Business Practices Analysis and Specification(s) Development for CBJ ERP Solicitation

Request for Information (RFI) No. 26-050 Business Practices Analysis and Specification(s) Development for CBJ ERP Solicitation. About Juneau : Located in the panhandle of Southeastern Alaska, on the traditional land of the Tlingit people, the City and Borough of Juneau consists of 3,250 square miles and is only accessible by air or sea. Juneau is Alaska's capital and has a population of approximately 31,000 people. Juneau is a major cruise port and is due to welcome nearly 1.67 million cruise visitors in 2024. Juneau is a temperate rainforest and receives around 92 inches of annual precipitation. For more details on a what a unique place Juneau is, visit the CBJ's Website . RFI Purpose & Process : CBJ seeks to gain a better understanding of the marketplace for these services, so they can better define its organizational needs. The purpose of this RFI is to gather information from professional Consultants to assess the variety of services offered, to become informed on what capabilities are available, and to identify anticipated associated costs of services. This RFI may be used to develop a planholders list of qualified Consultants and will assist in identifying an anticipated budget required to successfully complete this project. All RFI information will be reviewed so that an informed decision can be made on how to complete the project in a manner that is the most advantageous to the city. CBJ will use the information received from this RFI to conduct a preliminary review and evaluation of the capability of consultants to first complete a business practices analysis and process mapping project, followed with assistance in specification(s) development for a potential future CBJ issued solicitation for Enterprise Resource Planning (ERP) System. Consultants may be contacted to discuss responses in greater detail or to clarify their response. Consultant's responses will not bind the responder or the CBJ and do not constitute an agreement or contract for products or services. Submittal of information as requested by this RFI does not provide any Consultant an advantage in any future solicitation. It is yet to be determined how or whether CBJ will choose to move forward with information supplied by this RFI. Ultimately the RFI will provide for a planned approach to ensure best overall project results, details on anticipated costs and may well be the initial step in a potential future complex procurement process. Planned Project Overview & Timeline : The City and Borough of Juneau, Alaska (City or CBJ), Finance Department is issuing this Request for Information (RFI) for Business Practices and Process Analysis and Solicitation Development in preparation and anticipation of two (2) other separate forthcoming solicitations. First Solicitation : CBJ plans a first solicitation for the analysis of current CBJ business processes and practices and assistance in specification development for a proposed potential following future second solicitation. The majority of the Scope of Work (SOW) for the first solicitation will include: a review, and analysis (mapping) and documentation of current CBJ business practices, once mapping is complete' the Contractor would provide continued assistance with specification(s) development for a separate and second solicitation for a CBJ new ERP System, the Contractor may assist with distribution of the second solicitation, and final evaluation and/or rating. See details in the Scope of Services (Scope of Work) tab. Depending on what information is obtained from the RFI and staff availability, the anticipated date for issuance of a first solicitation, is late 2025 or early 2026. Second Solicitation : The second solicitation would take the data and specifications derived from the first solicitation (Mapping and ERP solicitation development) and seek a Contractor to provide software for a new CBJ Enterprise Planning (ERP) Software System. The procurement method, SOW and timeline for any second solicitation (ERP software) is still to be determined. Noncompete Requirement : To ensure that the data derived from the first solicitation is unbiased, independent and best meets CBJ needs, Consultants responding to the first solicitation (mapping and ERP software solicitation development) would not be allowed to respond to the second solicitation (provision of new CBJ ERP system/software). This is an intentional approach to safeguard that the best business practices and project results are achieved. Background : CBJ currently utilizes two main systems to perform many functions, with integrations to and from several other systems. ERP & Functional Scope : The current scope of the ERP system(s) are as follows: Infor Lawson (version 10) : General Ledger Accounting Grants/Capital Project Management Accounts Receivable for Grants Capital Assets and Depreciation Cash Accounting Purchase Order Management Accounts Payable Invoice processing Check and ACH generation P-Card importing (JP Morgan Chase is the P-Card Vendor) Employee Travel Payroll (time keeping with UKG) Position Control Employee Processing Benefits Management Harris Govern (mostly Open Forms) : Cashiering Accounts Receivable (Billing) Property Tax Generation and Collection (integrates with Tyler Tech CAMA) Utility Billing and Collection Sales Tax Accounting (self-reported tax) Business Personal Property tax (self-reported tax) Scope of Services (SOS) & Scope of Work (SOW) : The selected Consultant will be responsible for the following services: Business Analysis Process Documentation : Current State Analysis: Assess the current business analysis processes, methodologies, tools, and techniques currently in use. This includes reviewing any existing process documentation, workflows, and related resources. Process Mapping: Create detailed documentation of the current state of business analysis processes through visual flowcharts or diagrams to illustrate workflows, dependencies, roles, and responsibilities. Stakeholder Identification: Identify key stakeholders involved in the business analysis process, including internal teams, external Consultants, and regulatory bodies. Data Collection: Conduct interviews, surveys, and