supply chain services request for proposal, …

Prepared By

SUPPLY CHAIN SERVICES

* * *

REQUEST FOR PROPOSAL, INSTRUCTIONS TO PROPOSERS,

PROPOSAL FORMS, CONTRACT FORMS, AND

SCOPE OF SERVICES

REQUEST FOR PROPOSAL NO. 180071.PD

SuccessFactors System Integrator

* * *

PRE PROPOSAL CONFERENCE

Monday

April 9, 2018

10:30 A.M.

* * *

Proposals are due at 5:00 P. M., Local Time, Monday, April 23, 2018.

SACRAMENTO MUNICIPAL UTILITY DISTRICT RFP NO. 180071.PD

RFP 180071.PD.post.docx RFP Service.dotm

i

PROPOSAL NO. 180071.PD

SuccessFactors System Integrator

TABLE OF CONTENTS

1. REQUEST FOR PROPOSALS 1-1

2. SCOPE OF SERVICES 2-1

2.1. GENERAL 2-1

2.2. PURPOSE 2-1

2.3. MANDATORY REQUIREMENTS 2-2

2.4. SMUD BACKGOuND 2-2

2.5. HR EXPRESS BACKGROUND 2-2

2.6. CURRENT ARCHITECTURE 2-2

2.7. SCOPE OF WORK 2-3

2.8. PROJECT CONTROL 2-8

2.9. SMUD COMPUTING ENVIRONMENT 2-16

3. INSTRUCTIONS TO PROPOSERS 3-1

3.1. TIME AND MANNER OF SUBMISSION 3-1

3.2. EXPLANATIONS TO PROPOSERS 3-1

3.3. WITHDRAWAL OR MODIFICATION OF PROPOSALS 3-2

3.4. REVISIONS AND SUPPLEMENTS 3-2

3.5. SITE INSPECTION AND CONDITIONS 3-2

3.6. PRE-PROPOSAL CONFERENCE 3-2

3.7. PROPOSAL EVALUATION AND SELECTION PROCESS 3-3

3.8. NON EXCLUSIVE AGREEMENT 3-4

3.9. DURATION OF CONTRACT 3-4

3.10. QUALIFICATIONS OF PROPOSERS 3-4

3.11. PROPOSAL PREPARATION COSTS 3-4

3.12. ALTERNATE PROPOSALS 3-4

3.13. CONFLICTS 3-4

3.14. BID SCHEDULE 3-5

3.15. MANNER AND TIME OF PAYMENT 3-5

3.16. SUBCONTRACTORS 3-5

3.17. FRANCHISE TAX FORM 590 3-5

3.18. NOTICE RELATED TO PROPRIETARY/CONFIDENTIAL DATA 3-5

3.19. CONTRACT 3-6

3.20. SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED)

PROGRAM 3-6

3.21. ENVIRONMENTAL PROCUREMENT 3-6

3.22. SAFETY PROGRAM 3-6



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4. SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED) PROGRAM 4-1

4.1. INTRODUCTION 4-1

4.2. OVERVIEW 4-1

4.3. PROGRAM GOALS AND INCENTIVES 4-1

4.4. SEED PROGRAM QUALIFICATION 4-2

4.5. CONTRACT COMPLIANCE 4-3

4.6. FALSIFICATION OF INFORMATION 4-3

4.7. ADDITIONAL INFORMATION 4-3

5. PROPOSAL EVALUATION CRITERIA 5-1

6. PROPOSAL REQUIREMENTS 6-1

6.1. PROPOSAL AGREEMENT NO. 180071.PD 6-2

6.2. SAFETY COMPLIANCE CERTIFICATE 6-3

6.3. NONCOLLUSION STATEMENT 6-4

6.4. PUBLIC RECORD INDEMNITY AGREEMENT 6-5

6.5. PROMPT PAYMENT PROGRAM 6-6

6.6. SEED PROGRAM SMALL BUSINESS DECLARATION 6-7

6.7. DESIGNATION OF PRIME CONTRACTOR, SUBCONTRACTORS AND

SUPPLIERS 6-8

6.8. DETAILED PROPOSAL 6-10

6.9. BID SCHEDULE 6-14

7. SAMPLE CONTRACT 7-1



1-1

1. REQUEST FOR PROPOSALS

NO. 180071.PD

The Sacramento Municipal Utility District, hereinafter referred to as “SMUD”, is soliciting

proposals for SuccessFactors System Integrator.

This Request for Proposal provides instructions to contractors for submitting proposals and

establishes terms and conditions under which SMUD will contract for such services.

Proposals responding to this Request for Proposal will be due at 5:00 P. M., Local Time, Monday,

April 23, 2018.

All proposals must strictly conform to the requirements described in this Request for Proposal.

PROPOSERS SHALL PAY PARTICULAR ATTENTION TO THE FOLLOWING

REQUIREMENTS:

ENVIRONMENTAL PROCUREMENT:

SMUD has adopted an Environmental Protection Policy in which it commits to environmental

stewardship, the conservation of natural resources, reductions in the use of hazardous substances,

reductions in mobile sources of NOx emissions, and recycling and responsible disposal. SMUD

will promote environmental procurement practices that will minimize environmental impacts,

conserve natural resources, and reward environmentally conscious manufacturers and

contractors, while remaining fiscally responsive. To further its policy SMUD will favor

environmentally preferable procurements when price, quality, and availability are equal. To this

end, SMUD will endeavor to reward environmentally conscious manufacturers, suppliers, and

contractors with contracting opportunities that address these policy goals in addition to providing

SMUD and its customer-owners fiscally responsible procurement options.

SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED) PROGRAM:

SMUD is committed to achieving full and equal contracting opportunities for ratepayers doing

business with SMUD and has adopted the program described in this solicitation to help fulfill

that commitment.



1-2

SAFETY PROGRAM REQUIREMENT:

The personal safety and health of the general public, SMUD employees, and Contractor

employees is of paramount importance. Included within this specification are safety instructions

that have been prepared to aid a Contractor or Contractor’s employees to comply with the safety

requirements and regulations which are necessary to avoid personal injury to the general public,

SMUD employees, and Contractor employees and to prevent damage to SMUD buildings,

equipment, or materials while performing this contract.

SACRAMENTO MUNICIPAL UTILITY DISTRICT

By: /s Brian Daly

Name: Brian Daly

Title: Manager, Supply Chain

Date: March 26, 2018



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2. SCOPE OF SERVICES

2.1. GENERAL

The Proposer shall provide all labor, material, and equipment required to perform the Service

described as: SuccessFactors System Integrator.

The Proposer shall provide all services required to perform the service described as:

SuccessFactors System Integrator of SAP® SuccessFactors (SF) Employee Central (EC), and

Talent Acquisition (TA), (Recruiting & Onboarding) modules.

2.2. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit fixed price proposals for a System

Integrator (SI) to lead SMUD in the design, configuration, integration, development, testing,

training and deployment of SAP® SuccessFactors Employee Central (EC), and Talent

Acquisition (TA), (Recruiting & Onboarding) modules. The SI will deliver the products and

professional services necessary to provide SMUD branded SAP® SuccessFactors modules that

seamlessly interface with SMUD’s SAP ECC Human Resource Module’s.

The key objectives of this project are to:

Replace SMUD’s in house Manager Self Service application (HR Express)

Implement & Configure SAP® SuccessFactors in collaboration with SMUD

Implement & Configure SF EC which will become the new "system of record" for

Human Capital Management (HCM), while leaving time and payroll on premise

Implement & Configure SF Recruiting

Implement & Configure SF Onboarding

Initial Migration of Current HCM data to SF

Maintain Current Reports and Interfaces from SAP HCM

Implement Hybrid Integration with HCI



2-2

2.3. MANDATORY REQUIREMENTS

1. SI must have implemented SAP SuccessFactors modules for Employee Central, Onboarding

and Recruiting business process and functions with a minimum of three (3) customer’s using

SAP HCM for each module.

2. SI must have experience integrating HCM on premise with Employee Central as a Hybrid

deployment using SAP Cloud platform integrating services, (HCI) with a minimum of two

(2) customers.

3. The SI must hold a current PartnerEdge status with SAP.

4. The certifications listed below must be represented on the implementation team:

SAP Certified Application Associate - SAP SuccessFactors Full Cloud/Core Hybrid

SAP Certified Application Professional SuccessFactors Employee Central

SAP Certified Application Professional SuccessFactors Recruiting Management

SAP Certified Application Professional SuccessFactors Onboarding

The SI shall include copies of their certification status as part of their response to this RFP.

Proposers who do not meet this certification criterion will be eliminated from consideration.

2.4. SMUD BACKGOUND

As the nation’s sixth largest publicly owned utility, SMUD has been providing low-cost, reliable

electricity for 65 years to Sacramento County and small adjoining portions of Placer County and

Yolo County, which covers approximately 900 square miles. SMUD is a recognized industry

leader and award winner for its innovative energy efficiency programs, renewable power

technologies, and sustainable solutions for a healthier environment.

SMUD is governed by a seven member Board of Directors who is elected for four-year terms on

a staggered basis. The Board of Directors is responsible for making policy decisions, including

setting rates and appointing a General Manager who is responsible for day-to-day operations.

SMUD is not subject to oversight or rate approval by the California Public Utility Commission.

2.5. HR EXPRESS BACKGROUND

SMUD currently uses a custom built application (HR Express) for Manager Self Service. This

application is hosted on our SAP portal for which the support is due to expire. Because of the

requirement of the portal upgrade, the existing Manager Self Service system needs to be

replaced. SMUD also currently uses standard ESS application which is based on Web Dynpro

for ABAP technology and we are looking at the possibility of replacing certain functions (e.g.

personal data) with SAP SuccessFactors EC and TA to ensure a consistent user experience.

SMUD employees about 2,300 employees and 400 contractors.

2.6. CURRENT ARCHITECTURE

SMUD has been an SAP Customer since 1999, and currently uses HR Module which includes

Personnel Administration, Organizational Management, Payroll and Time management.



