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RFP for ERP and System Integrator Selection

RFP Number: 18-PR-CFO-56 Proposal Due Date and Time:

October 19, 2018 2:00 PM ESTDate Issued: September 10, 2018

Description:

Enterprise Resource Planning (ERP) System and System Integrator (SI) Selection

This RFP is subject to Prevailing Wages:

Yes (under the Service Contract Act)

Vendor Portal Commodity Codes:

208-00, 208-10, 208-11, 208-36, 208-46, 208-51, 208-53, 208-56, 208-68, 209-73, 918-00, 918-04, 918-29, 918-97, 946-00, 958-16, 958-77,958-23

DC Water Point of Contact (POC): Submission Instructions:Name: Tina Vel Submit your proposal by email only to DC Water

POC. Do not submit printed paper copies.Title: Sr. Sourcing SpecialistEmail: [email protected]

Timeline (Estimated)*RFP Advertised September 9, 2018RFP Published September 10, 2018Deadline to Submit Questions – Round 1 September 14, 2018 12:00 PM ESTDeadline to Submit Questions – Round 2 September 21, 2018 12:00 PM ESTDeadline to Submit Questions – Round 3 September 28, 2018 12:00 PM ESTLast Deadline to Submit Questions – Round 4 October 5, 2018 12:00 PM EST

Proposals Due October 19, 2018 2:00 PM ESTVendor Presentation November 26 - 30, 2018 Vendor Selection February 2019Contract Start Date June 2019

mailto:[email protected]


*Dates may change at DC Water's Convenience

PAGE INTENTIONALLY LEFT BLANK


1 INTRODUCTION, OVERVIEW................................................................................................................5

1.1 District of Columbia Overview.....................................................................................................5

1.2 History of D.C. Water and Sewer Authority.................................................................................7

1.3 DC Water Overview.....................................................................................................................8

1.4 DC Water Service Territory..........................................................................................................8

1.5 DC Water Operational Overview.................................................................................................9

1.6 Mission, Vision, Values, and Goals.............................................................................................12

1.7 Overview of Solicitation (RFP) Document..................................................................................12

2 SCOPE OF WORK................................................................................................................................14

2.1 Project Goals..............................................................................................................................14

2.2 Implementation Approach and Timeline...................................................................................16

2.3 ERP Solution...............................................................................................................................16

2.4 Functionality..............................................................................................................................16

2.5 Current Information Technology Systems.................................................................................20

2.6 Data Conversion........................................................................................................................26

3 DEFINITIONS, SUBMISSION INSTRUCTION, EVALUATION, SELECTION, AWARD, AND CONTRACTING PROCESS, TERMS AND CONDITIONS..........................................................................................................28

3.1 Definitions.................................................................................................................................28

3.2 Submission Instruction..............................................................................................................29

3.2.1 DC Water Point of Contact (“POC”).......................................................................................29

3.2.2 Intent to Respond (not required but strongly recommended)..............................................29

3.2.3 Proposal Due Date and Time.................................................................................................29

3.2.4 Questions and Answers.........................................................................................................30

3.3 Evaluation, Selection, Award, and Contracting Process.............................................................31

3.3.1 Technical Response Evaluation..............................................................................................31

3.3.2 Oral Presentation and Software Demonstration....................................................................31

3.3.3 Negotiation and Best and Final Offer.....................................................................................32

3.3.4 Award....................................................................................................................................32

3.3.5 Contracting............................................................................................................................32

3.3.6 Additional Information...........................................................................................................33

3.4 Additional Terms and Conditions...............................................................................................33

4 PROPOSAL WRITING INSTRUCTION AND REQUIRED CONTENTS OF YOUR PROPOSALS....................38

4.1 Proposal Preparation.................................................................................................................38 of 55


4.2 Additional Considerations for the proposal:..............................................................................38

4.3 Formatting Instruction...............................................................................................................40

4.4 Required Proposal Contents and Size........................................................................................42

4.4.1 Main Proposal: Contractor’s Qualifications and Scope of Work...........................................42

4.4.2 Attachment A - Requirement Traceability Matrix (RTM).......................................................52

4.4.3 Attachment B - Application Security Capabilities Questionnaire...........................................52

4.4.4 Attachment C - Required Forms.............................................................................................52

4.4.5 Attachment D -Price Schedule...............................................................................................53

4.4.6 Attachment E - Exceptions.....................................................................................................53

4.4.7 Attachment F - Executable Statement of Work for System Integration.................................53

4.5 Proposal Document Naming Convention...................................................................................53

5 ATTACHMENTS..................................................................................................................................55

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1 INTRODUCTION, OVERVIEW

The District of Columbia Water and Sewer Authority (“DC Water” or “Authority”) is seeking proposals from Respondents (“Vendors” or “Proposers” or “Respondents”) that are able to provide software and professional consulting services in order to implement an Enterprise Resource Planning (ERP) system as either a Software as a Service (SaaS) or vendor-hosted solution. This document provides Respondents with instructions for submitting their proposals, evaluation and selection criteria, and contractual terms that will govern the relationship between DC Water and the awarded vendor(s). In addition, the document provides detailed instructions for Respondents to provide their responses.

It should be noted that DC Water reserves the right to modify, incorporate all, or selected sections of the Proposal response to this RFP into the final executed contract resulting from this solicitation. For the purposes of addressing conflicts or ambiguity of terms or conditions, DC Water will apply the “highest or greatest quality standard performance.”

The following instructions to Respondents are important and should be read carefully prior to submitting a proposal. DC Water is not responsible for any information relating to any DC Water solicitation document, which is not obtained directly from DC Water.

1.1 District of Columbia OverviewWashington, D.C. lies midway along the eastern seaboard of the United States, about 90 miles inland from the Atlantic Ocean, south of Maryland, north of Virginia and 233 miles south of New York City. Situated on the northern bank of the Potomac River, its size is approximately 68 square miles, carved out of land donated by the state of Maryland. Divided into four quadrants: Northwest, Southwest, Northeast, and Southeast. The U.S. Capitol building marks the center where the quadrants meet.

It was founded in 1791 and named after President George Washington. "Columbia" in "District of Columbia" refers to Christopher Columbus. Washington, the District of Columbia is not a state, nor is it part of any state. It is a unique "federal district" created specifically to be the seat of government. The actual population in D.C. is approximately 600,000, but if you include the entire Metro area, the population is around 5.8 million. The "Washington Metropolitan Area" refers to the District of Columbia plus seven Maryland counties (Anne Arundel, Charles, Calvert, Frederick, Howard, Montgomery, and Prince George's), five Virginia counties (Arlington, Fairfax, Loudon, Prince William, and Stafford) and five Virginia cities (Alexandria, Falls Church, Fairfax City, Manassas, and Manassas Park).

Washington, D.C. is unique among American cities because it was established by the Constitution of the United States to serve as the nation’s capital. From the beginning, it has been embroiled in political maneuvering, sectional conflicts and issues of race, national identity, and compromise and, of course, power.

The choice of Washington’s site along the Potomac and Anacostia Rivers resulted from a compromise between Alexander Hamilton and northern states who wanted the new federal government to assume Revolutionary War debts and Thomas Jefferson and southern states who wanted the capital placed in a location friendly to slave-holding agricultural interests.

George Washington chose the site and appointed three commissioners to help prepare for the arrival of the new government in 1800. In 1800, the federal government consisted of 131 employees. Pierre Charles L’Enfant designed the city as a bold new capital with sweeping boulevards and ceremonial spaces

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reminiscent of Paris of his native France. Benjamin Banneker, a self-taught African-American mathematical genius, provided the astronomical calculations for surveying and laying out the city. The full development of Washington as a monumental city, however, did not come until a hundred years later when the McMillan Commission updated its plan to establish the National Mall and monuments that most visitors come to see in its 200 years as the nation’s capital. Washington has developed as a complex and layered city with multiple personalities. As home to the federal government, it has attracted a diverse mix of government workers, members of Congress from every state, foreign emissaries, lobbyists, petitioners, and protestors.

Washington has always had a significant African-American population. Before the Civil War, the city was home to a growing number of free blacks who worked as skilled craftsmen, hack drivers, businessmen and laborers. It also included enslaved African-Americans and was the site of slave auctions before they were outlawed in the city in 1850. Slaves owned in Washington were emancipated on April 16, 1862, nine months before Lincoln’s Emancipation Proclamation of January 1, 1863. Washington remained home to a large African-American population who created vibrant communities and championed civil rights despite racial segregation and prejudice. Duke Ellington was born and raised in Washington’s Shaw neighborhood and played in his first band there.

Washington, D.C. was envisioned by its founders as a commercial center as well as the seat of government. The location on the Potomac River was chosen, in part, because it already included two existing port towns of Georgetown and Alexandria that served as regional shipping centers for tobacco and wheat. When Alexandria returned to Virginia in 1846, residents argued that inclusion within the District of Columbia had hurt business, and that the city of Washington would never need that much room to grow.

However, after the Civil War, Washington did grow, eventually absorbing Georgetown and the surrounding farms and rural areas beyond L’Enfant’s original plans for the city. The initial boundary of Washington City was Florida Avenue, originally called Boundary Street. The first neighborhoods were those that grew up around the Capitol (Capitol Hill), the Center Market (Downtown) and the White House (Lafayette Square). The expansion of streetcar lines in the mid-19th century spurred creation of new suburbs. Two early suburbs, LeDroit Park and Anacostia, both began as developments that excluded African-Americans and later became predominantly African-American communities.

Wars and national events have always resulted in the growth of the federal government and increases in population. During the Civil War, Washington was an armed encampment with soldiers bivouacked everywhere and public buildings serving as hospitals. Bread for soldiers was baked in ovens located on the White House grounds. During World War II, “government girls” were recruited to fill office jobs to replace men who had gone to war.

Washington is also a cosmopolitan city. While it has always had foreign delegations from the countries of the world, it also boasts an increasingly diverse ethnic population. A growing Latino population represents every Central and South American country with a particularly large community of Salvadorans. A large Ethiopian population has resulted from the political turmoil there. New ethnic groups have brought new restaurants, as well as new residents. While D.C. lost residents to surrounding suburbs in the 1990s, new housing and urban revitalization is now attracting people back to the city for a downtown renaissance of housing, offices, entertainment, and nightlife.

As the capital of the world’s most powerful democracy, it is ironic that residents of Washington lack full self-government, and limited self-government was only restored in 1974 after nearly 100 years with an appointed commissioner system. Representation in Congress is limited to a non-voting delegate to the

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House of Representatives and a shadow Senator. 1964 was the first Presidential election in which Washington residents were able to vote.

After 200 years as the nation’s capital, Washington is a place brimming with a unique history of its own. While elected and appointed officials come and go, giving the city its reputation as a transient community, many of the city’s residents have called Washington home for multiple generations. Their stories give Washington its distinctive character as both a national and local city.

1.2 History of D.C. Water and Sewer AuthorityIn 1996, the District Government initiated the creation of the District of Columbia Water and Sewer Authority (DC Water), an independent authority of the District of Columbia providing services to the region. On April 18, 1996, following a 30-day Congressional review period, the District Council enacted DC Law 11-111, "The Water and Sewer DC Water Establishment and Department of Public Works Reorganization Act of 1996."

DC Water is governed by a Board of Directors consisting of 11 principals and 11 alternate members. The Board is composed of six District of Columbia representatives, two each from Montgomery and Prince George’s counties in Maryland, and one from Fairfax County in Virginia.

At DC Water, we care about our community. We often travel throughout our city, meeting those who live or work in Washington, D.C., so we can better understand their concerns and share our latest news on neighborhood water and sewer services.

DC Water's service area is approximately 725 square miles providing retail water and wastewater (sewer) service to the District of Columbia. Additionally, DC Water provides wholesale wastewater treatment service to Montgomery and Prince George's counties in Maryland and Fairfax and Loudoun counties in Virginia.

The Blue Plains Advanced Wastewater Treatment Plant is the largest advanced wastewater treatment plant in the world, with a capacity of 370 million gallons per day (MGD), a peak capacity of 1.076 billion gallons per day and covering 150 acres.

To distribute water and support the distribution system, the DC Water operates over 1,200 miles of pipes, five pumping stations, five reservoirs, four elevated water storage tanks, 36,000 valves and more than 9,000 public hydrants.

To collect wastewater, the DC Water operates 1,800 miles of sanitary and combined sewers, 22 flow-metering stations, nine off-site wastewater-pumping stations, and 16 storm water pumping stations within the District.

