RFP Number: RFP # IS18-14

RFP for Enterprise Resource Planning System (ERP)

RFP Title:
Procurement

Submittal Deadline
Deadline November 17, 2017 @ 4:00 PM PST
Name Patricia Garcia, Buyer
Submittal Form VIA EMAIL ONLY
Email ERPRFP@oxnard.org

RFP TIME LINE:

The anticipated schedule for this RFP is as follows:

Activity Date/Time
RFP Issue Date October 4, 2017
Pre-Proposal Conference Call October 13, 2017, 10:00 AM – 11:00 PM PST
Final Written Questions Due October 20, 2017, 4:00 PM PST
Final Addenda Posted October 27, 2017
Proposal Submission Deadline November 17, 2017, 4:00 PM PST
Shortlist Notification December 15, 2017
Onsite Demonstrations January 2018
Recommendation to Council March 2018
Purchasing Division

300 West Third Street

Oxnard, CA 93030
(805) 385-7538
www.oxnard.org

September 27, 2017

Ladies and Gentlemen:

The City of Oxnard invites proposals from qualified vendors to provide all or part of an Enterprise
Resource Planning solution for the City. The City will consider solutions that are Software-as-a-
Service (Saas) or On-Premises systems; preference will be given to the systems where
functionality is superior. Vendor’s proposals will be preferred if they are providing most, if not
all, components of a complete solution, even if they are partnering with other vendors to
complete their solution.
This request for proposal is made up of the following sections: A. RFP Narrative, which includes
the City’s General Terms and Conditions and two (2) Attachments, a sample Consulting Services
Agreement and insurance requirements, B. Functional Requirements, and C. Proposal Response
Forms. For your bid, you are required to return B and C in their native format as provided and
completed by your firm.
Proposers will be responsible to carefully examine the requirements contained herein.
Proposals will be received via email only by 4:00 p.m. on November 10, 2017. A copy of the
requirements, specifications and proposal documents may be obtained from the Purchasing
Office or may be obtained at the City’s website: http://www.oxnard.org. Any inquiries regarding
this notice should be directed to Patricia Garcia, Buyer at 805-385-7538 or email
ERPRFP@oxnard.org. Your email subject must be marked “RFP – ERP SPECIFICATION &
PROCUREMENT”. Proposals will not be opened publicly.
If you have any questions, please call (805) 385-7538 or email ERPRFP@oxnard.org.

Sincerely,

Patricia Garcia
Buyer
City of Oxnard
Table of Contents
1.0 Introduction and Vendor Instructions ......................................................................... 1
1.1 Introduction ......................................................................................................... 1
1.2 City of Oxnard Background ................................................................................. 1
1.3 Project Intent....................................................................................................... 2
1.3.1 Scope ...................................................................................................................... 2
1.3.2 City’s Preferred Solution ......................................................................................... 2
1.3.3 City’s Objectives...................................................................................................... 3
1.3.4 Vendor Solution Preferences .................................................................................. 3
1.3.5 Project Elements ..................................................................................................... 4
1.4 Key System Functions ........................................................................................ 5
1.5 RFP Outline ........................................................................................................ 6
1.6 Proposal Process Instructions ............................................................................. 8
1.6.1 Significant Dates ..................................................................................................... 8
1.6.2 Communication with the City of Oxnard ................................................................. 8
1.6.3 Pre-Proposal Conference Call & Questions ........................................................... 8
1.6.3.1 Addenda and Interpretation ................................................................................. 9
1.6.4 Proposal Submittal .................................................................................................. 9
1.7 Definitive List of Proposal Contents ...................................................................10
1.7.1 Response Format................................................................................................. 10
1.7.2 SaaS Statement of Service .................................................................................. 12
1.8 Evaluation & Award Process ..............................................................................13
1.9 Initial Evaluation Criteria ....................................................................................14
1.10 Final Evaluation .................................................................................................14
1.11 Award of Contract ..............................................................................................14
1.12 Execution of Contract .........................................................................................15
1.13 Public Records ...................................................................................................15

2.0 BACKGROUND AND FUNCTIONAL REQUIREMENTS ..............................................16

2.1 Introduction ........................................................................................................16
2.2 Current Environment ..........................................................................................16
2.2.1 Application Systems Overview.............................................................................. 16
2.2.2 Detailed Applications System Description ............................................................ 17
2.2.3 Current Infrastructure and Systems ...................................................................... 18
2.3 Migration from the Current System ....................................................................19
2.4 Future Direction .................................................................................................20
 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

2.4.1 Application Systems .............................................................................................. 20

2.4.2 Infrastructure and Network .................................................................................... 20
2.5 Functional Requirements ...................................................................................20
2.5.1 Overall Functional Requirements.......................................................................... 21
2.5.2 Software Functional Requirements ....................................................................... 22

3.0 HARDWARE / NETWORK REQUIREMENTS ..............................................................23

3.1 Introduction ........................................................................................................23
3.2 Architecture........................................................................................................23
3.3 Server Hardware ................................................................................................23
3.3.1 Operating System and Related Software ............................................................. 23
3.3.2 Backup-Failover Solution ...................................................................................... 24
3.3.3 Capacity ................................................................................................................ 24
3.3.4 Upgrades and Expansion ...................................................................................... 24
3.3.5 Concurrent Operation ........................................................................................... 25
3.3.6 Server Functionality .............................................................................................. 25
3.3.7 System Backup ..................................................................................................... 25
3.3.8 Power and A/C Requirements .............................................................................. 25
3.3.9 Power and Grounding ........................................................................................... 25
3.3.10 Environmental ..................................................................................................... 26
3.3.11 Network Operating System and Protocol ............................................................ 26
3.4 Integration ..........................................................................................................26
3.4.1 System Integration and Network Equipment ........................................................ 26
3.5 End User Equipment ..........................................................................................27
3.5.1 Desktop Workstation ............................................................................................. 27
3.5.2 Bar Coding ............................................................................................................ 27
3.5.3 Scanners ............................................................................................................... 27
3.5.4 Field Automation Equipment ................................................................................. 27
3.5.5 Digital Signature Pads .......................................................................................... 27
3.5.6 Field Printers ......................................................................................................... 27

4.0 SERVICE AND MAINTENANCE REQUIREMENTS .....................................................28

4.1 Vendor Instructions ............................................................................................28
4.2 General Maintenance Provisions .......................................................................28
4.3 System Warranty ...............................................................................................29
4.4 Service and Maintenance Facilities ....................................................................30

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4.5 Moves, Change, and Additions ..........................................................................30

5.0 PERFORMANCE REQUIREMENTS .............................................................................31

5.1 Vendor Instructions ............................................................................................31
5.2 Testing ...............................................................................................................31
5.3 System Acceptance ...........................................................................................31
5.4 Functional Acceptance Test (Test # 1) ...............................................................32
5.5 Performance Test (Test # 2) ..............................................................................32
5.6 Reliability Test (Test # 3) ...................................................................................32
5.7 Ongoing System Performance ...........................................................................33
5.8 System Performance Profile ..............................................................................34
5.9 System Response Times ...................................................................................34
5.10 Computer System Availability.............................................................................34

6.0 IMPLEMENTATION REQUIREMENTS .........................................................................35

6.1 Vendor Instructions ............................................................................................35
6.2 General Implementation Requirements ..............................................................35
6.2.1 Conduct of Work ................................................................................................... 35
6.2.2 Use of Facilities .................................................................................................... 35
6.2.3 Restoration of Premises ........................................................................................ 35
6.2.4 Qualifications of Implementation Staff .................................................................. 35
6.2.5 Documentation ...................................................................................................... 36
6.3 Project Management ..........................................................................................37
6.3.1 Coordination .......................................................................................................... 37
6.3.2 Scheduling ............................................................................................................ 38
6.4 Site Planning......................................................................................................38
6.4.1 Facility Requirements ........................................................................................... 39
6.5 Coordination Meetings .......................................................................................39
6.6 Phase-in Requirements......................................................................................40
6.7 Business Process Engineering...........................................................................40
6.8 Acceptance Testing ...........................................................................................40
6.9 Training ..............................................................................................................40
6.9.1 Training Guidelines ............................................................................................... 40
6.9.2 System Training and Documentation Requirements ............................................ 41
6.9.3 Training Schedule ................................................................................................ 41

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RFP for Enterprise Resource Planning (ERP)

6.9.4 Training Database ................................................................................................ 41

6.9.5 Training Volumes ................................................................................................. 41
6.9.6 Ongoing Training................................................................................................... 41
6.10 Implementation Plan ..........................................................................................41

7.0 CONTRACT REQUIREMENTS .....................................................................................43

7.1 Instructions ........................................................................................................43
7.2 General Terms & Conditions ..............................................................................43

8.0 PRICE REQUIREMENTS ..............................................................................................44

8.1 General Information ...........................................................................................44
8.1.1 Price Proposal Format .......................................................................................... 44
8.1.2 Evaluation Period .................................................................................................. 44
8.2 Price and Payment Terms..................................................................................44
8.2.1 Financing ............................................................................................................... 44
8.2.2 Payment Schedule ................................................................................................ 44
8.3 Summary Price Proposal ...................................................................................45
8.4 Supporting Price Detail ......................................................................................45
8.4.1 Response Sheets .................................................................................................. 45

Attachment A – Sample Professional Services Agreement .................................................46

Attachment B – INSURANCE REQUIREMENTS ....................................................................56

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

1.0 INTRODUCTION AND VENDOR INSTRUCTIONS

1.1 Introduction
The City of Oxnard, California invites qualified vendors to provide a proposal for the
implementation of a comprehensive, turnkey, fully-integrated Municipal Enterprise
Resource Planning (ERP) System. The system may either be web-based (SaaS “software
as a service”) that is hosted and fully supported by the Vendor or City-hosted.
Services associated with the implementation of the Municipal Enterprise Resource
Planning System would include: project management, system design, hardware, any
software customization to meet specifications, interface development, systems
integration, data migration, testing, implementation and training.
1.2 City of Oxnard Background
The City of Oxnard, located along the
coast of Southern California, is the
19th most populous city in California
and the most populous in Ventura
County. Oxnard has grown into a
business and residential community
and is listed as one of the wealthiest
areas in America, with its residents
making well above the average
national income. The City lies
approximately 30 miles west of the
Los Angeles city limits, and boasts a
population 207,906. Oxnard
occupies 39.21 square miles of land
along the Pacific Ocean.
The City’s 1200 full-time staff offer a full line of services including: police, fire,
maintenance of city streets and lighting, building inspection and permitting, code
enforcement, electric, water, stormwater, sewer, sanitation, animal control services,
development services, public works services, parks & recreations, 62 acres of beach park
facilities (including public walking trails, basketball courts, playground, picnic equipment),
library, Community Center, Heritage Square, and Carnegie Art Museum.
The City acquired the SunGard Public Sector (HTE) system over two decades ago. Since
that time, it has enhanced the system’s capabilities through the implementation of
SunGard’s Click2Gov application which provides for more modern functionality, such as
online payments. However, the system does not meet the City’s growing needs, especially
in the areas of reporting, GIS integration and mobility.

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

1.3 Project Intent

The City of Oxnard is currently seeking to replace its current Superion (SunGard Public
Sector (HTE)) municipal system.
1.3.1 Scope
Proposals are being sought through this RFP for a project that includes acquisition of:
▪ Finance Capabilities (i.e., General Ledger, Budget, Capital Project & Grant Accounting,
Accounts Receivable, Bid Management, Requisitions, Purchasing, Contract
Management, Accounts Payable, GASB 34, Utility Billing, General Financial Reporting)
▪ Human Resources Capabilities (i.e., Personnel, Payroll, Benefits, Applicant Tracking,
Performance Management, Expense Reimbursement)
▪ Self-Service Capabilities for Constituents, Businesses and Clients
▪ Development Services Capabilities (i.e., Planning/Zoning, Permits & Inspections,
Business Licensing, Special Assessments, Code Enforcement)
▪ Asset Management Capabilities (i.e., Asset Tracking, Inventory, Fleet, Work Orders)
▪ Citizen Relationship Management Capabilities (i.e., Contact Management, Self-
Service)
▪ Integrated and Robust Field Mobility Capabilities
▪ Employee Self-Service Capabilities
▪ Integrated and Robust Citizen Self-Service Capabilities
▪ System Integration Services
▪ Interfaces to certain City systems
▪ Training
▪ Maintenance Services.
1.3.2 City’s Preferred Solution
The City plans to implement an industry standard, commercial-off-the-shelf modular
software solution that is configurable by the City staff and requires few, if any,
modifications to the software to meet the City’s needs.
The City will choose the best functional fit to meet its needs. The City understands that
no one vendor may be able to provide the optimal solution. Consequently, the City is
soliciting and will evaluate solutions that provide one or more components of the
solution. These solutions will be evaluated on the basis of their ability to meet the City’s
functional requirements and share data between other components as needed to meet
the City’s objectives as outlined in 1.3.3 below.
The City has standardized on Google G Suite for Enterprise, but also has Microsoft Office
installed on Windows and Mac desktops. We are not standardized on Office or Windows,
but support Windows, Chrome OS, macOS and Linux. It should be understood that a City
employee using Chrome OS and G Suite apps must be able to perform and utilize all of
the primary ERP system functions via a Chrome browser.