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Potential Integration Points with HCM:

- 2 Microsoft Active Directory 2012 domains (internal, DMZ – both on-premise)

- Microsoft Azure Active Directory (ADFS Authentication)

- Oracle Unified Directory 11.2g (LDAP)

- 7 SAP applications (R3, BW on HANA, CRM, BPC) SAP Portal 7.31, BOBJ, PO

- SailPoint IdentityIQ 7.0 (Provisioning System)

Current State Architecture Diagram:

EHP7 for ERP 6.0Time/Payroll

PA/OM

SAP Portal

ESS HR Express

ESB (WebMethods)

...

BrassRing

HireRight

BroadBean

WebMethods Enterprise Gateway

Background Check

Job Aggregator to five

different job boards

such as LinkedInInternet

DMZ

Intranet

Job DataPosition Data



...

SMUD Employee/Manager

New Hire Data

New Hire Data

New Hire Data

SSO is enabled

to BrassRing

from SMUD

2.7. SCOPE OF WORK

The items listed below are not an exhaustive, all-encompassing list of deliverables expected from

the selected SI. SMUD understands and expects that some needed deliverables will be identified

during the initial analysis phase of the project. However, SMUD’s intent is to provide as

thorough of a requirements/deliverables list as possible to aid vendors in the preparation of their

responses.

Define a Standard SAP® SuccessFactors (SF) Configuration applicable to SMUD HCM

Environment

Configuration of existing roles and business process functions to SAP® SF

Implement the ability to audit changes

System reporting

Assist with the development and delivery of end user training and change management



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2.7.1 SuccessFactors Foundation

Build out, establish, and provision the required SF clients (non-production, and production)

within SMUD’s infrastructure. Establish SSO within SMUD’s directory server (LDAP).

Implement all needed authentication/security policies/authorizations to ensure that all SF

users only have the authorizations needed to carry out their job duties and/or tasks.

Establish the technical infrastructure needed to process real-time and/or near real-time

exchange of data between SF and SMUD’s on-premise HCM solution.

Develop/build the interfaces between the on-premise HCM solution and SF for the exchange

of data. Data elements to be identified during analysis phase.

2.7.2 SuccessFactors Employee Central

Admin Interface and Capabilities:

o Multiple actions at once (transfer multiple employees/positions without having to

move each individually)

o HR initiate an action with or without going through the approval process

o Notes/Tracking functionality for all actions

Manager Self-Service Functions:

o Org Chart functionality: Visibility in real time to view entire org in dynamic org chart

o Transfers: A person can be permanently transferred from one position to another in a

different department.

o Promotions/demotions: A person can be permanently promoted or demoted to one

position within and/or outside of another department utilizing specific codes which

initiate specific work flows.

o Replace Position: Replace an existing position with a new position in a different

classification. This action should delimit (end date) the vacant position and replace it

with a new position within that same organizational unit.

o Create Position: Initiate the creation of a new position to begin the work flow

approval associate with the task

o Temporary Appointments: Can temporarily move a person into a different position,

with same and/or different pay, for a defined period of time. Their permanent

position should be marked as temporarily vacant while they are away, and when the

temp assignment ends, they should return to this position and applicable rate of pay

and the temporary position should be delimited. This will likely utilize the “Global

Assignment” capabilities.

o Extend Temp Assignment: For those in a temporary position, manager can extend

that assignment.

o Job Progression: At SMUD, we have classification series where some levels can

promote to another level without a competitive process (no job posting, application,

etc.). This action should allow a person to promote up to the next level in a slant line

classification (Management Analyst Entry to Management Analyst Journey). It will

delimit the old position they held, replace it with a new position in the higher



2-5

classification as well as creating an action (promotion) and updating the basic pay

record.

o Register Contractors: Input non-employees into system to initiate provisioning and

other work flows

o Termination/Retirement for employees utilizing separation codes which initiate

specific work flows.

o Pay Outside of the Pay Band: Red Circle/Green Circle; Initiate action to pay outside

range without Temp Assignment action

o Delegation: Assign a delegate for managers/directors/executives (a delegate can act

on behalf of another person for a period of time

o Future dated actions/Retroactive changes: Define work flow approvals based on date

parameters Create/Propose New Job: Initiate request to establish a new job (work

flow to request a job, possibly outside of SF functionality)

Employee Self-Service Functions (e.g. Emergency Contact, Home address/phone, etc.)

o Personnel History displayed for employees

Budget Team & Manager Self Service Functions

o Manage employees in cost centers

o Delimit Position

Approvals: We can set different approval requirements for different actions. For example, to

transfer an employee (in the same position) may only require a director’s approval, whereas

the creation of a new budgeted position may require executive and budget office approvals.

Approvals for similar actions be set based on certain criteria (we have a type of position

called “casual” that may require less approvals than a regular, fulltime position creation). A

level be added to or removed from a workflow if the company’s delegation of authority

changes at some point in the future.

Approval Groups: A workflow can be set for both individual approval, based on hierarchy

and also a a group, where any one of the group could approve, yet still have the system

identify which individual took action (audit trail).

2.7.3 SuccessFactors Recruiting

Configure the following integrations:

o Job data from EC to ATS – ongoing, Real time

o Hire data from ATS to EC – ongoing, Real time

o User data from EC to ATS – ongoing, Real time

o Posting data from ATS to Aggregator/job boards – ongoing, real time

o Background check data from ATS to HireRight – real time

o Legacy data from BrassRing to SuccessFactors – one time transport

Configure automated communication for those not meeting the minimum qualifications in a

process.

Create approval process through hiring departments for requisitions and hires through the

system, ideally within a notification email without having to log into the system

Configure system for five posting options



2-6

o External Postings with a link from www.smud.org/careers

Configure status visibility for candidates

Workflow adjustments configurable by recruiter

o Internal Postings through our smudinet

Configure Transfer Promotion and Transfer Eligible

o External Student postings with a link to our student page

o Temp Agency postings only for our temp agencies to see

Configure three hiring processes:

o Regular hiring process

Multiple statuses

10 communication templates

Ability to handle up to 3,000 applicants

Ability to post externally and/or internally

Configure workflow notifications

Configure offer letters based on requisition and candidate data

Configure electronic signature

o Eligibility List only process

Similar to regular hiring process, but will not ultimately hire a candidate and

will have a different approval configuration

o Temp Agency hiring process

Visible only to our approved vendors

Agency can upload resumes for their candidates

Hire leads to integration with EC and different type of employee (leased vs.

regular employee)

Configuration of the system to provide required SMUD branding both for users and for

applicants

Configure user types and permissions

Configure the ability to utilize supplemental questions in the application process

Configuration of the system for applicants to create and/or upload a resume and cover letter

as part of the application process

The proposer will be responsible for training SMUD personnel in all aspects of this project

o SMUD staff will be involved in the design, configuration, testing, and deployment of

the application

Configure Interview Central

Candidate Profile

Provide average pay for current employees in job and last salary offered in most recent

recruitment process

Offer letter based on candidate profile and requisition information

Configure Recruiter Marketing to include ability to post to external sites from within

SuccessFactors

Workforce demographics and quality of hire dashboard along with privacy tiers to access

dashboard

http://www.smud.org/careers



2-7

2.7.4 SuccessFactors Onboarding

Standard Hiring Forms: Direct Deposit, New Employee Summary, Emergency Contact, etc.

All relevant State and Federal Forms such as (I9, and W4)

Enable Document Center

Enable US E-Verify Integration

Enable Employee Portal

Configure process flow for a new hire

Configure E-signature

Enable welcome video and picture upload

Configure welcome page and enable welcome message for new employee

Configure the collection of all unique data elements necessary to populate forms, and create

the files that are necessary to send to other applications to minimize duplicate data entry

Configure ability to integrate to EC and other needed applications/modules (Learning, SAP,

Performance, etc.)

Configure standard reports and Ad Hoc capabilities

2.7.5 Security

2.7.5.1 Architecture Security

The system integrator will assist with the design/architecture of the solution and

integrations in accordance with SMUD Security policies and SAP security configuration

best practices.

The system integrator will document and deliver a system security plan that will include,

at a minimum, the approved security architecture and all security controls/settings.

SMUD Information Security will review/approve the system security plan.

2.7.5.2 SAP Security

The System Integrator will provide assistance in the project for the current role-based

security and authorization model for SuccessFactors and SAP (Front & Back End) in the

areas of:

o SAP Enterprise role based security design (including Segregation of Duties, and

Security Role Customization)

o Security methodology and approach

o Security design and development

User creation and maintenance

Permissions, Granted Users, and Target Population

Disable userids (lock ids/deactivate functionality/delete access-roles) in

SuccessFactors



2-8

2.7.5.3 Security Testing and Testing Strategy to include:

User permissions

Architecture, web, and integration to identify vulnerabilities or weaknesses

2.7.5.4 Reporting Solutions

SMUD will need the ability to produce ad-hoc reports and schedule automated recurring

reports to support our business processes. It is our desire to be able to create and modify

reports using “out of the box” functionality. The selected SI will train SMUD in how to

utilize SuccessFactors reporting capabilities.

Ensure data integrity from Cloud to on-premise solution is maintained.

2.7.6 Completion of this scope of work will likely involve:

Integration/interfacing of the solution within SMUD’s environment; including the design,

development, and testing of all batch file or real-time interfaces used to transfer data

between SMUD systems.

The development and delivery of technical and end-user documentation required to

support the system in electronic format.

Knowledge transfer related to the elements designed and configured

End User Training Materials

Training for SMUD Core Project Team

Technical support for SMUD administrators and users after go-live

2.8. PROJECT CONTROL

2.8.1 Organizational Change Management (OCM)

SMUD is looking for an SI who can provide guidance and analysis of current processes

encompassing best practices and maximizing out of the box functionality.

The organizational change management effort associated with this project scope will, at a

minimum:

• Ensure the implementation of the solution into SAP and any related business process

changes has minimum negative and maximum positive impact on the end-users’

ability to perform their work.