For more information about DC Water, please visit www.dcwater.com.

1.3 DC Water OverviewDC Water is an independent, multi-jurisdictional regional utility that provides retail drinking water distribution and wastewater conveyance and treatment services to approximately 140,000 residential, commercial and governmental

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http://www.dcwater.com/


customers in the District of Columbia, and wholesale wastewater conveyance and treatment to approximately 1.6 million users in Montgomery and

Prince George’s Counties in Maryland and Fairfax and Loudoun Counties in Northern Virginia and approximately 21.3 million annual visitors.

DC Water has weathered an unprecedented recession well. DC Water serves a diverse client base supported by a core base of Federal employees but not concentrated in any one-customer type. Approximately 33% of revenues are derived from highly rated customers, including the Federal Government, Fairfax County, Washington Suburban Sanitary Commission, and Loudoun County Sanitary Commission. Federal and wholesale customers pay for services on a quarterly basis in advance based on estimates provided by the Authority.

Washington’s unemployment rate is among the lowest for America’s large metropolitan areas. Employment in the metro area has risen by about 84,000 over the past year—roughly 6.0% of America’s job growth, in a region with just 2.0% of its population.

Although DC Water is responsible for management of the treated water distribution system serving the District and certain Department of Defense and other small customers outside the District, the water itself is treated by the Aqueduct. DC Water purchases its water from the Aqueduct and transmits and distributes the water through four pumping stations, six distribution reservoirs, and two elevated tanks. The Aqueduct’s water treatment and transmission system consists of the Great Falls Intake on the Potomac River; two parallel nine-mile long raw water conduits from Great Falls to the Dalecarlia Reservoir; the Little Falls Intake and Pumping Station on the Potomac River; the Dalecarlia and McMillan Reservoirs and Water Treatment Plants; the Dalecarlia Pumping Station; the Georgetown conduit and reservoir; the Washington City Tunnel; the East Shaft Pumping Station; several treated water transmission lines; and three ground storage reservoirs.

On October 12, 2011, DC Water broke ground on its twenty-year, $2.7 billion DC Clean Rivers Project which aims to reduce combined sewer overflows to the Anacostia and Potomac rivers and the Rock Creek by 96 percent, thereby improving the health of the Chesapeake Bay.

1.4 DC Water Service TerritoryPrior to the establishment of the Washington Aqueduct Division of the United States Army Corps of Engineers (the “Aqueduct”) in 1858, residents of the District obtained their drinking water from springs and wells. The distribution system consisted primarily of bored logs and some cast iron pipes. Water from the Potomac River was tapped into the system in 1863. By 1905, the Washington City Tunnel, McMillan Reservoir and Filtration Plant, and the Bryant Street Pumping Station were completed. The Dalecarlia Filtration Plant and Pumping Station and all other major components of the present water supply and distribution system were in operation by 1928.

Figure 1: DC Water Service Territory

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1.5 DC Water Operational Overview DC Water’s organizational structure is a key tool for ensuring that the organizational mission is achieved. The structure consists of twenty-six departments that are defined primarily along functional roles and further grouped along service lines (Operational or Administrative) or reporting clusters of authority.

Operational departments include Water Services, Sewer Collection, Water Quality and Technology and Wastewater Treatment services (including maintenance of these facilities). These departments are responsible for the day-to-day operations of the DC Water’s extensive infrastructure and facilities that provide direct services to our customers.

Similarly, the Customer Service Department is classified as an operational department due to the integrated nature of their work to operations (i.e., customer care, metering, and billing). Provision of first-line customer care to our customers includes 24-hour emergency service.

Engineering and Technical Services, Wastewater Engineering, Clean Rivers, and Permit Operations departments are responsible for ongoing reinvestment of the system infrastructure, compliance with various mandates and provide services to the development community throughout the District of Columbia.

All other departments provide critical administrative and technical support to ensure the safe and reliable continuity of our vital services through short and long-term planning, asset management, leadership, and all financial and human capital support requirements. The figure below provides a high-level view of the organizational structure for the approximately 1,100 people employed at DC Water and work at various facilities across the district.

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Figure 2: DC Water Organizational Chart

DC Water has three primary business operations: Retail, Construction-in-Progress (CIP) and Inter Municipal Partners (IMA). The following section provides a high-level operational overview of each.

Capital Improvement Program

DC Water’s Capital Improvement Program (CIP) supports the continuation of major capital asset investment in programs and projects that will upgrade the District’s water distribution system, improve the coordination of local waterways, and create clean energy. The CIP program includes all mandated projects as well as rehabilitation of assets required to meet permit and other regulatory requirements and all immediate needs necessary to maintain existing service levels. These projects are managed by the Departments of Engineering and Technical Services (DETS) and Wastewater Engineering and have an average life of 30 years. A typical DC Water capital project includes construction, installation, upgrade, or expansion of any facilities, which are built to manage wastewater, other than Captured Stormwater Flow, that is treated at Blue Plains. The costs for capital project are allocated between DC Water and our Blue Plains Inter Municipal Partners (IMA), the District, Washington Suburban Sanitary Commission (WSSC), Fairfax and Loudoun County. In addition, the financing of DC Water’s capital program is financed by long term debt which is primarily provided by four primary sources: 1) EPA and CSO Grants; 2) Wholesale Capital Payments; 3) permanent financing (Revenue Bonds/Commercial Paper/EMCP); and 4) interim financing and Pay-GO.

The diagram below provides a visual presentation of the Capital Partners and Grants.

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Figure 3: Capital Partners and Grants

Retail Customers

DC Water’s water division serves approximately 140,000 water customers, including residential, non-residential accounts, and additional services such as fire hydrants, backflow, fire protections services, special services, and temporary meters. Approximately 10,000 accounts are impervious only and are unmetered. Approximately 4,000 of the impervious only accounts are billed semi-annually with the remainder billed monthly. The As-Built accounts are for tracking contributions from customers in aid of construction activities and subsequent construction costs. Approximately 1,200 of the DC Housing accounts serve small buildings housing (e.g. 1-3 families) and are classified as single family residential. The others are for large multi-family apartment buildings and central office administration and maintenance facilities. Recurring monthly billing and payment processing is for approximately 125,000 customers per month.

DC Water’s Department of Distribution and Conveyance Systems oversees the entire water distribution system serving the District. DC Water’s water distribution system includes 1,300 miles of pipes and mains ranging from 4 to 78 inches in diameter. The system includes cast iron, ductile iron, reinforced and pre-stressed concrete, and steel pipe, and contains more than 36,000 valves and hydrants. DC Water also

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operates and maintains four (4) pumping stations: Bryant Street, Fort Reno, 16th and Alaska, and Anacostia. All four (4) pumping stations have adequate pumping capacity to meet peak demands.

1.6 Mission, Vision, Values, and GoalsVision – To be a world-class utility.

Mission – To exceed expectations by providing high quality water services in a safe, environmentally friendly and efficient manner.

Values:

1. Respectful – Serve with a positive attitude, courtesy, and respect that engender collaboration and trust.

2. Ethical – Maintain high ethical standards, accountability, and honesty as we advance the greater good.

3. Vigilant – Attend to public health, the environment, quality, efficiency, and sustainability of our enterprise.

4. Accountable – Address challenges promptly, implement effective solutions, and provide excellent services as a committed team.

Focus areas - Where DC Water must succeed in order to execute our mission and achieve our vision.

1. Leadership – DC Water will advocate and lead local, regional, and national collaborations, while internally developing the workforce of the future.

2. Value – DC Water will be recognized for the value it delivers by protecting public health and the environment, supporting community sustainability, and providing for economic vitality.

3. Innovation – DC Water will achieve international prominence in development and adoption of science, technology and processes in support of a culture of innovation.

1.7 Overview of Solicitation (RFP) DocumentThis RFP document consists of following contents.

RFP Documents DescriptionMain RFP Document Contains the introduction, scope, response instructions, terms and

conditions, and required contents of your proposal and also following Appendix:

Attachment A - Requirement Traceability Matrix

Contains DC Water Functional Requirements

Attachment B – Application Security Capabilities Questionnaire

Application Security Capabilities Questionnaire which contains a series of questions that must be addressed related to the Respondent’s security capabilities.

Attachment C - Required Forms Consolidated list of all required forms and contains the following sections:

Required Forms General Provisions Special Provisions Certifications and Representations, Acknowledgements,

and Affidavits Local Small Business Enterprise Program

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RFP Documents Description EEO Packet/Affirmative Action Plan DC Water Works Program Mid-Atlantic Purchasing Team Rider Clause

Attachment D – Price Schedule Contains pricing template and other price information requested by DC Water. Respondents must use this template to submit the pricing proposal.

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2 SCOPE OF WORKThis section describes the scope of work that the Respondent shall provide to DC Water. The work as it is defined below will become part of the contract resulting from this procurement, and it will be the responsibility of the successful Respondent to ensure that it is performed to completion in accordance with the terms and conditions of the contract.

2.1 Project GoalsDC Water is in search of a comprehensive software solution(s) that will replace the suite of legacy tools and systems that are currently being used to support a variety of operational business functions in the areas of financial, human capital and supply chain management. DC Water is seeking to address several challenges in the current environment to improve productivity, streamline processes, and reduce administrative costs. These challenges include, but are not limited to the following items:

Lack of full integration across key systems in support of tracking and maintaining the core business functions related to financials, human capital, and supply chain

Legacy systems do not provide standard functionality available to provide standard functionality in the current ERP systems

Lack of automated workflow resulting in reliance on repetitive data entry and manual processes

Lack of a single source of information to reduce activities associated with manual data entry and reconciliation

Maintaining multiple redundant independent systems, including MS Excel and Access Databases

Lack of robust query, workflows and reporting tools to support data analytics, strategic planning, and forecasting activities to meet business and regulatory requirements

Lack of a centralized storage location to maintain sensitive source documentation

Lack of business processes and workflows that reflect leading industry practices

Lack of tools such as self-service portals for external customers or end users

Lack of transparent real-time visibility to view data at the transactional level through the use of drill down capabilities

Lack of user friendly and intuitive system interface that includes tool tips, help menus, FAQs, alerts and notifications to support automated workflows and approvals

Lack of detailed audit trail to manage data changes in the system

Redundant data stored in multiple locations in both hardcopy and electronical formats inhibits ability to determine source of truth resulting in numerous reconciliations

Inability to perform both cost and activity-based accounting within a single system

Lack of robust security roles to limit unauthorized access to departmental budgets, purchasing documents, Accounts Payable (AP) invoices, General Ledger transactions, etc.

Performance of repetitive administrative tasks resulting in decreased efficiency and performance

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Inability to track and manage capital assets and inventory across the lifecycle (e.g. procurement, Construction In-Progress, Depreciation, Refurbishment and Retirement) for the purposes of the financial system

Inability to easily generate reports in order to meet business and regulatory requirements

In addition, DC Water is looking to automate multiple activities that are currently handled manually. The primary objective of the project is to procure, implement, and maintain a single system that will:

Eliminate or mitigate the challenges detailed above

Streamline business processes and data collection in order to reduce manual processes and cycle times

Incorporate industry leading business practices

Reduce the number of legacy systems, including “shadow” MS Excel and Access Databases

Provide dashboards, robust reporting, and business intelligence (BI) in order to perform analytics

Provide real-time visibility at the detailed transactional and summary levels to improve decision making

Provide a solution that has an intuitive and user-friendly interface

Provide a single point of entry for data collection

Provide a secure role-based environment to maintain data integrity

Provide a solution that meets financial and human resource federal government regulatory reporting requirements, including, but not limited to

o Governmental Accounting Standards Board (GASB)

o Generally Accepted Accounting Principles (GAAP)

o International Financial Reporting Standards (IFRS)

o VETS-100 / VETS 100A Reporting

o EEO-100 Reporting

Provide a solution that meets DC Water, the District of Columbia, and other regulatory reporting requirements (e.g. number of employees residing within the District and the EEO 4 Reporting Requirements)

Seamless integration between the human capital and payroll functions

Provide the ability to perform Disaster Recovery activities quickly and easily

Maintenance of single Chart of Accounts across all operational departments in order to track financial information easily and accurately

Provide a solution consistent with DC Water’s data and information security policies and procedures

Provide an ERP solution that incorporates industry leading training documentation and “best in class” business processes.

