PURCHASING DEPARTMENT
33 East Broadway Avenue
Meridian, ID 83642
Phone: (208) 489-0416
Fax: (208) 887-4813
REQUEST FOR PROPOSALS
PROJECT NO. FIN-14-10404
CONTRACT SPECIFICATIONS FOR:
UTILITY BILLING SOFTWARE SOLUTION AND IMPLEMENTATION
PROPOSALS MUST BE RECEIVED PRIOR TO 4:00 P.M.
SEPTEMBER 11, 2014
DELIVER TO:
CITY OF MERIDIAN, PURCHASING DEPARTMENT
33 EAST BROADWAY AVENUE, STE 106
MERIDIAN, ID 83642
PRE-PROPOSAL CONFERENCE ☐ MANDATORY ☒ NOT MANDATORY
Pre-Proposal Conference August 19, 2014 at 10:00A
33 East Broadway Ave., Meridian
1. Online Meeting: https://global.gotomeeting.com/join/685281261
2. Conference call: +1 (312) 757-3111
3. Conference Access Code: 685-281-261#
4. Audio PIN: Shown after joining the meeting
Prepared by: KEITH WATTS
NAME OF PROPOSER SUBMITTING PROPOSAL
BUSINESS NAME:
RFP FIN-14-10404 – Page 2
Table of Contents
Introduction .................................................................................................................................................. 4
PURPOSE ................................................................................................................................................... 4
BACKGROUND ........................................................................................................................................... 4
City of Meridian .................................................................................................................................... 4
Current Utility Billing System ................................................................................................................ 5
Utility Billing System Interface Diagram ............................................................................................... 6
Procurement Schedule.................................................................................................................................. 7
Instructions to Proposers .............................................................................................................................. 8
EXAMINATION OF CONTRACT DOCUMENTS ............................................................................................ 8
CONDITIONS AFFECTING THE WORK ........................................................................................................ 8
SUBMITTAL REQUIREMENTS..................................................................................................................... 8
Vendor Proposal Requirements ............................................................................................................ 8
Vendor Cost Proposal Requirements .................................................................................................... 8
Vendor Proposal Validity ...................................................................................................................... 8
PRE-PROPOSAL CONFERENCE ................................................................................................................... 9
LATE PROPOSALS AND MODIFICATIONS................................................................................................... 9
INTENT OF THE CITY .................................................................................................................................. 9
BASIS FOR SELECTION ............................................................................................................................... 9
AWARD.................................................................................................................................................... 10
PRESENTATIONS | DEMONSTRATIONS ................................................................................................... 11
PURCHASE AGREEMENT DOCUMENTS ................................................................................................... 11
PUBLIC RECORDS..................................................................................................................................... 11
Scope of Work ............................................................................................................................................. 12
REQUIRED SERVICES................................................................................................................................ 12
Installation .......................................................................................................................................... 12
Customization and Reporting ............................................................................................................. 13
Data Mapping/Migration/Integration................................................................................................. 14
Training ............................................................................................................................................... 15
Testing ................................................................................................................................................. 16
Implementation Project Plan .............................................................................................................. 16
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Post Implementation Support............................................................................................................. 17
Maintenance ....................................................................................................................................... 17
City’s Representatives ................................................................................................................................. 18
Attachments................................................................................................................................................ 19
Attachment A Vendor Proposal .......................................................................................................... 19
Attachment B Vendor Cost Proposal .................................................................................................. 19
Attachment C System Requirements .................................................................................................. 19
Attachment D Standard Terms and Conditions .................................................................................. 19
Attachment E Vendor Demonstration Evaluation Criteria ................................................................. 19
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Introduction
PURPOSE
The City of Meridian plans to purchase software to replace its current Utility Billing system. The purpose
of RFP FIN-14-10404 is to solicit proposals from qualified vendors who can be responsive to the City’s
short and long-term needs and who can offer a comprehensive solution. The City seeks to obtain
proposals that address software purchase, installation, training, mapping and integration, testing,
implementation and maintenance.
Mission The City plans to improve effectiveness and efficiency of billing system services and customer
information through the selection and implementation of a new enterprise utility billing software
solution.