• Adapt to SMUD’s cultural environment.

• Ensure business unit readiness to understand and adopt change.

• Align SMUD’s leadership with project goals.

• Establish a defined process for measuring the effectiveness of the change

management program.

• Ensure end-users understand the changes introduced by the solution, the benefits of

those changes, and the process changes that directly affect them.

• Define and communicate roles and responsibilities.



2-9

• The following table details the high-level OCM major activity responsibilities that

SMUD desires for both the SI and SMUD:

Organization Change Management Activities SMUD System Integrator

Develop Organizational Change Management strategy and plan

■ Support ■ Lead

Develop change agent network and super user program


Identify and execute change agent and super user program

■ Lead ■ Support

Develop communications plans ■ Support ■ Lead

Develop communications for SMUD customers affected by the Program


Execute communications plans ■ Lead ■ Support

Identify organizational and other change impacts ■ Support ■ Lead

Conduct role mapping activities ■ Support ■ Lead

Define organization job design changes ■ Lead ■ Support

2.8.2 Project Management

The SI will provide expertise and guidance to SMUD for the implementation of this project’s

scope. SMUD is open to either an Agile or Waterfall Project Management Methodology

approach. SMUD will look to the SI to define an approach that they believe will enable SMUD

to realize the benefits of each SuccessFactors module, Employee Central, Recruiting, and

Onboarding in the most expedient budget friendly manner while ensuring functionality and

usability are not compromised.

Should the SI recommend deployment of one module at a time, SMUD’s preference will be

Employee Central, followed by Recruiting, then Onboarding.

The SI will work in collaboration with SMUD’s Project Manager (PM) and provide project

management for the SI Implementation team, leading their related activities described below:

• Provide SMUD’s PM with a weekly Project Status Report that details SI’s progress,

issues, risks, and upcoming project activities in comparison with the tasks and

milestones proposed

• Develop and manage an SI project plan and schedule with milestones, dates, and

resources

• Ensure functional and technical design documents for architecture review are

delivered

• Provide a Requirements Traceability Matrix to ensure all business and technical

requirements have been delivered and can be validated in the system

• Provide test scripts and assist with unit, functional, and integration testing

• Suggest best practice for rollout strategy of Employee Central, followed by

Recruiting and Onboarding



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• Develop and document the rollout/go-live strategy along with post go live production

support

• Ensure a Stabilization phase is in place to provide a minimum of four weeks of post-

implementation support Monday to Friday from 8am to 5pm (Pacific Time)

• Partner with SMUD’s OCM staff and project team for change management

• Assist with scope management

• Assist with training administration

• Assist with issue and problem management

• Assist with risk management, quality assurance, and quality control management

• Assist with project document management

Project Manager must ensure the following Go Live Criteria have been completed:

Business functionality as identified during Blueprint, or agreed by the parties, has been

successfully configured

SMUD has had the opportunity to complete user acceptance testing based on identified

and agreed user acceptance test scenarios

Integration testing is 100% complete

Testing is accurate based on identified and agreed test scenarios

Sponsor agrees to “Go” decision

Post Go-Live support plan in place

Project cutover plan complete and reviewed by project team

Project Go-Live Communication plan complete

All Vendor Change Management deliverables are complete

End user training completed as specified

Project Phase Activities

Tasks Outcomes

Initiate ■ Kick-off Meeting

■ Project planning

■ SOW review

■ Initial Project Plan and Schedule

■ Status Dashboard Template

■

Infrastructure ■ Source repository configured with a Standard Build Environment and tools.

■ Environment connection details captured and documented.

■ Developer and system accounts created

■ Development, UAT, and Production environments in place

■ Infrastructure Validation

■ Development Environment

■ QA Environment ready for Test and Verification

■ Production Environment ready

Analysis & Design

■ Configuration review and discussion

■ Requirements definition and update to Project planning

■ Requirements Stakeholder Interviews

■ Requirements Traceability Matrix Approval

■ Requirements Document

■ Requirements Traceability Matrix

■ High Level Architecture Specification

■ Design Specification document

■ Technical Specification Document



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Project Phase Activities

Tasks Outcomes

■ Initial draft of Design Specification

■ High Level Architecture Specification Approval

Configure & Build

■ Iterative updates to Design Specification

■ Build solution

■ Create Build Guide (UAT)

■ Preparation of UAT-ready system

■ Migrate Current HCM data to SF

■

■ Initial Build Guide/Document

■ All configurations complete

■ Build Guide created

■ Data migrated

Test & Verify ■ Develop Test Plans/Scripts

■ Unit Testing

■ Integration Testing

■ System Testing

■ Performance Testing

■ User acceptance testing

■ Update Build Guide (Production)

■ Regression Testing

■ UAT Test Scripts

■ Use Cases

■ Test Data Preparation

■ Test Results Document/Approved

■ Defect Document

■ SF EC, Recruiting and Onboarding environment ready to go to production

■ Build Guide updated

■ Rollback plan documented/approved

Release ■ Go/No-Go Decision

■ Deployment of SF EC, Recruiting and Onboarding modules to production

■ Rollback plan prepared

■ EC, Recruiting and Onboarding Knowledge Transfer Workshops

■ Training Delivered

■ Formal Release Announcement

■ SF EC, Recruiting and Onboarding release to production

■ Final Design Specification

■ Operational Readiness Guide

■ Build Guide completed

■ Knowledge transfer

■ End Users, Super Users, Functional & Technical teams Trained

■ Final Training Documentation

Stabilization ■ Implement Support Plan

■ Transition to Long-term Support

■ Stabilization period to be determined by rollout strategy

■ Support ownership defined

■ Support Plan Document

■ Support/Stabilization Complete

Close ■ Checkpoint: Post Deployment Closeout Meeting

■ Lessons Learned

■ Project Signoff

Project Management

■ Microsoft Project Plan ■ Progress will be tracked against a project plan jointly developed by SMUD and proposer’s project manager.

SMUD has a well-matured Project Management Office and utilizes project management

templates for our projects. We will leverage the SI’s experience but manage and utilize our

conventions where it makes sense.

2.8.3 Documentation

SI will provide a complete set of Detailed Configuration & Technical documentation as well as

end-user documentation in electronic format.



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• Test documentation will include: test plans, test cases, test scripts and requirements

traceability matrix before test execution

• Additional Project Documentation/Artifacts include but are not limited to:

o Design Documents (Architecture/Interfaces)

o Functional Specs

o Technical Specs

o Test Scripts / Test Cases / Use Cases

o Project Requirements

o Training Documents

o Testing Strategy

o Test Plan

o Implementation/Go-live strategy

o Rollback plan

2.8.4 Project Staffing

Generally, the project should be run, managed, configured, tested and implemented from

SMUD’s headquarters located in Sacramento, California. However, WebEX and remote

connectivity are acceptable. SMUD desires the majority of project work to be done on-site in

Sacramento due to the size, complexity of the project, and for knowledge transfer with the

SMUD functional and technical staff. SMUD is open to off-site resources where effort required

will not necessitate face to face interaction.

The SI will be asked to provide fully qualified personnel to collaborate with SMUD project staff

to accomplish this project’s scope. SMUD will expect to be highly involved in all phases of the

project. However, we will expect the majority of the project team to be staffed by the SI. The SI

will recommend the knowledge skills required of the complementary team of SMUD resources

(skill sets, number, etc.) and ensure knowledge transfer is sufficient for this project’s scope.

SMUD will staff the project team with skilled SMUD resources to work collaboratively with the

SI throughout the project. Resource commitments will be finalized during selection of the SI to

coincide with the SI’s methodology and schedule.

2.8.5 Testing

The SI will partner with the PM, Project Team and SMUD’s Testing Center of Excellence

(TCoE) staff for the testing approach, coordination, and execution of testing activities including

the development and documentation of the required test artifacts within a Test Management Tool

such as HP ALM including but not limited to:

Development of a testing approach and strategy

Test Plans

Test Cases/Scripts

Requirements Traceability Matrix (RTM)

Test Execution

Defects tracking & reporting

Use Cases

Test summary report to conclude SIT



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Testing scope will cover all functionality: all user and system interfaces.

The SI will accomplish the unit testing for the verification and validation of all the business and

functional requirements for the project to ensure all components and modules are working as

expected.

The SI will certify unit testing has been completion by providing a requirements traceability

matrix with corresponding test cases/test scripts and verification of unit test results.

The SI will provide the training required to SMUD core team for conducting the System

integration testing (SIT), Security testing, Performance testing and User Acceptance Testing

(UAT).

The SI will assist the SMUD project team during SIT, Security testing, Performance testing and

UAT in developing and documenting the required test artifacts including but not limited to test

plans, test cases/scripts, RTM, test execution, defects and test metrics.

The SI will collaborate with SMUD’s Testing Center of Excellence in managing the defects,

issues and problem resolution during SIT, Security testing, UAT, as well as

Implementation/deployment and post deployment stabilization.

SMUD is targeting 100% accuracy and the identification of any software bugs prior

to Production deployment as well as identification and documentation of bugs during

Integration, System and User Acceptance Testing

SI must demonstrate the application successfully meets SMUD’s requirements using

a jointly developed test plan.

SI must ensure prior to go-live there are:

o No outstanding P-1 defects

o No outstanding P-2 defects for critical business processes

o Other P-2 defects must be on a reasonable path to closure within the subsequent

30 days

o Outstanding P-3 defects must have a mutually agreed path to closure as detailed

below:

Severity Impact

P-1 ■ This defect means a fault or failure of the system to conform in any material respect with the documentation and with the requirements and specifications set forth in the Business Blueprint, and such fault or failure results in data corruption, significant system degradation or failure of a major feature of the system.

P-2 ■ This defect means a fault or failure of the system to conform in any material respect with the documentation and with the requirements and specifications set forth in the Business Blueprint, and such fault or failure results in key/critical system component is unavailable or functionally is incorrect and a mutually acceptable workaround is not available.

