Request for Proposal

for

Infor Lawson Software

Implementation
PROPOSAL #1000

Issued by:
The Ho-Chunk Nation

Proposals must be submitted

No later than 2:00 PM CST, March 13, 2018 to:

The Ho-Chunk Nation

Attn: Catherine Link
W9814 Airport Road
Black River Falls, WI 54615

LATE PROPOSALS WILL BE REJECTED

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Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

For further information or questions regarding this

RFP contact: Catherine Link
Email: [Link]@[Link]

Issued: February 12, 2018

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

Request for Proposal (RFP)

Schedule of Events
February 12, 2018 RFP available

February 28, 2018 Questions from Proposers due (written only). Submit all questions to:
[Link]/proposal

March 5, 2018 All questions will be answer on the Ho Chunk Nation Treasury website at
[Link]/proposal

Response to questions answered via an addendum, if required

th
March 13 , 2018 DUE DATE FOR RFP:
Proposals shall be received at W9814 Airport Road Black River Falls, WI
54615 no later than 2:00 PM (CST). LATE PROPOSALS WILL BE
REJECTED.
March 23, 2018 Nation will notify selected Proposers of its decision to move forward with
product demonstrations.

April 11, 2018 Proposer Interviews (in person)

April 20, 2018 Vendor notified of selection

Method of submittal Cost information must be submitted in separate SEALED envelope.

SEALED envelope only, by mail delivery or in person. No fax or email. Submit

one (1) signed original response and an electronic copy in PDF format of the
proposal on a flash drive.

Submit Proposals to Ho-Chunk Nation

Attn: Catherine Link
W9814 Airport Road
Black River Falls, WI 54615

Although every effort will be made to follow this schedule, the Nation reserves the right to modify the dates as
necessary and to accommodate special circumstances. Any such revision will be formalized by the issuance of
an addendum to the RFP. All RFP’s are due by the time specified. Any RFP received at the designated location
after the required time and date specified for receipt shall be considered late and non-responsive.

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

Table of Contents
1.0 Information and Instructions .................................................................................................................... 6
1.1 General Information/Project Overview .......................................................................................... 6
1.2 Definitions ...................................................................................................................................... 6
1.3 About Ho-Chunk Nation ................................................................................................................ 6
1.4 About this Project .......................................................................................................................... 7
1.5 Five to Ten Year Vision for Ho-Chunk Nation Administrative Applications ................................... 8
1.6 Module Implementation Status ...................................................................................................... 9
1.6.1 Infor Lawson Enterprise Financial Management ..................................................................... 9

1.6.2 dEPM Budgeting & Planning ................................................................................................. 10

1.6.3 Infor Lawson Supply Chain Management ............................................................................. 11

1.6.4 Infor Lawson Human Resources Management and Payroll ................................................. 12

1.6.5 Infor Lawson Talent Acquisition and Performance Management ......................................... 13

1.6.6 Infor Lawson Workforce Management .................................................................................. 14

1.6.7 Infor Technology.................................................................................................................... 14

1.7 Current User Environment ........................................................................................................... 15

1.8 Potential Interfaces ...................................................................................................................... 16
1.9 Data Conversion .......................................................................................................................... 17
1.10 Technical Environment ................................................................................................................ 18
2.0 PREPARING AND SUBMITTING A PROPOSAL ........................................................................... 19
2.1 General Instructions .................................................................................................................... 19
2.2 Legibility/Clarity ........................................................................................................................... 19
2.3 Confidential Information, Trade Secrets, and Proprietary Information ........................................ 19
2.4 Proposal Response Organization and Format ............................................................................ 20
3.0 PROPOSAL SELECTION AND AWARD PROCESS ..................................................................... 21
3.1 Evaluation and Selection ............................................................................................................. 21
3.2 Proposal Scoring ......................................................................................................................... 21
3.3 Oral Presentations ....................................................................................................................... 21
3.4 Site Visits/Conference Calls with Comparable Users in Live Environment ................................ 21
3.5 Right to Reject Proposals and Negotiate Contract Terms .......................................................... 21
3.6 Contract Award and Execution .................................................................................................... 21
3.7 Notice of Intent to Award ............................................................................................................. 22
3.8 Contract Negotiations .................................................................................................................. 22
4.0 SUBMITTAL REQUIREMENTS ...................................................................................................... 23
4.1 Submission of Proposals ............................................................................................................. 23
4.2 Eligibility....................................................................................................................................... 23
4.3 Required Elements of Proposals ................................................................................................. 23
4.4 Background Material ................................................................................................................... 24
4.5 Executive Summary – Proposal Section 1.0 ............................................................................... 24
4.6 Scope of Services – Proposal Section 2.0 .................................................................................. 24
4.7 Company Background – Proposal Section 3.0 ........................................................................... 24
4.8 Implementation Plan – Proposal Section 4.0 .............................................................................. 25
4.9 Training Plan – Proposal Section 5.0 .......................................................................................... 27
4.10 Maintenance and Support Program – Proposal Section 6.0 ....................................................... 28
4.11 Ho-Chunk Nation Specific Issues to be Addressed by RFP –Proposal Section 7.0 ................... 28
4.12 Client References – Proposal Section 8.0 .................................................................................. 29
4.13 Exceptions to the RFP – Proposal Section 9.0 ........................................................................... 29
4.14 Sample Documents – Proposal Section 10.0 .............................................................................. 29
4.15 Price Proposal – Proposal Section 11.0 ...................................................................................... 29
5.0 CONTRACT TERMS AND CONDITIONS ...................................................................................... 30

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5.1 Payment Terms ........................................................................................................................... 30

5.2 Delivery of the Project Plan and Other Key Deliverables ............................................................ 30
5.3 Services and Statement of Work ................................................................................................. 30
5.4 Documentation and Copyright ..................................................................................................... 30
5.5 Ho-Chunk Nation Property .......................................................................................................... 31
5.6 Intellectual Property Rights ......................................................................................................... 31
5.7 Changes ...................................................................................................................................... 31
5.8 Laws and Regulations ................................................................................................................. 32
5.9 Disputes ....................................................................................................................................... 32
5.10 Indemnification and Limitation of Liability .................................................................................... 32
5.11 Warranty ...................................................................................................................................... 33
5.12 Termination of the Contract for Cause ........................................................................................ 34
5.13 Termination of the Contract for Convenience ............................................................................. 34
5.14 Termination for Non-Appropriation of Funds ............................................................................... 34
5.15 Quantities .................................................................................................................................... 34
5.16 Contract and Execution of Contract ............................................................................................ 34
5.17 Delays in Delivery ........................................................................................................................ 35
5.18 Fair Employment Practices ......................................................................................................... 35
5.19 Non-Discrimination ...................................................................................................................... 35
5.20 Federal Executive Orders 12549 and 12689 Debarment and Suspension ................................ 35
5.21 Responses to Remain Open ....................................................................................................... 35
5.22 Ho-Chunk Nation Reserves the Right to: .................................................................................... 35
5.23 Interest in Contract ...................................................................................................................... 35
5.24 Important – Failure of Compliance .............................................................................................. 35
5.25 Errors and Omissions in Proposal ............................................................................................... 36
5.26 Changes, Addenda, Withdrawals ................................................................................................ 36
5.27 Withdrawal of Proposal ............................................................................................................... 36
5.28 Material in the RFP ...................................................................................................................... 36
5.29 Waiver of Administrative Informalities ......................................................................................... 36
5.30 Ownership of Proposal ................................................................................................................ 36
5.31 Cost of Offer Preparation ............................................................................................................ 36
5.32 Non-negotiable Contract Terms .................................................................................................. 36
5.33 Taxes ........................................................................................................................................... 36
5.34 Proposal Validity .......................................................................................................................... 37
5.35 Prime Contractor Responsibilities ............................................................................................... 37
5.36 Use of Subcontractors ................................................................................................................. 37
5.37 Audit of Records .......................................................................................................................... 37
5.38 Civil Rights Compliance .............................................................................................................. 37
5.39 Record Retention ........................................................................................................................ 37
5.40 Record Ownership ....................................................................................................................... 38
5.41 Content of Contract/ Order of Precedence .................................................................................. 38
5.42 Contract Changes ....................................................................................................................... 38
5.43 Substitution of Personnel ............................................................................................................ 38
5.44 Governing Law ............................................................................................................................ 38
5.45 Non-waiver of Sovereign Immunity ............................................................................................. 38
5.46 Anti-Kickback Clause .................................................................................................................. 38
5.47 Payment ...................................................................................................................................... 39
Attachment A – RFP Submittal Checklist .................................................................................................... 40
Attachment B – Implementation Reference Form ....................................................................................... 41
Attachment C – RICE Matrix ....................................................................................................................... 42
Attachment D – RAID log ............................................................................................................................ 43

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

1.0 Information and Instructions

1.1 General Information/Project Overview

The Ho-Chunk Nation is seeking proposals from qualified Proposers to provide implementation services for Infor
Lawson software. The general scope for this procurement includes financial management, procurement, human
resources/payroll, supply chain management and miscellaneous Nation operations software. Submittal of a
proposal does not create any right or expectation to a contract with the Nation.

The Nation has hired Baker Tilly Virchow Krause, LLP to facilitate the selection process. Baker Tilly Virchow
Krause, LLP will play no role in the selection of the finalist Proposer; an internal Nation project team is
overseeing the selection process and will make recommendations for selection.

1.2 Definitions
A. Shall – The term “shall” denotes mandatory requirements.

B. Must – The term “must” denotes mandatory requirements.

C. May – The term “may” denotes an advisory or permissible action.

D. Should – The term “should” denotes a desirable action.

E. Contractor – A Proposer who contracts with the Nation.

F. Nation – Ho-chunk Nation of Wisconsin

G. Discussions- For the purposes of this RFP, a formal, structured means of conducting written or oral
communications/presentations with responsible Proposers who submit proposals in response to this
RFP.

H. RFP – Request for Proposal.

I. Proposer – Person or entity responding to this RFP.

J. Agreement – A contract between the Contractor and the Nation.

K. Evaluation Committee – Committee established for the purposes of evaluating proposals submitted in
response to this RFP.

1.3 About Ho-Chunk Nation

The Ho-Chunk Nation is a sovereign government recognized as a federal tribe pursuant to the Indian
Reorganization Act of 1934. On November 1, 1994, the Wisconsin Winnebago Nation changed its name to the
Ho-Chunk Nation. The Nation’s main office is located in Black River Falls, WI. In addition to its government
operations, the Nation currently operates six (6) gaming facilities, two (2) hotels, a resort, a convention center,
five (5) convenience stores, a gift shop, and a number of other ancillary businesses.