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Overall, DC Water’s goal is to procure a software solution that is either SaaS or vendor hosted (include managed services: vendor is responsible for maintenance of the environment, updates to the solution, etc.), as well as implementation services that will provide a single cohesive application that will meet the business needs as described above.

2.2 Implementation Approach and TimelineThe implementation approach for the solution should be phased, if it is determined that will be the most advantageous without causing operational disruptions. The full implementation period should be no longer than two years, with an additional post go-live 6-month stabilization and warranty period.

Respondents shall include potential phase start and go-live dates as part of their proposal. The detailed work plan shall provide sufficient information in order to determine the activities, roles, responsibilities, and durations in order to meet the Respondent’s proposed targeted go-live dates.

2.3 ERP SolutionDC Water will only consider the following ERP solutions:

Infor Oracle SAP Workday

DC Water will not consider any other ERP solutions proposed or any on-premise solution.

2.4 FunctionalityDescriptions, requirements, and other information in this section are not intended to be completely exhaustive and the Respondent is expected to perform the function or assist in the performance of the function to the satisfaction of DC Water regardless of whether or not a specific detail is included or omitted in this outline of the scope of work.

The table below provides a high-level summary of the key business processes for which the future ERP solution should address.

ERP Functional Modules

Key Business Processes for Future ERP Solution Financial Management Processes

Area Human Capital Management

ProcessesSupply Chain Management Processes

Accounts Payable* Recruiting, Applicants, and Hire Process +

Inventory Control and Warehousing *

Capital Accounting and Budgeting, Capital Accounts Payable*

Compensation, Incentives + Requisitions, Purchasing, and Vendor Management*

Fixed / Non-Fixed Assets (Additions, Disposal & Depreciation, Inventory) *

Employee Benefits and Pensions +

Supplier Portal

General Ledger (Chart of Accounts, Funds, Allocations, Journal Entries, Period End, Reporting, Journal Controls) *

Performance Management, Skills, and Succession Planning +

Contracts and Sourcing

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Key Business Processes for Future ERP Solution Account Receivable (Customers,

Accounts, Wholesale Billing, Integration) *

Workforce Administration+ Supplier Relationship Management (SRM)

Treasury (Payments, Transfers, Forecasts, Cash Management, Investments, Debt Management) *

Learning Management +

Payroll (including Absences, Time and Attendance, Union Pay Rules) +

Travel & Expense

Budget (Development, Projections, Maintenance), Chart of Accounts, Funds

Budget Control* Project Accounting, Grants

Management, (Budgeting, Revenue, Reporting) *

System – Non-Functional Approval Workflows, Security,

Mobility, and Interfaces* Reporting including Queries, BI,

Dashboards, Ad Hoc Reporting* Interfaces with existing Oracle

Primavera P6, IBM Maximo, SAP VertexOne Customer Information System (CIS), Bank Portals and Point of Sale Portal, Vertical Lift Machines (VLM) proprietary software, * Scales, Dayforce, Zycus (some document management solution)

Technical Solution Architecture Technical Architecture Integration Techniques System Performance and Scalability Information Security Disaster Recovery

Services Project Management Software Installation Data Conversion Report Development Integration and Interface Development Implementation and Training Services Change Management Knowledge Transfer System Documentation Development End User Training

* Priority functionality that should be deployed as part of Phase I + Functionality that can deployed in Phase II or beyond

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Note: Functionality or modules that have not been identified for Phase I or Phase II or beyond have been purposely left blank and DC Water expects Respondents to use their expertise to propose a logical grouping of modules by Phase as part of their implementation deployment plan. For further details on the functional requirements being sought, please refer to Appendix A: Functional Requirements.

The following is a summary of the major functionality, which DC Water is seeking to have in an integrated solution. This list is not all inclusive of the functions that will require replacement. Potential ERP shall ensure any proposed system(s) meets the functionality stated herein.

1. Wholesale BillingCalculate revenue and create invoices for diverse customer agreements for both capital construction / equipment and operating; use customer defined attributes at time of supplier payment (not at time of supplier commitment/accrual) to determine customer allocations, customer invoicing at different intervals and per different accounting treatments (cash and accrual-based); ability to issue “advance” invoices and subsequent true-ups; ability to incorporate attributes such as square-footage, number of employees by department and number of computers by department for cost allocations on customer invoice.

2. Grant BillingSeparate solution from wholesale billing; calculate revenue and create invoices for diverse capital construction federal funding agreements (EPA, FEMA, Congressional Appropriations); ability to easily remove ineligible transactions from reimbursement request based on construction contract bid items; built-in Federal Standard Form 270; use customer defined attributes at time of supplier payment (not at time of supplier commitment) to determine funding allocations.

3. Project AccountingFull integration with multi-dimensional General Ledger; seamless interface ("transfer defined data from financial system to P6") with construction management application (currently Oracle Primavera (P6)); and system forms available to initiate new project setup with automated approval process.

4. ReportingBuilt-in Business Intelligence; role-based dashboards; dynamic, multi-dimensional and customizable reports; drilldowns from report to live transactions for maintenance or investigation; visualization tools; monitoring alerts based on user defined thresholds; self-service and ad hoc queries; mobile device capabilities; exportable to Excel.

5. Budget Controls: Multiple active budgets and unlimited hierarchies; system forms available to initiate budget modifications with automated approval process; ability to budget on any level or accounting string code; real-time and customer-defined budget checks for requisitions, purchase orders, supplier invoices, journal entries or payroll.

Development Tool: Built-in approval flow; ability to add comments and attachments to proposals; customizable templates; unlimited versions; change tracking by user, date and amount; forecasting and “what-if” analysis; easy activation of approved budget; manual control for updating historical financials in tool.

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6. Purchase Order, Contracts, SourcingRobust automated solicitation and bidding process; secured vendor/supplier portal; seamless integration with Financial system; real-time notification and reporting capabilities; document association/attachment capabilities; intuitive guides for error resolution.

7. Material Management and Inventory ControlsSeamless integration between the financial system and the work order system (Maximo); predictive analytics component that would allow users to better anticipate usage patterns and perform “what-if” scenario planning.

8. Fixed Asset ManagementBooking and reporting on a high summary level and itemized (detail) level; ability to maintain, track, and reconcile Construction in Progress (CIP) by projects; RFID/barcoding capable. Integration with Project Accounting.

9. Recruiting and OnboardingFull recruiting solution that seamlessly integrates with the all other Human Capital Management (HCM) functions, minimizing duplication of data entry.

10. LearningRobust Learning management system to host Shareable Content Object Reference Model (SCORM) compliant online training, video and document uploads; real-time notification and reporting and analytics capabilities.

11. Performance ManagementIntegrated system that provides highly configurable performance reviews and goal development and deployment.

12. BenefitsAutomated benefits management system that minimizes manual processing of enrollments, beneficiary/dependents management, data validation and passive open enrollments.

13. Compensation Integrated system that can easily calculate incentive pay (merit, bonuses, etc.) based on specified rules including performance review ratings.

14. Workforce Management A complete integrated system to manage time and attendance, leave management, scheduling and forecasting and budgeting.

15. Succession PlanningSeamless integrated system that provides functionality to rate, pull performance and learning related criteria, manage potential candidates, nominate successors and create development plans for internal qualified individuals.

The table below is provided as estimate of the estimated number of system users and current average monthly transactions for planning and estimation purposes only.

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Estimated Number of Users and TransactionsDC Water Organization Total Users

Total Staff (Full Time) 1,160Total Field Staff 1,160Number of IT Users 5 -7Number of ERP System Users (Anticipated Future) 250

Functional Area Total Users Average Monthly TransactionsAccounts Payable 5-10 2,500 InvoicesCapital Accounting and Budgeting Capital Accounts Payable 5-10 500 Invoices

Fixed / Non-Fixed Assets (Activation, Inventory, Depreciation) 5-10 50 transactions

General Ledger (Chart of Accounts, Funds, Allocations, Journal Entries, Period End, Reporting) 5-10 300 Journal Entries

Account Receivable (Customers, Accounts, Wholesale Billing, Integration) 5-10 50 transactions

Treasury (Payments, Transfers, Forecasts, Cash Management, Investments) 5-10 1,000 transactions

Budget (Control, Development, Projections, Maintenance), Chart of Accounts, Funds 5-10

Project Accounting, Grants Management, Wholesale Billing (Budgeting, Revenue, Reporting) 5-10

Recruiting, Applicants, and Hire Process 14 Administrators150 Managers

500 applicants

Compensation, Incentives 1,200 Employees10 Administrators

Employee Benefits and Pensions 1,200 Employees10 Administrators

200 enrollments or changes

Performance Management, Skills, and Succession Planning

1,200 Employees6 Administrators

100 updates for goals

Workforce Administration 1,200 Employees6 Administrators

500

Learning Management 1,200 Employees40 Administrators

200

Inventory Control and Warehousing 10 – 20 See belowRequisitions, Purchasing, and Vendor Management 150+ 2,000 transactionsSupplier Portal 2,000 – 5,000+ UnknownContracts and Sourcing 40+

2.5 Current Information Technology Systems DC Water is current using Lawson 9.0.1.11 for financials, procurement, inventory, project, and grants accounting Dayforce for HR/payroll, Ceridian Recruiting Solutions (Evolve) for Applicant Tracking System (ATS), and Cornerstone for Learning, Performance, and Succession Planning. The Lawson system is running on a virtual machine environment and all back-end systems including database are current. This includes Lawson Add-Ins for MS Excel (data queries and uploads) as well as Perceptive Content from Lexmark (invoices, POs and other scanned images) and MHC Software (PO printing and e-signature).

The following diagram is a high-level overview of current business applications supporting DC Water based on business function. The goal is to consolidate systems to improve integration and support:

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High Level Overview of Current DC Water Business Applications

DC Water uses a number of third party systems that interface with Lawson and a complete listing is provided in the table below which provides a list of systems that are used by DC Water to support other business operations, which will be impacted by the implementation of a future ERP solution.

Third party systems that interface with Lawson

No. Name Type Future ERP Focus

Action Description / Process Process Owner

1 IBM's Maximo

Third-Party Application

Material Management

Bi-directional Maximo is Asset Management and Work Order system. ERP is the system for Inventory, Requisitions & Purchase Orders.

Multiple bi-directional transactions exchanges take place between Maximo and ERP to keep Inventory balances, work order materials requests, and item attributes in sync.

Existing process automation exchanges data via XML files and is based on scheduled jobs and application triggers (i.e. release of transaction).

Material Management

2 VertexOne CIS(SAP ECC)


Retail Account Balances for Revenue, Payments, and Accounts Receivable

ERP Imports Daily Journal Entries to ERP affecting customer payments, receivables and revenue account balances (Automated process).

Finance

3 VertexOne CIS


Processing Customer Refunds

ERP Imports Retail Customer Refunds recorded in the ERP for payment processing. Automated process (which includes multi-step review and approval).

Finance

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4 Dayforce Third-Party Application

Payroll Journal Entries (distribution)

ERP Imports Dayforce transmits Payroll journal entries to ERP’s General Ledger payroll accounts. Occurs bi-weekly. Automated process (file is formatted, moved, and posted).

Finance

5 Dayforce Third-Party Application

Project Codes (Labor Distribution)

ERP Exports ERP transmits list of Activity codes (Project & Department) list to be used for time card recording.

Finance

6 Oracle Primavera P6 (v.16.2) & Contract Management (CM14.2 or its replacement)


Capital Project and Capital Construction Management

ERP Exports The ERP system will support interfacing with the Oracle Primavera P6 and Contract Management to provide actual costs to date on transactional level.

Dept. Engineering and Technical Service

7 SAP Business Objects

Ancillary Program

Business Intelligence Tool

ERP Exports SAP Business Objects connects to all major databases and facilitate enterprise reporting.

Information Technology

8 Mettler & Toledo - SCALES


Application used to capture receipt for Chemical Purchase Orders

ERP Imports ERP Imports receipts file generated by the SCALES system to facilitate Evaluated Receipts Settlement (ERS). ERS is an automated method of creating invoices and paying a vendor based on the receiver.

Waste Water Treatment

9 Enterprise Single Sign-on Manager (E-SSOM)

Ancillary Program

Tool to automate user authentication across the enterprise.

Login credentials passed to portal Information Technology

10 Motorola Handheld Scanners

Ancillary Program

Handheld tools to capture receipts, movements, and issue of inventory items.

