ORACLE E-BUSINESS SUITE SUPPORT SERVICES

RFP #065-2026
CITY OF SPRINGFIELD, MISSOURI
DIVISION OF PURCHASES
Cindy Scholten, Buyer Date Issued: April 27, 2026
City of Springfield Buyer's Email: cindy.scholten@springfieldmo.gov
Division of Purchases Telephone Number: 417-864-1594
218 E. Central
Springfield, MO 65802
REQUEST FOR PROPOSAL #065-2026
TITLE-SIGNATURE PAGE
The City of Springfield will accept electronically submitted proposals through its' e-bidding service provider, Euna OpenBids (formerly DemandStar),
from qualified persons or firms interested in providing the following:
ORACLE E-BUSINESS SUITE SUPPORT SERVICES
PROPOSALS MUST BE UPLOADED INTO THE EUNA OPENBIDS (FORMERLY DEMANDSTAR) E-BIDDING SYSTEM
PRIOR TO 3:00 P.M. (CST) ON FRIDAY, MAY 8, 2026. Proposals will be opened by the Buyer listed above. Only the names of
Offerors will be read aloud publicly at the specified proposal opening date and time via teleconference. To participate, dial (605) 313-9683. Then,
enter access code 3394500.
* Proposals shall be submitted on the forms provided and may be manually, electronically, or digitally signed by the individual authorized to
legally bind the company. Offeror must complete, execute, and submit all Pages identified with "RETURN THIS PAGE" of this RFP document
to be deemed responsive and considered for award. Failure to do so shall render your proposal non-responsive.
* Proposals received after the opening date and time shall not be considered.
* The attached Terms and Conditions shall become part of any contract resulting from this request for proposal.
* The cutoff for any questions pertaining to this RFP is Friday, May 1, 2026, at 12:00 P.M. (CST). Any questions shall be submitted in writing
to the buyer identified above.
* HAND DELIVERED, FAXED, OR EMAILED PROPOSALS WILL NOT BE ACCEPTED.
The undersigned certifies that they have the authority to bind the Offeror in a contract to supply the service or commodity in accordance with all terms and
conditions contained herein. Please type or print the information below.
Offerors are REQUIRED to complete, sign, and return this form with their submittal.
NOTE: All businesses doing business in the State of MO should be registered with the Missouri Secretary of State. Upon MO registration, a charter
number is issued and should be identified below. If your business is exempt, the exemption number should be referenced below, in lieu of a charter
number.
Company Name Authorized Person (Print)
Address Signature
City/State/Zip Title
Telephone # Fax # Date Tax ID #
Email Address
____________________________________________________ __________________________________________________
State of Missouri Charter Number or Exemption Number
Page 1 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024
RETURN THIS PAGE

RFP #065-2026
LEGAL NOTICE:
REQUEST FOR PROPOSAL #065-2026
The City of Springfield will electronically accept submitted proposals through its' e-bidding service provider, Euna OpenBids (formerly
DemandStar), from qualified persons or firms interested in providing the following: ORACLE E-BUSINESS SUITE AD-HOC SUPPORT
VENDOR NOTE 1: To register with Euna OpenBids (formerly DemandStar) go to: https://www.demandstar.com/registration
VENDOR NOTE 2: For information on how to navigate Euna OpenBids (formerly DemandStar) go to:
https://network.demandstar.com/agency-support-2/
VENDOR NOTE 3: If you have issues registering or uploading a proposal, please contact Euna OpenBids (formerly DemandStar) toll-
free at (866) 273-1863. Euna OpenBids (formerly DemandStar) office hours are 8:00 A.M. to 7:00 P.M. Central Time, Monday through
Friday. You can also contact the Division of Purchases at (417) 864-1620 or the Buyer stated on the Title-Signature Page of this
solicitation document between the hours of 8:00 A.M. to 5:00 P.M. Central Time, Monday through Friday.
It is strongly recommended that Offerors register with Euna OpenBids (formerly DemandStar) as soon as possible to ensure your ability
to provide a response to this solicitation by the due date and time.
Proposals must be received electronically in the City's e-bidding service provider Euna OpenBids (formerly DemandStar) by 3:00 P.M. (CST),
on FRIDAY, MAY 8, 2026. Proposals will be read aloud publicly at the specified opening date and time via teleconference. To participate,
dial (605) 313-9683. Then, enter access code 3394500.
Proposal documents and any addendums are available via the following methods:
1. By accessing the City's e-bidding service, DemandStar (soon to be Euna OpenBids):
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029
2. By accessing the Division of Purchases' webpage: https://www.springfieldmo.gov/bids.aspx
For any contract for services greater than $5,000, the successful Offeror shall comply with 285.530, RSMo., as amended, and (1)
provide by sworn affidavit affirmation that it does not knowingly employ any person who is an unauthorized alien and (2) provide
documentation affirming its enrollment and participation in a federal work authorization program with respect to the employees
working in connection with this contract. The required documentation affirming enrollment must be from the federal work
authorization program provider. A letter from the Service Provider reciting compliance is not sufficient. A signed and notarized Work
Authorization Affidavit and the Electronic Signature Page from the E-Verify program shall be provided prior to the issuance of a contract.
The City is committed to providing opportunities to DBE, MBE, and WBE prime, general, and subcontractors and encourages such
business enterprises to submit responses.
Page 2 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024