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

The City is looking to establish a long-term relationship with a vendor. As such, the City is
looking for a vendor whose primary business is the Public Sector and has a proven track
record of
▪ Financial stability
▪ Successfully implementing its system with similar sized cities to Oxnard
▪ Successfully implementing its system in California, with at least three (3)
deployments in the last five (5) years
▪ Sustained history of significant re-investment in its software to keep it modern in
terms of functionality and platform.
It is critical to the success of this project that the vendors perform extensive business
analysis and provide process improvement recommendations to take full advantage of
the proposed solution’s potential. Solutions that are inflexible and require complete
changes to our existing process are unlikely to be selected. A balanced approach that
allows for configuration changes to adjust the software to meet our needs is the most
likely to succeed.
1.3.3 City’s Objectives
The objectives of this deployment include:
▪ Operate within a modern digital government architecture
▪ Automate and integrate functions currently requiring manual intervention
▪ Automate manual processes to reduce staff workloads
▪ Reduce/eliminate redundant data entry
▪ Ability to rapidly recover the ERP system from a critical event through an Active-Active
architecture
▪ Bi-directional integration with GIS functionality
▪ Provide improved data analysis and reporting through easy for average users to use,
customizable reporting tools and modern analytical toolsets
▪ Provide citizen self-service capabilities for Online Payments, Utility Billing, Licenses,
Permitting, Inspection Status Review, Maintenance Request Reporting, and other
functions
▪ Provide employee self-service capabilities for Demographics, Expense Reporting,
Time Reporting, Payroll and Benefits functions
▪ Move to a system that provides a high degree of configurable parameters instead of
customization
▪ Have a fully integrated Electronic Document Management System for file scanning,
storage, electronic forms processing, and workflow
▪ Encourage new process development.
1.3.4 Vendor Solution Preferences
The City prefers to partner with as few vendors as necessary to meet its needs. Vendors
are encouraged to partner with subcontractors to close functionality gaps, as necessary.
The City also prefers an integrated set of modules over interfaces.

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

That said, it should be understood that the City will accept proposals from Vendors who
respond to one or more components of the total ERP solution; however, preference will
be given to vendors responding with more complete solutions.
1.3.5 Project Elements
The City requires proposals with the following project elements:
▪ City-hosted Solution, Software as a Service, or both, including business continuity
capabilities
▪ Business Process Engineering
▪ Server hardware and software setup (if required) to include:
- Operating System
▪ Application Software (as described in Section 1.3, above)
▪ Software Implementation
▪ GIS Integration
▪ Data Migration
▪ Internal and External System Interfaces
▪ Comprehensive System Training
▪ Software Maintenance & Support.
Additionally, the City of Oxnard seeks assurance of:
▪ Effective Project Management by the Vendor and the Vendor’s Project Manager
within the Vendor’s organization
▪ Long-term useful life of the system
▪ Vendor’s commitment to keeping the system state-of-the-art
▪ Competitive prices.
The City of Oxnard desires to procure the most appropriate system within its financial
means from a qualified vendor at a firm, fixed price. The City of Oxnard prefers to
purchase an existing system that is in use by other similar municipalities and is proven
effective. Contracts shall be made only with a responsible Vendor who possesses the
ability to perform successfully under the terms and conditions of this proposed
procurement. Consideration shall be given to such matters as software and hardware
quality, Vendor integrity, record of past performance including prior successful
implementation of proposed products, and financial and technical resources.
Each firm submitting a proposal must have established a state and/or national
reputation for the planning, supplying, installing and maintaining their systems.
Although the City of Oxnard is requesting proposals for complete systems, including
hardware, software, and services that include any and all third-party components, the
City of Oxnard may choose not to acquire all optional system components. The City may
also exercise the option to procure third-party components directly using vendor-
provided specifications (e.g., servers, field mobility devices).

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

It is important for the proposers to understand that the City has invested in its
infrastructure and expects to leverage that infrastructure. If required, the Vendor is
expected to (a) specify hardware and network requirements as part of its proposal, and
(b) propose services that enable it to certify that the hardware and network utilized by
the City meets its minimum standards so that the Vendor can comply with performance
requirements specified in this RFP.
1.4 Key System Functions
Certain key system functions are of particular interest to the City. These will be given a
higher weight during the evaluation process and must be shown during the
Demonstration phase of the evaluation process.
▪ Overall System
o Integrated system data flow with minimized reentry
o Easy, intuitive, and powerful user-driven reporting and analytics
o GIS integration
o Configurable to City workflow processes
o Fully functional and integrated employee and citizen self-service capabilities
o Full integration with document management and imaging capabilities
o Integrated task alerting functionality (e.g., configurable portal)
o Highly configurable workflow throughout the system
o Operate upon converted and newly entered data
o Single sign-on for all modules of the integrated system
o Identity management and strong authentication
o Simplified learning curve
▪ Finance & General Accounting (General Ledger, Accounts Payable, Accounts
Receivable)
o Integrated budget functionality with ability to enter, display and drill down on
budget information in a worksheet-style format
o Cash management capabilities that tightly integrate with electronic banking and
other related external agencies
o Simplified and integrated check printing process
o Procurement process management
o Produce standard CAFR reports
o Configurable, detailed reporting tools
o Centralized payment and collections capabilities
o Bid/Contract Management and related tracking functionality
▪ Utility Billing
o Ability to process addressing for multi-regional area
o Either an interface to Selectron IVR or provide similar capabilities
o Citizen self-service functionality
▪ Human Resources

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RFP for Enterprise Resource Planning (ERP)

o Onboarding/offboarding capabilities
o Integrated payroll functionality
o Integrated pension functionality
o Time and attendance tracking, including self-entry, online, automated time
reporting/timesheet entry
o Staffing and scheduling functionality
o Employee self-service functionality (e.g., self-entered electronic timesheets,
query on what-if scenarios for benefits, complete federal forms)
o Automated employee expense reimbursements
o Integration with 3rd party benefits management (Discovery Benefits, Keenan
Solutions for Open Enrollment)
▪ Development Services
o Digital review capabilities
o Property genealogy tracking
o Liens tracking
o Citizen self-service functionality
o Address validation through city-wide database
o Field mobility capabilities for inspections & code enforcement, including routing
and automated prioritization
o Drill down on all relevant information through the entry of unique geographic
identifier
▪ Asset Management
o Inventory tracking through barcode capabilities
o Keep physical and parts inventories
o Unified work order system
o Integration or capability of use with external fleet management firm
o GIS integration for asset location tracking on local map
▪ Citizen Relationship Management
o Work order integration

1.5 RFP Outline

The following table provides an outline of the RFP.

# Section Purpose
1.0 Introduction & Instructions This section contains background information, instructions
on how to submit a proposal and a guideline for the
proposal contents and format.

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RFP for Enterprise Resource Planning (ERP)

# Section Purpose
2.0 Background and New This section provides an operational background of the
Systems Objectives agency and a description of the current systems, as well
the requirements for new ones.
3.0 Hardware/Network This section provides the requirements for hardware and
Requirements network, as applicable.
4.0 Service & Maintenance This section contains requirements for ongoing system
Requirements maintenance and other services over the life of the
system(s).
5.0 Performance This section contains requirements for the initial and
Requirements ongoing performance of the system(s).
6.0 Implementation This section contains requirements for the conduct and
Requirements completion of the implementation period.
7.0 Contract Requirements This section defines the City’s contractual requirements in
forming a general business relationship with the Vendor.
8.0 Price Requirements This section describes the pricing details required and the
payment and other related terms.
Attachments Attached files:
▪ Proposal Response Forms
▪ Functional Specification Response Forms
o General System Requirements, as applicable
o Finance Requirements
o Human Resources Requirements
o Development Services Requirements
o Asset Management Requirements
o CRM Requirements
o Utility Billing Requirements

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RFP for Enterprise Resource Planning (ERP)

1.6 Proposal Process Instructions

1.6.1 Significant Dates
It is intended that the following dates will govern this procurement. They are subject to
change at the discretion of the City.

Activity Date/Time
RFP Issue Date October 4, 2017
Pre-Proposal Conference Call October 13, 2017, 10:00 AM – 11:00 PM PST
Final Written Questions Due October 20, 2017, 4:00 PM PST
Final Addenda Posted October 27, 2017
Proposal Submission Deadline November 10, 2017, 4:00 PM PST
Shortlist Notification December 8, 2017
Onsite Demonstrations January 2018
Recommendation to Council March 2018

1.6.2 Communication with the City of Oxnard

All communications regarding this RFP from Vendors and other sources must be directed
to the RFP Coordinator as follows:

Title Buyer
Name Patricia Garcia
Phone 805-385-7538
Email ERPRFP@oxnard.org

Contact with the City of Oxnard or any of their employees regarding this procurement is
expressly prohibited without prior consent of the City’s Buyer.
1.6.3 Pre-Proposal Conference Call & Questions
The purpose of the Pre-Proposal Conference Call is to provide interested vendors with an
opportunity to obtain clarification, from subject matter experts, regarding the
specifications and requirements outlined in this RFP. The content of the Pre-Proposal
Conference will not be official nor binding upon the City; all questions asked during the
Conference must still be submitted in writing for an official response to be provided by
the City as part of the Final Addenda; this will be posted on the date shown in Section
1.6.1, above.
Priority for the conference call will be given to all questions, comments and requests
received via e-mail no later than one (1) business day prior to the conference call. This
will allow the RFP Coordinator time to review the questions and prepare responsive
information prior to the pre-proposal conference call.

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RFP for Enterprise Resource Planning (ERP)

Vendors are encouraged to submit questions or comments, or make requests for

information or clarifications until the Final Written Questions Due date identified in
Section 1.6.1. All questions must be submitted via email to the address in Section 1.6.2.
No additional questions will be responded to after the Written Questions Due date listed
in Section 1.6.1.
The Pre-Proposal Conference Call date is listed in Section 1.6.1; this meeting is NOT
mandatory. The meeting will be held via conference call. Instructions for the dial-in to
the conference call can be obtained by sending an email to the City’s Buyer at the email
address in Section 1.6.2.
1.6.3.1 Addenda and Interpretation
No interpretation of the meaning of the specifications or other proposal documents will
be made to any proposer orally. Proposers are not to contact any individual other than
the Buyer.
1.6.4 Proposal Submittal
On or before the Proposal Submission Deadline identified in Section 1.6.1, Vendors must
deliver their proposal response via email to the City’s Buyer at the email address in
Section 1.6.2. The incoming attachment size is fifty megabytes (50mb) per email. No
physical CDs, thumb drives or paper copies will be accepted.
Your proposal must be accompanied by a cover letter from your company, signed by the
person authorized by your company to commit your company to all instructions,
conditions and pricing as defined, or entered in or on, the documents. The authorized
signature indicates that your company has read, understands and agrees to all
instructions and conditions included in this request.
Submission via email conforming to the City’s Required Format identified in Section 1.7.1
will be considered compliant; all other response formats will be considered non-
compliant and can be rejected without review. Supplemental information may be
included but will not be considered as part of the formal review process.
All proposals must be delivered to the email address shown below on or before the
Proposal Submission Deadline identified in Section 1.6.1. Emails must include the text
identified below in the Subject line.

Email Address ERPRFP@oxnard.org

Email Subject Header: RFP # IS18-14 – ERP Procurement

In addition, Vendors must follow the format outlined in Section 1.7.1 and fill out com-
pletely the form(s) furnished in Functional Requirements Response (FRR) forms and Pro-
posal Response Forms, which include any City Required Forms.

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RFP for Enterprise Resource Planning (ERP)

Proposals will not be opened publicly. Any proposal received after the established closing
date and time will not be accepted. Proposal results will be available after proposals have
been reviewed.

Proposals may be withdrawn upon written request at any time prior to the established
closing date and time. The proposer or the proposer’s authorized agent must sign such
request.