Bi-directional Used in warehouses for inventory and receiving activities. Integrates directly to ERP's mobile supply chain management application

Material Management

11 Zebra Ancillary Program

Printer for Warehouse Handheld Processes

Bi-directional Supports Materials Management warehouses with label printing used by the Motorola MC9190 handhelds that interface with ERP's mobile supply chain management application

Material Management

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12 PAR/SPAR Ancillary Program

Personnel Action Request forms

Query Report is run within Dayforce application and manually uploaded to SharePoint list to drive Personnel action workflows

IT/HCM Systems

13 Fleetwave Ancillary Program

License and Certifications

Query Report is run and manually uploaded into the Fleetwave system. Fleetwave tracks expired or missing licenses and certifications

HCM Systems/Fleet

14 Vertical Lift Machinery (VLM)

Ancillary Program

Warehouse Storage system that facilitates picking of inventory items.

Bi-directional ERP communicates requests for product to VLM and VLM communicates fulfillment of request and Inventory status by bin.

Material Management

Below provide additional details for reference purposes only and not all items listed below may be required in a replacement system:

1. Dayforce for Human Resources and PayrollBi-weekly Payroll Journal Entries interfaced into Lawson’s GL. Lawson interfaces a project code listing to the Payroll System for time card entry.

2. CITRIXAllows users outside the DC Water network to access Lawson Services.

3. Cornerstone Learning Management System Learning management and performance management software application used for administering, developing, and tracking DC Water training programs, performance goals, and appraisals.

4. Dashboard Gear Datasets that translate Lawson tables to facilitate SAP BO reporting.

5. Infor Corporate Performance Management (CPM)Lawson financial information extracted manually using Lawson Add-Ins is then loaded into CPM manually using their OpenLink tool. Approved budget information is extracted from CPM and uploaded into Lawson using Lawson Add-Ins. File type .csv passed.

6. Engineering Management Information System (EMIS)The Engineering Management Information System (EMIS) is a MS Access Database that was developed by DC Water. It supports various activities associated with managing projects such as contract management, change orders, and budgets.

7. E-SSOMEnd user electronic Single Sign On to the Lawson portal application. Login credentials passed to portal.

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8. FLEXform1099-MISC form alignment and printing software used annually by AP department for vendor tax forms.

9. IBM Maximo DC Water’s Asset Management System. Lawson interfaces material balances and material attribute information. Maximo interfaces work order material requests to Lawson.

10. Infor Lawson Enterprise Financial Management SystemLawson is the financial system of record for DC Water the Authority and its key areas on integration are requisitions, purchase orders, invoices, general ledger, project accounting, and grants. The Lawson Grants Billing system uses account distribution (specifically Activity/Account Category) to identify transactions for reimbursement request.

11. Kinsey Listener Use as a supplemental Lawson security reporting and planning tool. Supports interrogation and review of current Lawson security and high-level access reporting. Accesses application and LDAP for information retrieval.

12. MHC MHC Software's solutions integrates with Lawson to format purchase order data into a business-facing PO. The formatted PO is then transferred into the document storage & workflow application (Perceptive Content). In addition, the MHC Software formats payment data in to a bank defined format and transmits payment details to the bank.

13. Modula Vertical Lift Direct Oracle to MSQL Server DB updates via scripting by Oracle DBA from Lawson to Vertical Lift Module (VLM) database to support warehouse operations.

14. Motorola Handheld ScannerUsed in warehouses for inventory and receiving activities. Integrates directly to Lawson's Mobile Supply Chain Management application.

15. MySQL Database used by Kinsey Listener application logging Lawson security activity.

16. ORACLE Database Management System for Lawson.

17. Oracle Primavera P6 Enterprise Project Portfolio Management System The Oracle Primavera P6 Enterprise Project Portfolio Management System is used by Engineering to manage a variety of activities related to the Capital Improvement Program. These activities include project scheduling, budgeting, job costing, wholesale customer billing, and disbursement projections, contracts, change management, vendor invoice, and project management activities. Manually deliver (screenshot) for activity code creation by Cap Budget group, manual entry into Lawson. Capital Budget (Finance) generates new activity corresponding

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to the Activity ID (generated in P6) in Lawson after receiving screenshot request to create activity in Lawson by the engineering department.

It should be noted DC Water is currently exploring options to replace the current CM14.2 system (CM14 is the contracting management system and only seeking to replace this, not P6) and seeking to have a vendor procured by the end of the year with an implementation date targeted by the first quarter of 2019. The CM14.2 system is leveraged by DC Water in order to manage its construction contracts.

18. PHPSupplemental application reporting and file upload to application server. Option for reports to be exported to csv.

19. SAP Business Objects SAP Business Objects connects to all major databases and creates a meta-data layer on top of the databases. This allows end users the ability to create reports by simply dragging and dropping the required fields to the reporting panel.

20. Scales (METTLER TOLEDO) Truck delivery weight/chemical data, which is manually entered into the financial system for invoicing payment. File type .csv passed.

21. SAP VertexOne Cloud Customer Information Management System (CIS)DC Water’s billing and customer information system is VertexOne solution and is based on SAP Utility Billing solution and hosted and managed by Vertex. The VertexOne solution includes a mobile work management platform, KONA, which is fully integrated with SAP and Maximo to support all mobile field management capabilities. VertexOne includes but is not limited to the following: consumption-based rating of applicable services (e.g. water service, Pilot, and Right of Way), impervious and storm water charges based on impervious area units, meter fees based on meter size, rate proration, customer assistance program (CAP) discounts based on usage, budget billing, non-premise based merchandise and service billing, capture and allocation of customer contributions to the DC Water SPLASH program, and a wide variety of miscellaneous charges.

The VertexOne Solution is a fully hosted and managed offering built on the market-leading SAP CR&B and S/4HANA in-memory database platform, fully hosted and managed by Vertex. In addition, VertexOne includes Customer Advantage (Web and Mobile Self-Service) solutions and is integrated with Kubra for bill payment and presentment. Additionally, the VertexOne platform includes access to SAP Business Objects and Fiori BI functionality for cutting-edge operational & management reporting.

The standard delivered general ledger interface built within VertexOne is mapped such that it can integrate with the current Lawson accounting system. a daily .csv file uploaded into the Lawson general ledger that originates from VertexOne via an automated scheduled task and Lawson workflow process. Additionally, VertexOne provides a refund and KUBRA file on a scheduled basis for finance department consumption. VertexOne manages daily operations of the data center and provides meter reading processing, daily bill processing, bill print processing, cash and remittance processing, credit collections processing, service order distribution and management processing, and web self-services. Additionally, as part of DC Water’s managed services

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agreement with Vertex, Vertex is responsible for all routine patching and maintenance of the solution including version upgrades.

22. Visual CronUsed as a scheduled file transfer system between our ftp server and internal folder locations for incoming Vertex .csv file requiring load into the financial system.

2.6 Data Conversion The table provides a high-level overview of the information technology systems, which DC Water is seeking to replace with the new solution and estimated data conversion needs. Overall, DC Water is anticipating a significant of amount time will be required to support data cleansing and conversion activities and expects to be provided with detailed cost estimates as part of the response to this RFP opportunity.

Data Conversion by System

No. Application / System Volume of Data (e.g. number of records) Number of Years

1. Infor Corporate Performance Management (CPM - Budget)

101,58G 5 years

2. Infor Lawson Enterprise Financial Management System

General Ledger 1,349,252 RecordsTransactional Detail

5 years

Project Ledger Module Account summary for closed Activities.Transactional Detail for open

Activities.

18 years

Active Activity (Project) Codes 15,000 recordsInter-Municipal Agreement (IMA) partners’ (project) billing (All Grants Management and AR transactions)

5 years

Open Accounts Payable transactions 1,500 recordsAll Vendors (less one-time) 5,000 records 18 yearsFixed Assets List, Asset Type/Subtype, Depreciation TermsAll Assets (excluding disposals)

2,500 records

Open Requisitions 500 recordsOpen Purchase Orders (POs) + 5 Year Historical Purchasing Detail 35,500 records 5 years (historical) +

Open POsOpen Purchase Order Receipts 600 recordsInventory Balances (Quantity & Valuation) 10,000 records

Active Inventory Items Master 23,500 records3. Ceridian Recruiting Solutions (Evolve) 71,000 records 5 years4. Cornerstone 1,160 active users 6 years5. Ceridian Dayforce 1,201 active users HR Payroll: 1 year

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No. Application / System Volume of Data (e.g. number of records) Number of Years

Time and attendance: 3 years

It is expected the successful Respondent will work directly with the DC Water operational business partners to schedule, design, develop, and coordinate all interface testing. Testing and final approval by DC Water will be subject to the DC Water IT policies and procedures. In addition, it is expected the successful Respondent will provide all necessary tools, materials, and resources to complete the necessary tasks to support development and implementation of the interfaces. Lastly, current interfaces to share data with legacy systems that will be replaced by the Respondent’s solution will not require development of an interface. However, in the event a phase implementation approach is adopted some interfaces may need to be developed as part of an interim solution in order to maintain current business operations.

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3 DEFINITIONS, SUBMISSION INSTRUCTION, EVALUATION, SELECTION, AWARD, AND CONTRACTING PROCESS, TERMS AND CONDITIONS

3.1 DefinitionsAuthorized Representative: A representative of DC Water designated as DC Water’s Authorized Representative for the purposes of this RFP. DC Water Point of Contact (“POC”) is the as DC Water’s Authorized Representative for this RFP.

Contract: The Agreement(s) executed by DC Water and the Respondent for the performance of the work requested in this RFP. The Contract shall incorporate the provisions of the RFP and all contents contained in Vendor’s response.

DC Water: District of Columbia Water and Sewer Authority.

DC Water Point of Contact (“POC”): POC is named on the cover page of this RFP document.

General Provisions: DC Water’s standard terms and conditions of a Contract. The terms and conditions in the General Provisions contains the statutory requirements that DC Water is subject to. All Contracts must incorporate the General Provisions by reference. A copy of General Provisions is provided in the solicitation.

Inter Municipal Partners (IMA): The arrangement under which DC Water's regional facilities, such as the Blue Plains Advanced Wastewater Treatment Plant and Potomac Interceptor sewer, are funded, managed, and operated.

Must/Shall: Indicates a mandatory requirement for this RFP. A proposal that fails to meet a mandatory requirement will be deemed non-responsive and may not be considered for award.

May or Should: Indicates something that is not mandatory but permissible for this solicitation. Failure to do what "may" or “should” be done will not result in rejection of response but may receive lower consideration as determined solely by DC Water.

Proposal, Bid, Quote, or Offer: Collectively “proposal”, shall mean all responses, including price, cost, or fee, received from Respondents, whether received in paper form, electronic form, or submitted through an online solicitation system, in response to a solicitation. The contract shall incorporate all contents contained in Respondent’s response.

Responsive Respondent, Vendor, Respondent, Offeror, or Firm: To be responsive, Respondent must submit a proposal which conforms in all material respects to the requirements set forth in the solicitation, as determined solely by DC Water.

Request for Proposal (“RFP”), Solicitation: Any and all directions, provisions, and requirements, etc. contained in this request for proposal. DC Water may cancel this solicitation at any time for any reason, without obligation.

Responsive Respondent: To be responsive, the Respondent must submit a proposal that conforms in all material respects to the requirements set forth in this RFP, as determined solely by DC Water.

Should: Indicates something that is recommended but not mandatory. Failure to do what "should" be of 55


done will not result in rejection of your proposal but may receive lower consideration as determined solely by DC Water.

Special Provisions: Terms and Conditions additional to General Provisions. Special Provisions contain more terms and conditions related to the specific goods and or services described in the solicitation. A copy of Special Provisions is provided in the solicitation.

Statement of Work (SOW): A document that describes all details of service to be performed by Respondent. SOW is required for all services and will become a part of the contract.

Subcontractor: Any person or corporation other than the Respondent supplying services or materials for work described in this RFP.

Successful Respondent: The Respondent to whom DC Water awards the Contract.

Respondent, Vendor, Respondent, Offeror, or Firm: Any person, firm, corporation, organization, agency, or a duly authorized representative that may submit a proposal for the work described in the solicitation.

Vendor Portal: Online vendor registration portal where any Respondents can complete the registration, company profile, and indicate the goods and services that they provide.

3.2 Submission Instruction

3.2.1 DC Water Point of Contact (“POC”)All inquiries, questions, communications (verbal or written), and proposals regarding this RFP must be submitted via email to the POC provided on the cover page of this RFP document. Respondents shall not discuss anything about this RFP with anyone at DC Water other than the POC.