RFP #065-2026
TABLE OF CONTENTS
Cover Title-Signature Page
Legal Notice
Table of Contents
PART I
Description of Project and Services Required
1.0 Introduction
2.0 Scope of Services
3.0 City Provided Services
4.0 Invoicing
5.0 Confidentiality
6.0 Additional Agreements
7.0 Timeline for RFP Process and Project Completion
PART II
Standard Instructions to Offerors and Conditions of Request for Proposal
1.0 Preparation of Proposals
2.0 Submission of Proposals
3.0 Legal Name and Signature
4.0 Modifications, Corrections, or Withdrawal of Proposals
5.0 Clarification and Addenda
6.0 Responsive and Responsible Offeror
7.0 Reserved Rights
8.0 The Right to Audit
9.0 Right to Protest
10.0 Ethical Standards
11.0 Applicable Law
12.0 Jurisdiction
13.0 Collusion
14.0 Conflict
15.0 Debarment and Suspension Status
16.0 RFP Forms
17.0 Payment Terms
18.0 Regulations
19.0 Proposal Opening
20.0 Request for Additional Information
21.0 Contract Documents
22.0 Ownership of Documents
23.0 Confidentiality of Documents
24.0 Equal Opportunity Clause
25.0 Business License
26.0 Nonresident/Foreign Contractors
27.0 Certificate of Compliance with Section 34.600 RSMo., et seq. (Anti-Discrimination Against Israel Act)
28.0 Local Preference
PART III
Format, Content, and Submission of Proposals
1.0 Forms and Attachments
2.0 Proposal Due Date
3.0 Addenda
4.0 Selection Process
5.0 Awards
6.0 Budgetary Constraints
7.0 Order of Precedence
Page 3 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024

RFP #065-2026
8.0 Affidavit for Service Contracts
9.0 Open Competition
10.0 Additional Purchases by Other Public Entities
11.0 Work Authorization Affidavit and E-Verify
12.0 Insurance Requirements
13.0 Compliance
14.0 Sample Contract
15.0 Sample Non-Disclosure Agreement
16.0 Renewal Option
17.0 Questions Regarding Specifications or Proposal Process
18.0 Criteria for Award
Enclosure I, Proposal Ranking Score Sheet
Enclosure II, Interview Ranking Score Sheet
Enclosure III, Table of Contents for Submittal
Form No. 1: Provider Profile
Form No.2: Key Outside Consultants
Form No. 3: List of References and Experience
Form No. 4: Personnel Qualifications
Form No. 5: Project Approach Narrative
Form No. 6A: Task/Personnel Breakdown
Form No. 7 Affidavit of Compliance
Form No. 8 Certification Regarding Potential Conflicts of Interest
Form No. 9 Certification of Compliance with Section 34.600 RSMo., et. seq.
Form No. 10 Certification of Signature Authority Form
Form No. 11 Statement of "No Proposal"
PART IV
Insurance Requirements
PART V
Standard Terms and Conditions
PART VI
IS Standard Terms and Conditions
Page 4 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024

