the City will work together to identify, document and resolve any

potential functional, technical or other project related issues. The City will make final decisions regarding

outstanding project issues in no more than five business days.

10.1.9. Material business changes: No City acquisitions, mergers or reorganizations will occur during the

project other than what is discussed with the project planning team The City does not foresee changes in

their core business, significant deviation from current markets serviced, production or distribution patterns

that may impact the validity or appropriateness of the project estimates.

10.1.10. Access to management and staff: The project team will have timely access to all appropriate City

management and staff personnel (both functional and technical) on an as-needed basis.

10.1.11. Suitability and usability of system: The City has sufficiently evaluated the functionality of PeopleSoft

and is satisfied that it meets the Citys key business requirements.

10.1.12. User training: The City will provide baseline computer training (e.g., Windows, Excel, etc.) prior to the

rollout of PeopleSoft upgrade to all employees who will utilize the system and who lack proficiency in

these areas. Vendor is not responsible for delivery of such training.

10.1.13. Vendor support: Vendor shall follow City procedures for dealing with PeopleSoft related issues. Vendor

will be provided access to Oracle support in order to follow-up and manage vendor software issues.

10.1.14. Custom interfaces. The City currently utilizes several import interfaces as noted below:

10.1.14.1. The External Flat File function is used to interface with Incode for Utility Billing and

Municipal Court accounts receivables as well as Highline for Payroll functionality. These

interfaces create journals which are posted to the General Ledger.

10.1.14.2. The Spreadsheet Import function is used to interface Procurement Card journal to the

General Ledger.

10.1.15. Software Warranty: Vendor shall not warranty software products or their functionality. Software

selection was based on Citys independent evaluation of the softwares ability to meet the Citys business

requirements.

10.1.16. Hardware acquisition and installation: There will be no delays in the availability of hardware and

software necessary to perform installation and upgrade.

10.1.17. Access to facilities: Vendor project personnel will have reasonable access to City facilities during both

normal business hours and outside normal business hours, as the project requires.

10.1.18. Change request process: Any scope changes shall be documented through a change order process and

signed by both Vendor and City. Additional work shall not be performed in advance without authorizationfrom the City.

10.1.19. PeopleSoft reports and reporting library: Vendor shall update and modify all existing reports and

queries.

10.1.20. Maintenance Packs, Bundles and Patches: The upgrade includes the installation of all maintenance

packs and required bundles and patches to meet both the business needs and PeopleSoft support for the

City.

10.1.21. Production Support: Proposer shall provide production support following the Go-live period over a two-

week period. Should the City require additional support, Vendor shall provide additional services at the

bill rate identified in proposal. The support shall be by telephone or onsite as needed, and can be used for

the following issues:


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DATE: November 2009

Page 14 of 14

10.1.21.1. Technical Errors;

10.1.21.2. Questions regarding the tools set for building the interfaces and customizations;

10.1.21.3. Hardware and Performance Issues;

10.1.21.4. Connectivity; and/or

10.1.21.5. Patches and fixes.

PART IV

INVOICE AND PAYMENT

1. ACCEPTANCE: City will determine successful completion of deliverables as specified. Vendor will be notified if service

provided is not in full compliance with the project scope for corrective action. If any service is canceled for non-acceptance,

the needed service may be procured elsewhere and Vendor may be charged full increase, if any, in cost.

2. INVOICING:

2.1. Vendor shall submit one original and two copies of each invoice referencing the assigned Purchase Order number to

the following address:

City of Round Rock

Attn: Accounts Payable


Round Rock, TX 78664-5299

3. PROMPT PAYMENT POLICY:

3.1. Payments will be made within thirty days after the City receives the supplies, materials, equipment, or the day on

which the performance of services was completed, or the day on which the City receives a correct invoice for the

service, whichever is later. The Contractor may charge a late fee (fee shall not be greater than that which is

permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this

policy does not apply to payments made by the City in the event:3.1.1. There is a bona fide dispute between the City and Contractor concerning the supplies, materials, services

or equipment delivered or the services performed that causes the payment to be late; or

3.1.2. The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely

payment with Federal Funds; or

3.1.3. There is a bona fide dispute between the Contractor and a subcontractor or between a subcontractor and its

suppliers concerning supplies, material, or equipment delivered or the services performed which caused

the payment to be late; or

3.1.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or

agreement or other such contractual agreement.

4. OVERCHARGES:

4.1. Contractor hereby assigns to purchaser any and all claims for overcharges associated with this purchase which arise

under the antitrust laws of the United States, 15 USGA Section 1 et seq., and which arise under the antitrust laws of

the State of Texas, Bus. and Com. Code, Section 15.01, et seq.