P-3 ■ This defect means a fault or failure of the system to conform in any material respect with the documentation



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Severity Impact

and with the requirements and specifications set forth in the Business Blueprint, and such fault or failure results in non-critical system component is unavailable or functionally incorrect, and a mutually acceptable workaround is available.

P-4 ■ This defect means a fault or failure of the system to conform in any material respect with the documentation and with the requirements and specifications set forth in the Business Blueprint, and such fault or failure results in usability errors; screen or report errors that do not materially affect quality and correctness of function, intended use or results.

2.8.6 Training and Knowledge Transfer

SMUD is looking for an SI to propose a training strategy and plan that will ensure knowledge

transfer, ease of employee adoption and quick skill acquisition for SAP® SuccessFactors

(SF) Employee Central (EC) Recruiting and Onboarding modules and the new business

processes.

The Training Plan should include:

Outline of training objectives,

Plan for assessing training needs for different audiences (e.g. end users vs. admins),

Proposed strategy to address those training needs that include medium and low cost

options.

A list of off the shelf, self-help tools and materials that can be purchased

SMUD’s preference is to have self-help and online tools and materials to help end users with

their “just in time” training needs. A more extensive training model may be needed for the

“core group” training of key administrators and area coordinators who may need to provide

high-level guidance for other users on an ad-hoc basis. The SI will develop the training

documentation; propose a training plan and schedule, and provide expertise for the training

approach that has worked with this type of implementation (instructor-led, eLearning, etc.)

SMUD will provide Training resources for consultation, design and development as

appropriate.

SMUD Business & Functional teams are seeking to collaborate with the SI on solution

configuration and development. We are seeking hands-on knowledge transfer to the core

project team throughout the Configuration and Development process.

Knowledge Transfer Strategies (Provided by SI):

“On-the-job” training during the implementation along with detailed ‘to be’

documentation, and

Detailed configuration and technical specs for configuration, reporting and

integration.

The Vendor/SI will be responsible for knowledge transfer for SMUD technical staff

and “train the trainer” for our key administrators and subject matter experts (SME).



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Proposers should include in the scope and services proposal, at a minimum, the following

provisions or activities required to meet SMUD’s training requirements.

Training Activities SMUD System Integrator

Develop a training strategy and plan - that includes: • Outline of training objectives, • Plan for assessing training needs for three target audiences (e.g. end users, business unit admins and HR SMEs ), • Proposed strategy to address those training needs that include medium and low cost options. • A list of off the shelf, self-help tools and materials that can be purchased


Design and or recommend end user training curriculum and materials for the three target audiences


Schedule and conduct training based on plan ■ Support ■ Lead

Provide detailed knowledge transfer to the SMUD IT team in functional configuration and Development and Data Base Administration


POST TRAINING PLAN AGREEMENT Once training strategy and plan are determined, vendor to provide all the standard instructional material, including printed manuals and/or interactive self-paced personal computer programs in accordance with SMUD business needs and specifications: Materials must meet the following standards below (if they apply) Quality Standards

Training content must have specific, attainable learning objectives

Training visuals must have a unified design with modular and manageable training content

Specify exactly what online, self-paced tutorials/e-learning is offered (specific topics and duration of each tutorial)

Processes covered in learning content must be repeatable by end-users and system administrators

Technical standards

Content must be available on-demand, including mobile formats and provided in a format that is editable

Content must meet minimum accessibility standards, i.e. readability, closed captioning, etc. Reference: WCAG 2.0




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Training Activities SMUD System Integrator

(Web Content Accessibility Guidelines)

eLearning content must be SCORM 2.0 and/or AICC compliant

Vendor will notify and/or provide technical support for system updates and enhancements, or system issues that may negatively impact SMUD’s ability to conduct business while using vendor tools


Functional Review and Quality Assessment of course content


Course content review, feedback, and Acceptance in accordance with Deliverables Acceptance Agreement


Secure and coordinate all training logistics (rooms, projectors, training binders, etc.)


• Training Resources: SMUD will provide Training resource(s) with following roles and

responsibilities:

o Provide overall administrative oversight of training and education

o Work with the SI to facilitate training plan execution

o Provide the SI with materials necessary to customize training materials and

curriculum: branding, SMUD terminology, etc.

o Assist the SI and SMUD Subject Matter Experts with training delivery (as agreed

to)

o Work with the SI to evaluate the effectiveness of the training program and

materials

o Capture questions and determine follow-up and make-up training needs

o Ensure training records are captured and recorded in SMUD Learning

Management System (LMS) and training materials are properly documented and

saved electronically.

2.9. SMUD COMPUTING ENVIRONMENT

2.9.1 IT Environment Specifics

Sandbox Environment

Dev Environment

QA Environment

Prod Environment

Current SAP Environment is SAP ECC6.0 EhP7

o SMUD has one installation of ECC6.0 EhP7 with high availability configured for

the QA and Production environments.



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o All the SAP systems are running on IBM Power7 Model 770 with AIX 7.1 OS

and Database - DB2 version 10.1. Production and QA environments are

configured for High Availability.

o SMUD’s SAP modules currently in use are IS-U CCS, CO, FI, FI-AA, EC-CS,

and FI-RRU, HR, IM, MM, WM, PA, PD, PM, SD, TR, BW and CRM.

o SMUD will have separate landscapes in a multiple-environment structure that

includes a Sandbox, Development, Quality Assurance, and Production to facilitate

the implementation.

Development, configuration, & unit testing will be performed in the

Development environment

Integration, regression, functional, interface, and full user acceptance

testing (including all month-end processes) will be performed in QA

environment

Enterprise Document Management (Include Documentum environment)

o Documentum 7.2 SPx

o Many of the documents have links to SAP using Archive Link/CS for SAP

o SMUD has also deployed McLaren Software for Drawings management to

several engineering groups.

o Archived SAP data is also retained in Documentum (Archive Link/CS for SAP)

Development Standards

o SMUD adheres to ABAP/4 development standards. Our standards ensure a high

quality product that is consistently

Free from errors,

Efficient,

Easy to understand,

Easy to modify, and

Easy to use.

o Notes:

o SMUD will provide guidelines for SAP object naming conventions.

o SMUD will participate in technical design and code reviews.

Windows environment

o Windows 7 moving to windows 10 by mid 2018

IE Environment

o IE-11 moving to IE-12 by mid 2018

Reporting Environment

o SAP BW on HANA

o SAP Business Objects (BOBJ)

2.9.2 Work Environment

SMUD will provide workspaces for the SI while working at SMUD facilities, including office

furniture, desktop computer, access to fax and copier equipment, and, if needed, a telephone for

local calls. SMUD desktop computers are configured with Microsoft Office 2010 (Word, Excel,

PowerPoint, Project, and Outlook), Sophos virus scan, and SAP. SI staff may use their company

laptop provided SMUD can validate the laptop has been properly configured with timely security

and virus updates. All SI staff will have a unique sign-on and password to the SMUD network

and their activity will be monitored per SMUD policy.



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2.9.3 Contractor Badge and System Access

Interactive remote access and onsite badging by SMUD contractors require that each individual

resource has undergone a SMUD conducted background check, and/or has been certified by their

employing contractor that they have successfully passed a background check prior to gaining the

access.

Only United States citizens and legally authorized residents are eligible for SMUD’s background

check. Foreign citizens and residents of countries other than the US may not be provided with

interactive remote access without SMUD Information Security approval.



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3. INSTRUCTIONS TO PROPOSERS

3.1. TIME AND MANNER OF SUBMISSION

The Proposal shall be submitted to and received by SMUD's Supply Chain Services office no

later than 5:00 P. M., Local Time, Monday, April 23, 2018.

Proposals must be enclosed in a sealed envelope and addressed as follows:

By U.S. Mail or Hand Delivery: By Overnight or Express Delivery

Sacramento Municipal Utility District Sacramento Municipal Utility District

Supply Chain Services Office: Warehouse Operations/Supply Chain Services

Attention: Pamela Do (MS EA404) Attention: Pamela Do (MS EA404)

Request for Quotation No. 180071.PD Request for Quotation No. 180071.PD

4401 Bradshaw Road 9774 Kiefer Blvd

Sacramento, CA 95827 Sacramento, CA 95827

The proposal-mailing envelope must be clearly marked as a proposal responding to SMUD

Request for Proposal No. 180071.PD; ATTENTION: Pamela Do. The envelope shall also show

the Contractor's name and address.

Each proposal shall give the full business address of the Proposer and shall be signed by an

authorized official of the company. The name of each person signing the proposal shall be typed

or printed below the signature. When requested by SMUD, satisfactory evidence of the authority

of the person signing on behalf of the Proposer shall be furnished.

Proposals shall cover the entire scope of the Request for Proposals, shall be printed one-sided 8-

1/2 X 11” size and easily removable from any binding -- E.G. no glued or spiral binding.

All proposals submitted become the property of SMUD.

Directions for Visitors:

To get to SMUD’s East Campus location (EC-OC) at 4401 Bradshaw Road:

From US Highway 50, take Watt Avenue exit (exit 11)

Head South on Watt Avenue (approx. 1.8 miles)

Turn left onto Jackson Hwy (CA-16 East) (approx. 2.1 miles)

Turn left onto Bradshaw Road (approx. 0.9 miles)

Turn right into SMUD’s EC-OC visitor’s entrance

Please note: There is no access to the EC-OC visitor entrance from Southbound Bradshaw Road.

3.2. EXPLANATIONS TO PROPOSERS

Should the Proposer find discrepancies in or omissions from this document, or should the intent or

meaning appear to the Proposer to be obscure or ambiguous, the Proposer should immediately

send SMUD a written request for interpretation, clarification, or correction thereof before

submitting a proposal. The Proposer making such a request will be solely responsible for the

timely receipt of the written request by SMUD. Replies to such inquiries will be made only in the

form of addenda to this Request for Proposal, and will be issued simultaneously to all business

firms or persons who have obtained a copy of the Request for Proposal from SMUD. Verbal

requests for information during the period of proposal preparation are acceptable if made



3-2

sufficiently in advance of the proposal opening date to allow issuance of an addendum to the

Request for Proposal. Direct all communications regarding questions on this Request for Proposal

prior to the due date to the following, as appropriate:

Contact REQUEST FOR PROPOSAL SEED PROGRAM

Contact Name Pamela Do Jeannie Robinson

Phone number (916) 732-6292 (916) 732-5049

E-mail [email protected] [email protected]

SMUD will not be bound by any oral interpretation of the Request for Proposal, which may be

made by any of its representatives or employees, unless such interpretations are subsequently

issued in the form of an addendum to this Request for Proposal.