Vision The City envisions an enterprise utility billing system capable of providing secure
integrated/shared, correct and timely billing information through user friendly, customizable, intuitive
access methods.
Objectives The Project Team’s objectives are to research, evaluate, select, purchase, configure, and
implement a new enterprise utility billing solution that will support the mission.
Goals The goals of purchasing new software are designed to: 1) Ensure accurate, complete,
consistent/trusted, secure and timely data, 2) Provide user friendly/intuitive, useful (high usability)
access methods, 3) Integrate the new utility billing system with relevant business systems to allow for
uncomplicated data sharing opportunities, 4) Ensure supportability (complements current
infrastructure), sustainability (can address growing/changing business needs) and maintainability i.e.
minimal customization, and 5) Securely store and limit access to information based on roles/needs.
BACKGROUND
City of Meridian
The City of Meridian is located in the center of what is referred to as the Boise metropolitan area. The
Boise metropolitan area covers 5 counties and is 11,738 square miles with the population concentrated
in the “Treasure Valley”. The Treasure Valley is dominated by Ada County, the state’s largest county,
housing 25% of the state’s population. Boise, the state capital has a population just over 200,000, the
largest city in the state, with Meridian and neighboring Nampa as the two second largest cities in the
state with population around 85,000.
The Treasure Valley has been recognized recently on several national “best of” lists. A location with easy
access to outdoor activities such as skiing, boating, hiking, and biking plus a growing arts and culture
scene, and mild climate, have resulted in population migration leading to significant growth during the
last decade and a half. In May of 2014, the City of Meridian received the news that they are the tenth
fastest growing city in the United States.
As of March 2014, unemployment in Meridian was 4.6% compared to an unemployment rate of 4.9% in
Ada County and 5.2% statewide. Meridian’s population grew rapidly over a short period of time and the
population tends to be younger than the rest of the state as well as have a higher median income and
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RFP FIN-14-10404 | Page 5
house value. The City of Meridian has benefited from the stability of the health sector and the growth of
private as well as public education. The Meridian School District is the largest school district in Idaho,
Idaho State University has a Meridian branch that offers a variety of degrees in health services, and
several for-profit schools such as University of Phoenix and Broadview University have also located in
Meridian.
St Luke’s Health Systems is the largest employer in the Boise/Nampa metropolitan area with a large
regional hospital and medical center located in Meridian. A privately funded group called Idaho Coalition
for Innovation works successfully to bring health and health-related research business to Meridian as
well as creates an environment to support existing businesses. In addition, Meridian has been attractive
to several large and small retailers. For example, The Village, a combination of unique retail, office
space, and restaurants opened in 2013. With a great deal of undeveloped land, and a recently opened
freeway exchange, Meridian will continue to attract retail and residential jobs as long as the economy
remains receptive to development.
Current Utility Billing System
Meridian’s current utility billing system, Caselle, has been in place for fifteen years, and was first
installed, in 1999, when Meridian had 10,000 utility accounts. The number of accounts has outgrown
the software, both the version the City is currently using, and the upgrade to Caselle Clarity. As of May
2014, the City has approximately 30,000 water and sewer accounts. The Utility system has need for a
more effective software solution to manage the increasing demands for business analysis, technology
advances for billing and payment practices, and daily integration with other business applications.
The monthly utility bill is based on the services that are provided to the property during a particular
billing cycle. Water, sewer, and trash are consistently billed from month to month, with other charges
being assessed as necessary, including turn on fees, false alarm charges, and/or code enforcement
billing.
The City charges an operating rate for water and another one for sewer. The rate consists of two
components:
Base (minimum charge) – Charges that cover Administrative costs that stay fixed regardless of
the level of operation, such as billing and accounting services. Even if the account has zero usage
this rate will be charged.
Volume – Charges that covers the direct costs of providing the service, typically fluctuating with
the quantity of output. Such costs include maintenance and repairs, depreciation of assets and
plant labor and are typically charged per 1000 gallons.
Monthly charges for sewer are calculated by averaging four winter months, which is charged for the
remaining eight months and recalculated each spring.
The responsibility for the account stays with the owner of the property. If the property is rented, the
City will bill the renter with a directive, referring to a third party billing agreement, from the property
owner. However, the primary responsibility still lies with the owner of the property.
