REQUEST FOR PROPOSAL
Oracle Online Benefit Enrollment Project
P-1184
June 13, 2014
This Request for Proposal (RFP) is being issued in order to select a qualified Firm to provide
design and implementation services for the Oracle Online Benefit Enrollment Project with an
anticipated expenditure not-to-exceed $25,000. Responses to this RFP from firms interested in
providing these services will be received until close of business (4:30 P.M.) on Friday, June 27,
2012.
Questions regarding this RFP shall be directed to Fran Mackovjak by calling (216) 881-6600 or
at mackovjakf@neorsd.org. The RFP is organized as follows:
SECTION I.
SECTION II.
SECTION III.
SECTION IV.
GENERAL INFORMATION
OVERVIEW OF SCOPE OF SERVICES
EVALUATION OF PROPOSALS
PROPOSAL FORMAT AND REQUIRED INFORMATION
Oracle Online Benefit Enrollment Project List of Attachments
The following attachments are included in this RFP:
Attachment A
Attachment B
Attachment D
Task, Hour Summary Form
Cost Summary Form
NEORSD Standard Clauses for Professional Services Agreements
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SECTION I - GENERAL INFORMATION
Background Information
To assist vendors with the development of their information packets, The Northeast Ohio
Regional Sewer District (“District”) has provided the following background information:
The Northeast Ohio Regional Sewer District is a political subdivision of the State of Ohio
created and operating under Chapter 6119 of the Ohio Revised Code. Originally named
Cleveland Regional Sewer District, it was created in 1972 to assume ownership,
operation and management of wastewater collection, treatment and disposal facilities
serving the member communities in the Cleveland metropolitan area.
The District recently upgrade and is currently running Release R12 (12.1.3) / Oracle
RDBMS Version 0g on SuSE SLES10 servers (the operating system is Oracle Linux
Enterprise 5.3) and utilizes the following core Oracle eBusiness Suite (EBS) modules:
General Ledger, Payables, Fixed Assets, Receivables, Cash Management, Core Human
Resource, iRecruitment, Advanced Benefits, Self Service, Discoverer 11.1.1.6. Along
with the recent upgrade, the District implemented and deployed the following Oracle
eBusiness modules: Purchasing, Inventory, iSupplier, Sourcing, iProcurement, Business
Process Execution Language (BPEL), and the Oracle Accelerator, often referred as the
Oracle Jump Start Kit (JSK). Our main goal was to implement a maintainable solution
with as little customization as possible with each of these modules.
With the newer version of the Oracle eBusiness Suite in place, the District is searching
for consulting services for a certified Oracle Partner vendor with solid Oracle application
and technology skills to implement and deploy the Online Benefit Enrollment
functionality with the usage of the District’s Oracle Core Human Resource and Self
Service functionality. The District desires services from vendors with demonstrated
experience working with public sector organizations.
The project will consist of two (2) phases:
Phase I
1. Assessment of the current environment and practices
2. Recommendation of business process modifications
3. Online Benefit Enrollment functionality planning
Phase II
1. Perform functional configuration changes and enhancements of the approved business
process modifications as identified in Phase I
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With the upgrade and implementation of 2013, the District has the following Oracle eBusiness
Suite footprint at R12.1.3 version:
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Oracle Advanced Benefits
Oracle Training Administration (currently known as Oracle Learning Management)
Oracle Human Resources
Oracle iRecruitment
Oracle Self-Service Human Resource
General Ledger
Accounts Payable
Accounts Receivable
Fixed Assets
Project Costing
*Public Sector Budgeting
*iExpense
Purchasing
Inventory
iProcurement
Order Management
iSupplier
Sourcing
* Currently not in the District’s production environment as of the date of this RFP
The Information Technology Department (IT), Functional Application Administrators (AAs) and
the functional staff, along with outside assistance, have implemented the Oracle Business
Process Execution Language (BPEL), and Oracle Accelerators (JSK) all of the District’s
upgrades, modifications, and deployment of Oracle Procurement modules.
Business Opportunity Program
For this project, the District does not have a Business Opportunity goal. However, if additional
work is identified for future enhancements, the District will establish a Business Opportunity
goal for that effort.