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ATTACHMENT A

City of Round Rock

Insurance Requirements


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Page 1 of 4

ATTACHMENT A

CITY OF ROUND ROCK

INSURANCE REQUIREMENTS

1. INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the durationof the contract or purchase order resulting from a response to this bid/Specification insuranceagainst claims for injuries to persons or damages to property which may arise from or inconnection with the performance of the work as a result of this bid by the successful bidder, itsagents, representatives, volunteers, employees or subcontractors.

1.1. Certificates of Insurance and endorsements shall be furnished to the City and approvedby the City before work commences.

1.2. The following standard insurance policies shall be required:

1.2.1. General Liability Policy

1.2.2. Automobile Liability Policy

1.2.3. Workers Compensation Policy

1.3. The following general requirements are applicable to all policies:

1.3.1. Only insurance companies licensed and admitted to do business in the State ofTexas shall be accepted.

1.3.2. Deductibles shall be listed on the Certificate of Insurance and are acceptableonly on a per occurrence basis for property damage only.

1.3.3. Claims made policies shall not be accepted, except for Professional LiabilityInsurance.

1.3.4. Upon request, certified copies of all insurance policies shall be furnished to theCity

1.3.5. Policies shall include, but not be limited to, the following minimum limits:

1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence.

1.3.5.2. Property Damage Insurance with minimum limits of $50,000.00 foreach occurrence.

1.3.5.3. Automobile Liability Insurance for all owned, non-owned, and hiredvehicles with minimum limits for Bodily Injury of $100,000.00 eachperson, and $300,000.00 for each occurrence, and PropertyDamage Minimum limits of $50,000.00 for each occurrence.

1.3.5.4. Statutory Workers Compensation Insurance and minimum$100,000.00 Employers Liability Insurance.

1.3.6. Coverage shall be maintained for two years minimum after the termination of theContract.

1.4. The City shall be entitled, upon request, and without expense to receive copies ofinsurance policies and all endorsements thereto and may make reasonable request for

deletion, revision, or modification of particular policy terms, conditions, limitations, orexclusions (except where policy provisions are established by law or regulation bindingeither of the parties hereto or the underwriter of any of such policies). Upon such requestby the City, the Vendor shall exercise reasonable efforts to accomplish such changes inpolicy coverage and shall pay the cost thereof. All insurance and bonds shall meet therequirements of the bid specification and the insurance endorsements stated below.

1.5. Vendor agrees that with respect to the required insurance, all insurance contracts andcertificate(s) of insurance will contain and state, in writing, on the certificate or itsattachment, the following provisions:


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1.5.1. Provide for an additional insurance endorsement clause declaring the Vendorsinsurance as primary.

1.5.2. Name the City and its officers, employees, and elected officials as additionalinsureds, (as the interest of each insured may appear) as to all applicablecoverage.

1.5.3. Provide thirty days notice to the City of cancellation, non-renewal, or material

changes1.5.4. Remove all language on the certificate of insurance indicating:

1.5.4.1. That the insurance company or agent/broker shall endeavor to notifythe City; and,

1.5.4.2. Failure to do so shall impose no obligation of liability of any kindupon the company, its agents, or representatives.

1.5.5. Provide for notice to the City at the addresses listed below by registered mail:

1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees,and elected officials for injuries, including death, property damage, or any otherloss to the extent same may be covered by the proceeds of insurance.

1.5.7. Provide that all provisions of this contract concerning liability, duty, and standard

of care together with the indemnification provision, shall be underwritten bycontractual liability coverage sufficient to include such obligations withinapplicable policies.

1.5.8. All copies of the Certificate of Insurance shall reference the project name, bidnumber or purchase order number for which the insurance is being supplied.

1.5.9. Vendor shall notify the City in the event of any change in coverage and shallgive such notices not less than thirty days prior notice to the change, whichnotice shall be accomplished by a replacement Certificate of Insurance.

1.5.10. All notices shall be mailed to the City at the following addresses:

Assistant City Manager City AttorneyCity of Round Rock City of Round Rock221 East Main 309 East MainRound Rock, TX 78664-5299 Round Rock, TX 78664

2. WORKERS COMPENSATION INSURANCE

2.1. Texas Labor Code, Section 406.098 requires workers compensation insurance coveragefor all persons providing services on building or construction projects for a governmentalentity.

2.1.1. Certificate of coverage (certificate) - A copy of a certificate of insurance, acertificate of authority to self-insure issued by the Texas Workers CompensationCommission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, orTWCC-84), showing statutory workers compensation insurance coverage forthe persons or entitys employees providing services on a project, for theduration of the project.