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Meter readings are gathered with Auto View and Auto Read, and for each property integrated into
Caselle for billing once a month. One side of the City is billed at the start of the month and the other side
is billed the second part of the month. Bills are printed and mailed by a third party vendor. This vendor
also manages a website that enables online payments, as well as acts as the City’s lockbox and merchant
services.
Daily receipt batches are 20 - 30 batches per day, and coupled with payments coming from merchant
services, ACH, EFT, cash and checks, creating a cash reconciliation process that has become very timeconsuming and complex.
Based on current estimates, approximately 63 employees will use the new billing system.
Utility Billing System Interface Diagram
Meridian’s current utility billing system, Caselle, currently interfaces with or has some form of electronic
data interchange with several key systems. Below is a proposed integration diagram:
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Procurement Schedule
Select Time Zone: ☐ Mountain Standard (GMT-7)
☒ Mountain Daylight (GMT-6)
Activity
Start Date
End Date
1.
Distribute RFP
August 12,2014
N/A
2.
Pre-Proposal Conference
August 19, 2014
N/A
3.
End of Question Period
September 1, 2014
N/A
4.
Issue Addendum
September 4, 2014
N/A
5.
Proposals Due
September 11, 2014
N/A
6.
Evaluate Proposals
September 12, 2014
October 3, 2014
7.
Notify Short Listed Proposers
October 6, 2014
N/A
8.
Conduct Proposer Demos (City Hall)
October 27, 2014
October 30, 2014
9.
Conduct Client Site Visits
November 17, 2014
November 21, 2014
10. Report Project Update to Council
November 25, 2014
N/A
11. Notify Proposers of Final Ranking
November 26, 2014
N/A
12. Negotiate Contract
November 26, 2014
December 19, 2014
13. City Council Award of Contract
December 23, 2014
N/A
14. Issue Notice to Proceed
December 24, 2014
N/A
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Instructions to Proposers
EXAMINATION OF CONTRACT DOCUMENTS
The Proposers shall carefully examine the specifications, and satisfy themselves as to their sufficiency,
and shall not at any time after submission of the Proposal, dispute such specifications and the directions
explaining or interpreting them.
CONDITIONS AFFECTING THE WORK
Before submitting a proposal, each Proposer shall (1) examine the Request for Proposals documents
thoroughly, (2) familiarize himself/herself with Federal, State and Local laws, ordinances, rules and
regulations that may, in any manner, affect cost, progress or performance of the work; and (3) study and
carefully correlate Proposer’s observations with the Request for Proposal’s. Failure to do so will not
relieve Proposer from responsibility for estimating properly the difficulty or cost of successfully
performing the work. The City will assume no responsibility for any understanding or representations
concerning conditions made by any of its officers or agents prior to the execution of the contract, unless
included in the Request for Proposal’s, or any addendum.
SUBMITTAL REQUIREMENTS
Vendor Proposal Requirements
The Proposer’s proposal must be completed using Attachment A – Vendor Proposal and must include a
completed copy of Attachment C – Requirements. One (1) original, five (5) copies and one (1) soft copy
of the Proposer’s sealed proposal will be received by the City on September 11, 2014 until 4:00 P.M.,
Mountain Time at the office of the Purchasing Agent, City of Meridian, 33 East Broadway Avenue,
Meridian, Idaho 83642. The soft copy should be on a USB flash drive.
Vendor Cost Proposal Requirements
Under separate cover, the Proposer’s cost proposal must be completed using Attachment B – Vendor
Cost Proposal. One (1) original, five (5) copies and one (1) soft copy of the Proposer’s sealed proposal
will be received by the City on September 11, 2014 until 4:00 P.M., Mountain Time at the office of the
Purchasing Agent, City of Meridian, 33 East Broadway Avenue, Meridian, Idaho 83642. The soft copy
should be on a USB flash drive.
Vendor Proposal Validity
To receive consideration, the proposal must comply with the following additional requirements:
a. The proposal and all other documents or material submitted will be deemed to constitute part
of the proposal.
b. Proposals must be valid for a period of one hundred-twenty (120) calendar days from the date
of opening.
Mistakes must be corrected and the correction inserted; correction must be initialed in ink by the
person signing the Proposal.