Ho-Chunk Nation received more than $119,000,000 in grants in fiscal year 2016 from various federal and state
agencies. The Ho-Chunk Nation department of Health operates two accredited clinics: Ho-Chunk Health Care
Center in Black River Falls, WI and the House of Wellness Clinic in Baraboo, WI. Each clinic provides medical,
dental, optical, pharmacy and podiatry services to tribal members and Ho-Chunk Nation employees and
families. The Ho-Chunk Nation has over 7,500 enrolled members and approximately 3,500 employees.

The current software was procured in 1998. It runs on a Harris IBM E4A I Series server. The Nation annually
writes 35,000 checks and works with approximately 10,000 vendors. The Ho-Chunk Nation sends over 350
invoices each month for water, sewer and utility billings.

Current system users are the Finance Department and the Personnel Departments at the Tribal Office Building,
as well as each of the casino sites. The operational modules that are currently being used are:

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Accounting Human Resources

Payroll Purchasing
Accounts Payable Fixed Assets
Accounts Receivable Inventory Management
Order Management Time and Attendance

Currently additional software packages are licensed to maintain hotel management, mortgage loan processing,
rental property processing, time and attendance, as well as the use of varying databases to track other loan
programs, signature authority, grant programs, reporting services and budget processes.

The Finance areas are responsible for accounts payable, payroll, per capita net profit distribution, state and
federal payroll taxes, state and federal per capita taxes, bank reconciliations, fixed asset tracking, grant contract
and compliance, financial reporting, employee travel and departmental purchase cards. The Personnel areas
are responsible for overseeing the hiring process, employee benefits, employee records and the Nation’s
Insurance. The Loan areas are responsible for tracking construction costs, rental and utility payments.

1.4 About this Project

In 2015, the Ho-Chunk Nation decided to procure and implement an ERP system. The Nation selected the Infor
Lawson software along with an Proposer to implement core Infor modules. The Proposer began implementation
of Infor Lawson in 2015. The Nation ended its relationship with the Proposer in the fall of 2017. The selected
Proposer will continue through completion the configuration and testing of modules partially begun by the
previous Proposer and initiate through completion implementation of all remaining modules purchased.

The Infor Lawson modules in scope along with a high-level status of the implementation process complete is
shown in the chart below:

Infor Lawson Enterprise Financial Management

Software Area Status of Implementation

Financial Management bundle Configured, no testing performed

Cash & Treasury Management Not started

Project Activity Configured, no testing performed

Grant Management Not started

Close & Reconciliation Not started

dEPM Budgeting & Planning

Software Area Status of Implementation

Distribution Management Not started

Procurement Card Self-Service Not started

Infor Expense Management Expense Reports Not started

Infor Lawson Supply Change Management

Software Area Status of Implementation

Requisition Center Configured, no testing performed

Procurement Punch-Out Not started

Strategic Sourcing Not started

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Infor Lawson Human Resources Management and Payroll

Software Area Status of Implementation

North American Payroll Package Configured, no testing performed

Employee & Manager Self-Service Configured, no testing performed

Global Human Resources Configured, no testing performed

Infor Lawson Talent Management

Software Area Status of Implementation

Talent Acquisition Not started

Performance Management Not started

Infor Lawson Workforce Management

Software Area Status of Implementation

Workforce Time & Attendance – Balance & Pay code and deduction tables have been setup
Accruals – no testing. All other areas not started.

Time & Attendance Not started – hardware has been purchased

Infor Technology

Software Area Status of Implementation

Infor Lawson System Foundation Installed for the test environment.

Infor Process Automation (IPA) Installed but not configured.

Infor [Link] Installed but not configured.

Infor Business Intelligence Installed but not configured.

Dynamic Enterprise Performance Installed but not configured.

Management

ION Foundation Installed but not configured.

Lawson Add-Ins for MS Office Installed and working properly.

1.5 Five to Ten Year Vision for Ho-Chunk Nation Administrative Applications
The long term vision for the Nation’s human resources/payroll, financial and peripheral systems is to Increase
automation and enhance management decision making capabilities. The focus is to increase business
efficiencies, reduce dependency on paper and utilize interfaces between systems in order to create a single,
integrated system focused on the delivery of real-time data. The primary need is to move the Nation to an ERP
system that can support their focus to utilize data for analytical purposes. With business processes dependent
upon paper and multiple, unconnected systems, time is inefficiently used to complete transactions and limits
staff’s time to focus on how data can be used to improve business operations and make data informed
decisions. The long term vision for the Nation is based upon the following:

> Employee and Manager Self Service

> Data Driven Decision Making
> Mobile Computing
> Data Progression
> Online Options and Transparency
> Data Reliability and Increasing Accountability
> Knowledge Management
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> Succession & Workforce Planning

> Customer Support & Training

1.6 Module Implementation Status

The Infor modules purchased by the Nation are in varying stages of completion. The sections below provide a
summary of the configuration and testing statuses, as well as any existing documentation in the Nation’s
possession. The requested training format for each module is stated, accompanied by additional notes. In
addition to the summaries in this section, the Nation has provided a reports, interfaces, conversions and
extensions (RICE) matrix and a risk, assumptions, issues and dependencies (RAID) log as Attachments C and
D to provide Proposers with contextual information of future open risks, actions, issues, decisions and more
detailed statuses of the module implementations with priority levels. The Nation has the following documentation
that the selected Proposer will have access to reference upon selection:

 Supply Chain Management Configuration Document

 Testing and Production Installation Exit Documents for the core Lawson system
 Testing and production Installation Exit Documents for Lawson Talent Management Suite

1.6.1 Infor Lawson Enterprise Financial Management

This module includes the following:

1. Cash & Treasury Management
2. Project Activity Accounting
3. Grant Management
4. Close & Reconciliation

Status of Implementation
The implementation process of this module has been started by the previous Proposer. The Financial
Management Bundle and Project Activity Accounting modules have been configured, however, no testing has
been completed to ensure proper setup. The Cash & Treasury Management, Grants Management, and Close &
Reconciliation parts have not been started by the previous Proposer.

Ho-Chunk Nation has identified business needs that it intends to accomplish with the implementation of the Infor
Lawson system. The new Proposer will need to confirm these business needs and identify any other business
needs not listed here.

Current known business needs include:

 Integration with third party systems (i.e. TruePoint, Emphasys, MHC.)

 Enhanced reporting capabilities to support GAAP, OMB Super Circular, and management reporting
 Automated workflow for reviews and approvals process
 User-driven querying and reporting
 Security defined by account/user
 Automatic reconciliation of subsidiary ledgers to general ledger
 Visibility of available cash
 Ability to download from bank and perform reconciliations in system
 Positive Pay
 Elimination of paper checks and stubs
 Electronic storage of invoices and other documents
 Elimination of manual journal entries
 Eliminate need for separate systems to track spending (Grants/Projects)
 Automatic messaging for award notices and upcoming due dates (Grants/Projects)
 Reporting showing award to date amounts (Grants/Projects)

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 Ability to report on an individual program level and contract level (Grants/Projects)

 Cash in reserve/Revenue (Grants/Projects)
 Automatic calculation of indirect costs (Grants/Projects)

Function Configuration Testing Training Other Notes

General GL has been re- Testing scripts are Vendor must provide
Ledger configure to a developed but must be training to appropriate
consolidated general reviewed and updated Finance & Accounting
ledger with Project by the vendor. The Staff.
Activity Accounting to vendor will propose an
capture certain detailed approach to testing.
financial information.

Accounts Casino: Configuration Casino & Government: Casino: Vendor to Vendor master as
Payable complete; vendor to provide refresher of May 1
review and validate. Testing scripts are training to casino staff. converted.
developed but must be
reviewed and updated
by the vendor. The
Government: Vendor to vendor will propose an Government: Vendor Receiving &
configure to the approach to testing. must provide training to Matching settings
organization/processes appropriate Finance & are configured.
of the A/P function. Accounting Staff.

Asset Configured to existing Testing scripts are Vendor must provide Workflow with
Management G/L; vendor may need developed but must be training to appropriate Purchasing and
to re-configure to a reviewed and updated Finance & Accounting A/P configured.
consolidated general by the vendor. The Staff.
ledger. vendor will propose an
approach to testing.

Grants Configured to existing Testing scripts are Vendor must provide

Management G/L; vendor may need developed but must be training to appropriate
to re-configure to a reviewed and updated Finance & Accounting
consolidated general by the vendor. The Staff.
ledger and implement vendor will propose an
Project Activity approach to testing.
Accounting to capture
certain detailed financial
information.

1.6.2 dEPM Budgeting & Planning

This module includes the following:

1. Distribution Management
2. Procurement Card Self-Service
3. Infor Expense Management Expense Reports

Status of Implementation:

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The previous Proposer has not started any aspect of the dEPM Budgeting & Planning module except for starting
to create the work flows for budget modifications. The selected Proposer will need to determine the business
needs of Ho-Chunk and perform all implementation steps for this module.

Ho-Chunk Nation has identified business needs that it intends to accomplish with the implementation of the Infor
Lawson system. The new Proposer will need to confirm these business needs and identify any other business
needs not listed here.

Current known business needs include:

 Standardized budget approval process with workflow visibility

 Built-in budgeting module with approval queues
 Integration with other systems such as Payroll and HR
 Ad-hoc report writing
 Position budgeting by FTE count (the Nation currently budgets by position headcount)

1.6.3 Infor Lawson Supply Chain Management

This module includes the following:

1. Requisition Center
2. Procurement Punch-Out
3. Inventory Control
4. Strategic Sourcing

Status of Implementation:
The Requisition Center part of this module has been setup, however, no testing was performed to ensure proper
setup. The Procurement Punch-Out and Strategic Sourcing parts have not been started by the previous
Proposer.

Ho-Chunk Nation has identified business needs that it intends to accomplish with the implementation of the Infor
Lawson system. The new Proposer will need to confirm these business needs and identify any other business
needs not listed here.

Current known business needs include:

 Procurement (commodity) codes

 Centralized procurement in government departments but decentralized in casinos
 Streamlined purchasing process from approval to receipting
 Master contract list with milestones and performance tracking
 Well defined purchasing process which is standardized throughout the organization
 Three way matching at Casinos (current practice) and at the Tribal Office (practice will begin with
implementation)

Function Configuration Testing Training Other Notes

Requisitions, Casino & Government: Casino & Government: Vendor must provide
Purchasing, Configured to existing training to appropriate
and G/L and standard Testing scripts are Finance & Accounting
Inventory operating procedures; developed but must be Staff.
Control vendor may need to re- reviewed and updated
configure to a by the vendor. The
consolidated general vendor will propose an
ledger. approach to testing.