No calls, correspondence, or contacts shall be made to anyone other than this DC Water POC about this RFP. Any violation of this communication policy, regardless of severity, may result in the immediate elimination from consideration at the sole discretion of DC Water.

3.2.2 Intent to Respond (not required but strongly recommended)Interested vendor should email the Intent to Respond to POC as soon as possible with the contact information. DC Water will then register interested vendor’s contact information to assure that future communications and addendums are received timely.

3.2.3 Proposal Due Date and Time The proposal due date and time are shown on the cover page of this RFP document. All proposals must be submitted via email to POC by the due date and time. DC Water reserves the right to change the submission deadline and receipt of proposals any time

before the date and time announced in the RFP or subsequent addenda. Unless approved in advance, DC Water reserves the right to reject any proposal received after the

time specified for receipt. Technical difficulties, lack of resources, and traffic are not acceptable causes for late submissions.

The only acceptable evidence to establish the time of receipt at the DC Water is the DC Water’s received time-date stamp on the e-mail.

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Any modification of a proposal, including a modification resulting from the DC Water’s request for a “best and final offer,” is subject to the same late proposals and modifications of proposal conditions listed above.

A late proposal, late modification, or late withdrawal of offer that is not considered shall be held unopened, unless opened for identification, until after award and then retained with unsuccessful offers.

3.2.4 Questions and Answers If the Respondent is in doubt as to the true meaning of any part of the specifications or other

contents in the RFP document, or finds discrepancies or omissions in the specifications, Respondent may submit to DC Water a written question by the deadline specified in the solicitation for an interpretation or correction. Respondent is responsible for prompt delivery of any requests. DC Water shall respond to all timely questions and comments that are properly submitted and deemed relevant and substantive in nature.

All questions and answers will be compiled and shared with all interested Vendors by posting them on DC Water’s vendor portal. Oral and other interpretations or clarifications shall be without legal or contractual effect.

Only responses to questions published on the DC Water Vendor Portal as part of the addenda will be considered binding.

To assist Respondents with questions, DC Water established a weekly Q&A process as outlined in this section. Respondents should consolidate all questions and submit them in the acceptable format shown below:

o Questions should be submitted once per week on Friday by noon (ET). DC Water will compile all questions received by this deadline in an acceptable format and will publish the answers by the following week in DC Water’s vendor portal.

o The last questions will be accepted until 2 weeks prior to the RFP Proposal Due Date. As an example, if the RFP Proposal Due Date and Time is October 19, 2018, then the last date the questions will be accepted will be October 5, 2018.

o Acceptable question format: All questions shall be submitted via email to POC in the Microsoft Excel document using the sample format below and must include direct references to the RFP document, page, section header, and number as applicable so DC Water could quickly identify and answer your questions.

Q&A Template (example)

Your Question

No.

Date of Submission

RFP document

name

Page No/Tab Name

Section Number /Line

Number

Section Title/Name Your Question

1. 9/21/18 RFP 16 1.9 Contact Person Type your question

2. 9/21/18 Attachment A

Tab “RTM Instruction”

Line 17 Source Type your question

3. 9/28/18 RFP 18 1.15 Errors in Proposals Type your question

o Do not include your company name in the questions or any information that will allow others to recognize or identify your company. Any questions containing including identifiable information will not be answered.

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o DC Water will only answer the questions directly relevant to the RFP, at the sole determination of DC Water.

o Include “Your company Name: DC Water ERP System Selection and Implementation” in the email subject line

3.3 Evaluation, Selection, Award, and Contracting ProcessThe following section details the evaluation, selection, and award process DC intends to leverage in order to support procurement of future ERP solution.

DC Water and its evaluation team will be solely responsible for determining how closely the Respondent’s qualifications, interest, and availability aligns with addressing the business challenges as set forth in this RFP and will use the following evaluation and selection process in order to select the best proposal. Evaluation results will be used a guide and DC Water, at its sole discretion, will determine and select a proposal that is deemed to be the best fit and best value solution to meet our business objectives and long term strategic plans. DC Water may select other than the lowest price proposal if it is determined by value analysis, or technical/cost tradeoffs, that the proposal become more technically equivalent, then price becomes more important.

3.3.1 Technical Response Evaluation DC Water will evaluate the proposals submitted as a response to this RFP per criteria outlined below:

Evaluation CriteriaImplementation Approach and Plan Software Solution / ServicesProposed Team PersonnelFirm Qualification and ReferencesTotal Cost of Ownership

DC Water encourages the use of certified local business enterprises/local small business enterprises who will receive preference points in the final evaluation. For further information, please refer to Attachment C – Required Form document of this RFP.

Using the evaluation as a guide, DC Water will down select the best proposals, determined at the sole discretion of DC Water, to participate in a one-day on-site software demonstration/oral presentation. DC Water has not decided on the maximum or minimum number participants for this down selection but will determine based on the overall evaluation results.

The Total Cost of Ownership evaluation will be based on the sum of the total proposed prices and estimated cost of doing business during the base contract and any options.

3.3.2 Oral Presentation and Software Demonstration The down selected vendors will be invited to the mandatory one-day on-site oral presentations and software demonstrations. Representatives from the ERP software company may also participate in the event. Failure to participate in this event on the specified date and time will result in the automatic rejection.

In the event you have been selected as a short list Respondent, demonstration scripts will be provided, separate from this RFP and sufficient time to prepare adequate presentations. The event will be evaluated per the criteria table outlined below:

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Evaluation CriteriaSoftware Demo of Critical Functions & RequirementsSoftware Demonstration – Integration with key applicationsDemonstrated Knowledge of Solution User Interface, Navigation, Ease of Use

Using the evaluation results from above as a guide, DC Water further down select to one or more vendors and invite them to the on-site negotiations.

3.3.3 Negotiation and Best and Final OfferPrior to the negotiation, DC Water may provide a feedback on the areas of further discussion/clarification/information or negotiation. The invited vendors are expected to prepare thorough responses and also bring right subject matter experts and authority to give immediate responses and also to negotiate on price and terms.

After the negotiation, the invited vendors will be asked to submit the Best and Final Offer (BAFO) per negotiation.

3.3.4 AwardBased on the evaluation of BAFO, DC Water, at its sole discretion, will determine and select a final awardee for the contract. Unless stated otherwise, the contract will be awarded to the most responsive and responsible Respondent whose proposal is of the best value to DC Water.

3.3.5 ContractingThe contract awarded under this RFP shall be interpreted under and governed by the laws of the District of Columbia.

The RFP document and awardee’s proposal will be incorporated into the contract to the extent accepted by DC Water. Responses to questions that occur during the proposal evaluation period may be included as part of the contract.

The winning Respondent will be required to enter into a contract with DC Water in a substantially similar form to the attached general and special provisions and applicable statutory requirements. DC Water reserves the right to update these to its current standards at the time DC Water makes an award. Respondents are advised that the substantive provisions of the General and Special Provisions are non-negotiable.

Respondents having any objections to the terms and requirements of the General and Special Provisions are required to set forth clearly within their proposals each provision objected to, the nature of each objection, the reasons therefore and specific language proposed to be placed in the final agreement in lieu thereof. Failure to take exception to the terms and requirements in this manner shall constitute acceptance of them by the Respondents.

The Successful Respondent will be expected to execute the contract, including but not limited to signing all necessary documents and submitting all required evidences of insurance, within thirty (30) days, unless mutually agreed on a different period, after the start of contract negotiation which is defined as the first day when the contract draft is provided by either party. In case of failure to execute within the time allowed, DC Water may, at its option, consider that the Respondent has abandoned the contract.

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The contract shall contain following contents:

DC Water General Provisions, RFP, proposals will be incorporated in the contract by reference.

Terms and conditions of Special Provisions. Software license terms, maintenance, and service level. Statement of Work for service. Other description, specifications, and requirements of goods and/or services. Special or additional terms and conditions (i.e. written warranties,

maintenance/service agreements, license agreements, lease purchase agreements). Upon acceptance by DC Water, these will be added to the contract.

3.3.6 Additional InformationAt any time during the evaluation and selection process, DC Water may request additional information that may not have been requested in the RFP document. When requested, the additional information must be submitted on request of the authority within five (5) business days of the date of request. Failure to timely comply with a request for information may result in the elimination from further consideration.

One such information is the audited financial reports and such data of the Respondent may be requested by DC Water with respect to the Respondent’s operations. DC Water may use this information to determine the Respondent’s financial responsibility and ability to perform under the contract. DC Water may also use one or more sources of financial information, including but not limited to financial statements, tax report, credit report, etc. to determine Respondent’s financial viability. DC Water may use other third-party data such as Dun and Bradstreet report and other publicly available information to determine Respondent’s financial viability without requesting any financial statements or tax reports from Respondents. DC Water’s determination of Respondent’s financial viability shall be the final.

3.4 Additional Terms and Conditions

a) The RFP solicitation process is conducted in accord with and subject to DC Water’s procurement policies and procedures only. DC Water reserves the right to take any action within the applicable procurement regulations or law.

b) Any work and all costs incurred by Respondent in the preparation and submission of a proposal shall be at the Respondent’s own discretion and expense. DC Water will not be obligated for any the Respondent’s costs related to this RFP regardless of the result of this RFP.

c) Respondents should carefully read all the requirements, instructions, and documents included in this RFP as no allowance will be made for failure to comprehend any of the requirements or conditions set forth anywhere throughout this RFP document.

d) Respondents are expected to inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at Respondents’ own risk and they cannot secure relief on the plea of error.

e) DC Water reserves the right to engage in negotiation with offerors. DC Water may select several finalists for negotiation and request multiple best and final offers from one or more Respondents.

f) Submission of a proposal constitutes the acknowledgement that the Respondent has read and agrees to be bound by all terms in the RFP Document.

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g) While this RFP is the product of an intensive information gathering process and has been subjected to an extensive review, DC Water makes no representations or warranties as to the accuracy of the information contained in it.

h) This RFP does not represent a commitment to purchase, lease or license any product or service and does not obligate any funds by DC Water.

i) This RFP does not represent a commitment to purchase, lease or license any product or software. There is no guarantee that DC Water will proceed with this project.

j) Amendment issued by DC Water prior to the due date shall be considered as if written into the RFP. Respondents are required to acknowledge the receipt of the same in their proposal. Failure to provide such an acknowledgement will result in the rejection of a proposal.

k) If a Respondent is in doubt as to the true meaning of any part of the specifications or other RFP documents, or finds discrepancies or omissions in the specifications, they may submit to DC Water a written request via email for an interpretation or correction. Respondents are responsible for prompt delivery of any requests. When DC Water considers interpretations necessary, DC Water answers will be in the form of a written amendment to the RFP document, and will be emailed to all Respondents. Oral and other interpretations or clarifications shall be without legal or contractual effect.

l) It is the responsibility of each Respondent to ensure DC Water has their correct business name, address, phone number, and email on file.

m) DC Water is not responsible for any information relating to any DC Water solicitation document, which is not obtained directly from DC Water. Any prospective Respondent who obtained a set of RFP documents from anyone other than DC Water is responsible for advising DC Water that they have a set of RFP documents and wish to receive subsequent amendments.

n) The proposal shall represent the best efforts of the Respondent and will be evaluated as such. It must set forth full, accurate, and complete information as required. Unnecessarily elaborate brochures, elaborate artwork, expensive paper and bindings, and other presentation aids are neither necessary nor desired.

o) DC Water may award based on the initial written proposals received without discussion and/or oral interviews. Therefore, each proposal should contain the firm's best terms for all of the evaluation criteria. The Respondent agrees, if the proposal is accepted, to furnish products and/or services upon at the proposed price(s) or fee(s) and delivered at designated points within the time specified per terms and conditions contained in the RFP document.

p) DC Water reserves the right to suspend, withdraw, or amend this RFP at any time without any obligation to any Respondents.

DC Water reserves the right to cancel this solicitation or reject all proposals for any reasons.

DC Water reserves the right to reject any and all proposals determined to be inadequate or unacceptable, at DC Water’s sole judgment.

DC Water reserves the right to reject proposals that contain conditions and/or contingencies which in DC Water’s sole judgment make the proposal indefinite or incomplete.

DC Water reserves the right to waive minor irregularities or any informality in any proposal provided such waiver does not result in an unfair advantage to any Respondents or waiver is in the interest of DC Water.

DC Water reserves the right to reject any response that is non-responsive and not submitted in conformance with the solicitation and any addendum hereto. DC Water will reject any

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Respondents that is not financially viable or capable, in the DC Water's sole judgment, of satisfactorily performing the work required in this solicitation.