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Proposals and must be sealed and addressed as directed below. Failure to do so may result in a
premature opening of, or a failure to open, such proposals. Such premature or late opening, or failure
to open, may result in disqualification of the proposal. The outside of the envelope must bear the
notation:
PROJECT # FIN-14-10404
UTILITY BILLING SOFTWARE SOLUTION & IMPLEMENTATION
SEPTEMBER 11, 2014 4:00 P.M.
The envelope must be addressed and delivered to: City of Meridian, Purchasing Department, 33 East
Broadway Avenue, Ste. 106, Meridian, Idaho 83642.
PRE-PROPOSAL CONFERENCE
A Pre-Proposal Conference will be held on August 19, 2014 10:00 A.M. at Meridian City Hall, Purchasing
Department located at 33 East Broadway in Meridian. Proposers may attend online and via conference
call, in lieu of attending in person, as follows:
1.
2.
3.
4.
Online Meeting: https://global.gotomeeting.com/join/685281261
Conference call: +1 (312) 757-3111
Conference Access Code: 685-281-261#
Audio PIN: Shown after joining the meeting
LATE PROPOSALS AND MODIFICATIONS
Proposals and modifications, thereof received after the exact time of closing of proposals, which is 4:00
P.M. MDT, SEPTEMBER 11, 2014, will not be considered.
INTENT OF THE CITY
The objective of this Request for Proposals is to provide sufficient information to enable qualified
Proposers to submit written proposals. This Request for Proposals is not a contractual offer or
commitment to purchase services. Contents of this Request for Proposal and Proposer’s proposal may
be used for establishment of final contractual obligation. It is to be understood that this Request for
Proposal and the Proposer’s proposal may be attached or included by reference in an agreement
between the City and successful Proposer.
BASIS FOR SELECTION
The System Requirements (refer to Attachment C) for this Request for Proposal will be evaluated using
three evaluation categories:
1. Mandatory – Pass/Fail
2. Mandatory Evaluated (270 pts) – Points in the category are assessed based on how well the
core system addresses the respective requirement. Out of the Box (OOB) and Configuration
(Config) are weighted highest, with 3rd Party Vendor weighted lowest.
3. Desired (5 pts) – Points added in the category are considered bonus points.
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4. Cost (30 pts) – Points in the category are assessed based on total cost. The lowest cost proposal
will receive 30 points. Other proposals will receive a proportionate number of points based on
dividing the low proposal by the next lower amount and multiplying by 30.
5. Vendor Profile (300 pts) – Points in the category are assessed based on how well the Proposer
addresses the information requested in the Vendor Profile section of Attachment A (Vendor
Proposal Response), and how well the information provided, aligns with the City’s needs. Note:
History from current and previous projects and customers of the Proposer may be used to
evaluate the information provided in the Vendor Profile section of Attachment A
As well, for those Proposers who are selected to demonstrate their respective systems, the City reserves
the right to conduct site visits to client sites, to validate demonstrated functionality and to confirm a
production version of the proposed system meets select mandatory functional and technical
requirements.
Evaluation Criteria
Technical
Functional
Overall Cost
Vendor Profile (sans References)
References
Total
Evaluation Points
20
250
30
300
Pass/Fail
600
The City reserves the right to reject any or all proposals, and to make an award on the basis of suitability
to purpose or superior quality.
AWARD
The City of Meridian reserves the right to make an award to the highest ranked responsive and
responsible Proposer whose Proposal is most responsive to the needs of the City.
The City reserves the right to waive any informalities or minor irregularities in connection with the
Proposals received.
All provisions of the City code are applicable to any Proposal submitted or contract awarded pursuant
thereto.
If equipment is proposed, it is to be new and latest model in current production. Used, remanufactured,
shopworn, demonstrator, prototype or discontinued models are not acceptable unless otherwise
stipulated.
Within (120) days after the Proposal opening, a contract may be awarded by the City to the highest
ranked Proposer, subject to the right of the City to reject all Proposals, as it may deem proper in its
absolute discretion. The time for awarding a contract may be extended at the sole discretion of the City
if required to evaluate Proposals or for such other purposes as the City may determine.
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The City of Meridian does not discriminate on the basis of race, religion, sex, national origin, marital
status, age, [physical] handicap, ownership by women or minorities, or sexual orientation.