3.3. WITHDRAWAL OR MODIFICATION OF PROPOSALS

Proposals may be modified or withdrawn only by a written request received by SMUD prior to

the Request for Proposal due date.

3.4. REVISIONS AND SUPPLEMENTS

3.4.1 Addenda: If it becomes necessary to revise or supplement any part of this Request for

Proposal an addendum will be provided.

3.4.2 Acknowledgment of Addenda: Receipt of an addendum to this Request for Proposal by a

Proposer must be acknowledged by signing and submitting the addendum signature sheet

as part of the Proposer’s Proposal.

3.5. SITE INSPECTION AND CONDITIONS

In addition to examination of this Request for Proposal, each Proposer shall make whatever other

arrangements are necessary to become fully informed regarding all existing and expected

conditions and matters which, during the contract time period, could affect in any way, the work,

performance of work, or the cost thereof. Any failure to fully investigate the work site or the

foregoing conditions shall not relieve the Proposer from responsibilities for properly estimating

the difficulty or cost of successfully performing the work. SMUD assumes no responsibility for

any representation made by its representatives or agents, during or prior to the execution of a

contract pursuant to this Request for Proposal, unless such information is in writing in the form

of an addendum to this Request for Proposal.

3.6. PRE-PROPOSAL CONFERENCE

An on-line Pre-Proposal Conference is scheduled for Monday, April 9, 2018 at 10:30 A.M.

It is strongly recommended that all Proposers attend this conference to ensure a complete

understanding of the details of this Request for Proposal.

Join WebEx meeting Meeting number (access code): 808 239 696 Meeting password: VzsmhvJ4

https://smud.webex.com/smud/j.php?MTID=m9084c7b661d117e0bb6bf18f7ac73883



3-3

Join by phone

+1-415-655-0001 US TOLL ------------------------------------------------------- To join the online meeting ------------------------------------------------------- 1. Go to https://smud.webex.com/smud/j.php?MTID=m8195ca80211a59042fbb4aebb3f72574. 2. Enter your name and email address. 3. Enter the meeting password. 4. Click "Join Now".

3.7. PROPOSAL EVALUATION AND SELECTION PROCESS

The proposals submitted in response to this solicitation shall be evaluated for award based on the

criteria described in the Proposal Evaluation Criteria section of this Request for Proposal.

SMUD may request additional information from any or all Proposers after the initial evaluation

of the proposals to clarify terms and conditions.

Based on SMUD's review of the proposals received, a short listed group of Proposers may be

selected. The short listed firms may be required to make verbal presentations of their

qualification to SMUD. If a presentation is determined to be required, the presentation will be

considered in the overall technical rating.

The contract will be awarded to the best-qualified Proposer, after price and other factors have

been considered, provided that the proposal is reasonable and is in the best interests of SMUD to

accept it.

The right is reserved, as the interest of SMUD may require, to reject any or all proposals and to

waive any irregularity in the proposals received.

SMUD will post a “Notification of Intent to Award” of the Proposals received and evaluated on

the SMUD Bid Website in the Bid Results category (or any successor SMUD web portal) at least

five (5) business days prior to awarding the contract. The posting includes the Proposal Price

for all responsive proposals. After the “Notification of Intent to Award” is posted, any

unsuccessful Proposers may request the reason(s) their proposal was not selected. In the event a

Proposer elects to protest SMUD’s selection, the protest must be submitted in writing to

SMUD’s Director, Purchasing, Warehouse, and Fleet, within five (5) business days of the

posting of the “Notification of Intent to Award”. SMUD’s Contract Award and Protest Policy is

available upon written request to the Director, Purchasing, Warehouse, and Fleet, SMUD

procurement staff, or may be found on www.smud.org.

Within fourteen (14) calendar days after notice of award, the successful Proposer shall deliver to

SMUD the required insurance certificates and the signed copies of the contract. The contract

forms will be forwarded to the Proposer with the award notification. SMUD will not issue the

Notice to Proceed until SMUD has received all the above-required documents.

https://smud.webex.com/smud/j.php?MTID=m8195ca80211a59042fbb4aebb3f72574

http://www.smud.org/



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3.8. NON EXCLUSIVE AGREEMENT

If awarded a contract under this Request for Proposal, the contract will NOT establish an

exclusive arrangement between SMUD and the Proposer. SMUD reserves, among others, the

following rights:

The right to use others to perform work and services described in this Request for Proposal.

The right to request proposals from other contractors for work described in the Request for

Proposal without requesting a proposal from the Contractor.

The unrestricted right to bid any work or services described herein.

3.9. DURATION OF CONTRACT

This contract shall be for approximately a one year period, subject to approval by SMUD's Board

of Directors of the corresponding annual budget, unless otherwise mutually agreed upon in

writing.

SMUD prepares its Annual Budget on a calendar year basis. The Budget is subject to the

approval of SMUD's Board of Directors. The 2019 Calendar year Budget will be presented to

the Board of Directors for approval in December, 2018. The 2020 and subsequent calendar year

budget(s) are anticipated to be presented to the Board of Directors for approval in December

preceding the budget year.

3.10. QUALIFICATIONS OF PROPOSERS

SMUD expressly reserves the right to reject any proposal if it determines that the business and

technical organization, equipment, financial and other resources, or experience of the Proposer,

compared to the work proposed justifies such rejection.

3.11. PROPOSAL PREPARATION COSTS

The costs of developing proposals are entirely the responsibility of the Proposer and shall not be

charged in any manner to SMUD.

3.12. ALTERNATE PROPOSALS

Intentionally left blank.

3.13. CONFLICTS

If conflicts exist between the contract and the other elements of this Request for Proposal, the

contract prevails. If conflict exists within the contract itself, the Terms and Conditions govern,

followed by Scope of Services. If conflict exists between the contract and applicable Federal or

State law, rule, regulation, order, or code; the law, rule, regulation, order, or code shall control.

Varying levels of control between the Terms and Conditions, drawings and documents, laws,

rules, regulations, orders, or codes are not deemed conflicts, and the most stringent

requirement(s) shall control.



3-5

3.14. BID SCHEDULE

The Proposer shall be reimbursed for work performed under the contract in accordance with the

items described in the Bid Schedule section of this Request for Proposal.

3.15. MANNER AND TIME OF PAYMENT

Billing shall be submitted in accordance with the above referenced provision of the Sample

Contract section of this Request For Proposal. Proposer will also be required to submit

(concurrently) a project status report describing the current status of each task, an updated

schedule, and major project issues.

3.16. SUBCONTRACTORS

The Proposers must describe in their proposals the areas that they anticipate subcontracting to

specialty firms. Identify the firms and describe how Proposer will manage these subcontracts.

The firms shall be listed on the Designation of Prime, Subcontractors, and Suppliers form, which

is included in the Proposal forms section of this Request For Proposal.

Contractor to pay subcontractors in a timely manner.

Nothing contained in the Contract shall create any contractual relation between any

subcontractor and SMUD.

3.17. FRANCHISE TAX FORM 590

The Proposer to whom the contract award is made shall furnish SMUD with a completed State of

California Franchise Tax Form 590. A blank Form 590 will be provided with the contract

documents.

3.18. NOTICE RELATED TO PROPRIETARY/CONFIDENTIAL DATA

Proposers are advised that the California Public Records Act (the “Act”, Government Code §§

6250 et seq.) provides that any person may inspect or be provided a copy of any identifiable

public record or document that is not exempted from disclosure by the express provisions of the

Act. Each Proposer shall clearly identify any information within its submission that it intends to

ask SMUD to withhold as exempt under the Act. Any information contained in a Proposer’s

submission which the Proposer believes qualifies for exemption from public disclosure as

"proprietary” or “confidential” must be identified as such at the time of first submission of the

Proposer’s response to this RFP. A failure to identify information contained in a Proposer’s

submission to this RFP as "proprietary” or “confidential” shall constitute a waiver of Proposer’s

right to object to the release of such information upon request under the Act. SMUD favors full

and open disclosure of all such records. SMUD will not expend public funds defending claims

for access to, inspection of, or to be provided copies of any such records.

Along with each Proposer’s response to this RFP, each Proposer is required to submit a signed

indemnity agreement, included with its response to this RFP, whereby Proposer shall agree to

indemnify and defend SMUD on terms stated therein against all claims or actions brought

against it to seek access to or compel disclosure of any records or documents in SMUD’s

possession which were submitted to SMUD by any Proposer pursuant to this RFP. The Public

Record Indemnity Agreement each Proposer will be required to sign and submit along with its

response to this RFP is included in the “Proposal Requirements” section of this RFP.



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3.19. CONTRACT

SMUD’s standard contract is included in the Sample Contract section of this Request for

Proposal. SMUD may reject proposals that contain exceptions to the Terms and Conditions

included in the sample contract.

3.20. SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED) PROGRAM

3.20.1 POLICY STATEMENT

The Sacramento Municipal Utility District (SMUD) is committed to achieving full and equal

contracting opportunity for ratepayers doing business with SMUD. SMUD recognizes the

economic benefit provided by its contracting activity and has adopted this policy to promote the

economic development of its ratepayer businesses. This program will provide direct economic

benefit to SMUD’s customer-owners, and will complement other SMUD economic development

programs.

3.20.2 REQUIREMENTS AND PROGRAM ELEMENTS

A description of SMUD’s Supplier Education & Economic Development Program is included in

this Request for Proposal. Proposers must comply with all the requirements specified in the

program description and complete the form titled, “Designation of Prime Contractor,

Subcontractors, and Suppliers”.

