request for proposal (“rfp”) (professional services) city ... 15...city of phoenix request for...

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  • CITY OF PHOENIX

    REQUEST FOR PROPOSAL (RFP) (Professional Services)

    City Auditor Department

    RFP 15-101CAD

    Requested Service: SAP BASIS Controls Audit

    Proposal due Date and Time: June 30, 2015 10:00 a.m. Phoenix Local Time

    Proposal Submittal Location: City of Phoenix

    17 S. 2nd Avenue, Ste. 200 Phoenix, AZ 85003

    CONTRACT REPRESENTATIVE Aaron Cook Sr. Internal Auditor * IT aaron.cook@phoenix.gov (602) 495-6985

  • TABLE OF CONTENTS

    i 822721 RFP Template Revised: 11/7/13 (SP)

    Contents

    I. INTRODUCTION .................................................................................................. 1

    A. REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: .................... 1 B. SCHEDULE OF EVENTS: ......................................................................... 2

    II. SOLICITATION TRANSPARENCY POLICY ....................................................... 4

    III. SCOPE OF WORK ............................................................................................... 5

    A. INTRODUCTION (Short Introduction): ....................................................... 5 B. SCOPE OF WORK: ................................................................................... 5

    IV. INSTRUCTIONS TO PROPOSERS ..................................................................... 7

    A. INTRODUCTION: ...................................................................................... 7 B. DEFINITIONS OF KEY WORDS USED IN THE SOLICITATION: ............. 7 C. SCHEDULE OF EVENTS: ......................................................................... 8 D. PRE-PROPOSAL CONFERENCE:............................................................ 8 E. PROPOSER INQUIRIES: .......................................................................... 8 F. AMENDMENT OF REQUEST FOR PROPOSAL: ..................................... 9 G. FAMILIARIZATION OF SCOPE OF WORK: .............................................. 9 H. PREPARATION OF PROPOSAL:.............................................................. 9 I. PROPOSAL FORMAT: ............................................................................ 10 J. REQUEST TO MODIFY THE CONTRACT PROVISIONS: ..................... 11 K. PUBLIC RECORD: .................................................................................. 11 L. CONFIDENTIAL INFORMATION:............................................................ 11 M. CERTIFICATION: .................................................................................... 11 N. SUBMISSION OF PROPOSAL: ............................................................... 12 O. LATE PROPOSALS: ................................................................................ 12 P. NON-RESPONSIVE PROPOSALS: ........................................................ 12 Q. RESPONSIVE PROPOSALS: ................................................................. 13 R. COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY: ............ 14 S. OFFER AND ACCEPTANCE PERIOD: ................................................... 14 T. DISCUSSIONS: ....................................................................................... 15 U. WITHDRAWAL OF OFFER: .................................................................... 15 V. PROPOSAL RESULTS: ........................................................................... 15 W. EVALUATION CRITERIA: ....................................................................... 15 X. CITYS RIGHT TO DISQUALIFY FOR CONFLICT OF INTEREST: ........ 15 Y. AWARD: .................................................................................................. 16 Z. EMPLOYEE IDENTIFICATION: ............................................................... 16

    V. EVALUATION REQUIREMENTS ...................................................................... 17

    A. EVALUATION CRITERIA and FORMAT: ................................................ 17 B. PROPOSERS EXPERIENCE AND QUALIFICATIONS: ......................... 17

    1. Business History: .......................................................................... 17 2. Key Personnel: .............................................................................. 18

  • TABLE OF CONTENTS

    ii 822721 RFP Template Revised: 11/7/13 (SP)

    3. Adverse Actions/Potential Impact: ................................................. 18 4. Government/Corporate Experience: .............................................. 18 5. Sample Projects: ........................................................................... 18 6. Customer References: .................................................................. 19 7. Other Relevant Information: .......................................................... 19

    C. METHOD OF APPROACH: ..................................................................... 19 1. Milestones: .................................................................................... 19 2. Work Schedule: ............................................................................. 19 3. Customer Service Availability: .................................................... 19 4. Customer Service Office Resources: ......................................... 20 5. Sample Reports: ........................................................................... 20 6. Technology:................................................................................... 20 7. Budget Controls: ........................................................................... 20

    D. PRICE PROPOSAL: ................................................................................ 20 E. GENERAL: ............................................................................................... 21

    1. Shortlist: ........................................................................................ 21 2. Interviews/Demonstrations: ........................................................... 21 3. Additional Investigations: .............................................................. 21 4. Prior Experience: ........................................................................... 21 5. Overall Evaluation of the Proposal Response: .............................. 21 6. Required Agreements: .................................................................. 21

    VI. PROTEST PROCESS ........................................................................................ 22

    VII. SPECIAL TERMS AND CONDITIONS .............................................................. 23

    A. METHOD OF INVOICING: ....................................................................... 23 B. METHOD OF PAYMENT: ........................................................................ 23 C. INDEMNIFICATION: ................................................................................ 23 D. INSURANCE REQUIREMENTS: ............................................................. 23

    1. Minimum Scope and Limits Of Insurance: ..................................... 24 a. Commercial General Liability Occurrence Form .................. 24 b. Worker's Compensation and Employers' Liability ................... 24 c. Professional Liability (Errors and Omissions Liability) ............. 25

    2. Additional Insurance Requirements: ............................................. 25 3. Notice of Cancellation: .................................................................. 25 4. Acceptability of Insurers: ............................................................... 26 5. Verification of Coverage: ............................................................... 26 6. Subcontractors: ............................................................................. 26

    E. OPTION TO EXTEND:............................................................................. 26 F. PERFORMANCE INTERFERENCE: ....................................................... 27 G. CONTRACTOR'S PERFORMANCE: ....................................................... 27 H. EMPLOYEE IDENTIFICATION AND ACCESS: ...................................... 27 I. ACCOUNT STAFFING: ........................................................................... 27 J. TIME IS OF THE ESSENCE: ................................................................... 28

  • TABLE OF CONTENTS

    iii 822721 RFP Template Revised: 11/7/13 (SP)

    K. CONTRACTOR AND SUBCONTRACTOR WORKER BACKGROUND SCREENING: .......................................................................................... 28 1. Contract Worker Background Screening: ...................................... 28 2. Background Screening Requirements and Criteria: ...................... 28

    a. Minimum Risk and Background Screening (Minimum Risk). 29 b. Standard Risk and Background Screening (Standard Risk). 29 c. Maximum Risk and Background Screening (Maximum Risk). ............................................................................................ 29

    3. Contractor Certification; City Approval of Maximum Risk Background Screening: ................................................................. 29

    4. Terms of this Section Applicable to all of Contractors Contracts and Subcontracts: ................................................................................ 30

    5. Materiality of Background Screening Requirements; Indemnity: ... 30 6. Continuing Duty; Audit: ................................................................. 30

    L. CONTRACT WORKER ACCESS CONTROLS, BADGE AND KEY ACCESS REQUIREMENTS: ................................................................... 31 1. Badge Access Procedures: ........................................................... 31 2. Key Access Procedures: ............................................................... 32 3. Stolen or Lost

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