The Sacramento Area Council of Governments (SACOG) is a voluntary association of governments. Member jurisdictions include: the County of Sacramento (including the cities of Citrus Heights, Elk Grove, Folsom, Galt, Isleton, Rancho Cordova and Sacramento); the County of Yolo (including the cities of Davis, West Sacramento, Winters, and Woodland); the County of Sutter (including the cities of Live Oak and Yuba City); the County of Yuba (including the cities of Marysville and Wheatland); Placer County (including the cities of Auburn, Colfax, Lincoln, Rocklin, Roseville and Town of Loomis) and El Dorado County (including the City of Placerville).
SACOG is the federally designated Metropolitan Planning Organization (MPO) for the Sacramento, Davis and Marysville/Yuba City urbanized areas. SACOG is also the State designated Regional Transportation Planning Agency (RTPA) for the counties of Sacramento, Yolo, Sutter and Yuba.
SACOG has issued this Request for Proposal (RFP) to solicit responses from qualified vendors (Proposers) offering proven, integrated solutions to replace the Agency’s current Financial System Software/SaaS (Deltek Ajera) specifically in the areas of Finance, Payroll, and HR. Refer to the Scope of Work for a list of required functional components and desired functional components of the Financial System. The Agency seeks a qualified Proposer who can demonstrate organizational, functional, and technical capabilities, as well as the experience, expertise, and qualifications necessary to provide and support a fully integrated and proven Financial System to include both implementation and ongoing maintenance and support.
Tutorials, trainings, and full implementation of the awarded Financial System Software/SaaS must be completed and fully functional no later than July 1, 2020.
SACOG intends to replace it existing Financial System with a proven, commercial-off-the-shelf Financial System that is designed around best practices allowing the Agency to streamline and improve processes that result in timely, accurate, and easy-to-access information. The Proposer will be expected to provide best practices guidance, system configuration, testing and training to ensure a successful implementation in a timely and professional manner. More specifically, the new system should meet the following objectives:
An estimated budget or "not to exceed" amount has not been declared for this project. Proposals will be evaluated based upon best value, per our Evaluation Criteria.
Cost Proposals should include annual rates/costs for a possible three (3) year total agreement.
Top candidates will be considered for the "Oral Interviews & Live Demonstrations (Demos)" in August 2019 round based on the overall completeness of their proposal, and, the comprehension of this Scope of Work.
All questions concerning this RFP must be submitted in via the Online Bidding Portal located at https://secure.procurenow.com/portal/sacog by the deadline set forth in the "Proposal Submission Date" section and may not be considered if not received by then.
Sacramento Area Council of Governments (SACOG) will respond to questions it considers appropriate and of interest to all Applicants, but reserves the right, in its discretion, not to respond to any question. Responses will be posted on the SACOG website at https://secure.procurenow.com/portal/sacog. Responses posted on the SACOG website become part of the RFP upon posting. SACOG reserves the right, in its discretion, to revise responses to questions after posting, by posting the modified response.
No oral response to any Applicant question by any SACOG employee or agent shall be binding on SACOG or in any way considered to be a commitment by SACOG.
The name, address, and contact information for the RFP Primary Contact are as follows:
These dates are estimates only and SACOG reserves the right, in its sole discretion, to change this schedule. Notice of changes in a pre-proposal meeting date/time or location, the due date for Applicant questions, and the date for proposal submission will be posted and updated on SACOG's bidding portal at https://secure.procurenow.com/portal/sacog. The other dates/times listed may be changed without notice to prospective Applicants.
Below is a list of required and desired components of the Financial System and the desired functionalities of each components. The selected vendor or consulting team will be expected to perform all technical and other analyses necessary to complete the scope of work. The selected vendor will work with SACOG's Implementation Team to complete the Scope of Work.
Required and Desired Components of Scope of Work:
• Required: General Ledger, Bank Reconciliation, Cash Receipts, Time & Attendance, Payroll, Accounts Receivable, Accounts Payable, Purchase Requisition and Purchase Order.
• Desired: Budget and Reporting Modules, Project Management, Contract Management, Asset/Inventory Management, Document Management, Human Resources and Metadata Standards and Protocols for Financial Services.
Employee Master File:
Training and Certification:
Employee Self Service:
Time and Attendance:
Administrative Support Function:
Hosted/SaaS Specific System Requirements (this section is N/A for on-premise solutions):
Data Access and Security Breaches:
2. Upon discovery or reasonable belief of any data breach, notifies SACOG by the fastest means available, and also in writing within 24 hours. Notification should include:
3. Provides daily updates regarding findings and actions performed until the breach has been effectively resolved to SACOG’s satisfaction;
4. Provides a report containing the results of the investigation of the breach.
SACOG seeks a clear and comprehensive understanding of all costs associated with the software, implementation services, and ongoing maintenance of the proposed Financial System Software/SaaS.