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Government: the
purchasing function
may be re-organized;
as such, the Vendor
may be required to
reconfigure the
workflow and the role
based security.

1.6.4 Infor Lawson Human Resources Management and Payroll

This module includes the following:

1. North American Payroll Package
a. Payroll and absence management
b. Benefits administration
2. Employee & Manager Self-Service
3. Global Human Resources
a. Positions and jobs
b. Salary schedules

Status of Implementation:
This module has been mostly setup, however, testing has not been completed. The new Proposer will need to
confirm and identify business needs of Ho-Chunk and test against those needs.

Ho-Chunk Nation has identified business needs that it intends to accomplish with the implementation of the Infor
Lawson system. The new Proposer will need to confirm these business needs and identify any other business
needs not listed here.

Current known business needs include:

 Workflow for approvals, Personnel Action Forms, etc.

 Wage ceiling based on class and compensation
 Blanket salary increases (COLA)
 Controls around terminations, re-hires, layoffs
 System check for FML and auto calculation of hours remaining
 Controls around who can enter leave/accrual adjustments
 Multi-state (WI, MN, IL) Unemployment forms
 Employee self-service portal
 Ability to attach performance evaluation to salary change request forms
 Integration with other systems (TruePoint, Emphasys)

Function Configuration Testing Training Other Notes

Positions & Work assignments have Testing scripts must be Vendor must provide
jobs been configured. developed by the training to appropriate
Vendor must review vendor. The vendor will Staff.
and verify configuration. propose an approach to
testing.

Position Vendor will configure Testing scripts must be Vendor must provide
budgeting position budgeting developed by the training to appropriate
vendor. The vendor will

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functionality. propose an approach to Staff.

testing.

Salary Salary schedules have Testing scripts are Vendor must provide
schedules been uploaded. Vendor developed but must be training to appropriate
to verify that the salary reviewed and updated Staff.
schedule is current. by the vendor. The
vendor will propose an
approach to testing.

Payroll & Vendor to verify that Testing scripts are Vendor must provide
absence interface between S3 developed but must be training to appropriate
management and Global Human reviewed and updated Staff.
Resources has been by the vendor. The
configured. vendor will propose an
approach to testing.

Benefits Vendor will configure Testing scripts must be Vendor must provide The current
administration the benefits developed by the training to appropriate benefits
administration vendor. The vendor will Staff. schedule is very
functionality. propose an approach to complex and
testing. may require
review by Ho-
Chunk.

Time entry Vendor to configure the Testing scripts must be Vendor must provide
interface with Infor developed by the training to appropriate
(converting from vendor. The vendor will Staff.
Information Controls). propose an approach to
testing.

1.6.5 Infor Lawson Talent Acquisition and Performance Management

This module includes the following:

1. Talent Acquisition
2. Performance Management

Status of Implementation:
This module has not been started by the previous Proposer. The new Proposer will need to confirm and identify
business needs of Ho-Chunk and setup and test against those needs.

Ho-Chunk Nation has identified business needs that it intends to accomplish with the implementation of the Infor
Lawson system. The new Proposer will need to confirm these business needs and identify any other business
needs not listed here.

Current known business needs include:

 Workflow for applicant and employee files

 System check to ensure position request was budgeted for
 System check to ensure applicant isn’t already in the system
 Self-service for applicant to see status of application

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

1.6.6 Infor Lawson Workforce Management

This module includes the following:

1. Workforce Time & Attendance – Balance & Accruals
2. Time & Attendance

Status of Implementation:
Pay codes and deduction tables have been setup, however, no testing has been done to ensure working
properly. No other areas of this module have been started yet. The new Proposer will need to confirm and
identify business needs of Ho-Chunk and setup and test against those needs.

Ho-Chunk Nation has identified business needs that it intends to accomplish with the implementation of the Infor
Lawson system. The new Proposer will need to confirm these business needs and identify any other business
needs not listed here.

Current known business needs include:

 Integration with key card system (Salto)

 Control to ensure employees cannot enter their own time in the system
 Workflow for approvals
 Multiple accrual rates for vacation
 Security access levels
 Employee Self-Service
 Dual rates setup

1.6.7 Infor Technology

This module includes the following:

1. Infor Lawson System Foundation
2. Infor Process Automation (IPA)
3. Infor [Link]
4. Infor Business Intelligence
5. ION Foundation
6. Lawson Add-Ins for MS Office

Status of Implementation:
The Infor Lawson System Foundation is installed for the test environment. The production system is setup but
needs to be cleaned up (remove test data, check security). The ION Foundation and Infor Process Automation
(IPA) are installed but not configured. The work flows are also completed in IPA. There has been no work done
on data conversions except for the voucher program. The Lawson Add-Ins for MS Office are in place and
working.

Ho-Chunk Nation has identified business needs that it intends to accomplish with the implementation of the Infor
Lawson system. The new Proposer will need to confirm these business needs and identify any other business
needs not listed here.

Current known business needs include:

 Interfaces with other systems

 Historical data conversion
 Architecture Documentation - Archeology

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1.7 Current User Environment

The Nation has provided an estimated number of users broken down between the six (6) Casinos and the Tribal
Office Building to provide Proposers a better idea of the ratio of central vs. “remote” users at the Casino that will
need to undergo training.

It is highly likely that some users will fall into more than one category as defined above (i.e., columns are not
intended to be additive in any way). For example, a developer user may also be a power user. Ho-Chunk Nation
has approximately 150 program user and 70 additional users that have view only access.

Type of User Description Estimated # of Users Estimated # of Users

Tribal Office Across the 6
Building Casinos

Inquiry Users Utilize the system for inquiry and standard 30

reporting purposes (e.g., looking up account
10
balances, invoice status, vendor payments,
etc.)

Professional Users Enter and revise journal voucher/ entry 20 30

Enter requisitions and direct PO’s 20 30

Enter and revise budget requests 20 30

Enter and process personnel requisitions 30

20
and personnel action forms

Project managers (enter and monitor project 30

budget, establish project plans, prepare 20
project reports, monitor contracts, etc.)

Approvals (part of approval workflow chains 30

and must be able to update or delete any of
20
the transactions or documents sent to them
for approval)

Enter time entry 10 30

Power Users Perform, approve, and/or update any 20

5
transaction in the system

Report Developers Generate ad hoc reports 3 0

Developer Users Update tables, change workflow paths, 0

configure screens, etc. (no changes to 4
source code)

Self Service Users Employee Self Service 20 30

Vendor Self Service 20 30

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

1.8 Potential Interfaces

Proposers shall evaluate the following list of needed interfaces identified to inform its understanding of
configuration needs.

Functional Program System Inbound

Area Outbound
Payroll WI Child Support [Link] Outbound
access
IT Door Security Cardax FT command center

IT Badge Issue Compliance Cardax FT command center Inbound

HR Benefit Info to Health Auxiant, Delta Dental, Serve You, Interactive Outbound
Insurance Carrier Health, Medwatch, Alliance
HR Benefit Info to Deferred Bronfman EL Rothschild, Cottigham & Butler, Outbound
Comp Carrier Gerber Life - CGI, Virtual Health, Tribal First,
Travelers, Amerind
HR Other types of Carriers Hartford, Berkley Risk, Newport Group, Charles Outbound
(Misc. Benefits = Life, Non- Schwab, Relia Star, OmniLaw
Health, Deferred Comp,
etc.)
AP POS from C-Stores to CB Sunray to CB 43/CB543 Inbound

Payroll Emphasys to Payroll Emphasys Inbound

(designated Payroll
Deduction)
Payroll TruePoint to Payroll Inbound
(designated Payroll TruePoint
Deduction)
AP Tribal ID (Customer #) Emphasys Inbound
from AP to Emphasys
AP Tribal ID (Customer #) Inbound
from AP to TruePoint TruePoint
Workforce Time Records from Workforce Management Inbound
Management Workforce Management to
S3 Payroll
Workforce Workforce Management Workforce Management Inbound
Management Hours balance from
workforce Management to
S3

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1.9 Data Conversion

For purposes of determining level of effort for data conversion, Proposers shall assume that the Nation wishes
to convert at least the following data for the Tribal Office and the six (6) casino locations.

Source
Data Element Years Retained
System

Harris IBM
E4A ISeries Financial balances and budgeted values (rollover balances plus
server 2 years of summary level balances and transaction history) Current fiscal year plus 2 prior

Harris IBM
E4A ISeries
server Payroll, HR, and Absence history All

Harris IBM
E4A ISeries Vendor File, Payment History, and Invoice History Active vendors and 3 year
server history for those vendors

Harris IBM
E4A ISeries
server Fixed Assets Current balances

Harris IBM
E4A ISeries
server Accounts Receivable Open receivables

Harris IBM
E4A ISeries Outstanding checks, 2 years of
server Accounts Payable vendor history

Harris IBM
E4A ISeries
server Purchase Orders and receiving history All open and 2 years of history

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1.10 Technical Environment

Servers
UNIX/Linux
MS Systems Management Server

Operating Systems
UNIX/Linux and Windows 7/10 x64

Mail Server
Microsoft Exchange Server

Web Server
IIS (windows server) [Link]

Workstation
HP EliteDesk 800 G3

Network
Cisco Nexus (LAN)
Cisco AIR-CAP series wireless Aps, Ubiquity WiFi

Database
Microsoft Access Database

Office Applications
Microsoft Office 2016

Report Writer
Microsoft Access,

Backup and Recovery Software

Avamar

Security
Cisco Sourcefire
Securelink (remote access)

Web Development Tools

[Link], MS Visual Studio

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 General Instructions

The evaluation and selection of a contractor and the contract will be based on the information submitted in the
Proposer’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to
each of the requirements in the RFP may be the basis for rejecting a response. More detail on the required
components of a proposal is provided in Section 4.0 of this document, and a submittal checklist is provided as
Attachment A.

2.2 Legibility/Clarity
Responses to the requirements of this RFP in the formats requested are desirable with all questions answered
in as much detail as practicable. The Proposer’s response is to demonstrate an understanding of the
requirements. Proposals prepared simply and economically, providing a straightforward, concise description of
the Proposer’s ability to meet the requirements of the RFP is also desired. Each Proposer is solely responsible
for the accuracy and completeness of its proposal.