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SECTION II - OVERVIEW OF SCOPE OF SERVICES
Objective
Since the recent upgrade and implementation of additional Oracle modules, the District’s desire
to implement the functionality for an Online Benefit Enrollment process prior to the Open
Enrollment period of 2014. The business process for the Online Benefit Enrollment should be
completed at the 12.1.3 version. The Online Benefit Enrollment Project must incorporate all the
functionality contained in the current release 12.1.3 environment, including minimal
customizations and extensions in place; recommendations of migrating historical data to the new
release; full unit, system, integration and acceptance testing; as well as training for users.
Changes and improvements the Open Enrollment business processes will be seen as an optimal
opportunity to reduce and/or eliminate the current manual process and reporting solutions as a
result of new functionality available in Release 12.
The Online Benefit Enrollment Project shall include the following Tasks:
Task A Benefits Enrollment Functional Specifications
Task B On-Site Functional Support for Setup and Configuration
Task C Production Migration, Knowledge Transfer, and Documentation
The Consultants shall provide details as to the method of accomplishing the Scope of Work for
these tasks. The Consultants' proposals shall address all of the objectives for each task as
outlined in the Scope of Work. The Consultants are encouraged to recommend alternatives and
additional goals to the defined Scope of Work (e.g. task additions) in their proposals.
Project Tasks and Deliverables
Task A
Benefits Enrollment Functional Specifications
The Consultant shall create a functional specification to define the process flow and system
changes/enhancements as defined by the project team. The successful Proposer will be
responsible for the following critical objectives:
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New Hire Enrollment
Annual Open Enrollment
On-Demand Enrollment
Approval workflows
Notifications: Notifications to employees and benefits administrators on pending or
incomplete enrollments
Setup and Configuration details, e.g. Payroll Processing Changes, if any, to the District’s
Payroll Provider, ADP
Oracle Online Benefit Enrollment Project Request for Proposal – JUNE 13, 2014
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Task B
On-Site Functional Support for Setup and Configuration
Upon approval of the specifications, the successful Proposer will prepare the setup and
configuration changes on the District’s development environment. All system configuration
changes on the system will be completed by the Proposer in the District’s development
environment with the technical and functional team participation. Once the design is approved
by the District, the District’s Functional and Technical teams, with the guidance from the
successful Proposer, will complete system configuration changes in the test environment for
comprehensive testing by functional users. The on-line benefits enrollment setup and
processing will include the following objectives:
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Establish appropriate user access and configuration for online benefits enrollment
Create scheduled open enrollment for new hires, personal and assignment changes, etc.
Review of existing configuration of life events and eligibility profiles and changes as
deemed appropriate
Establish appropriate approval workflows and notifications
Develop notifications to employees and benefits administrators
Provide new or modified payroll processes impacted
Develop page personalizations as appropriate
Define other setup or processes that will complete benefits enrollment, administration and
processing
Task C
Production Migration, Knowledge Transfer, and Documentation
Upon completion of comprehensive and thorough testing by the functional users, the successful
Proposer will support the migration of the system configuration changes to production with the
District’s technical and functional teams. All system configuration changes will be completed by
the District team with support and guidance from the Proposer. The configuration changes,
knowledge transfer and documentation objectives are as follows:
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Prepare proper documentation in the form of BR100 of all changes and configuration
Support the District’s project team in the system setup during production migration
Develop District reporting requirements in accordance to the approved functional
specifications
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SECTION III - EVALUATION OF PROPOSALS
Proposals submitted to the NEORSD for the Oracle Online Benefit Enrollment Project shall be
evaluated by the Consultant Selection Committee utilizing the following criteria.
Scoring Criterion I
Experience, qualifications, and commitment of proposed key project personnel
30% of total score
Scoring will be based on consideration of the following:
1. Depth of knowledge and experience implementing Oracle Online Benefit Enrollment
Process.
2. Depth of knowledge and experience in applicable business processes.
3. Depth of knowledge and experience in the operations of a utility and/or municipal
government and/or utility.
4. Track record of on-time and on-budget Implementations under firm, fixed contracts.
Scoring Criterion II
Method of accomplishing the Scope of Services
30% of the total score
Scoring will be based on consideration of the following:
1. Proposed organization of the work effort, including:
 collection, organization and display of data,
 allocation of project staff to the different tasks and subtasks,
 project communications,
 problem definition, alternative development and alternative ranking.
2. Innovations, alternatives, and enhancements to the Scope of Services as presented in the
proposal.