3.21. ENVIRONMENTAL PROCUREMENT

SMUD has adopted an Environmental Protection Policy in which it commits to environmental

stewardship, the conservation of natural resources, reductions in the use of hazardous substances,

reductions in mobile sources of NOx emissions, and recycling and responsible disposal. SMUD

will promote environmental procurement practices that will minimize environmental impacts,

conserve natural resources, and reward environmentally conscious manufacturers and

contractors, while remaining fiscally responsive. To further its policy SMUD will favor

environmentally preferable procurements when price, quality, and availability are equal. To this

end, SMUD will endeavor to reward environmentally conscious manufacturers, suppliers, and

contractors with contracting opportunities that address these policy goals in addition to providing

SMUD and its customer-owners fiscally responsible procurement options.

3.22. SAFETY PROGRAM

All Proposers shall execute and submit with their Proposal the form titled, “Safety Compliance

Certificate”. Submittal of this completed form will certify that the Proposer has:

3.22.1 An effective Injury and Illness Prevention Program, which meets the requirements of all

applicable laws and regulations, including but not limited to, California Labor Code

Section 6401.7;

3.22.2 Proposer agrees that it is fully responsible for the acts and omissions of its subcontractors

and all persons either directly or indirectly employed by Proposer.



3-7

Such certification shall be made by the person with the authority and responsibility for

implementing and administering Proposer's Injury and Illness Prevention Program.



4-1

4. SUPPLIER EDUCATION & ECONOMIC DEVELOPMENT (SEED)

PROGRAM

4.1. INTRODUCTION

The Sacramento Municipal Utility District (SMUD) is committed to achieving full and equal

contracting opportunity for ratepayers doing business with SMUD. SMUD recognizes the

economic benefit provided by its contracting activity and has adopted this policy to promote the

economic development of its ratepayer businesses. This program will provide direct economic

benefit to SMUD’s customer-owners, and will complement other SMUD economic development

programs.

4.2. OVERVIEW

SMUD’s SEED Program creates contracting opportunities for local small businesses. To

qualify, a business must be certified as a Small Business or Microbusiness by the state

Department of General Services (DGS) and must be a SMUD ratepayer for the past six months at

the DGS certification address of record. Additional features are described below.

4.3. PROGRAM GOALS AND INCENTIVES

SMUD promotes a goal of 20% SEED participation in SMUD contracts. To achieve this,

SMUD has established the following program incentives:

4.3.1 SEED Price Advantage- SEED qualified bidders will receive a price advantage which is

5% of the lowest responsible bid as determined by SMUD. This amount will be

subtracted from all SEED qualified bids for evaluation purposes. The maximum SEED

price advantage is $250,000, which is 5% of a bid of $5 Million.

4.3.2 RFP SEED Evaluation Points- Request for Proposal (RFP) solicitations are evaluated

using published criteria and are evaluated on a 100-point scale. Ten evaluation points

are awarded to SEED qualified prime Proposers. Non- SEED prime Proposers may earn

up to 10 evaluation points for proposing 20% or more SEED subcontracting. Proposals

with less than 20% SEED subcontracting will be awarded a pro-rata share of these points

for the percentage of proposed SEED subcontracting.

4.3.3 SEED Subcontracting- Non- SEED bidders may participate in the SEED program by

subcontracting with SEED vendors. SMUD currently promotes a goal of 20% SEED

subcontracting.

Need help locating a SEED Subcontractor?

Go to www.smud.org/SEED.

4.3.4 Non- SEED bidders proposing less than 20% SEED subcontracting will receive a price

advantage of 5% of the total value of all its SEED subcontracting bids. This advantage is

capped at $250,000 but will not exceed the calculated price advantage available to SEED

primes if it is less.

http://www.smud.org/SEED



4-2

4.3.5 Non-SEED bidders proposing 20% SEED subcontracting or more will receive the full-

calculated price advantage available to SEED prime bidders.

4.3.6 To receive SEED subcontracting credit, non-SEED bidders and Proposers must submit

SMUD’s “Designation of Prime, Subcontractors, and Suppliers Form” (see forms in

Section 3) and must list the SEED subcontractors they propose to utilize. In addition,

prime bidders and Proposers are responsible for completing a SEED Program Small

Business Declaration form for each SEED-qualified vendor listed.

4.3.7 “Subcontractor” refers to firms named in a proposal and listed on the “Designation of

Prime, Subcontractors, and Suppliers Form”, who will perform specific tasks of the

contracted work. For SMUD construction contracts the definition of Subcontractor as

prescribed by the Public Contract Code shall apply. For all other SMUD contracts, a

Subcontractor is defined as an individual or firm providing supplies or services to the

Proposer, which are specific to a SMUD solicitation, and provided under a separate

contract agreement with the Proposer and having no employment relationship with the

Proposer. As such, payments made by the Proposer to subcontractor individuals must not

be subject to payroll withholding taxes. SEED subcontractors must fulfill a commercially

useful function. Business arrangements where SEED subcontractors do not add

substantial, identifiable value to the deliverable product or service are not acceptable.

4.3.8 In consideration of the price and evaluation points provided for SEED subcontracting, the

Proposer, upon contract award, will be legally obligated to subcontract with all firms

listed on the “Designation of Prime, Subcontractors, and Suppliers” form in the proposal.

SMUD, at its option, will monitor the utilization of subcontractors as declared by the

prime contractor in its proposal.

4.3.9 Substitution of any subcontractor requires prior written approval from SMUD. If the

winning bidder or Proposer received SEED subcontractor price advantage(s) or

evaluation points, SMUD, at its option, may require the Proposer to replace the rejected

SEED subcontractor with another qualified SEED subcontractor.

4.4. SEED PROGRAM QUALIFICATION

Vendors must meet both of the following qualifications to participate in the SEED Program:

4.4.1 Certification- the California Department of General Services (DGS), Office of Small

Business and DVBE certification must certify the vendor as a Small Business or

Microbusiness. This is the only certification accepted by SMUD. Vendors must be

certified by the bid-opening date (IFBs) or proposal due date (RFPs) as applicable, to

qualify for the SEED Program.

4.4.2 Ratepayer Qualification- the vendor must qualify as a SMUD ratepayer for the preceding

6 months prior to the bid or proposal due date. The physical address of the business as

recorded by the Department of General Services in its Small Business Certification must

be located in SMUD territory. If the address shown on the Small Business certificate is a

post office box, a mailbox at a private mailbox business, or a leased facility, the vendor

must be able to demonstrate, to SMUD’s satisfaction, that the vendor is also a SMUD

ratepayer.



4-3

4.5. CONTRACT COMPLIANCE

SMUD may conduct post-award monitoring of any contract, which includes SEED participation.

Contractors are required to maintain certified payroll reports by the contractor and all

subcontractors, regardless of contract amount. SMUD may require the contractor to provide

other related documentation to verify SEED participation equal to or greater than the

participation levels stated at the time of award.

4.6. FALSIFICATION OF INFORMATION

Falsification of information on the forms required by this solicitation may cause SMUD to cancel

any existing contracts with the Proposer/vendor and may disqualify the vendor from contracting

with SMUD in the future.

A firm claiming SEED/ratepayer status under false pretenses will be disqualified from doing

business with SMUD for a period of not less than one year and not more than five years unless

SMUD's CEO & General Manager determines that the offending firm should be permanently

barred from bidding on a SMUD contract. False pretenses include designating SEED

subcontractors for scopes of work that they will not fully perform, using SEED firms as a

“pass-through” to inflate actual participation, or any other action that subverts SMUD’s intended

benefits to SEED participation. SMUD may seek all legal remedies available under the law

against such Proposers.

4.7. ADDITIONAL INFORMATION

SMUD’s Supplier Diversity Unit is responsible for the administration of the SEED Program.

The Supplier Diversity Unit is available during regular SMUD business hours, to provide all

SEED Program participants with additional information resources to encourage participation in

the SEED Program. The Supplier Diversity Unit can be contacted by telephone at (916) 732-

5984. In addition, SMUD publishes current procurement opportunities and program information

on its Internet website at www.bids.SMUD.org.

http://www.bids.smud.org/



5-1

5. PROPOSAL EVALUATION CRITERIA

PROPOSAL EVALUATION CRITERIA: The proposals submitted in response to this

Request for Proposals shall be evaluated for award based on the following criteria and weighting.

If applicable the price will be adjusted for evaluation purposes in accordance with the SEED

Program price advantages described in Section 4 of this document.

Item Criteria Description Weighting

1. Mandatory Requirements* Pass/Fail

2. SEED Program Evaluation Points 10%

3. Functional and Technical Qualifications 50%

4. Commercial Terms (Price)** and Compliance with SMUD

Contractual Terms** 40%

Total 100%

NOTE: Proposers not obtaining a combined MINIMUM Score of 38 of 60 points from

Section 3 as listed above will be considered non-responsive, and not move on to commercial

evaluation.

* Proposal must achieve a passing score on Evaluation Criteria 1 above to be declared

responsive.

** More weight has been given to the management and technical ability of the Proposer than

on price. In the event it is evident that the prices proposed are unbalanced as to items

charged or are otherwise determined by SMUD to be unfair or unreasonable, SMUD

reserves the right to reject the proposal and award to the Proposer who otherwise meets

the requirements of this Request for Proposal.

*** Non-compliance may result in SMUD’s rejection of a Proposer’s proposal.



6-1

6. PROPOSAL REQUIREMENTS

To facilitate SMUD’s proposal review process, it is required that each proposal contain all of the

information within this section and is organized in the sequence that the items appear in this section.

Proposer shall submit:

one (1) complete copy of the proposal in hard copy

one (1) complete copy of the proposal in electronic (USB format) format

one (1) copy of Section 6.8 only, including all submission requirements for this Section in

electronic (USB) format.

