HomeMy WebLinkAbout2020-04-03 - Request for Proposals - Enterprise Resource Planning SoftwareCITY OF TUKWILA REQUEST FOR PROPOSALS
CLOUD-BASED ENTERPRISE RESOURCE PLANNING SOFTWARE SOLUTION (ERP)
DUE: FRIDAY, APRIL 3, 2020, 5:00 p.m. (PST)
Notice is hereby given that proposals will be received by the City of Tukwila, Washington, for:
Enterprise Resource Planning (ERP) Software Solution
The purpose of this Request for Proposal (RFP) is to solicit proposals from software Vendors, systems
integrators, and/or Value Added Resellers (VARs) who can demonstrate that they possess the organizational,
functional and technical capabilities to provide an Enterprise Resource Planning (ERP) Software solution that
meets the City’s needs. The modules included are Financials, Human Resources, Payroll, and Utility Billing. The
City’s preference is to select and begin implementation of a replacement ERP solution in the fourth quarter of
2020.
Please review the full RFP following this notice
The City of Tukwila reserves the right to reject any and all proposals, and to waive irregularities and
informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs
incurred by respondents in the preparation and submission of a proposal, including but not limited to a
respondent doing an onsite scripted product demonstrations. Furthermore, the RFP does not obligate the City
to accept or contract for any expressed or implied services.
A vendor response that indicates that any of the requested information in this RFP will only be provided if and
when the supplier is selected as the apparently successful supplier is not acceptable, and, at the City’s sole
discretion, may disqualify the proposal from consideration.
The City of Tukwila assures that no person shall, on the grounds of race, color, national origin, or sex be
excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any
program or activity. The City of Tukwila further assures that every effort will be made to ensure non-
discrimination in all of its programs and activities, whether those programs are federally funded or not.
In addition to nondiscrimination compliance requirements, the Supplier(s) ultimately awarded a contract shall
comply with federal, state, and local laws, statutes, and ordinances relative to the execution of the work. This
requirement includes, but is not limited to, protection of public and employee safety and health;
environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees;
taxes; and similar subjects.
The Supplier(s) ultimately awarded a contract will be required to sign a Non-Disclosure Agreement.
Responses must be mailed or hand delivered to City of Tukwila, Finance Department, ATTN: Vicky Carlsen,
6200 Southcenter Blvd., Tukwila, WA and marked “Cloud-Based Enterprise Resource Planning Software
Solution RFP.” Directions for submittal are contained in the RFP itself.
Questions regarding the proposal will be accepted by email ONLY to Vicky Carlsen, Finance Director,
vicky.carlsen@tukwilawa.gov.
Proposals received later than 5:00 p.m. April 3, 2020, will not be considered.
Published Seattle Times: February 6, 2020 and February 20, 2020
Published Daily Journal of Commerce: February 6, 2020 and February 20, 2020
City of Tukwila
Request for Proposal
Cloud-Based Enterprise Resource
Planning Software Solution (ERP)
Issue Date: February 6, 2020
Due Date: April 3, 2020
TABLE OF CONTENTS
SECTION 1: GENERAL RFP INFORMATION ................................................................................................................ 1
1.1 RFP PURPOSE ......................................................................................................................................................... 1
1.2 INTRODUCTION ....................................................................................................................................................... 1
1.3 CURRENT SOFTWARE SOLUTIONS .................................................................................................................. 1
1.4 OBJECTIVES ............................................................................................................................................................. 1
1.5 CITY BUSINESS GOALS ........................................................................................................................................ 2
1.6 SCOPE OF WORK.................................................................................................................................................... 3
1.7 CURRENT ENVIRONMENT .................................................................................................................................... 4
1.8 OFFICIAL CONTACT AND PROPOSAL SUBMISSION ADDRESS ............................................................... 5
1.9 PROCUREMENT SCHEDULE ................................................................................................................................ 5
1.10 EVALUATION PROCEDURES ............................................................................................................................. 6
1.11 TERMS AND CONDITIONS .................................................................................................................................. 6
SECTION 2: VENDOR INSTRUCTIONS ........................................................................................................................... 9
2.1 LETTER OF INTENT ................................................................................................................................................ 9
2.2 VENDOR QUESTIONS ............................................................................................................................................ 9
2.3 RFP RESPONSE FORMAT ..................................................................................................................................... 9
2.4 KEY FUNCTIONAL AND TECHNICAL REQUIREMENTS .............................................................................. 10
SECTION 3: EXHIBITS ..................................................................................................................................................... 10
EXHIBIT A – ACCEPTANCE OF TERMS AND CONDITIONS OF RFP ............................................................. 11
EXHIBIT B – NON-COLLUSION CERTIFICATE ..................................................................................................... 13
EXHIBIT C – FUNCTIONAL AND TECHNICAL REQUIREMENTS ..................................................................... 14
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SECTION 1: GENERAL RFP INFORMATION
1.1 RFP PURPOSE
The purpose of this Request for Proposal (RFP) is to solicit proposals from software Vendors, systems
integrators, and/or Value Added Resellers (VARs) who can demonstrate that they possess the organizational,
functional and technical capabilities to provide an Enterprise Resource Planning (ERP) Software solution that
meets the City’s needs. The modules included, but not limited to, are Financials, Human Resources, Payroll, and
Utility Billing. The City’s preference is to select and begin implementation of a replacement ERP solution in the
fourth quarter of 2020.