2.1.2. Duration of the project - includes the time from the beginning of the work on theproject until the CONTRACTORS /persons work on the project has been

completed and accepted by the OWNER.2.2. Persons providing services on the project (subcontractor) in Section 406.096 - includes

all persons or entities performing all or part of the services the CONTRACTOR hasundertaken to perform on the project, regardless of whether that person contracteddirectly with the CONTRACTOR and regardless of whether that person has employees.This includes, without limitation, independent contractors, subcontractors, leasingcompanies, motor carriers, owner-operators, employees of any such entity, or employeesof any entity, which furnishes persons to provide services on the project. Servicesinclude, without limitation, providing, hauling, or delivering equipment or materials, orproviding labor, transportation, or other service related to a project. Services does not


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2.10.3.2. retain all required certificates of coverage on file for the duration ofthe project and for one year thereafter;

2.10.3.3. notify the OWNER in writing by certified mail or personal delivery,within 10 calendar days after the person knew or should haveknown, of any change that materially affects the provision ofcoverage of any person providing services on the project; and

2.10.3.4. contractually require each person with whom it contracts, to performas required by paragraphs (A thru G), with the certificates ofcoverage to be provided to the person for whom they are providingservices.

2.10.3.5. By signing the solicitation associated with this specification, orproviding, or causing to be provided a certificate of coverage, theContractor is representing to the Owner that all employees of theContractor who will provide services on the project will be coveredby workers compensation coverage for the duration of the project,that the coverage will be based on proper reporting of classificationcodes and payroll amounts, and that all coverage agreements willbe filed with the appropriate insurance carrier or, in the case of aself-insured, with the Commissions Division of Self-InsuranceRegulation. Providing false or misleading information may subject

the Contractor to administrative penalties, criminal penalties, civilpenalties, or other civil actions.

2.10.3.6. The Contractors failure to comply with any of these provisions is abreach of contract by the Contractor that entitles the Owner todeclare the contract void if the Contractor does not remedy thebreach within ten calendar days after receipt of notice of breachfrom the owner.


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10-003 PeopleSoft Upgrade Services

Pre-Proposal Conference Call

Summary of Questions & Comments

Page 1 11/30/2009

QUESTION:

Is the City open to customization?

CITY RESPONSE:Yes

QUESTION:

Does the City plan to upgrade the platform hardware currently being used?

CITY RESPONSE:

No. The City plans to keep the current hardware.

QUESTION:

Regarding the Past Relationship evaluation criteria in the RFP, please list the companies on the

conference call that have done business with the City in the past?

CITY RESPONSE:

In relation to this project, there are none. The firm that assisted in our prior upgrade in 2003 isnot participating. We do have prior experience with several firms participating on other projects,

but none that are applicable to this upgrade project.

QUESTION:

Please detail the number of users that are going to be trained for each module including the coreusers and other City employees referenced in part III of the RFP.

CITY RESPONSE:This request will be addressed in the December 9 th written response from the City.

QUESTION:

Is the City currently operating in production the modules that are listed as part of the Phase IIupgrade?

CITY RESPONSE:

No.

QUESTION:

So the modules listed for Phase II are new deployments of modules that the City is currently notutilizing today in production?

CITY RESPONSE:

Yes, that is correct.

QUESTION:

What interfaces or 3rd party software is used with current system?


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Page 2 11/30/2009

CITY RESPONSE:

External Flat File function is used to interface with Incode for Utility Billing and Municipal

Court and Highline for payroll. The Spreadsheet Import function is used to interface

Procurement Card journal to General Ledger.

QUESTION:

Is the City looking for a business process review or an overview of capabilities of each of the

modules or a full blown Fit/Gap? Informal sessions or formal review?

CITY RESPONSE:

Based on scope of work identified we did include time for a Fit/Gap analysis. Based on ourexperience with PeopleSoft, we were hoping that the proposer would propose whatever would be

required for us to meet our needs going forward. In assessing what we are looking for and in

preparing your proposal, you are welcome to include any options for pricing components or

alternate options.

QUESTION:

Does anyone with the City have experience with Hyperion?

CITY RESPONSE:

No

QUESTION:

Is the City looking at Hyperion for budget purposes?

CITY RESPONSE:Yes

QUESTION:

Integrated with commitment control?

CITY RESPONSE:

Yes

QUESTION:

Do you have an estimated start date for this project?

CITY RESPONSE:

No estimated start date. The City has a Go live date of September 8, 2010. Our desired goal isto have a contract negotiated and presented to our City Council for formal approval by late

January.

QUESTION:

Will the City be responsible for configuring the hardware in the Oracle database?


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Page 4 11/30/2009

QUESTION:

What are your current customizations?

CITY RESPONSE:There are none.

QUESTION:

Can you identify the number of your reports and/or workflows?

CITY RESPONSE:

The City will identify the exact number of either Crystal reports or SQRs that we havecustomized in our response on December 9, 2009.

QUESTION:

What are the intentions around implementing functionality in E-Procurement?

CITY RESPONSE:

To introduce online requisitioning to our organization and the workflow that follows to routerequisitions through the Purchasing Department to completion with issuance of a PO. This will

consist of a user group including employees outside of the Finance Department submitting

requisitions to Finance/Purchasing resulting in the issuance of a Purchase Order.

QUESTION:

Does the City anticipate this to include direct connection to suppliers as well?