In addition, Proposer shall submit:

Two (2) hard copies of Section 6.8, Detailed Proposal including all submission

requirements for this Section.

Proposals shall be printed one-sided on an 8-1/2 x 11” sized paper and be easily removable from any

binding – e.g. no glued or spiral binding.



6-2

6.1. PROPOSAL AGREEMENT NO. 180071.PD

PROPOSAL AGREEMENT: In compliance with Request for Proposal No. 180071.PD,

SuccessFactors System Integrator, the undersigned hereby proposes and agrees to provide the

services described, at the rates and dollar limits defined in the Proposal Rate Schedule attached

hereto.

It is understood that this proposal constitutes a firm offer that cannot be withdrawn for ninety

(90) calendar days after the submission date for the proposals.

The undersigned certifies that he/she has examined and is familiar with the content of this

Request for Proposal; also that he/she has checked all the figures shown in the proposed Rate

Schedule and other attachments hereto and understands that the Sacramento Municipal Utility

District will not be responsible for any errors or omissions on Contractor's part in preparing this

proposal.

The undersigned further agrees, if awarded the contract, that he/she will commence the work

within the time set forth and will perform the work in accordance with the contract documents

attached to this Request for Proposal.

Attached hereto and made a part thereof by this reference are proposal forms pages 6-3 through

6-9, the Detailed Proposal and the Bid Schedule.

PROPOSER :

Company:

Street Address:

City: State: Zip:

Signed:

Print Name:

Title:

Telephone: Fax:

Email: Date:



6-3

6.2. SAFETY COMPLIANCE CERTIFICATE

I, the undersigned,

(Print Company Representative Name)

of

(Print Company Representative Title)

hereby certify the

(Print Company Name)

information contained herein and that undersigned is duly authorized to certify that:

A. Contractor has an effective Injury and Illness Prevention Program which meets the

requirements of all applicable laws and regulations, including, but not limited to, California

Labor Code Section 6401.7. (This section does not apply if Contractor does not perform any

work under this agreement within the State of California.) and

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=6401.7&law

Code=LAB

B. Contractor agrees that it is fully responsible for the acts and omissions of its subcontractors

and all persons either directly or indirectly employed by Contractor.

C. The above-named person has the authority and responsibility for implementing and

administering Contractor’s Injury and Illness Prevention Program.

IN WITNESS WHEREOF, the undersigned has executed this Safety Compliance Certificate

under the penalty of perjury of the laws of the State of California on:

Signed:

Print Name:

Date:

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=6401.7&lawCode=LAB

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=6401.7&lawCode=LAB



6-4

6.3. NONCOLLUSION STATEMENT

TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL

I, am the

(Print Company Representative Name)

of

(Print Company Representative Title)

the party making the

(Print Company Name)

foregoing bid, that the bid is not made in the interest of, or on behalf of, any undisclosed person,

partnership, company, association, organization, or corporation; that the bid is genuine and not

collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder

to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or

agreed with any Bidder or anyone else to put in a sham bid, or that anyone shall refrain from

bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement,

communication, or conference with anyone to fix the bid price of the Bidder or any other Bidder, or

to fix any overhead, profit, or cost element of the bid price, or of that of any other Bidder, or to

secure any advantage against the public body awarding the contract of anyone interested in the

proposed contract; that all statements contained in the bid are true; and, further, that the Bidder has

not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents

thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any

corporation, partnership, company association, organization, bid depository, or to any member or

agent thereof to effectuate a collusive or sham bid.

Signed:

Print Name:

Title:



6-5

6.4. PUBLIC RECORD INDEMNITY AGREEMENT

(“Proposer”) shall indemnify, defend and hold SMUD, (Print Company Name)

its directors, officers, agents, and employees (collectively, “Indemnitees”) harmless against all

claims or causes of action brought against Indemnitees seeking to cause the release or disclosure

of Proposer’s Proposal and related materials submitted to Indemnitees in response to SMUD

Request For Proposal No. 180071.PD, SuccessFactors System Integrator.

In the event Proposer fails or refuses to indemnify or defend Indemnitees upon a timely request

as provided hereunder, Proposer shall unconditionally waive all claims against, completely

release and forever discharge Indemnitees from any and all claims, damage, loss, expense and

liability Proposer may incur arising from or in any way connected to Indemnitees release of

Proposer’s Proposal and materials related thereto.

It is agreed that in the event of any litigation arising hereunder, the Proposer at the request of

SMUD shall submit to the jurisdiction of any court of competent jurisdiction within the State of

California and will comply with all requirements necessary to give such Court jurisdiction, and

that all matters arising hereunder shall be determined in accordance with the law and practice of

such court. It is further agreed that service of process in any such litigation may be made in the

manner provided for in Section 415.40 of the California Code of Civil Procedure or in any other

manner provided for in said code for service upon a person outside the State of California.

ACCEPTED FOR PROPOSER

Company:

Signed:

Print Name:



6-6

6.5. PROMPT PAYMENT PROGRAM

SMUD has a prompt payment program for small businesses which are certified by the State

Department of General Services.

Under the program, SMUD will guarantee payment of invoices within 20 calendar days from the

date of inspection and acceptance by SMUD or the date correct invoices are received, whichever

is later.

If SMUD fails to meet the 20 calendar days payment guarantee, the small business will be paid

interest on the unpaid invoice at prime plus 2% APR. Late interest payments, if applicable, will

be made without an additional invoice from the small business.

To participate in this program, please indicate “prompt payment” below and provide evidence of

certification with your bid.

Bidder is eligible for, and is requesting, a prompt payment program:

YES NO

PROPOSER:

Company:

Signed:

Print Name:



6-7

6.6. SEED PROGRAM SMALL BUSINESS DECLARATION

Complete this form to apply for SEED Program consideration. To qualify for the SEED

Program, a firm must have a current Certification ID as a Small Business from the California

Department of General Services. In addition, the firm must qualify as a SMUD ratepayer for the

preceding six months by receiving SMUD electric service at the principal office* listed by the

Department of General Services. If your firm or one of your proposed subcontractors qualifies

under these criteria, SMUD will validate all submitted information and determine the proposing

firm’s SEED Program qualification.

To expedite the verification process:

1) Submit a copy of the most recent SMUD statement for the principal office shown on your

DGS Small Business application

OR

2) If the firm leases its principal space from a property management company or a

landlord and the SMUD utilities are included in the lease, please initial in the blank space

provided above and attach a copy of the current lease showing the dates of occupancy,

principal office of property and signatures of both parties

AND

Provide the DGS Small Business Certification ID in the space provided below.

Proposed SEED firm:

Contact Name:

Title:

Phone Number:

DGS Small Business Certification ID

I hereby certify that this firm qualifies for the SEED Program as defined above. This firm has

been certified as a Small Business by the California Department of General Services.

I hereby swear that I am duly authorized to legally act on behalf of the above named company.

Signed:

Print Name:

Title:

Date:

If you or one of your proposed subcontractors is not certified by DGS and would like to become

certified for future contracting opportunities, please refer to www.smud.org/SEED or contact

SMUD Supplier Diversity at (916) 732-5984 or email [email protected] .

*Principal office means where the business is headquartered and conducts the management and operations of the

business.

http://www.smud.org/SEED

mailto:[email protected]



6-8

6.7. DESIGNATION OF PRIME CONTRACTOR, SUBCONTRACTORS AND

SUPPLIERS

(TO BE COMPLETED BY ALL BIDDERS/PROPOSERS)

The following are the names and business locations of the prime contractor and all subcontractors who will perform work or labor or

render service to the Proposer in or about the work, or who will specially fabricate and install a portion of the work or improvement

according to detailed drawings contained in the plans and specifications (as applicable) together with a statement of the portion of the

work to be done by each subcontractor.

SEED Program - The Proposer may only count toward its SEED Program subcontracting credit those expenditures to subcontractors

or contractors under a subcontractor that perform a commercially useful function. In addition, each contractor or subcontractor

claiming SEED Program qualification shall complete the SEED PROGRAM SMALL BUSINESS DECLARATION.

Firm

(Name and Address)

Work,

Material or

Service

(Provide Brief

Description)

Supplier

Diversity/SEED

Program Status

Percent

(%)

(Of Total

Proposal

Price)

Dollar

Amount (Of This Firm's

Work, Material

or Service)

1. PROPOSER/PRIME CONTRACTOR

Name Address City, State, Zip Primary Contact

Phone #

SEED

Qualified

Yes No

___ %

of Total

Proposal

$_________

Amount of

Total

Proposal

2. SUBCONTRACTOR


Phone #

SEED

Qualified

Yes No

___ %

of Total

Proposal

$_________

Amount of

Total

Proposal

3. SUBCONTRACTOR


Phone #

SEED

Qualified

Yes No

___ %

of Total

Proposal

$_________

Amount of

Total

Proposal

4. SUBCONTRACTOR


Phone #

SEED

Qualified

Yes No

___ %

of Total

Proposal

$_________

Amount of

Total

Proposal



6-9

DESIGNATION OF PRIME CONTRACTOR, SUBCONTRACTORS, AND SUPPLIERS (Continuation Page ; may be duplicated as needed)

SUBCONTRACTOR

Name

Address

City, State, Zip

Primary Contact

Phone #

SEED

Qualified

Yes No

___ %

of Total

Proposal

$_________

Amount of

Total

Proposal

SUBCONTRACTOR

Name

Address

City, State, Zip

Primary Contact

Phone #

SEED

Qualified

Yes No

___ %

of Total

Proposal

$_________

Amount of

Total

Proposal

SUBCONTRACTOR

Name

Address

City, State, Zip

Primary Contact

Phone #

SEED

Qualified

Yes No

___ %

of Total

Proposal

$_________

Amount of

Total

Proposal

SUBCONTRACTOR

Name

Address

City, State, Zip

Primary Contact

Phone #

SEED

Qualified

Yes No

___ %

of Total

Proposal

$_________

Amount of

Total

Proposal

SUBCONTRACTOR

Name

Address

City, State, Zip

Primary Contact

Phone #

SEED

Qualified

Yes No

___ %

of Total

Proposal

$_________

Amount of

Total

Proposal



6-10

6.8. DETAILED PROPOSAL

6.8.1 Evaluation Criteria 1 Pass/Fail Requirements

The items in this section will be evaluated on a Pass/Fail basis. Only those proposals meeting all

of the mandatory requirements will be considered. If it is determined that one or more of the

following mandatory requirements are not met, the successful contractor will fail this section and

the proposal will be considered non-responsive.