1.2 INTRODUCTION
Tukwila includes both single- and multi-family residences, heavy and light manufacturing, and service-oriented
companies, as well as the Northwest's largest concentration of retail businesses. The City prides itself in its well-
established economic base, low debt burden, and strong financial management. The City is a 111-year old
community that incorporated in 1908 and now encompasses an area of 9.7 square miles, with a population of
just under 21,000. It is a Mayor-Council form of government, administered by a full-time Mayor, a seven-member
City Council, and a City Administrator. The City is located in the heart of the Puget Sound region, approximately
12 miles south of downtown Seattle, 17 miles north of Tacoma, and just east of Seattle-Tacoma International
Airport. A full community profile can be found at www.Tukwilawa.gov.
1.3 CURRENT SOFTWARE SOLUTIONS
The City currently uses Tyler Technology - Eden for its financial, human resources, payroll, and utility billing
modules. The Recreation Department utilizes Perfect Mind for class and event registrations as well as for facility
bookings. Community Development and Public Works utilizes TRAKiT for permit activity. The Fire Department is
currently implementing the use of TRAKiT for their permit activity. For central cashiering, the Finance Department
uses Tyler Cashiering, and both the Police and Fire Departments process payments manually. The City recently
implemented Lucity for asset management and Human Resources utilizes Lanteria for evaluations and training
and NeoGov for recruitment.
1.4 OBJECTIVES
The City is seeking an integrated “commercial off the shelf”, configurable, packaged solution(s) that will meet its
core requirements with minimal modifications. The City expects the Vendor to perform the related professional
services (e.g. best practices guidance, training, project management, implementation, integration and report
development) in a timely and professional manner. Services should be provided by experienced ERP experts
who have successfully implemented the proposed solution(s) at comparable municipalities with similar
requirements for the modules in scope, including financials, human resources, payroll, licenses and utility billing
solutions.
The City is willing to consider a “best of breed” approach and will consider proposals from single Vendors or from
multiple Vendors working as a team. In the event multiple Vendors submit a proposal together, the City expects
that there will be one primary contact that will be responsible for the whole project and for coordinating the work
of the other Vendors.
The ideal Vendor shall have experience in successfully implementing the proposed solutions at local government
agencies of similar size to the City and/or in larger agencies. The successful Vendor shall be responsible for the
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final City approved design, installation, implementation and commissioning of the ERP system, including
development of user acceptance testing, system integration and connectivity to existing resources.
This RFP process seeks to find the best overall solution(s) for the City for this investment. The award shall be
made to the qualified Vendor whose proposal is most advantageous to the City with price and other factors
considered. Other factors that may contribute to the selection process include but are not limited to the following:
Project approach and understanding of the City’s objectives and requirements
Supplier’s implementation methodology and implementation success
Feedback from customer references
Compliance with the City’s terms and conditions
Ability to meet the City’s requirements including software modules, functionality, usability, performance,
flexibility, integration and technology
Supplier’s installed base and experience with municipalities similar to the City
Supplier’s installed base with similar municipalities in the State of Washington
Ability to integrate with other City systems
Cost and quality of ongoing maintenance and support
Overall the ERP system must provide the following:
Compatibility with the City’s Technology strategic objectives.
A complete commercial off the shelf solution that has been successfully implemented in the last 18
months for public agencies of comparable size and that follows best practices offered by the software.
