coordinating committee - washington county, … fusion project financials cloud service (b84628) –...

COORDINATING COMMITTEE

100 West Washington Street, Room 320 | Hagerstown, MD 21740-4748 | P: 240.313.2330 | F: 240.313.2331 www.washco-md.net

Request for Proposals Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page i

PUR-1319 REQUEST FOR PROPOSALS REGARDING

QUALIFICATIONS AND EXPERIENCE (Q&E) / TECHNICAL PROPOSALS AND

PRICE PROPOSALS

ORACLE CLOUD MIGRATION & IMPLEMENTATION SERVICES

The Board of County Commissioners of Washington County, Maryland is requesting Qualifications and Experience (Q&E) / Technical Proposals and Price Proposal Submittals from qualified Oracle approved cloud implementation partners to provide public sector Oracle Fusion Cloud migration and implementation services.

The Washington County Coordinating Committee will be evaluating submissions to this request and will consider those firms deemed responsive, responsible and most qualified and experienced. The Committee reserves the right to interview some or all of the prospective firms to discuss Qualifications and Experience (Q&E) / Technical Proposals and Price Proposals.

The format for submittals, information regarding the scope of work, and selection criteria to be used by the Committee are available from either the Washington County website: www.washco-md.net by accessing “Services / Bid Invitations / Purchasing” or from the Washington County Purchasing Department, Washington County Administration Building, 100 West Washington Street, Third Floor, Room 320, Hagerstown, Maryland 21740-4748, telephone 240-313-2330. Inquiries regarding this request can be directed to Karen R. Luther, CPPO, Director of Purchasing, at the above address or telephone 240-313-2330.

A Pre-Proposal Conference will be held at 10:00 A.M. (EDST), on Friday, August 26, 2016, in the Second Floor Conference Room No. 255 of the Washington County Administration Building, 100 West Washington Street, Hagerstown, Maryland. While attendance at this meeting is not mandatory, it is strongly encouraged.

Interested firms shall submit one (1) original and eight (8) copies of their Qualifications and Experience (Q&E) / Technical Proposal information enclosed in a sealed opaque envelope marked "Q & E / Technical Proposal (PUR-1319) – Oracle Cloud Implementation Services" and one (1) original and eight (8) copies of their Price Proposals in a separately sealed opaque envelope marked "Price Proposal (PUR-1319) – Oracle Cloud Implementation Services", to the Office of Karen R. Luther, CPPO, Director of Purchasing, Washington County Purchasing Department, Washington County Administration Building, 100 West Washington Street, Third Floor, Room 320, Hagerstown, Maryland 21740-4748, no later than 4:00 P.M. (EDST), Monday, September 19, 2016. The Washington County Coordinating Committee will evaluate the submittals. Failure to comply with providing the required information for the Committee's review may result in disqualification.

http://www.washco-md.net/

Request for Proposals Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page ii

NOTE: All Proposers must enter the County Administration Building through either the front door at the 100 West Washington Street entrance or through the new access door at the rear of the building which is handicap accessible, and must use the elevator to access the Purchasing Department to submit their proposal and/or to attend the Pre-Proposal Conference. Alternate routes are controlled by a door access system.

Washington County shall make positive efforts to utilize Disadvantaged Business Enterprises for its supplies and services and shall allow these sources the maximum feasible opportunity to compete for contracts. The County Commissioners of Washington County do not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. Individuals requiring special accommodations are requested to contact 240-313-2330 Voice, TDD Dial 711 to make arrangements no later than seven (7) calendar days before the Pre-Proposal Conference.

Inquiries regarding this request should be directed to Karen Luther, CPPO – Director of Purchasing at

240-313-2330. The Board of County Commissioners of Washington County reserves the right to reject the proposal of a firm who has previously failed to perform properly or complete on time contracts of a similar nature or a proposal of an organization which investigation shows is not in a position to perform the contract. The Board of County Commissioners of Washington County, Maryland reserves the right to accept or reject any or all proposals, to waive technicalities, and to take whatever action is determined to be in the best interest of Washington County by the Washington County Coordinating Committee. The Board reserves the right to contact a Proposer for clarifications and may, at its sole discretion, allow a proposer to correct any and all formalities, informalities and technicalities in the best interest of Washington County.

By Authority of:

Karen R. Luther, CPPO Director of Purchasing

BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND

COORDINATING COMMITTEE

100 West Washington Street, Room 320 | Hagerstown, MD 21740-4748 | P: 240.313.2330 | F: 240.313.2331 www.washco-md.net

Request for Proposals Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page 1

PUR-1319

REQUEST FOR PROPOSALS REGARDING QUALIFICATIONS AND EXPERIENCE (Q&E) / TECHNICAL PROPOSALS

AND PRICE PROPOSALS


August 16, 2016

I. INTRODUCTION

A. The Board of County Commissioners of Washington County, Maryland, hereinafter referred to as the “County”, seeks from all qualified Oracle approved cloud implementation partners, proposals to provide experienced public sector Oracle Fusion Cloud migration and implementation services, hereinafter referred to as the “Proposer”. The County is currently using PeopleSoft HRMS V9.1, PeopleSoft Financials V8.9 and PeopleSoft EPM V9.0 in VMware V6.0 on virtualized Microsoft Windows server environments.

B. Interested Proposers shall provide Qualifications and Experience (Q&E) / Technical Proposal

submittals concurrently with Price Proposals in separately sealed envelopes. The County intends to open and review each firm’s Q&E / Technical Proposal to evaluate qualifications and experience and technical approach first. If the Q&E / Technical Proposal is deemed acceptable, the envelope containing the firm’s Price Proposal will then be opened. For those Q&E / Technical Proposals considered unsatisfactory, the envelope containing the related Price Proposal will be returned unopened to the respective firm. By virtue of submitting a proposal, all interested parties are acknowledging that Washington County reserves the right to reject any or all proposals if it determines that they are not responsive to this Request for Proposals (RFP) or if the proposals themselves are judged not to be in the best interest of the County.

C. This RFP is being issued by the Information Technology Department and the respective user

divisions and departments for the County. Vendors are specifically directed NOT to contact any County personnel, for meetings, conferences or technical discussion related to the RFP. Unauthorized contact of any County personnel may be cause for rejection of vendor’s RFP response.


All communications regarding the RFP shall be referred to: Karen R. Luther, CPPO – Director of Purchasing Washington County Administration Building 100 West Washington Street, Third Floor, Room 320 Hagerstown, MD 21740-4748 Telephone: 240-313-2330 FAX: 240-313-2331

II. BACKGROUND

A. Washington County, founded in 1776, is situated in northwestern Maryland. The County is 460 square miles with a population of approximately 149,574. Major services provided by the County include planning and community development, public safety, public works, economic development, and recreation.

B. The Division of Budget and Finance (B&F) administers policies affecting financial and

accounting control systems. The Information Technology Department (IT) is the primary sponsor of this RFP. Other divisions or departments that the Proposer may be expected to work with include Budget and Finance, Health and Human Services (H&HS), and Purchasing.

III. SCOPE OF SERVICES A. PURPOSE

Washington County is seeking qualified Oracle approved cloud implementation partners to provide experienced public sector consultant services to perform Washington County’s migration from their current on-site PeopleSoft platform to a provisioned Oracle Fusion Cloud Services environment. Any aspects of service not addressed in the Scope of Services are left for the Proposer to address. The Proposer shall specifically state key estimating assumptions, technology infrastructure services assumptions, responsibilities of Proposer, responsibilities of the County, and related tasks deemed out of scope of the proposal. The County’s current on-site PeopleSoft platform consists of PeopleSoft HRMS V9.1, PeopleSoft Financials V8.9 and PeopleSoft EPM V9.0 hosted on VMware V6.0 in virtualized Microsoft Windows 2003 Server (Financials & EPM) & 2008R2 Server (HRMS) environments. PeopleSoft Financials and EPM data resides in Microsoft SQL 2005 databases. The PeopleSoft HRMS data resides in Microsoft SQL 2008 databases. The County’s currently implemented PeopleSoft modules include: 1. Financials - Accounts Payable 2. Financials - Accounts Receivable 3. Financials - Asset Management 4. Financials - Billing (implemented but no longer in use - retired November 2014) 5. Financials - General Ledger 6. Financials - Project Costing


7. Financials - Purchasing 8. HRMS - Benefits Administration 9. HRMS - Human Resources 10. HRMS - Payroll for North America 11. EPM - Planning & Budgeting

The County is currently using the Questica TeamBudget Capital V4.5.241.2 product provided by Questica Incorporated, 980 Fraser Drive, Unit 105, Burlington, ON, L7L5P5 Canada. This application is hosted on VMware V6.0 in a virtualized Microsoft Windows 2012R2 Server environment. The Questica TeamBudget Capital data resides in a Microsoft SQL 2008 database. An in-house developed PeopleSoft SQR provides the interface (data transfer) between Questica TeamBudget Capital and the County’s PeopleSoft Financials. This SQR is executed once per fiscal year to provide capital budget journal entries. The County desires to implement the latest version of Oracle’s Public Sector Cloud Software packages. Washington County has executed an agreement for the following Oracle Software as a Service Products. Please note that product provisioning in Oracle’s North America data center region has already been completed: 1. Oracle Fusion Financials Cloud Service (B69711) – 25 Hosted Named User 2. Oracle Fusion Self Service Procurement Cloud Service (B69721) – 200 100 Sessions

Monthly Capacity 3. Oracle Fusion Project Financials Cloud Service (B84628) – 10 Hosted Named User 4. Oracle Fusion Transactional Business Intelligence for Financial Cloud Service

(B69716) – 200 Hosted Named User 5. Oracle Fusion Inventory Management Cloud Service (B69729) – 10 Hosted Named

User 6. Oracle Fusion Purchasing Cloud Service (B69717) – 10 Hosted Named User 7. Oracle Planning and Budgeting Cloud Service (B73946) – 100 Hosted Named User 8. Oracle Fusion Human Capital Management Base Cloud Service (B67288) – 1000 100

Sessions Monthly Capacity 9. Oracle Fusion Global Payroll Cloud Service (B67290) – 1000 Hosted Named User 10. Oracle Fusion Payroll Interface Cloud Service (B67292) – 1000 Hosted Named User 11. Oracle Fusion Time and Labor Cloud Service (B75365) – 1000 100 Sessions

Monthly Capacity 12. Oracle Additional Test Environment for Oracle Fusion Cloud Service (B84490) – 1

100 Sessions Monthly Capacity

B. SCOPE

1. The County prefers to migrate to and implement the latest versions of Oracle’s Public Sector Cloud Software packages listed directly above with the exception of Oracle Fusion Inventory Management Cloud Service (B69729). The County currently has no immediate or future plans to implement this product and this software product shall be omitted from consideration in the Proposer’s proposal.


2. The County’s fiscal year runs from July 1st through June 30th of the following calendar year; therefore, the County prefers to cut-over to the Oracle Fusion Financials, Self Service Procurement, Project Financials, Transactional Business Intelligence for Financials, Purchasing, Human Capital Management, Global Payroll, Payroll Interface, and Time and Labor Oracle Cloud Service products by July 1, 2017 (fiscal year boundary).

3. Oracle Fusion Time and Labor Cloud Service (B75365) offers the County new

operational capability and functionality; therefore, at the Proposer’s option, the County is willing to delay Oracle Fusion Time and Labor’s implementation and push back the cut-over date for this product until December 31, 2017.

4. The County prefers to not begin any work associated with this RFP prior to October

1, 2016. Additionally, the County prefers to begin the migration to and implementation of Oracle Planning and Budgeting Cloud Service (B73946) on or after April 1, 2017 with a cut-over date by November 17, 2017.