2.3 Confidential Information, Trade Secrets, and Proprietary Information

The designation of certain information as trade secrets and/or privileged or confidential proprietary information
shall only apply to the technical portion of the proposal. The cost proposal will not be considered confidential
under any circumstance. Any proposal copyrighted or marked as confidential or proprietary in its entirety may be
rejected without further consideration or recourse.

The Proposer must clearly designate the part of the proposal that contains a trade secret and/or privileged or
confidential proprietary information as “confidential” in order to claim protection, if any, from disclosure. The
Proposer shall mark the cover sheet of the proposal with the following legend, specifying the specific section(s)
of his proposal sought to be restricted in accordance with the conditions of the legend:

“The data contained in pages _____of the proposal have been submitted in confidence and contain trade
secrets and/or privileged or confidential information and such data shall only be disclosed for evaluation
purposes, provided that if a contract is awarded to this Proposer as a result of or in connection with the
submission of this proposal, Ho-Chunk Nation shall have the right to use or disclose the data therein to the
extent provided in the contract. This restriction does not limit Ho-Chunk Nation’s right to use or disclose data
obtained from any source, including the Proposer, without restrictions.”

Further, to protect such data, each page containing such data shall be specifically identified and marked
“CONFIDENTIAL”.

Proposers must be prepared to defend the reasons why the material should be held confidential. If a competing
Proposer or other person seeks review or copies of another Proposer's confidential data, the Nation will notify
the owner of the asserted data of the request. If the owner of the asserted data does not want the information
disclosed, it must agree to indemnify the Nation and hold the Nation harmless against all actions or court
proceedings that may ensue (including attorney's fees), which seek to order the Nation to disclose the
information. If the owner of the asserted data refuses to indemnify and hold the state harmless, the Nation may
disclose the information.

The Nation reserves the right to make any proposal, including proprietary information contained therein,
available to Nation personnel, the Nation Council, or other Nation and state agencies or organizations for the
sole purpose of assisting the Nation in its evaluation of the proposal. The Nation shall require said individuals to
protect the confidentiality of any specifically identified proprietary information or privileged business information
obtained as a result of their participation in these evaluations.

If your proposal contains confidential information, you should also submit a redacted copy along with your
proposal. If you do not submit the redacted copy, you will be required to submit this copy within 48 hours of
notification from the Finance Department. When submitting your redacted copy, you should clearly mark the

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

cover as such - “REDACTED COPY” - to avoid having this copy reviewed by an evaluation committee member.
The redacted copy should also state which sections or information have been removed.

2.4 Proposal Response Organization and Format

Each Proposer shall submit one (1) signed original response and an electronic copy in PDF format of the
proposal on a flash drive.

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

3.0 PROPOSAL SELECTION AND AWARD PROCESS

3.1 Evaluation and Selection

All responses received as a result of this RFP are subject to evaluation by the Selection Committee for the
purpose of selecting the Proposer with whom the Nation shall contract.

To evaluate all proposals, a committee whose members have expertise in various areas has been selected.
This committee will determine which proposals are reasonably susceptible of being selected for award. If
required, written or oral discussions may be conducted with any or all of the Proposers to make this
determination. Any such written or oral discussions shall be initiated by the Selection Committee.

Results of the evaluations will be provided by the Selection Committee to the ERP Steering Committee. Written
recommendation for award shall be made by the ERP Steering Committee to the Executive Director and Nation
Council whose proposal, conforming to the RFP, will be the most advantageous to the Nation, price and other
factors considered.

The committee may reject any or all proposals if none is considered in the best interest of the Nation.

3.2 Proposal Scoring

The Selection Committee will use a weighted scoring matrix that considers the following factors:

 Timeline
 Training Methodology
 Customer Satisfaction, Service and Support
 Testing Methodology
 Communication, Transparency
 Overall Quality of Proposal
 Native American Tribe/Military Veteran Preference

3.3 Oral Presentations

Selected vendors will be required to make oral presentations to supplement their proposals. We have reserved
April 11, 2018 for this purpose. The Nation will make every reasonable attempt to schedule each presentation
at a time which is agreeable to the Proposer. Failure of a Proposer to conduct a presentation to the Nation on
the date scheduled may result in rejection of the vendor’s proposal.

3.4 Site Visits/Conference Calls with Comparable Users in Live Environment

The Nation may conduct site visits or conference calls with users of selected Proposers to understand customer
satisfaction with the implementation methods. This would be done after the oral presentations have been
completed.

3.5 Right to Reject Proposals and Negotiate Contract Terms

The Nation reserves the right to reject any and all proposals or accept any proposal deemed to be in the best
interest of the Nation. The Nation reserves the right to negotiate the terms of the contract, including the award
amount, with the selected Proposer prior to entering into a contract. If contract negotiations cannot be concluded
successfully with the highest scoring Proposer, the Nation may negotiate a contract with the next viable
Proposer.

3.6 Contract Award and Execution

The Nation reserves the right to enter into a contract without further discussion of the proposal submitted based
on the initial offers received.

The RFP, including any addenda, and the proposal of the selected Contractor will become part of any contract
initiated by the Nation.
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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

If the contract negotiation period exceeds thirty (30) days or if the selected Proposer fails to sign the contract
within seven calendar days of delivery of it, the Nation may elect to cancel the award and award the contract to
the next preferred Proposer.

Award shall be made to the Proposer, whose proposal, conforming to the RFP, will be the most advantageous
to the Nation, price and other factors considered.

The Nation reserves the right to award contracts to multiple Proposers.

3.7 Notice of Intent to Award

Upon review and approval of the evaluation committee’s and agency’s recommendation for award, the
Purchasing Agent will issue a “Notice of Intent to Award” letter to the apparent successful Proposer. A contract
shall be completed and signed by all parties concerned on or before the date indicated in the “Schedule of
Events.” If this date is not met, through no fault of the Nation, the Nation may elect to cancel the “Notice of Intent
to Award” letter and make the award to the next most advantageous Proposer.

The Purchasing Agent will also notify all unsuccessful Proposers as to the outcome of the evaluation process.
The evaluation factors, points, evaluation committee member names, and the completed evaluation summary
and recommendation report will be made available to all interested parties after the “Notice of Intent to Award”
letter has been issued.

3.8 Contract Negotiations

If for any reason the Proposer whose proposal is most responsive to the Nation's needs, price and other
evaluation factors set forth in the RFP considered, does not agree to a contract, that proposal shall be rejected
and the Nation may negotiate with the next most responsive Proposer. Negotiation may include revision of non-
mandatory terms, conditions, and requirements. The Purchasing Agent must approve the final contract form and
issue a purchase order, if applicable, to complete the process.

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

4.0 SUBMITTAL REQUIREMENTS

4.1 Submission of Proposals

Proposals in response to this RFP shall be considered received at the time actually received by the addressee
or designated agent. All proposals and other communications shall be addressed as follows:

Ho-Chunk Nation
Attn: Catherine Link
W9814 Airport Road
Black River Falls, WI 54615
email: [Link]@[Link]

Each Proposer shall submit one (1) signed original response and one (1) electronic copy in PDF format of the
proposal on a flash drive with a separate, sealed price proposal. These must be received at the office listed
above by 2:00 p.m. local time on the date listed on the cover page. Proposals received after this specified date
and time will be considered late and will not be considered for evaluation.

Each proposal shall be in the form specified in this RFP, and in a sealed envelope with outside markings
identifying (1) the Proposal Name; (2) RFP Number; (3) Project Number; and (4) Proposal Opening Date.

4.2 Eligibility
To be eligible to respond to this RFP, the proposing firm must demonstrate that they, or the principals assigned
to the project, have successfully completed services, similar to those specified in the Scope of Services section
of this RFP, to at least three organizations similar in size and complexity to the Nation.

4.3 Required Elements of Proposals

Proposals shall provide a straightforward, concise delineation of the Proposer's capability to satisfy all of the
elements and requirements of the RFP both in content and in sequence. Each proposal shall be submitted in the
requested format and provide all pertinent information. One original copy of each proposal shall be signed in ink
by a duly authorized officer of the company. A proposal will not be considered if it modifies or fails to conform to
each of the requirements set forth in this Section. The proposal must conform to the following outline and
contain all requested information in the same sequential order as outlined in this section. Proposals deviating
from the proposal format and organization may be removed from further consideration.

So that competing proposals can be compared equally, Proposers must assemble their proposals in strict
adherence to the layout requirements. Failure to follow all proposal layout requirements may result in
disqualification due to non-responsiveness. Each Proposer is required to submit the proposal in a sealed
package. Proposals should be prepared as simply as possible and provide a straightforward, concise
description of the proposed products and services to satisfy the requirements of the RFP. Attention should be
given to accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be
numbered and clearly labeled. The proposal shall be organized into the following major sections:

0.0 Introductory Material (Title Page, Letter of Transmittal, and Table of Contents)

1.0 Executive Summary

2.0 Scope of Services

3.0 Company Background (including most recent audited financial statements)

4.0 Implementation Plan

5.0 Training Plan

6.0 Maintenance and support package

7.0 Essay Responses to the Nation’s Specific Issues

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

8.0 Client References (Attachment B)

9.0 Exceptions to the RFP

10.0 Sample Documents

11.0 Pricing

4.4 Background Material

The Title Page must show the RFP number, subject, name of the Proposer, address, telephone number, email
address and the date. Letter of Transmittal, executed by an authorized representative, and Table of Contents
must also be included.

4.5 Executive Summary – Proposal Section 1.0

This part of the response to the RFP should be limited to a brief narrative summarizing the proposal. The
summary should contain as little technical jargon as possible and should be oriented toward non-technical
personnel.

4.6 Scope of Services – Proposal Section 2.0

This section of the proposal should include a general discussion of the Proposer’s overall understanding of the
project and the scope of work proposed.

 List and describe all proposed modules. Proposer must explicitly state the software module name that is
proposed as part of this implementation. All modules shall be included in the price proposal.

 The Proposer shall explicitly state the name of any subcontractors that are part of the proposed solution
to the Nation or any third-party firms providing services for implementation, training, or other services.
For each third-party service provider there shall be a statement about whether the Proposer’s contract
will/will not encompass the third-party service and/or whether the Nation will have to contract on its own
for the product.

 If third-party services are proposed, Proposers must complete Attachment B (References) for each
third-party service that is proposed.

 Please confirm the data conversions and interfaces that have been proposed and note any exceptions.
The Nation expects Proposers to include all conversions listed in section 1.9 of the RFP and support for
configuring the Infor system to interface with all listed interfaces.