Alignment with the functional requirements as defined in this RFP.
A solution that requires no modification to base code, but is configurable to meet the needs of the City
now and into the future.
An intuitive interface and an easy learning curve to facilitate rapid adoption and minimize the need for
external on-going training services.
A system that is stable, secure, and accessible and supports business processes, service delivery and
transparency.
Vendor must have an ongoing and sustainable product and corporate strategy to avoid obsolescence.
Comprehensive library of standard reports and tools for end user ad hoc reporting and queries.
Foster collaboration and process efficiencies between departments.
Easy integration with other systems.
Compliance with State of Washington requirements including BARS and DRS reporting.
1.5 CITY BUSINESS GOALS
The City requires an ERP solution to enable the City to meet the following business goals:
Establish a technical foundation for the ERP solution that is reliable and accommodates the changing
business needs of the City.
Enable consistent adoption and application of policies and procedures across City departments.
Increase efficiency to improve City services for our residential and business communities.
Work with all stakeholders to increase the capabilities of the City workforce and optimize the delivery
of City government services.
Reduce the effort required to convert data to actionable information and increase the accuracy and
timeliness of financial, personnel, and acquisition information to enable the City to optimize
resources and make better-informed decisions.
Protect the privacy and security of City employee and resident personal information (including health
and financial-related personal information and Financial Management System similar personal
information of City employees and/or residents).
Facilitate open and transparent City government operations.
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Establish core functionality within the ERP Solution that delivers the greatest business benefit to the
City, by reducing the amount of redundant systems and processes at the City.
Provide an ERP solution that minimizes risk and maximizes business benefits.
1.6 SCOPE OF WORK
The City is seeking a cloud-based, integrated solution that will meet its core requirements out of the box with
minimal modifications. The goal is to optimize system utilization for all users, improve response times, reduce
errors, reduce manual efforts, improve analytical capabilities and improve customer service. The City intends
to minimize its total cost of ownership without any degradation in performance and level of service and to
implement a system which can remain on the upgrade path with minimal cost and business impact. The
modules being considered in this evaluation include the following:
Required Significant Interest Possible Interest
General Ledger Grant Management Inventory
Project Accounting Contract Management Land
Cash Receipting (POS) Bank Reconciliation Citizen Services
Accounts Receivable Benefit Administration
Fixed Assets Applicant Tracking
PCard Budgeting
Purchasing
Accounts Payable
Payroll
Time & Attendance
Employee Self-Service
Human Resources
Utility Billing
The primary focus for this evaluation is to replace the Financial and HRIS solutions with fully integrated modules
that meet the specific requirements of the City.
The City would consider standalone 3rd Party applications for budgeting, utility billing and HRIS; however, the
preference is for an integrated suite or open integration technology such as Web Services or prebuilt API’s to
3rd Party solutions.
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The following chart lists other City applications currently in use that the City would like interfaced or integrated
to the replacement ERP solution:
Application Function Integrate/Interface
TRAKiT Permitting, Code Enforcement, possible
business licenses
Yes
Kronos TeleStaff Fire Staff Scheduling, Timekeeping Yes
US Bank Banking Yes
Lucity Asset Management, Timekeeping for
Public Works staff
Yes
Perfect Mind Recreation Registration and Facility
Booking
Yes. Cashiering for
Recreation is done
through Perfect Mind
3rd Party payments US Bank - Merchant Accounts
US Bank – Safekeeping
US Bank – PCard Program
Paymentech/Paymentus
Pay-by-Phone
Evelon (credit card processor)
Global Payments (credit card processor)
World Pay (credit card processor)
Cybergolf (credit card processor)
Possible
Golfnow Golf course management system Yes
Esri Arc Info 10.5 GIS System Possible
Washington State
Department of
Retirement Systems
Employee Pension Program Possible
NeoGov Recruitment and Applicant Tracking Possible
Everything Benefits Online benefit forms Possible
HP TRIM Document Management and retention Possible
Sensus Meter reading system Yes
Laserfiche Enterprise Content Management System Possible
The City has identified a team of individuals that will be assigned to the implementation of replacement system(s).
The City requests Vendor to indicate level of staffing needed for implementation as well as ongoing support.
Vendor should estimate hours required for implementation for IT staff and business users by functional area.