5. The County is planning to implement the latest version of Oracle Planning and

Budgeting Cloud Service (B73946). The primary objective is to replace our existing PeopleSoft EPM solution for Operational Budgeting that is provided in this service along with streamlining the budget preparation process to enhance the County’s ability to track and manage budgets in real-time through the implementation of Oracle Planning and Budgeting Cloud Service (B73946).

6. The County understands that Oracle Planning and Budgeting Cloud Service (B73946)

contains a Capital Budgeting component; however, we have yet to determine the Capital Budgeting component’s full potential. The County will be meeting with Oracle representatives in August 2016 to further explore and determine if the Capital Budgeting component will meet or exceed the County’s capital budgeting needs. Therefore, the County is requiring the Proposer prepare two (2) price options for Capital Budgeting.

a. Option A - to successfully replicate the current PeopleSoft SQR interface

functionality using the standard Oracle Fusion Cloud Service interface/integration tools (Questica Budget Capital to Oracle Fusion Financials Cloud Service).

b. Option B – to migrate ten (10) years of capital budgeting data from Questica

TeamBudget Capital into Oracle Planning and Budgeting Cloud Service (B73946) and to configure/implement the Capital Budgeting component on or after April 1, 2017 with a cut-over date by November 17, 2017. Please note that Attachment D contains a collection of documents that the County used in July 2007 when soliciting (RFP PUR-1039), selecting, and subsequently implementing its incumbent capital budget software application (Questica TeamBudget Capital) and hopefully these documents help create an understanding of what we have and use and will provide some sort of


functionality guideline to assist in preparing your response for Option B. The contents of Attachment D are as follows:

i. GFOA Demonstration Scripts

ii. Functional Requirements Matrix iii. Capital Projects Priority Ranking Matrix Guideline iv. Ranking Matrix Weighting Worksheet

Please note that the Capital Priority Ranking Matrix Guideline is what the end users see on a screen and the Ranking Matrix Weighting Worksheet is for use by County Budget &Finance staff. These documents provide some insight on how the end user must choose the criteria that best fits their project but the end user does not have access to the scoring of the information for their project.

7. The County prefers to migrate/convert three (3) fiscal years of financial data which

includes the County’s current fiscal year (2017) that ends on June 30, 2017 and all PeopleSoft Financial look up tables required to support/supplement the financial data.

8. The County’s current payroll processing cycle (one week) does not provide enough of

a time cushion in the event of a major weather incident, processing or communication breakdown or some other anomaly that would affect the processing of payroll. The County would like to extend the processing cycle to two (2) weeks and would be implemented by July 1, 2017 (fiscal year boundary).

9. The County’s PeopleSoft environment is considered “vanilla” and the County wishes

to pursue a “like-for-like migration/conversion” with existing capability and functionality to be successfully replicated into the County’s Oracle’s Fusion Cloud Service environment.

10. The County prefers that the bulk of the implementation be prepared in the County’s

provisioned Oracle Fusion Cloud Services Test Environment or optionally, in the Proposer’s lab environment and subsequently transferred into the County’s Oracle Cloud Test Environment prior to any testing requirement that is to be performed by the County.

11. The Proposer shall successfully replicate the interfaces that are currently being used in

the County’s existing PeopleSoft environment and have been identified as MUNIS Cash Receipts, MUNIS Utility Billing and MUNIS General Billing. Additionally, the Proposer shall develop and provide any interface(s) that may be required for the County’s Oracle Fusion Cloud Services to interoperate.

12. The Proposer shall develop a training plan for the County’s key staff and functional

users that includes, but not limited to, Budget & Finance, Health & Human Services, Information Technology and Purchasing and provide a plan for knowledge transfer during implementation to prepare County staff to maintain the system(s) after they are placed into production. It is preferred that training for this group of individuals be on-site and may include options for instructor led, computer based training, or web-based training services.


13. The County intends to use a “train-the-trainer approach” for its end-user training solution. The Proposer shall prepare all materials for and lead on-site, hands-on training for train-the-trainer sessions and assist and guide the County in the development of an end-user training plan. The train-the-trainer training sessions shall include instructional presentation of material and hands-on interactive components in which staff can perform operational functions and tasks. The Proposer shall prepare and provide a complete end-user “how to use” system manual for each Oracle Public Sector Cloud Software package, as configured, and shall contain detailed documentation, material and screen shots for all business processes.

14. The County subscribes to the general implementation approach that the County will

adapt their business processes and use the delivered Oracle Fusion Cloud best practices, reports, and workflows to meet our needs.

15. The Proposer shall assist the County with any other processes and/or provide any other

services not specifically listed but required for successful migration to and implementation of Oracle Fusion Cloud Services.

16. Normal County work hours are Monday through Friday, 7:30am until 4:30 pm EST,

with the option of additional availability upon request from the Proposer. Included herein is a 2016-2017 Holiday Schedule (Attachment E).

17. The Proposer’s resources that verbally communicate with County employees must

speak fluent English and shall not have an accent that is difficult for County employees to comprehend.

18. The Proposer’s firm shall be an Oracle approved cloud implementation partner and

must be able to provide trained, certified, and experienced public sector resources that are able to successfully perform all tasks and assignments required and derived from the Scope of Services and this RFP. The County reserves the right, at its sole discretion, to reject any individual deemed inappropriately qualified for any task or assignment and the Proposer may propose a qualified alternate.

19. Those submitting proposals do so entirely at their expense. There is no expressed or

implied obligation by the County to reimburse any individual or firm for any costs incurred in preparing or submitting proposals, providing additional information when requested by the County, or for participating in any selection interviews.

IV. DELIVERABLES

To ensure quality throughout the migration and implementation the County’s project shall include, at a minimum, the following deliverables. Each deliverable will be the responsibility of the Proposer and will be formally presented to the County for review and sign off. For projects with multiple phases, the County expects each phase to contain each deliverable (unless noted).


A. Comprehensive Project Plan – Detailed listing of tasks for the entire project that includes the following for each task: due date, responsibility, predecessors. Tasks to include in the project plan will include all migration, implementation and training activity, deadlines, milestones, sign offs, review periods, and deliverables.

B. System Design Documents – Implementation work product that identifies both the business process decisions as well as system configuration decisions for each Oracle Public Sector Cloud Software package’s business process and system feature.

C. Testing Scripts – Test scripts based upon the functional requirements and system design

documents that require successful completion of each Oracle Public Sector Cloud Software package’s business process and system configuration.

D. Training Documentation – Complete end-user system manual that describes and illustrates

how to use each Oracle Public Sector Cloud Software package as configured. The training documentation shall include screen shots for all configured business processes.

V. QUALIFICATIONS

Each Proposer shall demonstrate its qualifications by providing the County with a proposal that includes the following information, which the County will use as criteria for evaluating the Proposer’s response. A. Proposer must demonstrate and include documentation that their firm is an Oracle approved

Cloud Implementation Partner.

B. Proposer must certify that they possess at a minimum three (3) years’ Oracle Public Sector Budgeting, Financial and HRMS experience and have been in business for at least five (5) years.

C. Proposer shall be able to provide trained, certified, and experienced public sector resources

that are able to successfully perform all tasks and assignments required and derived from the Scope of Services and this RFP. The County reserves the right, at its sole discretion, to reject any individual deemed inappropriately qualified for any task or assignment and the Proposer may propose a qualified alternate.

D. List three (3) public sector customers for whom the Proposer has provided professional

Oracle/PeopleSoft related implementation consulting services within the past five (5) years. The Proposer shall state when the work was done and the firm’s level of participation in the implementation. Preference shall be given to any public sector (municipal, county, state) government or agency that are comparable in size to the County for which your firm currently has done business with similar to that is outlined by this RFP. Include names and current contact information for these references. The County will not call Proposers to tell them that their references will be called because all references provided will be contacted by the County during the selection process.


VI. LIQUIDATED DAMAGES

Proposers acknowledge that untimely submission of critical deliverables such as the comprehensive project plan, system design documents, testing scripts, training documentation, and the go-live date will cause actual economic damage to the County in amounts that would be difficult to estimate or prove. In the event the Proposer is the primary cause for failing to provide any critical deliverable for review and acceptance by the County that is substantially complete and of reasonable quality, as proposed in the Statement of Work, the County may deduct from any outstanding invoice(s), require the Proposer to pay, or collect by other means as allowed by law, an amount up to Five Hundred Dollars ($500.00) per calendar day, up to a predetermined amount, for each critical deliverable that has not been provided, until satisfactory performance is accomplished. This shall be considered a liquidated damage, not a penalty.

VII. TERMINATION OF CONTRACT

A. Termination for Cause: Washington County may terminate the contract at any time that the Proposer fails to carry out its provisions or to make substantial progress under the terms specified in the contract.

B. Washington County shall provide the Proposer with sixty (60) calendar days’ written notice of conditions endangering performance. If after sixty (60) calendar days’ written notice the Contractor fails to remedy the condition contained in the notice, Washington County shall issue an order to stop work immediately.

C. Washington County shall be obligated to reimburse the Proposer only for those services

rendered prior to the date of notice of termination, less any liquidation damages that may be assessed for non-performance.

D. Unilateral Right to Terminate: With the mutual agreement of the County and the Proposer

upon receipt of not less than ninety (90) calendar days’ written notice, the contract may be terminated on an agreed date prior to the end of the contract period without penalty to either party.

E. Lack of Funds: Not withstanding any other provisions of the contract, if the funds anticipated

for the continued fulfillment of this contract are at any time not forthcoming, through the failure of the County government to appropriate funds, discontinuance or material alteration of the program under which funds were provided, Washington County shall have the right to terminate the contract without penalty by giving not less than ninety (90) calendar days’ written notice documenting the lack of funding.

VIII. COMPENSATION

A. The County shall issue a Notice to Proceed (NTP) upon award of this RFP by the Board of County Commissioners of Washington County, Maryland (BOCC) and contract acceptance.


B. The Proposer will be compensated on an hourly basis with an established not-to-exceed cost for each Oracle Public Sector Cloud Software package (Attachment A). Once the NTP is issued, the Proposer shall proceed with the project, invoicing the County on a monthly basis based on the actual man-hours charged to the project. Submitted along with the invoice shall be a breakdown of all man-hours charged and a description of project progress. The Director of the Division of Information Systems must receive monthly invoices by the 10th day of the month following the month for which the invoice is submitted. Failure to include this information with the invoice will result in rejection of the invoice.

C. The County may withhold a retainage of ten (10%) percent of all fees due the Proposer. The

retainage will be paid in full within thirty (30) calendar days of satisfactory completion of each specific assignment or task to which retainage was assigned. Satisfactory completion is at the sole discretion of the County.

D. Hourly rates for all work performed under this contract shall be as shown on Attachment A

(Proposal Form). DO NOT MODIFY ATTACHMENT A.

E. The Proposer’s proposed hourly rates shall be considered as straight time and no overtime rates shall be permitted. The proposed hourly rates shall also include all required business expenses in order to complete all activities, assignments, tasks, training, etc. The proposed hourly rate shall also include all travel related expenses (per diem, transportation, etc.), supervision, and all other business related expenses. No compensation will be provided for Proposer travel, mileage, etc. other than the actual man-hours used for travel to and from Washington County. The maximum travel reimbursement per calendar day shall be limited to 8 man-hours per Proposer and shall be reimbursed at fifty (50) percent of the Proposer’s proposed hourly rate.

F. Approved invoices shall be paid within thirty (30) calendar days of receipt of a proper

invoice. Payment will be made for work satisfactorily completed unless any item thereon is questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim.

IX. INSURANCE REQUIRED

A. The successful Proposer must show, prior to the execution of the Agreement and as required by the County during the term of the contract, evidence of appropriate insurance as outlined in the attached copy of Washington County’s Policy of Insurance Requirements for Independent Contractors (Attachment B).