workshops with stakeholders to gather relevant information regarding business analysis needs, challenges, and improvement areas. High Level Gap Analysis & Process Evaluation : Process Evaluation: Evaluate the efficiency and effectiveness of existing processes against industry standards, best practices, and regulatory requirements. Gap Identification: Identify gaps, redundancies, bottlenecks, or inefficiencies in the current business analysis workflows. Pain Points: Highlight any recurring issues or challenges faced by the teams involved in business analysis. Reporting & Documentation : Detailed Report: Provide a comprehensive report documenting all findings, including process maps, gap analysis, stakeholder feedback, and recommended improvements. Executive Summary: Deliver an executive summary highlighting key insights, recommendations, and an actionable roadmap for improving business analysis processes. Deliverables : The Consultant will be required to provide the following deliverables: Process Documentation: Visual and textual documentation of current business analysis processes, workflows, roles, and responsibilities. Request for Proposal: A detailed request for proposal that adheres to CBJ's procurement code and provides the best path forward toward ERP provision and implementation. See next section for more additional details. Solicitation Development for ERP System : As part of the business analysis process, the Consultant will be required to assist the CBJ in developing a solicitation (possibly a Request for Proposal-RFP) for an ERP system. This solicitation will be crucial for selecting the right ERP solution that aligns with the city's needs, requirements, and goals for business process improvement. Objectives for ERP Soliciation : The objectives for the development of the ERP solicitation include: Clearly define system requirements: Identify the key features, functionalities, and technical specifications required for the ERP system. Ensure alignment with organizational goals: Ensure that the ERP solution aligns with the agency's overall strategic goals, compliance requirements, and long-term vision. Facilitate Consultant selection: Provide a structured and transparent process for the evaluation of potential ERP Consultants and their solutions. Address scalability and future-proofing: Ensure the ERP system is able to scale-up to accommodate future needs, including additional functionalities, users, and regulatory requirements. Solicitation Development Process : The Consultant will be responsible for supporting the development of the ERP solicitation by performing the following activities: Requirements Gathering & Analysis : Stakeholder Engagement: Conduct interviews and workshops with key stakeholders to gather functional and technical requirements for the ERP system. This may include government department heads, finance, HR, IT, and procurement teams. Business Process Mapping: Leverage the documentation of current state business analysis processes to identify key areas that require ERP support or automation. Compliance and Regulatory Review: Ensure that the ERP system meets all applicable compliance and regulatory requirements specific to the government sector (e.g., security, data privacy, audit trails). Solicitation Content Development : System Requirements Document (SRD): Develop a detailed list of functional and non-functional requirements based on input from stakeholders and business process documentation. Functional Requirements: Core modules (e.g., Financial Management, HR & Payroll, Procurement, Supply Chain, Reporting & Analytics). Non-functional Requirements: Performance, security, scalability, usability, integration with existing systems, mobile access, etc. Evaluation Criteria: Establish clear criteria for evaluating ERP Consultants based on technical capability, system flexibility, Consultant experience, implementation cost, and timeline. Consultant Instructions: Provide instructions for ERP Consultants on how to respond to the solicitation, including submission formats, deadlines, and any specific questions that need to be answered. Solicitation Timeline: Define a timeline for the ERP solicitation process, including submission deadlines, Consultant evaluation periods, and contract award dates. Budget Guidelines: Set expectations for pricing models, licensing fees, maintenance costs, and any other cost-related information. System Architecture and Integration Needs: Provide guidance on how the new ERP system will integrate with existing systems and databases. Consultant Communication : Clarification Process: Develop a mechanism for Consultants to ask questions or request clarifications during the solicitation process. This may include a Q&A session or clarification meetings. Consultant Presentation: Organize sessions for shortlisted Consultants to present their solutions, allowing stakeholders to ask questions and assess the system's fitness for the agency's needs. Review & Finalization : Internal Review: Facilitate internal reviews with key stakeholders to ensure all necessary requirements are captured and the solicitation is aligned with organizational goals. Consultant Feedback: If necessary, revise the solicitation based on Consultant feedback or clarifications received during the process. Deliverables for ERP Solicitation Development : The Consultant will provide the following deliverables related to the development of the ERP solicitation: ERP Requirements Document (RD): A comprehensive document that lists all functional and non-functional system requirements for the ERP solution. Draft ERP Solicitation: A fully drafted Solicitation document, including system requirements, evaluation criteria, and Consultant submission instructions. Consultant Evaluation Criteria: Clear, structured criteria for evaluating ERP Consultants based on the Solicitation responses. Solicitation Timeline: A timeline detailing all steps of the Solicitation process, from issuing the Solicitation to Consultant selection. Consultant Communication Guidelines: A documented process for how Consultants will communicate with the government agency during the solicitation process. Consultant Selection & Next Steps : Once the Solicitation has been issued and