To address pricing, please review the "10-H Cost Proposal" examples located in the Attachments section of this RFP. All pricing information must be included in the Cost Proposal submission. All costs pertaining to the implementation and maintenance are to be itemized.
The Proposer’s implementation pricing must identify all costs required to include:
The Proposer’s ongoing maintenance and support/hosting pricing should clearly identify the annual costs for three (3) years to include:
Proposers must provide any software licensing, SaaS, maintenance, and/or third party agreements that would be required for implemention and use of system.
Proposals should be limited to specific discussion of the elements outlined in this RFP. The intent of this RFP is to encourage responses which meet the stated requirements, and which propose the best methods to accomplish the work within the Scope of Work.
The organization of the proposal should follow the outline below. Each proposal should consist of a technical proposal, proposer's qualifications, and a cost proposal.
Detailed guidance on the content and organization of the Proposals can be found in this section. Required questions are denoted with an asterisk (*).
Proposals should include an itemized list of all electronic documents being provided to SACOG and maintain links to any documents provided on-line through the time of contract award.
The Transmittal Letter should include the name, title, address, phone number, and original signature of an individual with authority to negotiate on behalf of and to contractually bind the consultant or consulting firm, and who may be contacted during the period of proposal evaluation. The letter must also include a statement acknowledging that the consultant or consulting firm has reviewed and accepted SACOG’s Standard Agreement (see attached) with or without qualifications. Only one transmittal letter need be prepared to accompany all copies of the technical and cost proposals.
Table of Contents: this should be a simple list of all the sections of your proposal that has been included in the response sections of this RFP.
Project Understanding: In this section, the proposer should demonstrate an adequate understanding of the role and relationships of SACOG.
Technical Approach: This should include:
Project Management: The proposer must prepare an explanation of the project management system and practices to be used to assure that the project is completed within the scheduled time frame and that the quality of the required products will meet SACOG’s requirements.
The proposal must describe the nature and outcome of projects previously conducted by the vendor's key personnel which are related to the work described within the RFP. Descriptions should include client contact names, address, phone numbers, descriptions of the type of work performed, approximate dates on which the work was completed, and professional staff who performed the work. If any subcontractors are proposed, two to three similar qualifications and references should be provided for the subcontractor.
Up to two samples of the vendor's work on closely related projects can also be included with the proposal, if available.
Additionally, the proposer must complete the Debarment Certification Form (see Attached).
The proposer must also complete the Levine Act Disclosure Statement (see Attached).
The proposal must describe the qualifications and experience of each professional who will participate in the project, including a resume for each member of the project team. A Project Manager must be designated, and an organizational chart showing the manager and all project staff must be included. A matrix must be presented indicating the effort, either in percentage of the total project or in person-hours, which will be contributed by each professional, during each phase or task making up the project.
The Cost Proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The cost proposal detail shall describe estimated costs (only the total amount is a binding offer) for each professional’s time, for the completion of each proposed task, for travel and per-diem (if applicable), and for materials and supplies. Cost proposals must be submitted in the standard Caltrans Local Assistance Procedures Manual 10-H format.
Failure to provide adequate cost data will result in the proposal rejection as unresponsive.
Each proposer shall also complete and submit with its cost proposal the attached Exhibit 10-K: Consultant Certification of Contract Costs and Financial Management System.
If a subcontractor will be used, the proposer must include a letter from the subcontractor committing to perform at least the work shown for subcontractor professional in the Staffing Resource Matrix mentioned above.
The proposal must include the following information for the vendor and each subcontractor, as required by 49 CFR Section 26.11(c)(2).
The consultant may satisfy the requirements of this section by completing and submitting the Exhibit referred to as "Disadvantaged Business Enterprise Information", which is attached to the SACOG Standard Agreement (Part A).
Consultant should also complete and submit the attached Exhibit “10-O1” from Chapter 10 of the Caltrans Local Assistance Procedures Manual. (see Attached)
Discussion of the vendor's proposed use of DBEs, if any, in the performance of this work, including the following:
If a DBE contract goal has been established for this contract, Vendors must document adequate good faith efforts to involve DBEs by completing and submitting Exhibit referred to as "Disadvantaged Business Enterprise Information", which is an attachment to Part A (SACOG Standard Agreement). Vendors are also required to complete and submit Exhibit “10-O1” (Local Agency Consultant DBE Commitment). If vendors submitting proposals did not meet the DBE goal, they must complete and submit Exhibit “15-H” (DBE Information – Good Faith Efforts) showing that vendor made adequate good faith efforts to meet the goal. Proposals that do not meet the DBE contract goal or make an adequate good faith effort to meet the DBE contract goal and document adequate good faith efforts shall be considered non-responsive to this RFP.