RFP #065-2026
PART I
DESCRIPTION OF PROJECT AND SERVICES REQUIRED
1.0 INTRODUCTION/DESCRIPTION OF PROJECT/SERVICES:
The City of Springfield is seeking proposals from qualified firms/providers "Service Provider" to provide functional ad-hoc support for
our Oracle E-Business Suite (EBS) R12.2.9 ERP system.
The City is seeking a highly qualified Service Provider with a minimum of ten (10) years' experience with Oracle E-Business Suite
support services, strong technical expertise and resources, and an excellent track record of customer satisfaction. All work will be
performed remotely.
1.1 Description of Operations or Background: The City of Springfield utilizes the Oracle E-Business Suite (EBS) R12.2.9 ERP system
hosted on Oracle Cloud Infrastructure. We have a production environment and four (4) non-production environments.
1.2 The City has 2,105 active users. Employees and users log into the Oracle ERP system using assigned credentials.
2.0 SCOPE OF SERVICES
2.1 Oracle E-Business Suite System Administration and Database Administration duties.
2.2 The City uses numerous modules across various process areas including finance, human capital management, and
procurement. Specific public sector modules include:
2.2.1 General Ledger.
2.2.2 General Ledger Central Control.
2.2.3 Accounts Payable.
2.2.4 AP Central Control.
2.2.5 Internet Expenses.
2.2.6 AP Credit Card.
2.2.7 AP I-Expenses.
2.2.8 Accounts Receivable.
2.2.9 Cash Management.
2.2.10 Fixed Assets.
2.2.11 Purchasing.
2.2.12 Budget.
2.2.13 Labor Manager.
2.2.14 Time Manager.
2.2.15 OTL Timekeeper.
2.2.16 Payroll Professional.
2.2.17 US HRMS Manager.
2.2.18 US OTL Application Developer.
2.2.19 US Payroll Manager.
2.2.20 Workflow Administrator Web Applications.
2.2.21 Desktop Integration.
2.3 The City has previously utilized an external provider to assist with developing and implementing electronic accounts payable
and I-Expense processes, paid time-off carryover issues at calendar year-end, implementing advanced benefits (project
scrapped), and updating deferred compensation elements to align with IRS changes in addition to miscellaneous support
needed to address real-time issues encountered.
2.4 Ongoing assistance needed includes HRMS Functional Support:
Page 5 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024

RFP #065-2026
2.4.1 Configuration, troubleshooting, optimization, and advisory services related to Oracle HRMS, payroll elements
(earnings, deductions, leave time, benefits), and HRIS processes aligned with current federal/state payroll and
benefits laws.
2.4.2 Configuration experience with: Payroll Elements, Fast formulas, Leave plans, Flex fields, Work structures (for
example, grades, jobs, assignments, positions, and locations).
2.5 Required documentation:
2.5.1 Provider will provide clear written documentation of their troubleshooting and configuration processes to City
staff.
2.5.2 Provider will provide written guidance or reference materials the City team can use to create desk guides and
how-to resources for ongoing success.
2.6 Other services as needed:
2.6.1 A statement of work should be agreed upon by the City and the provider for major projects that are not considered
maintenance of existing functionality or emergency situations.
2.6.2 The statement of work must include the cost and scope of the project.
2.7 SERVICE LEVELS
3.0 CITY PROVIDED SERVICES:
The City of Springfield has subject matter expert users in our Finance, Human Resources, and Information Systems departments
who will work closely with the provider on each support project.
Page 6 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024