1.7 Definitive List of Proposal Contents

The City of Oxnard requires a uniform proposal format so that all proposals can be fairly
evaluated. Proposals should be prepared on standard 8 ½” by 11” paper using a legible
font size (i.e., minimum 12 point).
Proposal submissions must include all RFP components, as listed in 1.7.1 below and must
be submitted to the City per Section 1.6.4 on or before the Proposal Submission Deadline
identified in Section 1.6.1. For supplemental information required to clarify your
response, place that information at the end of the section marked “Vendor Supplemental
Information” in the Proposal Response Forms.
Responses to the Proposal Response Forms and Functional Requirements Response (FRR)
forms MUST BE RETURNED in their native formats (MS Word, Excel) in the format
outlined. Electronic images or .pdf versions of these files will be considered
non- compliant.
1.7.1 Response Format
Vendors are advised that the City of Oxnard’s ability to evaluate proposals is dependent
on the Vendor’s ability and willingness to submit proposals which are well-ordered,
detailed, comprehensive, and readable, and in the native formats they were issued in.
Clarity of language and adequate, accessible documentation is essential.
Vendors must follow the response format outlined in the table below. In addition,
response forms have been provided and must be used to allow each Vendor to provide a
uniform response. The forms include:
▪ Proposal Response Forms. The Vendor is required to use the Proposal Response Forms
contained in this volume for their proposal response. This volume contains response
information from the Vendor related to qualifications and references, functional
requirements, hardware and network requirements (if required), contractual
requirements and price proposal. All proposal responses must be entered into the
electronic form (MS Word) provided as part of the Vendors proposal response. Electronic
images or .pdf versions of these files will not be accepted as compliant.
▪ Functional Requirements Response Forms. The Vendor is required to use the Functional
Requirements Response Forms contained in this volume for their proposal response. This
volume contains detailed descriptions of all technical and functional specifications and
requirements for the proposed system. All Technical proposal responses must be entered

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

into the electronic form (MS Excel) provided as part of the Vendors proposal response.
Electronic images or .pdf versions of these files will not be accepted as compliant.

Item Instructions
Cover Letter Submit a copy of the cover letter on your letterhead signed by
the responsible official in your organization, certifying the
accuracy of all information in your proposal, and certifying that
your proposal will remain valid for a period of at least ninety
(90) calendar days from the date of proposal due date. It
should also include the names of individuals within the
company to contact for technical, pricing, and contractual
questions.
Use the Proposal Response Forms to respond to the following sections:
Section 1.0: Use the attached MS Word file titled, “Proposal Response
Qualifications and Forms,” to respond to this section.
References Response

Section 2.0: The requirements for all of the software systems covered by
Functional Requirements this procurement are described in the MS Word file titled “RFP
Response Response Forms”. Respond directly into MS Word File.
Respond to the functional requirements by entering directly
into the MS Excel spreadsheet titled “RFP Functional
Requirements”.
Section 3.0: Respond to RFP Section 3. Use the attached MS Word file titled
Hardware/Network “Proposal Response Forms” to respond to this section. Where
Requirements Response the RFP asks for lists or detailed supplemental information,
place that information in the Vendor Supplemental
Information at the end of the section. Include a schematic of
the system.
Section 4.0: Respond to RFP Section 4. Use the attached MS Word file titled
Service and “Proposal Response Forms” to respond to this section. Where
Maintenance the RFP asks for lists or detailed supplemental information,
Requirements Response place that information in the Vendor Supplemental
Information at the end of the section.
Section 5.0: Respond to RFP Section 5. Use the attached MS Word file titled
Performance “Proposal Response Forms” to respond to this section. Where
Requirements Response the RFP asks for lists or detailed supplemental information,
place that information in the Vendor Supplemental
Information at the end of the section.

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RFP for Enterprise Resource Planning (ERP)

Item Instructions
Section 6.0: Respond to RFP Section 6. Use the attached MS Word file titled
Implementation “Proposal Response Forms” to respond to this section. Place
Requirements Response the following information in the Vendor Supplemental
Information:
▪ Detailed, preliminary Statement of Work.
▪ Detailed, preliminary Implementation Plan.
▪ Names and resumes for the Project Manager and staff.
▪ Project organization chart, and resumes for the specific
persons, and only the specific persons, who will work on
this project.
Section 7.0: Review the contract terms in this section. Note any exceptions
Contractual to the terms in the “RFP Response Forms,” Section 7.
Requirements & City
Forms Response

Section 8: Follow the instructions in RFP Section 8 for preparing cost

Price Proposal summary, explanatory notes, and back-up details. Use the
attached MS Word file titled “Proposal Response Forms” to
respond to this section.
Attachments: Attachment A- Vendor’s Software as a Service (SaaS)
Statement of Services
Attachment B – Brochures / specification / contracts for
proposed products as necessary.

1.7.2 SaaS Statement of Service

If you are submitting a SaaS proposal, attach a sample Software as a Service (SaaS)
Statement of Service proposal with your response that would meet the service needs of
the City. The Statement of Service needs to include, but is not limited to:
▪ Services Description
▪ Start Date and End Date
▪ Authorized Users and Services Fees
▪ Storage Threshold(s)
▪ Technical Support
o Request for Technical Support
o Problem Severity Levels 1 and 2 Response and Resolution
o Problem Severity Levels 3 and 4 Response and Resolution
▪ Technical Support Problem Severity Levels
o Problem Severity Level 1 to 4

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

- Description of each Level

- Request Response Time per Level
- Request Resolution Time per Level
▪ Customization / Integration Services
▪ Training Services
▪ Service Levels
o Availability Service Level
- Definitions
- Service Level Standard
- Calculation
- Performance Credit
- Example Calculation
o Services Response Time Service Level
- Definitions
- Service Level Standard
- Calculation
- Performance Credit
- Example Calculation
o Technical Support Problem Response Service Level
- Definitions
- Service Level Standard
- Calculation
- Performance Credit
- Example Calculation
o Subscriber Satisfaction Survey Service Level
- Definitions
- Service Level Standard
- Calculation
- Performance Credit
- Example Calculation

1.8 Evaluation & Award Process

The City of Oxnard will conform to the evaluation and award process below, subject to
change at the City’s discretion.
▪ Proposals will be objectively evaluated by a committee based on conformity to the
specifications as determined by the evaluation criteria in RFP Section 1.9, and a short
list will be developed.
▪ Short-listed Vendors may then be evaluated based on references, oral presentations,
demonstrations and site visits to similar installations. Written responses to queries for
further clarification may also be required.
▪ Final scoring will be based on the criteria given in Paragraph 1.10.
▪ Best and Final offers may be requested from the Short-listed Vendors.
▪ Contract negotiations will begin immediately with the selected Vendor.

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RFP for Enterprise Resource Planning (ERP)

1.9 Initial Evaluation Criteria

The City will evaluate Vendors’ proposals based on the completeness and quality of their
responses to all sections.
Section Description Value
1.0 Qualifications & Experience 10
2.0 Functional Systems Proposal 25
3.0 Hardware and Network Proposal 5
4.0 Service & Maintenance Proposal 5
5.0 Performance Proposal 5
6.0 Implementation Proposal 5
7.0 Contractual Proposal 10
8.0 Price Proposal 10

1.10 Final Evaluation

Once a short list of Vendors has been invited to continue with the process, other Vendors
will be notified. The short list of Vendors will be engaged to demonstrate their products;
based on their performance in the demonstration, references and, if the City desires, site
evaluations, up to two Vendors will be asked to participate in a best and final process.
Element Value
Initial Evaluation Criteria (Table Above) 75
Demonstration 20
References / Site Evaluation 5

1.11 Award of Contract

The award of the contract will be made to a responsive and responsible proposer whose
proposal best meets the needs of the City. The successful proposer will enter into a
contract with the City incorporating all prescribed requirements and conditions of this
request for proposal. If the successful proposer refuses or fails to execute the contract,
the City may consider the next most qualified proposer. The City shall be the sole judge
as to the successful proposer.
The City reserves the right to reject any or all responses to this Request for Proposal
(“RFP”) and to waive any informality or irregularity in this RFP or in responses, to
negotiate with all qualified sources, or to cancel, in part or in its entirety, this RFP, in the
best interest of the City. The City reserves the right to request more information for

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RFP for Enterprise Resource Planning (ERP)

clarification or due to omission of information. Proposers may be asked to make an oral

presentation as part of the evaluation process. This RFP does not commit the City to
award a contract, or to procure or contract for services or goods.
Before award, proposers may be required to furnish evidence of capability, equipment,
and financial resources to adequately perform the job. The proposals of proposers found
not to be qualified may be rejected.
1.12 Execution of Contract
The City will mail a Notice of Award of Contract, enclosing the contract forms to the
successful proposer. The contract shall be signed by the successful proposer and
returned with a copy of the vendor’s certificate of insurance within four calendar days
after the proposer receives the Notice of Award of Contract.
The term of the AGREEMENT(s) will be for a period of three (3) years with the option to
extend the AGREEMENT for two (2) additional one (1) year periods.
1.13 Public Records
All Proposals submitted in response to this RFP become the property of the City and
under the Public Records Act (Government Code section 6250 et. Seq.) are public
records, and as such may be subject to public review. However, the Proposals shall not
be disclosed until negotiations are complete and recommendation for selection and
award is made to the City Council.
If a proposer claims a privilege against public disclosure for trade secret or other
proprietary information, such information must be clearly identified in the proposal.
Note that under California law, price proposal to a public agency is not a trade secret.
Questions regarding this RFP shall be directed to:
City of Oxnard
Purchasing Division
Attn: Patricia Garcia
300 West Third Street, Second Floor
Oxnard, California 93030
Email questions: ERPRFP@oxnard.org
Phone calls will be accepted at (805) 385-7538.

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RFP for Enterprise Resource Planning (ERP)

2.0 BACKGROUND AND FUNCTIONAL REQUIREMENTS

2.1 Introduction
This section provides agency operational background and detailed description of the
systems being replaced by those systems outlined in Section 1.1 above.
2.2 Current Environment
2.2.1 Application Systems Overview
The City acquired the core module of the SunGard Public Sector (HTE) system over two
decades ago. Since that time, it has enhanced the system’s capabilities through the
implementation of SunGard’s Click2Gov functionality that provides for more modern
functionality, such as online payments. However, the system does not meet the City’s
growing needs, especially in the areas of reporting, GIS integration and mobility.
SunGard HTE

Click-2-Gov
Cash Collection (18 locations); includes: CIS UB UB Payments
o PD Animal Licensing - Chameleon Payments
o Environmental Resources – Paradigm
o Recreation - ActiveNet UB Payments
JE/Cash
o Parking Meters – Ventek International
Receipts Payroll
o Library – Polaris
o Fire –
Selectron Permits
o Housing Loan Payments – ??? Meters Inspections
IVR

Time
???
Tracking
Kronos Land
EBIX Manager Monthly
???
Manual Upload

Telestaff Asset Works

Manual Manual Reentry of Fleet
UnifyHR Upload/Download Fixed Assets? Management
ACA NeoGov
Reporting

Questica
Budgeting Hansen 311
Tool Accela
CMMS PublicStuff
Water
Not Yet Wastewater
CV Deployed GIS
OpenGov Solid Waste
ESRI 10.5
Manual
Interface

The following page provides a detailed breakdown of the current environment.

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RFP for Enterprise Resource Planning (ERP)

2.2.2 Detailed Applications System Description

Finance & Purchasing
The City of Oxnard currently uses the SunGard Public Sector system to provide the
following functionality: General Ledger, Accounts Payable, Purchasing, Contracts, Bids,
Fixed Assets, Cash Receipts, Utility Billing, and Accounts Receivable.
The City primarily uses Excel to manage Budget and Grants & Project Accounting, though
final, approved Budgets and Requisitions are entered into the SunGard HTE system. Due
to low volume, bid opportunities are not processed or tracked through SunGard HTE.
Reports are either canned or performed through Cognos.
Human Resources
The SunGard Public Sector system is currently being used by the City to manage: Payroll,
Personnel, and Employee Self-Service.
The following processes are handled manually with Excel or other general tools: Applicant
Tracking (NeoGov) and Timekeeping (Kronos used in the Fire Department only), Training
Tracking (Excel/Access). Benefits Management is outsourced to a 3rd party administrator.
Development Services
Due to its limitations, the SunGard Public Sector system is only used to track status and
payments through the following process: Plan Review, Requests for Service, Inspections,
Special Assessments. Most activities related to these processes are handled manually.
Lien Tracking is a manual process. In addition, the City is unable to track Property History,
Citizen Self-Service, and Field Inspections.
Asset Management
The City currently uses Asset Works to track assets, including Fleet Management. The
following processes are handled outside the system and are largely tracked manually:
Preventative Maintenance, Warranty Tracking, Garbage, Vehicle Replacement, Parts
Inventory, and Public Service and Grounds Maintenance Work Orders. The City does not
currently use barcoding for inventory tracking, though it is interested in this capability.
Customer Relationship Management
The City of Oxnard currently uses Accela 311 Customer Relationship Management
solution.

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RFP for Enterprise Resource Planning (ERP)

Document Management
The City uses WebExtender for internal document storage. The City is examining the use
of multiple systems’ capabilities for transparency and online reporting.
Land Management / Geographic Information Systems (GIS)
The City uses the rudimentary land management capabilities in the SunGard Public Sector
system. The City expects the new system to leverage its GIS capabilities. The City is
standardized on ESRI ArcGIS 10.2.
Interfaces
The City currently owns the following systems which must either be replaced by the capabilities
of the new system or, if retained, interfaced to the new system.
Process Function
NeoGov Applicant Tracking
Questica Budgeting Tool
Asset Works Fleet Management
Selectron IVR Meter Payments
Click-2-Gov UB Payments
Kronos, Telestaff Timekeeping Fire Department Only
311 Accela CRM

2.2.3 Current Infrastructure and Systems

2.2.3.1 Technical Environment
As part of the Assessment, the following technical areas were examined to identify any
challenges that could inhibit the new system’s effective installation, deployment and use.
Technical Area Analysis Notes
Operating Systems (OS) The City has standardized on open None
standards.
The City has standardized on The vendor must be able to perform
Google G Suite for Enterprise, but and utilize all of the primary ERP
also has Microsoft Office installed system functions via a Chrome
on Windows and Mac desktops. browser.
We are not standardized on Office
or Windows, but support
Windows, Chrome OS, macOS and
Linux.
Network The City has redundant 500 None
megabit internet point-of-presence
(POP).