Consultant’s affirmative action program, if required pursuant to the equal employment opportunity requirements of the U.S. Department of Labor Regulations (41 CFR Part 60, et seq.). These regulations require certain contractors to develop and maintain affirmative action programs, including service contractors (non-construction) with 50 or more employees and a federally assisted contract of $50,000 or more.
Consultants and consultant firms submitting proposals in response to this RFP must disclose to SACOG any actual, apparent, or potential conflicts of interest that may exist relative to the services to be provided under Agreement for consultant services to be awarded pursuant to this RFP.
If the consultant or firm has no conflict of interest, a statement to that effect shall be included in the proposal.
If SACOG issues any Addenda for this solicitation, please submit your forms and responses here.
A proposal review panel made up of members of SACOG staff will evaluate the proposals.
Upon receipt of the proposals, a technical evaluation will be performed. The review panel will evaluate each proposal in accordance with the criteria listed in the "Evaluation Criteria" section. Proposers may be telephoned and asked for further information, if necessary. Previous clients may also be called.
The review panel shall request oral interviews from the top candidates to provide additional input in the evaluation process. In the oral interview, the candidates will be requested to provide a live demonstration (on-site or a web-hosted teleconference) of their proposed Financial System Software/SaaS, which will be followed by a question and answer period. The panel may question the candidates about their proposed approaches, consistent with the evaluation criteria set forth below. The panel will use each candidate’s interview performance to inform its final scores on the criteria set forth below.
The panel will make recommendations to the SACOG Executive Director on the basis of the proposal, oral interview(s) & live demostration(s) when held, and reference check. In determining which proposal is most advantageous, SACOG will award the contract to the proposer whose proposal offers the best value.
The quality, clarity, and responsiveness of proposal, as well as the ability to meet the needs of SACOG.
A detailed timeline or roadmap that includes a phased approach to reach full Financial System Software/SaaS implementation by SACOG's desired July 1, 2020 “Go-Live” date (actual phased approach will be finalized during contract negotiations).
Consider the education and experience of proposed personnel, including qualifications of the project leader, assurance of involvement in the project, and references.
Cost analysis/justification that anticipates value and price.
Demonstrated technical ability to design, install, and support the proposed system, as well as the ability to work in a cooperative and collaborative manner with clients.
Capability of developing innovative or advanced techniques that continually evolve the system to remain current with legal requirements, such as reporting, as well as operational best practices.
Familiarity with State and Federal procedures
Financial responsibility and stability of proposing vendor.
Interested parties must register with SACOG’s procurement portal, https://secure.procurenow.com/portal/sacog, and click the "Follow" button on the specific solicitation to receive notifications of any addendums or updates.
Proposals must be received by SACOG’s Procurement Officer via the SACOG Bidding Portal found at https://secure.procurenow.com/portal/sacog, as described further. Both electronic copy and portal submission should be received no later than 11:59 pm (PST) on August 16, 2019.
Please submit in an email, clearly titled "Financial System Software/SaaS (RFP# 201920-02)", with a consolidated full proposal containing all attachments to both Jay Mason and Loretta Su at the following addresses:
This request for proposal (RFP) does not commit SACOG to award a contract, to pay any costs incurred in the preparation of proposals in response to this request, or to procure or contract for services or supplies. SACOG expressly reserves the right to reject any and all proposals or to waive any irregularity or informality in any proposal or in the RFP procedure and to be the sole judge of the responsibility of any proposer and of the suitability of the materials and/or services to be rendered. SACOG reserves the right to withdraw this RFP at any time without prior notice. Further SACOG reserves the right to modify the RFP schedule described above.
Until award of a contract, the proposals shall be held in confidence and shall not be available for public review. No proposal shall be returned after the date and time set for the opening thereof. All proposals become the property of SACOG. Upon award of a contract to the successful proposer, all proposals shall be public records.
All finalists may be required to participate in negotiations and submit such price, technical, or other revisions of their proposals as may result from negotiations. However, each initial proposal should be submitted on the most favorable terms from a price and a technical viewpoint.
The SACOG Board of Directors will award the contract.
Any changes to the RFP requirements will be made by addenda issued by SACOG via the SACOG Bidding Portal (https://secure.procurenow.com/portal/sacog) and shall be considered part of the RFP. Upon issuance, such addenda shall be incorporated in the agreement documents, and shall prevail over inconsistent provisions of earlier issued documentation.