After the City has identified the proposal with the best value for the City, the City shall have the right to
negotiate with the Proposer over the final terms and conditions of the contract. These negotiations may
include bargaining. The primary objective of the negotiations is to maximize the City’s ability to obtain
best value, based on the requirement and the evaluation factors set forth in the Request for Proposals.
If an agreement cannot be reached, the negotiation will be terminated and similar negotiations will
occur with the second ranked firm.
PRESENTATIONS | DEMONSTRATIONS
Proposers selected to present their software to the City of Meridian will be evaluated using the scoring
criteria and subject areas defined in Attachment E Vendor Demonstration Evaluation Criteria
PURCHASE AGREEMENT DOCUMENTS
A copy of the Notice Inviting Proposals, General Conditions and Instructions to Proposal’s, Special
Conditions, Additional Terms and Conditions, Specifications, Plans and / or Drawings, Proposal’s
Submittal, and any other related documents will remain on file in the office of the City Purchasing
Manager. It is understood that these documents will form the basis of the purchase agreement upon
award of the contract. All materials or services supplied by the Contractor shall be in conformance with
all the specifications contained herein and shall be in compliance with any applicable Local, State, and
Federal Laws and regulations.
PUBLIC RECORDS
The City of Meridian is a public agency. All documents in its possession are public records. Proposals
are public records and, except as noted below, will be available for inspection and copying by any
person. If any Proposer claims any material to be exempt from disclosure under the Idaho Public
Records Law, the Proposer will expressly agree to defend, indemnify and hold harmless the City from
any claim or suit arising from the City's refusal to disclose any such material. No such claim of
exemption will be valid or effective without such express agreement. The City will take reasonable
efforts to protect any information marked "confidential" by the Proposer, to the extent permitted by the
Idaho Public Records Law. Confidential information must be submitted in a separate envelope, sealed
and marked "Confidential Information" and will be returned to the Proposer upon request after the
award of the contract. It is understood, however, that the City will have no liability for disclosure of
such information. Any proprietary or otherwise sensitive information contained in or with any Proposal
is subject to potential disclosure.
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Scope of Work
REQUIRED SERVICES
Your proposal response should describe the services you are proposing, that address each of the Scope
of Work requirements stated below.
Please structure your response in the same outline presented below. Each of the required services are
expected to be addressed in your proposal. In addition, please include a summary of City staffing
recommendations in your proposal.
Installation
1. Installation, training, and documentation services, which focus on design, configuration, and
implementation of application environments, and certification of the proper baseline application(s)
installations for all environments and associated customization and upgrades to the baseline
applications.
a) Verification, documentation and acceptance of the application installation (including backup and
recovery procedures) in all environments utilized by the UBS solution. This includes subsequent
upgrades to support newer versions of the software
b) Implementation of necessary tools to support the acceptance and migration of new versions or
releases of the UBS solutions across the various development, maintenance and production
environments. A migration strategy for new application versions/releases will be put in place to
support “code drops.” Database performance reviews will be conducted on a regular basis to
provide recommendations for database tuning, as needed.
c) Ensure quality and viability “code drops” in support of enhancements, interfaces and the
migration of these “code drops” across the various development, maintenance, and production
environments.
2. While the City prefers to execute all software application installation and environment creation, the
Proposer will provide guidance, oversight and document the implementation of the technology
infrastructure necessary to operate the UBS solution. Additionally, it consists of the following
components:
a) Recommend configuration, and provide acceptance of the proposed server environment and
associated networking and storage systems as provided by the City. This includes all hardware
and system software required to support the development, test, training, production (high
availability), and possible disaster recovery environments within specified service levels and a
schedule of upgrades to the environment to support various stages of the development effort
leading up to production operation.
b) Monitoring and tuning of both batch and on-line performance in conjunction with agreed upon
service levels.
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3. Proposer shall provide recommendations and mentor city staff in all configuration activities. These
application configuration services will focus on configuring the application to meet the City’s
processing and business requirements, including workflow. The City will work with each Proposer to
understand if their solution is pre-configured and will support the specific needs of the City. The
primary method of meeting the City’s business requirements and processing will be through
configuration rather than customization work.