responses have been received, the Consultant will assist the government agency in the evaluation and selection process by: Assisting in Consultant Evaluation: Analyzing Consultant proposals and helping assess which Consultants meet the required specifications. Consultant Demos and Proof of Concepts: Coordinating Consultant demonstrations or Proof of Concept (PoC) exercises to validate the feasibility and fit of the proposed ERP solution. Consultant Shortlisting: Assisting the government agency in selecting a shortlist of ERP Consultants based on their proposal responses and demonstrations. Contract Negotiation: Providing support in the negotiation process with the selected Consultant to finalize the ERP contract and ensure alignment with budgetary and project requirements. ********************************************************************************************* RFI Response Content : Provide the following information in your RFI response. Note: Any material submitted through this process may be used to develop a future solicitation and must not contain proprietary or confidential information. CBJ will review all responses and may or may not contact companies for further information and/or demonstration. RFI response should be no more than ten (10) pages in length (using no less than 11-point font). If providing examples hyperlinks are preferred. For the RFI it is not necessary to include CV's or resumes, copies of required business or professional licenses, and professional references. Introduction & Contact Info : Briefly express your interest and introduce your company professionally. Provide your company name and complete contact information including address, phone and email address(es) and the name and contact information for persons with authority to represent your solution. Services Solution Description : Provide details and descriptions of your proposed solution and how it meets the identified SOS (or SOW) requirements and specifications listed in the RFI. Provide details on your proposed methodology and approach. Describe how your solution will meet the CBJ's project goals. Detail if your solution require certain computer access or tools to complete the mapping process. Provide information regarding any potential issues or concerns that should be considered. Include any specific technical information regarding your proposed solution that would assist the CBJ in preparation for the work to take place. i.e. is there a starting point that is required, or do you require pre-gathered information from CBJ to assist in the mapping process. Capabilities and Experience : Provide an architecture of your solution including a description of your collaboration process and how you envision working with CBJ to meet the project goals. Provide brief details on your staff's level of expertise, understanding, knowledge and experience with similar projects. Include which personnel from your company you envision completing these tasks. Provide three (3) references where you have successfully completed similar projects of comparable size and complexity. Make sure that the contact information you provide for your references is accurate and current. Timeline Estimates : Include estimated time frames for tasks necessary for your proposed solution. If you are able provide a breakdown of the expectation of which CBJ employees or which division you anticipate needing to work with and how much time would need to be dedicated by staff from those work groups for each specific part of the project. Technical Specifications : Include any proposed product information and technical information that would assist us in preparing a Solicitation, including any options or ideas that CBJ may not have considered. In-Person Work : CBJ realizes that a portion of the projected work would be completed electronically; however, some tasks may be better suited to be accomplished, through in-person activities. Please include details on what tasks would require in-person access, and how many days or how much time would need to be allocated for in-person tasks. It would be helpful for the Contractor to provide an explanation and justification why this work would benefit from an obligatory in-person component. Pricing : Provide a total Cost Estimate, for the SOS/SOW specified. If appropriate include the following: onetime costs, materials and supplies, labor costs, etc. If a necessary part of your solution, be sure to include any proposed travel expenses (per diem, lodging, transportation, etc.). CBJ realizes that any costs provided are budgetary estimates only . Disclosure : The CBJ is a municipal corporation and political subdivision of the State of Alaska, is subject to the Alaska Public Records Act, AS40.25.100-220, and the public records provisions of CBJ Charter, section 15.7. The contents of this RFI and all RFI responses are subject to dissemination to members of the public upon formal records request. Do not submit RFI responses containing proprietary or confidential information, e.g. trade secrets . Question Deadline & Submission Instruction : The deadline for questions is August 7 th prior to 4:30 p.m. AK Standard Time. Please direct any inquiries to Mary Johns Buyer, CBJ, Purchasing Division, via email: purchasing@juneau.gov . Submit your response with the required content through Public Purchase , the City's e-Procurement platform by completing the free (two-step) registration process at their site. Or email your completed responses to Purchasing@juneau.gov If emailing your response include the RFI No. 26-050. Please provide complete company contact information; name, address, primary contact person, phone or cell number(s) and email address(es). RFI Deadline & Conclusion : The Deadline for RFI Responses is August 14th Prior to 4:30 p.m., AKST. Late responses will not be accepted. Once all RFI responses are reviewed the CBJ will determine the next possible project steps. This RFI is the first step in a complex process; there is no official timeline identified for this project. CBJ welcomes responses that are detailed, strategic and demonstrate a high level of competency on the specified services required or identified and looks forward to seeing what potential solutions are available.