1.7 CURRENT ENVIRONMENT
The City has approximately 350 full time employees and approximately 150 seasonal and part-time employees,
591 PCs and 68 servers. City employees are located at 4 primary locations, all connected by fiber. There are
also 9 additional locations which house City employees. Voice and data needs for these sites are served by fiber.
The City’s standard network operating system is Windows Server 2012/2016. The standard desktop operating
system is Windows 10. The City is currently using applications in Office 365 and Azure. SharePoint is used to
generate dashboard views for some Management data outside of the financial system. The data backbone is
Ruckus/Cisco 10/100/1000 and10 gigabit switches, firewalls, and routers.
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City servers are split between a small internal server room in the City Hall building and an adjacent building. Both
rooms are configured as limited access with controlled environments. The standard configuration is rack mounted
HP/Dell servers with redundant power supplies, SCSI controllers and built-in Ethernet 10/100/1000. There are a
total of sixty-eight servers. Sixty-three servers are hosted by three VMWare host servers connected to 5 3000
series dotHill SANs. The Network is a managed TCP/IP switched Ethernet architecture with fiber connectivity
between geographically dispersed locations. All servers are backed up on a regular schedule utilizing Acronis
backup. Backups are stored on prem and in Azure.
The City also maintains a wireless network. The wireless network is a Ruckus solution consisting of eleven T710
series outdoor mesh and twenty-three R700/R500 series indoor access points. All configuration and
management is handled centrally via a Ruckus controller. The R700/R500 series access points are located
throughout all City owned buildings and the T710 series MESH access points are located on S144th St and TIB.
1.8 OFFICIAL CONTACT AND PROPOSAL SUBMISSION ADDRESS
Upon release of this RFP, all Vendor communications concerning the RFP should be directed to the City’s
Finance Director listed below. Unauthorized contact regarding this RFP with any other City employees may result
in disqualification. Any oral communications will be considered unofficial and non-binding on the City. Vendors
should rely only on written statements issued by the Finance Director. The City’s Finance Director is:
Name: Vicky Carlsen
Address: 6200 Southcenter Blvd, Tukwila, WA 98188
E-mail: vicky.carlsen@tukwilawa.gov
Phone: 206.433.1839
Proposals must be received at the following address by no later than 5:00 pm PST on April 3, 2020:
City of Tukwila
ATTN: Cloud-Based Enterprise Resource Planning Software Solution RFP
6200 Southcenter Blvd
Tukwila, WA 98033
1.9 PROCUREMENT SCHEDULE
The procurement schedule for this project is provided in the following table. The City reserves the right to
adjust this schedule as necessary:
Milestone Deadline
RFP Issue Date February 6, 2020
Submit Questions Regarding RFP March 6, 2020 by 5:00 p.m.
City Response to Questions March 13, 2020
Proposals Due from Participating Vendors April 3, 2020 by 5:00 p.m.
Vendor Short List Identified May 1, 2020
Vendor Notification and Delivery of Short List May 8, 2020
Software Demos June 1 through July 16, 2020
Contract Negotiations August - September 2020
Implementation Kick-off October 2020
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1.10 EVALUATION PROCEDURES
The Finance Director and other implementation team staff will evaluate the submitted proposals. The initial
technical and functional evaluation will be based on written responses to this RFP.
It is important that the responses be clear, concise, and complete so that the evaluators can adequately
understand all aspects of the proposal. The City is not interested in unnecessary sales verbiage.
The evaluators will consider the completeness of the proposal, how well the Vendor complied with the response
requirements, responsiveness of Vendor to requests, the number and nature of exceptions (if any) the Vendor
takes to the terms and conditions, the total cost of ownership, and how well the Vendor's proposed solution
meets the needs of the City as described in the Vendor's response to each requirement and form.
As part of the evaluation, the City reserves the right to request additional information, ask for a Web or onsite
demo, conduct conference calls to review the response, or take any other action necessary to perform a
thorough and objective evaluation of each Vendor’s response. This evaluation includes, but is not limited to
conducting customer reference checks, visiting Vendor headquarters and reviewing any other information about
the Vendor and its solution (e.g. performance, viability, technology, mergers and acquisitions, organizational
changes, litigation, industry analyses, etc.)
The evaluation process is intended to help the City select the Vendor with the best combination of attributes,
including but not limited to total cost of ownership, ease-of-use, performance, reliability, vision, flexibility,
stability, sustainability, Vendor viability and Vendor capacity to successfully implement the selected applications.
