Date: April 6, 2018 SUBJECT: REQUEST FOR QUALIFICATIONS. RFQ # Business Analyst Services

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1 Date: April 6, 2018 SUBJECT: REQUEST FOR QUALIFICATIONS The City of O Fallon, MO is interested in obtaining Statements of Qualification from organizations capable of providing business analyst services for the City. Statements of Qualification shall be submitted to the City of O Fallon, at the office of the Purchasing Agent no later than Monday, April 23, 2018, at 3:00 P.M. (CDT). If you have any questions related to this request, please contact: Julie Moellering Purchasing Agent City of O Fallon 100 North Main Street O Fallon, MO T. (636) City of O Fallon, Missouri Page 1 of 8

2 Request for Qualifications (RFQ #18-053) BUSINESS ANALYST SERVICES FOR ANALYSIS OF BUSINESS PROCESSES AND SYSTEMS APRIL 2018 City of O Fallon, Missouri City of O Fallon, Missouri Page 2 of 8

3 REQUEST FOR QUALIFICATIONS BUSINESS ANALYST SERVICES FOR ANALYSIS OF BUSINESS PROCESSES AND SYSTEMS CITY OF O FALLON, MISSOURI PROPOSALS DUE: APRIL 23, 2018 AT 3:00 P.M. CDT The City of O Fallon is soliciting Qualifications from firms interested in providing analysis of current business processes and related software. Firms with relevant Business Analyst (BA) experience and qualifications are encouraged to submit a qualifications package as described in Section 6 below. The intent of this Request for Qualifications (RFQ) is to have interested BA firms specifically address the services required and provide a qualifications-based proposal for those services in order to identify the best respondents. The firm ultimately selected by the City will provide business and systems analysis for assessing the effectiveness of existing processes and related systems and make recommendations for improvements of business processes including existing or future systems that support the desired state. 1. PROJECT BACKGROUND The City of O Fallon currently uses a number of manually-intensive, redundant, paper-based processes, as well as a variety of differing software systems that function independently from one another, to support daily operations. Said processes may be duplicated across multiple departments. 2. SCOPE OF SERVICES The BA firm shall provide a recommendation for a desired future state focusing on removal of inefficient processes and identifying opportunities to consolidate or eliminate existing business systems including the potential of a new ERP-type system. The recommendation will be the result of using standard BA tools and techniques including, but not limited to, interviews, meetings, requirements gathering, vendor discussions, research, narrative creation, BPMN, UML, data flow diagrams, and value stream mapping. BA Services are further defined below: Conduct introductory kick-off meeting. Coordinate with IT, Finance, Municipal Court, HR, Planning, Building and Code Enforcement, Public Works, and Administration departments. Document current state focusing on value creation steps and wasteful steps. Document departments customers and cycle time. Document information flow in terms of how metrics and KPIs are delivered. Elicit requirements of desired future state. Document requirements of desired future state and confirm with the departments. Research and discuss with vendors to understand capabilities focusing on automation, workflow, security, and compatibility with other systems. Provide an executive summary and a proposal that includes a narrative summarizing the analysis approach, analysis results, recommendations for improvement, and potential associated costs. City of O Fallon, Missouri Page 3 of 8