CITY RESPONSE:Not a primary focus at this point. The City expects that in Phase II there are some components

that would go hand in hand with that. The City could possibly expect this functionality in Phase

II.

QUESTION:

Is the suggested sequence of module implementations for Phase II being requested up front

before Phase I implementation?

CITY RESPONSE:

Not necessary up front. The Citys goal is to establish partnership with the selected vendor in

Phase I that would result in working together to identify the Phase II sequence.

QUESTION:

Is the City using any of Oracles business intelligence tools or looking into business intelligence

for Phase II?


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Page 5 11/30/2009

CITY RESPONSE:

Yes, the City is looking at the functionality of business intelligence tools. Although we arelicensed for it, we are not currently using them.

QUESTION:Will the City entertain train the trainer or will you expect the consultant to do all training?

CITY RESPONSE:

Yes. We will incorporate train the trainer in some instances. That will evolve out of partnershipdeveloped with the vendor and what works best. We realize that will be some training that we

need to do from a higher level to users in partnership.

QUESTION:

Will on-site support from the vendor for post implementation be capped to a period of time or is

it open ended? Is there an exit measurement that needs to be met?

CITY RESPONSE:

Post support refers to after system acceptance of upgrade. User training is outlined in RFP

section 10.1.12.

QUESTION:

Have requirements been defined for data archiving effort? If so, can you provide data elementsand timeframe to be archived?

CITY RESPONSE:

No, the requirements have not been defined. Our data base is at 25GB. We have not

implemented any archiving but request the vendor to propose recommendations and proceduresto archive data.

QUESTION:

What level of process and/or user documentation does the City currently have in place that willserve as a baseline?

CITY RESPONSE:

The City has a limited user base as well as limited documentation. Processes will need to be

identified and documented before we introduce the upgrade to our organization.

QUESTION:Has the City modified its chart of accounts?

CITY RESPONSE:

No; not that we wont. The City uses standard chart fields.


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QUESTION:

Does the respondent have the choice of responding to the basic requirements of the RFP as wellas adding anything else that they feel that would be of value to the City as it relates to this RFP?

CITY RESPONSE:Yes, the City will consider any alternatives or options that are proposed.

QUESTION:

Is the City asking for both Phase I and II proposed project schedules at this point?

CITY RESPONSE:

Primary focus is Phase I. If you are able to submit anything that addresses Phase II we wouldconsider it but we realize that Phase II schedules are going to be driven by Phase I, funding, etc.

QUESTION:

Does the City have VPN access into environment?

CITY RESPONSE:

Yes.

QUESTION:

Does the City want pricing for Phase II when we arent exactly sure of the requirements at thistime?

CITY RESPONSE:

The City requests pricing on the implementation of modules listed in the RFP realizing that the

sequence of implementation may change and that there are variables that could come into play.We would like pricing for Phase II included.

QUESTION:

Should we assume that Hyperion will be used for Budget or BI warehouse or both?

CITY RESPONSE:

Hyperion will be used for Budget.

QUESTION:

Does the City perform manual testing or are tools used?

CITY RESPONSE:

The city utilizes manual testing.

QUESTION:

What interfaces are currently being used?


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Page 7 11/30/2009

CITY RESPONSE:

External Flat File function is used to interface with Incode for Utility Billing and MunicipalCourt and Highline for payroll. The Spreadsheet Import function is used to interface

Procurement Card journal to General Ledger.

QUESTION:

What type of programs are they?

CITY RESPONSE:

File imports.

QUESTION:

Are all interfaces the same type or are they different?

CITY RESPONSE:

One is an Excel and the others are ASCII file format.

QUESTION:

Are you going to use a Portal line in Phase II imports?

CITY RESPONSE:

Decision has not been made at this point.

QUESTION:

Does the City plan to implement the PeopleSoft Portal?

CITY RESPONSE:We currently have the enterprise Portal version 8.8.

QUESTION:

Does the City plan to update the current Portal to 9.0?

CITY RESPONSE:

Yes

QUESTION:

What kind of Legacy systems does the City currently use?

CITY RESPONSE:

None at this point.

QUESTION:

How many years and volume of data needs to be transferred?


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Page 8 11/30/2009

CITY RESPONSE:

The City has been with PeopleSoft for 11 years and has never purged any data. Our databasecontains 25GB of data.

QUESTION:How many DBAs does the City currently have?

CITY RESPONSE:

The City has one DBA with PeopleSoft experience dedicated to this project.

QUESTION:

Should respondents propose how much DBA support and administrative assistance we wouldsupply for project?

CITY RESPONSE:

We would ask that you propose what you think your firm would do and the commitment youneed from us.

QUESTION:

Please clarify the upgrade of the Enterprise Portal 8.8 to 9 or 9.1. Is this part of the Phase I or

Phase II upgrade?

CITY RESPONSE:

Not included in either. We will do in-house.