B. Professional Liability - The successful Proposer must also show, prior to the execution of the

Agreement, and as required by the County during the term of the contract, evidence of professional liability insurance coverage in the amount of one million ($1,000,000) dollars, with a minimum coverage of one million ($1,000,000) dollars per occurrence and one million ($1,000,000) dollars aggregate and must include coverage for errors, omissions and negligent acts.

C. Certificates of Insurance shall be provided as required at no additional cost to the County.


X. INDEMNIFICATION

Proposer agrees to indemnify and hold harmless the County, its officers, employees, and agents, from and against all claims, damages, losses, and expenses. This indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable for or by proposer or any agent of the proposer under the Worker's Compensation Act, disability benefit acts, or other employee benefits acts.

XI. PROPOSAL SUBMITTALS

A. This solicitation is issued pursuant to the implementation of Section 5 of the Washington

County Procurement Policy Manual relative to Requests for Proposals (RFP) - Professional/Technical Services Selection that can be viewed at http://www.washco-md.net/purchasing/pdf/ProcurementPolicy.pdf. No proposal preparation expense will be paid by the County in response to this solicitation. The County reserves the right to substitute Committee members, if necessary. No assumptions should be made on the part of the Proposer as to this Committee’s prior knowledge of Proposer’s abilities.

B. Two separate proposals shall be submitted. One shall be the Qualifications and

Experience (Q&E)/Technical Proposal of the Proposer. The other shall be the Price Proposal. The Price Proposal will be opened only if the firm is considered responsible, qualified and responsive to this request after detailed review of the Q&E/Technical Proposal by the Coordinating Committee. (DO NOT INCLUDE ANY PRICE FIGURES IN THE COMBINED Q&E / TECHNICAL PROPOSAL SUBMITTAL)

C. As a minimum, the Qualification and Experience (Q&E)/Technical Proposal submittal

shall include the following:

1. In order to facilitate the analysis of responses to this RFP, Proposers are required to prepare their proposals in accordance with the instructions outlined in this section. Proposers are encouraged to respond in the same order in which the questions are presented. Failure to respond in full to any items may eliminate Proposer from further consideration, resulting in the Price Proposal being returned unopened. Similarly, inclusion of price information expressly disallowed in the Combined Q&E / Technical Proposal will eliminate Applicant from further consideration. Each Proposer is required to submit the proposal in a sealed package.

2. Proposals shall be prepared as simply as possible and provide a straightforward,

concise description of the Proposer’s capabilities to satisfy the requirements of the RFP. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures and tables must be numbered and clearly labeled.

http://www.washco-md.net/purchasing/pdf/ProcurementPolicy.pdf

http://www.washco-md.net/purchasing/pdf/ProcurementPolicy.pdf


The proposal must be organized into the following major sections: Section Title

Title Page Table of Contents Letter of Transmittal

1.0 Executive Summary 2.0 Statement of Work 3.0 Company Background 4.0 Project Management Plan and Training 5.0 Maintenance Program 6.0 Client References 7.0 Supplemental Information

3. Instructions relative to each part of the response to this RFP are defined in the

remainder of this section.

a. Letter of Transmittal

1) Responses shall contain a letter of transmittal that must be typed on the Proposer’s letterhead and include the following:

a) The identification of the Proposer submitting the proposal.

b) The name, title, telephone number, fax number, and e-mail

address of the person or persons authorized to contractually obligate the Proposer with this proposal and in future negotiations.

c) The names, titles, telephone number, fax number, and e-mail

address of the person(s) to be contacted for clarifications.

d) An indication of acceptance of the general requirements and contract terms as described within this request for proposal.

e) An acknowledgement of receipt of all amendments to this

request.

f) The letter must be signed by a person authorized to obligate the Proposer in a contract offer.

b. Executive Summary (Section 1.0)

This part of the response to the RFP shall be limited to a brief narrative highlighting the Proposer’s qualifications. The summary shall contain as little technical jargon as possible and shall be oriented toward non-technical


personnel. The Executive Summary must not include cost quotations. Please note that the executive summary shall identify the primary engagement manager for the consulting services.

c. Statement of Work (Section 2.0)

The statement of work section of the Proposer’s proposal must begin with a general discussion of the Proposer’s “overall” understanding of the County’s Oracle Cloud Migration and Implementation project, the company’s expertise, experience and successful implementation (where applicable) with the potential activities, tasks and assignments described in Section III (Scope of Services). The statement of work will also include and describe at least the following and may include additional items or topics the Proposer deems necessary: 1) Project Scope 2) Project Milestones 3) Project Deliverables 4) High level project schedule (listing of phases and go-live dates) 5) Project resources 6) Project roles and responsibilities 7) Project change control procedures

d. Company Background (Section 3.0)

1) Proposers must provide the following information about their company

so that the County can evaluate the Proposer’s stability and ability to support the commitments set forth in response to the RFP. The County, at its option, may require a Proposer to provide additional support and/or clarify requested information.

2) The Proposer must outline the company’s background, including:

a) How long the company has been in business.

b) A brief description of the company size and organization. c) How long the company has been implementing and/or

upgrading Oracle/PeopleSoft public sector clients.

d) State if company is a PeopleSoft Certified Consulting Partner. e) State if company is an Oracle approved Cloud Implementation

Partner.


f) If applicable, identify any Oracle Fusion Cloud Services public sector clients have you implemented or upgraded in the past five (5) years.

g) Any material (including letters of support or endorsement)

indicative of the Proposer’s capabilities.

e. Project Management Plan and Training (Section 4.0)

1) The Proposer is requested to provide a high-level project management plan so the County may evaluate and determine the project management philosophy of each firm. The County is interested in determining the following aspects:

a) How a project is organized and planned.

b) Overview of a methodology, including documentation plan and

knowledge transfer process.

c) Overview of proposed training, including options for on-site training services.

d) Overview of implementation, including estimated time frames,

man-hours and deliverables for each stage of a project. e) Plan for testing, parallel processing, and support during actual

migration and implementation process.

f. Maintenance Program (Section 5.0)

Specify the nature of any post-project support provided by the Proposer. g. Client References (Section 6.0)

List three (3) public sector customers by name, state and include customer contact information for which the Proposer has provided professional Oracle/PeopleSoft related implementation consulting services within the past five (5) years. Maryland County, east coast customers and customers of similar size and RFP scope are to be listed first. The County will not call Proposers to tell them that their references will be called because all references provided will be contacted by the County during the selection process.

h. Supplemental Information (Section 7.0)

1) Proposers are required to submit information in this section regarding

the following:


a) Identify your firm’s project manager(s) and professional staff members, including biographies, who would likely be involved in any of the potential activities, tasks, and assignments. Include description of professional registrations, licenses, or certifications and their background with Oracle Fusion Cloud and PeopleSoft implementations, upgrades.

b) Provide any additional information that you feel would distinguish your firm in its service to the County.

c) The County may make such investigations as it deems

necessary to determine the ability of the Proposer to perform the work proposed. The Proposer shall furnish to the County, within five (5) calendar days of request, all such information and data for this purpose as may be required. The County reserves the right to reject any proposal if the evidence submitted or investigation of the Proposer fails to satisfy the County that the Proposer is properly qualified to fulfill the obligation of the contract and to complete the work contemplated therein. Conditional proposals will not be accepted.

d) All Proposers shall include a copy of any sample agreement(s)

or contract(s) that the Proposer would want the County to execute upon contract award. Please note that any agreement or contract resulting from the acceptance of the proposal shall be on a form(s) approved by the County and shall contain, at a minimum, all applicable provisions of this Request for Proposal. The County reserves the absolute right to modify or reject any agreement or contract provisions that do not conform to this Request for Proposal and/or any County requirements for agreements and contracts.

D. As a minimum, the Price Proposal shall include the following:

1. The proposal form (Attachment A) contained herein. 2. The proposal must be accompanied by a fully executed Affidavit (Attachment C),

executed by the Proposer, or in case the Proposer is a corporation, by a duly authorized representative of said corporation, on the form provided.

3. Conclusions, remarks and/or supplemental information pertinent to this request.

E. Any proposal may be withdrawn prior to the date and time set herein as the deadline for

receipt of submittals. Any submittals not withdrawn prior to the deadline will constitute an irrevocable offer for a period of ninety (90) calendar days, to sell to the County the services set forth in the above scope of required services.


F. The County will have up to ninety (90) calendar days to review all Qualification and Experience (Q&E)/Technical submittals. The Price Proposals of those submittals determined to be unacceptable to the Coordinating Committee will be returned to the Proposer, unopened, after award of the contract.

G. Proposals received prior to the deadline will be opened in confidence. Proposals received after

the deadline will be rejected and returned unopened.

H. The Contract will be awarded to the Proposer(s) offering the proposal considered most advantageous to the County. It is anticipated that the contract award will be made within ninety (90) calendar days after the receipt of proposals. Failure to meet this award schedule will in no way invalidate the proposals or any of the conditions contained in this RFP.

I. Proposals must include the full name and address of proposer. Signature shall indicate his or

her title and/or authority to bind the firm in a contract.

J. Proposals may not be altered or amended after they are opened. XII. SELECTION PROCESS

A. The Washington County Coordinating Committee will evaluate the responses to this request and select those firms judged to be responsive, most qualified, and experienced. The Coordinating Committee shall be comprised of the Director of Information Systems (Committee Chairman Designee), Director of Budget & Finance, Deputy Director of Budget & Finance, Director of Purchasing, Database Administrator (IT), Health & Human Services Benefits Administrator, and Systems Analyst (IT).

B. Contract award/negotiation processes will be based on a formal methodology established by

Washington County. It is the County’s intent to open and review each firm’s Qualifications & Experience/Technical Proposal to determine qualifications, experience and technical expertise. If the Coordinating Committee determines that a firm’s Qualifications & Experience/Technical Proposal is acceptable, the packet containing the firm’s Price Proposal will then be opened.

C. Since it is the County’s desire to select the most qualified firm, the Coordinating Committee

reserves the right to schedule oral presentations of those firms it deems most qualified, to take place within ten (10) calendar days following notification.

XIII. RESERVATIONS

The County reserves the right to request clarification of information submitted or to request additional information about any proposal as it may reasonably require. The County reserves the right to require interviews. The County reserves the right to reject any or all proposals, to waive technicalities and to take whatever action is in the best interest of the County. The County reserves the right to not hold discussions after award of the contract. Nothing in this RFP or the contract between the County and the successfully awarded Proposer shall prohibit the County from retaining


the services of other Proposers for Oracle or PeopleSoft related project activities, tasks and assignments that the County deems is not covered under this contract.

XIV. PRE-PROPOSAL CONFERENCE

A Pre-Proposal Conference will be held at 10:00 A.M. (EDST) on Friday, August 26, 2016 in the Second Floor Conference Room No. 255 of the Washington County Administration Building at 100 West Washington Street, Hagerstown, Maryland. While attendance at this meeting is not mandatory, it is strongly encouraged.

XV. INTERPRETATIONS, DISCREPANCIES AND OMISSIONS

It is the Proposer's responsibility to become familiar with all information provided in this package and any other information considered necessary to make a proposal. Should any Proposer find discrepancies in, or omissions from, the documents or be in doubt of their meaning, the Proposer should at once request in writing, via fax at 240-313-2331, an interpretation from: Karen R. Luther, CPPO, Director of Purchasing, Washington County Administration Building, 100 West Washington Street, Third Floor, Room 320, Hagerstown, Maryland 21740-4748. All necessary interpretations shall be issued to all proposers in the form of addenda to this solicitation, and such addenda shall become part of the contract documents. Requests received after 4:00 P.M. (EDST), Wednesday, September 7, 2016 may not be considered. Every interpretation made by the County will be made in the form of an addendum that, if issued, will be sent by the Director of Purchasing to all interested parties.