The City also reserves the right to require that a subset of finalist Vendors make a presentation and conduct a
scripted product demonstration to its selection team at a location and time chosen by the City.
1.11 TERMS AND CONDITIONS
RFP Amendments
The City reserves the right to change the schedule or issue amendments to the RFP at any time. The City also
reserves the right to cancel or reissue the RFP. Any changes to the schedule or amendments to the RFP will
be posted on the City’s website in the Digital Records Center.
Good Faith Statement
All information provided by the City in this RFP is offered in good faith. Individual items are subject to change at
any time. The City makes no certification that any item is without error. The City is not responsible or liable for
any use of the information or for any claims asserted therefrom.
Proposal Acceptance
The City reserves the right to accept the bid, bids or parts of a bid deemed most advantageous to the City. If
applicable, the City reserves the right to request from the software Vendor a different implementation provider,
and/or Value Added Reseller than the one proposed, or, at its sole discretion, select a different implementation
provider, and/or Value Added Reseller on its own.
Cooperative Purchasing
RCW 39.34 allows cooperative purchasing between public agencies (political subdivisions) in the State of
Washington. Public agencies which have filed an Intergovernmental Cooperative Purchasing Agreement with
the City of Tukwila may purchase from City of Tukwila contracts, provided that the supplier agrees to participate.
The City of Tukwila does not accept any responsibility for purchase orders issued by other public agencies.
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Recordings
The City reserves the right to record and/or videotape all Webinars, demos, conference calls, demos or other
communications relative to this RFP.
Vendor’s Cost to Develop Proposal
Costs for developing proposals in response to the RFP are entirely the obligation of the vendor and shall not be
chargeable in any manner to the City.
Vendor’s Understanding of the RFP
In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in
detail, including making any inquiries to the City as necessary to gain such understanding. The City reserves
the right to disqualify any vendor who demonstrates less than such understanding. Further, the City reserves
the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That
right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall
be at no fault, cost, or liability whatsoever to the Client.
Proposed Costs for ERP Software Solution
All costs related to implementation, training, configuration, data conversion, annual support, or any other
component related to the proposed solution must be fully disclosed in the RFP response. The City will not be
responsible to pay for any element that is not clearly identified and quantified in the RFP response.
Withdrawal of Proposals
Proposals may be withdrawn at any time prior to the submission time specified in this RFP, provided notification
is received in writing. Proposals cannot be changed or withdrawn after the time designated for receipt.
Rejection of Proposals – Waiver of Informalities or Irregularities
The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities
contained in any proposal, and to accept any proposal deemed to be in the best interest of the City.
Proposal Validity Period
Submission of the proposal will signify the Vendor’s agreement that its proposal and the content thereof are
valid for 180 days following the submission deadline and will become part of the contract that is negotiated
between the City and the successful Vendor.
City License
The Vendor awarded said contract will be required to purchase a City Business License.
Public Disclosure Notice
Under Washington State law, the documents (including but not limited to written, printed, graphic, electronic,
photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in
response to this request for proposals (the “documents”) become a public record upon submission to the City,
subject to mandatory disclosure upon request by any person, unless the documents are exempted from public
disclosure by a specific provision of law.
Documents identified as confidential or proprietary will not be treated as such if public disclosure laws take
precedence.
If the City receives a request for inspection or copying of any documents provided by a Vendor marked as
confidential in response to this RFP, it will promptly notify the Vendor at the address given in response to this
RFP that it has received such a request. Such notice will inform the Vendor of the date the City intends to
disclose the documents requested and affording the Vendor a reasonable opportunity to obtain a court order
prohibiting or conditioning the release of the documents. The City assumes no contractual obligation to enforce
any exemption.
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Any information contained in the proposal that the Vendor desires to claim as proprietary or confidential, and
exempt from disclosure must be clearly designated, including identifying the page and particular exception(s)
from disclosure. The City will try to respect all material identified by the Supplier as being Proprietary or
Confidential, but requests that Vendors be highly selective of what they mark as Confidential. The City will make
a decision predicated upon applicable laws and can choose to disclose information despite its being marked as
confidential or proprietary.
Marking the entire proposal as proprietary or confidential, and therefore, exempt from disclosure will NOT be
accepted or honored and may result in disclosure of the entire proposal or disqualification of the proposal solely
at the discretion of the City.