QUESTION:

What payment methods are currently used in the Citys Accounts Payable department to submitpayment to a supplier or vendor?

CITY RESPONSE:

Checks and Wire Transfers.

QUESTION:

Does the City use 3rd

party check printing software?

CITY RESPONSE:

No.

QUESTION:

Does the City use 3rd party paper stock?

CITY RESPONSE:

Yes.


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Page 9 11/30/2009

QUESTION:

Are Wire Transfers performed directly from AP or is a 3rd

party application used?

CITY RESPONSE:

The City uses a 3rd party application.

QUESTION:

What application of Hyperion is the City looking at implementing?

CITY RESPONSE:

The City would like to implement the Planning and Budget module.

QUESTION:

Support and test - is the city willing to execute testing or onsite or remote assistance?

CITY RESPONSE:Vendor to propose as much testing as they can take on with our staff doing acceptance testing.

QUESTION:

Does the City currently use software to capture or process testing results?

CITY RESPONSE:

No.

QUESTION:

Is the City open to using software to capture or process testing results?

CITY RESPONSE:

Yes

QUESTION:

What is the City asking for in Phase II for Oracle UPK?

CITY RESPONSE:

The City is looking for a recommendation from the vendor for implementing the UPK to help

provide additional user documentation and training and ongoing training.

QUESTION:Will the City use UPK for every module?

CITY RESPONSE:

Yes for the 4 modules.

QUESTION:

6.3.1 addresses existing customizations. Please clarify.


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Page 11 11/30/2009

PARTICIPATING FIRMS:

4ConsultingCephei Technology Group

Chivas Engineering & Consulting

Empower SolutionsEMS ConsultingeVerge Group

Exxova

Fujitsu AmericaHyperGen

Interfusion Solutions

iuXta AmericaMAXIMUS

Mo'mix Solutions

Neos Consulting

ObjectWinPlante & Moran

PMCS Services

Sierra SystemsSatyam Government Solutions

Stark Holdings

Summit TechnologySynch-Solutions

System EfficiencyVarsun eTechnologies


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Page 1 of 30


City Response to Submitted Questions

NOTE: The Scope of Work for this project identifies upgrading the Citys existing 8.4

environment to PeopleSoft 9.0 and implementation of the eProcurement module as thePhase I approach. We are aware that version 9.1 has been released by PeopleSoft and areconsidering a direct upgrade, but no decision has been made at this time. Interested firmsare welcome to include upgrading from 8.4 to 9.1 as a Phase I option in their proposal.

1. Section II.I.3 references experience with Oracle Government Financials, which is aproduct we are not familiar with, and is not referenced as one of the PeopleSoft modules

included in either Phase I or II. Is the experience with OGF required for this project?

CITY RESPONSE:The product module we currently have is PeopleSoft Financials. The inclusion of

Oracle in terminology was in reference to the buyout; if you have experience withPeopleSoft Financials 8.4 you meet the criteria.

2. Current Solution Architecture diagram: Provide if available. (It can be a very simplediagram showing inputs, outputs and the relation with other applications. Please mentionnames of other applications interacting with PeopleSoft application.)

CITY RESPONSE:No we do not have an I/O diagram. Our implementation is a vanillaimplementation. There are no customizations other than relaying out the screen ororder of fields. We have not created any custom menus, added any custom tables ormodified any existing tables.

3. Customizations: What are present customizations; a brief description of the same wouldhelp us in effort and cost estimations and allocating resources with appropriate skill set

CITY RESPONSE:None

4. Customizations: No of Reports and typesCITY RESPONSE:Please see Question #155.

5. Customizations: WorkflowsCITY RESPONSE:None

6. Customizations: Alerts


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CITY RESPONSE:None

7. Customizations: Customizations to standard functionalityCITY RESPONSE:The only changes have been in the screen navigation. We have re-ordered fields sothat the user does not need to scroll across the screen to enter data. We have notadded or changed any fields or added or changed any menus or added or modifiedany tables.

8. Customizations: FormsCITY RESPONSE:There are no new forms. We have relayed out fields to facilitate data entry in

purchasing and A/P but that is the limit of any changes

9. Customizations: Any custom bolt on (Custom Module)CITY RESPONSE:None

10. Customizations: Any other customizationsCITY RESPONSE:We have a custom view that our document management system (Liberty IMS)utilizes an ODBC connection to retrieve the voucher id (unique key) in order toindex the remaining fields within our document management system. This allowsstaff to search on multiple fields (voucher id, vendor number, vendor name,accounting date, check number and payment date) within our documentmanagement system.

11. Unicode/Languages: Is the current installation Unicode compliant?CITY RESPONSE:No, it is non-Unicode in English only.