XVI. TERMS AND CONDITIONS

A. The County reserves the right to reject any or all proposals or to award the contract to the next recommended Proposer if the successful Proposer does not execute a contract within fifteen (15) calendar days after notice of award of the contract.

B. Any agreement or contract resulting from the acceptance of the proposal shall be on a form(s) approved by the County and shall contain, at a minimum, all applicable provisions of this Request for Proposal. The County reserves the absolute right to modify or reject any agreement or contract provisions that do not conform to this Request for Proposal and/or any County requirements for agreements and contracts.

C. The Proposer shall not assign any interest in the contract and shall not transfer any interest in

the same without prior written consent of the Washington County Director of Information Systems.

D. No reports, information or data given to or prepared by the Proposer under the contract shall

be made available to any individual or organization by the Proposer without the prior written approval of the Washington County Director of Information Systems.

E. By submitting a proposal, the Proposer agrees that he is satisfied, as a result of his own

investigations of the conditions set forth in this request, that he fully understands his obligations.


F. Proposers are advised that all responses submitted are subject to public inspection and disclosure pursuant to Maryland’s Public Information Act, Md. Code Ann., General Provisions Article, Title 4. If there are portions of the response that the respondent considers a trade secret, confidential commercial information, or confidential financial information pursuant to General Provisions § 4–335, the response must include a statement in CONSPICUOUS BOLD TYPE on the cover page of the submittal that portions of the response are subject to non-disclosure as commercial information. The portion of the response that is deemed a trade secret or commercial information must be stamped, highlighted, flagged, or otherwise identified in an obvious, noticeable, and eye-catching manner.

G. Effective October 1, 1993, in compliance with Section 1-106 (b) (3) of the Code of the Public

Local Laws of Washington County, Maryland, "If a bidder has not paid all taxes owed to the County or a municipal corporation in the County, the County Commissioners may reject the bidder's bid."

H. Political Contribution Disclosure: The Proposer shall comply with Article 33, Sections 14-

101 through 14-104 of the Annotated Code of Maryland, which requires that every person that enters into contracts, leases, or other agreements with the State, a county, or any incorporated municipality, or their agencies during a calendar year in which the person receives in the aggregate $100,000 or more, shall file with the State Administrative Board of Election Laws a statement disclosing contributions in excess of $500 made during the reporting period to a candidate for elective office in any primary or general election. The statement shall be filed with the State Administrative Board of Election Laws: (1) before a purchase or execution of a lease or contract by the State, a county, an incorporated municipality or their agencies, and shall cover the preceding two (2) calendar years; and (2) if the contribution is made after the execution of a lease or contract, then twice a year, throughout the contract term, on: (a) February 5, to cover the 6-month period ending January 31; and (b) August 5, to cover the 6-month period ending July 31.

I. Intergovernmental Purchasing: The following Agencies/Jurisdictions shall be able to

purchase, if applicable, directly from contracts resulting from this Request for Proposals RFP: Washington County Public Schools and all of its public schools, Hagerstown Community College, Municipalities of Washington County, and public or quasi-public agencies that receive County money and are exempt from taxation under Section 501(c)(3) of the Internal Revenue Code, i.e, Washington County Volunteer Fire and Rescue Companies. While this RFP is prepared on behalf of the County, it is intended to apply for the benefit of the above named agencies/jurisdictions as though they were expressly named throughout the document. Each of these agencies/ jurisdictions may purchase from the successful Bidder under the same terms and conditions of the contract with the County, in accordance with each agencies/jurisdictions respective laws and regulations, or an agency may choose not to procure from the successful Proposer at the agency’s sole discretion. If one of the above named agencies/jurisdictions elects to purchase under the contract, the price shall be determined by using unit costs and other pertinent costs provided in the offer. Any special discounts unique to a particular agency/jurisdiction shall be stated.


J. Registration with Maryland Department of Assessments and Taxation: Prior to contracting, private corporations must either be incorporated in the State of Maryland or registered to do business in the State of Maryland with the Maryland Department of Assessments and Taxation as a foreign corporation, must be in good standing, and shall remain so throughout the term of the Contract resulting from this bid. Proof of such standing is required prior to the start of the contracting process.

K. Taxpayer Identification Number and Certification (Form W-9): Proposers must provide,

prior to any payment made under the contract resulting from this request, evidence of a Taxpayer Identification Number. The appropriate documentation for meeting this requirement is a copy of the Contractor’s W-9 Form (Request for Taxpayer Identification Number and Certification). Note: A blank form may be obtained at www.irs.gov or from the County’s Purchasing Department.

L. Compliance with Laws: The Proposer hereby represents and warrants that it is qualified to

do business in the State of Maryland and that it will take such action as, from time to time, may be necessary to remain so qualified; that it is not in arrears with respect to the payment of any monies due and owing the State of Maryland, or any department or unit thereof, including but not limited to, the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of this Contract; that it shall keep itself informed of and comply with all federal, state and local laws, regulations, and ordinances applicable to its activities and obligations under this Contract including the American Disabilities Act of 1990, 101-336, as amended; and that it shall obtain, at its expense, all licenses, permits, insurance, and government approvals, if any, necessary to the performance of its obligations under this Contract.

M. Independent Contractor Status: The successful Proposer is an independent contractor and

neither the Proposer nor its employees, agents, nor representatives of Board of County Commissioners shall be considered employees, agents or representatives of the Board of County Commissioners. Nothing contained in the Contract is intended or should be construed as creating the relationship of co-partners, joint ventures, or an association between Board of County Commissioners and the Proposer. From any amount due the Proposer, there will be no deductions for federal income tax or FICA payments, nor for any State income tax, nor for any other purposes that are associated with any employer-employee relationship. Payment of federal income tax, FICA, and any State income tax is the responsibility of the Contractor.

N. Health Insurance Portability and Accountability Act (HIPAA)

1. Contractor acknowledges its duty to review and comply, to the extent applicable, with

all requirements of the federal Health Insurance Portability and Accountability Act (HIPAA), 42 U.S.C. § 1320d et seq., as the same may be amended from time to time and all implementing regulations including 42 CFR Part 2, 45 CFR Parts 142, 160 and 164, as may be amended from time to time. Vendor also agrees to comply, where applicable, with the Maryland Confidentiality of Medical Records Act (MCMRA), Md. Health-General §4-301 et seq., as the same may be amended from time to time. This obligation includes, but is not limited to adhering to the privacy and security requirements entailed for protected health information under federal HIPAA and State

http://www.irs.gov/


MCMRA, making the transmission of all electronic information compatible with the federal HIPAA requirements, and otherwise providing good information management practices regarding all health information and medical records.

2. Protected Health Information as defined in the HIPAA regulations at 45 CFR 160.103 and 164.501, as the same may be amended from time to time, means information transmitted as defined in the regulations, that is individually identifiable; that is created or received by a healthcare provider, health plan, public health authority, employer, life insurer, school or university, or healthcare clearinghouse; and that is related to the past, present, or future physical or mental health or condition of an individual, to the provision of health care to an individual. The definition excludes certain education records as well as employment records held by a covered entity in its role as employer.

O. The successful Proposer shall abide by and comply with the true intent of this RFP and its

Scope of Work and not take advantage of any unintentional error or omission, but shall fully complete every part as the true intent and meaning of the scope of services, as decided by the County, and as described herein. All interested firms should send One (1) original and eight (8) copies of the Qualifications and

Experience (Q&E)/Technical Proposal Submittal enclosed in a sealed opaque envelope marked "Q&E/Technical Proposal (PUR-1319) – Oracle Cloud Implementation Services " and One (1) original and eight (8) copies of the Price Proposal in a separately sealed opaque envelope marked "Price Proposal (PUR-1319) – Oracle Cloud Implementation Services " no later than 4:00 P.M. (EDST), Monday, September 19, 2016. Submittals are due into the office of Karen R. Luther, CPPO, Director of Purchasing, Washington County Purchasing Department, Washington County Administration Building, 100 West Washington Street, Room 320, Hagerstown, MD 21740-4748.

Sincerely,

Karen R. Luther, CPPO Director of Purchasing

WASHINGTON COUNTY COORDINATING COMMITTEE

KRL/rmm Attachments (5) cc: Coordinating Committee Members

ATTACHMENT A

Proposal Form – Attachment A Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page 20

PUR-1319 PROPOSAL FORM



The Firm of: _______________________________________________________________________ _______________________________________________________________________

_______________________________________________________________________ Hereby agrees to provide the requested services as defined in the proposal, attachments thereto, and the following Addenda (fill in appropriate Addenda information): No. , Dated ; No. , Dated ; No. , Dated ; No. , Dated ; No. , Dated ; No. , Dated ; for the following amounts. Amounts shall be shown in both words and figures. The written amount shall govern for the proposed hourly rates. A. Oracle Fusion Financials Cloud Service - Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures)

B. Oracle Fusion Self Service Procurement Cloud Service – Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures) C. Oracle Fusion Project Financials Cloud Service – Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures) D. Oracle Fusion Transactional Business Intelligence for Financial Cloud Service – Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures)

Proposal Form – Attachment A Oracle Cloud Migration & Implementation Services Washington County, Maryland _________________________________________ PUR-1319 Firm Name Page 21

E. Oracle Fusion Purchasing Cloud Service – Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures) F. Oracle Planning and Budgeting Cloud Service (Operational Budgeting) – Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures) G. Oracle Fusion Human Capital Management Base Cloud Service – Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures) H. Oracle Fusion Global Payroll Cloud Service – Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures) I. Oracle Fusion Global Payroll Interface Cloud Service – Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures) J. Oracle Fusion Time and Labor Cloud Service – Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures) K. OPTION A: Oracle Planning and Budgeting Cloud Service (Capital Budgeting)–Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures) L. OPTION B: Oracle Planning and Budgeting Cloud Service (Capital Budgeting)–Hourly Rate: Proposed Rate: Dollars ($__________________)

(Written) (Figures)

Proposal Form – Attachment A Oracle Cloud Migration & Implementation Services Washington County, Maryland _________________________________________ PUR-1319 Firm Name Page 22

PUR-1319 PROPOSAL FORM



Item Oracle Fusion Cloud Service Module Proposed Hourly Rate [1]

Number of Hours

Proposed for Oracle Fusion

Module

Price Extended (rate x hours)

A Oracle Fusion Financials Cloud Service $

$

B Oracle Fusion Self Service Procurement Cloud Service $

$

C Oracle Fusion Project Financials Cloud Service $

$

D Oracle Fusion Transactional Business Intelligence for Financial Cloud Service $

$

E Oracle Fusion Purchasing Cloud Service $

$

F Oracle Planning and Budgeting Cloud Service (Operational Budgeting) $

$

G Oracle Fusion Human Capital Management Base Cloud Service $ $

H Oracle Fusion Global Payroll Cloud Service $ $

I Oracle Fusion Payroll Interface Cloud Service $

$

J Oracle Fusion Time and Labor Cloud Service $

$

SUB TOTAL (Total of A thru J)

$

K OPTION A (Capital Budgeting) - Oracle Planning and Budgeting Cloud Service $

$

OPTION A[2]

Total Proposal Value (Sub Total + K Price above)

$

L OPTION B (Capital Budgeting) - Oracle Planning and Budgeting Cloud Service $ $

OPTION B[2]

Total Proposal Value (Sub Total + ‘L’ Price above)

$ 1. Hourly rate as Written on the Proposal Form - Attachment A. In the event of a transposing or computation error on this form the hourly rate indicated on the Proposal Form (Attachment A) applied to the designated number of hours per respective Oracle Fusion module will be the prevailing price. 2. This total is the value that will be used to designate the responsive, responsible Proposer with the lowest price proposal for award of either Option A or Option B; refer to Section XI.H. herein.