4. Solution security services focus on the design, development, and testing of security roles for the UBS
solutions.
Customization and Reporting
1. Solution development services focus on developing the baseline UBS solutions and other required
software to meet the City’s specific needs, including in the following areas:
a) Enhancements. While product enhancements are not the preferred method to solution
development, there may be instances in which the need to customize the new UBS solutions are
identified. This activity deals with the identification, design, programming, unit testing, and
delivery of any extensions, reports, interfaces and other customization to the City environment.
b) Workflows. The project will identify those business transactions and associated workflow/work
queues that require automation. This activity deals with the configuration, unit testing, and
delivery of the automated workflows to the UBS solution. The City will require the Proposer to
conduct all business process requirements (BPR) activities, provide all BPR deliverables including
desktop procedures and detailed workflows.
2. Data access and product reporting services focus on the modification of all standard reports within
the UBS solutions, and the design and development of new production reports. In addition to the
required reports identified in the reporting section of Attachment C System Requirements, the City
expects the following tasks to be included in the implementation activities.
a) Reports. The City expects unidentified reporting requirements to come up during
implementation. Thus a series of queries and reports outside of the standard UBS solution
offerings and those identified in the Attachment C System Requirements will be identified. This
activity deals with the design, programming, unit testing, and delivery of an unanticipated
query/report to the City’s environment. These query/reports will ultimately be delivered into a
system testing and user acceptance environment.
b) Statements. With the implementation of the new UBS solution, the City plans to review its bill
formatting and production process. The City envisions that its billing statements will be
redesigned incorporating additional information desired by its customers. The City will have a
number of different bill statements, invoices, notices, and other correspondence, which the
system is required to produce. A vendor’s third party software may be used to accommodate
the production and distribution of these statements. This activity provides for the
implementation and configuration of the bill production and distribution hardware and
software, the redesign of the bill and other statements and the production of various
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statements in both hardcopy and electronic copy.
electronic bill presentation and payment process.
This function may also deal with the
Data Mapping/Migration/Integration
1. Solution conversion services focused on cleansing and converting data from the old legacy systems
to the new UBS solution, and includes the following activities:
a) Cleansing. This activity deals with the identification of data in the legacy systems that needs to
be scrubbed or cleaned in order to ensure that information loaded into the new UBS solutions is
accurate and will support processing within the new environment. Typically, a series of reports
within the conversion process will identify problem areas that require either a manual or
automated cleanup process. An automated process will be developed in cases where large
amounts of data need to be cleaned and is possible in a programmatic manner.
b) Conversion. Data will be mapped between the legacy systems and the new UBS solution. The
implementer will be solely responsible for the extraction, transformation and loading of all
converted data. The proposer will develop conversion programs to conduct an automated
conversion of data from the current UBS (Caselle) and other systems to the new UBS solution.
A series of extracts and loads will be conducted over the course of the development process to
ensure that the conversion process is working as designed. This process may be conducted over
a 3-day weekend. In addition, a balancing program will be developed and executed with each
conversion to ensure that all counts and dollars are accounted for in the conversion process.
Additionally, data from legacy systems, as well as historical information from legacy systems in
various formats, including databases, tapes, flat files, etc., will be converted to provide ongoing
query capabilities and allow the archive of legacy applications. At this time, the City is planning
to convert all accounts and five (5) years of history for these accounts. This historical data will be
used for new estimation algorithms and for high bill inquiries. Provide recommendations
concerning the best approach to creating a read only version of the legacy system for future
reference.
c) Interchange. Interfaces and integration services focus on the efficient and effective means to
share and transfer information among the City’s systems, including external entities. The key to
this project’s success will be the overall integration design. It is imperative that the proposer
provide comprehensive and competent integration experts that can provide recommendations,
design, and then manage the execution of the services need to meet the requirements of this
project. The City has identified a number of interfaces that will require the development of
either a one-way or two-way interfaces between the UBS solutions and the City’s other
identified applications. This activity deals with the identification, design, programming, unit
testing, and delivery of the customized interfaces to the City’s environment. Knowledge transfer
is a critical element of interface development so City Staff has the requisite knowledge to
maintain these interfaces in a production environment. Refer to Attachment C – System
Requirements 700.