4.7 Company Background – Proposal Section 3.0

This section of the proposal should provide a general overview of the company responding to the RFP, including
any subcontractors and/or third parties. Please provide the following information:

 Prime Implementation Firm: Please provide an overview of the Company(s) (including sub-
contractors) represented in this response. In the case of teamed responses, please reply to all
questions for each company involved. In addition to your overview, please address the following items:

o Describe the proposing companies’ structure (corporation, partnership, or privately held).

o Describe the number of years the companies in this proposal have been in software and
professional services.

o State the location of the primary office(s) from which this engagement will be serviced and the
range of activities performed at that office.

 Prime Implementation Firm: The Proposer should include information with regard to the organization’s
resources that it deems advantageous to the successful provision of the requested products and

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

services. This might include management capabilities and experience, technical resources, and
operational resources not directly assigned to this project, but available if needed.

 Shared History: Please provide a history of the previous work conducted individually and as a team by
the implementation firms included in this proposal, including sub-contractors.

 Financial Information: For all companies proposed in this proposal (including sub-contractors), provide
an overview of the company’s Financial Stability in terms of the past year, 3 years. In addition to your
overview please address the following items:

o Please provide audited Financial Statements for the last fiscal year available

o Please describe any litigation or pending litigation arising from any of the firms’ performance in
the last five years.

o Please describe any investigations of any of the proposing firms by State or Federal regulatory
or law enforcement agencies in the last ten years.

o Please describe the amounts and types of professional liability insurance and the name of the
carrier. Please provide a copy of the certificates of insurance.

 Prime/Sub Relationship Structure and Project Resource Resumes: Please provide a detailed
description of the prime/sub relationship structure being proposed for this project. Please provide a
resume for each proposed team member for all implementation firms and subcontractors in this
proposal. The Nation expects that key individuals will provide services on this project from start to finish
ensuring continuity and success. Elaborate on your willingness and ability to maintain key personnel
dedicated to the project, both in terms of reassignment within your organization and retaining them
generally as employees. Additionally, if there is a change in key personnel on the project, the Nation
requires approval of these changes. Further, any ramp up time and costs incurred due to transitioning
personnel will not affect the project timeline nor the overall cost to the Nation

 Subcontractor Information: The Proposer shall list any subcontractor’s name, address and state of
incorporation that are proposed to be used in providing the required products and services. The
subcontractor’s responsibilities under the proposal, anticipated dollar amount for subcontract, the
subcontractor’s form of organization, and an indication from the subcontractor of a willingness to carry
out these responsibilities are to be included for each subcontractor. This assurance in no way relieves
the Proposer of any responsibilities in responding to this RFP or in completing the commitments
documented in the proposal.

4.8 Implementation Plan – Proposal Section 4.0

The Nation expects to provide staffing of 50% of the total implementation hours, but reserves the right to alter
the mix upon further discussion with Proposers. Pricing should assume 50% implementation work effort by the
Nation and 50% work effort by implementation consultants.

Implementation Methodology & Approach

Please provide an overview of your implementation methodology, including a description of your approach
including project initiation/planning, design, configuration, development, testing, training, conversion, and post
go-live support. In addition to your overview please address the following items:

1. Describe how the Proposer plans to identify, document and track throughout the implementation
process the Nation’s system requirements through the As Is/To Be analysis (aka the current state and
future state analysis) and incorporate those needs into key system configuration, design and testing.
2. Describe how the implementation plan has been designed in such a way to minimize any negative
impacts on existing Nation operations and responsibilities.
3. Describe how the implementation plan has been designed to provide for the deployment and use of
management, supervisory or other key personnel during the project. (The detailed plan below should
show all management, supervisory and key personnel that will be assigned to manage, supervise and
monitor the project.)

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

4. Describe how the implementation plan has been designed in such a way to minimize the startup time of
the project.
5. Describe specific actions the Nation could take to support an accelerated start-up. Describe how the
implementation plan makes use of subcontractor(s), if any, on this project.
6. Describe how the implementation plan will accommodate and mitigate risk associated with beginning
work as a new Proposer on an existing implementation where modules have been partially configured
and tested.
7. Describe how the implementation work plan will be maintained and updated throughout the course of
the project.
8. Describe your experience working with organizations that have successfully prepared for and
implemented Infor Lawson.
9. Describe your method for identifying and recommending process flow changes based upon best
practices that concurrently meet client needs.
10. Describe your experiences with organizations that have not been successful or have struggled in
preparing for, implementing and supporting Infor Lawson. Additionally, for each experience describe
what items/actions caused the failure or struggle, and how you would recommend the Nation prepare to
ensure success.
11. Describe your approach for organizational change management. Specifically, describe recommended
methods of communication, assessment and review. Also, describe the recommended governance
structure for the Nation. At minimum, identify the roles, responsibilities and decision making authority
expected for:
o Project Sponsor
o Functional Lead
o Steering Committee
o Power User
o End User

Implementation Work Plan & Deliverables

Please provide a detailed work plan for each phase of the implementation. The work plan section should include
the following:

 Phases and Major activities

- Description of each phase (e.g. system design, modification, installation, implementation,
technical training, user training, and acceptance).
- Description of major activities within each phase showing all significant tasks required for
successful completion of the Phase objectives.
 Detailed timeline (by Gantt, Pert or other chart)
- Timeline details for all phases indicating the start dates, end dates and milestones.
- Timeline details for all major activities indicating the start dates, end dates and milestones.
- Timeline details for all deliverables indicating the start dates, end dates and milestones.
 Resource allocations
- Identification of hours by resource (Nation, Proposer and any sub-contractors) for all
phases.
- Identification of hours by resource (Nation, Proposer and any sub-contractors) for all major
activities.
 Deliverables
- Comprehensive inventory of project deliverables by phase and milestone
- Detailed description of all deliverables (e.g. process documentation, Telestaff interface
specification, etc.) and association with identified milestones
- Identification of major dependencies for each deliverable.
- Detail the deliverable acceptance period for each deliverable.
- Provide samples of all major deliverables proposed.
 Milestones
- Identification of billable milestones with associated completed deliverables triggers as
stated above in the timeline and deliverables sections.

Implementation Project Team

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

Please provide a detailed description of the project organization strategy for the proposed work plan. As part of
your description, please address the following items:

1. Detailed description of the team structure and roles for all firms involved (including sub-contractors) and
the Nation.
2. Detailed description of the responsibilities for each role defined in the team structure for all firms
involved (including sub-contractors) and the Nation.
3. Detailed description of the number of personnel and the estimated hours for all firms involved (including
sub-contractors) and the Nation.

Project Management

Describe in detail your proposed project management approach for this proposal. Include the following items:

1. Describe what status reporting and frequency of communication will be proposed for the Nation.
2. Describe the project coordination, documentation, and communication tools you will provide for the
project (e.g. SharePoint)
3. Describe the approach that will be used to manage scope and changes during the course of the project.
4. Describe the approach that will be used to assess go-live readiness.
5. Describe the approach that will be taken to identify risks and issues, who will “own” moving and tracking
those items forward on the Proposer’s side, and how decision dependencies are communicated.

Testing Approach

Describe in detail your proposed testing approach for this proposal. Include the following items:

1. Describe the different aspects of testing included within your approach (e.g. unit, integration, security,
parallel, system, stress, performance, regression, etc.).
2. Describe the testing environment recommended for testing.
3. Describe the user acceptance testing recommended.

4.9 Training Plan – Proposal Section 5.0

The Proposer must provide a detailed plan for training. This information MUST include:

1. Describe how a training environment would be created and maintained.

2. Describe your proposed approach to training for this project (i.e. on site at the Nation vs. at firm’s
facilities, train the trainer vs. train all users), training materials, and methodologies. The Nation has
preference for train the trainer or train all users and onsite training.
3. Identify whether there is instructor-lead, classroom training available.
4. Identify whether there is computer-based training available. If so, identify what is included in this
proposal.
5. Identify what other tools are optionally available for the Nation.
6. Provide a list of the courses proposed, with the course name, description, and hours.
7. Describe in detail how training regarding the operation and use of the ERP will be delivered to each
subset of the end-user community, and what tools and materials will be employed.
8. Describe the time commitment required of each group of trainees.
9. Describe whether or not custom training materials will be provided by the vendor based upon the
Nation’s configurations, modifications and process decisions during the implementation. If custom
training material is not recommended to be provided by the Proposer (i.e. the Nation is responsible for
custom training materials), please estimate the cost for the Proposer to create the custom training
materials.
10. Describe your technical training and knowledge transfer approach to IT personnel to support the ERP
hardware, if necessary.
11. Describe the proposed methodology and approach for ongoing training. Address the procedures for
training new users and for delivering refresher training to existing users.
12. Identify whether the Proposer will provide a technical reference manual and if it includes descriptions
and diagrams of the relational database structure, tables, and elements within the database. Please

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

provide a sample of description and diagram the relational database structure, tables, and elements
within the database.
13. Identify whether all manuals are available in electronic format.
14. Identify whether all manuals are updated with each new release of software.
15. Identify whether ongoing online help is provided.
16. Identify whether ongoing online tutorials are provided.
17. Provide a sample training plan relevant to this implementation.
18. Describe the benefits and risks to your proposed training strategy.

4.10 Maintenance and Support Program – Proposal Section 6.0

The proposal must specify the nature of support throughout the duration of the Nation’s implementation and on-
going support provided by the vendor including:

1. Describe the maintenance and support package you are proposing to the Nation throughout the
implementation
2. Describe why this is the best option for the Nation.
a. Describe generally when the implementation team will respond to support calls versus when
you may direct the Nation’s calls to Infor Lawson for remediation.
b. Describe the ongoing support services provided, including hours of operation, procedures, and
problem escalation measures available.
c. Describe the ratio of customers to support personnel.
d. Describe your customer support locations and hours of operation in terms of CST.
e. Describe the committed support time for support questions.
f. Describe your average response time for support questions.
g. Describe your range of response time for support questions.
h. Describe a typical customer support call based on an application error.
i. Describe a typical customer support call based on a data error (interface not working, data not
replicating).
j. Describe a typical customer support call based on a report not working properly or displaying
incorrect data.
k. Describe the follow-up process with a client after resolution of a help desk call.
l. Identify whether the support is available seven (7) days a week, 24 hours a day. If so, identify
the cost above your recommended support.
m. Describe your support staffs ability to "log in" to the customer system for certain types of
support. Explain the process and the security supporting the process.
n. Identify whether onsite support is available if needed. Describe how onsite support costs are
handled.
o. Describe the available web-based support options.
p. Describe any web-based reporting tools available to review open/pending support issues.
3. Describe how support will be handled post-implementation (i.e. hand-offs to the Infor Lawson support
team).