4 The BA Scope of Services will be more fully defined during the contract negotiation phase, and the final Scope of Services and the BA fee will be included as part of the executed agreement with the successful vendor. 3. PROJECT PARTICIPANTS A Selection Committee consisting of designated City representatives will be responsible for developing a short list of up to three BA firms / candidates to interview. Selected firms will be invited to make an oral presentation to the Selection Committee. The Selection Committee will then make a recommendation of the most qualified BA firm / candidate. The City staff will then begin contract negotiations with the most qualified BA firm. Should those contract negotiations prove unsuccessful, the City would then proceed to the next most qualified firm for contract negotiations. 4. CRITERIA FOR SELECTION The purpose of this RFQ process, as previously stated, is to identify qualified consultant firms that are the most capable of providing the described services. The RFQ submittal should be organized to clearly address the following criteria which, will be used in the evaluation process: Relevant Business Analyst experience.. 30 points Experience with municipality business processes, systems, and software points Project references for projects of similar scope..20 points Familiarity with Lean concepts...15 points Anticipated schedule and current availability.10 points 5. SUBMITTAL REQUIREMENTS Sealed Statements of Qualification (SOQ) must be received by the City of O Fallon, Missouri; Purchasing Office, 100 North Main Street; O Fallon, Missouri on or before 3:00 P.M. (prevailing central time) on April 23, All SOQ s received after this date and time will not be opened or considered. Each SOQ shall consist of one (1) original (identified as such), ten (10) copies (identified as such), and one (1) electronic copy on CD (no flash/thumb drives) of the complete SOQ. The file submitted on CD shall include all attachments and signatures, where applicable. It is the responsibility of the respondent to ensure that their SOQ is received in the Purchasing Office, prior to the deadline. Companies mailing SOQ s should allow ample mail delivery time to ensure timely receipt of their proposals. SOQ s received after the deadline for receipt of proposals will not be opened or considered. Responses to all the requirements of this RFQ in the formats requested are required, with all questions answered in as much detail as practicable. Qualification responses should be prepared simply and economically, providing a straightforward and concise description of the Respondent s capabilities for satisfying the requirements of this RFQ. Emphasis should be on completeness and clarity of content. Each Proposer is solely responsible for the accuracy and completeness of its SOQ. An RFQ pre-submittal conference will not be held. Individual meetings with City staff or elected public officials prior to the RFQ submittal will not be held. However, the City welcomes questions on or before April 16, 2018 at 12:00 PM CDT regarding this solicitation. All questions shall be submitted in writing via to Julie Moellering, Purchasing Agent at: The City will only respond, via addendum, by the end of day on April 18, 2018 to questions from Respondents. Answers to questions will only be distributed via addendum and posted on our website. City of O Fallon, Missouri Page 4 of 8

5 SOQ s must be clearly identified as an RFQ for the City of O Fallon, Missouri RFQ # Business Analyst Services and shall show such information on the outside of the SOQ packet. SOQ s will not be accepted by facsimile or transmittal. Do not staple or submit SOQ in any type of binder; binder clips are acceptable. Proposers may use mail or courier service at their own risk. The City will not be liable, responsible, or open any late delivery of Responses. SOQ s shall be submitted to: City of O Fallon Julie Moellering, Purchasing Agent 100 North Main Street O Fallon, MO SUBMITTAL CONTENT: Each Submittal shall be organized in the following order: Outside Cover and First Page: shall contain (i) the title, Statement of Qualifications for Business Analyst Services for Analysis of Current Business Processes and Systems, (ii) the name of the Respondent, and (iii) the Submittal Date. Table of Contents Transmittal Letter: include a short transmittal letter that summarizes why the Respondent believes itself to be the most qualified. Contain the statement that to the best of the Respondent s abilities, all information contained in the RFQ submittal is complete and accurate. Contain a statement granting the City of O Fallon the authorization to contact any previous clients of the Respondent (or a Respondent s Team Member) for purposes of ascertaining an independent evaluation of the Respondent s performance. At least one copy of the transmittal letter must have the original signature of an officer of the responding firm. The RFQ (including any attachments) should not exceed 20 pages. Section I Description of the Respondent Firm Description: Include a complete narrative description of the Respondent s firm (or firms if the Respondent is comprised of a team of firms). Information should include: The Respondent s areas of expertise Firm history Location of office (s) Name of Principal Officers Identification of any other major consultants to be used on the project Organizational Chart: Include a simple organization chart showing how the Respondent, if selected, would organize its personnel for the project. City of O Fallon, Missouri Page 5 of 8

