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  • GRDA/PURCHASING SOLICITATION PACKAGE

    Request for Proposal (RFP) Solicitation # 17867

    Enterprise Resource Planning (ERP) System Microsoft Dynamics SL, AX, or GP

    ghunterTypewritten TextAll revisions in accordance with the Amendment #4 are in "GREEN" font.

  • GRDA/PURCHASING SOLICITATION PACKAGE

    Proposal Submittal Requirements

    Proposals shall be submitted in a sealed envelope and marked Sealed Proposal RFP #17867.

    GRDA must receive sealed proposals no later than:

    DECEMBER 31, 2014 AT 2:00PM CT GRDAs time per the time clock at the Receptionists desk

    Proposals received after the time set for opening of proposals, shall not be considered and shall be returned unopened.

    Number of Copies of Submission

    Submit one original signed copy of the entire Proposal and one copy of computer readable version on CD of the entire proposal.

    Face of Envelope/Package/Container

    The proposals shall be enclosed in the sealed envelope, package or container and addressed to the following.

    GRAND RIVER DAM AUTHORITY PURCHASING UNIT ATTN: GAI HUNTER

    Sealed proposal # 17867 DUE: December 11, 2014 at 2:00 PM

    226 W. Dwain Willis Ave Vinita OK 74301

    Express Mail/Overnight packages must also be addressed as above.

    GRDA may waive any informality or reject any and all proposals. Proposals cannot be submitted by telephone or fax machine or electronic transfer (e-mail). Any proposal may be withdrawn prior to the above scheduled time for the opening of proposals or authorized postponement thereof. No bidder may withdraw a proposal within sixty (60) days after the actual date of the opening thereof.

    In-Person Public Opening Requests

    To ensure the integrity of the evaluation process, there will be no public opening for this RFP.

    Communications Concerning this RFP:

    This RFP is issued by the Central Purchasing Unit of the GRDA. The GRDA Contracting Officers named herein or appointed by the GRDA Central Purchasing Unit is the sole point of contact from the date of release of this RFP until the selection of successful bidder unless instructed otherwise by the GRDA Central Purchasing Units authorized representative. For violation of this provision, GRDA reserves the right to reject the proposal of the offending bidder.

    Bidders are invited to submit written questions regarding the contents and requirements of this RFP to the GRDA Contracting Officers preferably by email (or fax or mail). Written responses to all questions will be provided as an Amendment or Clarification to the RFP and posted to the GRDA website. No questions other than written and no questions after deadline of question submission will be accepted, reviewed or answered. No responses other than written unless otherwise indicated in this RFP will be binding upon GRDA.

    The timeline for submission of all written questions and responses are as listed in Schedule of Events.

    The e-mail addresses and other contact information for the GRDA Contracting Officers are as follows:

    Gai Hunter (Primary) and Monica Fowler (Co-Contracting Officer)

    ghunter@grda.com and mfowler@grda.com

    226 W Dwain Willis Ave

    P.O. Box 409

    Vinita, OK 74301-0409

    Important Note: All questions regarding the contents and requirements of this RFP during active bid period must be sent to both Contracting Officers named herein.

    mailto:ghunter@grda.commailto:mfowler@grda.com

  • GRDA/PURCHASING SOLICITATION PACKAGE

    SCHEDULE OF EVENTS

    This RFP will be governed by the following schedule:

    Content Date and Time (Central Time)* **

    RFP release November 4th, 2014

    Deadline for 1st written questions November 10th, 2014 at 5:00PM

    Deadline for 1st written answers November 17th, 2014 at 5:00PM

    Deadline for 2nd written questions November 20th, 2014 at 5:00PM

    Deadline for 2nd written answers November 26th, 2014 at 5:00PM

    Deadline for 3rd written questions December 22nd, 2014 at 5:00PM

    Deadline to submit the proposal December 11 31, 2014 at 2:00PM

    1st Phase Evaluation Period TBD

    System Demonstrations TBD

    2nd Phase Evaluation Period TBD

    Announcement of intent TBD

    *GRDA reserves the right to revise the schedule without advance notice.

    **GRDA also requests some flexibility in the schedule due to operational dependencies on GRDA staff time.

  • GRDA/PURCHASING SOLICITATION PACKAGE

    TABLE OF CONTENTS A. STATEMENT OF WORK ........................................................................................................................................ 1

    B. GENERAL TERMS AND CONDITIONS ................................................................................................................. 4

    C. SPECIAL TERMS AND CONDITIONS ................................................................................................................... 5

    D. BIDDING INFORMATION ..................................................................................................................................... 11 E. EVALUATION ....................................................................................................................................................... 13

    F. PROPOSAL PREPARATION ............................................................................................................................... 16

    G. ATTACHMENTS ................................................................................................................................................... 23

    ATTACHMENT # A ........................................................................................................................................................... 24

    ATTACHMENT # B ........................................................................................................................................................... 25

    ATTACHMENT # C ........................................................................................................................................................... 26 ATTACHMENT # D ........................................................................................................................................................... 28

    ATTACHMENT # E ........................................................................................................................................................... 29

  • GRDA/PURCHASING UNIT SOLICITATION PACKAGE - PAGE 1

    A. STATEMENT OF WORK A.1. Introduction The Grand River Dam Authority (GRDA) is requesting proposals for Microsoft Dynamics SL, AX or GP for a comprehensive, fully integrated Enterprise Resource Planning (ERP) hosted system solution, including business process analysis, delivery, installation, integration, customization, data conversion, training, documentation and project management.

    Microsoft Dynamics SL is the current incumbent system. Licenses and installed functional modules include Accounts Payable, Accounts Receivable, Financial Reporting and General Ledger. The Payroll module is licensed but not installed. A complete list of currently licensed modules, including user and ancillary component license counts is available upon request.

    The bidders proposal may be for either:

    A) an extension of functionality of the current Microsoft Dynamics SL installation, including potential additional modules for Project Accounting, HRIS, Payroll, Fixed Assets and other functions identified, or

    B) a completely new installation of Microsoft Dynamics AX or GP.

    If option A) is chosen, bidder should present a solution that provides for a complete re-implementation of the existing software modules, as significant configuration changes may be necessary to meet changing business processes identified during the process analysis phase of the project.

    The bidder is required to provide a complete Project Solution, software, hardware specifications, project management, installation and configuration services, and other technology services for the entire scope of the project. As the primary bidder, the bidder accepts responsibility to manage, pay and resolve any issues with regard to any sub-consultants or other vendors that are used for this project.

    GRDA will provide assistance in project management, technical resources and user resources to support the bidders implementation approach if required. The bidder will provide suggested roles and responsibilities for bidder and GRDA project participants, and the expected personnel resource commitments from GRDA in order to meet the proposed schedule.

    The system should be able to handle the scale of operation or business which may occur. The contract resulting from this RFP allows additional applications added to the current contract scope as a later enhancement and/or add-on phase(s) as project grows.

    The following high-level objectives have been identified for this RFP:

    A commercial-off-the-shelf (COTS) solution that has been successfully implemented in at least 3 clients (including private and government clients) with comparable requirements and function to the GRDA.

    A financial application for Utilities and Power companies that meets Federal Energy Regulatory Commission (FERC) guidelines and the FERC uniform system of accounts.

    A fully integrated Project Solution that utilizes automated workflows to streamline all aspects of the financial, human resources, payroll, and other related modules.

    A Project Solution that supports data-driven decisions through the use of custom, ad hoc, and dashboard reporting capabilities.

    A Project Sol

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