4.11 Ho-Chunk Nation Specific Issues to be Addressed by RFP –Proposal Section 7.0
The Nation has some unique questions or business process needs that it would like addressed as part of this
RFP. Proposers are required to answer these questions with as much detailed information as possible.
Proposers are strongly encouraged to make sure the response answers the questions and is not comprised of
marketing material. These questions may appear again during software presentations and during contract
negotiations.
1. The Nation manages a high volume of State and Federal Grants. Imprecise reporting puts the Nation’s
future funding at risk. Based on your prior experience implementing Infor Lawson for other clients with
high volumes of grant funding, please provide recommendations or questions you would pose to create
solutions to address the following needs:
a. Calculation and identification of direct and indirect costs
b. Calculation of shared/pooled cost rates
c. Identification of allowable and unallowable costs for each grant

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

d. Grant management to monitor renewal date notices for 30 days, 14 days, 7 days, due date and
past due dates

4.12 Client References – Proposal Section 8.0

The Nation considers references for the implementation services to be important in its decision to award a
contract. Using the form provided in Attachment B please provide three (3) similarly structured client references
for clients serviced in the past five (5) years for an Infor Lawson implementation. At least one of the references
should be similar in size to the Nation and have a similar implementation scope. Tribal Nation clients are
preferred but the Nation understands this may be difficult. Therefore, proposers’ ability to provide client
references with similar organizational structures and functional needs (decentralized, blend of government and
business functional needs, highly regulated enterprises, grant and fund accounting) will be taken into
consideration. Lastly, please provide (3) three references for any third-party/sub-contracting firms. All references
should be for fully completed (live) installations, completed within the past five (5) years.

4.13 Exceptions to the RFP – Proposal Section 9.0

All requested information in this RFP must be supplied. Proposers may take exception to certain requirements in
this RFP. All exceptions shall be clearly identified in this section and a written explanation shall include the
scope of the exceptions, the ramifications of the exceptions for the Nation, and the description of the
advantages or disadvantages to the Nation as a result of exceptions. The Nation, at its sole discretion, may
reject any exceptions or specifications within the proposal.

4.14 Sample Documents – Proposal Section 10.0

Proposers shall include sample copies of the following documents. Although they are sample forms, the
documents must contain all material terms so that the Nation can fairly evaluate the Proposer’s forms.

1. Sample implementation services agreement.

2. Sample documentation (user guides, training materials, etc.).
3. Sample implementation project plan.

4.15 Price Proposal – Proposal Section 11.0

Proposers shall submit price proposal in a separate and sealed packet. Price Proposals should clearly designate
pricing as associated with milestone and key activities and any estimated not to exceed travel and
reimbursement costs. Additionally, price proposals shall include the project team’s hourly rates. The Nation
reserves the right to contact Proposers on price and scope clarification at any time throughout the selection
process and negotiation process.

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5.0 CONTRACT TERMS AND CONDITIONS

Below are standard contract terms and conditions that the Nation expects to be part of any agreement with the
finalist Proposer(s). Please indicate your willingness to comply with each condition by noting any exceptions per
the instructions in Section 4.14 of this RFP. Contract terms in the final agreement should include, but will not be
limited to, those listed below.

5.1 Payment Terms

Payment for the implementation services rendered pursuant to any agreement resulting from this RFP shall be
made in amounts and at times set forth in the resulting agreement (the “Agreement”). A purchase order will be
issued, and all invoices must reference the purchase order number. Payment shall be made upon receipt of
original invoice(s) in accordance and in conformity with payment dates for bills and claims as established by the
Nation. Prior to payment, the Proposer must submit an original dated itemized invoice of services rendered.
(Photographs or facsimiles of invoices will not be accepted.) Any reimbursement for expenses, as allowed in the
Agreement and that are included in the invoice(s), must be supported with attached original billings for such
expenses.

Implementation services will be paid on a not-to-exceed basis as described, only on a deliverable completion
basis (milestone), meaning the Nation will pay only when it has determined that the Proposer has satisfactorily
completed mutually agreed upon payment milestones, as will be defined in the Statement of Work as part of the
Implementation Services Agreement (the “Implementation Services Agreement”). The Nation reserves the right
to review and confirm satisfactory completion prior to milestone payment. Failure to meet satisfactory
completion of milestones shall result in non-payment from the Nation. Satisfactory completion shall be based
upon milestone specifications set forth in the Implementation Services Agreement and Statement of Work. In
addition, the Nation will apply a retention rate of fifteen percent (15%) to all service payments, with such
retention being released on final acceptance of the entire system, which will be defined during the contract
negotiation phase.

5.2 Delivery of the Project Plan and Other Key Deliverables

The project plan is to be delivered within a contractually specified timeframe after contract signing. Delay or
failure to complete in a timely manner in this regard will result in the assessment of liquidated damages up to
$1,000 per day. Other key deliverables (Design Document, Go-Live Date, and any other deliverable that can be
deemed substantially the responsibility of the Proposer) will also be subject to the assessment of liquidated
damages up to $1,000 per day if the Proposer misses these key timeframes.

5.3 Services and Statement of Work

All work performed by the Proposer for the Nation as agreed to in writing under the Implementation Services
Agreement (the “services”). Such services are set forth in the Statement of Work (“SOW”).

The intent of the Implementation Services Agreement is for the services to be completed in the detail described
in the SOW, which is attached to, and part of the Implementation Services Agreement. Except as otherwise
explicitly stated in the Implementation Services Agreement, the Proposer will furnish all labor, materials,
equipment, products, tools, transportation, and supplies required to complete the services. The Proposer will
provide services to the Nation as required in the Implementation Services Agreement and the SOW. Any
additional services will be mutually agreed to in writing by each party through a change order process.

5.4 Documentation and Copyright

Collected data, analyses, and any analytical processes, programs and files developed as a contractual
requirement are the sole property of the Nation. Programs shall be completely documented, including the file
layout of tapes, disks, and so on. The Nation may, at its sole discretion, waive title to any portion or to all data
and analyses. The Nation has the sole right to copyright any process or program and may license its use by
others for a fee or without charge.

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5.5 Ho-Chunk Nation Property

The use of Ho-Chunk Nation property must be approved in advance by the Nation’s project manager. If the
Nation has agreed to provide Nation owned property, the following special provisions shall apply:

The amount of Nation property to be furnished to the contractor may be increased or decreased by written
direction of the Nation’s project manager and the contract price shall be adjusted to reflect the change pursuant
to the stipulations of the "changes" article.

The Proposer shall insure all Nation property in their possession or control and shall be liable to the Nation for
the fair market value of any damage or loss to Nation property, aside from that incurred by normal wear and
tear. The Proposer shall maintain the property in operating condition, with the cost being chargeable to the
contract.

All Nation property shall be returned promptly upon completion of the contract or otherwise disposed of, as
directed in writing by the Nation. All costs of shipment or disposal are a contract cost.

Unless specifically stated otherwise in writing, Nation property may be used only for the performance of this
contract.

Title to all Nation property shall remain in the hands of the Nation at all times. Title to the property acquired by
the contractor for use under the contract shall vest in the Nation upon delivery to the contractor.

Any dispute concerning interpretation of the provisions of this article shall be subject to the stipulations of the
"Disputes" article.

In the course of performing the responsibilities under this contract, the parties may be exposed to or acquire
information that is proprietary to or confidential to the other party or its affiliated companies or their clients. Any
and all information of one party in any form obtained by the other party or its employees, agents or
representatives in the performance of this Agreement that is appropriately marked or identified in writing as
proprietary, shall be deemed to be confidential and proprietary information of such party. The parties agree to
take reasonable steps to hold such information in strict confidence and not to copy, reproduce, sell, assign,
license, market, transfer, give or otherwise disclose such information to third parties or to use such information
for any purposes whatsoever, without the express written permission of the other party. The parties shall use
reasonable efforts to advise each other immediately in the event that either learns or has reason to believe that
any person who has had access to Confidential Information.

5.6 Intellectual Property Rights

The Proposer will indemnify and hold harmless the Nation from liability of any kind, including costs and
expenses for or on account of any copyrighted service marked, trademarked, patented or un-patented invention,
process, article or work manufactured or used in the performance of the contract, including its use by the Nation.
If the Proposer uses any design, device, materials or works covered by letters, service mark, trademark, patent,
copyright or any other intellectual property right, it is mutually agreed and understood without exception that the
proposal prices will include all royalties or costs arising from the use of such design, device, or materials in any
way involved in the work.

5.7 Changes
The Nation’s project manager may, at any time, by a written order and without notice to the insurers make
changes within the general scope of the contract in any one or more of the following: a) specifications or
statement of work and b) place of performance or delivery. If any such changes cause an increase or decrease
in the cost of or the time required for the performance of this contract, whether changed or not changed by any
such order, an equitable adjustment shall be made a) in the contract price or time of performance or both and b)
in such other provisions of the contract as may be so affected; and the contract shall be modified in writing
accordingly. Any claim by the Proposer for adjustment under this article must be asserted within 30 days from
the date of receipt by the Proposer of the notification of change, provided, however, that the Nation’s project
manager decides that the facts justify such action, may receive and act upon any such claim asserted at any
time prior to final payment under this contract. Failure to agree to any adjustment shall be a dispute concerning

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a question of fact within the meaning of the clause of this contract entitled "disputes." However, nothing in this
article shall excuse the contractor from proceeding with the contract as changed.

5.8 Laws and Regulations

The Proposer shall comply with all applicable laws, ordinances, and codes of the State of Wisconsin and Ho-
Chunk Nation. It shall be the responsibility of the contractor to be knowledgeable of all federal, state, and Ho-
Chunk Nation laws, ordinances, rules and regulations that in any manner affect the items covered herein which
may apply. Failure to comply with all applicable laws, ordinances and codes may lead to termination of the
contract.

5.9 Disputes
In the event of any dispute between the parties arising from this RFP, the Agreement, the Implementation
Services Agreement, or the services provided hereunder, each party shall, prior to seeking judicial resolution of
such dispute, escalate the dispute to a senior representative of such party, and such senior representatives
shall use good faith efforts to resolve the dispute between them. If such senior representatives are unable to
resolve the dispute, such dispute shall then proceed to mediation. The Proposer and the Nation shall make
good faith efforts to resolve any and all disputes as quickly as possible.