Documents identified as confidential or proprietary will not be treated as such if public disclosure laws take
precedence, the information is publicly available, the information is already in the City’s possession, the
information is obtained from third parties without restrictions on disclosure or the information was independently
developed without reference to the Confidential information.
Acquisition Authority
This RFP and acquisition are authorized pursuant RCW 39.04.270.
Contract Award and Execution
The City reserves the right to make an award without further discussion of the proposal submitted.
Therefore, the proposal should be initially submitted on the most favorable terms the Vendors can offer. It
is understood that the proposal will become a part of the official file on this matter without obligation to the
City.
The Vendor selected as the apparently successful Vendor will be expected to enter into a negotiated
contract with the City (“Negotiated Contract”).
The general conditions and specifications of this RFP as proposed by the City and the successful Vendor's
response, as amended by agreements between the City and the Vendor, will become part of the Negotiated
contract’s documents. Additionally, the City will verify Vendor representations that appear in the proposal.
Failure of the Vendor's products to meet the mandatory specifications may result in elimination of the
Vendor from competition or in contract cancellation or termination.
The Vendor agrees that this RFP, the Vendor’s response to this RFP (proposal) and a mutually agreed
upon Statement of Work will be included as part of the executed Negotiated Contract.
If the selected Vendor fails to sign a Negotiated Contract with the City within five (5) business days of
delivery of the final contract, the City may elect to cancel the award and award the contract to the next-
highest-ranked Vendor.
No cost chargeable to the proposed contract may be incurred before receipt of a fully executed Negotiated
Contract or unless otherwise agreed to in writing by both parties.
If mutually agreed upon terms cannot be negotiated, the City, at its sole discretion, may terminate
negotiations and begin contract negotiations with the next highest scored RFP response.
Other Compliance Requirements
In addition to nondiscrimination and equal opportunity compliance requirements, the Vendor awarded a
contract shall comply with federal, state and local laws, statutes, and ordinances relative to the execution of
the work. This requirement includes, but is not limited to, protection of public and employee safety and health;
environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees;
taxes; and similar subjects.
Ownership of Documents
Any reports, studies, conclusions, and summaries prepared by the Proposer shall become the property of the
City.
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Confidentiality of Information
All information and data furnished to the Vendor by the City, and all other documents to which the Vendor’s
employees have access during the term of the contract, shall be treated as confidential to the City. Any oral
or written disclosure to unauthorized individuals is prohibited.
SECTION 2: VENDOR INSTRUCTIONS
2.1 LETTER OF INTENT
Vendors wishing to submit proposals are encouraged (but not required) to provide a written Letter of Intent to
propose by March 2, 2020. An email attachment sent to vicky.carlsen@Tukwilawa.gov is acceptable. Please
identify the name, address, phone and email address of the person who will serve as the key contact for all
correspondence regarding this RFP.
A Letter of Intent is required if a Vendor would like to be directly notified, and receive, a list of the questions
and answers that will be generated from the pre-proposal process.
2.2 VENDOR QUESTIONS
Suppliers who request a clarification of the RFP requirements must submit written questions to the Finance
Director by 5 p.m. on March 6, 2020 via email to: vicky.carlsen@tukwilawa.gov.
2.3 RFP RESPONSE FORMAT
Proposals shall be prepared simply and economically, providing a straightforward, concise description of the
proposer’s capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and
clarity of content, cost effectiveness of the proposal, and adherence to the presentation structure required by
this RFP and not on volume. All proposals and accompanying documentation will become the property of the
City and will not be returned. Proposals shall be easily recyclable; plastic and wire bindings are discouraged.
Proposals must be delivered by the date and time indicated in Section I.8 to the Finance Director noted in this
RFP. Proposals must be delivered in the following format:
Two USB drives each containing the full RFP response, plus a signed (original signature), hard copy
of Exhibit A – Acceptance of Terms and Conditions of RFP and Exhibit B – Non-Collusion Certificate.
Printed copies of the full RFP response will also be accepted. No 3-ring binders, please.
Vendors wishing to respond to only select modules (e.g. Budgeting, Utility Billing) should clearly indicate which
modules are included as a formal response.
Failure to address all items will impact the evaluation and may classify the response as non- responsive and
preclude it from further consideration.