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RFP for Enterprise Resource Planning (ERP)

Technical Area Analysis Notes

Field Automation The City has minimal field The City is open to deploying field
Capabilities automation today. automation devices where an
obvious improvement in efficiency
and effectiveness will result.
Website Integration The City’s website is integrated Online payments are desired in the
with its SunGard HTE system future.
through Click2Gov for Utility Billing
payments.

2.2.2.2 Current ERP System Support

The IT Department at the City is currently divided into the following sections:
▪ Help Desk Operations
▪ Network and Computing Systems
▪ Enterprise Applications
▪ Communications and Security Systems
▪ Geographic Information Systems
Day-to-day, functional administration of the system is performed by Finance and the HTE
System Support group in IT. Power users of the system are mostly located in Finance. For
system implementation, one Subject Matter Expert (SME) per department will be
required in order to ensure timely system integration and data conversion.
Ongoing end user training has been inadequate throughout the lifetime of the system. As
a result, knowledge of what the system is capable of is limited, especially in those
departments that use the system infrequently.

2.3 Migration from the Current System

The new system must be able to utilize accumulated data from the systems currently in
place. The migration path from the existing systems must include any necessary
modifications to currently existing systems which are not being replaced by the new
system, as well as any necessary data conversion and importation from current systems.
Proposals should include data conversion. Specifics about present systems can be
provided upon request.

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RFP for Enterprise Resource Planning (ERP)

2.4 Future Direction

2.4.1 Application Systems
The City of Oxnard has chosen to invest in a next generation integrated Municipal
Enterprise Resource Planning system in order to streamline the information flow within
the City and improve the efficiency of its workforce. In addition, the City aims to
incorporate state-of-the-art self-service capabilities for both its internal staff and citizens.
The City of Oxnard is embracing digital government with a focus on improved customer
service and efficient operations. In the time since acquisition of the City’s current
municipal system, processes and internal demands have evolved and expanded, creating
functional gaps between the system’s available capabilities and those being demanded
by users. The City is also addressing the changing expectations of its citizens for effective
customer service and interaction. As a result of the Internet, citizens expect that
information can be acquired on-demand, and goods and services can be purchased
whenever and wherever they are. The City of Oxnard is preparing to get ahead of these
changing demands and system deficiencies in order to maintain and improve the
satisfaction levels they have long enjoyed. Effective implementation of digital
government should mean lessening the stress on the traditional channels (e.g., in-person,
mail phone), thus a reduction in the number of people waiting in lines or placed on hold.
In addition, the City of Oxnard believes that planned, prudent investment in technology
that enables the citizenry to conduct transactions with minimal City staff intervention will
also help to better utilize existing staffing levels to meet the demands from a growing
population.
2.4.2 Infrastructure and Network
It is expected that if the City chooses a Cloud-based option, it will be operated from the
Vendor’s data center. If the solution provided is not Cloud-based, the City will provide
rack space for equipment provided by the Vendor to this project. The Vendor will provide
specifications for its equipment as well as the servers used to support the system.
Nearly all users of this system that are on the Local Area Network are supported by fiber.
It is expected that the Vendor will review the City’s network and identify any network
concerns it might have that would impede it from meeting the performance requirements
specified in Section 5.
The City of Oxnard’s mission critical applications are vital to the ongoing operation of the
City; a hot backup site is available today for the City. The City is currently exploring
business continuity options, including future VMWare disaster recovery and/or a hosted,
Cloud-based solution from the Vendor, but prefers failover to off-site equipment. The City
is requesting any or all of these options be included as part of the proposal.
2.5 Functional Requirements
The City is looking to replace Finance, Human Resource, Development Services, Asset
Management functionality. While the City is not looking to replace its Customer

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RFP for Enterprise Resource Planning (ERP)

Relationship Management functionality, it will look at new proposals that incorporate this
functionality. Core components of the optimal design for the City include the Overall
Functional Requirements identified in Section 2.5.1, below, as well as the Software
Functional Requirements referred to in Section 2.5.2, below, and identified specifically in
the Functional Requirements spreadsheets.
2.5.1 Overall Functional Requirements
In evaluating overall functional requirements, the City will consider the following:
▪ Industry Standard Architecture – The architecture will be flexible, and will be based
on widely accepted standards. This will make it easier to integrate/interface the
mission critical applications and other internal and external /modules. It can also
improve the systems’ ability to interoperate with a number of modern technologies,
such as:
o Document and imaging management systems
o Powerful and flexible ad hoc reporting tools
o Field automation and mobility tools
o Web-based self-service functions for employees and citizens
o Geographic information systems (GIS).
▪ High Availability – The architecture, will need full redundancy and fail-over
capabilities, and should contain no single point of failure.
▪ Secure – The system will incorporate the elements of authentication, authorization,
encryption, monitoring/detection, and physical security that adhere to industry
standards.
▪ Web-Based Architecture – The systems will take advantage of the integrating
capabilities of the web services architecture. This will provide many users the ability
to interact with the applications via a Web browser.
▪ Scalable – Scalability will be critical to support expansion and workload variability.
▪ Full Integration – The system must act as a single Enterprise Resource Planning
System with required data flowing between modules or systems as required to act as
a single system. Data that is entered once must update all applications and relevant
portions of associated systems.
▪ Workflow Functionality – Fully-integrated field applications (e.g., Building
Inspections, Timesheet Submissions) flowing data to all relevant portions of
associated systems. Electronic workflow enables the specification of business rules,
roles, and routings that can be used to automatically route electronic documents,
such as budgets or purchase acquisition requests, to supervisors and management for
notification, review, and approval.
▪ Relational Database Management System – The City has standardized on open
standards, including ODBC and SQL for relational database technology, since it

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RFP for Enterprise Resource Planning (ERP)

supports ready interface and integration among systems. The new system will utilize
this technology and make the database accessible to the City.
▪ Data Integrity and Validation Tools - The system will facilitate the validation of the
key parameters of address and personal identity. The system will validate address
entries through integration with the system geo-database.
▪ External Integration Flexibility – The system will adhere to the use of industry
standards. This will make it easier to integrate the mission critical systems and to
share data with external systems.
2.5.2 Software Functional Requirements
The requirements for the software system covered by this procurement are described in
the attached MS Excel spreadsheets; there are seven of them:
▪ Functional Requirements Response Forms – General
▪ Functional Requirements Response Forms – Finance
▪ Functional Requirements Response Forms – Human Resources
▪ Functional Requirements Response Forms – Development Services
▪ Functional Requirements Response Forms – Asset Management
▪ Functional Requirements Response Forms – CRM
▪ Functional Requirements Response Forms – Utility Billing
For each specification, Vendors will be required to provide one of four standard
responses. Respond directly into each spreadsheet; failure to do so may cause your
response to be considered non-compliant.

For the purposes of response, use the following definitions of your four standard response
options:
▪ Compliant - Proposed system meets or exceeds the requirement. This is the only
response category that will result in full credit for complying with this requirement.
▪ Alternative Method – The requirement is met by the proposed system but uses a
method (e.g., entry screen, workflow, form[s]) that differs from that specified in the
requirement. Detail the method to be used to meet the requirement.
▪ Modification Required – A modification must be provided to comply with this
requirement. The requirement will be provided with the initial install of the software.
Specify the modification to be made and include cost, if any, in the pricing proposal.
▪ Non-Compliant - The proposed system does not meet the requirements and will not
do so within twelve months of the RFP release date.
Explanations of responses should be entered into the “Comments” field if you can
reasonably do so; if not, include the explanation in the “Proposal Response Forms,”
Section 2. Submit any additional information in the attached “Proposal Response Forms.”
Include all these documents as part of your proposal submission.

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RFP for Enterprise Resource Planning (ERP)

3.0 HARDWARE / NETWORK REQUIREMENTS

3.1 Introduction
This section describes the servers, peripherals, data communications equipment, and
workstations required for operation of the proposed system(s) to support the application
software requirements, volumes, and processing characteristics defined previously for
either the City hosted application or any ancillary server (e.g., imaging) that supports the
Software as a Service (SaaS).
Use Section 3 to develop an understanding of the existing and future environment.
Respond to each of the points as described in the section by using the attached response
forms. For each of the sections and subsections state in the Proposal Response Forms
whether you will meet the requirements. Provide an explanation of your compliance or
non-compliance on the response forms.
3.2 Architecture
Provide an introductory narrative of how the proposed system meets the overall
objectives and functional requirements. It should cover the main features and benefits
that distinguish your system. Your response should include a System Diagram that depicts
the overall design.
In addition to the introductory paragraph, expand upon your plan for future system
enhancements; your investment plans are considered to be a reflection of your
company’s commitment to the long-term viability of the system architecture and
hardware. The installed system must be capable of expansion in a modular and
incremental fashion.
3.3 Server Hardware
If the Vendor has to provide hardware in order to meet the functional requirements
then the following apply.
3.3.1 Operating System and Related Software
The City has standardized on Google G Suite for Enterprise, but also has Microsoft Office
installed on Windows and Mac desktops. The City is not standardized on Office or
Windows, but support Windows, Chrome OS, macOS and Linux. It should be understood
that a City employee using Chrome OS and G Suite apps must be able to perform and
utilize all of the primary ERP system functions via a Chrome browser.
The City requires solutions that are capable of supporting real-time applications, and that
are actively supported by the CPU hardware manufacturer. The City will receive licenses
for the operating systems. All proposals must provide the name and version number of
the proposed operating system.

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

In addition to the operating system, the following software packages, complete with any
necessary licenses, must be specified with this proposal. The Vendor must state the
application that is being used for each of the following:
▪ Desktop and server application update solution.
▪ Industry Standard Relational Data Base Management System. The City has
standardized on open standards, including ODBC and SQL for relational database
technology, since it supports ready interface and integration among systems.
▪ Diagnostic package to aid in checking out and monitoring Vendor provided hardware.
▪ File Backup.
3.3.2 Backup-Failover Solution
The City wants the Vendor to specify the type backup redundancy that it can provide.
3.3.3 Capacity
3.3.3.1 Equipment capacity for CPU processing must support the application software
requirements, volumes, and processing performance characteristics defined in
Sections 2 and 5 for at least 5 years. Identify exceptions.
3.3.3.2 Sufficient direct access storage to support timely file query and update for all
applications, and retention of data per the data conversion requirements specified
in the “Functional Requirements Response Forms”. Identify excess capacity
provided.
3.3.3.3 Sufficient main memory, disk capacity, and processing capability to facilitate
installation of the application programs and peripheral devices for processing
currently defined systems and expansion capacity to support future requirements.
Identify limitations.
3.3.3.4 Multitasking capability for simultaneous processing of application systems is
required. Identify limitations.
3.3.3.5 Support of additional workstations and remote locations is required. Identify
limitations.
3.3.4 Upgrades and Expansion
At initial installation, using data volumes and processing characteristics described in
Sections 2 and 5, the proposed system must operate at no more than thirty-five percent
(35%) of capacity (for CPU, memory, and I/O performance). It must have the capability to
have a field upgrade to projected capacity without changing the initial CPU / disk
equipment or other peripherals. The server hardware must support 5 years of
transactions based upon five percent (5%) per year increase to present transaction
volumes.
The Vendor must describe the expandability of the proposed system in terms of
processors, memory, I/O, disk drives, and peripheral devices for both the on-site and SaaS
solution.

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RFP for Enterprise Resource Planning (ERP)

3.3.5 Concurrent Operation

If the Finance, Human Resources, Development Services, Asset Management and CRM
subsystems share the same database, general queries that span a large number of tables
might place undue stress on the database server. In addition, a request that locks a large
number of rows on a frequently used table could cause contention issues. These types of
situations could affect other requests, overall system throughput, and response times.
Online Transaction Processing (OLTP) workloads are characterized by many small
transactions, with an expectation of very quick response time from the user. Conversely,
Online Analytical Processing (OLAP) workloads are characterized by a few long-running
operations that might consume more resources and cause more contention.
All application systems must operate concurrently.
Explain the safeguards and design patterns that have been used in the application in order
to ensure that a single request could not consume a disproportionate level of server-side
resources. The agency will expect the Vendor to meet the performance requirements
specified in Section 5.
If the Vendor cannot meet these requirements, an explanation must be provided that
addresses how the performance will never be degraded due to a single service request or
transaction.
3.3.6 Server Functionality
The City of Oxnard will provide rack space for servers.
The Vendor is to provide all of the required servers that support the application
performance. The Vendor may expand or combine the applications functionality of
various servers into more or fewer (hardware) servers, but this must be described in this
section. Servers must be rack-mounted.
The Vendor should specify the application servers that they recommend that could be
used in a virtual environment, preferably using the City’s standard, VMWare.
3.3.7 System Backup
If the City hosts the systems the City will provide the backup solution as part of its
standardized backup strategy. The Vendor is to specify if it has a cloud based backup
solution.
3.3.8 Power and A/C Requirements
Specify the power requirements for the hardware proposed. Include the air conditioning
requirements in BTUs for the proposed system.
3.3.9 Power and Grounding
Vendors must identify power requirements, and specify the number and type of each
power outlet that is required for their proposed configurations.