12. Unicode/Languages: Are any languages (other than English) being used in the system?CITY RESPONSE:No

13. Data conversion: Please provide details legacy system to PS and in what for data existin Legacy system.


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CITY RESPONSE:All data is currently in PeopleSoft FSCM 8.4

14. Data conversion: How many years data needs to be transferred to People Soft and whatis volume of it?

CITY RESPONSE:We have 10 years of data in our existing database. The database is approximately25GB. Prior to the upgrade we would like to work with the selected vendor toidentify any opportunities that we may have to archive data using PeopleSoftArchive functionality into archive tables. The number of years of data that weconvert will need to be determined at the time of upgrade.

15. No. of Instances: Please provide us details as regards to number of, instances production, development, reporting etc,

CITY RESPONSE:There are 3 instances that we maintain. Production, Demo and Test. If we chooseto do any development we would then create a separate database or we wouldsnapshot the Test environment in VMWare.

16. Standby Database: Where is your standby database located?CITY RESPONSE:There is no standby database. Open to vendor recommendation.

17. Standby Database will not be upgraded separately. Please confirm our understanding.CITY RESPONSE:Please see Question #16.

18. DBA availability: Can Citys PS DBA(s) be actively involved in the upgrade activity ifrequired?

CITY RESPONSE:Yes. The time commitment expectation will need to be included in the proposal.

19. Documentation: If implementation, customization documents for current versionavailable? Once awarded the project will they be made available to us?

CITY RESPONSE:Yes

20. Application Security features: What are security features used? If any enhancement isexpected?


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CITY RESPONSE:We are using PeopleSofts security functionality. There has been some discussionre: incorporating LDAP (Lightweight Directory Access Protocol) but no decisionhas been made.

21.

Vendor support: Does City have support contract with People soft suppliers?

CITY RESPONSE:No

22. Software/database Licenses: Does City hold license for new modules and database thatare to be implemented? If not, should vendor provide costing for the same?

CITY RESPONSE:City does not currently hold license for new modules and database. We wouldprefer provision of cost information in proposal.

23. General: Data conversion: can we propose offshore onsite model?CITY RESPONSE:City will consider all relevant proposal options in determining the best solution tomeet our needs.

24. General: What is pricing model fixed bid or T&MCITY RESPONSE:The City is seeking fixed pricing for the upgrade services. Please refer to PART I,page 4 of 14; Item 14. COST PROPOSAL.

25. General: Would you be awarding contract for database upgrade and application upgradeto same vendor or different vendors?

CITY RESPONSE:The City reserves the right to select a single vendor or combination of vendors thatbest meet our need. We are open to either possibility pending receipt andevaluation of proposals.

26. General: When second Phase is expected to start and end?CITY RESPONSE:Unable to specify at this time. A decision on the Citys desired timeline for Phase IIas identified in the specification will be developed through internal discussion andrecommendation of selected vendor.

27. General: Are we supposed to provide implementation module wise for all modulesindicated in second phase?


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CITY RESPONSE:The City requests pricing on the implementation of modules listed in the RFPrealizing that the sequence of implementation may change and that there arevariables that could come into play. We would like pricing for Phase II included in

all proposals for this project.

28. General: How stable is the current PeopleSoft Finance system? What is the volume of theissues faced on a monthly basis?

CITY RESPONSE:It is stable, there are very few issues that come up in a week. Typically I get


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33. e-Procurement: Inventory Policies- Stock norms, Accuracy plans, ABC classificationsCITY RESPONSE:We do not maintain data or track these components of procuring goods or servicesthrough PeopleSoft.

34. e-Procurement: Inventory Management Methodology being currently followedCITY RESPONSE:We do currently utilize inventory management methods in PeopleSoft 8.4.

35. e-Procurement: Existing Item Master along with the Item codification mechanism(availability of BIN cards etc).

CITY RESPONSE:Not applicable to this project for the City of Round Rock.

36. e-Procurement: Are Items being categorized on the basis of certain commoncharacteristics? If yes, then elaborate

CITY RESPONSE:The City uses application of the 5 digit Commodity Code provided by the NationalInstitute of Governmental Purchasing for all goods and services.

37. e-Procurement: Explain the Material Flow vis--vis:Receipt and inspection of goods;Issue of items/materials;

Issue for internal consumption;

CITY RESPONSE:User departments are responsible for receipt, inspection, and acceptance of allmaterials ordered via Purchase Order. We do not maintain data or track thesematerials through PeopleSoft after issuance of Purchase Order.

38. e-Procurement: Explain the method for tracking the items/materials.CITY RESPONSE:Please see Question # 37.

39. e-Procurement: Is Bar coding being used to track the items? If yes, then provide details.CITY RESPONSE:Please see Question #37.

40. e-Procurement: Hardware and Software being used for Bar Coding;


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CITY RESPONSE:Please see Question #37.

41. e-Procurement: Explain the method by which items/materials are being tracked e.g. LotControl, Expiration date control etc.


42. e-Procurement: What is the Material Accounting Structure followed and how the cost isbeing tracked

Cost Structure

Valuation Structure


43. e-Procurement: What is the Material Planning method being followed (Re-OrderLevel/Min-Max Planning/EOQ etc.)