Proposal Form – Attachment A Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page 23

PUR-1319

PROPOSAL FORM BOARD OF COUNTY COMMISSIONERS

OF WASHINGTON COUNTY, MARYLAND

ORACLE CLOUD MIGRATION & IMPLEMENTATION SERVICES FIRM NAME: ________________________________________________________________________ ADDRESS: _________________________________________________________________________ SIGNATURE OF OFFICER OF FIRM: ___________________________________________________ PRINTED NAME AND TITLE: _________________________________________________________ DATE: __________________________________________ TELEPHONE NUMBER: ____________________________ E-MAIL ADDRESS: ________________________________ FAX NUMBER: ____________________ FEDERAL EMPLOYER’S IDENTIFICATION NUMBER: _____________________ REMARKS/EXCEPTIONS (If applicable continue on additional numbered sheet with appropriate title and headings): ___________________________________________________________________________________ ___________________________________________________________________________________

ATTACHMENT B

Insurance Requirements for Independent Contractors – Attachment B Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page 24

POLICY TITLE: Insurance Requirements for Independent Contractors ADOPTION DATE: August 29, 1989 EFFECTIVE DATE: September 1, 1989 FILING INSTRUCTIONS: ______________________________________________________ I. PURPOSE

To protect Washington County against liability, loss or expense due to damaged property, injury to or death of any person or persons and for care and loss of services arising in any way, out of, or in connection with or resulting from the work or service performed on behalf of Washington County.

II. ACTION

The following should be inserted in all Independent Contractor Contracts: "The Contractor shall procure and maintain at his sole expense and until final acceptance of the

work by the County, insurance as hereinafter enumerated in policies written by insurance companies admitted in the State of Maryland, have A.M. Best rating of A- or better or its equivalent, and acceptable to the County."

1. Workers Compensation: The Contractor agrees to comply with Workers Compensation

laws of the State of Maryland and to maintain a Workers Compensation and Employers Liability Policy.

Minimum Limits Required: Workers Compensation - Statutory Employers Liability - $100,000 (Each Accident)

$500,000 (Disease - Policy Limit) $100,000 (Disease - Each Employee)

2. Comprehensive General Liability Insurance: The Contractor shall provide

Comprehensive General Liability including Products and Completed Operations.

Minimum Limits Required: $1,000,000 combined single limit for Bodily Injury and Property Damage.

Such insurance shall protect the County, its agents, elected and appointed officials, commission members and employees, and name Washington County on the policy as additional insured against liability, loss or expense due to damaged property (including loss of use), injury to or death of any person or persons and for care and loss of services arising in any way, out of, or in connection with or resulting from the work of service performed on behalf of Washington County.

Insurance Requirements for Independent Contractors – Attachment B Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page 25

2. Comprehensive General Liability Insurance

The Contractor is ultimately responsible that Subcontractors, if subcontracting is authorized, procure and maintain at their sole expense and until final acceptance of the work by the County, insurance as hereinafter enumerated in policies written by insurance companies admitted in the State of Maryland, have A.M. Best rating of A- or better or its equivalent, and acceptable to the County.

3. Business Automobile Liability: The Contractor shall provide Business Auto Liability

including coverage for all leased, owned, non-owned and hired vehicles.

Minimum Limits Required: $1,000,000 combined single limit for Bodily Injury or Property Damage.

Certificate(s) of Insurance: The Contractor shall provide certificates of insurance requiring a 30-day notice of cancellation to the Insurance Department, Board of County Commissioners of Washington County prior to the start of the applicable project. Approval of the insurance by the County shall not in any way relieve or decrease the liability of the Contractor. It is expressly understood that the County does not in any way represent that the specified limits of liability or coverage or policy forms are sufficient or adequate to protect the interest or liabilities of the Contractor. All responsibility for payment of any sums resulting from any deductible provisions, corridor, or self-insured retention conditions of the policy or policies shall remain with the Contractor. General Indemnity: The Contractor shall indemnify, defend and save harmless the Board of County Commissioners of Washington County, its appointed or elected officials, commission members, employees and agents for any and all suits, legal actions, administrative proceedings, claims, demands, damages, liabilities, interest, attorney’s fees, costs and expenses of whatsoever kind of nature, whether arising before or after final acceptance and in any manner directly or indirectly caused, occasioned or contributed to in whole or in part by reason of any act, error or omission, fault or negligence whether active or passive by the Contractor, or any one acting under its direction, control or on its behalf in connection with or incident to its performance of the Contract. Revision Date: August 27, 1991 Effective Date: August 27, 1991 Revision Date: March 4, 1997 Effective Date: March 4, 1997

ATTACHMENT C

Affidavit – Attachment C Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page 26

WASHINGTON COUNTY, MARYLAND PURCHASING DEPARTMENT

AFFIDAVIT

(Must be completed, signed, and submitted with the bid.) Contractor ______________________________________________________________________________________________________________ Address ________________________________________________________________________________________________________________ Telephone Proposal Number (PUR-1319) I, _______________________________________________, the undersigned, _______________________________________of the above named

(Print Signer's Name) (Print Office Held) Contractor does declare and affirm this ____________ day of _________________, ___________, that I hold the aforementioned office in the above (Month) (Year) named Contractor and I affirm the following:

AFFIDAVIT I The Contractor, his Agent, servants and/or employees, have not in any way colluded with anyone for and on behalf of the Contractor or themselves, to obtain information that would give the Contractor an unfair advantage over others, nor have they colluded with anyone for and on behalf of the Contractor, or themselves, to gain any favoritism in the award of the contract herein.

AFFIDAVIT II No officer or employee of Washington County, whether elected or appointed, has in any manner whatsoever, any interest in or has received prior hereto or will receive subsequent hereto any benefit, monetary or material, or consideration from the profits or emoluments of this contract, job, work or service for the County, and that no officer or employee has accepted or received or will receive in the future a service or thing of value, directly or indirectly, upon more favorable terms than those granted to the public generally, nor has any such officer or employee of the County received or will receive, directly or indirectly, any part of any fee, commission or other compensation paid or payable to the County in connection with this contract, job, work, or service for the County, excepting, however, the receipt of dividends on corporation stock.

AFFIDAVIT III Neither I, nor the Contractor, nor any officer, director, or partners, or any of its employees who are directly involved in obtaining contracts with Washington County have been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the federal government or has engaged in conduct since July 1, 1977, which would constitute bribery, attempted bribery, or conspiracy to bribe under the laws of any state or the federal government.

AFFIDAVIT IV Neither I, nor the Contractor, nor any of our agents, partners, or employees who are directly involved in obtaining contracts with Washington County have been convicted within the past twelve (12) months of discrimination against any employee or applicant for employment, nor have we engaged in unlawful employment practices as set forth in Section 16 of Article 49B of the Annotated Code of Maryland or, of Sections 703 and 704 of Title VII of the Civil Rights Act of 1964. I do solemnly declare and affirm under the penalties of perjury that the contents of the foregoing affidavits are true and correct to the best of my knowledge, information and belief. ______________________________________ ________________________________________ DATE SIGNATURE ______________________________________ COMPANY NAME PRINTED PRINTED NAME

TITLE

ATTACHMENT D

Collection of Previous Solicitation Documents – Attachment D Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page 27

This attachment contains a collection of PDF documents that the County used in July 2007 when soliciting (RFP PUR-1039), selecting, and subsequently implementing its incumbent capital budget software application (Questica TeamBudget Capital). The contents of Attachment D are as follows:

1. GFOA Demonstration Scripts (6 pages)

2. Functional Requirements Matrix (7 pages)

3. Capital Projects priority Ranking Matrix Guide (6 pages)

4. Ranking Matrix Weighing Worksheet (3 pages)

Please note that the Capital Priority Ranking Matrix Guideline is what the end users see on a screen and the Ranking Matrix Weighing Worksheet is for use by County Budget & Finance staff. These documents provide some insight on how the end user must choose the criteria that best fits their project but the end user does not have access to the scoring on the information for their project.

The Research and Consulting Center Government Finance Officers Association

For Washington County, Maryland

August 2007

Washington County, Maryland

Capital Budget Preparation Software

Demonstration Scripts

Page 28Oracle Cloud Migration & Implementation Services (PUR-1319)Collection of Previous Solicitation Documents - Attachment D

Washington County, Maryland 1 Demo Scripts

1. SOFTWARE DEMONSTRATIONS

1.1. System Overview

Proposers should make sure to address each item in this section in the time allowed. Any time left at the end will be used for questions.

OVER.1 Provide a brief overview of the software company and its products OVER.2

Identify the current version of the product that is being proposed, as well as the expected release date(s) for future version(s)

OVER.3 Discuss how the product and company’s expertise are suited for government environment

OVER.4 Describe the most important differentiators of your proposal OVER.5

Provide a very general and brief overview of the technology infrastructure required to install and maintain the proposed software

OVER.6 Identify and provide an overview of any third-party software products proposed for this project

OVER.7 Describe how the system will interface to PeopleSoft



1.2. Scenario Proposers are asked to create a scenario that showcases the functionality of the system. While the detailed functionality of the system will be presented later on, the goal of this general demonstration is for the Evaluation Team to evaluate the system’s ability to perform the general features listed below. Therefore, proposers should develop an appropriate scenario, which highlights these features in an easy to follow format, performing responsibilities or transactions, which are familiar to most end users. The scenario demonstration must be presented using the software, not a slide or verbal presentation. Information on the County’s budget processes is included in the County’s Capital Programming Guide and Capital Improvement Plan budget which can be found on its website at the following URL: http://www.washco-md.net/budget_finance/budget.shtm

SCEN.1 Demonstrate how to enter a project into the system SCEN.2 Demonstrate how to modify a project SCEN.3 Show how to drill down to underlying information and the audit trail for

modified projects SCEN.4 Demonstrate the attachment of text, comments, and/or documents to

transactions and/or records SCEN.5 Demonstrate system abilities to produce reports SCEN.6 Demonstrate workflow and approval processes SCEN.7 Demonstrate budget forecasting abilities SCEN.8 Demonstrate Help functionality



1.3. Capital Budgeting Functionality

Proposers should be sure to address each item in the time allowed. If evaluators agree that scripted items were adequately covered during the scenario demonstration, evaluators may allow the proposer to skip past certain script items during the scripted demonstration. Proposers should just clearly indicate prior to the start of the scripted demonstrations which items they feel have already been addressed through the scenario.

CAP.1 Demonstrate the system’s ability to support multi-year capital improvement planning and one-year capital improvement budgets concurrently

CAP.2 Demonstrate how a multi-year capital project with multiple funding sources can be entered into the system. Be sure to include:

CAP.3 Saving multiple “what-if” scenarios before choosing one to submit CAP.4 How the capital request is made using a template or form

CAP.5 Ability of requesting departments to include text (narrative) annotation

CAP.6 Prioritizing project requests

CAP.7 Aggregating capital requests into a comprehensive capital plan

CAP.8 Once the project is approved, demonstrate how it can be tracked by

name and by revenue source.

CAP.9 Demonstrate how the system can provide an expenditure schedule for a capital improvement plan which includes the following:

CAP.10 Estimated project costs

CAP.11 Non-general fund sources

CAP.12 Funding sources by year

CAP.13 General fund subsidy details

CAP.14 Demonstrate how the system captures and reports the operating

impact for individual capital projects such as FTEs and operating costs

CAP.15 Demonstrate user’s ability to summarize capital project requests by

any chart of accounts classification in the financial management system classification

CAP.16 Recalculate summary data above following a modification to a project

CAP.17 Demonstrate current year forecasting and carry over projections into future capital improvement plan years Forecasting ability should include the following:

CAP.18 Forecast for current budget year CAP.19 Forecast for each year up to 10 years CAP.20 Forecast by each funding source per year CAP.21 Forecast by actual project costs for entire projects and project phases CAP.22 Forecast by budgeted costs for entire projects and project phases CAP.23 Ability to include inflation assumptions CAP.24 Demonstrate how forecasts can be saved, renamed and copied



CAP.25 Demonstrate how the system produces a budget document including desktop publishing capabilities to modify formatting, object placement, page layout, etc.