No prior, current, or post award verbal conversations or agreement(s) with any officer, agent, or employee of SACOG shall affect or modify any terms or obligations of the RFP, or any contract resulting from this RFP.
Precontractual expenses include any expenses incurred by proposers and selected contractor in:
In any event, SACOG shall not be liable for any precontractual expenses incurred by any proposer or selected contractor. Proposers shall not include any such expenses as part of the price proposed in response to this RFP. SACOG shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.
The proposal will also provide the following information: name, title, address and telephone number of individual with authority to bind the consultant or consultant firm and also who may be contacted during the period of proposal evaluation. The proposal shall be signed by an official authorized to bind the consultant or consulting firm and shall contain a statement to the effect that the proposal is a firm offer for at least a sixty (60) day period. Execution of the contract is expected by September 2019.
The successful consultant is expected to execute a contract similar to SACOG’s Standard Agreement, which meets all State and/or Federal requirements. A copy of SACOG’s Standard Agreement is attached as an Exhibit.
The contract will be an agreement between SACOG and the consultant. SACOG will provide contract administration services.
It is the policy of SACOG, the California Department of Transportation (“Caltrans”), and the U.S. Department of Transportation that Disadvantaged Business Enterprises (“DBE’s”) shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. DBE’s are for-profit small business concerns as defined in Title 49, Part 26.5, Code of Federal Regulations (“CFR”). It is also the policy of SACOG to practice non-discrimination based on race, color, national origin, or sex in the award or performance of this contract. All consulting firms qualifying under this solicitation are encouraged to submit proposals, including those who qualify as a DBE. The requirements of 49 CFR Part 26, Regulations of the U.S. Department of Transportation, apply to this request for proposals and contract.
The term “Disadvantaged Business Enterprise” or “DBE” means a for-profit small business concern owned and controlled by a socially and economically disadvantaged person(s) as defined in Title 49, Code of Federal Regulations (CFR), Part 26.5. The term “Small Business” or “SB” is as defined in 49 CFR 26.65.
It is strongly encouraged that DBEs and other small businesses are considered to participate in the performance of Contracts financed in whole or in part with federal funds (See 49 CFR 26, “Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs”). The proposing Consultant must ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The proposer must not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts.
If there is a DBE goal on the contract, Exhibit 10-O1 Consultant Proposal DBE Commitment must be included in the Request for Proposal. In order for a proposer to be considered responsible and responsive, the proposer must make good faith efforts to meet the goal established for the contract. If the goal is not met, the proposer must document adequate good faith efforts. All DBE participation will be counted towards the contract goal; therefore, all DBE participation shall be collected and reported.
Exhibit 10-O2 Consultant Contract DBE Information must be included with the Request for Proposal. Even if no DBE participation will be reported, the successful proposer must execute and return the form.
The Consultant must ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The proposer must not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts.
A DBE Contract Goal of 15% has been established for this contract. The proposing consultant must make good faith efforts, as defined in Appendix A, 49 CFR Part 26, to meet the Contract Goal for DBE participation in this contract.
The proposing consultant and its subcontractor(s) must agree to ensure that DBEs have had the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds. In this regard, the consultant and its subcontractor(s) shall take all necessary and reasonable steps in accordance with 49 CFR Part 26 to ensure that DBEs have the maximum opportunity to compete for and perform contracts. The consultant and its subcontractor(s) shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of the contract.
See the "How to Respond" section for a listing of DBE information which must be included in each proposal.
The consultant must agree to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000d) and the regulations of the U.S. Department of Transportation issued thereunder in 49 CFR Part 21.
In connection with the performance of the contract, the consultant shall not unlawfully discriminate, harass, or allow harassment, against any employee or applicant for employment because of sex, sexual orientation, race, color, ancestry, religion, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition, age or marital status. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.
All proposers will be notified of the results of the technical evaluation and which proposers, if any, appeared for oral interviews.
Any bid protests are subject to SACOG’s adopted bid protest procedure. To obtain a copy of SACOG’s bid protest procedure please contact the Contracts Coordinator.
Funding for the consultant services will be provided by SACOG.
The consultant will invoice SACOG for services rendered and SACOG will compensate the consultant for these services as set forth in the agreement.
The consultant will be paid in arrears, based upon the payment schedule agreed to in the contract. The consultant should forward a copy of all invoices for payment for work performed and associated expenses by the 15th day of the following month. At SACOG’s discretion, SACOG may withhold ten percent (10%) of the payments until the successful completion of the project and the delivery and acceptance of all final products.