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Training
1. Training services will focus on training materials and the identification and training of users in
processes supporting the new UBS solution i.e. “train the trainer”, including the following activities:
a) Core Team Training. Proposer shall provide product training to all Core Team members for the
purpose of orientation and familiarization with product terminology and operation that is
needed for proper understanding of subsequent implementation activities. This includes
functional and technical training.
b) Training Development. The Proposer will provide baseline training documentation with the base
UBS solution. This will include but may not be limited to, course content, instructor guides and
exercises. Training development team will include Proposer staff with specific product expertise
to guide the development of training materials. Proposer will utilize these materials as the
starting point and will modify the materials to reflect the City’s specific configuration, workflows
and processes including appropriate desktop procedures/job aids/quick reference user guides
and associated test data. Dry runs of training materials and courses will be conducted to ensure
that the materials are accurate. This activity results in the delivery of both hardcopy and
electronic materials.
c) Training Delivery. A training plan will be developed and delivered to the City for approval. The
approved training program shall be delivered to all users of the system, including primary,
secondary, and casual users. Proposer staff delivering training must be very knowledgeable with
the UBS solution product. A trainer with no prior product expertise to deliver courses is not
acceptable. During these training sessions a City SME will be in attendance to facilitate training.
This may be accomplished using a combination of delivery methods, including classroom
training courses, computer based training, personal practice time, Internet based training, etc.
Training plan will include learning objectives and performance indicators to ensure the training
outcome is measureable and successful. The training plan include activities to address training
needs during and immediately following production implementation for “refresher” training as
needed.
Note: The City prefers all training be held onsite between the hours of 9:00 am and 4:00 pm. The City
will provide a suitable training facility. City requires an experienced facilitator(s) onsite to deliver a
complete curriculum of UBS solution training classes to a Core Team of approximately twenty (20) team
members. The number of end users requiring training is approximately sixty-three (63). City requires
original electronic files for "all" training documentation to be reproduced for all our end users. City also
requires onsite Technical Training delivered to the Technical Team for the UBS solution products.
Below is a breakdown of the number of users to be trained by department.
Department
Function
No. of Users
Utility Billing
Customer Service
Billing
Cash Receipting/Reporting
5
2
2
Accounting/Finance
City of Meridian – Purchasing Department
Revised 08.07.2014
RFP FIN-14-10404 | Page 16
Department
Function
No. of Users
Water Department
Other
Meter Reading/Technician/Other
Asset Management
GIS
Public Works
Trash Contractor
23
2
2
6
2
Testing
Testing services will include the development of an overall test plan, which will include unit testing,
usability testing, user acceptance testing, system testing and as needed, regression testing.
1. As well, testing services will include the development of quality assurance criteria and success
measures/performance indicators that will mitigate for false positives on test results.
a) Requirements Matrix. Proposer shall use the Attachment C System Requirements worksheet to
baseline the number of test scripts/scenarios that need to be developed. The System
Requirements worksheet will be used as a “cradle to grave” tracking of requirements to ensure
each requirement is addressed, tested, measured, approved and implemented.
b) Parallel Testing. Proposer shall provide a pros and cons evaluation of parallel testing, and shall
provide recommendations to mitigate for challenges and issues with parallel testing accordingly.
c) Test Reporting. Proposer shall provide a means to track actual test results against expected
results and to document changes in test scripts/scenarios/expectations precipitated by test
results.
d) Measures/Success Criteria. Proposer shall develop success criteria, target percentages and
measurement methods report/measure the success rate of test results
Implementation Project Plan
The Proposer shall provide project management and administration services involved with the
installation, implementation and post implementation support of the UBS solution. Activities will
include but are not limited to: building and maintaining the project plan, scope and change
management, issue and problem management, and Proposer personnel management.