44. e-Procurement: How the Inventory in the warehouses/other storage locations beingtracked and maintained?


45. e-Procurement: Structure of the Procurement/commercial division with roles andresponsibilities

CITY RESPONSE:The Purchasing Department consists of 3 separate work groups relative to Citybusiness demands. The Purchasing group is responsible for review of alldepartment requisitions, assistance with obtaining quotes and/or bids, verificationof budgetary compliance, and issuance of Purchase Order. Additionally, this grouphandles all formal solicitations for the department. The Program group administersservices, equipment, and invoicing for specific program activities such as theProcurement card, Travel, Fleet fuel services, Wireless Communications, uniforms,and other programs as assigned. The Contract group serves as a liaison betweenuser departments and our 3rd party legal firm to initiate, track and securecontractual agreements with vendors.

46. e-Procurement: Channels of Procurement i.e. through the web, conventional channel etcDescribe


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CITY RESPONSE:Current Procurement channels would be considered conventional. Purchase Ordersare generated by user requisition and supplied to departments in paper format forissuance. Additionally, City users also have the functionality of procuring items

below a monetary threshold via credit card transaction outside of the PO process.

47. e-Procurement: Component of import purchases and details of procedure for importsCITY RESPONSE:Not applicable to the services requested for this project.

48. e-Procurement: Procurement Process Flow from initiating a Requisition to raising ofPurchase Orders and finally to the Receipt of Goods) for different types of PurchaseOrders (standard Purchase Orders, Contract Purchase Orders, Release against agreements

etc.)

CITY RESPONSE:Departmental user identifies need and prepares purchase requisition (paper);departmental approver signs/approves the requisition; paper requisition issubmitted to Purchasing for processing; requisition is entered into PeopleSoft forPO creation; Purchasing staff reviews submitted requisition for policy and legalcompliance; Purchasing staff budget checks procurement, encumbers funds, anddispatches PO; PO is reviewed by Purchasing staff and final signature authority isexecuted; PO (paper) is returned to department for issuance to vendor; originalrequisition and documentation is forwarded to Accounts Payable for verification ofreceipt and payment of invoice(s). Departments are responsible for receipt of goods,verification of matching to PO, and contact of Accounts Payable with approval topay invoices against the PO. The process is the same for all procurements.

49. e-Procurement: Procurement Approval Mechanism for each type and category ofprocurement


50. e-Procurement: Request for Quotation, Quotation Analysis and Price negotiation processCITY RESPONSE:Not applicable to the services requested for this project.

51. e-Procurement: Availability of approved vendor list and criterion of the sameCITY RESPONSE:Please see Question #60 below.


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52. e-Procurement: Principal Suppliers and the types of Purchase Agreement with them.Highlight any specific aspects and peculiarity vis--vis the agreements

CITY RESPONSE:Not applicable to the services requested for this project.

53. e-Procurement: Explain the various steps involved in the receipt of Goods processCITY RESPONSE:Please see Question #48.

54. e-Procurement: Highlight the various costs that are included as total cost of purchases(e.g. inward cost, freight cost, other incidental costs etc.)


55. e-Procurement: Various currencies used while raising POs.CITY RESPONSE:Not applicable to the services requested for this project.

56. e-Procurement: Treatment of foreign exchange fluctuation on imports in the books ofaccount


57. e-Procurement: Volumes of Transactions (Number of Requisitions, Request forQuotation, Quotations, Agreements, Purchase Orders, Receipts against Purchase Orders)

CITY RESPONSE:In 2008-2009 fiscal year: 1,967 POs were generated against same number ofrequisitions from 26 user departments.

58. e-Procurement: What is the average lead-time required for completing the Purchasingprocess for various types of Items or category of Items


59. e-Procurement: List the various credit terms being used and do highlight if any specificcredit term is being exclusively being used for certain supplier or supplier types



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60. Vendor Management: What is the size of Vendor Master, how are the vendorscategorized and what is the vendor numbering system being used at present?

CITY RESPONSE:

Vendor Master currently contains 19,175 active and 5,624 inactive vendors. Thevendors are categorized by Active and Inactive. The current numbering system is a10 digit format.

61. Vendor Management: Elaborate on Vendor Development and Vendor rating.CITY RESPONSE:Not applicable to the services requested for this project.

62. General Ledger: Elaborate the broad accounting policiesCITY RESPONSE:Please see the Budget Message in the Citys 2008-2009 Annual Operating Budget onthe Finance Administration page of the Citys website www.roundrocktexas.gov .

63. General Ledger: Describe the Existing Chart of Accounts structureCITY RESPONSE:The City utilizes the accounting string of Account-Fund Code-Deptid for mostbudgets. The City also utilizes the Project ID for capital project budgets andProgram code in a limited capacity.