Late proposals will be kept but not considered for award. Proposals must be sealed and clearly addressed and
marked with the RFP title: “Cloud-Based Enterprise Resource Planning Software Solution RFP.” Proposals
may be mailed to the City, but must be received by the purchasing agent no later than the above stated date
and time. The City will not be liable for delays in delivery of proposals due to handling by the US Postal
Service or any other type of delivery services. Hand delivered proposals will be received at the front desk in
the main lobby of the City.
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2.4 KEY FUNCTIONAL AND TECHNICAL REQUIREMENTS
This section includes the Requirements to be evaluated in this RFP. Use the electronic format provided with
this RFP package (Exhibit C). This is not a comprehensive list of all of the City’s requirements, but includes
the key requirements that will be used to evaluate the RFP responses and will be included as part of the signed
contracts. Software applications that are missing a significant number of required features and technology
preferences may be eliminated from consideration.
Vendors must provide a response for every item for all Modules they are bidding on. If the requirement does not
pertain to the proposal being submitted, enter “N/A”. In addition, each line item should include a brief
explanation of how the required item is supported . Do not modify the format, font, numbering, etc. of this
section. If a submitted RFP includes blank responses the document may be considered in violation and rejected.
If the submitted RFP response includes changes, modifications, or deletions of line items, the document may be
considered in violation and rejected. Vendors are encouraged to respond by either providing a response to
requirements based on Vendor-offered solutions, or by identifying third party partnership solutions.
SECTION 3: EXHIBITS
Exhibit A – Acceptance of Terms and Conditions of RFP
Exhibit B – Non-Collusion Certificate
Exhibit C – Functional and Technical Requirements
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EXHIBIT A – ACCEPTANCE OF TERMS AND CONDITIONS OF RFP
ACCEPTANCE OF TERMS AND CONDITIONS
It is the intent of the City to contract with a private Vendor. All Vendor representations, whether verbal,
graphical or written, will be relied on by the City in the evaluation of the responses to this Request for Proposal.
This reliance on the Vendor’s represented expertise is to be considered as incorporated into any, and all,
formal Agreements between the parties.
Print the words "NO EXCEPTIONS" here if there are no exceptions taken to any of the terms, conditions, or
specifications of these request for proposal documents: __________________________________________
If there are exceptions to any of these terms, conditions, or specifications of these request for proposal
documents, they must be clearly stated in the table below (“RFP EXCEPTIONS”) and returned with your
proposal in the appropriate section.
If you provided a sample copy of your contract(s), you still need to identify in this document (“RFP
EXCEPTIONS”) any and all exceptions you have to the City’s Terms and Conditions.
Company
Authorized Individual Name and Title
Telephone
Email
Address
AUTHORIZED SIGNATURE ________________________________________________________________
DATE _________________________________________________________________________________
OTHER NOTES:
City of Tukwila Request for Proposals for Enterprise Resource Planning Software
Page | 12
RFP EXCEPTIONS
Add any additional line items for exceptions as necessary and reference any explanatory attachments
within the line item to which it refers.
Reference Exception Reason Alternate Approach
1
2
3
4
5
6
7
8
9
10
City of Tukwila Request for Proposals for Enterprise Resource Planning Software
Page | 13
EXHIBIT B – NON-COLLUSION CERTIFICATE
NON-COLLUSION CERTIFICATE
STATE OF __________________________
COUNTY OF ________________________
The undersigned, being duly sworn, deposes and says that the person, firm, association, co-partnership
or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in
any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation and
submission of a proposal to the City of Tukwila for consideration in the award of a contract on the improvement
described as follows:
______________________________________________
(Name of Firm)
By: _____________________________________________
(Authorized Signature)
Title: ___________________________________________ SUBSCRIBED AND SWORN TO before me on this ___ day of ____________________, _____. ______________________________________
Notary Public My Commission expires: _________________
SEAL:
City of Tukwila Request for Proposals for Enterprise Resource Planning Software
Page | 14
EXHIBIT C – FUNCTIONAL AND TECHNICAL REQUIREMENTS
Functional and technical requirements are contained in a spreadsheet. Tabs in the spreadsheet are color coded:
green tabs represent required modules, blue tabs represent desirable modules, and orange tabs represent
modules the City is interested in obtaining information on but most likely not include in the initial implementation.
The spreadsheet can be found on the City’s website in the Digital Records Center at this link:
http://records.tukwilawa.gov/weblink/1/edoc/328227/RFP-ERP-Excel-ExhibitC.xlsx