The Proposer shall provide a complete project plan that includes, but is not limited to:
1. Project schedule detailing the resources, tasks and target durations for scope of work activities for
Installation, Customization and Reporting, Data Mapping/Migration/Integration, Training, Testing,
Implementation and Post Implementation
2. Project success criteria and key performance indicators
3. Risk Matrix with identified strategies
4. Statement of Scope (what it is in scope and what it is out of scope for this implementation)
5. Change Request/Change Control approval and tracking procedures
6. Requirements tracking methodology that provides the means to track system requirements
(Attachment C) through testing and to production implementation
7. Description of project status and progress reporting procedures and tools
City of Meridian – Purchasing Department
Revised 08.07.2014
RFP FIN-14-10404 | Page 17
Post Implementation Support
1. The Proposer shall provide services to document all of the enhancements, plug-ins, reports,
workflows and extensions that are developed during the course of this project so that the City can
modify and reinsert or reuse those enhancements as new releases and product versions are
available. Overall, the proposer will be required to provide documentation of all their activities and
work products throughout the project life cycle.
a) Additionally, implementation services will include knowledge transfer for all aspects of the
project, reporting and project status management, communication and document management,
risk management, quality assurance of implementer provided deliverables, and quality control
management.
Maintenance
1. The City expects that most of the maintenance effort performed post-implementation will be for
non-corrective actions. However, in the event UBS solution requires “break/fix” support, the City
would like to review a sample service level agreement from the Proposer. As well, the Proposer
shall provide an annual schedule of releases for the next two years. The Proposer will detail its
quality assurance program for releases i.e. does the Proposer have a quality assurance environment
in which system changes can be regression tested before deployment? Etc.
a) Proposer will address key management issues, such as: alignment with City priorities, staffing,
and costs.
b) Proposer will address key technical issues, such as: the City’s limited understanding of this new
solution, impact to the current infrastructure, testing releases, and sustainability measurements.
City of Meridian – Purchasing Department
Revised 08.07.2014
RFP FIN-14-10404 | Page 18
City’s Representatives
Purchasing Representative
Technical Representative
Keith Watts, Purchasing Manager
33 East Broadway
Meridian, ID 83642
(208)888-4433
Fax (208) 887-4813
[email protected]
Sheryl Bishop, Project Manager
33 East Broadway
Meridian, ID 83642
(208)888-4433
Fax (208) 887-4813
[email protected]
There are nineteen (19) pages in this Request for Proposal. It is the Proposer’s responsibility to ensure
all pages are included. If any pages are missing, you must immediately request a copy of the missing
page (s) by e-mailing your request to Keith Watts, Purchasing Representative, with the subject line of:
RFP Project # FIN-14-10404.
Any and all explanations desired by a Proposer regarding the meaning or interpretation of the Request
for Proposals, or any part thereof, must be requested in writing( via fax or e-mail) and directed to the
person named as the Purchasing Representative and with sufficient time allowed for a reply to reach
Proposer before the submission of their proposal. Any request of a technical nature should be sent to
BOTH the Purchasing Representative and the Technical Representative. Any interpretation made will be
in the form of an addendum to this Request for Proposal, issued by the Purchasing Representative, and
will be furnished to all prospective Proposers of record. Oral explanations or instructions provided
before proposal opening will not be binding.
Dated:
CITY OF MERIDIAN
Keith Watts, Purchasing Manager (Representative)
City of Meridian – Purchasing Department
Revised 08.07.2014
RFP FIN-14-10404 | Page 19
Attachments
Attachment A Vendor Proposal
Complete Attachment A Vendor Proposal, based on the requirements (Attachment C), the technology
road map, the background information provided on the City and XYZ system and the scope of work.
Attachment B Vendor Cost Proposal
Complete Attachment B Vendor Cost Proposal, based on the requirements (Attachment C), the
technology road map, the background information provided on the City and XYZ system and the scope
of work.
Attachment C System Requirements
Complete Attachment C System Requirements using the values provided to address each requirement
(Out Of the Box “OOB”, Configured, Customized or need to license 3rd party software). Note, if a
requirement is “mandatory”, and the Proposer addresses that requirement as “need to license 3rd
party software”, then the Proposer will be considered non-responsive and will be disqualified.
Attachment D Standard Terms and Conditions
Attachment D includes standard (customary) Terms and Conditions required by the City of Meridian to
do business with any Proposer and are non-negotiable.
Attachment E Vendor Demonstration Evaluation Criteria
Attachment E addresses the functional areas and criteria, upon which, Proposers who are selected to
demonstrate their software will be evaluated.
City of Meridian – Purchasing Department
Revised 08.07.2014