City of San Luis Obispo, CA

City of San Luis Obispo, CAPrice Proposal Response to Request for Proposal (RFP) forEnterprise Resource Planning (ERP) System

Response to Request for Proposal RFP)

Enterprise Resource Planning ERP) System

City of San Luis Obispo, CA

Proprietary and Confidential to Sierra Cedar, Inc. Page 1

Proposal Section 9.0 Price Proposal

Proposal Section 9.0) TO BE SUBMITTED UNDER SEPARATE COVER. Proposers should submit their price proposal in a

separate and sealed packet according to the format provided in Attachment 14 Cost) to this RFP.

Sierra Cedar has provided a response to Attachment 14 Cost).

B.9.1 Identify major milestones as part of the project. It is required that costs will be invoiced upon completion of major

milestones and cumulative payments should not exceed incurred work. Please provide a schedule of all payments necessary to

complete the proposed scope.

Acknowledged and included in the 3 Services tab of Attachment 14 Cost).

B.9.2 Complete and submit Attachment 14 Cost)

It is important that proposers use the format presented in this RFP even if an additional format is provided. Attachment

16 Cost) should include total price for all software and services, including third parties. If third party products or services are

included, do not provide separate version of Attachment 14 Cost) for each third party product.

Acknowledged.

All pricing must be submitted as fixed by milestone. Costs listed as to be determined” or estimated” will not be

scored.

Acknowledged.

All service costs must be provided on a task or completion basis with costs assigned to each milestone, deliverable

and/or task. Proposers are required to fill in deliverables and tasks under the provided headers project initial knowledge

transfer, process analysis/system design, system build, testing, training, and closure) Additional detail may be provided to

further explain deliverable/ task costs.

Acknowledged and included in the 3 Services tab of Attachment 14 Cost).

City requires that milestone payment for final acceptance of each phase as defined in Section D) be at least 10%of the

total cost for each phase.

Acknowledged.

Proposers should include all software modules and state any limitations on module use. If no limitations are listed, the

City will consider that pricing is based on full enterprise wide access for the City.

The proposal includes limitations and exclusions as directed by the City.

Proposers must submit implementation costs as fully loaded rates that include all necessary travel or other expenses.

By submitting a proposal, all proposers acknowledge that all pricing including travel) must be a fixed fee or included in the

implementation milestones.

Acknowledged.





Proposal Pricing Assumptions

Our proposal is based on the following assumptions:

General Assumptions

Sierra Cedar assumes that the City resources will have the appropriate skill sets, be available as

required, and be empowered to make decisions regarding the requirements, configuration, and

operation of the system. Timely decision making by the City will be crucial to meeting the estimated

time and costs in this proposal, as such, the City will make critical decisions in a timely manner

within 3 days) so as not cause delays to the project schedule.

The City will implement leading industry practices as provided by the delivered software. Where

variances occur between software functionality and current City business processes, the City will

adapt business processes to be compatible with the standard application functionality.

The City will make any existing documentation available so that it can be reviewed before and

during the project implementation. This includes, at a minimum, Business Process Documentation

and Legacy System User Manuals.

The City will drive the project towards a common set of business processes and a common platform

for all divisions/ departments in scope. The City Stakeholders will be responsible for resolving

conflicting requirements during the project in a timely manner.

Sierra Cedar cannot be held responsible for project delays beyond our control which include Oracle

defects and Oracle mandated version releases and updates.

Staffing Assumptions

The City and Sierra Cedar will each assign an Executive Sponsor and establish a joint project

management team. The Sierra Cedar Executive Sponsor will oversee all resources, deliverables, and

commitments that are the responsibility of Sierra Cedar and will validate appropriate collaboration

across entities. The City Executive Sponsor will actively advocate and support this project and take

overall responsibility for the outcomes within the City, including communication of the project

objectives, assignment of appropriate resources to the project, and resolution of escalated issues.

The full time City Project Manager will coordinate all resources, control project scope and

timeframes, facilitate the resolution of issues in a timely fashion, and serve as the single point of

contact for project deliverable approval. Review and approval of deliverables are performed in a

timely manner within 3 working days) so as not to cause delays to the project schedule. Sierra

Cedar and the City will share project management responsibilities.





Scope Assumptions

Estimates of project timeline and consulting cost are based on our current understanding of City

goals and objectives including the information made available in preparing this proposal as well as

the scope and assumptions defined in this proposal.

Question B.2. of the proposal includes the list of software components to be implemented for the

City.

Estimates in this proposal are based on implementation of Oracle Cloud Release 13 or latest release

at the start of the project). Release 14 of Oracle Cloud products will be evaluated before go live to

determine if there is incremental benefit from this release, and, in the event the City decides to

implement to a different release, Sierra Cedar will re confirm the effort and estimates.

Absence Management

Absence Management functionality will be enabled for up to 14 entitlement/accrual policies sick,

personal, vacation). All absence management accrual policies and rules will be finalized prior to the

end of the Design Phase of each Rollout. The basis for the policies and rules will be the City’s

documented Memorandum of Agreement for each bargaining unit.

Benefits

Up to 12 integrations with Benefit Providers will be developed.