DC Water reserves the right to request verification, validation, or clarification of any information contained in any of the proposals. This clarification may include checking references and securing other data from outside sources, as well as from the offeror. Slow responses or failure to comply with DC Water’s requests may result in the rejection of proposal.

q) Affordability. The price proposals will be assessed for affordability. DC Water will not make an award for any proposal, which proposes prices that would render the procurement infeasible.

r) If both parties are unable to agree on the contract terms or Respondent fails to provide all required attachments and other required documents (i.e. certificate of insurance, other certificates, any applicable bonds, etc.) within twenty (20) business days from the notice of award (or unless extended by DC Water at its sole discretion), DC Water may withdraw the award and award other Respondent or cancel this RFP.

s) Contract award will be made to one (1) or more Respondents for the goods and/or services specified in the solicitation.

t) Contract award is subject to the funding limitation.

u) Confidential of RFP Documents: All contents of RFP documents are to be treated as proprietary and confidential information belonging to DC Water. By acceptance and delivery of this RFP, Respondent agrees to hold the same in strict confidence and shall not disclose, copy, or distribute this RFP in whole or in part to persons other than the Respondent’s employees and agents who are required by nature of their duties to receive such information. In the event that a Respondent who receives this RFP is unable or unwilling to comply with these confidentiality conditions, Respondent shall permanently delete the entire RFP, including any copies, and confirm in writing to DC Water that the entire RFP and any copies are permanently deleted. DC Water may at its sole discretion, disqualify any Respondent who violates the provisions of this section from participating in the future opportunity with DC Water. Respondent will not use information in this RFP or any other materials related to the business affairs or procedures of DC Water and of its affiliates for Respondent’s advantage, other than in performance of this RFP. If a Respondent utilizes a business partner, the Respondent may forward its business partner a copy of the RFP and the business partner is subject to this section.

v) Prices: All proposals shall contain price proposal and shall be submitted by the Respondent’s authorized representative. Proposal prices shall include everything necessary for the completion and fulfillment of the contract in accordance with the RFP documents, except as may be provided otherwise in the RFP documents. Any items shown on the plans or details or described in the specifications that are not specifically listed in the proposal item are to be considered included in the proposal item and no additional or special compensation will be allowed. In the event that there is more than one proposal item in the proposal schedule, the Respondent shall furnish a price for all proposal items in the schedule, and failure to do so may render the proposal as non-responsive and may cause its rejection. The total amount of the proposal will be the sum of the total prices of all items in the proposal schedule. The total price of unit price items will be the product of the unit price and estimated quantity of the item. In case of discrepancy between the unit price and total price of an item, the unit price shall prevail. If the unit price is ambiguous, unintelligible, or uncertain for any cause, or is omitted, the unit price shall be the amount obtained by dividing the amount set forth as the total price by the estimated quantity of the item. Respondent will be bound by said corrections.

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w) DC Water requires pricing that is based on predictable expenses. DC Water requires implementation services, including travel, to be based on a fixed price basis. Travel expense must be planned in advance to achieve the most cost-effective travel budget.

x) Proposal Content: Respondent must describe in detail how Respondent will meet the requirements of this RFP and may provide additional related information in the proposal. The proposal must be presented in a format as requested in the RFP documents. Proposals should be straightforward and concise and provide "layman" explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.

y) Independent Contractor: Respondent covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Respondent further covenants that, in the performance of this contract, no subcontractor or person having such an interest shall be employed. Respondent certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of DC Water. It is expressly agreed by Respondent that in the performance of the services required under this contract, Respondent, and any of its subcontractors or employees, shall at times be considered independent contractors and not agents of DC Water.

z) Anti-Competitive Practice, Anti-Kickback, Collusion: Respondent recognizes the need for markets to operate competitively and shall observe and comply with all applicable law, rules, and regulations prohibiting anti-competitive practices. Respondent shall not engage, directly or indirectly, in collusion or other anti-competitive practices which reduces or eliminates competition or restrains trade. DC Water shall report to the appropriate authority any activity, that evidences a violation of the antitrust laws and take such other further action to which it is entitled or obligated under the law.

aa) Respondent shall observe and comply with all applicable law, rules, and regulations prohibiting kickbacks and, without limiting the foregoing, Respondent shall not (i) provide or attempt to provide or offer to provide any kickback; (ii) solicit, accept, or attempt to accept any kickback; or (iii) include, directly or indirectly, the amount of any kickback in the contract price charged by Respondent or a subcontractor of Respondent to DC Water. Respondent shall have in place and follow reasonable procedures designed to prevent and detect possible violations described in this subparagraph in its own operations and direct business relationships. DC Water may take any recourse available to it under the law for violations of this anti-kickback provision.

bb) If there is reason to believe that collusion exists among Respondents, DC Water, at its sole determination and discretion, may refuse to consider proposals from all Respondents in such collusion.

cc) The successful Respondent will be the sole point of contact and act as the prime. DC Water will look solely to the successful Respondent for the performance of all contractual obligations that may result from an award based on this RFP, and the awarded Respondent shall not be relieved for the non-performance of any or all subcontractors and partners.

dd) Proposal Protest:

Protests directed to the terms, conditions, or form of a proposed procurement action, must be received by the Contracting Officer in writing not later than ten (10) calendar days prior to the date established for receipt of proposals, except that an initial protest that arises under an

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addendum to a solicitation may be filed up to four (4) calendar days after the date the addendum was issued but in no case after the time established for opening of proposals.

Protests of an award decision shall be filed in writing with the Contracting Officer within five (5) calendar days after the basis of the protest is known (or should have been known). Only Respondents may protest an award decision. Protest(s) must be received by 5:00 p.m. according to local time in the District of Columbia. Any protests received after that time will be considered to be filed on the next day.

The aggrieved party shall deliver the protest to the CEO and General Manager at:

District of Columbia Water and Sewer Authority

CEO and General Manager

Office of the General Manager

5000 Overlook Ave., SW, Third Floor

Washington, DC 20032

A copy of the protest shall be delivered to the Director, Department of Procurement. It shall be delivered to:

District of Columbia Water and Sewer Authority

Director of Procurement

Department of Procurement

5000 Overlook Ave., SW, Room 200

Washington, DC 20032

The Contracting Officer shall issue a decision within thirty (30) calendar days after the protest is filed, subject to any extension approved by the General Manager. The decision of the Contracting Officer shall be final and conclusive. No further administrative remedies will be available to the protester.

ee) Appeal: A protester may appeal a denial of protest by a Contracting Officer to a court of competent jurisdiction. Additional information regarding the DC Water and Sewer Appeals process can be found by accessing the following hyperlink:

https://www.dcwater.com/sites/default/files/Procurement_Manual_CHAPTER_28.pdf

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https://www.dcwater.com/sites/default/files/Procurement_Manual_CHAPTER_28.pdf


4 PROPOSAL WRITING INSTRUCTION AND REQUIRED CONTENTS OF YOUR PROPOSALS

4.1 Proposal PreparationThis section contains instructions for Respondents to use in preparing their proposals. The Respondent’s proposal must follow the outline used below, including the numbering and section and sub-section headings as they appear here. Failure to use the outline specified in this section or to respond to all questions and instructions throughout this document may result in the proposal being disqualified. DC Water and its evaluation team for this RFP have sole discretion to determine whether a variance from the RFP specifications should result in a disqualification of a proposal. Rephrasing of the content provided in this RFP at best will be considered minimally responsive. DC Water seeks clear, complete, and detailed, yet succinct responses that demonstrate the Respondent’s experience and ability to perform the requirements specified throughout this document. Responses shall not include extraneous marketing materials. All sections, pages, figures, and tables shall be clearly numbered and align to the sections in the table below. The proposal shall include all items listed Section 4.4 Required Proposal Content provided below.

When preparing the proposal, DC Water asks that Respondents to consider that all RFP responses are subject to public knowledge under the District of Columbia’s Freedom of Information Act DC Code §§ 2-531-539 (DC FOIA). DC Water recommends that Respondents submit a second copy of their intended response with any and all confidential information redacted for the purposes of DC Water remaining compliance with DC FOIA regulations.

4.2 Additional Considerations for the proposal:

DC Water reserves the right to accept any proposal within one hundred and eighty (180) days from proposal due date unless a different time is stated therein. At the end of this period, the proposal may be withdrawn at the written request of Respondent. If the proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled.

DC Water will consider either a vendor-hosted solution and SaaS licensing model. Therefore, Respondents shall provide detailed information on hosting and licensing options as well as any service offering differences for the required proposal sections as detailed in the outline of the section below.

Respondents shall not submit more than one proposal. A Respondent can only propose a SaaS solution or a vendor-hosted solution of one ERP software. If more than one proposal is offered by any Respondent, by or in the name of his/her clerk, partner, or other person, all such proposals SHALL be rejected. In one solicitation, there shall only be one proposal from a vendor.

A subcontractor who has quoted prices on work to a Respondent is not thereby disqualified from quoting prices to other Respondents.

Proposals must include all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements (if applicable), and the Respondent’s standard contract language.

DC Water is seeking a cost-efficient proposal for a vendor-hosted or SaaS model, as defined in this RFP, for the anticipated contract period defined. Please note that the dates stated are estimates and

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https://dc.gov/page/freedom-information-act-foia

https://dc.gov/page/freedom-information-act-foia


may be adjusted as necessary in order to comply with all procedural requirements associated with this RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

A disaster recovery site and disaster recovery services must also be included.

The expected terms of the contract for SaaS or hosting service, unless agreed otherwise, will be a minimum 5-year base year (initial term) and up to five 3-year optional terms (optional terms) after the implementation of the ERP solution (after go-live). The options are subject to the DC Water’s option to extend the term of the contract, pending approval by DC Water Board of Directors and availability of funds.

DC Water desires to have zero customization during the product implementation. If a required functionality/capability is not available from the proposed ERP software, DC Water will consider third-party add-on applications which should be included in the proposal.

Warranty:

Base Warranty - DC Water expects the Respondent to provide active product support for at least two major releases prior to the proposed release. The selected firm will be required to provide a warranty for the software and its support, for the major release DC Water implements and subsequent minor upgrades, for a period of two (2) years from the date DC Water begins “Live” processing. As defects are found, DC Water will require the firm to correct those defects in DC Water’s version of the software and to provide those corrections to DC Water. Any costs related to warranty, including material costs, travel, staff resources, etc., shall be the responsibility of the Respondent.

Modification and Interface Warranty - Any costs related to warranty, including material costs, travel, staff resources, etc., shall be the responsibility of the Respondent. DC Water will require all software modifications and interfaces shall be warranted free from defects, for twenty-four (24) months after DC Water begins “Live” processing.

Preferred pricing and payment structure:

The fixed price implementation service fees based on performance-based milestone payments (after acceptance of each milestone) for duration of the proposed implementation schedule and three (3) months of onsite post go-live support.

Payments will be based on clearly defined mutually agreeable deliverables and acceptance criteria.

Sixty (60) percent of the implementation services will be paid over the term of the implementation. Following the first successful month-end close out and the quality metrics achievements, five (5) percent will be paid. At the conclusion of the three (3) month post-implementation services, if all critical issues have been corrected and a successful quarterly close out has been completed, the remaining thirty-five percent will be paid.

The Respondent will replace any staff assigned to DC Water project that are not performing satisfactorily as determined by DC Water within two (2) weeks after request from DC Water. DC Water’s Project Manager will have the right to interview the replacement personnel prior to acceptance of that employee.

The agreement for implementation services shall allow DC Water to terminate the agreement for its convenience without penalty.

A full time Respondent’s project manager will be assigned to the product implementation. The Respondent should plan on this person being on-site at least seventy percent (70%) of the time during the implementation. Other key resources should also plan on being on-site at a minimum of

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fifty percent (50%). The Respondent project manager will manage and lead all Respondent project related activities. The Respondent will manage the project plan for both the Respondent and DC Water activities. The project plan will track resources, schedules, deliverables, and actual work completed for management of the plan.

DC Water has anticipated an implementation timeframe of approximately twelve (12) to twenty-four (24) months to install the applications listed. DC Water will require the Respondent to provide three (3) months of on-site post implementation support to help assist with critical project issues. Implementation timeframe has been provided only as a guide, and the Respondent is responsible for clearly identifying the detailed implementation timeframe and justifying that timeframe as part of the response.