RFP #065-2026
The City requires all changes to the ERP system to be fully tested in one of the non-production environments before being moved
to production.
4.0 INVOICING:
The Service Provider shall submit a monthly invoice including the description of service, date of service , the hours of services
per project, and the hourly rate of service. The invoice shall have the purchase order number and contract number shown on the
invoice and shall be addressed to the City of Springfield, Accounts Payable, Attention Jody Vernon, 840 N Boonville Ave,
Springfield, MO, 65802. Invoices may also be e-mailed to jody.vernon@springfieldmo.gov. Payment shall be made within thirty
(30) days of receipt of proper invoice. The City prefers to make monthly payments with a Visa Purchasing Card.
5.0 CONFIDENTIALITY:
5.1 Confidential Information Provided by the City:
5.1.1 The Service Provider may be given access to non-public City information, including system credentials,
configuration details, network information, employee information, or other sensitive operational data
("Confidential Information"). The Service Provider shall:
* Use such information solely for the purpose of performing services under this RFP;
* Limit disclosure to employees or approved subcontractors with a legitimate need to know; and
* Protect the information using the same degree of care used to protect its own confidential information, but
no less than reasonable care.
5.2 Non-Disclosure Agreement Required
5.2.1 The awarded Service Provider shall execute a City-approved Non-Disclosure Agreement (NDA) prior to receiving
any Confidential Information. The NDA will govern the Service Provider's obligations regarding use, disclosure,
retention, and destruction of Confidential Information. Execution of the NDA is a condition of award.
6.0 ADDITIONAL AGREEMENTS: If applicable, any additional agreement(s)/contract(s) proposed by the Offeror shall be included
with the Offeror's proposal as an attachment and may become exhibits of an ensuing City contract.
7.0 TENTATIVE TIMELINE:
7.1 TENTATIVE TIMELINE FOR THE REQUEST FOR PROPOSAL (RFP) PROCESS: The tentative timeline listed below is the City's
estimation of time required to complete the RFP process. All efforts shall be made to abide by this schedule, but it may
change due to different circumstances.
Post RFP Notification April 27, 2026
Question Cutoff date May 1, 2026 @ 12:00 P.M. (CST)
Proposal Cutoff date/RFP Opening May 8, 2026 @ 3:00 P.M., (CST)
Meet to review week of May 18, 2026
Interviews week of June 1, 2026, or June 8, 2026
Notice of Recommendation for Award June 10, 2026
Notice to Proceed TBD
7.2 TENTATIVE TIMELINE FOR THE PROJECT: The City has developed the following general timeline:
7.2.1 This RFP is for ad-hoc services. When a need arises, the City of Springfield will reach out to the Service Provider's
designated point of contact to start the process.
* The need will be explained, including examples when applicable.
* Possible solutions will be identified and discussed.
* A timeline will be agreed upon including any specific deadlines necessary to meet compliance or other
necessary dates.
Page 7 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024

RFP #065-2026
* A project approach will be agreed upon including specific points of contact and participants in the specific
project.
Page 8 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024

RFP #065-2026
PART II
STANDARD INSTRUCTIONS TO OFFERORS AND CONDITIONS OF REQUEST FOR PROPOSAL
1.0 PREPARATION OF PROPOSALS:
1.1 By submitting a proposal, the Offeror certifies that he has fully read and understands the proposal method and has full
knowledge of the scope, nature, and quality of the work to be performed.
1.2 All proposals submitted shall be binding for one hundred twenty (120) calendar days following the opening.
1.3 The City of Springfield does not pay federal excise and sales tax on direct purchases of tangible personal property. Missouri
tax ID #12493651.
2.0 SUBMISSION OF PROPOSALS:
A proposal submitted by an Offeror must (1) be manually, electronically, or digitally signed by the authorized agent of the Offeror
on the Division of Purchases Request For Proposal (RFP) Affidavit of Compliance form; (2) contain all information required by the
RFP; (3) be priced as required; (4) be uploaded into the City's e-bidding service provider, Euna OpenBids (formerly DemandStar),
no later than the exact time and date specified in this RFP via the following link:
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029
(5) include a security deposit if one is required.
2.1 Incurred Expenses: The City is not responsible for any expenses that Offerors may incur in preparing and submitting
proposals called for in this Request for Proposal.
2.2 Late Proposals: Proposals received by the City after the time specified for receipt will not be considered. Offerors shall
assume full responsibility for the timely uploading of the proposals to the location designated for receipt of proposals. All
proposals will be received at the time and place specified and made available for public inspection when a fully executed
contract is in place.
2.3 Completeness: All information required by the Request for Proposal must be supplied to constitute a responsive proposal.
The City of Springfield reserves the right to use any and all information presented in any response to the Request for
Proposal. Acceptance or rejection of the RFP does not affect this right. Offerors are to submit all pages of this RFP identified
with "RETURN THIS PAGE" stated on the bottom right corner of said pages. Failure to do so shall render your proposal
non-responsive.
2.4 Errors in Submittals: Offerors or their authorized representatives are expected to fully inform themselves as to the
conditions, requirements, and specifications of this solicitation before submitting their proposals; failure to do so will be at
the Offerors' own risk. In case of an error in the extension of prices in the proposal, the unit price shall govern. Said unit
price shall be utilized by the City to calculate the correct extended price for determining the potential award.
3.0 LEGAL NAME AND SIGNATURE: Proposals shall clearly indicate the legal name, address, e-mail address, and telephone number
of the Offeror (company, firm, corporation, partnership, or individual). The Offerors' legal company name must be identified as
the SAME on their submitted W-9 and Certificate of Insurance (COI). Proposals may be manually, electronically, or digitally signed
above the printed name and title of the signer on the Affidavit of Compliance page. The signer shall have the authority to legally
bind the company to the submitted proposal. Failure to properly sign the TITLE-SIGNATURE PAGE shall invalidate same, and it
shall not be considered for award.
4.0 MODIFICATIONS, CORRECTIONS, OR WITHDRAWAL OF PROPOSALS:
4.1 A proposal may only be withdrawn by the following method prior to the official opening date and time specified:
4.1.1 A proposal may be withdrawn via e-mail to the buyer identified on page one of this document, by the Offeror or
its' authorized representative.
Page 9 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024