Any litigation between the parties of this Agreement shall be conducted at the Ho-Chunk Nation Tribal
Building. In the event of any litigation arising out of this contract, the prevailing party shall be entitled to recover
from the non-prevailing party reasonable costs and Attorney fees.

5.10 Indemnification and Limitation of Liability

Neither party shall be liable for any delay or failure in performance beyond its control resulting from acts of God
or force majeure. The parties shall use reasonable efforts to eliminate or minimize the effect of such events
upon performance of their respective duties under the contract.

Contractor shall be fully liable for the actions of its agents, employees, partners or subcontractors and shall fully
indemnify and hold harmless the Nation from suits, actions, damages and costs of every name and description
relating to personal injury and damage to real or personal tangible property caused by Contractor, its agents,
employees, partners or subcontractors in the performance of the contract, without limitation; provided, however,
that the Contractor shall not indemnify for that portion of any claim, loss or damage arising hereunder due to the
negligent act or failure to act of the Nation. In connection therewith, the Contractor shall execute the Hold
Harmless Agreement furnished by the Nation. Work may not commence until such Hold Harmless Agreement is
executed by the Contractor and received by the Nation.

Contractor will indemnify, defend and hold the Nation harmless, without limitation, from and against any and all
damages, expenses (including reasonable attorneys' fees), claims judgments, liabilities and costs which may be
finally assessed against the Nation in any action for infringement of a United States Letter Patent with respect to
the Products, Materials, or Services furnished, or of any copyright, trademark, trade secret or intellectual
property right, provided that the Nation shall give the Contractor: (i) prompt written notice of any action, claim or
threat of infringement suit, or other suit, (ii) the opportunity to take over, settle or defend such action, claim or
suit at Contractor's sole expense, and (iii) assistance in the defense of any such action at the expense of
Contractor. Where a dispute or claim arises relative to a real or anticipated infringement, the Nation may require
Contractor, at its sole expense, to submit such information and documentation, including formal patent attorney
opinions, as the Nation shall require.

The Contractor shall not be obligated to indemnify that portion of a claim or dispute based upon: (i) Nation’s
unauthorized modification or alteration of a Product, Material, or Service; (ii) Nation’s use of the Product,
Material, or Service in combination with other products, materials, or services not furnished by Contractor; (iii)
Nation’s use in other than the specified operating conditions and environment.

In addition to the foregoing, if the use of any item(s) or part(s) thereof shall be enjoined for any reason or if
Contractor believes that it may be enjoined, Contractor shall have the right, at its own expense and sole
discretion as the Nation’s exclusive remedy to take action in the following order of precedence: (i) to procure for
the Nation the right to continue using such item(s) or part(s) thereof, as applicable; (ii) to modify the component

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so that it becomes non-infringing equipment of at least equal quality and performance; or (iii) to replace said
item(s) or part(s) thereof, as applicable, with non-infringing components of at least equal quality and
performance, or (iv) if none of the foregoing is commercially reasonable, then provide monetary compensation
to the Nation up to the dollar amount of the Contract.

The Nation may, in addition to other remedies available to them at law or equity and upon notice to the
Contractor, retain such monies from amounts due Contractor, or may proceed against the performance and
payment bond, if any, as may be necessary to satisfy any claim for damages, penalties, costs and the like
asserted by or against them.

5.11 Warranty
A warranty is sought for the implementation services. It is assumed that Proposers have priced their services to
recognize these warranty provisions. The extent of the warranty coverage will be evaluated as part of the overall
procurement process.

Implementation Services Firm. The Nation requires a warranty for the services (e.g., work products,
developed modifications, and system configuration) for a minimum of 24 months after the final acceptance date
(as will be defined during the negotiation process) of the respective modules.

Insurance requirements. Contractor shall procure and maintain for the duration of the contract insurance
against claims for injuries to persons or damages to property which may arise from or in connection with the
performance of the work hereunder by Contractor, its agents, representatives, employees or subcontractors.
The cost of such insurance shall be included in Contractor’s bid. The amount of insurance shall not be less
than:

Commercial General Liability: Minimum of $2,000,000 commercial general liability coverage with $1,000,000 for
each occurrence. Policy to include coverage for operations, contractual liability, personal injury liability,
products/completed operations liability, broad-form property damage (if applicable) and independent contractor’s
liability (if applicable) written on an occurrence form.

Business Automobile Liability: $1,000,000 combined single limit per occurrence for bodily injury and property
damage for owned, non-owned and hired autos.

Workers’ Compensation and Employer’s Liability: Worker’s Compensation limits as required by the Labor Code
of the State of Illinois and employer’s liability with limits of $1,000,000 per accident.

Insurance is to be placed with insurers acceptable to and approved by the Nation. Contractor’s insurer must be
authorized to do business in Illinois at the time the contract is executed (and throughout the time period the
contract is maintained), unless otherwise agreed in writing by the Nation. Failure to maintain or renew coverage
or to provide evidence of renewal will be treated by Nation as a material breach of contract.

Limits of liability amounts must meet contract requirements before contract is initiated.

The Nation, and its elected officials, officers, employees, agents and volunteers are to be named as additional
insureds with primary coverage and not contributing.

The Nation shall be furnished with original certificates of insurance and endorsements effecting coverage
required within, signed by a person authorized by that insurer to bind coverage on its behalf. All certificates and
endorsements are to be received by the Nation Recorder’s Office before work commences.

The Nation reserves the right to require complete, certified copies of all required insurance policies at any time.

Each policy shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in
coverage or in limits except after thirty days prior written notice by certified mail, return receipt requested, has
been given to the Nation.

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Contractor’s insurance shall be primary insurance and any insurance or self-insurance maintained by the
Nation, its officers, officials, employees, and volunteers shall be excess of Contractor’s insurance and shall not
contribute with it.

Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and
endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.

Any deductibles or self-insured retentions must be declared to and approved by the Nation. At the option of the
Nation, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the
Nation, its elected officials, officers, employees, agents and volunteers; or Contractor shall provide a financial
guarantee satisfactory to the Nation guaranteeing payment of losses and related investigations claim
administration and defense expenses.

5.12 Termination of the Contract for Cause

The Nation may terminate the contract for cause based upon the failure of the Contractor to comply with the
terms and/or conditions of the contract, or failure to fulfill its performance obligations pursuant to the contract,
provided that the Nation shall give the Contractor written notice specifying the Contractor’s failure. If within thirty
(30) days after receipt of such notice, the Contractor shall not have corrected such failure or, in the case of
failure which cannot be corrected in thirty (30) days, begun in good faith to correct such failure and thereafter
proceeded diligently to complete such correction, then the Nation may, at its option, place the Contractor in
default and the contract shall terminate on the date specified in such notice.

The Contractor may exercise any rights available to it under Wisconsin and Ho-Chunk Nation law to terminate
for cause upon the failure of the Nation to comply with the terms and conditions of the contract, provided that the
Contractor shall give the Nation written notice specifying the Nation’s failure and a reasonable opportunity for
the Nation to cure the defect.

5.13 Termination of the Contract for Convenience

The Nation may terminate the contract at any time by giving thirty (30) days written notice to the Contractor of
such termination or negotiating with the Contractor an effective date.

The Contractor shall be entitled to payment for deliverables in progress, to the extent work has been performed
satisfactorily.

5.14 Termination for Non-Appropriation of Funds

The continuance of the contract is contingent upon the appropriation of funds to fulfill the requirements of the
contract by the Nation Council. If the Nation Council fails to appropriate sufficient monies to provide for the
continuation of the contract, or if such appropriation is reduced for any lawful purpose, and the effect of such
reduction is to provide insufficient monies for the continuation of the contract, the contract shall terminate on the
date of the beginning of the first fiscal year for which funds are not appropriated.

5.15 Quantities
The quantities referenced in the RFP are estimated to be the amount needed. In the event a greater or lesser
quantity is needed, the right is reserved by the Nation to increase or decrease the amount, at the unit price
stated in the proposal.

The Nation does not obligate itself to contract for or accept more than its actual requirements during the period
of the contract, as determined by actual needs and availability of appropriated funds.

5.16 Contract and Execution of Contract

Unless otherwise specified in the proposal, the successful Proposer agrees to enter into the contract on the form
prepared by the Nation, a copy of which will be on file in the Ho-Chunk Nation Finance Department.

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5.17 Delays in Delivery

Delays in delivery caused by any bona fide strikes, government priority of requisition, riots, fires, sabotage, acts
of God, or any other delays deemed by the Nation to be clearly and unequivocally beyond the contractor's
control will be recognized by the Nation. The contractor may be relieved of the responsibility of meeting the
delivery time as stipulated in the contract upon contractor's filing with the Nation’s just and true statements
requesting an extension of delivery, signed by the contractor and giving in detail all the essential circumstances
which, upon verification by the Nation, justify such action under the provisions of this section by the Nation.

5.18 Fair Employment Practices

All Bids shall be subject to the provisions of Ho-Chunk Nation Statutes relating to prohibition of discrimination in
employment. This provision shall be applicable and incorporated as part of any contract or bid award.

5.19 Non-Discrimination
In performing in accordance with the terms of the Bid, the contractor agrees not to discriminate against any
qualified employee or qualified applicant for employment because of sex, race, religion, color, national origin or
ancestry, age, disability, lawful source of income, marital status, sexual orientation, gender identity or
expression, past or present membership in the military service, familial status, or based upon affiliation with, or
perceived affiliation with any of these protected categories as defined in Ho-Chunk and Wisconsin State
Statutes. Contractor is required to include a similar provision in all subcontracts. This provision shall include, but
not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, lay-off or termination, rates of pay or other forms of compensation, and selection for training,
including apprenticeship. The contractor further agrees to take affirmative action to insure equal employment
opportunities for persons with disabilities. The contractor agrees to post in conspicuous places available for
employees and applicants for employment notices to be provided by the contracting officer setting for the
provisions of the nondiscrimination clause.

5.20 Federal Executive Orders 12549 and 12689 Debarment and Suspension
The Ho-Chunk Nation reserves the right to cancel this contract with any federally debarred contractor or a
contractor that is presently identified on the list of parties excluded from federal procurement and non-
procurement contracts.

5.21 Responses to Remain Open

Responses must remain open and will be deemed to be open and subject to acceptance until awarding of the
contract is finalized, or a minimum of sixty (60) days unless otherwise specified following the date set forth for
the receipt and filing of the response to the proposal.