1. SI must have implemented SAP SuccessFactors modules for Employee Central,

Onboarding and Recruiting business process and functions with a minimum of three (3)

customers using SAP HCM for each module.

2. SI must have experience integrating HCM on premise with Employee Central as a Hybrid

deployment using SAP Cloud platform integrating services, (HCI) with a minimum of two

(2) customers.

3. The SI must hold a current PartnerEdge status with SAP.

4. The certifications listed below must be represented on the implementation team:

SAP Certified Application Associate - SAP SuccessFactors Full Cloud/Core Hybrid

SAP Certified Application Professional SuccessFactors Employee Central

SAP Certified Application Professional SuccessFactors Recruiting Management

SAP Certified Application Professional SuccessFactors Onboarding

The SI shall include copies of their certification status as part of their response to this RFP.

Proposers who do not meet this certification criterion will be eliminated from consideration.

Response:

Sign below as acknowledgement of your ability to meet all mandatory requirements.

_______________________________ _____________________________

Company Name Date

_______________________________ _____________________________

Print Name Signature

6.8.2 Evaluation Criteria 2 SEED Program Evaluation Points

Ten evaluation points will be awarded to SEED qualified prime Proposers. Non-SEED prime

Proposers will receive up to ten evaluation points on a pro-rata basis for proposing at least 20%

subcontracting which utilizes SEED subcontractors. Details are in the Supplier Education &

Economic Development section of this document.



6-11

If submitting a proposal with SEED subcontracting participation, Proposer shall describe in

detail the SEED subcontractor’s scope of services. The Proposer shall further provide the % and

the total amount of the SEED participation in the Prime Contractor, Subcontractor and Suppliers

Form. Proposer who is awarded the contract shall provide SMUD with the SEED subcontractor

actual spend via quarterly reporting of subcontractor invoices and payment documentation.

6.8.3 Evaluation Criteria 3 Functional and Technical Qualifications

This Section must demonstrate that your organization has the experience and capability to

provide the required software and services. Please provide:

A. Experience. A statement describing the origin, background, and size of your company along

with a project organization chart outlining key project staff. Please include expertise in the area

covered by this RFP, any previous electric utility and public agency experience. If your

company has acquired, or been acquired by a parent company, in the past 24 months, please

explain the nature of the acquisition.

Response:

B. SAP SuccessFactor Implementations. Describe your role and technical expertise in

implementing SF Employee Central, in a Core Hybrid Approach with HCI including number of

implementations. Describe how many were customized vs. standard out of box implementation?

Response:

C. SAP SuccessFactor Implementations. Describe your role and technical expertise in

implementing SF Recruiting and Onboarding, including number of implementations. Describe

how many were customized vs. standard out of the box implementations.

Response:

D. How do you define Innovation? What does your company do to keep ahead of

SuccessFactors applications and industry trends?

Response:

E. Describe in detail how you integrated SuccessFactors with an Idm solution like SailPoint IIQ,

for Life Cycle Management of Users and Roles.

Response:



6-12

F. SMUD Project Team. Describe the number of SMUD labor resources by skillset that will be

necessary to implement your solution. Explain the duration each resource will be needed. You

may attach your response as a separate document.

Response:

G. SI Project Team. Describe the number of SMUD labor resources by skillset that will be

necessary to implement your solution. Explain the duration each resource will be needed.

Provide resumes for each resource, including certifications, and specific SuccessFactor

Experience. You may attach your response as a separate document. Please exclude price

information.

Response:

H. References. A minimum of three (3) client references who will individually or collectively

validate your ability to meet SMUD’s requirements in implementing SuccessFactors Employee

Central Core Hybrid, Recruiting, and Onboarding, ideally implementing all 3 modules for each

client.

Proposers are responsible for ensuring the accuracy of the information provided. SMUD may

consider a proposal non-responsive and disqualify the Proposer if SMUD is unable to reach a

listed reference due to inaccurate or incomplete information. SMUD representatives may contact

each reference for clarification and validation purposes.

References must be willing to discuss your software and services with SMUD staff during the

evaluation process. For each reference, include the company name, contact name, title, phone

number, email, and date of implementation.

Reference 1 Reference 2 Reference 3

Company

Contact Name

Title

Phone Number

E-Mail

Date of

implementation



6-13

I. Project Schedule. Provide a schedule and narrative description explaining how you will

organize by skillset and perform the services outlined in the Scope of Work section of this RFP.

Please identify work phases, milestones and any unique tools or templates utilized. You may

provide your response as a separate attachment.

Response:

J. Scope of Work Changes. Describe your approach to scope changes during the project.

Please discuss contract administration, the change approval process, version management,

testing, scheduling, and implementation.

Response:

K. Training and Knowledge Transfer. Describe your approach to training and knowledge

transfer during the project. Discuss training objectives, plan for assessing training need for

different audiences, proposed strategy to address training needs that include medium and low

cost options and a list of off the shelf self-help tools and materials that can be purchased

among other aspects of this process.

Response:

L. Project Management Methodology and Approach. Describe your recommended Project

Management Methodology and Deployment Approach and why you believe this will be the

most expedient and budget friendly approach.

Response:

6.8.4 Evaluation Criteria 4 Commercial Terms (Price) and Compliance with SMUD's

Contractual Terms

A. This section includes the cost information contained in the Bid Schedule section of this

Request for Proposal.

B. The Proposer shall note all exceptions taken to this Request for Proposal including the

contract terms and conditions of the contract included in the Sample Contract section of this

Request for Proposal. SMUD reserves the right to reject any proposal based on

noncompliance with the attached contract terms and conditions.

Response:



6-14

6.9. BID SCHEDULE

RFP No. 180071.PD

In accordance with this Request for Proposal, the Proposer agrees to provide the services

described in the Scope of Services, at the rates shown in this Schedule.

Pricing Assumptions:

Payment will be made upon SMUD acceptance of the completed integration.

All pricing to include travel and expenses.

ITEM

NO.

DESCRIPTION QTY. UNIT UNIT

PRICE

TOTAL

AMOUNT

1. Fixed fee for Implementation Services

(As defined in Section 2.7, Scope of

Services) 1.

1 Lump

Sum

$ $

2. Training (As defined in Section 2.8.6

Training and Knowledge Transfer) 2.

1 Lump

Sum

$ $

3. Change Management (As defined in

Section 2.8.1 Organizational Change

Management) 3

1 Lump

Sum

$ $

4. Other costs required for proposed

solution, but not captured in items 1-2

above.4.

1 Lump

Sum

$ $

5. TOTAL OF LINES 1-4

N/A N/A N/A $

Note: SMUD’s evaluations for award will include SEED Price Advantage calculations.

1.

Provide a breakdown of effort hours, hourly rates and resource loading associated with Line

Item 1. You may include the breakdown as a separate attachment.

Response:

2.

Provide a breakdown of effort hours, hourly rates and resource loading associated with Line


Response:

3. Provide a breakdown of effort hours, hourly rates and resource loading associated with Line


Response:



6-15

4. Provide detail below for any items included in Line 4. You may provide details as a

separate attachment.

Response:

ADDITIONAL ITEMS. These items will not be included in the commercial evaluation.

1. For future professional services outside of the initial implementation requirements, please

provide your rate card and your discount off of the rate card that you are proposing for

SMUD. Rates are exclusive of travel and expenses. Include rate card as a separate

attachment.

DESCRIPTION UNIT PRICE

Future professional services as-needed for system

modifications, customization, training, etc., at any

point during the contract term.

Hourly Rates

Percentage off of list

%

2. It may be determined that additional months of post-production support would be required

(as opposed to the final months of onsite/remote support). Please provide the price per

additional month of support.

3. Provide a list of options and costs for items/best practices not listed in the RFP.

What would the optional cost be for integration with EDM (Documentum)?

Response:

Item

No.

DESCRIPTION QTY. UNIT UNIT

PRICE

TOTAL

AMOUNT

1. 1-month onsite support

(Available Monday – Friday,

8a.m. – 5p.m.; Inclusive of

travel and expenses)

1 Month $ $



6-16

Rates for Travel & Other Expenses

A. SMUD approved travel away from Contractor’s office shall be reimbursed at cost based on

actual receipts for air travel, car rental/taxis, and hotels. SMUD shall also pay the U. S.

General Services Administration per diem rate for the Sacramento Area to cover all meals

and daily incidental expenses.

http://www.defensetravel.dod.mil/site/perdiem.cfm

A. Mileage in Contractor’s company car or personal vehicle shall be reimbursed at a rate not to

exceed IRS Published Standard mileage rates.

http://www.irs.gov

C. Material cost shall be reimbursed at cost without markup

D. Other direct and special costs, as approved in advance by SMUD, e.g. film, reproduction,

telephone, computer usage, etc., shall be reimbursed at cost.

In case of discrepancy between the words and numbers of the bid price, the words shall govern.

In case of discrepancy between the unit prices bid and the extensions thereon, the unit prices

shall govern. In case of an error in the addition of the total bid amount for all bid items the

corrected total shall govern.

The rates proposed above shall remain fixed for the duration of the contract unless otherwise

approved in writing by SMUD.

PROPOSER:

Company:

Street Address:

City: State: Zip:

Signed:

Print Name:

Title:

Telephone: Fax:

Email: Date:

http://www.defensetravel.dod.mil/site/perdiem.cfm

http://www.irs.gov/


RFP 180071.PD.post.docx RFP Service.dotm 7-1

7. SAMPLE CONTRACT

Note: The Sample Contract is attached as a separate document.