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 City of Oxnard
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3.3.10 Environmental
All computer equipment must be capable of operation within a temperature range of 50
degrees to 90 degrees Fahrenheit and a relative humidity range of 30 percent to 70
percent, non-condensing.
3.3.11 Network Operating System and Protocol
A description of the City’s network is covered in Section 2. The Vendor must provide a
system compatible with the City’s network.

3.4 Integration
3.4.1 System Integration and Network Equipment
The Vendor is to provide the following:
▪ Engineering and design of:
o Server configurations
o Storage – Specify requirements for expansion of the City’s existing Enterprise
Storage based on projected system storage requirements over the next 5 years.
The City will acquire any additional storage required.
o Backup Failover Solution – Engineer and design the system’s disaster recovery
option utilizing either VMware and/or a Cloud-based backup failover solution.
▪ If local servers are required then the Vendor must assist in the installation and
configuration of all application software at all servers. Deployment includes
development and integration of interfaces to key external databases.
▪ Recommendations for any Wide Area Network and reconfiguration enhancements to
be implemented by the City.
▪ Work with the City of Oxnard’s IT Department to effect the necessary changes to the
City’s Active Directory to integrate the Vendor provided systems.
▪ Provision, deployment and installation of all servers required for the overall system
operation.
▪ Implementation of operating systems software and associated databases.
▪ Perform needed data conversion as specified in the “Functional Requirements
Response Forms”.
▪ Detailed training of the City’s IT administrative personnel and network administrators
in the use and operation of the server hardware management systems and tools.
▪ Detailed training for application software as specified in Section 6.9.

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3.5 End User Equipment

3.5.1 Desktop Workstation
The City has standardized on Google G Suite for Enterprise, but also has Microsoft Office
installed on Windows and Mac desktops. The City is not standardized on Office or
Windows, but support Windows, Chrome OS, macOS and Linux. It should be understood
that a City employee using Chrome OS and G Suite apps must be able to perform and
utilize all of the primary ERP system functions via a Chrome browser.
The Vendor is required to provide an explanation of their roadmap to future upgrades.
3.5.2 Bar Coding
Provide specifications for compatible bar code printers and handheld readers for
inventory tracking. These will be purchased by the City at later time.
3.5.3 Scanners
Provide specifications for scanners that are compatible with the proposed system and
capable of simultaneously scanning documents and reading bar codes (specified in
Section 3.5.2) including:
▪ 8 ½ x 11 inch single workstation scanners
▪ 8 ½ x 11 inch high speed batch scanners
▪ Large form factor (minimum 36 x 48 inch) scanners.
3.5.4 Field Automation Equipment
City of Oxnard will provide any tools required for field automation. The Vendor will specify
recommended hardware and operating system required to run their field application(s).
3.5.5 Digital Signature Pads
If digital signature capabilities are not provided in the mobility equipment specified in
Section 3.5.4 above, the Vendor will specify hardware that will allow for digital signature
capabilities. The hardware must integrate with the application, and the City will purchase
whatever is specified.
3.5.6 Field Printers
The Vendor will specify field printers that are compatible with the application in order to
print out field generated forms in vehicles by City inspectors.

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RFP for Enterprise Resource Planning (ERP)

4.0 SERVICE AND MAINTENANCE REQUIREMENTS

4.1 Vendor Instructions

This RFP Section contains general and specific requirements related to the provision of
system maintenance and repair and other services throughout the life of the contract
between the City and the Vendor. Services described are both warranty and non-warranty
services for any equipment and software whose warranty or maintenance is provided by
the Vendor.
4.2 General Maintenance Provisions
The following requirements are applicable to all maintenance and repair services supplied
by the Vendor or Subvendors, both under and outside of warranty.
4.2.1 The proposed Systems must include a minimum first year warranty after acceptance, and
assure availability and fixed price for 5 years support and maintenance.
4.2.2 The City may purchase one or more additional years of support and maintenance, and
other specified ongoing services, on a year-by-year basis, or purchase a five-year support
agreement.
4.2.3 Vendor or Manufacturer will provide all labor and equipment, and other materials and
expenses, necessary to maintain the hardware system in good operating condition and in
conformance with the manufacturer's specifications, technical specifications in Section 3,
and the performance requirements in RFP Section 5.
4.2.4 Seven-day 24-hour software support must be provided for all system components.
Software support must be available 24 hours per day, 7 days per week. State availability
and call back time in the Proposal Response Forms, Section 4.
4.2.5 Support to be available on next day delivery on parts assuming that the fully redundant
component is maintaining the system operational and meeting the 99.99% reliability.
4.2.6 If local hardware is required key spare parts are to be provided at the City with the
appropriate training for the IT staff.
4.2.7 Operating and Database Software updates for enhancements, and refinements to
purchased capabilities will be provided by the Vendor as part of the warranty which
begins after acceptance in year one, and as part of the price for maintenance for those
years in which the City has purchased maintenance from the Vendor. Manufacturer
support will also be offered.
4.2.8 Vendor will allow for the submission for any system modifications required by City of after
system cutover. The Vendor shall provide feedback to City of in the form of a price
proposal or the planned development cycle for the change request.
4.2.9 The Vendor is to provide the City of with their stated update strategy and their
requirements for the City of to accept such updates.

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4.2.10 City will be allowed to not have to incorporate an upgrade to the overall system more
than twice per year.
4.2.11 Vendor will provide software and other materials and expenses necessary to maintain the
application software system in good operating condition as part of the warranty in year
one, and as part of the price for maintenance, for those years in which the City has
purchased maintenance from the Vendor, in conformance with the application
specifications in Section 2 and performance requirements in RFP Section 5.
4.2.12 If hardware is required on-site the hardware updates for the purpose of correcting errors,
or "engineering changes" updates to hardware required routinely by the manufacturer,
will be provided by Vendor as part of the warranty in year one, (or as provided by the
manufacturer, whichever is greater) and as part of the price for maintenance, for those
years in which the City purchases maintenance from the Vendor. Manufacturer support
may also be offered. Vendor will notify the City prior to making any updates or changes
to the system.
4.2.13 Vendor will be held responsible for and shall make good on, without expense to the City,
any and all damage, injury or loss caused by abuse, negligence or theft by Vendors
employees or employees of Subvendors. The Vendor shall protect all finished building
surfaces from damage and shall repair any damage to the building or property caused in
performance of their work.
If the Vendor is unable to perform under these guidelines, then a separate Vendor of the
City’s choice will be used and the repair costs passed on to the Vendor.
4.3 System Warranty
The following requirements are applicable to all maintenance and repair services supplied
by Vendor or Subvendors under warranty.
4.3.1 The entire system solution as proposed in this RFP must include a first year warranty (for
Vendor-supplied hardware and software) to conform with contractually agreed
specifications, and to protect against any defects or damage, caused by Manufacturer,
Vendor, or Subvendors, in the system's equipment or software, as well as offering a 5-
year support agreement.
a. 7 x 24 Maintenance to be provided as part of year one warranty.
4.3.2 The year one warranty will begin (for products accepted in phases) at the point that the
System is officially accepted by the City, as defined in RFP Section 5.3, System Acceptance.
4.3.3 All repairs made under warranty will be at the sole expense of the Vendor (or
Manufacturer), including parts, software, labor, travel expenses, meals, lodging and any
other costs associated with repair. If the Vendor is unable to perform under these
guidelines, then a separate provider of the City’s choice will be used and the repair costs
passed on to the Vendor.

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RFP for Enterprise Resource Planning (ERP)

4.4 Service and Maintenance Facilities

4.4.1 All proposals must clearly describe all provisions and specific arrangements for service
and maintenance of the System and related system components.
4.4.2 A detailed list of qualified service and maintenance facilities that are proposed for service
and maintenance work and for factory level service and repair work must be included.
4.4.3 The names, addresses, telephone numbers and contact persons for all service facilities
must be identified in the proposals.
4.4.4 The City reserves the right to accept or reject any and all proposed service providers,
and/or use of any proposed serviced facilities, at the sole discretion of the City.
4.5 Moves, Change, and Additions
The City anticipates that it will easily be able to make routine hardware moves, additions, feature
changes, and perform similar administrative tasks ourselves.
4.5.1 Vendor will provide, for the life of the warranty and maintenance contract, the capability
of providing technicians to perform these tasks upon request by the City.
4.5.2 Vendor will guarantee that the charges for such normal work will be at least the lowest
rate you have in effect for your other customers at that time.

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5.0 PERFORMANCE REQUIREMENTS

5.1 Vendor Instructions

This RFP Section contains general and specific requirements related to the performance
of the proposed system, both at the point of system acceptance and throughout the life
of the contract between the City of Oxnard and the Vendor.
System Acceptance will occur in phases as various milestones identified in the
implementation plan and agreed to by the City are reached. The Vendors implementation
plan must clearly define the hardware and software deliverables, tasks or other criteria
associated with each milestone.
5.2 Testing
5.2.1 A sample test plan will be provided with each proposal. The successful Vendor must, as
one of the early milestones, submit an acceptance test plan for the City’s approval. The
test plan must document how each of the functional specifications are to be tested, the
method of verifying the results, and the expected results. The test plan must also include
a scenario test that allows for the System (integrated hardware/software) to operate
under a simulated test situation.
5.2.2 The performance requirements specified in this RFP must be met before the system is
accepted. Vendor is to specify any requirements it has for performance testing.
5.2.3 The Vendor must prepare a plan for correcting failures in any part of the system. Said plan
must include reasonable remedies for the City to exercise if failures are not corrected in
a timely manner.
5.3 System Acceptance
The following specifications apply to the requirements for the City’s acceptance of the
Vendor’s system after phase in begins.
5.3.1 The City expects the starting date for the project to be immediately following the
execution of the contract.
5.3.2 Beginning with the first day after the completion of each phase (phases will be specified
in the implementation plan) that the proposed system phase is operational and available
to the City for testing; an acceptance test will be conducted for thirty consecutive
calendar days (the Acceptance Period).
5.3.3 During the Acceptance Period, the proposed system will undergo a live test, using the mix
of users and applications or functions shown in RFP Section 5.8, the System Performance
Profile.
5.3.4 In addition to the delivery and inspection of equipment, tests of the systems and
applications are anticipated as specified below.

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5.4 Functional Acceptance Test (Test # 1)

During the Functional Acceptance Test (FAT) the Vendor will demonstrate the operation
of each proposed or required feature, function and interface as specified in Sections 2
and 3 and the “RFP Functional Requirements” documents. Particular attention will be
made to the following key functionality:
▪ Integrated system data flow user request through service delivery
▪ Fully functional field user mobile application
▪ Integrated Citizen access WEB portal
▪ Reporting Capabilities
5.5 Performance Test (Test # 2)
The purpose of the Performance Tests must be to demonstrate compliance with the
performance requirements of this RFP. This test must be conducted on the City of
Oxnard’s system at the City of Oxnard, and must be conducted for a period of not less
than thirty days. To pass the Performance test, the proposed system must, for 30
consecutive days, perform successfully in accordance with the Performance
Requirements specified in the System Performance Profile, Section 5.8.
Additionally, the system must:
▪ Perform all functions effectively from all workstations (fixed and wireless).
▪ Allow all files and tables to be updated online without adversely affecting
performance.
▪ Allow necessary back-ups to be done on-line without adversely affecting system
operations, and without lockouts for updates;
▪ Complete queries to interfaced databases without adversely affecting the System
(e.g., such inquiries will not tie up or lock up the workstations).
▪ Have converted data loaded into tables at time of testing.
5.6 Reliability Test (Test # 3)
The Reliability Test will be conducted at the completion of all Vendor tasks to
demonstrate the operational capability and reliability of the system. In order to
successfully complete this test, the Vendor must meet the requirements of this section.
In addition the following general criteria and procedures for this test are provided to the
Vendor as guidelines. Vendors are advised, however, that the City may elect to review
and modify the acceptance criteria during contract negotiations based upon specifics of
Vendors proposals.
The Vendor Reliability Test must be conducted for a period of 30 consecutive days.
In order to complete the Reliability Test all computer hardware, and software
components must demonstrate full availability.