Respondent shall assume a minimum availability of DC Water staff during the implementation. Key DC Water staff will be available for kickoff, design, and testing sessions.

4.3 Formatting InstructionThis section provides detailed instruction as it relates to font size, page numbering, etc.

1. FontResponses should be provided with font size no smaller than 11-point Times New Roman or similar, single- spaced, with a 1” margin, and “print ready” on standard paper size such 8 ½” x 11”.

2. Page NumberingAll Attachments/Workbooks should be numbered consecutively beginning with number 1 through to the end, including all forms and attachments. For clarity, the Respondent’s name should appear on every page, including Attachments. Each Attachment must reference the section or subsection number to which it corresponds as detailed in Section 4.3 Required Proposal Content provided below.

3. Document LengthRespondents are asked to be provide detailed, yet concise Responses for all sections of the RFP. The Respondent should not submit documents that exceed the length specified in the specific sections described below. Pages provided beyond the indicated maximum amount will not be considered during evaluation.

4. ExceptionsThe following proposal elements, if applicable/requested, will not be counted as part of the maximum total number of pages allowed for the proposal: proposal cover page, table of contents, financial forms, any required attachments, appendices, sample contracts organizational charts, job descriptions, or staff résumés.

5. Additional MaterialThe Respondent may not provide additional attachments beyond those specified in the RFP for extending their response. Any material exceeding the proposal limit will not be considered in rating the proposals and will not be returned. Respondents shall not include brochures or other promotional material with their proposals. Additional materials will not be considered part of the proposal and will not be evaluated.

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6. CompletenessIt is the responsibility of the Respondent to provide all information requested in the RFP package at the time of submission. Failure to provide information requested in this RFP at the discretion of DC Water and its evaluation review team, may result in a lower rating for the incomplete sections or in the proposal being disqualified for consideration.

7. Submission of ProposalsProposal modifications or corrections thereof received after the closing time specified will not be considered. DC Water is not liable for any errors or misinterpretations made by the Respondent in responding to this Request for Proposal. Submission of a proposal will signify the Respondent’s agreement that its proposal and the contents thereof are valid for 180 days following the submission deadline unless otherwise agreed to in writing by both parties.

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4.4 Required Proposal Contents and SizeThe proposal shall represent the best efforts of the offeror and will be evaluated as such. It must set forth full, accurate, and complete information as required. Unnecessarily elaborate brochures, elaborate artwork, sales materials, and other presentation aids are neither necessary nor desired and may not be used in the evaluation.

Required Proposal Contents:Response Section

File Type Section Number and Title

Main Proposal MS Word or PDF Contractor’s Qualifications and Scope of Work 1. Cover Page 2. Table of Contents 3. Executive Summary 4. Company Background and History 5. Qualifications6. Software Solution7. Project Management Methodology and

Schedule 8. System and Application Architecture9. Data Conversion Plan 10. Testing and Quality Assurance Plan11. Technology Enablers and Support Products12. Compliance Standards 13. Change Management and Training Plan 14. Ongoing Maintenance and Support, Warranty

Period 15. References 16. Team 17. Sub-contractors18. Resume of Key Personnel19. Litigation Disclosure

Attachment A MS Excel Requirement Traceability Matrix (RTM)Attachment B MS Word Application Security Capabilities Questionnaire.Attachment C PDF Required FormsAttachment D MS Excel Price ScheduleAttachment E MS Word (no PDF) ExceptionsAttachment F MS Word (no PDF) Statement of Work (SOW)

Detailed instruction for each section of the proposal is explained below:

4.4.1 Main Proposal: Contractor’s Qualifications and Scope of Work

1. Cover Page (1-page maximum)Respondents should complete and submit the proposal cover pages included in the RFP and Attachments. The cover page must be the first page of the proposal package. It is important that the cover page show the specific information requested, including Respondent’s address, and

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other details listed. The proposal cover page shall be dated and signed by a person authorized to enter into contracts on behalf of the Respondent.

2. Table of ContentsThe table of contents shall be numbered in sequential order to correspond to the Section number and Title as provided in the preceding Table.

3. Executive Summary (10-page maximum)Provide an executive level overview of your proposal. This should include an understanding of the business case and services required, summary of Respondent’s ability to perform the services requested in this RFP in a timely and professional manner, prior experience, qualifications of the Respondent, implementation approach proposed team, and subcontractors, at a minimum. In addition, the Executive Summary shall include the following:

Respondent’s legal name Firm’s legal entity name Respondent’s contact information such as address, phone, and email address Identification of whether sub-contractors are being proposed as part of the team

structure Disclosure of ay pending litigation Disclosure of bankruptcy or insolvency within the last 60 days Disclosure of any conflicts of interest Legal signature of the legal entity’s Respondent representative

4. Company Background and History (2-page maximum)Include a comprehensive narrative of the firm’s experience and the proposed team, including sub-contractors, providing services similar to those described in Section 2.0 Scope of Work. In addition, identification of the firm headquarters and technical or field office locations should be included in the summary narrative.

5. Qualifications (5-page maximum)Describe your organization and organizational capabilities and qualifications as it relates to providing similar solutions for which DC Water is seeking assistance. This section shall minimally include at least three completed projects leveraging the proposed solution, one list of all completed projects in the last five years similar in scope, complexity, number of users and cost. At least one of the projects should have been for a utility/government entity. For each project, include:

a) Client/company nameb) Client company address and phone number c) Project start and completion datesd) Detailed project scope, including implementation and software typee) Project resultsf) Total Fees, including software, implementation, training and post-implementation costs

for maintenance and operation costs. Costs for maintenance and operation costs should be provided for a minimum of five years

g) Role of your firm h) Any other information the Respondent deems relevant

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6. Software Solution (35-page maximum)This section should identify the solution to the objectives and challenges described in Section 2.0 Scope of Work. As part of the response, Respondents shall include a comprehensive proposed implementation methodology and approach that incorporates lessons learned from previous implementations. Key elements that shall be included as part of the Respondent’s response include the following:

a) Solution Narrative – provide a brief solution overview, followed by a detail description including anticipated implementation deployment timeline(s) for all proposed solution modules, including any third-party and data analytical reporting tools necessary to meet the requirements as specified in Appendix A: Functional Requirements. The proposed software solution(s) shall have been in operational in a production environment for a minimum of two years as of December 31, 2017 and a minimum of three of ten clients within public sector. The narrative should include the following elements:

i. Proposed Module Name – identify the proposed module (e.g. Asset Management, Accounts Payable, etc.)

ii. Description – describe the core business functions and features such as help screens, navigation aids, menus, etc., the proposed module will provide in order to address the challenges described in Section 2.0 Scope of Work.

iii. Technology Roadmap (not part of 35-page limit) – provide a 5-year ERP solution roadmap.

iv. Other Third-Party Tools – identify any other third-party tools required to meet DC Water’s needs and include pricing details. Also provide a high-level description in order to understand the relationship and dependencies of the proposed modules and these third-party tools.

v. Mobility – provide a description of the features and compatibility of the proposed solution(s) with mobile devices, including iOS, Android, Windows Phone, and other platforms. Identify any features that are not compatible via the native app or mobile version of the proposed solution(s).

vi. Integration – describe a detailed level of methodology and plans to integrate the proposed solution with the following DC Water applications:

IBM's Maximo VertexOne CIS Oracle Primavera P6 (v.16.2) Mettler & Toledo - SCALES

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b) Software Hosting – provide a detailed narrative description for the proposed solution (e.g. either vendor-hosted or SaaS). Include the Respondent’s technical and operational capabilities as well as any recent applicable certifications.

c) Data Center – provide a detailed narrative description of the data center including the following elements in the Response:

i. Overview of the data center standards, including uptime / downtime availability per year

ii. Applicable certifications such as Cloud Security Alliance STAR Registry, ISO 27001, etc. including date of certification and expiration

d) System Availability / Performance – describe approach for maintaining system availability and optimal performance during regular and peak times of performance, including the following elements in the Response narrative:

i. Type of monitoring tools ii. Description of how tools will monitor interfaced systems to ensure optimal

performanceiii. Process for addressing performance issues

e) Data Backup and Recovery – describe approach and methodology for responding to data backup and recovery situations. Responses should address the following:

i. Standard Recovery Point Objective (RPO) and Recovery Time Objective (RTO) metrics

ii. Recovery process for restoring a client’s data from the previous day, week or month

f) Sample Service Level Agreement (SLA) – include a sample SLA agreement, which includes disaster recovery details and penalty structure for non-compliance.

i. Note: This does not count towards the 25-page count maximum

g) Sample Contract – include a sample software and licensing agreement and/or professional services agreement.

i. Note: This does not count towards the 35-page count maximum

h) System Requirements – include all infrastructure components such as hardware, data storage, software components, network connections, and database specifications, etc. for the proposed solution(s).

7. Project Management Methodology and Schedule The Respondent shall include their project management strategy including any approaches that reference industry standards such as the Project Management Institute’s project management body of knowledge (PMBOK). The project management plan that minimally addresses the following:

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Scope/Change Management Plan Cost Management Plan Schedule Management Plan Resource Management Plan Risk Management Plan Quality Management Plan Communication Management Plan, including status reporting Organizational Change Management Training

Provide a detailed project schedule work breakdown structure (WBS) inclusive of activities, predecessors, successors, dependencies, key phases, deliverables milestones (design, implementation, conversion, testing, training, etc.) and durations throughout the project lifecycle beginning with planning phase through the post implementation support phase. It is expected each deliverable identified will be described in order to understand what will be provided to DC Water. It is expected each Respondent will provide the following deliverables at a minimum, it is understood Respondents may modify or augment these deliverables to align with their implementation methodology.

Respondents should note the following elements when developing their implementation project schedule:

DC Water’s fiscal year begins on October 1st and ends on September 30th; therefore, it would be optimal to align the implementation plan to coincide with an October 1st deployment date

Payroll is processed on a bi-weekly basis Period of performance evaluation for the purposes of employee yearly appraisals are

between October 1 through September 30 for non-union employees, and April 1 through March 30 for union employees

Communication Management Plan, including status reporting DC Water is expecting between an 18 – 24 month implementation timeline

Project Deliverables

Project Phase Description Minimum Expected Deliverables

Planning PhaseThe objective of this phase is to define the overall project scope and objectives. In addition, it is expected the Respondent will work with the DC Leadership Team in order to develop and document the processes and procedures that will be leveraged to manage the project. The project team members will be identified, roles and responsibilities will be identified, and training by the Respondent will be provided as needed. This phase will conclude with a project kickoff meeting inclusive of the Respondent’s team and the DC Water stakeholders and business owners.

Project Kickoff Meeting Project Management Plan (PMP) Project Schedule including Work Breakdown

Structure Weekly Status Reports Executive Project Summary Reports

Design PhaseDuring this phase, the DC Water Team and Respondent will re-confirm their understanding of the business requirements, business processes, and any other regulatory requirements. The outcome of these activities will be used to define the business, configuration, and integration requirements of the future ERP solution. It is expected the Respondent’s team will lead design sessions and

Technical Specification Document Architecture Diagram Database Diagram

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Project Phase Description Minimum Expected Deliverables

provide leading practice guidance with respect to configuration, structure, and ERP utilization to the DC Water Team. The outcome of these activities will be used to define the business, configuration, and integration requirements of the future ERP solution. Interface Development PhaseDuring this phase, the Respondent shall work with the DC Water Team to define, develop, and test all identified integration points with the proposed ERP solution. The proposed integration tools shall meet the standards of DC Water’s technical standards.

Interface Architecture Diagram Interface Requirements Document Interface Development

System Configuration PhaseThe objective of this phase is to complete configuration of the ERP system based on the Design and Development phases. By the end of the phase, the ERP solution shall be configured, data from legacy systems should be converted and the development environment should be ready for testing.

Data Conversion Plan Configured Test and QA Environments Configured Software

Testing PhaseThis phase shall provide comprehensive end to end testing, including system performance, integration, and user acceptance testing. The Respondent shall work with the DC Water team in order to develop the agreed-upon exit criteria for each testing type as well as the scripts and use cases. DC Water stakeholders will perform testing with the assistance of the Respondent team in order to troubleshoot and resolve identified defects.

Test Plans System Performance Test Scripts Integration Test Scripts User Acceptance Test Scripts Defect Tracking Log Test Results Test Acceptance

Training Phase During this phase, DC Water stakeholders shall be provided with comprehensive end-user training in order to perform their job functions within the new ERP solution. Training materials shall be developed in order to support delivery of the training to the end user community. In addition, to support deployment of the ERP solution, the Respondent shall develop change management plans to prepare the DC Water organization.