6 Key Professionals: Identify the key members of your team that would be involved in the project and describe their area of expertise and what role they will perform in the Business Analyst s team. Indicate their availability for this project. Resumes: Provide resumes of any person identified as a key professional. The resumes should contain the following: Name Educational Background Proposed Role in the Project An identification of other relevant projects in which the person has been involved. Other information you believe to be relevant. Section II Narrative Set forth in 4. above are the criteria on which the selection will be made. The Respondent may use this section to make his or her case for how they are uniquely qualified for the desired services based on these criteria. Section III Relevant Experience of the Respondent List up to eight relevant projects completed within the last seven years. A relevant project is one which best exemplifies your qualifications for this project. Special focus and emphasis will be placed on projects that have a high degree of similarity to the City s project. Include the following information as appropriate for each example project: Name of project. Type of analysis. Project location. Total project cost. Project description. Project delivery method. Describe the services your firm provided. Indicate which team members were actually involved in the project and specify their role. Provide a statement acknowledging if the project was completed on time/on budget. Provide a few examples of flow charts, narratives, VSMs. Client reference name and telephone number. 6. CONTACT WITH CITY OF O FALLON PERSONNEL Other than the Purchasing Agent, no contact with other City employees, officials, or City Council members is to be made by responding Proposers throughout the entire process. Any contact will result in immediate disqualification of the Proposer. Until award of the contract, the Responses shall be held in confidence and shall not be available for public review. 7. RESERVATION OF RIGHTS The City reserves the sole right to (1) evaluate the qualifications submitted; (2) waive any irregularities therein; and (3) reject any or all Respondents submitting qualifications, should it be deemed in the best interest of the City of O Fallon to do so. City of O Fallon, Missouri Page 6 of 8

7 Nothing in this document shall require the City of O Fallon to proceed with the Analysis of Business Processes and Software Systems. 8. E-VERIFY Firm shall comply with Section RSMo regarding enrollment in a federal work authorization program. A signed, notarized affidavit (attached) and supporting documentation affirming enrollment in a federal work authorization program must be submitted with proposal. Failure to comply with this provision may result in rejection of proposal. E-VERIFY: Company shall be E-verify compliant and shall provide documentation to support this requirement within the proposal including the memorandum of understanding (MOU) and the electronic signature page completed in its entirety. City of O Fallon, Missouri Page 7 of 8

8 STATE OF ) ) ss COUNTY OF ) WORKER ELIGIBILITY VERIFICATION AFFIDAVIT On the day of, 20, before me appeared, Affiant name personally known to me or proved to me on the basis of satisfactory evidence to be a person whose name is subscribed to this affidavit, who being by me duly sworn, stated as follows: I, the Affiant, am of sound mind, capable of making this affidavit, and personally certify the facts herein stated, as required by Section , RSMo, to enter into any contract agreement with the City to perform any job, task, employment, labor, personal services, or any other activity for which compensation is provided, expected, or due, including but not limited to all activities conducted by business entities. I, the Affiant, am the of, and I am duly title business name authorized, directed, and/or empowered to act officially and properly on behalf of this business entity. I, the Affiant, hereby affirm and warrant that the aforementioned business entity is enrolled in a federal work authorization program operated by the United States Department of Homeland Security, and the aforementioned business entity shall participate in said program to verify the employment eligibility of newly hired employees working in connection with any services contracted by the City of O Fallon. I have attached documentation to this affidavit to evidence enrollment/participation by the aforementioned business entity in a federal work authorization program, as required by Section , RSMo. I, the Affiant, also hereby affirm and warrant that the aforementioned business entity does not and shall not knowingly employ, in connection with any services contracted by the City, any alien who does not have the legal right or authorization under federal law to work in the United States, as defined in 8 U.S.C. 1324a(h)(3). I, the Affiant, am aware and recognize that, unless certain contract and affidavit conditions are satisfied pursuant to Section , RSMo, the aforementioned business entity may be held liable under Sections though , RSMo, for subcontractors that knowingly employ or continue to employ any unauthorized alien to work within the state of Missouri. I, the Affiant, acknowledge that I am signing this affidavit as a free act and deed of the aforementioned business entity and not under duress. Affiant Signature Subscribed and sworn to before me in,, the day and year first above-written. city (or county) state My commission expires: Notary Public [Attach documentation of enrollment/participation in a federal work authorization program] City of O Fallon, Missouri Page 8 of 8

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