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In the event that the system falls below the required availability mark, the Reliability Test
must be halted. At this time, the Vendor must correct any deficiencies in preparation for
a re-test. If the deficiencies are of such severity that the re-test cannot be initiated within
15 days the Vendor must prepare a Cure Plan and submit the same to the City of Oxnard’s
Project Manager. The Cure Plan must detail the reason for the Reliability Test failure and
the proposed correction, and be approved by the City of Oxnard’s Project Manager.
The Vendor must have three opportunities to complete the Reliability Test over a period
of 120 days. If the Vendor fails to successfully complete the test in this time period, then
at the City’s option:
▪ The contract between the City and the Vendor may be terminated as specified in RFP
Section 7.
▪ The Vendor will upgrade the system and implementation team with whatever
resources are necessary to bring the system into compliance, at no cost to the City.
If each phase of the Vendors System passes the acceptance test, then the City will notify
the Vendor in writing.
Upon the successful completion of the Functional, Performance and Reliability Tests and
achievement of all milestones the City of will issue a notice of Final Acceptance.
5.7 Ongoing System Performance
The following specification describes the performance requirements for Vendor’s System
following the City of Oxnard’s formal acceptance of the System and throughout the life of
the contract between the City and Vendor.
5.7.1 During the remaining warranty and contract period the entire system (i.e. SaaS, any on-
site hardware/Software) components of the system must remain fully operational and
available, i.e., 99.99% uptime.
5.7.2 The initial system hardware and software configuration must handle the anticipated
increase of work.
Assuming that growth projections have not been exceeded or other factors beyond the
Vendors control have not occurred the system must continue to meet the functional,
reliability and performance requirements as expressed in this RFP throughout the first
five years of system life; hardware must satisfy planned needs for this same time period.
In the event that the system fails to meet any requirement of this RFP after acceptance
and during the warranty period the Vendor must take appropriate steps to cure the
problem and bring the system back into compliance with the performance and reliability
requirements at no cost to the City.

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RFP for Enterprise Resource Planning (ERP)

5.8 System Performance Profile

The following performance criteria are provided as a guide to Vendors in designing the
system and as the basis for acceptance testing of the implemented system:
▪ The system must conform to the requirements specified in Sections 2.0 and 3.0 of this
RFP.
▪ The system must provide problem-free interoperability for all the systems hardware
and software components specified in this RFP.
▪ The system will interoperate with the present City of Oxnard network components,
and operate under the City LAN.
▪ All reporting functions must be performed without adversely affecting performance
and system operations.
▪ Under no circumstances must the user be required to halt system operations during
back-ups or other system administration tasks.
5.9 System Response Times
The system response time for 95% of responses must not exceed the Maximum Response
Time defined below. These are deemed reasonable response times for SaaS traversing
the Internet and returning to interface with local systems.
Issue testing must be performed so as to determine whether slow response is happening
at the switch or the database level.

MAXIMUM
TRANSACTION
RESPONSE TIME
Simple queries, which utilize two or fewer search keys 3 Seconds
Complex queries (i.e. those queries that require greater 5 Seconds
than two search keys)

5.10 Computer System Availability

The following specification defines both system availability and the method by which it is
calculated, as it is used in other sections of this RFP.
5.10.1 The system must be considered "available" for use only when all the following three
conditions are met.
▪ SaaS functions are configured and active
▪ Any required on-site hardware/software components have power applied and are
operating correctly.
▪ All functions and interfaces are operating correctly.
All functions necessary for creating, editing or searching for a record are operating
correctly.

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RFP for Enterprise Resource Planning (ERP)

6.0 IMPLEMENTATION REQUIREMENTS

6.1 Vendor Instructions

RFP Sections 6.2 to 6.9 contain all general and specific requirements related to the period
between site planning and our final acceptance of the system. RFP Section 6.9 contains a list of
required contents for your implementation plan.

6.2 General Implementation Requirements

6.2.1 Conduct of Work
All work will be conducted in a professional and orderly manner. Installation must be
completed in a workmanlike manner.
6.2.2 Use of Facilities
Reasonable office facilities will be provided based upon stated requirements of the
Vendor. Access to any area outside of normal business hours is restricted; necessary
access must be arranged each day as needed with the City of Oxnard’s Project Manager,
or a temporary access ID may be provided.
6.2.3 Restoration of Premises
The City’s premises must be restored to their original condition following implementation
of the Vendors systems.
6.2.3.1. This includes removal of debris, restoring areas affected in the normal course of
implementation, and repairing damage done inadvertently.
6.2.3.2. Vendor project manager will be responsible for inspecting all areas before work
starts and reporting any pre-existing damage to the City’s project manager, and
inspecting all work done and the resulting conditions of City’s premises each
day.
6.2.4 Qualifications of Implementation Staff
Vendor implementation staff must be fully trained and certified by the manufacturer(s)
of the system(s) you propose. Their training must be up-to-date for the specific systems
being installed. In addition, all key implementation staff must be experienced in similar
prior installations of the system(s).
Additional requirements include:
▪ Submission of qualifications by Vendor and approval of all key staff members by City
prior to project start

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▪ Maintaining the involvement of Vendor’s personnel essential to the project

throughout the life of the project, up to and including training, implementation and
acceptance
▪ Timely replacing any staff deemed unqualified by the City
▪ Directing staff to comply with City of Oxnard’s rules and regulations
Note that staff will be subject to a security check.
6.2.5 Documentation
6.2.5.1 General
a. The Vendor must be able to supply comprehensive soft copy documentation
for the system which covers at least the following subjects:
i) System Use
ii) System Administration (Server and workstation)
iii) Database Layout, Set up, and Maintenance
iv) Interface and API Design, Use and Maintenance
b. The system documentation must be consistent with the instructions supplied
by the on-line help systems for the application.
i) Strong preference to support on-line, context sensitive, help which is
granular enough to provide help to specific item on the screen without
having to scroll through a help file to find the specific description of the
item.
ii) The Vendor must provide a printed database schematic and data
dictionaries to assist the customer with the addition of site-specific fields
and support for the system. Electronic copy to be provided.
6.2.5.2 Hardware Documentation
The City of Oxnard requires that the Vendor provide documentation, in binders,
for every piece of equipment that the Vendor supplies as part of the system
configuration. The Vendor must provide at least three copies of all documentation
provided by equipment manufacturers and other suppliers to the City. The doc-
umentation must be contained in one or more binders or other binding to prevent
their loss or destruction. Electronic copies to also be provided.
6.2.5.3 Software Documentation
The proposal must include a list and description of the software that is required
to operate the proposed hardware/software configuration. The documentation
must be contained in one or more binders or other binding to prevent their loss
or destruction.

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RFP for Enterprise Resource Planning (ERP)

6.2.5.4 System Implementation Documentation

Prior to commencing work, the Vendor must provide an Engineering Plan,
including systems design and architectural plan for any Vendor installed
components, with clearly identified interface points to other systems. In addition,
the delivery of these and certain key documents are expected to be indicated as
milestone points on the Project Schedule; e.g., Implementation Plan, System Test
Plan and Procedures, and Training Plan.
6.2.5.5 Training and Operations Documentation
Several documents will be prepared that will be used in training personnel and/or
in operating the system. The Vendor must describe these documents in its pro-
posal and specify the number of each that will be delivered to the City.

6.3 Project Management

The City of Oxnard will have a project manager for this implementation project. The City’s
Project Manager will be the point of contact with the Vendor’s project manager in all
areas indicated in this RFP section. He/she will be empowered to resolve disputes and
make decisions about any changes to the implementation plan or technical aspects of the
system. He/she will also provide liaison with City department heads, and will assist in
coordinating work with the Vendor.
Vendor must also name a project manager. Key expectations for this individual include
that this person:
▪ Will be empowered to authorize project changes.
▪ Will provide periodic written status reports at a mutually agreed upon time frame.
▪ Will maintain the involvement of the same Project Manager throughout the project
and through implementation.
Subsequent to selection, the Vendor will present the project manager to City
management for City’s approval.
6.3.1 Coordination
Vendors must include a review of the project plan in each weekly teleconference briefing,
and monthly on-site meeting, or more often if necessary. This briefing must include a
review of the tasks accomplished and items delivered or installed. The Vendors Project
Manager must keep the City fully informed of any change in schedule and must provide a
modified project plan including Gantt Chart for each schedule change of more than one
day.
Vendors must deliver written notice to the City no less than two weeks prior to the
completion of each milestone. The purpose of this notice must be to allow the City to
schedule personnel who may be required to participate in testing or other activities
associated with a pending milestone.

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6.3.2 Scheduling
6.3.2.1 All proposals must include a preliminary schedule for the complete implementation
of the proposed system components where the expected order of deployment is:
▪ Finance, including Budgeting and Purchasing
▪ Human Resources, including Payroll
▪ Development Services
▪ Asset Management
▪ Utility Billing
6.3.2.2 The preliminary proposal schedules must include clearly identified milestones and
tasks for each of the major activities and events that are planned for completion of
the System through the complete system acceptance.
6.3.2.3 The Vendor (or Vendors) must be required to finalize a detailed schedule and
Implementation Plan, for approval by the City, as part of the contract negotiation
process.
6.3.2.4 The detailed schedules must be included as part of the Contract, and must be
maintained by the Vendor (or Vendors), and must be updated and reviewed with the
City at regular intervals as part of normal project management functions by the
Vendor.
6.3.2.5 All scheduled changes must be subject to the prior approval of the City.
6.3.2.6 Coordination with the City’s project manager is required. The City will not be
responsible for any extra costs in the implementation phase that are caused by failure
on the Vendors part to coordinate with the project manager.
6.3.2.7 Installation of the main system components must also be coordinated with City’s
project manager. Specify what specific interactions will be required, and what time
will be required to make any required interfaces.
6.3.2.8 Installation of user equipment in occupied areas must minimize disruption to normal
business activities. Specify how this requirement will be met.
6.3.2.9 Implementation of application systems must follow a logical progression, with testing
and acceptance of predecessor systems prior to the implementation of additional
systems.
6.3.2.10 During testing and startup of the new systems, on-site Vendor technical support is
required.

6.4 Site Planning

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

The Vendor, as part of a walkthrough scheduled with the City after award, will verify the
condition of facilities available for implementation and recommend the appropriate
action if support requirements are not met.
6.4.1 Facility Requirements
As part of site planning the Vendor must specify the facility requirements necessary for
the installation of Vendor supplied equipment. This RFP section is indicative of the types
of information that is to be included in the proposal. The Vendor, however, must include
any additional pertinent information concerning City of Oxnard and/or facilities
requirements.
6.4.1.1 Alterations
If alterations are needed to accommodate maintenance of the performance of the
system, specify these changes. Things to be considered here might include:
▪ Alterations of walls or partitions
▪ Conduit
▪ Fire and safety precautions
▪ Lighting
▪ Air Conditioning
▪ Other applicable items.
6.4.1.2 Other Considerations
If applicable, the Vendor should describe any other facility considerations deemed
to be applicable. Such items may include, but are not limited to:
▪ Data protection
▪ Security
▪ Humidity
▪ Cable installation
▪ Uninterruptible Power Supply or power conditioning
▪ Electromagnetic interference
▪ Power Equipment Influence.

6.5 Coordination Meetings

Vendor is required to integrate with the City’s networking system and other current
applications, and interface with other agencies. Coordination meetings will be required
to ensure mutual understanding and shared expectations in regard to the nature and
extent of interface and integration activities. Further, to assure timely compatibility and
connectivity, the schedule as preliminarily detailed below, must be accommodated.

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RFP for Enterprise Resource Planning (ERP)

6.6 Phase-in Requirements

The project phase-in requirements are detailed below.
6.6.1 Vendor is required to analyze the workflow for each of the work areas that will be
impacted by the new applications in order to determine the appropriate configuration
settings for the system.
6.6.2 All system components must be tested and the results of testing presented to the City’s
project manager per Section 5.
6.6.3 A Phase-in plan is required as part of your implementation plan, covering testing, and the
sequence and timing of events.
6.6.4 Vendors must have their own personnel at the City site during testing and start-up (“go
live”) periods in order to ensure a smooth phase in process.

6.7 Business Process Engineering

Vendor is required to analyze the workflow for each of the work areas that will be
impacted by the new applications in order to determine the appropriate configuration
settings for the system.

6.8 Acceptance Testing

The performance requirements specified in RFP Section 5 must be met before each
system is accepted and / or milestone is met. Your phased implementation plan must
specify how performance testing for each phase will be done.

6.9 Training
6.9.1 Training Guidelines
The general training approach desired will be training of System Administrators and
support personnel for general systems administration and operations, and select staff for
application operations. The Vendors training programs must be designed and conducted
to provide complete familiarization in applicable system operation.
The Vendor must describe the types of training classes that will be conducted, the number
of persons that can be trained in each session, and the total number of hours required for
each person to be trained. The training plan must provide for rotating shift operations.
All training, insofar as possible, is to be conducted on-site in the City’s facilities. A copy of
all training materials used by the Vendor is to be delivered to the City upon conclusion of
the training.