3. Understanding of the appropriate levels of effort (hours) for various task areas. This
evaluation will be based upon the estimated hours of effort for task areas as presented in the
proposal.
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Scoring Criterion III
Experience and past performance of the firm on similar projects
20% of the total score
This score will be based on:
1. The firm's experience in conducting projects of similar nature and complexity.
2. The ability of the firm to draw upon this experience to benefit the project.
3. The firm’s history of innovations in applicable project areas.
Scoring Criterion IV
Customer Base
20% of the total score
1. Strong references and testimonials from client base.
2. Recommendations of past and present projects of similar nature and complexity.
3. Relevance and quality of references.
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SECTION IV - PROPOSAL FORMAT AND REQUIRED INFORMATION
Seven (7) copies of the technical proposals are to be delivered to:
Douglas Dykes
Director of Human Resources
Northeast Ohio Regional Sewer District
3900 Euclid Avenue
Cleveland, Ohio 44115-2504
Attn.: Fran Mackovjak
Deadline for submission of proposals is 4:30 p.m. on June 27, 2014
Late submittals will not be considered.
All questions regarding this RFP shall be directed to the Project Lead, Fran Mackovjak, via email only at mackovjakf@neorsd.org.
The following information shall be included in the technical proposal:
1. A discussion of the anticipated approach to the project. Section II – Overview of Scope of
Services contains a number of requests for items to be discussed in the proposal. In addition,
the District invites alternatives to any approaches embodied in the Scope of Services. Any
proposed alternatives shall be clearly identified in the technical proposal. In developing the
level of effort (hours by tasks), the Scope of Services as provided herein shall be assumed as
the base proposal. For each alternative task proposed, a total level of effort for the proposed
alternative shall be separately identified and an appropriate deduction or addition of task
hours shall be included. The Consultant shall also discuss expected challenges during the
project and potential approaches to these challenges. This part of the proposal will be used to
evaluate the extent to which the Consultant understands the project, its magnitude and its
complexity.
2. A statement of the firm's qualifications, including a list of three (3) of the most recent similar
projects completed. The following information shall be included for each project:
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Start and end dates of project;
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Consultant’s role in the project, and similarities with the Oracle Online Benefit
Enrollment Project;
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Contact information (name, address, phone number) of individual responsible for
project at the contracting agency.
3. Task and Hour Summary Forms (Attachment A) completed for each activity necessary to
fulfill Phase I and II. An electronic file spreadsheet in Excel format of the Task and Hour
Summary Forms accompanies the RFP for the Candidates to use in the proposal. Candidates
shall break the project down by the tasks identified in the Scope of Services (i.e., Subtask A1, A-2, etc.). The total of the hours for all tasks shall accurately reflect the total effort needed
Oracle Online Benefit Enrollment Project Request for Proposal – JUNE 13, 2014
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to perform the entire project as outlined in the RFP. Hours in all tasks shall be identified by
labor category for each activity. All proposed sub Consultants should also have a Task and
Hour Summary Form in the proposal.
The District will use these forms to assist in evaluation of the proposals. The District reserves
the right to request additional Task and Hour Information. A prompt response of one (1)
working day shall be adhered to in these requests.
SCHEDULE OF SOLICITATION AND CONTRACT AWARD EVENTS
The District reserves the right to change the following schedule for any reason
Issue RFP to Consultant(s)
Proposal Due Date and Time
Consultant Interviews (Tentative - Exact times
to be determined through week)
Consultant Selected – Notice of Intent to
Award
Consultant Contract Award – Notice to
Proceed (Meeting of the Consultant Review
Committee)
Perform Scope of Work
June 13, 2014
June 27, 2014 (4:30PM)
July 7, 2014
July 11, 2014
July 15, 2014
July 21, 2014
END OF RFP
ATTACHMENTS AND APPENDICES TO FOLLOW
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Attachment A
Task, Hour Summary Form
Oracle Online Benefit Enrollment Project Request for Proposal – JUNE 13, 2014
Attachment B
Cost Summary Form
Oracle Online Benefit Enrollment Project Request for Proposal – JUNE 13, 2014
Attachment C
NEORSD Standard Clauses for
Professional Services Agreement
Oracle Online Benefit Enrollment Project Request for Proposal – JUNE 13, 2014