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Village of Woodridge, IL ERP System and Implementation Services Vendor Pre-Bid Meeting

Village of Woodridge, IL ERP System and Implementation Services Vendor Pre-Bid Meeting August 28, 2013. Agenda. Introductions and Opening Comments Purchasing Comments Woodridge Background Technology Background Project Work To Date RFP Review Open Q&A Meeting Wrap-Up.

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Village of Woodridge, IL ERP System and Implementation Services Vendor Pre-Bid Meeting

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  1. Village of Woodridge, IL ERP System and Implementation Services Vendor Pre-Bid Meeting August 28, 2013

  2. Agenda Introductions and Opening Comments Purchasing Comments Woodridge Background Technology Background Project Work To Date RFP Review Open Q&A Meeting Wrap-Up

  3. Purchasing Comments • Tina Nakutis to be sole contact for vendors (tnakutis@vil.woodridge.il.us) • No communications with Woodridge staff other than Tina Nakutis • RFP posted to Village website and to be official source for any addenda • Any verbal responses are for informational purposes only and are not to be considered binding • Actual material changes to the RFP will be addressed through written addenda posted to the Village website.

  4. Purchasing Comments • Deadline for questions will be modified as follows: • Deadline for clarification questions: September 18, 2013 by 4:00 pm CDT • Woodridge response to questions: September 27, 2013 by 5:00 pm CDT

  5. Village Background

  6. Technology Background • Current Systems: SunGard HTE • GIS: ESRI 10.2 platform • Document Imaging: Papervision • Microsoft Office User • Public Safety: MSI and NetRMS

  7. Technology Background • Key Upcoming Projects: • Purchase and Deployment of New Phone and Voicemail System • IT Disaster Recovery • Replace SCADA for water system • Replace squad car laptops and cameras • See sections 1.4-1.6 of RFP for more detailed information

  8. Project Work to Date • Hired Plante Moran – to assist in system procurement - 2013 • Assigned internal project managers to the project • Formed project governance structure • Developed Issues and Opportunities list • Compiled information into an RFP

  9. RFP Review • Key Upcoming Project Dates (page 8): • Deadline for clarification questions – September 18, 2013 • Woodridge distributes response to questions – September 27, 2013 • Vendor proposals due – October 3, 2013 4:00 PM CDT • Anticipated notification of demonstrations – October 2013 • Demonstrations of Solution – October - November 2013 • Site visits and other due diligence – October- November 2013 • Contract negotiations and award – November 2013-January 2014

  10. RFP Review • Project Scope (Section 1.7, page 16) • Summary of Key Transaction Volumes (Section 1.8, page 17) • Vendor Proposal Guidelines (Section 2, page 22): • Note number of proposal copies, due date and files to be submitted in the response (Page 2 as referenced in Section 2.2, page 22-23 ) • Basis for Award, Evaluation Criteria and Questions (Section 2.11, page 28)

  11. RFP Review • Staffing Plan (Section 3.7, page 37) • 50/50 split in level of effort • Functional Requirements (Section 4, page 40) • Contract Terms & Conditions (Section 5, page 42) • Proposal Forms (Section 6, page 65)- Also separate attachment

  12. Discussion Questions & Answers

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