RFP #065-2026
4.2 A proposal may only be modified by the following method prior to the official opening date and time specified:
4.2.1 A proposal that has already been uploaded may be modified by uploading another proposal and identify
"MODIFICATION" on your proposal submittal.
4.3 All modified proposals shall not be opened until the official opening date and time to preserve the integrity of the RFP
process. Telephone or electronic requests to modify a proposal/solicitation shall not be honored. No modification or
withdrawal of any response will be permitted after the RFP specified official opening date and time.
5.0 CLARIFICATION AND ADDENDA:
5.1 Each Offeror shall examine the Request for Proposal documents and shall judge all matters relating to the adequacy and
accuracy of such documents. Any inquiries or suggestions concerning interpretation, clarification, or additional information
pertaining to the Request for Proposal shall be made through the Division of Purchases in writing. The Division of Purchases
shall not be responsible for oral interpretations given by any City employee, representative, or others. The issuance of
written addenda is the official method whereby interpretation, clarification, or additional information can be given. Receipt
of an addendum to an RFP by an Offeror must be acknowledged by signing and uploading the addendum with your proposal
to https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 prior to the opening time
and date.
5.2 It shall be the responsibility of each Offeror, prior to submitting their proposal, to check the Division of Purchases e-bidding
service Euna OpenBids (formerly DemandStar) at:
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 to determine if addenda were
issued and to make such addenda a part of their proposal.
6.0 RESPONSIVE AND RESPONSIBLE OFFEROR: To be considered a responsive Offeror, the Offeror shall submit a proposal that meets
the minimum requirements set forth in the Request for Proposal. To be a responsible Offeror, the Offeror shall have the capability
in all respects to perform fully the minimum requirements, and the tenacity, perseverance, experience, integrity, reliability,
capacity, facilities, equipment, and credit that will ensure good faith performance.
7.0 RESERVED RIGHTS:
7.1 The City reserves the right to make such investigations as it deems necessary to determine the Offeror's responsiveness
and responsibility. Such information may include but should not be limited to current financial statements, verification of
availability of equipment and personnel, past performance records, and any additional documentation as deemed
necessary by the City.
7.2 The City reserves the right to reject any and all proposals, to waive technical defects, and to select the proposal(s) deemed
most advantageous to the City.
8.0 THE RIGHT TO AUDIT: The Offeror agrees to furnish supporting detail as may be required by the City to support charges or
invoices, to make available for audit purposes all records covering charges pertinent to the purchase, and to make appropriate
adjustments in the event discrepancies are found. The cost of any audit will be paid by the City. The City shall have the right to
audit the Offeror's records pertaining to the work/product for a period of three (3) years after final payment.
9.0 RIGHT TO PROTEST:
9.1 Appeals and remedies are provided for in the Springfield City Code and Purchasing Policy. Protestors shall seek resolution
of their complaints with the City Purchasing Agent.
9.2 Any protest shall state the basis upon which the solicitation or award is contested and shall be submitted within thirty (30)
calendar days after such aggrieved person knew or could have reasonably been expected to know of the facts giving rise
thereto.
Page 10 of 56
Revised: 02/04/2026
Reviewed by Law: 03/06/2024