CAP.26 Demonstrate how the system can produce budget reports for Microsoft word, Microsoft excel, and pdf formats.

CAP.27 Produce a report showing capital project history to date from project inception by year.

CAP.28 Provides a report that includes:

CAP.29 Budget-to-actual information and revenue collection with year-end

and project-end projections CAP.30 Budget, expenditure, encumbrance, and available budget CAP.31 Demonstrate the ability to create ad-hoc queries and reports



1.4. Technology

This section includes both software demonstration items and items to be covered in a presentation. Proposers should make sure to allow enough time to complete all items.

TECH.1 Provide a general overview of the technical architecture required to run the software, including minimum browser versions and web server platform (i.e., Apache, IIS, Websphere, Tomcat, etc.)

TECH.2

Identify ideal hardware (desktop, server, network) to include system and database requirements and your basis for your proposed requirements given the County’s environment. Discuss the software systems’ ability and your support for your system to run in a virtualized environment (VMware Infrastructure 3.0) and database cluster (Microsoft SQL 2005).

TECH.3 Describe workflow capabilities in the system. Show how to configure the workflow paths for County-specific required adjustments to the workflow paths

TECH.4 Provide an overview and demonstration of software security, including security to perform the following tasks: log on, add data, delete data, change data, view data, and approve data

TECH.5 Describe help functionality and system documentation for both the user and the system administrator. Discuss the ability to customize these features for County-specific aspects of the implementation

TECH.6 Describe the methodology (and tools) used for data interfaces, both into proposed system solution and out to other systems

TECH.7 Demonstrate how to import data from outside sources (e.g., Microsoft Excel or other stand alone databases)

TECH.8 Describe the ability to customize user interface views TECH.9 Describe how the system would interface with GIS

TECH.10 Please discuss the interfaces between this module and the general ledger. Is the interface two-way?

TECH.11 Discuss the interface between this module and the capital/ project management systems. Is the interface two-way?

TECH.12 Provide an overview of reporting tools TECH.13 Demonstrate audit trail capabilities for the system TECH.14 Demonstrate the ability to insert pictures and other attachments

TECH.15 Explain your plan for providing upgrades to the capital budget preparation software

TECH.16 Explain your plans for responding to upgrades for PeopleSoft TECH.17 Discuss your software maintenance and support options



2. INTERVIEWS

2.1. Implementation Methodology, Training, and Maintenance and Support Interviews

IMP.1

Present and discuss the proposed implementation plan and methodology including:

The specific timeframe for the project, including phases in MS Project or some other project planning format

Key project deliverables and milestones Anticipated staffing needs with overall time commitment. Describe how

your approach will accommodate the fact that the County has limited staff to dedicate to this project.

Roles and responsibilities for both the proposer and the County An explanation of the staffing matrix included with the proposal

IMP.3

Discuss your proposed approach and assumptions for technical development work, including data conversion, interface development, and automated workflow development:

Anticipated split of the work effort between the County and the consultants

Estimated level of effort for County and consultants Estimated number of interfaces that are within the scope of work? Plan for specifically addressing interfaces described in the RFP Scope of effort for automated workflow modeling and development

IMP.4

Discuss the proposed training plan including: Suggested training approach Timeframe Roles/responsibilities for both the County and the implementation

consultants Assumptions have you made in terms of prior knowledge, logistics,

and/or any other related factor in putting together your training plan

IMP.5

Discuss the general support of the software and include: Options Range of services provided Process for both minor bug fixes as well as major upgrades Availability of user groups

IMP.6

Discuss all tasks (to include time estimates) that should be performed on a regular basis and your recommended frequency to minimally include:

Server maintenance Database optimization Enhancements and upgrades

IMP.7 Discuss the support and methodology for a client requests for system changes, modifications, or new features.


Washington County, MD

Functional Category: Capital Budgeting & Planning Vendors: Please edit columns D, F, and G only.

F = Fully Provided "Out-of-the-Box" R = Provided with Reporting Tool

TP = Third Party Software Required CU = Custom Development to Underlying Code Required

CO = Configuration (no changes to underlying source code) NA = Not Available

If TP is used, please notate the required software package in the Comments column.

If a specific requirement will be available in a future version, specify the expected release date in the Comments column.

Functional Requirements Response

Answer

Submitted

Module(s)/Sub-

module(s) Required

to Fulfill

Requirements Comments

GENERAL REQUIREMENTS

CAP 1.00

Upload and download information from various Microsoft desktop applications such as

Excel and Word NR

CAP 2.00

Perform real-time updates and recalculation of summary data following modifications to

individual projects NR

CAP 3.00 Validate data for user-specified data entry fields NR

CAP 3.10 Force a field to be filled out before project saves (make a field mandatory)

CAP 4.00 System supports narrative capital project description at the project and department levels NR

CAP 5.00

Provides multiple levels and types of user access for data entry and online review of

information NR

CAP 6.00

Supports the Chart of Accounts classification structure and the finance system hierarchy,

as defined in the financial management system NR

CAP 7.00 Interface the final capital improvement plan into the budget ledger. NR

CAP 8.00 Interface to GIS system, ESRI v. 9.2 NR

CAP 9.00 System administrator can set a user security profile to define a user's authorization to:

CAP 9.01 Log on NR

CAP 9.02 Add data NR

CAP 9.03 Delete data NR

CAP 9.04 Change data NR

CAP 9.05 View data NR

CAP 9.06 Approve data NR

CAP 10.00 System is web-based with remote sign-in capabilities NR

CAP 11.00

Ability to compare adjustments between budget phases that demonstrate cost changes

that have occurred NR

CAP 12.00

System uses the following formula to calculate authorized budget (original budget +/-

budget adjustments +/- budget transfers - expenditures-encumbrances - , or other user-

defined criteria) NR

CAP 13.00 Attachments and links available to internal policies (also for supporting documentation). NR

CAP 14.00 Audit trails that provide a trace of user actions with tools to review audit trails. NR

CAP 15.00 Can interface to the following PeopleSoft chartfied accounts

Reference

Number

Functional Requirements Capital










Answer

Submitted

Module(s)/Sub-

module(s) Required

to Fulfill

Requirements CommentsReference

Number

CAP 15.01 Account (all expenses) NR

CAP 15.02 Fund NR

CAP 15.03 Department NR

CAP 15.04 Project NR

CAP 15.05 Activities (engineering design, etc.) NR

CAP 15.06 Grant codes (5 digits) NR

CAP 15.07 User-defined NR

REQUEST PROJECT

CAP 16.00 Supports text annotation and notes to capital improvement plan entry screens NR

CAP 17.00 System supports priority ranking of projects NR

CAP 18.00 Department can enter capital budget data into a template/form using fields including:

CAP 18.01 Department (5 letter code) NR

CAP 18.02 Facility (location description) NR

CAP 18.03 Function (e.g, program, utility projects) NR

CAP 18.04 Project title NR

CAP 18.05 Department contact and information NR

CAP 18.06

Notation fields for descriptions (e.g., project description, non-general fund

source revenue) NR

CAP 18.07 Objectives/goals of project NR

CAP 18.08 Priority Ranking (pre-defined with check box)

CAP 18.081 Vital NR

CAP 18.082 Essential NR

CAP 18.083 Necessary NR

CAP 18.084 Desretionary NR











Answer

Submitted

Module(s)/Sub-

module(s) Required

to Fulfill


Number

CAP 18.085 User-Defined NR

CAP 18.09 Operating Budget data NR

CAP 18.10 FTE NR

CAP 18.11 User-defined fields NR

CAP 19.00 Ability to provide a reason field for the project ranking. NR

CAP 20.00 Report generation capabilities to document capital budget decisions NR

CAP 21.00 Provides expenditure schedules for each capital improvement plan that include:

CAP 21.01 Estimated project cost NR

CAP 21.02 Non-general fund sources NR

CAP 21.03

Supports unlimited funding sources (Please specify a minimum if you can not

support unlimited funding sources) NR

CAP 21.04 Funding sources by year NR

CAP 21.05 General fund subsidy detail NR

CAP 21.06 Other user-defined fields NR

BUDGET FORECASTING

CAP 22.00 Supports minimum of ten years of project budget data NR

CAP 23.00 The following elements can be used for budget forecasting:

CAP 23.01 Actual project costs by

CAP 23.011 Entire project amount NR

CAP 23.012

Can we make system auto balance before saving project (so that

revenues always equal expenditures)

CAP 23.013

Can we force rounding provision ( all budgets must round to

nearest 1,000)

CAP 23.012 Project phase (activity) amount NR

CAP 23.02 Budgeted project costs

CAP 23.021 Entire project amount NR











Answer

Submitted

Module(s)/Sub-

module(s) Required

to Fulfill


Number

CAP 23.022 Project phase (activity) amount NR

CAP 23.03 Estimated indirect costs NR

CAP 23.04 Inflation (user-defined by line item, phase, and/or activity) NR

CAP 23.05 Standard inflation rate NR

CAP 23.06 Investments NR

CAP 23.07 Asset Costs (e.g., Assets Under Construction) NR

CAP 24.00 User-defined formulas can be used for budget forecasting NR

CAP 25.00 Forecasts can be saved NR

CAP 26.00 Forecasts can be renamed and copied NR

CAP 27.00 Forecasts can be developed for the following:

CAP 27.01 Entire Project NR

CAP 27.02 Project Phase (activity) NR

CAP 27.03 Single Year (Current Budget Year) NR

CAP 27.04 By each year (10 years) NR

CAP 27.05 Each funding source by year NR

CAP 27.06 Multi-year NR

ANALYSIS AND APPROVAL

CAP 28.00

Supports (user-defined) multiple year and individual budget year capital improvement plan

versions (minimum of ten years) NR

CAP 29.00 Allows users to summarize and analyze capital project requests by:

CAP 29.01 Any Chart of Accounts or PeopleSoft chart field combination NR

CAP 30.00 Allows users to create, implement and save 'what-if' scenarios whether approved or not NR

CAP 30.01 Allows users to create, implement and copy 'what-if' scenarios whether approved or not NR

CAP 31.00 Saves multiple forecast scenarios for current and future budget years (ten years minimum) NR











Answer

Submitted

Module(s)/Sub-

module(s) Required

to Fulfill


Number

CAP 32.00

Supports current year forecasting and carry over projections into future capital

improvement plan years NR

CAP 33.00

Captures and reports the operating impact for individual capital projects and the aggregate

impact

CAP 33.01 Capture and report on FTE's NR

CAP 33.02 Operating costs captured by category and total (DEMO) NR

CAP 34.00 Tracks multi-year projects by project name (ten years minumim) NR

CAP 35.00 Tracks capital project spending by funding source NR

DOCUMENT PRODUCTION

CAP 36.00

Provides report publishing functionality that is comparable to that contained within other

professional-grade publication applications NR

CAP 37.00

Publishes narratives for each department based on a user-defined template in the capital

budget document NR

CAP 38.00 Produces the table of contents, index, glossary for the capital budget document NR

CAP 39.00 Incorporates non-budget information into the budget document such as the glossary NR

CAP 40.00 Allows user to create footnotes and comments for capital budget publications NR

CAP 41.00

Incorporates desktop publishing capabilities, i.e. flexibility in formatting, object placement,

page layout NR

CAP 42.00 Incorporates objects from various sources, including images NR

CAP 43.00 System provides a spelling and grammar check NR

CAP 44.00 Produce capital budget reports/documents in:

CAP 44.01 Microsoft Excel NR

CAP 44.02 Microsoft Word NR

CAP 44.03 PDF format NR

CAP 44.04 Non-Microsoft Formats (other than PDF) NR

CAP 45.00

Allows users to publish historical, current year projections, proposed budget, and multiple

year capital improvement plan data at:

CAP 45.01 Any level of the Chart of Accounts or PeopleSoft chart field combination NR

CAP 45.02 Any level of the PeopleSoft tree structure. NR











Answer

Submitted

Module(s)/Sub-

module(s) Required

to Fulfill


Number

CAP 46.00

Allows users to make real-time/automatic updates to charts, graphs, spreadsheets, etc. in

the publisher module when data stored in capital budget system is altered NR

CAP 47.00 Data rolls up to summary levels for council review and a 'Capital Budget in Brief' NR

CAP 48.00

Provides concurrent user access to budget document publisher for preparation and editing

purposes NR

CAP 49.00 Integrates data, text and graphics into user defined pre-formatted templates NR

REPORTING

CAP 50.00 Provides the following real-time information individually or combined:

CAP 50.01 Multiple years of historical CIP data NR

CAP 50.02 Year-to-date actuals NR

CAP 50.03 Life-to-date actuals NR

CAP 50.04 Current year capital budget NR

CAP 50.05 Next year's base budget NR

CAP 50.06 Next year's proposed capital budget NR

CAP 50.07 Next year's approved capital budget NR

CAP 50.08 Each year of the multiple year capital improvement plan NR

CAP 50.09 Funding source NR

CAP 50.10 Funding source by year NR

CAP 50.11 User defined NR

CAP 51.00

Displays and reports capital project history to date from project inception by year (actuals,

budget, encumbrances) NR

CAP 52.00 Provide reports to display fund information NR

CAP 53.00 Provide reports to provide program information NR

CAP 54.00

Publishes the following reports on a daily, bi-weekly, monthly, quarterly, annual basis, or

other user defined basis:

CAP 54.01 Budget to actual reporting with year-end and project-end projections NR

CAP 54.02 Budget, expenditure, encumbrance and available balance NR











Answer

Submitted

Module(s)/Sub-

module(s) Required

to Fulfill


Number

CAP 54.03 Revenue collection and year-end and project-end projections NR

CAP 54.04

Report of capital projects projected to exceed budget by a user-specified

threshold percentage NR

CAP 55.00 Allows users to download standard reports into an Excel format NR

CAP 56.00 Allows users to create ad hoc queries and reports by:

CAP 56.01 User-defined date range NR

CAP 56.02

Any Chart of Accounts classification structure or financial system hierarchy

data element for the capital budget NR

CAP 56.03 Any level of the capital improvement plan hierarchy NR

CAP 56.04 User drill down and across data NR

CAP 57.00 System retains project related data for funded and unfunded projects NR

CAP 58.00 Maintains a knowledge management library for policies and procedures NR

CAP 59.00

Reports on capital project expenditures on an annual basis as well as a total project cost

basis (year to date, life to date). NR



1

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During the CIP process each project needs to be ranked under the priority-ranking matrix. The

priority-ranking matrix is composed of fourteen scored and weighted criteria, which is the basis

for assigning projects into one of the five priority ranking categories. Below are definitions that

describe each of the fourteen criteria and provide direction on what is the appropriate category

and criteria to select.

1. Legal Mandates – This criterion assesses the risk with legal issues required by federal or

state statute, court order, regulation, or a project that moves the County into further

compliance with such mandates.

a. Court decision- an actual court document directs the work to be done.

b. Regulatory requirement- required by state or federal law mandating the project in

the year requested.

c. Pending legal action- legal action has been started; attorneys are involved but no

court decision has been made or has not been taken to court as of budget date.

d. Potential legal action- Private parties and or state or federal agencies have

threatened potential legal action. Be able to show justification for threat (i.e. letter

report, etc.)

e. Normal project liability- liability always exists due to nature of operation and or

no abnormal legal claims present for existing project request.

2. Public Health and Safety – This criterion evaluates health and safety related impacts on

items such as vehicular traffic, water/sewer, emergency services, or other public services,

etc.

a. Existing hazard (severe) - Significant incidents have already occurred causing

accidents, injuries or property damage and/or addresses emergency situation.

Documentation should exist that support the incidents. Project will eliminate

hazard.

b. Existing hazard (minor) – An imminent, obviously hazardous situation; potential

for incidents greatly increased documented by traffic study, state report, mandated

program, etc.

c. Potential hazard (severe) – Potential hazard exists due to current/projected

increased growth. Deferral of project would increase the level of the hazard.

d. Potential hazard (minor) – Deferral of project would not increase the level of the

hazard.

e. Normal or N/A – Project benefits the County/citizens and/or has no impact on

public health and safety.


3. Environmental Impact – This criterion evaluates environmental related impact on items

such as, water quality, flood control, air quality, contamination, etc.

a. Enhances environment – Prevents future environmental hazards/conditions by

providing facilities and or infrastructure at inception of project to meet federal

and/or state requirements or as a local preventative measure.

b. Benefits environment – Restores environmental conditions back to acceptable

levels or facilitates improvement in area of use.

c. No environmental change – Project is needed but does not improve nor does it

diminish the environment surrounding the project.

d. Minor negative environmental impact – Has a small negative impact on the

environment surrounding the project.

e. Diminishes environment or N/A - Has negative impact on environment such as

impacting water quality, creates regulatory issues, etc. or project is not related to

water or air quality, landfill, or any other environmental issues.

4. Conformity to County Commissioners Goals and Plans - If a capital project directly

addresses the County Commissioner’s goals and plans, the relative attractiveness of that

project increases. The project should tie into the Comprehensive plans or other written

plans and goals of the County. (i.e. master plan - all plans approved by Board of County

Commissioners, i.e. solid waste management plan, budget, cip plan)

a. In the County master plans and goals – Supported in County Commissioner

document under master plan and or annual published goals.

b. In municipal or corporate plans - Supported in municipal or corporate written

document in annual or long-term goals or plans.

c. Under consideration for County master plans and goals - Discussions have

occurred in open session regarding project plans. Both sides agreed to explore

project.

d. Recommended by a separate board or commission – Recommendation made by

internal board or commission of the County who is not incorporated, acting on

behalf of the County Commissioners or representing a citizen group.

e. Outside of the County master plan – Not in any current or future plans or goals of

the County.

5. Conformity to Agency, Department and Jurisdictional Plans – If a capital project directly

addresses the written plans of the agency, department or jurisdiction, the value of the

project increases.

a. Critical to accomplishing established goals/plans – Delay of project will cause

detrimental change on entire organizations written plans and goals. Be prepared to

explain.

b. Desirable to accomplishing established goals/plans – Project needed in order to

accomplish the set goals within the time frames targeted. Delay of project will

cause timing issues but not detrimental issues to the organizations written goals

and plans.

c. Will assist in accomplishing established goals/plans- Project will complement

major plans, however delay would not be detrimental or cause timing issues.


d. Won’t hinder accomplishing established goals/plans - Desired project; however

delay or elimination will not affect major overall organizations written plans and

goals in total.

e. Not necessary for department and may conflict with other – Delay of project will

not affect any written goals or plans of organization; project timing or plans

conflict with another organization; project not in organizations written plans or

goals

6. Community Support – This criterion refers to interest group advocacy and/or opposition

and conformity to County master and strategic plans.

a. Significant support and consistent with County master plans – Wide community

support exist such as public testimony, appointed committee recommendations,

survey results, referendum, task force, etc and included in one of the County

master plans.

b. Project serves a special need of a segment of the community – Support exists from

special interest group in which project would affect. Support would come in the

form of public testimony, committees or meetings of leading citizen’s interest

groups significant private funding match, and be in accordance with County

master plans.

c. Low-moderate support or not consistent with County strategic plan – Low to

moderate public support has been expressed and or does not fall under one of the

County’s master plans.

d. Community support unknown or none of the above – Community opinion has not

been expressed as project has just been proposed or public opinion would not

apply in this case.

7. Project Cost – This criterion is for the total cost of constructing or installing the proposed

work. The higher the cost the lower the weight. However the forced score should not be

considered adversely with respect to an individual project as it simply identifies the

financial issues within the CIP Budget. A project will rank high if warranted by other

evaluation criteria when scored if appropriate.

a. Project cost < $100,000 - “Total” project cost is budgeted under $100,000.

b. Project cost => $100,000 < $500,000 – “Total” project cost budgeted exceeds

$100,000 but is less than $500,000.

c. Project cost => $500,000 < $750,000 – “Total” project cost budgeted exceeds

$500,000 but is less than $750,000.

d. Project cost = > $750,000 < $1,000,000 – “Total” project cost budgeted exceeds

$750,000 but is less than $750,000.

e. Project cost = > $1,000,000 – “Total” project cost budgeted exceeds $1,000,000.

8. Funding – This criterion evaluates available funding sources to be contributed towards

the proposed project, taking into consideration if the project is continuing from the prior

year (in which funding would be required), if there is proposed self-supporting funds, or

if significant outside funding sources are available.

a. Continuing project from prior year – Project bid awarded and or currently in

progress and requires continued funding for completion. (Construction contract

already awarded).

b. Existing funding available from self-supporting activities – Sources of funding are

from supported fee activities. Examples include landfill, water, sewer, highway


user bonds and tax-increment financing and special revenue districts if conceptual

concept approved by the County Commissioners.

c. Potential outside funding => 80%; non self-support activity – Outside funding

equal to or greater than 80%. Outside funding includes grants and contributions.

Both of which must be known sources and not arbitrary in amount and or name.

Does not apply to landfill, water or sewer projects.

d. Potential outside funding < 80%; non self-support activity – Outside funding less

than 80%. Outside funding includes grants and contributions. Both of which must

be known sources and not arbitrary in amount and or name. Does not apply to

landfill, water or sewer projects.

e. Other funding sources required – Requires some type of local funding and does

not fall under a, b, c, or d. Local funding could be general fund, general

obligation bonds, transfer tax, excise tax, etc.

9. Operating Budget Impact: Cost/Benefit – This criterion reflects other costs relative to the

proposed project, including operation and maintenance, start-up costs, personnel, and

debt service, as well as cost savings and potential revenues generated by the completed

project.

.

a. Decrease operating/maintenance cost – Project saves costs by decreasing existing

operating and or maintenance costs.

b. No impact on operating/maintenance – Project does not affect operational and or

maintenance cost.

c. Increases operating/maintenance costs <$15K – Total “annual” net increase is

projected to be less than $15,000 per year.

d. Increases operating/maintenance costs >$15 <$25K - Total “annual” net increase

is greater than $15,000 but less than $25,000 per year.

e. Increases operating/maintenance costs =>$25K – Total “annual net increase

equals or exceeds $25,000 per year.

10. Preservation of Facility – Measures the possible effect of deferring the project, such as

complete replacement of facility or equipment, major repair, normal repair costs if not

replaced or added cost for new facility.

a. Loss of facility imminent without project – Facility will require complete

replacement if proposed project is not funded due to irreparable damage.

b. Additional damage likely without project – Major repair costs will be encountered

and continued damage will occur without project.

c. Project constitutes normal maintenance – Project is routine but required to

maintain assets and to not place asset in irreparable damage or where asset is in

need of high repair costs. Both of which are alternatives when normal

maintenance is not followed.

d. Project constitutes normal minor maintenance – Project represents minor items

for maintenance. One in which delay of the project does not have a “major” affect

on the facility.

e. New facility or none of the above – Project constitutes a new facility or project is

not related to a facility of operation.