All benefit plan policies and rules will be finalized prior to the end of the Design Phase of each

Rollout. The basis for the policies and rules will be the City’s documented Memorandum of

Agreement for each bargaining unit.

Time and Labor

Direct time entry will be performed by employees, supervisors, and authorized delegates device

integration excluded)

Up to two time card configurations project and non project) will be developed using Time Card

Composer

Workflow enabled timecard approval by supervisor and/or project manager will be provided. Time

outs and escalation rules will be established in the workflow approval process.

Time Management Policies/ Rules setup for approximately 400 active employees plus seasonal

employees

Time rules will only include template based rules and functional configuration for the rules

Time Management Policies/ Rules will be setup for four bargaining units

All Time and Labor policies and rules will be finalized prior to the end of the Design Phase of each

Rollout. The basis for the policies and rules will be the City’s documented Memorandum of

Agreement for each bargaining unit.





Payroll

Bi Weekly Payroll Processing will be enabled for one state California) and one Tax ID including four

collective bargaining agreements.

Budgeting

Should the City opt to keep the Questica application for budgeting and forego the implementation

of Oracle Planning and Budgeting Cloud Service PBCS) and Enterprise Performance Reporting Cloud

Service EPRCS), Sierra Cedar will reduce the total fixed price by 255,372.40. With this scenario,

Sierra Cedar would eliminate the services and corresponding software subscription detailed in its

proposed Rollout 3 as follows:

Cost to implement and integrate PBCS EPRCS 137,500.00

Minus the cost to integrate Questica 20,000.00)

Net SERVICE savings equals 117,500.00

Five Year Subscription cost for PBCS and EPRCS 137,872.40

Net SOFTWARE savings 5 years) equals 137,872.40

TOTAL cost savings eliminating Phase 3 255,372.40

Project Responsibility Assumptions

As part of our Knowledge Transfer effort to assist the City in supporting the system in a self

sufficient manner, Sierra Cedar and the City will share responsibilities for project tasks as follows:

Configuration: Sierra Cedar will setup the initial two rows of configurations for each necessary

table to support the system. The City will enter the remaining rows for each configuration table

with Sierra Cedar’s guidance.

Interfaces: Sierra Cedar will be responsible for approximately 70%of the development effort.

The City will be responsible for the remaining 30%. The City will perform any necessary changes

to 3rd Party systems that interface with the new ERP system. Common interfaces in and out of

the new ERP Cloud system will conform to a single format in and out of the ERP Cloud

system. For example, each interface that would create a journal entry into ERP Cloud would

create one common file format, logic and approach. The interface list will include the interfaces

outlined in Attachment 13 SLO Requirements).

Data Conversion: Sierra Cedar will be responsible for 70%of the data conversion development

effort. The City will be responsible for the remaining 30%. The City will be responsible for all

legacy system data extracts, data translation requirements old value to new value), and data

cleansing in support of data conversion. Sierra Cedar will assist the City with the data conversion

plan and data mapping efforts, and will advise it on approaches for loading data into the Oracle

applications. Sierra Cedar and the City will reach a mutual agreed upon strategy for handling

historic data and any open business transactions not closed out in the legacy systems. The

conversion list will include the conversions outlined in Attachment 11 Data Conversions SLO).





Reports: Sierra Cedar’s reporting scope is limited to the extensive library of out of the box

reports and those which are required to support the City’s reporting requirements to ten report

layouts via either BI Publisher or Oracle Transactional Business Intelligence) to address the

related Functional Requirements specified in Attachment 13 SLO Requirements). In addition,

Sierra Cedar will develop up to 8 reports related to Budget Formulation. The City will be

responsible for any other reports whether configured or custom developed.

Budget Formulation: One Budget Plan Type will be configured for the City. It will be the Line

Item Budget Plan Type. Personnel employees and contractors) budgeting will be performed as

part of the line item budgeting process. The capital planning budget will be summarized into

the line item budget.

System Integration and UAT Testing: Sierra Cedar will assist with the coordination and

execution of System Integration Testing. The duration of System Integration Testing is four

weeks for Phase 1 and six weeks for Phase 2. The City will own the development of testing

scenarios. Sierra Cedar will own the development of test scripts. The duration of User

Acceptance Testing is three weeks for Phase 1 and four weeks for Phase 2. The City will organize

and lead all User Acceptance Testing activities with guidance from Sierra Cedar.

Training:

o 1 training class per module area.

o Training classes will average 1 day in duration.

o Sierra Cedar will perform Train the Trainer sessions to the City trainers. The City will

own the end user training sessions.

Production Support and New Release Support Post Go Live).

o Onsite Production Support. Sierra Cedar will provide 4 weeks onsite production support

after go live.

Attachments for Proposal Section 9.0

Sierra Cedar has provided the following attachments for this section of the response:

Complete Attachment 14 Cost)

Sierra-Cedar Attachment_14_Cost

Schedule 4: Other FeesVendor: Sierra-Cedar Inc.

Description Cost

Total $ 0

Sierra-Cedar, Inc. 4-Other - Page 144

City of San Luis Obispo, CA

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