Training Needs Assessment Training Plan Training Materials Operational Guides

Deployment Phase Once all testing has been completed to the satisfaction of the defined exit criteria and user end training has been completed, the system should be ready for deployment with the configured features and functions. A final data load shall be loaded and validated in the new system in order to decommission identified legacy systems.

Configured Production System Implementation Cutover Plan Implementation Checklist Implementation Readiness Assessment Go/No-Go Decision

Stabilization and Warranty Phase As part of this response, Respondents should include cost and staffing for a 6-month Stabilization and Warranty post go live date for both implementation services and software. It is expected resources provided during this phase will have worked on the project during the implementation phase and have the appropriate skillset to provide technical, functional and operational support required to provide a smooth transition to the DC Water business owners.

Post-Deployment Support (Functional, Operational and Technical)

Defect Management Plan Defect Tracking Log Lessons Learned Participation Project Close-Out

For each phase of the project described in the preceding Table 8 –Project Deliverables, it is expected the Respondent will develop and implement an Organizational Change Management Plan that addresses organizational change strategies, activities, and deliverables. Change management should address all key areas of the organization such as stakeholder engagement, communications, agency readiness, business process reengineering, workforce

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transition, deployment strategy, execution and maintenance and operations. Key deliverables that should be included as part of the Respondent’s Organizational Management approach should include the following:

Change Leadership Team Strategy and Vision Plan Business Readiness Management Plan Stakeholder Assessment and Management Plan Policy, Procedure and Performance Measures Plan Organizational Impact Assessment and Management Plan Cutover Plan Performance Management Implementation Plan Solution Development Functional Business Analysis Business Continuity Plan Knowledge Transfer Plan Solution Remediation Assistance

8. System Application Architecture (3-page maximum)Provide a narrative that describes the architecture that supports the proposed software solution(s). The narrative should include details related to hardware platforms, operating systems, software components, and database and middleware. Respondents should include approach for responding to scalability and performance degradation during peaks in demand or heavy data reporting and querying activities.

9. Data Conversion (3-page maximum)As part of the implementation approach for the new solution, DC Water expects to perform activities related to data conversion. It is expected the Respondent will provide day-to-day support in order to convert and migrate the legacy data into the new solution. DC Water will be responsible for providing data extracts from the current systems, performing data cleansing, and pre-processing. The Respondent is expected to be responsible for overall data conversion coordination, definition of layouts, data import, testing, and validation in the new ERP solution. This section should provide a comprehensive approach that includes the following elements:

a) Describe your data conversion approach and implementation strategy for completing the legacy data that will need to be migrated to the new ERP system

b) Include your experience with challenges and mitigation strategies with data conversion from past client implementations

10. Testing and Quality Assurance Plan (3-page maximum)The Respondent shall provide their recommended strategy and approach for testing that will be performed on this project including test environments, DC Water personnel resource requirements, defect identification, tracking, and resolution for testing such as:a) System testing b) Integration testing c) Stress/performance testing d) User Acceptance Testing (UAT)

11. Technology Enablers and Support Products (7-page maximum)

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Additionally, the Respondent shall provide descriptions of the following solution technology enablers and support products as part of the Response

a. Data Warehouse and document management toolsb. Ad hoc reporting toolsc. Business intelligence toolsd. Custom dashboardse. Upgrade assistance toolsf. Enterprise application interface (EAI) toolsg. Extract, transform, and load (ETL) toolsh. Production tools (e.g., schedulers)i. Application testing toolsj. Performance monitoring toolsk. Software and change management tools

12. Compliance Standards (3-page maximum)Provide a detailed description of all relevant compliance standards such as GAAP, GASP, IRFS, Security Policies, etc. and approach for maintaining compliance with those standards

13. Change Management and Training Plan (10-page maximum)

Change Management:The Respondent should provide a detailed approach of its change management plan, which highlights the overall probability of success while ensuring a high quality of delivery. This section should also detail. Key elements of this section should include the following:

a) Strategy to manage change adoption among stakeholders b) Approach for identifying challenges, risks, obstacles, decisions, and rationale to

address resistance from stakeholdersc) Mitigation strategy to ensure adoption of the proposed solution across stakeholder

groups d) Overall change management strategy and approach, including any unique tools that

will be used to facilitate the business transformatione) Include operational redesign approach, strategy and timing to conduct redesign to

support the implementation project

Training:Given the size, scope, and complexity of this ERP project it is expected the Respondent shall provide comprehensive end user training and develop training materials, including administrative user guide, end job aids. This section should provide a comprehensive approach that includes the following elements:

a) Overall training strategy and approach for end user training and knowledge transferb) Describe the level and amount of training for system administrators, end users, and other staff c) Process for ensuring knowledge transfer during the implementation phase to ensure personnel

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14. Ongoing Maintenance and Support, Warranty Period (3-page maximum)The Respondent should provide a detailed approach for ongoing maintenance and support post deployment. This section should provide a comprehensive approach that includes the following elements:

a) Describe ongoing maintenance and support including live helpdesk support, toll free support, onsite support (e.g. application configuration, interfaces, network optimization, etc.) escalation process, and response time and methods

b) Describe the frequency and upgrade process c) Describe the frequency schedule of application patches and releases within the last two years,

including advance communication with customers in terms of method and timed) Include whether there are online user groups, forums, etc.

15. References (3-page maximum)The Respondent must include a minimum of three references of projects that were completed 2014 onward for U.S. organizations and operating revenue of more than $200M or more. DC Water prefers references for clients within the utilities and larger public sectors. For each reference, include the following information:

a) Client Nameb) Client contact information (full name, title, address, phone number, and email address)c) Description of services provided by the Respondent, including all applicable solution models

and modulesd) Implementation model (on premise, hosted, SaaS)e) Any third-party software f) Number of users g) Project start and go live dateh) Project cost

16. TeamThe Respondent shall propose a team of resources possessing the appropriate experience and skillset in order to meet or exceed DC Water’s expectation for implementation and professional services. The Respondent’s response shall provide the following:

a) Project Team Organizational Chart that clearly identifies reporting structure, titles and prime versus subcontractor resources

b) Number of project resources including roles, responsibilities, and level of effort (e.g. time commitment)

c) References (e.g. client name, address, email, contact phone number, description of project, and dates served) for the project team members identified as key personnel

In addition, the Respondent shall populate the following Table 9: Proposed Project Team Roles:

a) Name of individual proposed by project roleb) Number of years of experience serving public sector clientsc) Number of years implementing ERP systems of similar size, scope, and complexityd) Number of years serving in the proposed project role

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e) Percent of time allocated to this ERP project

Proposed Project Team Roles

Role Name of Individual Proposed

Public Sector Experience in

Years

ERP Software Experience in

Years

Proposed Role Experience in

Years

% Time Allocated to

Project

Project Manager *+

Functional Design Lead*Technical Lead *Configuration Lead *Interface Lead *Data Conversion Lead *Business Process Lead *Organizational Change Management Lead *Training Lead*Post Implementation SupportOther

*Denotes Key Personnel

+Note Project Manager must be a certified Project Management Professional (PMP) with a minimum of 10 years’ experience within the utility/government industry and 5 years’ experience with the proposed solution.

The Respondent shall complete the following table by providing the names of the primary key personnel that will be responsible for each of the functional areas included in the table below. It is acceptable to propose the same lead for multiple Functional Roles provided he/she meets the appropriate skillset and their time is not over-allocated to the project.

Functional Team Roles

Role Name of Individual Proposed

Public Sector Experience in

Years

ERP Software Experience in

Years

Proposed Role Experience in

Years

% Time Allocated to

Project

Finance Lead *Supply Chain Management Lead *Human Capital Management Lead *Payroll LeadCapital Projects LeadProcurement LeadBudget Planning Lead Other

*Denotes Key Personnel

DC Water reserves the right to interview, approve, or reject any proposed team member during the performance period. Additional or changes to proposed team members / structure during the performance period will be subject to DC Water review and approval. Failure to comply with these requirements may be deemed breach of contract.

In addition, the Respondent shall identify the DC Water roles, responsibilities, number of resources per role, and percent of their time allocated to the project to ensure the successful implementation of the future proposed solution.

DC Water Implementation Team

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DC Water Role Responsibilities Number of Resources % Time Allocated to Project

Finance Lead *Supply Chain Management Lead *Human Capital Management Lead *Payroll LeadCapital Projects LeadProcurement LeadBudget Planning Lead Other

17. Sub-ContractorsThe Respondent shall provide a list of all first-tier subcontractors who will be directly responsible for performance of the contract. DC Water reserves the right to interview, approve, or reject any sub-contractor during the performance period. Additional or changes to sub-contractor personnel / structure during the performance period will be subject to DC Water review and approval.

18. Resumes of Key Personnel (2-page limit per resume)The Respondent shall provide resumes with project roles, descriptions, and qualifications for all proposed project team members that will be supporting the project. Resumes should delineate between resources from the Prime Respondent versus its subcontractors.

19. Litigation Disclosure

For any open litigation within North America, the Respondent shall list and describe that activity if the Respondent or their utilized partners / subcontractors are a party to that litigation.

4.4.2 Attachment A - Requirement Traceability Matrix (RTM)The Requirement Traceability Matrix contains DC Water’s functional requirements for the future ERP solution. Complete and return DC Water Requirement Traceability Matrix (Functional Requirements). For any requirements that is not "Available Out of Box", Respondent must provide recommended workarounds.

4.4.3 Attachment B - Application Security Capabilities QuestionnaireApplication Security Capabilities Questionnaire contains a series of questions that must be addressed related to the Respondent’s security capabilities. Complete and return Application Security Capabilities Questionnaire.

4.4.4 Attachment C - Required FormsThis Attachment contains all required forms and requirements for doing business with DC Water and contains the following sections:

• Required Forms• General Provisions• Special Provisions

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• Certifications and Representations, Acknowledgements, and Affidavits • Local Small Business Enterprise Program • EEO Packet/Affirmative Action Plan • DC Water Works Program • Mid-Atlantic Purchasing Team Rider Clause

Complete and return only the pages 2-16 of RFP Attachment C.

4.4.5 Attachment D -Price ScheduleComplete and return the Price Schedule.

This Pricing Schedule and SOW (Attachment F of your Proposal) should be the only documents that contains the pricing information. There should not be any hint or mention of the pricing on any other proposal document, including in the executive summary.

4.4.6 Attachment E - ExceptionsYour exceptions and proposed alternates to DC Water’s General Provisions and Special Provisions (see RFP Attachment C). Even if you do not have any exceptions, still create and submit Attachment D which should contain a statement that your company will accept all terms and conditions of DC Water’s General Provisions and Special Provisions.

4.4.7 Attachment F- Executable Statement of Work for System IntegrationThis should be the executable SOW document that contains the complete project details including but not limited to: business goals and objectives, scope of work, project plan, timeline, activities, milestones, deliverables, acceptance criteria, SLA, warranty/guarantee, project team structure, key personnel, fee and billing schedule, assumptions, special terms and conditions, etc.

4.5 Proposal Document Naming ConventionYour proposal documents must use the following naming convention:

Document Type File Type File NameMain Proposal Contractor’s Qualifications

and Scope of WorkMS Word or

PDF“Your co name_Main Proposal.docx (or pdf)”

Attachment A Requirement Traceability Matrix (RTM)

MS Excel only “Your co name_Attachment A_RTM.xlsx”

Attachment B Application Security Capabilities Questionnaire.

MS Word only “Your co name_ Attachment B_Security Questionnaire.xlsx”

Attachment C Required Forms PDF only “Your co name_ Attachment C_Required Forms.pdf”

Attachment D Price Schedule MS Excel only “Your co name_ Attachment D_Price.xlsx”Attachment E Exceptions MS Word only “Your co name_ Attachment

E_Exceptions.docx”Attachment F Statement of Work (SOW) MS Word only “Your co name_ Attachment

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You may also attach any other supporting documents following the same naming convention. DC Water is expecting a large number of proposals, so please make sure every document starts with your company name.

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5 ATTACHMENTS

The following attachments are part of this RFP and provided separately from this document due to the files sizes:

Attachment A – Requirement Traceability Matrix Attachment B – Application Security Capabilities Questionnaire Attachment C –Required Forms Attachment D –Price Schedule

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