11. Project Life – This criterion measures the type of “bricks and mortar” spending that is

proposed in the long-term capital plan. It places higher value on longer-term

infrastructure assets.


a. Greater than 25 years/no extraordinary maintenance – Project life will exceed 25

years and is expected to have normal maintenance costs.

b. Greater than 25 years/extraordinary maintenance – Project life will exceed 25

years and run higher than normal in maintenance cost of existing or like kind

asset.

c. Greater than 10 years/no extraordinary maintenance – Project life will exceed 10

years and is expected to have normal maintenance costs.

d. Greater than 10 years/extraordinary maintenance – Project life will exceed 10

year and run higher than normal in maintenance cost of existing or like kind asset.

e. Less than 10 years – Project life will not exceed 10 years.

12. Economic Impact – Measures the impact such as property value, future tax base, added

jobs, income to citizens, changes in business income, and stabilization of neighborhoods.

Such impacts may apply more to capital projects related to growth and expansion than to

infrastructure maintenance although deteriorating structures can adversely affect

business.

a. Pending tax and job base growth significantly exceed project investment – Project

investment will translate into “new” tax revenues and job creation that exceeds

the projects investment by at least 50%. Be able to provide support upon request.

b. Pending tax and job base growth moderately exceed project investment – Project

investment will translate into “new” tax revenues and job creation that exceeds

the projects investment by at least 20%. Be able to provide support upon request.

c. Potential tax and job base growth minimal – Project investment barely breaks

even over project investment vs. new tax revenues and job creation.

d. Potential tax and job base growth do not exceed project investment or n/a –

Project investment does not exceed tax revenues or project does not have an

economic impact.

13. Recreational, Cultural or Aesthetic Value – A catch–all criteria for other significant

quality-of-life related impacts that include community appearance, recreational

opportunities, and cultural improvements.

a. Major value – Project provides major improvement of recreational, cultural or

aesthetic value to the community.

b. Moderate value – Project improves recreational, cultural, or aesthetic value to the

community.

c. No value – Project offers no change in recreational, cultural, or aesthetic value to

the community.

d. Slightly detrimental - Project delivers a negative change of recreational, cultural,

or aesthetic value to the community.

14. Percent of Population Benefiting – Estimates the number of persons likely to be affected

by the project and nature of the impact. (I.e. service base customers, highway & school

capacity, etc. Supported by documents, plans. Etc.)

a. 50 percent or more or fixes a critical problem – Affects 50% or more of the

County population or customers served or fixes a critical problem. Must agree

with other criteria selections if qualified as a critical problem.

b. 35 – 50 percent or fixes a significant problem – Affects 35% to 50% of the

County population or customers served or fixes a significant problem. Must agree

with other criteria selections if qualified as a significant problem.


c. 25 – 35 percent or fixes a long-term but not critical problem – Affects 25% to

35% of the County population or customers served or fixes a non-critical

problem. Must agree with other criteria selections if non-critical.

d. 10 – 25 percent or fixes or minor problem – Affects 10% to 25% of the County

population or customers served or fixes a minor problem. Must agree with other

criteria selections when a minor problem.

e. < 10 percent and or does not fix a critical problem – Affects less than 10% of the

population or the customers served or does not fix a critical problem. Must agree

with other criteria selection.

After the projects are scored and weighted using above criteria, the projects are then

categorized based on the score into Priority 1 through Priority 5. The priority category

definitions are as follows:

Priority 1 Imperative - critical situation to remedy or prevent a major health/safety hazard;

Material or equipment has already failed; required to comply with court order or

law; implementation plans of the project are required prior to capital allocation.

Priority 2 Essential - project conforms to Board of County Commissioners master plans;

essential to remedy or prevent major health/safety hazard; essential to avoid a

predicated material failure in the immediate future; County funds are reimbursed

by grants at greater than 80%; project significantly improves service delivery

which will substantially reduce subsequent operating or capital costs.

Priority 3 Important - deferral of project would increase significant level of hazard;

necessary maintenance or replacement, deferral will result in increased cost;

project conforms with a written established departmental/agency plan/policy;

project is an annual program necessary to avoid predicated failure; County funds

are reimbursed by grants at less than 80%.

Priority 4 Acceptable - necessary maintenance or replacement; deferral will not result in

significantly increased cost to the County or agency; project improves services

delivery with no impact on future operating or capital costs.

Priority 5 Deferrable - Adds new assets; project does not significantly improve service

delivery; project improves service delivery with impact on future operating and

capital costs; project does not relate to or partially/fully conflict with County

plans.


Legal Mandates Court decision OR 3 0

Regulatory requirement OR

Pending legal action 4

Potential legal action 2

Normal project liability 0

Public health and Existing hazard (severe) OR 3 0

Safety Existing hazard (minor) 3

Potential hazard (severe) 3

Potential hazard (minor) 1

Normal or N/A 0

Environmental impact Enhances environment 5 2 0

Benefits environment 3

No environmental change 2

Minor negative environmental impact 1

Diminishes environment/none of above 0

Conformity to County In the County master plans 5 3 0

Commissioner Goals In municipal or Corporate plans 4

and Plans Under consideration for County master plans 3

Recommended by a separate board or commission 2

Outside of the County master plans 0

Conformity to Agency, Critical to accomplishing established goals/plans 5 2 0

department and Desirable to accomplishing established goals/plans 4

jurisdictional plans Will assist accomplishing established goals/plans 3

and goals Won't hinder accomplishing established goals/plans 2

Not necessary for department and may conflict with other 0

Community Support Significant support and consistent with county master plans 5 1 0

Project serves a special need of a segment of the community 3

Low-Moderate support or not consistent with county strategic plan 1

Community support unknown or none of the above 0

Project Cost Project cost under $100,000 5 2 0

Project cost =>100,000 <500,000 4

Project cost =>500,000 <750,000 3

Project cost =>750,000 <1,000,000 2

Project cost =>1,000,000 1

Funding Continuing project from prior year, project under contract OR 3 0

Existing funding available for self supporting activities 4

Potential outside funding= >80%; non self-support activity 3

Potential outside funding <80%; non self-support activity 2

Other funding sources required 1

Operating budget Decrease operating/maintenance cost 5 1 0

impact: No impact on operating/maintenance 3

cost/benefit Increases operating/maintenance costs <$15k 2

Increases operating/maintenance costs >$15k-<$25k 1

Increases operating/maintenance costs => $25k 0

Preservation of Loss of facility imminent without project 5 3 0

facility Additional damage likely without project 4

Project constitutes normal maintenance 3

Project constitutes normal minor maintenance 2

New facility or none of the above 0

Rating Criteria and Weights for Rating Capital Project Requests

Maximum

ScoreCriteria Criteria Categories Score Weight


Project life Greater than 25 years/no extraordinary maintenance 5 1 0

Greater than 25 years/extraordinary maintenance 4

Greater than 10 years/no extraordinary maintenance 3

Greater than 10 years/extraordinary maintenance 2

Less than 10 years 0

Economic impact Pending tax and job base growth significantly exceed project investment 5 1 0

Pending tax and job base growth moderately exceed project investment 3

Potential tax and job base growth minimal 1

Potential tax and job base growth do not exceed project investment/an 0

Recreational, Major value 5 1 0

cultural or aesthetic Moderate value 4

value No value 1

Slightly detrimental 0

Percent of 50 percent or more or fixes a critical problem 5 2 0

Population 35 - 50 percent or fixes a significant problem 4

Benefiting 25 - 35 percent or fixes a long-term but non-critical problem 3

10 - 25 percent or fixes a minor problem 2

< 10 percent. Does not fix a critical problem 1

0

(OR) - override; A project that rating or scores in one of the four (OR) is automatically considered to be essential.

General priority

categoriesCategory definitions

Priority 1 Imperative - critical situation to remedy or prevent a major health/safety

hazard; Material or equipment has already failed; required to comply with

court order or law; implementation plans of the project are required prior

to capital allocation.

Priority 2 Essential - project conforms to Board of County Commissioners Master

plans; essential to remedy or prevents major health/safety hazard;

essential to avoid a predicated material failure in the immediate future;

county funds are reimbursed by grants at greater than 80%; project

significantly improves service delivery which will substantially reduce

subsequent operating or capital costs.

Priority 3 Important - deferral of project would increase significant level of hazard;

necessary maintenance or replacement, deferral will result in increased

cost; projects conforms with a written established departmental/agency

plan/policy; project is an annual program necessary to avoid predicated

failure; county funds are reimbursed by grants at less than 80%.

Priority 4 Acceptable - necessary maintenance or replacement, deferral will not

result in significantly increased cost to the county or agency; project

improves services delivery with no impact on future operating or capital

costs.

Priority 5 Deferrable - Adds new assets; project does not significantly improve

service delivery; project improves service delivery with impact on future

operating and capital costs; project does not relate to or partially/fully

conflicts with County plans.

Rating Criteria and Weights for Rating Capital Project Requests

Criteria Criteria Categories Score WeightMaximum

Score

60 - 79 points

Year 1 - Year 5

40 - 59 points

Year 1 - Year 10

0 - 39 points

Year 1 - Year 10

Rating or Scoring Range

100 or more points

Year 1

80 - 99 points

Year 1 - Year 3

Overall rating


Legal Mandates Court decision (OR) 3 0

Regulatory requirement (OR)

Pending legal action 4

Potential legal action 2

Normal project liability 0

The capital projects rating system contains specific criteria including items such as legal mandate, public health and safety,

environmental impact, conformity to county master plan, and community support. Each criteria is subdivided down into categories

which can be scored from 5 to 0. Each criteria is assigned a weighting depending on the importance of the criteria being rated. The

maximum rating a project can score is 128.

The rating system has four overrides (OR): (1) ongoing funding from already identified sources (2) court decision (3) regulatory

requirement (4) existing hazard (severe). If one of these sub categories applies to a project, the project is automatically considered

essential.

Projects that receive 100 points or more, or that fall into one of the four override categories, are considered to be essential; they

merit inclusion in the upcoming year's capital budget or in one of the first few years of the CIP forecast periods. Requests that

receive scores from 80 to 99 points are considered to be desirable and are usually included in the first five years of the forecast

period. Projects rated from 60 to 79 are classified as acceptable and are usually placed in on one of the three five-year blocks

following the first five years of the forecast period. Projects rated from 40 to 59 are deferrable; if they are included in the CIP, they

are placed in the distant planning years. Projects that are rated 39 or lower are put on hold.

Rating Criteria Approach

criteria subdivision of categories

scoring of category

weighing of criteria


ATTACHMENT E

2016/2017 Holiday Schedule – Attachment E Oracle Cloud Migration & Implementation Services Washington County, Maryland PUR-1319 Page 51

2016 / 2017 HOLIDAY SCHEDULE

Holiday 2016 2017

New Year’s Day Friday, January 1, 2016 Sunday, January 1, 2017 (observed Monday, Jan. 2, 2017)

Martin Luther King’s Birthday Monday, January 18, 2016 Monday, January 16, 2017

President’s Day Monday, February 15, 2016 Monday, February 20, 2017

Good Friday Friday, March 25, 2016 Friday, April 14, 2017

Memorial Day Monday, May 30, 2016 Monday, May 29, 2017

Independence Day Monday, July 4, 2016 Tuesday, July 4, 2017

Labor Day Monday, September 5, 2016 Monday, September 4, 2017

Veteran’s Day Friday, November 11, 2016 Saturday, November 11, 2017 (observed Friday Nov. 10, 2017)

Thanksgiving Day Thursday, November 24, 2016 Thursday, November 23, 2017

Friday after Thanksgiving Friday, November 25, 2016 Friday, November 24, 2017

Christmas Eve Saturday December 24, 2016 (observed Friday, Dec. 23, 2016)

Sunday, December 24, 2017 (observed Tuesday, Dec. 26, 2017)

Christmas Day Sunday, December 25, 2016 (observed Monday, Dec. 26, 2016 Monday, December 25, 2017

New Year’s Eve Saturday, December 31, 2016 (observed Friday, Dec. 30, 2016)

Sunday, December 31, 2017 (observed Tuesday, Jan. 2 , 2018)