5.22 Ho-Chunk Nation Reserves the Right to:

 Accept or reject all or part of any proposal submitted and accept such proposal deemed to be in the
best interests of the Nation;
Reject any and all proposals received in response to this request;
 Accept a proposal that is not the lowest cost;
 Request clarification regarding any proposal;
 Make a partial award, or not make any award.

5.23 Interest in Contract

No officer, employee or agent of the Nation who exercises any functions or responsibilities in connection with
the review, approval or administration of this contract shall have any personal interest, direct or indirect, in this
contract.

5.24 Important – Failure of Compliance

Failure on the part of the responder to comply with all of the instructions and terms of these Terms and
Conditions may result in proposal rejection by the Nation, and/or cancellation of orders without liability to the
Nation.
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5.25 Errors and Omissions in Proposal

The Nation will not be liable for any error in the proposal. Proposer will not be allowed to alter proposal
documents after the deadline for proposal submission, except under the following condition: the Nation reserves
the right to make corrections or clarifications due to patent errors identified in proposals by the Nation or the
Proposer. The Nation, at its option, has the right to request clarification or additional information from the
Proposer.

5.26 Changes, Addenda, Withdrawals

The Nation reserves the right to change the Schedule of Events or issue Addenda to the RFP at any time. The
Nation also reserves the right to cancel or reissue the RFP.

If the Proposer needs to submit changes or addenda, such shall be submitted in writing, signed by an
authorized representative of the Proposer, cross-referenced clearly to the relevant proposal section, prior to the
proposal opening, and should be submitted in a sealed envelope. Such shall meet all requirements for the
proposal.

5.27 Withdrawal of Proposal

A Proposer may withdraw a proposal that has been submitted at any time up to the proposal closing date and
time. To accomplish this, a written request signed by the authorized representative of the Proposer must be
submitted to the Purchasing Agent.

5.28 Material in the RFP

Proposals shall be based only on the material contained in this RFP. The RFP includes official responses to
questions, addenda (as applicable), and other material, which may be provided by the Nation pursuant to the
RFP.

5.29 Waiver of Administrative Informalities

The Nation reserves the right, at its sole discretion, to waive administrative informalities contained in any
proposal.

5.30 Ownership of Proposal

All materials submitted in response to this request become the property of the Nation. Selection or rejection of a
response does not affect this right. All proposals submitted will be retained by the Nation and not returned to
Proposers. Any copyrighted materials in the response are not transferred to the Nation.

5.31 Cost of Offer Preparation

The Nation is not liable for any costs incurred by prospective Proposers or Contractors prior to issuance of or
entering into a Contract. Costs associated with developing the proposal, preparing for oral presentations, and
any other expenses incurred by the Proposer in responding to the RFP are entirely the responsibility of the
Proposer, and shall not be reimbursed in any manner by the Nation.

5.32 Non-negotiable Contract Terms

Non-negotiable contract terms include but are not limited to taxes, assignment of contract, audit of records,
EEOC and ADA compliance, record retention, content of contract/order of precedence, contract changes,
governing law, claims or controversies, and termination based on contingency of appropriation of funds.

5.33 Taxes
Any taxes, other than state and local sales and use taxes from which the Nation is exempt, shall be assumed to
be included within the Proposer’s cost.

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5.34 Proposal Validity

All proposals shall be considered valid for acceptance until such time an award is made, unless the Proposer
provides for a different time period within its proposal response. However, the Nation reserves the right to reject
a proposal if the Proposer’s acceptance period is unacceptable and the Proposer is unwilling to extend the
validity of its proposal.

5.35 Prime Contractor Responsibilities

The selected Proposer shall be required to assume responsibility for all items and services offered in his
proposal whether or not he produces or provides them. The Nation shall consider the selected Proposer to be
the sole point of contact with regard to contractual matters, including payment of any and all charges resulting
from the contract.

5.36 Use of Subcontractors

Each Contractor shall serve as the single prime contractor for all work performed pursuant to its contract. That
prime contractor shall be responsible for all deliverables referenced in this RFP. This general requirement
notwithstanding, Proposers may enter into subcontractor arrangements. Proposers may submit a proposal in
response to this RFP, which identifies subcontract(s) with others, provided that the prime contractor
acknowledges total responsibility for the entire contract.

If it becomes necessary for the prime contractor to use subcontractors, the Nation urges the prime contractor to
use Wisconsin vendors, including small and emerging businesses, a small entrepreneurship or a veteran or
service-connected disabled veteran-owned small entrepreneurship, if practical. In all events, any subcontractor
used by the prime should be identified to the Nation.

Information required of the prime contractor under the terms of this RFP, is also required for each subcontractor
and the subcontractors must agree to be bound by the terms of the contract. The prime contractor shall assume
total responsibility for compliance.

In the event that subcontractors will be used, the Nation reserves the opportunity to review and approve those
subcontractors.

5.37 Audit of Records

The Ho-Chunk Nation Auditor, state auditors, federal auditors or others so designated by the Nation, shall have
the option to audit all accounts directly pertaining to the resulting contract for a period of five (5) years after
Project acceptance or as required by applicable State and Federal law. Records shall be made available during
normal working hours for this purpose.

5.38 Civil Rights Compliance

The Contractor agrees to abide by the requirements of the following as applicable: Title VI and Title VII of the
Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order 11246, the
Federal Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran’s Readjustment Assistance Act of
1974, Title IX of the Education Amendments of 1972, the Age Act of 1975, and Contractor agrees to abide by
the requirements of the Americans with Disabilities Act of 1990. Contractor agrees not to discriminate in its
employment practices, and will render services under the contract and any contract without regard to race,
color, religion, sex, national origin, veteran status, political affiliation, or disabilities. Any act of discrimination
committed by Contractor, or failure to comply with these statutory obligations when applicable shall be grounds
for termination of the contract.

5.39 Record Retention

The Contractor shall maintain all records in relation to the contract for a period of at least five (5) years after final
payment, or for such other time period as specified by the Nation.

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5.40 Record Ownership

All records, reports, documents, or other material related to any contract resulting from this RFP and/or obtained
or prepared by Contractor in connection with the performance of the services contracted for herein shall become
the property of the Nation and shall, upon request, be returned by Contractor to the Nation, at Contractor’s
expense, at termination or expiration of the contract.

5.41 Content of Contract/ Order of Precedence

In the event of an inconsistency between the contract, the RFP and/or the Contractor's Proposal, the
inconsistency shall be resolved by giving precedence first to the final contract, then to the RFP and subsequent
addenda (if any) and finally, the Contractor's Proposal.

5.42 Contract Changes

No additional changes, enhancements, or modifications to any contract resulting from this RFP shall be made
without the prior approval of the Nation.

Changes to the contract include any change in: compensation; beginning/ ending date of the contract; scope of
work; and/or Contractor change through the Assignment of Contract process. Any such changes, once
approved, will result in the issuance of an amendment to the contract.

5.43 Substitution of Personnel

The Nation intends to include in any contract resulting from this RFP the following condition:

Substitution of Personnel: If, during the term of the contract, the Contractor or subcontractor cannot provide the
personnel as proposed and requests a substitution, that substitution shall meet or exceed the requirements
stated herein. A detailed resume of qualifications and justification is to be submitted to the Nation for approval
prior to any personnel substitution. It shall be acknowledged by the Contractor that every reasonable attempt
shall be made to assign the personnel listed in the Contractor’s proposal.

5.44 Governing Law

All activities associated with this RFP process shall be interpreted under Ho-Chunk Nation Law. All proposals
and contracts submitted are subject to provisions of the laws of the Ho-Chunk Nation and specifications listed in
this RFP. Jurisdiction and venue for any suit filed in connection with this RFP process and contract shall be
exclusive to the Ho Chunk Nation Tribal Court.

5.45 Non-waiver of Sovereign Immunity

Nothing contained in this RFP or any Agreements hereinafter shall in any manner be construed or deemed to be
a waiver of the sovereign immunity of the Nation, except that the Nation agrees that it shall make the payment
for goods and services provided under the Agreement in accordance with its terms upon satisfactory
performances by the Service Provider of its obligations hereunder. This limited waiver pertains to payment for
goods and services delivered in strict accordance with this Agreement, and to no other claim or cause of action
whatsoever, whether or not arising under or in any way in connection with this Agreement. This limited waiver is
personal to the Service Provider and is non-assignable. Commencement of an action by Nation against the
Service Provider shall not constitute consent to any countersuit by the Service Provider exceeding the scope of
this limited waiver.

5.46 Anti-Kickback Clause

The Contractor hereby agrees to adhere to the mandate dictated by the Copeland "Anti-Kickback" Act which
provides that each Contractor or sub grantee shall be prohibited from inducing, by any means, any person
employed in the completion of work, to give up any part of the compensation to which he is otherwise entitled.

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5.47 Payment
Payment under this Agreement is contingent upon Contractor furnishing Nation with a completed W-9 IRS tax
form, which shall be attached hereto and incorporated herein. Contractor shall cooperate with Nation in
furnishing any additional information Nation may need to comply with rules and regulations of the Internal
Revenue Service.

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Attachment A – RFP Submittal Checklist

Task Reference Submitted

Background Material 4.4

Executive Summary 4.5

Scope of Services 4.6

Company Background (including copy of certificate of insurance) 4.7

Implementation Plan 4.8

Training Plan 4.9

Maintenance and Support Program – Proposal Section 6.0 4.10

Ho-Chunk Nation Specific Issues to be Addressed by RFP 4.11

Client References 4.12

Exceptions to the RFP 4.13

Sample Documents 4.14

Pricing (separate envelope) 4.15

Other Required Attachments

Attachment A RFP Submittal Checklist This sheet

Attachment B Implementation Reference Form

Attachment C RICE Matrix

Attachment D RAID log

Number of Hard Copies 1 signed

original

Number of Digital Copies 1 flash

drive

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Attachment B – Implementation Reference Form

References shall be included subject to the Nation’s preferences cited in Section 4.12 of the RFP.

It is mandatory for Proposers to complete the following table for all references:

Reference Table
Contact Information

Organization Name

Organization Size/Description

Contact Name

Title

Address

Phone

Email

Project Information

Project Name

Project Dates (Start - Finish)

Project Manager

Project Description

Software Implemented

Was the project completed on

time and on budget? If not,
provide a description.

Provide any lessons learned

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

Attachment C – RICE Matrix

(Excel file attached)

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 Ho-Chunk Nation Infor Lawson Software Implementation RFP #1000

Attachment D – RAID log

(Excel file attached)

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