64. General Ledger: Structure of the Accounts/Finance Department along with Roles &Responsibilities

CITY RESPONSE:The City has several different roles within the system depending on position. Thereare approximately 9 people with varying degrees of security within the Purchasingmodule. There are 5-7 people with Accounts Payable roles, about 6-8 with Budgetroles, 4 with Asset Management roles, and about 15 with General Ledger roles.

65. General Ledger: Financial reporting structure of the OrganizationCITY RESPONSE:FundDepartmentDivisionCategoryAccount

66. General Ledger: Accounting year and periods within that accounting year


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CITY RESPONSE:Fiscal Year Oct 1-Sept 30. Utilize 12 monthly periods and adjustment period 998.

67. General Ledger: Significant expense heads. Highlight the mechanism by which it isbeing controlled

CITY RESPONSE:Operating budgets use ORG & ORG 2 ledgers. ORG2 are line item accountbudgets that roll up to a category total. ORG budgets are the rollup categoryaccounts. Most departments budget check at the ORG level, however, some budgetcheck at the ORG2 level.

68. General Ledger: Consolidation Process (Explain how the consolidation takes place at theUnit level, Group level etc.)


69. General Ledger: Explain the budgeting and budgetary control process for both Revenueand Capital expenditure.

CITY RESPONSE:Utilize Revest ledger to track revenue budgets; utilize Funding Source, Master,Project, and Segment ledgers to control Capital Project budgets; utilize ORG andORG2 ledgers as stated in #67 above.

70. Payables: Invoice processing (Highlight specific Invoice Processing process for certaintypes of suppliers and purchase orders)

CITY RESPONSE:Invoices are received in Accounts Payable. If the approval to pay is not alreadyreceived, we request approval from the specific department. Once approved by thedepartment, a finance approver reviews and we enter a voucher for the invoice.

71. Payables: Payment Processing (Highlight the basis on which the invoices to be paid areselected. Is any payment being processed in a batch form? If yes, what are the

parameters for selecting the invoices for payment)? What are the different types of

payment instruments being used e.g. Cheque, EFT, Wire Transfer etc.)?

CITY RESPONSE:Invoices are selected for payment based on the invoice date. Vendors are set up as30 day pay; therefore, invoices are paid 30 days later. Types of payment are checksand wires.


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72. Payables: Explain the manner in which Imprest Cash transactions are reflected in thesystem

CITY RESPONSE:These transactions are handled through the GL transactions.

73. Payables: List the authority matrix for voucher approvals and paymentCITY RESPONSE:Invoices are approved by department, then by the finance approver prior tovouchering and paying.

74. Payables: Elaborate the manner in which the Employee Expense Reports are beingprocessed and accounted for (e.g. Travel expense statement etc.). Does the employeesubmit the reports manually or is it done automatically using a web-enabled system

CITY RESPONSE:Employees submit a travel advance request form to receive an advance per diemcheck; upon return they submit a final travel reconciliation form with anyadditional reimbursements. This is a manual process, not web-enabled.

75. Payables: Explain the way in which the outstanding payable balances are monitored andanalyzed.

CITY RESPONSE:We utilize a manual monitoring process to track outstanding invoices, although wedo not have very many outstanding payables.

76. Payables: Explain the procedure adopted for accruing operational expenses, whereInvoices are not received, at period end.

CITY RESPONSE:We identify any recurring expenses not received. We then journal the entry to theaccrual account.

77. Payables: Explain the process for capturing information for IATA formsCITY RESPONSE:Our current processes do not require the use of IATA forms.

78. Payables: Explain the process for capturing information for ICH settlementsCITY RESPONSE:Our current process does not require ICH settlements.


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79. Assets: Description of Fixed Assets and process of capitalization (including budgeting,requisition, approvals etc)

CITY RESPONSE:Capitalize items over $5,000 by manual entry. Capital items can be from

operations, capital projects or donations.

80. Assets: Accounting for fixed assets and method of depreciation usedCITY RESPONSE:Depreciation method is Half-year, straightline.

81. Assets: Current year revaluation of fixed assets if anyCITY RESPONSE:N/A

82. Assets: Details of imported capital items and accounting for foreign exchange fluctuationon restatement of liability for capital goods at balance sheet date.

CITY RESPONSE:No foreign exchange.

83. Reports: List the various statutory reporting requirementsCITY RESPONSE:CAFR Comprehensive Annual Financial Report (GASB & GAAP requirements);OMB-A133 Single Audit Report; Annual Operating & Strategic Budgets.

84. Reports: List all the MIS & Analytical reports being generated at the Group level,Business unit level and for the various functions as identified above. In addition,

highlight the expectations from the new system in order to meet certain reporting andanalytical requirements not being met by the existing system but are desirable.

CITY RESPONSE:Weekly and Monthly nVision reports run by department and posted to Citysintranet through Portal. Monthly Revenue reports run by department and posted toCitys intranet through

163641512200910-003 peoplesoft upgrade services

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