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 City of Oxnard
RFP for Enterprise Resource Planning (ERP)

6.9.2 System Training and Documentation Requirements

The minimum training requirements are outlined at the end of this Section. The Vendor
should use this as a guideline of requirements and should comment on suggested training.
6.9.3 Training Schedule
With the Implementation Plan, the Vendor must submit a schedule of all proposed
training modules with the following information:
▪ Course summary/outline
▪ Duration of training for each module
▪ Maximum class size
▪ Audience
▪ Location of training
▪ Prerequisite activities to be completed by students prior to the training session.
6.9.4 Training Database
▪ The system shall include a training system that simulates the real system and allows
users to access training replications of all databases.
▪ Users logged on to the training module must utilize the same commands, forms and
system features as users logged on to the live system.
▪ No data entered or command invoked while logged to the training module must
corrupt the live system or noticeably impede the performance of the live system.
6.9.5 Training Volumes
Training proposals must provide for Application Software and Operating Systems training,
primarily through on-site training. Additional Vendor classroom training may be
proposed.
6.9.6 Ongoing Training
The following requirements are applicable to the provision by Vendor of various
categories of training after Implementation and Acceptance:
▪ Vendor is asked to describe their program for follow-up training, if and when
needed. This training is a separately chargeable item.
▪ Rates for subsequent years are subject to negotiation.
▪ Vendor may make training available at both Vendor’s training facility and, at the
City’s option, at the City’s location.
▪ Charges for training must be included in Project Price.
6.10 Implementation Plan
Your response to these implementation requirements should be included in the
implementation plan. This plan can be in your format, but it must:

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RFP for Enterprise Resource Planning (ERP)

a. Include a complete schedule of events, consistent with Section 6.6, in narrative and
Gantt chart form.
b. Show an implementation schedule that has specifically designated phases; each phase
should have its acceptance plan and milestones. The overall implementation plan
should combine all phases into a coherent plan.
c. Respond to all of the requirements in this RFP section in the narrative using the same
numbering scheme as shown in this RFP. State how each requirement will be met.
d. Be able to be used as a stand-alone document for use by the project managers and
implementation staff.
e. Incorporate training on Preventative Maintenance procedures and software, if
offered (please describe).

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RFP for Enterprise Resource Planning (ERP)

7.0 CONTRACT REQUIREMENTS

7.1 Instructions
7.1.1 These instructions apply to quotations or bid submittals and become a part of terms and
conditions of any bid packet submitted.
7.2 General Terms & Conditions
7.2.1 The City shall not be liable for any expenses incurred by any proposer prior to issuing
the contract.
7.2.2 The selected Consultant will be required to sign and be bound by a Professional
Consultant Services Agreement (“Agreement”, see Attachment A). Proposer must meet
all insurance requirements (see Attachment B). Proposer should carefully review the
Agreement (including the indemnity provisions) and note any exceptions or proposed
modifications to the Agreement in the Proposal Response Forms, Section 7.

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RFP for Enterprise Resource Planning (ERP)

8.0 PRICE REQUIREMENTS

8.1 General Information

8.1.1 Price Proposal Format
Submit your price proposal exactly as listed below:
▪ A summary price proposal, for each option being offered, on the sheet provided or
comparable. See RFP Section 8.3 below.
▪ A set of supporting price details, on the sheets provided or comparable. See RFP
Section 8.4 below.
▪ Explanatory notes, further clarifying how you derived the prices in your proposal,
listed on or attached to the supporting price detail sheet each note relates to.
▪ A strong preference exists for a software site license to be provided to the City. Explain
limitations if otherwise.
▪ You may also add any further narrative as needed to describe your price proposal.
8.1.2 Evaluation Period
Our price evaluation will use a uniform method for all proposals. The method will be a 5-
year life cycle net present value analysis using uniform assumptions for economic
analysis. We will also consider Vendor supporting price details in the context of the
related sections of your functional proposal.
Time for Consideration: Vendor warrants by virtue of submitting the proposal that costs
as outlined in his proposal will be good for an evaluation period of ninety (90) calendar
days from the date of proposal opening. Vendors will not be allowed to withdraw or
modify their proposals after the opening time and date.
8.2 Price and Payment Terms
All items proposed shall be F.O.B. Destination with freight charges prepaid, to designated
addresses as specified by the City on its purchase order(s) or in letter(s) of authorization.
If there is an error in extensions (mathematical calculations), unit prices will prevail.
8.2.1 Financing
A cash purchase is contemplated. Vendor may offer a 5-year (consisting of five annual
payments in arrears) lease/purchase alternative. For the lease/purchase alternatives,
indicate the source of the financing and the complete terms of the financing agreement,
which must be part of your proposal and of any resulting contract.
8.2.2 Payment Schedule
The City proposes to pay for the system, if the outright purchase option is selected, upon
acceptance as defined in the RFP.

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8.3 Summary Price Proposal

▪ The attached summary price sheet is clearly marked.
▪ Complete the sheet as instructed. Use duplicate or additional sheets as necessary.
▪ Add explanatory notes as required for clarity.

8.4 Supporting Price Detail

8.4.1 Response Sheets
In addition to the price summary sheet, there are several supporting price detail sheets,
and other signature forms, provided in the attached Proposal Response Forms, Section 8;
one of each corresponds to major lines on the Summary Price Proposal. Complete all
sheets as instructed on the form. Use duplicate or additional sheets as necessary, but do
not change the formats. Add explanatory notes as required for clarity.
Provide all of this information in a separate envelope.

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ATTACHMENT A – SAMPLE PROFESSIONAL SERVICES AGREEMENT

Agreement No.

AGREEMENT FOR CONSULTING SERVICES

This Agreement for Consulting Services (“Agreement”) is made and entered into in the
County of Ventura, State of California, this day of, 20, by and between the City of Oxnard, a
municipal corporation (“City”), and (“Consultant”).

WHEREAS, City desires to hire Consultant to perform certain consulting services

specified herein; and

WHEREAS, Consultant represents that Consultant and/or Consultant’s personnel have

the qualifications and experience to properly perform such services:

NOW, THEREFORE, City and Consultant hereby agree as follows:

1. Scope of Services
Consultant shall furnish City with professional consulting services as more
particularly set forth in Exhibit A attached hereto and incorporated by this
reference in full herein.

2. Method of Performing Services

Subject to the terms and conditions of this Agreement, Consultant may determine
the method, details, and means of performing the services described herein.

3. Standard of Performance
Consultant agrees to undertake and complete these services to conclusion, using
that standard of care, skill, and diligence normally provided by a professional
person in performance of similar consulting services.

4. Nonexclusive Services
This Agreement shall not be interpreted to prevent or preclude Consultant from
rendering any services for Consultant’s own account or to any other person or
entity as Consultant in its sole discretion shall determine. Consultant agrees that

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performing such services will not materially interfere with services to be

performed for the City.

5. Coordination of Services
All services are to be coordinated with the Information Technology Manager –
Enterprise Applications, subject to the direction of the City Manager or
Department Manager.

6. Place of Work
Consultant shall perform the services provided for in this Agreement at any place
or location and at such times as the Consultant shall determine.

7. Correction of Errors
Consultant agrees to correct, at its expense, all errors which may be disclosed
during review of Consultant’s services. Should Consultant fail to make such
correction in a reasonably timely manner, such correction shall be made by City,
and the cost thereof shall be paid by Consultant.

8. Time for Performance

All services performed under this Agreement shall be completed pursuant to the
schedule provided in Exhibit B attached hereto and incorporated by this reference
in full herein. City agrees to amend the performance termination date whenever
Consultant is delayed by action or inaction of City and Consultant promptly
notifies Manager of such delays.

9. Principal in Charge
Consultant hereby designates as its principal-in-charge and person responsible for
necessary coordination with Manager.

10. Permits, Licenses, Certificates

Consultant, at Consultant’s sole expense, shall obtain and maintain during the
term of this Agreement, all permits, licenses, and certificates required in
connection with the performance of services under this Agreement, including a
City business tax certificate.

11. City’s Responsibility

City shall cooperate with Consultant as may be reasonably necessary for
Consultant to perform its services. Manager agrees to provide direction to
Consultant as requested regarding particular project requirements.

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12. Term of Agreement

This Agreement shall begin on, and expire on ________________________.

13. Termination
a. This Agreement may be terminated by City if Manager notifies Consultant, in
writing, of Manager’s desire to terminate the Agreement. Such termination
shall be effective ten calendar days from the date of delivery or mailing of such
notice. City agrees to pay Consultant in full for all amounts due Consultant as
of the effective date of termination, including any expenditures incurred on
City’s behalf, whether for the employment of third parties or otherwise.
b. This Agreement may be terminated by Consultant if Consultant notifies Man-
ager, in writing, of Consultant’s desire to terminate the Agreement. Such ter-
mination shall be effective ten calendar days from the date of delivery or mail-
ing of such notice and only if all assignments accepted by Consultant have
been completed prior to the date of termination.

14. Compensation
a. City agrees to pay Consultant in an amount not to exceed $150,000.00 for ser-
vices provided under this Agreement at rates provided in Exhibit C attached
hereto and incorporated by this reference in full herein.
b. The acceptance by Consultant of the final payment made under this Agree-
ment shall constitute a release of City from all claims and liabilities for com-
pensation to Consultant for anything completed, finished or relating to Con-
sultant’s services.
c. Consultant agrees that payment by City shall not constitute nor be deemed a
release of the responsibility and liability of Consultant or its employees, Sub-
vendors, agents and subconsultants for the accuracy and competency of the
information provided and/or services performed hereunder, nor shall such
payment be deemed to be an assumption of responsibility or liability by City
for any defect or error in the services performed by Consultant, its employees,
Subvendors, agents and subconsultants.
d. Consultant shall provide Manager with a completed Request for Taxpayer
Identification Number and Certification, as issued by the Internal Revenue Ser-
vice.
e. If any sales tax is due for services performed by Consultant or materials or
products provided to City by Consultant, Consultant shall pay the sales tax.
City shall not reimburse Consultant for sales taxes paid by Consultant.

15. Method of Payment

a. City agrees to pay Consultant monthly upon satisfactory completion of the ser-
vices and upon submission by Consultant of an invoice delineating the services
performed, in a form satisfactory to Manager. The invoice shall identify ser-
vices by project as specified by Manager.

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b. Consultant agrees to maintain current monthly records, books, documents,

papers, accounts and other evidence pertaining to the services performed and
costs incurred. Such items shall be adequate to reflect the time involved and
cost of performing the services. Consultant shall provide Manager with copies
of payroll distribution, receipted bills and other documents requested for jus-
tification of the invoice.

16. Responsibility for Expenses

Except as otherwise expressly provided in this Agreement, City shall not be
responsible for expenses incurred by Consultant in performing services under this
Agreement. All expenses incident to the performance of services under this
Agreement shall be borne by the Consultant, including, but not limited to rent,
vehicle, and travel, entertainment and promotion, general liability and health
insurance, workers’ compensation insurance, and all compensation and benefits
of employees or agents engaged by Consultant. Consultant shall, at its own cost
and expense, supply all personal property necessary or appropriate to perform
the services provided for under this Agreement, including, but not limited to any
personal property used by employees and agents of Consultant in the
performance of such services.

17. Non-Appropriation of Funds

Payments to be made to Consultant by City for services performed within the
current fiscal year are within the current fiscal budget and within an available,
unexhausted and unencumbered appropriation of City. In the event City does not
appropriate sufficient funds for payment of Consultant’s services beyond the
current fiscal year, this Agreement shall cover payment for Consultant’s services
only up to the conclusion of the last fiscal year in which City appropriates sufficient
funds and shall automatically terminate at the conclusion of such fiscal year.

18. Records
a. Consultant agrees that all final computations, exhibits, files, plans, corre-
spondence, reports, drawings, designs, data and photographs expressly re-
quired to be prepared by Consultant as part of the scope of services (“docu-
ments and materials”) shall be the property of City and shall, upon completion
of the services or termination of this Agreement, be delivered to Manager.
b. At City’s request, City shall be entitled to immediate possession of, and Con-
sultant shall furnish to Manager within ten days, all of the documents and ma-
terials. Consultant may retain copies of these documents and materials.
c. Any substantive modification of the documents and materials by City staff or
any use of the completed documents and materials for other City projects, or
any use of uncompleted documents and materials, without the written con-
sent of Consultant, shall be at City’s sole risk and without liability or legal ex-

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posure to Consultant. City agrees to hold Consultant harmless from all dam-
ages, claims, expenses and losses arising out of any reuse of the documents
and materials for purposes other than those described in this Agreement, un-
less Consultant consents in writing to such reuse.

19. Maintenance and Inspection of Records

Consultant agrees that City or its auditors shall have access to and the right to
audit and reproduce any of Consultant’s relevant records to ensure that City is
receiving all services to which City is entitled under this Agreement or for other
purposes relating to the Agreement. Consultant shall maintain and preserve all
such records for a period of at least three years after the expiration of this
Agreement, or until an audit has been completed and accepted by City.
Consultant agrees to maintain all such records in City or to promptly reimburse
City for all reasonable costs incurred in conducting the audit at a location other
than in City, including but not limited to expenses for personnel, salaries, private
auditor, travel, lodging, meals and overhead.

20. Confidentiality of Information

Any documents and materials given to or prepared or assembled by Consultant
under this Agreement shall be confidential and shall not be made available to any
third person or organization by Consultant without prior written approval of the
Manager.

21. Indemnity
Consultant agrees to indemnify, hold harmless and defend City, its City Council,
and each member thereof, and every officer, employee, representative or agent
of City, from any and all liability, claims, demands, actions, damages (whether in
contract or tort, including personal injury, death at any time, or property damage),
costs and financial loss, including all costs and expenses and fees of litigation or
arbitration, that arise directly or indirectly from any acts or omissions related to
this Agreement performed by Consultant or its agents, employees,
subconsultants, Subvendors, consultants and other persons acting on Consultant’s
behalf. This agreement to indemnify, hold harmless and defend shall apply
whether such acts or omissions are the product of active negligence, passive
negligence, or acts for which Consultant or its agents, employees, subconsultants,
Subvendors, consultants and other persons acting on Consultant’s behalf would
be held strictly liable.

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22. Insurance
a. Consultant shall obtain and maintain during the performance of any services
under this Agreement the insurance coverages as specified in Exhibit INS-, at-
tached hereto and incorporated herein by this reference, issued by a company
satisfactory to the Risk Manager, unless the Risk Manager waives, in writing,
the requirement that Consultant obtain and maintain such insurance cover-
ages.
b. Consultant shall, prior to performance of any services, file with the Risk Man-
ager evidence of insurance coverage as specified in Section 7 of the Proposal
Response Forms, Evidence of insurance coverage shall be forwarded to the
Risk Manager, addressed as specified in Section 7 of the Proposal Response
Forms.
c. Maintenance of proper insurance coverages by Consultant is a material ele-
ment of this Agreement. Consultant’s failure to maintain or renew insurance
coverages or to provide evidence of renewal may be considered as a material
breach of this Agreement.

23. Independent Vendor

a. City and Consultant agree that in the performance of the services, Consultant
shall be, and is, an independent Vendor, and that Consultant and its employ-
ees are not employees of City. Consultant has and shall retain the right to
exercise full control over the employment, direction, compensation and dis-
charge of all persons assisting Consultant.
b. Consultant shall be solely responsible for, and shall save City harmless from,
all matters relating to the payment of Consultant’s employees, agents, Sub-
vendors and subconsultants, including compliance with social security require-
ments, federal and State income tax withholding and all other regulations gov-
erning employer-employee relations.
c. Consultant acknowledges that Consultant and Consultant’s employees are not
entitled to receive from City any of the benefits or rights afforded employees
of City, including but not limited to reserve leave, sick leave, vacation leave,
holiday leave, compensatory leave, Public Employees Retirement System ben-
efits, or health, life, dental, long-term disability and workers’ compensation
insurance benefits.

24. Consultant Not Agent

Except as Manager may specify in writing, Consultant, and its agents, employees,
Subvendors and subconsultants shall have no authority, expressed or implied, to
act on behalf of City in any capacity, as agents or otherwise, or to bind City to any
obligation.

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25. Conflict of Interest

If, in performing the services set forth in this Agreement, Consultant makes, or
participates in, a “governmental decision” as described in Title 2, section
18701(a)(2) of the California Code of Regulations, or performs the same or
substantially all the same duties for City that would otherwise be performed by a
City employee holding a position specified in City's conflict of interest code,
Consultant shall be subject to City's conflict of interest code, the requirements of
which include the filing of one or more statements of economic interests
disclosing the relevant financial interests of Consultant's personnel providing the
services set forth in this Agreement.

26. Assignability of Agreement

Consultant agrees that this Agreement contemplates personal performance by
Consultant and is based upon a determination of Consultant’s personnel’s unique
competence, experience and specialized personal knowledge. Assignments of any
or all rights, duties, or obligations of Consultant under this Agreement will be
permitted only with the express written consent of Manager, which consent may
be withheld for any reason.

27. Successors and Assigns

Consultant and City agree that this Agreement shall be binding upon and inure to
the benefit of the heirs, executors, administrators, successors and assigns of
Consultant and City.

28. Fair Employment Practices

a. Consultant agrees that all persons employed by Consultant shall be treated
equally by Consultant without regard to or because of race, color, religion, an-
cestry, national origin, disability, sex, marital status, age, or any other status
protected by law, and in compliance with all antidiscrimination laws of the
United States of America, the State of California, and City.
b. Consultant agrees that, during the performance of this Agreement, Consultant
and any other parties with whom Consultant may subcontract shall adhere to
equal opportunity employment practices to assure that applicants and em-
ployees are treated equally and are not discriminated against because of their
race, color, religion, ancestry, national origin, disability, sex, marital status,
age, or any other status protected by law.
c. Consultant agrees to state in all of its solicitations or advertisements for appli-
cants for employment that all qualified applicants shall receive consideration
for employment without regard to their race, color, religion, ancestry, national
origin, disability, sex, marital status, age, or any other status protected by law.
d. Consultant shall provide City staff with access to and, upon request by Man-
ager, provide copies to Manager of all of Consultant’s records pertaining or

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relating to Consultant’s employment practices, to the extent such records are

not confidential or privileged under State or federal law.

29. Force Majeure

Consultant and City agree that neither City nor Consultant shall be responsible for
delays or failures in performance resulting from acts beyond the control of either
party. Such acts shall include, but not be limited to acts of God, strikes, lockouts,
riots, acts of war, epidemics, governmental regulations imposed after this
Agreement was executed, fire, communication line failures, earthquakes, or other
disasters.

30. Time of Essence

Consultant and City agree that time is of the essence in regard to performance of
any of the terms and conditions of this Agreement.

31. Covenants and Conditions

Consultant and City agree that each term and each provision of this Agreement to
be performed by Consultant shall be construed to be both a covenant and a
condition.

32. Governing Law

City and Consultant agree that the construction and interpretation of this
Agreement and the rights and duties of City and Consultant hereunder shall be
governed by the laws of the State of California.

33. Compliance with Laws

Consultant agrees to comply with all City, State, and federal laws, rules, and
regulations, now or hereafter in force, pertaining to the services performed by
Consultant pursuant to this Agreement.

34. Severability
City and Consultant agree that the invalidity in whole or in part of any provision of
this Agreement shall not void or affect the validity of any other provision.

35. Waiver
City and Consultant agree that no waiver of a breach of any provision of this
Agreement by either Consultant or City shall constitute a waiver of any other
breach of the same provision or any other provision of this Agreement. Failure of
either City or Consultant to enforce at any time, or from time to time, any
provision of this Agreement, shall not be construed as a waiver of such provision
or breach.

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36. Counterparts
City and Consultant agree that this Agreement may be executed in two or more
counterparts, each of which shall be deemed an original.

37. Arbitration
Consultant and City agree that in the event of any dispute with regard to the
provisions of this Agreement, the services rendered or the amount of Consultant’s
compensation, the dispute may be submitted to arbitration upon the mutual
agreement of the parties, under such procedures as the parties may agree upon,
or, if the parties cannot agree, then under the Rules of the American Arbitration
Association.

38. Expenses of Enforcement

Consultant and City agree that the prevailing party’s reasonable costs, attorneys’
fees (including the reasonable value of the services rendered by the City Attorney
Office) and expenses, including investigation fees and expert witness fees, shall be
paid by the non-prevailing party in any dispute involving the terms and conditions
of this Agreement.

39. Authority to Execute

a. City acknowledges that the person executing this Agreement has been duly
authorized by the City Council to do so on behalf of City.
b. Consultant acknowledges that the person executing this Agreement has been
duly authorized by Consultant to do so on behalf of Consultant.

40. Notices
a. Any notices to Consultant may be delivered personally or by mail addressed to
_____________________, _____________, _______________,
____________, Attention: ____________.
b. Any notices to City may be delivered personally or by mail addressed to City of
Oxnard, ________________, ________________, Oxnard, California 93030,
Attention: ____________________.

41. Amendment
City and Consultant agree that the terms and conditions of the Agreement may be
reviewed or modified at any time. Any modifications to this Agreement, however,
shall be effective only when agreed upon to in writing by both the City
representative authorized to do so under the City’s purchasing policies and
Consultant.

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42. Entire Agreement

City and Consultant agree that this Agreement constitutes the entire agreement
of the parties regarding the subject matter described herein and supersedes all
prior communications, agreements, and promises, either oral or written.

CITY OF OXNARD [VENDOR OR CONSULTANT]

Greg Nyhoff, City Manager [Vendor or Consultant]

APPROVED AS TO FORM: APPROVED AS TO INSURANCE:

Stephen M. Fischer, City Attorney Risk Manager

APPROVED AS TO CONTENT: APPROVED AS TO CONTENT:

[Enter Name here], [Department Director] [Enter Name here], Project Manager

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ATTACHMENT B – INSURANCE REQUIREMENTS

INSTRUCTIONS: You must complete insurance requirements, as outlined below, using the INSURANCE
CERTIFICATES AND ENDORSEMENT FORMS found in Section 7 of the Proposal Response Forms document.

INSURANCE REQUIREMENTS FOR CONSULTANTS

(WITH ERRORS AND OMISSIONS REQUIREMENT)

1. Consultant shall obtain and maintain during the performance of any services under this Agreement the fol-
lowing insurance against claims for injuries to persons or damages to property which may arise from or in connection
with the performance of services hereunder by Consultant, its agents, representatives, employees or subconsultants.
a. Commercial General Liability Insurance, including Contractual Liability, in an amount not less than
$1,000,000 combined single limit for bodily injury and property damage for each claimant for general liability with
coverage equivalent to Insurance Services Office Commercial General Liability Coverage (Occurrence Form CG
0001). If a general aggregate limit is used, that limit shall apply separately to the project or shall be twice the occur-
rence amount;
b. Business automobile liability insurance in an amount not less than $1,000,000 combined single limit for
bodily injury and property damage for each claimant for automobile liability with coverage equivalent to Insurance
Services Office automobile liability coverage (Occurrence Form CA0001) covering Code No. 1, “any auto;”
c. Professional liability/errors and omissions insurance appropriate to Consultant’s profession to a mini-
mum coverage of $1,000,000, with neither Consultant nor listed subconsultants having less than $500,000 individu-
ally. The professional liability/errors and omissions insurance must be project specific with at least a one year ex-
tended reporting period, or longer upon request.
d. Workers’ compensation insurance in compliance with the laws of the State of California, and employer’s
liability insurance in an amount not less than $1,000,000 per claimant.

2. Consultant shall, prior to performance of any services, file with the Risk Manager certificates of insurance
with original endorsements effecting coverage required by this Exhibit INS-A. The certificates and endorsements for
each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The
certificates and endorsements are to be on the attached forms or on other forms approved by the Risk Manager. All
certificates and endorsements are to be received and approved by the Risk Manager before commencement of services.
City reserves the right to require complete certified copies of all required insurance policies at any time. The certifi-
cates of insurance and endorsements shall be forwarded to the Risk Manager, addressed as follows:
City of Oxnard
Risk Manager
Reference No. ______
300 West Third Street, Suite 302
Oxnard, California 93030

3. Consultant agrees that all insurance coverages shall be provided by a California admitted insurance carrier
with an A.M. Best rating of A:VII or better and shall be endorsed to state that coverage may not be suspended, voided,
canceled, or reduced in coverage or limits without 30 days’ prior written notice to the Risk Manager. The Risk Man-
ager shall not approve or accept any endorsement if the endorsement contains “best effort” modifiers or if the insurer
is relieved from the responsibility to give such notice.

4. Consultant agrees that the commercial general liability and business automobile liability insurance policies
shall be endorsed to name City, its City Council, officers, employees, agents and volunteers as additional insureds as
respects: liability arising out of activities performed by or on behalf of Consultant; products and completed operations
of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired or borrowed by
Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City, its City
Council, officers, employees, agents and volunteers. The General Liability Special Endorsement Form and Au-
tomobile Liability Special Endorsement Form attached to this Exhibit INS-A or substitute forms containing
the same information and acceptable to the Risk Manager shall be used to provide the endorsements (ISO form
CG 2010 11/85 or if not available, CG 2010 with an edition date prior to 01/04 and CG 2037).

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5. The coverages provided to City shall be primary and not contributing to or in excess of any existing City
insurance or self-insurance coverages (this must be endorsed). Additionally, the workers’ compensation policy shall
include a waiver of all rights of subrogation which the insurer may have against the City. Any failure to comply with
reporting provisions of the policies shall not affect coverage provided to City, its City Council, officers, employees
and volunteers. The insurance shall apply separately to each insured against whom claim is made or suit is brought,
except with respect to the limits of the insurer's liability.

6. The insurer shall declare any deductibles or self-insured retentions to and be approved by the Risk Manager.
At the option of the Risk Manager, either the insurer shall reduce or eliminate such deductibles or self-insured reten-
tions as respects City, its City Council, officers, employees and volunteers, or the Consultant shall procure a bond
guaranteeing payment of losses and related investigations, claim administration and defense expenses.

7. All insurance standards applicable to Consultant shall also be applicable to Consultant's subconsultants. Con-
sultant agrees to maintain appropriate agreements with subconsultants and to provide proper evidence of coverage
upon receipt of a written request from the Risk Manager.

10/17

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